This page explains the management of Group Activities in granted KA121 and KA122 projects, using an example project for KA121-ADU, call year 2022. Group activities are not available for KA121-VET and KA122-VET projects.

Group activities in your project can only be managed by contacts with edit rights in the project while the project is in status Project ongoing. Make sure all organisations participating in your project's group activities are available in the Organisations Participating organisations section of your project before you add group activities in your project.

In your granted project, adding group activities is done in two steps:

1. Create the group activity, provide all mandatory details and save it.
2. Edit the activity to add participant subgroups. For all subgroups in a group, the sending country and the destination country must be the same.

Unlike mobility activities, group activities do not require the names and personal details of the participants in the group. The only person whose name and email are specifically required is the Lead accompanying person, as this person will receive the invitation to fill in the participant report . 

Before the submission of the Final beneficiary report , group activities in your project should be checked. All group activities must be in status Complete before the report can be submitted.  Include PageRoot Ukraine BMRoot Ukraine BM

Steps

"Force majeure" flag

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Select the "Group activities" tab from "Mobility activities" Group activities are accessible in a separate tab, when accessing clicking on Mobility activities via the  from the Content menu in your project. It is from From here that , you can manage the group activities of the project. You will see the list of group activities, as you add them. Initially, the list is empty.   Excerpt Include Root BM List functionality Root BM List functionality nopanel true Image Modified Info title Information In KA121-ADU and KA122-ADU projects, a notification regarding EPALE is displayed. See EPALE Electronic Platform for Adult Learning in Europe for more information. HTML <div class="page-break-ruler"> </div> Click on "Create" to add a group activity Click on the Create button at the top of the group activity list. The Group Activities Activity screen opens. Here , allowing you will to add the details of the group activity and create subgroups of participants for each particular situation. All mandatory details must be filled in, in order to save the group mobility record. It is not possible to save draft records at this stage. At the top of the screen the activity status badge is displayed. The status changes from Draft to Complete when at Use the scrollbar in your browser to access all information on screen. Note title Take note type warning All mandatory details must be filled in before you can save the group activity as Draft. You will be able to save the group activity as Complete only after at least one subgroup of participants has been added to the List of group activity activities, and all mandatory information has been provided in all sections and subsections. Use the scrollbar in your browser to access all information on The status badge (Draft/Complete) is displayed in the top-right area of the Group Activity screen. Image Modified The form consists of several sections where each section can be expanded or collapsed individually, using the dedicated arrow. Fill in the fields per section as required. Mandatory fields are marked with an asterisk ( * ). Info title Information Fields vary according to the action type of your project. Please read the onscreen information carefully when filling in the fields. The form content will adapt based on your input . The form and it will provide feedback, such as warning messages or error messages, in case there is missing information or eligibility rules are not observed. Fill in the "Group Activities" section Fill in the requested information. Please note: Group activity ID - this code is assigned automatically; , but it can be changed according to your preferences; however, but it must be unique within the project. Activity type - pre-selected, based on the key action of your project, and cannot be changed Description of the activity must be filled Language selectors - to select language(s) used during activity  ; in this case, the key action is KA121-ADU. Description - text field to enter the presentation of the group activity. Thematic areas (only for KA121-ADU and KA122-ADU projects) - drop-down list to choose up to five thematic areas for the group activityKey competences, Topics and Thematic areas (ADU projects only; not on illustration below) fields with drop-down lists to select the relevant option(s); where multiple options are possible, they will be displayed above the respective field, as you select them Force majeure flag - see below for details Image Removed  . Level of education (only for calls 2023 and 2024) - drop-down list to choose the level of study/teaching of the field of education for the mobility activity (ISCED levels 1 to 9). Language(s) - drop-down lists to select the main language and the other language(s) used during the group activity; where multiple options are possible, they will be displayed above the respective field, as you select them. Key competences - drop-down list to select the key competences acquired by the participants during the group activity; where multiple options are possible, they will be displayed above the respective field, as you select them. You can add as many key competences as there are available in the list. Topics - drop-down list to select the relevant topics corresponding to the content and participant profile, as well as the specific action type; where multiple options are possible, they will be displayed above the respective field, as you select them. You can add as many key competences as there are available in the list. Force majeure flag - see below for details Image Added   Anchor fm fm "Force majeure" flag Excerpt Include Force majeure Force majeure nopanel true Tip title Tip If you check the Force majeure flag at group level, it will only affect the fields in the group screen. You can additionally flag the subgroups as Force majeure, in accordance with the subgroup specifics. Image Added The following fields and grants are affected at group level in case of force majeure:  Inclusion support for organisations in the Participants summary section: The field becomes editable, and you can provide a new amount. If any values were already present, they are preserved. Organisational support in the Participants summary section : The field becomes editable, it switches to zero, and you can provide a new amount. Total travel grant in the Travel details section (subgroup): The field becomes editable, it switches to zero, and you can provide a new amount. Total individual support grant in the Individual support section (subgroup): The field becomes editable, and you can provide a new amount. If any values were already present, they are preserved. Note title Take note of the following: The current implementation does not include any specific conditions related to COVID-19 as a force majeure situation. Fill in the "From / To" section Sending and Receiving organisations Select the Sending organisation and the Receiving organisation from the applicable drop-down lists. The Sending country and Sending city for each organisation are prefilled automatically with those registered in the Organisation Registration system (for organisations with an OID) or in the project (for organisations without an OID). These are the default locations, and can be changed manually in the project. Info If you change any of the default details, for example the Receiving Country, you will be required to provide an explanation in the subgroup screen, in the Travel details section.  For all subgroups in a group activity, the sending country and the destination country will be the same. Image Added "Supporting organisation" drop-down list (call 2024 only) Excerpt Include Supporting organisation field in KA121 and KA122 mobility and group activities Supporting organisation field in KA121 and KA122 mobility and group activities nopanel true Multiple sending organisations (KA121, call 2024 only) In KA121 projects, if the beneficiary organisation has the Accreditation for a mobility consortium coordinator, you can add multiple sending organisations to a group mobility activity, allowing you to configure group mobilities that involve multiple cities of departure. Click on the Add Sending Organisation button, to add up to 10 organisations from the ones participating in the project.  After pressing the button, a new line is displayed, allowing you to add information regarding the new sending organisation. Select one option from the drop-down list. The list will display the organisations available in your project. The Sending country and Sending city for the chosen organisation are prefilled automatically with those registered in the Participating Organisations screen, yet the Sending city field is editable. After adding the 10th organisation, the Add Sending Organisation button will become unavailable. If needed, you can also delete any additional sending organisation, by clicking on the recycle bin button. Image Added
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In addition, the following fields and grants are affected at group level in the case of force majeure: 

• Duration (days): The business rule checking the minimum and maximum duration will no longer apply in the case of Force Majeure.
• Total travel grant: The field becomes editable. If any values were already present they are preserved.
• Duration for individual support: The field becomes editable. If any values were already present they are preserved in the Participants Details screen. The business rule checking the minimum duration will no longer apply in the case of Force Majeure.
• Total individual support grant: The field becomes editable. If any values were already present they are preserved.
• Organisational Support: The field becomes editable. If any values were already present they are preserved.
• Inclusion support for organisation: The field becomes editable. If any values were already present they are preserved.

Fill in the "From / To" section

Select the Sending organisation and the Receiving organisation from the applicable drop-down lists. The Country and City for each organisation are prefilled automatically with those registered in the Organisation Registration system (for organisations with an OID) or in the project (for organisations without an OID). These are the default locations and can be changed manually in the project.

For all subgroups in a group activity the sending country and the destination country must be the same.

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"Activity at a seat of an institution of the European Union" flag (

call 2023, 2024 only)

If applicable for the group, tick the flag. 

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Fill in the "Duration" section

1. Fill in the Start date and End date of the group activity. These dates must be within the project dates, indicated by the Project Duration bar at the top of the field.
2. The group activity Duration (days) is calculated automatically and it does not include the travel days (the duration must not exceed 30 days).
3. If the activity is a Blended mobility activity, check the applicable flag.
4. This field The Number of days in virtual mobility activity is displayed if the Blended mobility activity flag is ticked. Specify the Number applicable number of days in allocated for the virtual Mobility activity. There are no duration constraints for the virtual component of the activity, and it is not taken into account in the Duration (days) and or in any other budget calculations based on the physical duration of the activity.

"Blended mobility activity" flag

"Participants" section

In the Participants section, you will be able to create the subgroups of participants taking part in the group activity, with details for each subgroup. It is possible to add subgroups at this point, but it can also be done after the general group activity information has been completed and saved. See Add a subgroup to a group below for instructions. In our example, we will first complete the group activity details and add the subgroups later. in the group activity, with details for each subgroup.

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Fill in the "Participants Summary" section

This section is Certain fields in this section are read-only and information they will be filled in based on the details provided for each subgroup in the Participants section of the screen. The fields will be updated as you fill in the Participants details for each subgroup, after saving the group activity.

At the bottom of the section you will can also view the Organisational Support grant. This grant will be calculated automatically, based on the subgroup information you provide. This amount cannot be changed manually, except in cases of force majeure, and it is capped at EUR 1000 per group activity. 

In addition:

To be able to save the group activity, provide the required information in the following fields:

1. Average age - provide the calculated average age of the participants in the group activity.
2. Lead accompanying person details - provide the email, the last name and the first name of the lead person,.
3. Calculate and type the Average age of the group.
4. Specify the Lead accompanying person details.
5. The field Number of participants for organisational support must remain empty if no subgroups have yet - this field will be pre-filled if one or more subgroups have already been added to the group activity. If (a) subgroup(s) is already added to the group activity, fill in the relevant information, but you can enter a lower value; the number of organisational support participants cannot exceed the total number of the participants in the subgroups. This field is not mandatory. 
   
   

"Incoming international participant (under special conditions)" flag

"Inclusion support for organisation not requested for all participants with fewer opportunities" flag

If applicable, you can use the Inclusion support for organisation not requested for all participants with fewer opportunities

flag to request support only for some of the participants with fewer opportunities in the group activity.

When the flag is ticked, the field Number of participants for inclusion support for organisation becomes available and it must be filled in. The calculated Inclusion support for organisations is updated based on your input. 

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"Participant Report

If applicable, you can use the Inclusion support for organisation not requested for all participants with fewer opportunities flag to request only for some of the participants with fewer opportunities in the group activity inclusion support for organisations.

When the flag is ticked, the field Number of participants for Inclusion support for organisation becomes available and must be filled. The calculated Inclusion support for organisations is updated as per your input. 

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" section

In this section you will be able to monitor the status of the participant report and, if needed, resend the invitation to the Lead accompanying person to fill in the report. Initially, the section is empty.

For more details about the participant report and this section in the group activity details, see the page  Manage Participant Reports in projects .

Review the "Budget" section

The  Total Total group grant is displayed at the bottom of the activity screen, in the Budget section. It is calculated automatically, as the sum of all relevant grants calculated in the subsections above.  This This amount cannot be changed manually. To view the real grant value, you must fill in the subgroup information first. 

In our the example below, after providing the required information for the Group activity, it is 0 EUR, as we participants have not yet been added Participants for the group activity. 

Add "Comments" if applicable

Please add Add any additional explanations you consider relevant concerning the group in the Comments field.

Click "Save"

Once all the mandatory details are filled in, click on the Save button at the bottom of the screen, to save and create the group activity record.

The Group activity is added to the project

A success message is displayed and the activity is displayed in the Group activities list.

As we did not yet add participants no participants have yet been added to the group, the group activity is in status Draft. At You must add at least one group of participants must be added to a group activity, for the status to be completedchange to Complete. Please also note that only group activities in status Complete are calculated considered in your project's reported budget. 

You can now edit the group activity to add subgroups of participants.

Add a subgroup in the "Participants" section

Open the Group Activity in edit mode

Click on the Edit icon to open the Group activity in edit mode. 

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Click on "Create" under "Participants" to open the subgroup details screen

In the Group activities details screen, scroll down to the Participants section and click on the Create button, which has become active. 

View the "Group details"

The subgroup details screen opens in edit mode.

Similar to the Group activities screen, the subgroup details screen consists of various subsections, which can be opened and collapsed by using the dedicated arrows. All mandatory fields, marked with * , and sections in the subgroup screen must be filled in, in order to save the subgroup details.

At the top of the screen you can view the key group details: 

• the Group activity ID - cannot be changed at subgroup level.
• Destination - the Destination country and city - city and country where the activity takes place; these cannot be changed at subgroup level.
• the Start date, End date, and calculated Duration, excluding the Travel days - Duration - the start and end dates of the activity, excluding the travel days; cannot be changed at subgroup level.
• Force majeure - indicates whether the group has been flagged as a case of Force force majeure - ; this can be changed at subgroup level.

Fill in the "Participant details"

1. Each subgroup is automatically assigned an ID automatically. You can change it according to your preferences, but it must be unique within the project.
2. Specify the number of female, male, or participants of other genders. The total Number of participants is calculated automatically and displayed.
3. If the subgroup includes Participant with fewer opportunities , check the applicable flag, and type the Number of participants with fewer opportunities in the dedicated field., and type the Number of participants with fewer opportunities in the dedicated field.
   • In ADU projects, all participants are deemed 'participants with fewer opportunities', and the Request inclusion support for participants flag is selected by default and cannot be changed. Provide the desired support amount in the Inclusion support for participants field. 
   • You may also consider creating one or more subgroups that include only these participants, in accordance with their specificity. These participants and the beneficiary organisation organisation are entitled to inclusion support.  If If applicable, select the Request inclusion support for participants and fill in the desired amount in the Inclusion support for participants amountfield.

   • In ADU SCH projects, the Participants with fewer opportunities flag is selected by default and cannot be changed. All participants are considered Participants with fewer opportunitiesonce you enter a number in the field Number of participants with fewer opportunities, the Inclusion support for organisations field is displayed, prefilled with a calculated amount, based on encoded unit costs (read-only).

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     title Click here to view an example of the Participants with fewer opportunities Request inclusion support for participants flag in a KA121-ADU project.
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4. Specify the Number of accompanying persons of each type, in the dedicated fieldsdedicated fields. The total number of these persons will be displayed in the Number of participants for organisational support field from the Group activities main screen.
5. The Force majeure flag can be ticked/unticked as relevant for the subgroup. If the flag is ticked, you must provide a justification. 

Force majeure

Fill in the "Travel details"

Select the Distance band (1), provide the Real distance in kilometres (2) between the sending and the receiving cities and select the applicable Main means of transport (3) from the respective drop-down list. 

Enter the number of Travel Days (4). You can add up to 2 days for non-sustainable travel and up to 6 days for sustainable (green) travel. 

The Total travel grant (5) is calculated automatically based on the number of participants (including the accompanying persons) and the unit cost (5). This amount cannot be changed manually, except in cases of force majeure.

"Sustainable Means of Transport" flag 

"Travel grant not requested" flag 

The  Travel grant not requested flag indicates that, for a mobility group activity, this type of support grant is not required. Once the flag is ticked, the Travel unit cost and Total travel grant will be set to 0.Image Removed.

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Fill in the "Exceptional costs for expensive travel" section, if applicable

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Fill in the "Exceptional

costs" section, if applicable

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Fill in the "Exceptional

costs for visa and other entry requirements" section, if applicable

Fill in the "Individual Support" section

Provide the number of days for which you require the individual support grant for the subgroup, in the Duration for individual support field.

Make sure that the number of funded days is in line with the participant grant agreement rules.

The Individual support for participants and the Individual support for accompanying persons are calculated automatically based on the respective unit costs, and cannot be modified manually. The Total individual support grant is also calculated and displayed. This amount cannot be changed manually, except in cases of force majeure.

"Individual support - grant not requested" flag

If you do not require any individual support for the subgroup, tick the Individual support - grant not requested flag. The related budgetary values will be set to 0 EUR.

"Request fewer days for

individual support" flag (Call 2023, 2024)

Review the "Budget" section

The Total grant for the subgroup is calculated automatically, based on the information you have provided, and is displayed at the bottom of the screen.

Add Comments, if applicable

Please add Add any additional explanations you consider relevant concerning the subgroup in the Comments field.

Click "Save"

Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the subgroup.

The subgroup is added to the Group activity 

A success message appears, and the subgroup is now displayed in the Participants listList of group activities under the Participants section.

Add as many subgroups to the group activity as required. 

Make further adjustments in the Group Activity, as required

Review all details in the Group activity screen and make any other required changes, as applicable.

In our example, we will update the field Number of participants for organisational support in the Participants Summary section, as we would like to add Organisational Support for (some/all of) the participants in our group activity.

"Save" the group activity 

As soon as one subgroup is added to the Group activity and all mandatory fields are filled in, the status badge in the Group activity details screen changes to Complete. Click on the Save button to save the Group activity. 

Group activity is in status "Complete"

A success message displays and you are redirected to the list of Group Activities. It is now in status Complete.

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