In Erasmus accreditations and ESC50/52 Quality Label the associated persons can only be viewed and no new contacts can be added. If required, contact your National Agency for an amendment. 

Access "Associated persons" in the project

In your project, click on Associated persons in the Content menu. The Associated persons screen displays. 

List of Associated persons

At least two associated persons for the Beneficiary organisation will be available in the list by default, the Primary Contact and the Legal Representative of the project as per signed grant agreement. Associated persons for the participating organisations part of the grant agreement, for example partner organisations, are also transferred upon project creation. 

Contact persons transferred from the NA project management system and flagged as Primary Contact or Legal Representative will obtain their respective Read/Write access rights for both the project and project dissemination. 

In this example, two associated persons for the beneficiary organisation are available in the project. The role (1) and Access (2) rights for each contact are displayed and it is possible to view and edit (3) these contacts, using the available buttons.

Following information is available for Associated persons in the list: 

1. Organisation OID - OID of the organisation as registered in ORs, if applicable
2. Organisation legal name
3. First and Last name - of the contact
4. Position 
5. Email - of the contact
6. Telephone 
7. Beneficiary - indicates if contact belongs to beneficiary organisation; either Yes or No
8. Legal Representative - either Yes or No
9. Primary Contact (or Erasmus coordinator) - either Yes or No
10. OLS Administrator - either Yes, No or Empty, if not applicable for the project
11. Access to project management - provides information on access rights in the project; can be Edit, View or None

If other associated persons than the ones available in the project are required to have access to the project, the existing beneficiary user(s) can add them.

Add an associated person

Adding an associated person is only possible if you have the required access rights in the project and is not applicable to Erasmus accreditations and the ESC Quality Label. 

Click on the "Create" button

Click on the Create button. 

The Associated persons screen opens. Here you have to provide all required information. 

The Back button allows you to return to the list of Associated persons. The Save button is inactive until all mandatory information is provided for the contact. 

The Associated persons form consist of three sections:

• Contact Person
• Access to Project
• Associated persons

By default, these sections are expanded when accessing the contact form. They can be collapsed/expanded individually by using the available arrows. 

Select the organisation the contact belongs to

Click on the Organisation drop-down box and select the organisation the contact belongs to. All organisations available in the project are available for selection. If the organisation is not available, you can add it from the Organisations section in your project. See the page Participating organisations in projects for details. 

Provide the required information

After you have selected the organisation, continue to provide all required details. 

Take note of the following rules for Associated persons in Beneficiary module: 

• The email address used for a contact does not have to be unique across all organisations within the same project. That means, the same email address can be used for a contact for different organisations. In such cases, the highest access level will be applied when the contact opens the project. 
• A contact may not belong to any organisations other than the beneficiary organisation, the co-beneficiary organisations or other organisations participating in the project.
• There can only be one Legal Representative for any given participating organisation within the same project.
• The list of Associated persons belonging to the beneficiary organisation must include at least one associated person flagged as the primary contact. This will ensure that automatic notifications can always reach a valid recipient. 
• The list of Associated persons belonging to the beneficiary organisation must include at least one associated person with full access to the project (i.e. Edit access).
• By default all associated persons from the other participating organisations have view access to the entire project data, but this can be changed by beneficiary associated persons with edit access.
• Associated persons from an Invited Organisation (KA2 projects) do not have access to the project in My projects.

Fill in the available fields:

1. General information such as First name, Last name and email address
2. Select the contact's Role within their organisation by checking the appropriate boxes: 
   • Primary Contact - all automated notifications regarding the selected project are sent to this contact's registered email address.
   • OLS Administrator - this option indicates that the user has the Learning Manager role in the EU Academy system. The availability of this flag depends on the action type of the project.
   • The Legal Representative checkbox cannot be selected, as all Legal representative information is retrieved from the National Agency's project management system.
     
     
3. Select whether the contact has Edit, View or None access to:
   • the project in Beneficiary module (project management) and
   • project dissemination
     
     
4. Address and further contact information
   • Use the Same as organisation tick box to automatically fill in the information. The information will be the same as available for the organisation. 
   • You can also provide the required information manually by providing the required information in the available fields
     

Click on "Save"

The Save button in the bottom right corner of the screen becomes available when all mandatory information is filled in. Click on the Save button to save the contact details.

Associated person available in list of Associated persons

A success message displays. The newly added contact is displayed in the list. The role in the organisation and the project access level are indicated in the respective columns. You may have to use the scroll bar of the table to access all information. 

Edit an Associated person

Click on the "Edit" icon

If you want to make changes to a contact's information, click on the green Edit (pencil) icon.

Make the required changes and click on "Save"

You can update all information for a contact that was added in the project, with the exception of the Legal representative checkbox. Make the required changes for the contact person. 

If the Same as organisation tick box was selected upon creation of the contact, all fields in the Associated persons section are read-only. You have to untick the box in order to make changes to these details manually. 

Click on the Save button to save the changes made.

Here an example for an associated person from a Partner organisation, transferred from the NA's project management system. In edit mode, nearly all information is read-only. You can only update the Access to Project, by default set to View for both Project management and Project dissemination.

Contact updated

A success message is displayed. The contact information is updated and you are redirected to the Contact list. 

Remove a contact 

To remove a contact from the list, click on the red Delete icon and confirm the deletion in the pop-up. A success message displays and the contact is no longer available in the Associated persons list and no longer has access to the project. 

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