Welcome
A one-to-one relationship of a participant to a group activity is referred to as a "Participation". This individual participation outlines the costs, allowances duration etc, for that person's involvement in that activity.
There are two main ways to complete the participation details: from the Participant tab or the Activity tab.
- From the Participants list, add the person to the participation. This will first save the participation as a draft. Click on edit to complete the duration, costs, etc.
- From the Activities list, add the activity to the participation, by selecting one or more participants.
For participants in cross-border activities, participation details will be transferred to the insurance company for the enrolment of the participants, after you have confirmed they are complete.
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How to add a participation
Before you can create a participation, you must first add participants to your project as well as update/create Activities.
In order to pair an activity with a participant it is worth noting the details of the offer accepted by the participant. This can be done in the European Solidarity Corps Portal and/or when viewing the participant details. To view the offer title in the list of participants, add the Offer title column to your list view in the Participants tab of your project. Similarly, add the column to display the number of Participations, to check which participants are not yet linked to an activity.
In order to create a participation the basic steps from either the activities list or the participant list are the same:
- Select the item (participant or activity) to associate from the list.
- Click on Add participation in the Selection Details side section.
- Select the item to add to the Participation, depending on the list available (participant list or activity list).
- The participation is now created. To complete the participation details, click on the Edit icon in the Selection Details.
Take note
Once a participation has been associated to a certain activity, the activity can no longer be deleted, nor can the activity type or host organisation be changed. Should you need co change any of these details, you must do the following:
- Remove all associated participations. The participants will not be deleted from the project, they will still be visible in the Participants list.
- Depending on your circumstances:
- Update the desired field (Activity Type or Host Organisation Legal Name) or
- Delete the current activity and create a new one with the correct parameters.
- Recreate the participations by adding the relevant participants one by one.
Here is a graphic overview of how to add a participation via the Participants tab and the Activities tab, respectively. Depending on the support you are using to read this page, you may need to scroll sideways to view both graphics.
Adding a participation via the Participants tab
Adding a participation via the Activities tab
Add the participation from the "Participants" tab
Any participant other than Representatives of organisations in Advance Planning Visits (APV) can only be associated with one non-APV activity. If you try to create another participation for the same participant, an error message is displayed and the participation is not created. A young person can only participate in one non-APV activity.
Open the Participants tab in Mobility Tool+. The list of participants is displayed. If no Young Person participants are displayed, you need to retrieve the participant details from EYP.
Participants of type Accompanying Person and Representatives of organisations in Advance Planning Visits have to be manually added.
It is advisable to view the participant details for young participants imported from the European Youth Portal before creating the participation. Thus you are sure to create the participation for the correct activity.
In the list of participants you can add the columns Offer title and Offer ID. Those two columns might also help if the offer title corresponds to an activity title.
- Select the participant from the list to create a participation.
- In the Selection Details, click Add participation.
- The pop-up window displays all the available activities of your project. Click select in the row next to the activity you want to associate the participant to.
- The participation is now visible in column Participation; the number is updated from 0 to 1, meaning the participant takes part in one activity. The Selection details section also displays the participation. It is marked as Draft.
Note: If the Participations column is not displayed, you can add it via the list functionality.
Add the participation from the "Activities" tab
To create participations, access the Activities tab in your project. The list of activities is displayed.
- Select the activity you want to add the participation for from the list.
- In the Selection Details, click Add participation.
- The pop-up window displays all available participants of your project. Select the participants you want to associate. You can select more than one.
- Click add X participants to the activity.
- In the Selection Details, the added participants are displayed, all marked as Draft.
Complete the participation
After a participant has been added to the activity, the participation remains in Draft mode and has to be completed.
- Select the activity.
- In the Selection Details, click the Edit icon next to the participant you would like to complete.
Add the participation from "Show full list"
Another option to create participations from the Activities tab in Mobility Tool+ is via the Show full list option.
- From the activities, select your activity.
- Click Show full list in the Selection Details.
- Click the Add participation button.
- Select all participants you want to add to the activity in the pop-up. Take note of the Offer title. If you have indicated the activity in the title of the offer sent to the participant, it is easy to identify those participants who have accepted an offer.
- Click add X participants to the activity.
- The added participants are now displayed in the list, and marked as incomplete, as indicated by the X in column Complete.
Complete the participation
After the participants were added to the activity, the participations are still in Draft and have to be completed. Click Edit for the participant you wish to update.
Complete the participation
Click on the "Edit" icon
After a participant is associated to a specific activity, the participation is still in Draft and has to be completed.
- Depending on the context (Participant list/Activity list), select the item from the list.
- Click the Edit icon in the Selection details, next to the activity the participant is associated to or next to the participant for the specific activity.
Participation sections
In the newly opened screen, you find:
Top navigation tabs for the various sections of the participation to be updated and/or checked. Clicking on one of the tabs will bring you to the specific section on the screen.
The available tabs vary per action, activity type and participant type. For example, the linguistic support section is not displayed for Representatives of organisations in Advance Planning Visits and for Accompanying persons. Read the onscreen information carefully to avoid incorrect entries.
- Status of participation: Either Draft or Complete.
- Activity information including the Host Organisation Legal Name and Country and City. For ESC11 and ESC13 projects, the Main Location of Activity drop-down may be displayed instead of Country and City.
- Offer information: As sent to and accepted by the participant in the European Youth Portal. Not visible for participants of type Accompanying Person and Representatives of organisations in Advance Planning Visits.
If the Host Organisation Legal Name and Country and City information is not displayed, you will be unable to complete the participation. Update/complete the activity information first, then complete the participation.
ESC11 and ESC13 - 'Main location of the activity"
For ESC11 - Volunteering Projects and ESC13 - Volunteering Partnerships Annual projects, the Main Location of the activity drop-down list is displayed, provided the organisation has a 2019 Quality Label with pre-defined locations. It contains all possible locations for the specific activity. Select the appropriate location for the current participation.
Depending on the amount of possible locations chosen in the associated activity, one or multiple options become available.
Check and complete the "Participant" section
The first part of the participation information are the Participant details. Provide the required information in the available fields. Certain fields (such as date of birth) are pre-filled with the participant information retrieved by the European Youth Portal and cannot be changed.Mandatory fields are indicated by an orange value required box.
"Participant with fewer opportunities" drop-down
If you answered Yes to the question Participant With Fewer opportunities?, the Which type of obstacle is this participant facing? drop-down is displayed. Select at least one obstacle type.
"Force majeure" drop-down
For information and guidance on Force Majeure due to COVID-19, please see ESC MT+ Force majeure guidance due to Coronavirus.
Check and update the "Duration" section
The fields Start and End date of the activity offered are pre-populated with the offer information received from the portal, if the created participation is for a Young Person. It is possible to edit those dates.
For participants of type Accompanying Person or Representative of organisation in Advance Planning Visits, enter the dates manually.
The greyed out Duration fields will calculate and update accordingly. You have the option to enter the value of the Travel Days (max. 2) and enter any Interruption (days), if needed.
The light blue boxes on top of certain fields provide guidance on the minimum/maximum values allowed.
Should your entry result in a rule violation, warning messages in red are displayed. You must make the necessary corrections.
Check and update the "Linguistic Support" section (if applicable)
Linguistic Support supports language learning for the participants
Use the available drop-down lists to provide the required information such as Main Instruction/Work/Volunteering language, Other Used languages and if the participant is a native speaker.
Use the drop-down list available to indicate if the Online Linguistic Support Course Licence and Linguistic Support Grant are required.
- Linguistic support is only available for activities longer than 60 days.
- The section is not displayed for APV participants and for Accompanying persons.
- If the participant is a Native Speaker of the Main Instruction/Work/ Volunteering Language, the fields Online Linguistic Support Course Licence and Linguistic Support Grant will be non-editable.
Check and update the "Travel" section
In the Travel section of the participation certain information (such as Country of activity) is pre-populated.
Select the Distance Band from the drop-down. To confirm the correct distance band, use the distance calculator on the European Solidarity Corps webpage.
The Total Travel Grant is then calculated and updated automatically, according to the activity type and distance band selected.
Request "Exceptional Cost for Expensive Travel?"
The grant for Exceptional Costs For Expensive Travel can be requested only if the standard travel grant based on the cost per distance band (Total Travel Grant) does not cover at least 70% of the actual travel costs.
Should such funding be required for the participant, set the available drop-down in the travel section to Yes. Enter the required information in the newly available fields.
Take note
It is not possible to use both the Travel Grant and the Exceptional Costs for Expensive Travel for the same participation, as they are mutually exclusive.
Check and update "Organisational Support", "Inclusion Support" and/or "Pocket Money" (if applicable)
The sections Organisational Support, Inclusion Support and Pocket money are pre-filled and auto-calculated. The respective Duration (in days) fields can be updated; the value entered cannot be higher than the funded duration.
Take note
Inclusion Support is only available if the participant is a young person with fewer opportunities or special needs. The Pocket Money section is not available for participants and/or activities of type Advance Planning Visit.
Request "Exceptional Cost" (if applicable)
If needed, exceptional costs can be requested. Enter the amount in the Exceptional Costs field and provide a Description and Justification in the newly displayed comment field.
Check and update the "Relocation Allowance" (if applicable)
The sections Relocation Allowance is pre-populated and auto-calculated. The respective Duration (in days) fields can be updated; the value entered cannot be higher than the funded duration.
Take note
Relocation Allowance is not available for participants and/or activities of type Advance Planning Visit and for participants of type Accompanying Person.
Save the participation
Once all information for the participation is entered, the participation is marked as Complete.
The Total Grant (calculated) displays the calculated amount of all sections:
- Travel grant
- Exceptional costs for expensive travel
- Organisational Support grant – Activity costs
- Inclusion support grant
- Pocket money
- Linguistic grant
- Exceptional costs grant
- Relocation allowance
Click Save to save the changes.
Navigate back to the Participants or Activities tab. The participation is now marked as Complete.
Additional Functionalities
Note: This action does not remove the participant from the project. All participant information stays available in Mobility Tool+. Note: This action does not remove the participant from the project. All participant information remains available in Mobility Tool+.Remove a participation
Removing a participation via the activities tab
Removing a participation via the "Participants" tab
Update a participation
Update a participation via the activities tab
Update a participation via the participants tab
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