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Access KA120 Erasmus Accreditation

Once an accreditation becomes available in Beneficiary module, it can be opened by clicking on the View icon in the list of granted projects.

For information regarding the options and functionalities of the project list, please see Project list. 

Open the Accreditation from the project list

Accreditation details screen

When opening a KA120 accreditation, the Accreditation details screen opens, consisting of:

1. Expandable header - providing general information on the accreditation, including a status badge
2. Content menu - allows you to navigate to the various accreditation sections, such as Details, Organisations, Contacts and Erasmus Plan
3. Work area - displays information as per option selected in the content menu

Accreditation details screen in Beneficiary module

Accreditation status

Once an accreditation is awarded, it will be available in the Beneficiary module. 

Accreditation with status Accredited

Accreditation with status Accredited (under observation)

Accreditation Details

When selecting Details from the content menu, the general information regarding the accreditation is displayed. You find information on the Programme, Key Action, Action type, Call, Accreditation Code, Accreditation field, Accreditation type, Status, Validity start and end date as well as the National Agency and Language of the application. All information is read-only. 

Details screen

Participating organisations

Selecting Participating organisations from the content menu opens the list of Participating organisations for the accreditation. Accredited organisation (1), Consortium member (2) and Other organisation (non-beneficiary) (3) lists and details are displayed in dedicated tables. You only have the option to View the organisation details by clicking on the blue view icon. You cannot delete or edit the organisation information. It is also not possible to add organisations. 

Only the accreditation owner organisation is listed. 

For general information regarding the organisations screen, please see the page Participant organisations in projects.

Participating organisations screen

Associated persons 

Selecting Associated persons from the content menu opens the list of Associated persons. The contact marked as Erasmus coordinator as well as the Legal representative are displayed. 

You only have the option to View the contact details by clicking on the blue view icon. You are not able to delete or edit the contact information. It is also not possible to add additional contacts. For changes to the accreditation Associated persons, contact the National Agency for an  amendment.

For general information regarding the Associated persons screen, please see the page Associated persons in projects.

Associated persons screen

Erasmus plan

Erasmus Plan screen

Selecting Erasmus plan from the content menu opens the Erasmus Plan screen, containing the Erasmus Plan Objectives. All information in this screen is read-only. Following information is available:

1. Version drop-down: Allows to view previous versions of the Erasmus Plan, if available. By default, the last finalised version as per the NAs project management system is displayed. 
2. General information: Provides details on Accreditation type, purpose, Date of the Erasmus Plan version and the Time until next obligatory Erasmus plan update (in years)
3. Expand all button: Allows to expand all displayed objectives to view the detailed information available for each. 
4. List of Objectives: Displays the available objectives for the selected Erasmus Plan version as collapsed cards per selected Erasmus Plan version, displaying the Objective number, Title and its status as a coloured badge.
   • Each objective can be expanded by clicking on the arrow. When expanded, the objective details are displayed. 

Erasmus Plan screen

Erasmus Plan versions

Use the Version drop-down to access (a) previous version(s) of the Erasmus Plan, where applicable. The screen will update and display the objectives as per selected version.

Use the version drop-down to view previous versions of the Erasmus Plan

Objective details

When you expand an objective, the Status, Start and End date, Title, Explanation, Timing and Measuring Progress information associated with this objective is displayed. All information is read-only. 

Image ModifiedErasmus Plan screen with an objective expanded, displaying the relevant informatoninformation

Tooltips are available when you hover your mouse over Title, Explanation, Timing and Measuring Progress in the objective details.

Tooltips available for the Objective details

Objective status

An objective can be in one of the following statuses:

• Ongoing
• Closed (reporting will not be required)
• Closed (reporting will be requested until the end date)

Erasmus Plan objectives in different statuses

Implementation summary

In this section you can see details of activities completed within the reporting period specified at the start of the report, split in two sections: Project overview (1) and Activity overview (2).

In the Project overview section the table displays the following information: 

• Project code: the Agreement number of the project registered under the current Accreditation.

• Number of consortium members: shown only if accreditation type is Accreditation for a mobility consortium coordinator. It represents the count of members in the consortium.
• Status: the status of the project when the table is loaded. The Status value is defined as follows:
  • Ongoing - if the final report is not submitted;
  • Final report submitted - if a final report has been submitted, but project not yet Terminated;
  • Closed - if the project is Terminated.
• Start date: the start date of the project registered under the current Accreditation.
• End date: the end date of the project registered under the current Accreditation.
• Total number of participants: the total numbers of participants - staff, learner and other participants.
• Number of learners: the count of registered mobilities with learner participants in the projects registered under the current Accreditation.
• Number of staff: the count of registered mobilities with staff participants in the projects registered under the current Accreditation.
• Number of other participants: the count of registered mobilities with other participant types in the projects registered under the current Accreditation. The category includes invited experts and hosted teachers in training.

In the Activity overview section the following information is displayed:

• Activity type: the activity types registered for each project under the current Accreditation.
• Number of participants: the total numbers of participants (staff, learner and other participants)
• Average duration (in days): an average of all days registered for the respective activity type.
• Number of participants with fewer opportunities: the total of registered mobilities with participants with fewer opportunities.
• Number of participants in blended activities: the sum of participants for blended activities.
• Number of persons using sustainable means of transport (green travel): the sum of participants in mobilities with registered sustainable means of transport.
• Number of participants in international activities - only for KA120-VET: the sum of participants in mobilities with international activities. 

Each of the table displays a Total for its respective items displayed on page.

Implementation summary screen

Reports and updates

From the Reports and updates section of the accreditation it will be possible to complete and submit the Accreditation Progress Report, if requested by the National Agency. See:

Reports and updates

Reports and updates history

In this section you can see an overview of all reports and updates linked to your accreditation, split in two sections: Accreditation Reports (1) and Final reports (2).

The table displays information on:

• Report: the type of report for the entry. The possible values are: Accreditation progress report, Structured monitoring visit, Project final report (project call year)
• Report parts: shows the value selected in the field Report parts during report initiation. The column is empty if no information is available. 
• Linked Erasmus Plan version/Linked Activity Plan version: the format is "Version #", where # is the number of respective Erasmus plan version. The column shows:
  • Empty if no information is available
  • Erasmus Plan for KA120
  • Activity Plan for KA150 and ESC50
• Reporting period start date - in dd/mm/yyyy format: shows the value selected in field: 
  •  Reporting period start date for Accreditation progress reports and Structured Monitoring Visits
  • Project start date of the respective accredited grant project for Final Reports 
• Reporting period end date - in dd/mm/yyyy format: shows value selected in field: 
  • Reporting period end date for Accreditation Progress Reports and Structured Monitoring Visits
  • Project end date of the respective accredited grant project for Final Reports 
• Status: shows the value of Status field of a given Accreditation Report, Structured Monitoring Visit or Final Report process. 
• Launch date/Visit start date - in dd/mm/yyyy format: the value of the field: 
  • Launch date from the Start new element - for Accreditation Progress Reports, 
  • Visit start date from the Start new element - for Structured Monitoring Visits, 
  • Report start date from report workflow start date in Project Management Module - for Final reports
• Submission deadline/Visit end date for Accreditation Progress Reports: it shows value of field:
  • Submission deadline during Accreditation Progress Report initiation
  • Final report submission deadline date from Project details - Application data - Project overview page, for Final reports
• Completion Date - in dd/mm/yyyy format: 
  • For Accreditation Progress Reports - the date when the task Accreditation progress report assessment is completed with Accept.
  • For Structured Monitoring Visits - the date when Complete action is confirmed (the beneficiary clicks Yes in the Complete popup). 
  • For Final Reports - the date when the task Complete final report is finalised with the outcome Complete the final beneficiary report (approve the assessment and the NA validation)
• Score: filled in only if the report status is Completed. Otherwise, no information is displayed. 

Reports and updates history screen

Follow-up

This section displays any existing formal instructions and recommendations issued by the National Agency for you to implement.

The table displays information on: 

• ID: an unique sequence ID (per project code) for all item types (instruction/recommendation) created during any linked event
• Type: the type of instructions or recommendations
• Importance: the possible values are: Low, Medium or High. The value is selected by the National Agency when creating the item in Project Management Module. 
• Description: text field, maximum 1000 characters. The description is given by the National Agency when creating the item in Project Management Module.
• Linked event: based on the context in which item is created - for accreditation suspension, accreditation observation, final report of linked accredited grants.
• Creation date: the date when the event was created
• Closure date: the date when the event was closed
• Conclusion: the resolution of the event. The column is empty if the status is Active. The maximum number of characters is 1000. 
• Status: information coming from Project Management Module. The possible values are:
  • Active - status from creation time to closure time
  • Closed - after closure. 

Follow-up screen

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