1. Click on "Reports and updates"

In the Accreditation details in Beneficiary module, click on the Reports and updates tab. The reports screen opens and if the National Agency requested the report, it is from here that you will be able to edit and submit the report. In the Reports and updates screen, a Report timeline will be displayed and the Edit draft button is available. 

If no Accreditation Progress Report was requested by the National Agency, the Reports and updates screen will be empty. 

2. Click on "Edit Draft"

When the Accreditation Progress Report has been requested by the National Agency, the Edit draft button is available. A timeline graphic is also displayed, showing your progress with the report and the report statuses. In addition, you can view the History of the report by using the dedicated arrow to open the section for more details or collapse it.

Click on the Edit draft button to open the report form. Use this button every time you need to access the draft report where you will be directed to the report details screen.

3. Fill in the report

Before you start filling the report, please familiarise yourself with the basic report functionalities explained on page Basic functionalities in report forms in beneficiary projects. 

3.1. Check the "Accreditation" section

You will notice that the Accreditation section is already filled in and marked with a green check. It contains general information that is also displayed in the Details section of the accreditation, and it cannot be modified.

3.2. Check the "Report Structure" section

The Report Structure section is already filled in and marked with a green check. The section contains a table, informing you of the report parts requested by the National Agency. Report parts selected for reporting will display YES or NO.

You may be asked to report on the Erasmus quality standards, Erasmus Plan (KA150) or Activity Plan (KA120) progress and/or Erasmus Plan updates (KA150) or Activity Plan updates (KA120).

For European Solidarity Corps ESC50/ESC52, you may be asked to report on the Progress report for lead role, Activity Plan update, Progress report for support role, Progress report for host role and/or Hosting locations and/or activities update. 

In our example, a KA120 accreditation, all three possible report parts display YES, meaning reporting for all three is required. For each requested report part, a specific item is available in the navigation menu.

3.3. Check and complete the "Reporting period" section, if applicable

The Reporting period section is only available if the report part Erasmus Plan/Activity Plan progress report was requested for reporting by the National Agency. For ESC50/ESC52, the Reporting period section is only displayed for the Lead role. 

It contains a table listing the Reporting period start date and Reporting period end date. Depending on the accreditation, additional textual fields may be available in this section and must be filled in. 

3.4. Check the "Implementation summary" section

The Implementation summary section is already filled in and marked with a green check. Tables are displayed, summarising the implementation of accredited mobility projects your organisation participates in. The information displayed includes activities/mobility activities completed within the reporting period specified at the start of the report. 

The first table displays a list of accredited grant projects (KA121, KA151 or ESC51) in which the accredited organisation participates. Accredited grant projects in status Project ongoing, Submitted and Closed are displayed in the list. For each listed project the number of participants, if any, are also available. 

The second table displays the list of activity types from all projects listed in the first table, displaying information such as the Number of participants, Averaged duration in days or Number of participants with fewer opportunities. 

All information in this section is read-only. 

3.5. Fill in all other sections, as applicable (KA120, KA150)

The content of the remaining sections varies depending on the key actions and the report parts requested by the National Agency. Read the onscreen information carefully to fill in the required information. Certain sections also include read-only information and summaries. 

For example, the Accreditation Progress Report for a KA120 - Erasmus accreditation includes the following sections, assuming all possible report parts have been requested by the National Agency:

• Erasmus Plan progress report with possible subsections Erasmus Plan objectives progress and Mobility consortium, if the accreditation concerns a mobility consortium
• Erasmus Plan update with possible subsections Erasmus Plan duration, Update request, Accreditation type, Mobility consortium, if the accreditation concerns a mobility consortium, and Erasmus Plan objectives update
• Erasmus quality standards report with possible subsections Basic principles, Good management of mobility activities, Mobility consortium, if the accreditation concerns a mobility consortium, Providing quality and support to the participants, and Sharing results and knowledge about the programme

The Accreditation Progress Report for a KA150 - Erasmus Accreditation for Youth includes the following sections, assuming all possible report parts have been requested by the National Agency:

• Activity Plan progress report 
• Activity Plan update 
• Erasmus quality standards report

3.5.1. Erasmus/Activity Progress report section(s)

The progress report section is to assess how much you have advanced towards the objectives you have set for yourself.

Here is an example of a partial Erasmus Plan Progress report section in a KA120 Accreditation Progress Report. The objectives (1) as defined in the accreditation are displayed, including their content. For each objective you must fill in the progress (2) section. 

3.5.2. Erasmus/Activity Plan update(s) section(s)

The purpose of an Erasmus/Activity Plan update is to review and refresh your list of objectives, and to prepare for the next few years of implementing mobility activities at your organisation.

An Erasmus/Activity Plan update typically takes place when the duration of your previous plan is at its end, although your National Agency may also accept or request an exceptional update due to an important change in structure or circumstances of your organisation.

In the Erasmus Plan Update section in a KA120 Accreditation Progress Report the following subsections are available for completion:

• Erasmus Plan duration - to propose the duration of your revised Erasmus Plan, if applicable, use the available drop-down list
  
• Update request - use the drop-down list to request changes to your Erasmus Plan objectives or accreditation type
  • If No is selected, the Erasmus Plan objectives update subsection will not be applicable for the report
    
• Accreditation type - only displayed if YES was selected under Update request
  • use the drop-down list to select if a change of accreditation type is required 
  • if YES is selected, additional fields will become available and must be completed
    
• Mobility consortium, if the accreditation concerns a mobility consortium or if a change of accreditation type from Accreditation for an individual organisation to mobility consortium is requested
  • in the case of a change request, specific mobility consortium related fields become available and must be completed
    
• Erasmus Plan objectives update - only displayed if YES was selected under Update request
  • for each available Objective you must select an Action, using the available drop-down list; by default No change is selected 

• • depending on the selection made for an objective, additional fields become available and must be completed
    

• • it is also possible to add objectives to your plan, using the Add a new objective button displayed below the last available objective and filling the required details 
    

3.5.3. Erasmus quality standards section

When submitting your accreditation application, you have signed up to a set of Erasmus quality standards. These standards exist to ensure good mobility experience and learning outcomes for all participants, and to make sure that all organisations receiving the Erasmus+ funding are contributing to its objectives. The purpose of this report is to follow-up on that commitment.

Here an example in a KA120 - Erasmus accreditation. Provide all the required information in this section. 

3.6. Fill in all other sections, as applicable (ESC50/ESC52)

The Accreditation Progress Report for a ESC50/ESC52 Quality Label includes the following sections, assuming all possible report parts for all roles have been requested by the National Agency:

• Progress report for lead role
• Activity Plan update
• Progress report for host role
• Progress report for support role
• Hosting locations and/or activities update

3.6.1. Progress report for lead role

The purpose of a Progress report for lead role is to assess how much you have advanced towards the objectives you have set for yourself, in your application for a Quality Label for lead organisation. Two subsections are available and must be completed, as applicable: Activity Plan objectives progress and Project management and coordination.

The subsection Activity Plan objectives progress lists your Quality Label Objectives. 

Under Project management and coordination you must provide the answers to the various questions displayed. 

3.6.2. Activity Plan update

The purpose of an Activity Plan update is to review and refresh your list of objectives, and to prepare yourself for the next few years of implementing volunteering activities at your organisation.

For each available objective in this section, you must first select an Action (What would you like to do with this objective?) from the available drop-down list. By default, No change is selected.

If any other option is selected, you must fill in the additionally available fields. Here an example where Request update was selected for an objective. Additional fields become available and must be filled in.

It is also possible to add objectives to your plan, using the Add a new objective button, which is displayed below the last available objective, and filling the required details. 

In the Activity Plan indicative targets subsection, which is only available if changes to the objectives are requested, an overview of the planned activities is displayed. For each activity the Revised targets row is available and prefilled as per the current finalised Activity plan for the quality label. Make the required changes in this row for each objective, as applicable. 

It is also possible to add an activity type, using the Add Activity Type button displayed below the table and filling the required details. 

3.6.3. Progress report for host role / Progress report for support role

Adherence to the European Solidarity Corps Quality Label must be periodically reassessed in order to ensure compliance with the conditions that led to its attribution. This is one of the purposes of the progress report. Depending on the Quality label (Host and/or Support) and the selection made by the NA upon initialising the Accreditation Progress Report, you must fill in the Progress report for host role and/or the Progress report for support role. 

You must provide answers to the various questions displayed for the Host and/or Support role. In addition, you can use the available tick boxes to either:

• declare that your organisation continues to comply with the conditions that led to the attribution of the Quality Label for support role or to
• wish to cancel your Quality Label for host/support role. If this option is selected, an explanation must be provided.

Here is an example of the Progress report for support role section in the report.

3.6.4. Hosting locations and/or activities update

This report part can be used to request update of hosting locations and/or of volunteering activities planned in the Quality Label for the Host role. It is also possible to add new locations and new activities. 

In subsection Hosting locations update request, tick the checkbox to request changes to your hosting locations (1), if required. You can then request updates, as needed. 

• Use the drop-down list (2) to select if an update or cancellation of a location is required
  • if Request update is selected, you can update the location information
  • if Request cancellation is selected, you must provide a justification for the request
    
    

• It is also possible to add new locations, using the Add a new location button, which is displayed below the last available location and filling the required details

In subsection Host volunteering activities update request, tick the checkbox to request changes to your activities (1), if required. You can then request updates, as needed. 

• use the drop-down list (2) to select if an update or cancellation of an activity is required
  • if Request update is selected, you can update the activity information
  • if Request cancellation is selected, you must provide a justification for the request
    

• it is also possible to add new activities, using the Add a new activity button displayed below the last available activity and filling the required details

3.7. Add the "Declaration on Honour" and other annexes

Add the "Declaration on Honour"

To add the Declaration on Honour:

1. Click the Download the Declaration on Honour button and follow the onscreen instructions to save the file locally. Once downloaded, the Declaration on Honour must be signed by the Legal representative(s). 
2. Click on the Add the Declaration on Honour button and follow the onscreen instructions to locate and upload the signed Declaration on Honour. The file will be available in the List of documents.

Add Other documents

Attach any other relevant documents, using the Add documents button. Follow the onscreen instructions to locate and upload the desired documents. The files will be available in the List of documents.

List of documents

In the List of documents you will view all the files you have attached. The Declaration on Honour is marked so you can identify it easily.

The files are numbered and listed in the order in which you have attached them. You can view the size of each file, as well as the total size of all annexes. If you want to delete a file from the list, click on the Remove button next to the desired file, then click on YES in the confirmation pop-up window to confirm the deletion.

3.8. Tick the "Checklist"

Ensure you have performed all the actions listed in the checklist, and tick the boxes accordingly. All items on the list must be ticked in order to submit the final report.

The Conditions for the report submission are a part of the Checklist section of the report and include a checklist that is ticked automatically with each condition that is fulfilled, namely:

1. All mandatory fields in the report have been filled in and all sections are marked complete.
2. There is no mobility activities import process ongoing in a linked accredited grant project.
3. The Declaration on Honour and all other mandatory annexes (where applicable) have been uploaded.
4. The Checklist has been fulfilled.

Check the list and make sure all conditions are fulfilled, i.e. all checkboxes are ticked. If one or more of the conditions are not fulfilled, you need to make the necessary changes, before you are allowed to submit the report.

4. Click on "Start submission process" button

The Start submission process button is available at the top of the screen, in the Navigation panel and at the bottom of the screen, under the Conditions for the report submission. It is only active if all conditions for the report submission are fulfilled. 

Click on the Start submission process (1) button, read the information in the pop-up window, then click on Submit Report (2) to confirm the submission.

5. Report is "Submitted"

Once the report is submitted:

• a success message is displayed, indicating the submission has started.
• the report status changes from Draft to Submission in progress, then to Submitted. You may need to refresh the page to view the latest status.

Here is an example of the Reports screen after successful submission of the report while the submission is in progress. 

6. View or download the report after submission

You can still access the report after submission, but you cannot make any further changes.

Click on the View Report button to view the report on the screen or click on Download Report to export a ZIP folder including the report as a PDF file and all annexes submitted with the report. You may need to install an external tool to extract files from the ZIP folder.

7. Report cancelled 

If the report was cancelled by the National Agency after it was submitted, the status of the report will change to Cancelled. Only if the NA requests a new report will you be able to generate a new Accreditation Progress Report. 

Here an example of the updated timeline where the submitted Accreditation Progress Report was cancelled by the NA in their project management system. The report status is updated accordingly and you can still View and Download the report. You cannot make changes to the report and resubmit it. 

8. Report submitted but update requested

The National Agency checks that all necessary information submitted in the report is available and/or satisfactory. If not, an update for the report will be requested. Reasons for requesting new report may be missing documentation or insufficient information provided in (a) section(s) of the report. 

In such a case, a new instance of the report is created as a copy of the previously submitted one. The Edit draft button will be available in the Reports and updates tab of your accreditation. 

9. Re-Submission of an Accreditation Progress Report

9.1. Access the "Reports and updates" tab in your project

Click on Reports and updates in the Content menu. 

9.2. Click on the "Edit draft" button to update the previously submitted report

If a new version of the report was requested by the NA, the Edit draft button will be available. In the History, an information message informs you that all answers from the previous report have been copied into this report. Click on the Edit draft button to open the report. 

9.3. Report information as per previously submitted report available in the new draft

The report opens in status draft.

All information as submitted with the previous version of the report is available. All items, except the Annexes and Checklist, are marked with a green check. The Annexes from the previous version of the report are not available and new annexes must be attached. 

9.4. Check and update the report, where required

You can update information in the various report sections if and where required.

9.5. Attach the required annexes, including Declaration On Honour 

All previously attached documents, including the Declaration on Honour, are no longer available and must be re-attached before you can submit the new version of the report. See above for step-by-step instructions. 

9.6. Tick the "Checklist" and check the "Conditions for report submission" 

When all information in the report is complete and the documents are attached, tick the various items in the Checklist. The Conditions for report submission is a part of the Checklist section of the report and includes a checklist that is ticked automatically with each condition that is fulfilled. See above for details. 

9.7. Click on the "Start submission process" button and confirm the submission

The Start submission process button is available both at the top of the screen, in the Navigation panel, and at the bottom of the screen, under the Conditions for report submission. It is only active if all conditions for the report submission are fulfilled, as explained above. See above for additional details. 

Click on the Start submission process button, read the information in the pop-up window, then click on Submit Report to confirm the submission. The report process will continue as explained in step 7. Report is "Submitted".