What is the topic about?

This page gives an overview of the process for importing and exporting mobility activities in beneficiary projects. The Import-Export functionality is available for:

• Erasmus+, Call year 2021
  • KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education
  • KA122 - Mobility for learners and staff in school education, vocational education and training, and adult education
  • KA131-HED - Mobility of higher education students and staff
• Erasmus+, Call year 2022
  • KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education
  • KA122 - Mobility for learners and staff in school education, vocational education and training, and adult education
  • KA131-HED - Mobility of higher education students and staff
  • KA171-HED - Mobility of higher education students and staff supported by external policy funds 

For a quick overview of the mobility activity export and import in Beneficiary module, please view the eLearning videos "Introduction to export and import of mobility activities" and "How to export a list of mobility activities using an XLS file".

For a quick overview of Activities in Beneficiary module, please view the eLearning video.

Import and Export of mobility activities

The bulk import and export of mobility activity data is done in the Import-export mobility activity section of the mobility project.

When importing or exporting the bulk list of mobility activities for a project, the file extension options available for download are CSV and XLS/XLSX. Both draft and/or complete mobility details can be used when importing or exporting. If there are no mobility activities in the project, the empty file template is exported. User documentation is provided on how to export and import mobility activities using XLS files. 

After the export it is possible to add new data in the specific fields and columns. Use the Data dictionary for guidance on how to update the file.

To avoid errors when importing, please adhere to the layout of the CSV or XLS templates. If the import does not succeed, an ERROR status is displayed and an error log is available to view in certain cases. The error log allows the user to understand the fields that need to be corrected for the import to be successful.

The error log allows the beneficiary user to locate the lines or cells with incorrect values in the imported file. These need to be corrected before the file can be re-imported successfully.

The Unique Mobility Activity ID

Each mobility activity in the project must have a unique identification code, the Mobility Activity ID. The Mobility activity ID is created automatically when adding a mobility activity in a project. It is a combination of the last digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project.

This is an alphanumeric field in the import file and must be filled in by the beneficiary.

Be careful when importing mobility activities: using the same Mobility Activity ID for a different mobility activity will result in overwriting the original mobility activity data in your project.

Updating Mobility activity details

If there is a need to update mobility details, for example the contact details, this can be done using the import functionality. First update the details in the spreadsheet and then import it into the project in the Erasmus+ and European Solidarity Corps platform.

The organisation and its associated Organisation ID, OID and ECHE code

Each organisation in the project has an assigned Organisation ID, an associated OID and, if applicable, an Erasmus ECHE code for Higher Education. Each of the these identifiers must be associated correctly, can be updated in the spreadsheet, and imported back into the beneficiary project. 

The Organisation Registration system (ORS), provides a unique identification number for organisations that want to participate in decentralised actions of the Erasmus+ and/or European Solidarity Corps programmes, the OID. 

The Organisation ID (OID) uniquely identifies your organisation among all organisations participating in the Erasmus+ and European Solidarity Corps actions managed by National Agencies. You can use your organisation’s OID when applying for an accreditation or grant under the Erasmus+ and European Solidarity Corps actions managed by National Agencies

_{Source: 2023 Erasmus+ Programme Guide Online, Glossary (Common terms)}

To obtain an OID, the organisation needs to register once in the Organisation Registration system. See the Organisation Registration Guide for details. 

The Organisation ID is alphanumeric, if auto-generated (for example 123456-ORG-00001), but can be overwritten via the imported file.

When adding a new mobility activity, the Organisation ID for the sending and receiving organisations as well as the Mobility Activity ID are checked. A new Mobility Activity ID creates a new mobility activity in the project and similarly a new Organisation ID creates a new organisation in the project as long as the associated OID is also unique for that project.

The ECHE accreditation is required for all higher education institutions from Programme Countries acting as sending organisations, as well as for those from Programme Countries acting as receiving organisations for activities of type HE-SMS (Student mobility for studies) and HE-STA (Staff mobility for teaching).

For higher education institutions holding an ECHE code, it is suggested to use the ECHE Code as the identifier in the Sending Organisation ID and Receiving Organisation ID fields.

You can download the latest list of higher education institutions holding an ECHE.

View the mobility activity list in the project

Beneficiaries can consult the list of imported mobility activities in the Mobility activities section of their project. Key details are provided in the list view for each entry. 

Beneficiaries can delete a mobility activity from the list, but cannot view nor edit the full details in the Erasmus+ and European Solidarity Corps platform. Any update to a mobility activity must be done by updating and re-importing the relevant XLS or CSV file.

Check imported data

After importing the file, export it again to consult and verify the complete mobility activity information, in particular the calculation of partial grants and unit costs for each mobility activity based on the imported information.

How to do this in the tools?