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This page explains how to view and manage (add, edit, and delete) participating organisations in a project.
When a project becomes available in My Projects after logging into the Erasmus+ and European Solidarity Corps platform, all participating organisations with an OID that are part of the signed grant agreement will be available in the Participating organisations section of the project. The beneficiary organisation must always hold an OID and is always available in the project.
General changes to the organisation information, such as name, address information, website, etc. for organisations with an OID (for example, Beneficiary, Consortium Coordinator, Consortium Members, or Partner, depending on the action type of the project) cannot be made in a project. These details must be updated in the Organisation Registration system .
After updates are made in the Organisation Registration system, they are reflected in the National Agency project management system. Once these changes have been confirmed by the National Agency, the changes for the organisations in the signed grant agreement are transferred to the project. To change the participating organisations that are part of the grant agreement, you must contact the National Agency to request an amendment. See the page Updates to project data in Beneficiary module for additional information.
Depending on the action type and the role of the organisation, partner and/or other participating organisations can be added to the project, updated or deleted. Only the associated persons of the beneficiary, co-beneficiary, and partner organisations with editing rights are able to perform these actions while the project status is Project Ongoing.
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Access "Participating organisations" in the projectClick on "Participating organisations" in the "Content menu"In your project, click on Participating organisations in the Content menu. The Participating organisations screen opens, showing a t least one list containing the relevant organisation information for the Beneficiary (1) organisation. It will also contain partner organisations with an OID as per signed grant agreement, depending on the action type of the project, as applicable. Organisations without an OID are not available in the project when it is created. The list of Other organisations (non-beneficiaries) (2) is also displayed and, once added to the project, additional organisations will be listed here.
The lists provide information such as the OID , Organisation ID , Legal name and more.
Here is an example of the Participating organisations screen in an ESC51, Call year 2022 project, where only information regarding the Beneficiary (1) organisation is initially available in the project. The Other organisations (non-beneficiaries) list (2) is displayed, but it is empty. The Create button displayed to the top right of the list indicates that organisations can be added. List optionsDepending on the organisation role and whether it is part of the grant agreement, one or more of the following options are available for the organisations displayed in the lists, by clicking on the relevant icon in the Actions column.
Here is an example from a KA122-ADU project. For the Beneficiary organisation, the Delete icon (1) is inactive. You can view and edit (certain) information for the beneficiary organisation. For organisation(s) with the role of Other , you have the options to Delete , View or Edit (2) .
In KA131 and KA171 Higher Education projects, a link to the list of Higher education institutions holding an ECHE (2021-2027) on https://erasmus-plus.ec.europa.eu/document/higher-education-institutions-holding-an-eche-2021-2027 is also available in the Participating organisations screen. The Participating organisations list displays the following information for the organisations participating in the project:
Here is an example from the Beneficiary list in a KA131-HED project: You can add more participating organisations to the project, with or without an OID, using the Create button, as explained under Add an organisation below. This option to add more participating organisations depends on the action type of your project. If it is not possible to add organisations to a project, the Create button will not be available. View organisation detailsTo view the details of an organisation in your project, click on the View (eye) icon in the Actions column. The organisation details open, displaying the available organisation information. The screen consists of several sections, which can be collapsed or expanded individually using the dedicated arrows.
Click the Back button at the bottom of the screen to close the organisation details and return to the list of Participating organisations.
Organisation rolesOrganisations participating in an Erasmus+ or European Solidarity Corps project will have a specific role. In a project, the role of an organisation is displayed in the organisation details. The roles assigned to organisations in a project vary, depending on the activity type of the project. The most common examples are:
Manage Participating organisationsAdd an organisation manuallyTo add an organisation to the project, click on the Create button at the top of the Other organisations (non-beneficiary) list. A new screen opens, where you will add the organisation details.
Add an Organisation with OIDDepending on the action type of your project, you can add participating organisations with or without an OID to your project. If the organisation you want to add has an OID:
Use the scrollbar in your browser to access all information on screen. If the OID provided is not found, an error message is displayed in red. Check if you have provided the correct OID and make the necessary corrections. If you believe you have entered a valid OID but the error persists, please contact your National Agency. You can find the contact details of National Agencies for Erasmus+ and European Solidarity Corps in the Erasmus+ and European Solidarity Corps platform > Support section.
Add an Organisation without OIDIf the organisation you want to add has no OID, leave the OID field empty and fill in all the other fields, as required. Mandatory fields are marked with a red asterisk * . Remember that the Organisation ID must be unique for the organisation in the project. Once all the necessary information is provided, click on the Save button at the bottom of the page. The button is greyed out until all mandatory fields are filled in.
The organisation is added to the projectWhen you click Save, a success message confirms that the organisation details have been saved. The newly-added organisation is now displayed in the list of Other organisations (non-beneficiaries) in your project. You can now add associated persons for the organisation, if required. See the page Associated persons in projects for details.
Add Participating organisations using the import functionalityIn projects that allow the export and import of mobility activities/participations from the Import-export screen, it is possible to add participating organisations to the project when importing mobility activities. When preparing the import file, the organisation specific columns (Sending/Receiving Organisation ID, Sending/Receiving OID, etc.) must be filled in and, if the import is successful, the imported participating organisations will become available in your project. See the pages Organisation ID and OID in projects and Edit the import file for details. Import organisations from other projects (KA131 only)
See the page Import organisations from other project in KA131 projects for details. Edit organisation informationTo update organisation information, click on the Edit icon.
Organisation with OIDOnly some fields can be updated if the organisation you want to edit has an OID . The fields that retrieve data from the Organisation Registration system are greyed out and cannot be changed. You may have to use the scrollbar in your browser to access all the information for the organisation. Any changes required on the details retrieved from the Organisation Registration system must be done there, and require further action from the National Agency. Click on the Save button at the bottom of the screen to save any changes made. The organisation information is updated. Organisation without OIDIf the organisation you want to edit does not have an OID, all available information can be updated. Make the changes as applicable. Note that an OID cannot be added at this point, as the field is greyed out. You may have to use the scrollbar in your browser to access all the information for the organisation. Click on the Save button at the bottom of the screen. The organisation information is updated.
Delete an organisation from the projectThe Beneficiary organisation(s), single beneficiary or consortium, sent to your project with the project information from the National Agency's project management system cannot be removed from the project. Depending on the action type of your project, partner organisations as per the signed grant agreement can or cannot be deleted. For these organisations, the Delete (bin) icon is not active in the Actions column of the relevant list. If you need to remove these organisations, please contact your National Agency for an amendment to your grant agreement.
Other organisations added to the project can be removed. In the Other organisations (non-beneficiaries) list, the Delete (bin) icon is active in the Actions column. Click on the Delete icon to remove the organisation from the project, then confirm the deletion in the pop-up window. The organisation will be removed from the project.
NotificationsAn email notification is sent to the preferred contact of the organisation added in the project, providing information on the project and access, as well as useful links. Changes made to Participating organisations will also trigger an email notification to the preferred contact of the organisation, informing them of this fact. See Notifications to project contacts for details.
Specifics for European Solidarity Corps projectsESC30-SOL - Solidarity ProjectsUnlike other European Solidarity Corps key actions, ESC30-SOL - Solidarity Projects for call 2021 allow only one organisation to be involved in a project. Therefore the option to add other participating organisations is not available. The beneficiary organisation is either an organisation or a natural person, member of the group of people involved in the project, that has applied on behalf of the group using the OID obtained when registering in the Organisation Registration system. For ESC30 projects from call 2022 onward, it is possible to add organisations with an OID in the project. These organisations will have the organisation role Other. It is not possible to add an organisation with any other role. ESC51-VTJ - Volunteering ProjectsAll organisations that wish to take part in European Solidarity Corps volunteering projects must hold a valid Quality Label for volunteering with a host or support role. Implicitly, they must be registered in the Organisation Registration system and have a valid OID. For more details about these projects please see the page European Solidarity Corps project management overview . In ESC51 projects, only organisations with an OID can be added to the project. Specifics for Erasmus+ projects
Higher Education (KA131, KA171 and KA2)
Consortium (KA121, KA131, KA171)
These organisations cannot be deleted in the project. Should there be a need to change the consortium members, please contact your National Agency for an amendment. Participating organisations added to the project manually will always display in the list of Other organisations (non-beneficiaries). KA131-HED - Mobility of higher education students and staff supported by internal policy fundsKA131 Higher Education projects can involve organisations from Programme countries as well as from third countries not associated to the Programme. See the list of eligible countries available online under https://erasmus-plus.ec.europa.eu/programme-guide/part-a/eligible-countries. Depending on the nature of the activities, the project can include higher education institutions (HEIs) with a valid Erasmus Code (Erasmus Charter for Higher Education) or other types of organisations also. Please see the page Mobility activities in KA131 Higher Education projects for more details. It is possible to add a HEI to the project starting from its valid Erasmus Code. In the Organisation details screen, add the valid Erasmus code in the dedicated field. The OID and all related information is automatically retrieved. Check and update (if applicable) the remaining organisation details, then click on the Save button at the bottom of the screen to add the organisation to the project. KA171-HED - Mobility of higher education students and staff supported by external policy fundsIn KA171 projects, the beneficiary organisation or consortium coordinator and members, as well as organisations in regional partnerships, are available. Organisations in third countries belonging to these regional partnerships, as per the signed grant agreement, will be displayed in the Beneficiary list. The Organisation Role for these regional partnership organisations will be Partner Organisation and these organisations can be edited and removed. Participating organisations added manually to the project will always have the organisation role Other and will be displayed in the Other organisations (non-beneficiaries) list.
It is not possible to add an organisation (with or without an OID) belonging to a country not defined in the grant agreement. In such case, a red warning message displays under the Country field, informing you of this fact. The Save button will be inactive.
KA121/KA122 - Accredited/Short-term projects for mobility of learners and staff (SCH, VET, ADU)Roles in mobility activity
KA2 projectsCreate, Edit and Delete options are not available for KA2 projects. Any changes to the beneficiary organisation or to any other participating organisations, as well as the addition of organisations to the project, must be done by the National Agency, in their project management system. For any changes required to the organisations, for example adding an organisation, you must contact your National Agency for an amendment. See Updates to project data in Beneficiary module for additional information.
Here is an example of the Participating organisations list in a KA220-ADU project from call 2022. The Create button is not available, and the Delete and Edit options for the listed organisations are inactive. It is only possible to View organisation details. Status, Partnership entry date and Partnership withdrawal date in KA2 organisation details
KA220, Call 2021In KA220, call 2021 projects, participating organisations of type Organisation of Invited Staff can be added, and therefore also edited and deleted. Any other type of organisation in the project will have to be updated in the National Agencies project management system. Invited organisations may or may not have an OID. These added organisations will have the organisation role as Other and, once added, will be displayed in the Other organisations (non-beneficiaries) list.
Specifics for Accreditations and Quality LabelIn KA120, KA150, ESC50 and ESC52, the beneficiary is displayed in the Accredited Organisation list. You can only View the organisation details. It is not possible to edit or delete the accredited organisation. No additional organisations can be added, the Create button is not displayed.
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