Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
This page explains how to add and manage activities for European Solidarity Corps ESC51-VTJ Volunteering projects in Beneficiary module. To manage activities, the project must be in status Project ongoing.
An activity is a set of tasks performed within the same location, the same time frame and the same scope. A group of participants are associated to the activity with a unique activity ID. The association of a participant to an activity is referred to as a participation.
It is recommended to create offers for young persons (who have registered in the European Solidarity Corps Portal) that are grouped under the same activity ID, using the same offer title. In this way, all participants that have accepted offers related to the same activity ID can be easily associated to the same activity.
Important
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
Prerequisites
- In order to add activities, you must first add the relevant partner organisations in the Participating organisations section of the project.
- All participating organisations must hold an ESC50 Quality Label, and the organisations hosting activities must hold a Quality Label for the Host role.
For activities carried out under Call 2021, the following restrictions apply for organisations holding a Quality Label or Erasmus+ volunteering accreditation granted in the previous Multiannual Financial Framework (2014-2020):
Organisations holding a Quality Label for volunteering:
The validity of the Quality Label for these organisations is extended, for the same role, until 31 December 2027. In specific cases the NAs may ask some Quality Label holders to submit new applications, under the new programme. If these organisations wish to change their role or add another role, they are required to submit a new application for Quality Label. Those that intend to keep the same role, but also wish to act as lead organisation under Volunteering Projects in the new programme, are required to fill in the lead organisation section in the application form.
Organisations holding an Erasmus+ volunteering accreditation
These organisations were able to use their accreditation to take part in activities for the same role until 31 December 2021. They were required to apply for a Quality Label for the new programming period, in order to participate as lead organisation under Volunteering Projects in the new programme. For activities carried out under Call 2021, but ending after 31 December 2021, or for activities carried out under Call 2022, these organisations are required to submit a new application for Quality Label.
Steps
1. Click on "Activities"
Click on Activities in the Content menu. The Activities screen opens, displaying the list of activities, as you add them to the project. At first, the list is empty.
You will be able to view and add participations to each activity. For more details about participations, please see the page Participations in ESC51 projects.
2. Create an activity
2.1. Click on "Create"
Click on the Create button at the top of the list.
2.2. Fill in the activity details
The activity details screen opens. Fill in the required information. Mandatory fields are marked with a red asterisk (*) and display Value missing.
If a Host organisation is selected from the relevant drop-down list, it must hold a valid Quality label for the Host role, valid on the start date of the activity. The Locations section will display on screen, listing all locations for the organisation, as per the awarded quality label for the Host role. The main location of the organisation is always available.
If the selected Host organisation does not hold a Quality label for the Host role, valid on the start date of the activity, the Locations section will not be displayed.
2.3. Select the relevant "Locations" for the activity, if applicable, and click on "Save"
In the Locations section, if available, all locations for the host organisation are listed. The main location of the organisation is always available. See Locations in projects (ESC51-VTJ) for details.
You must indicate the locations participating in the activity. Use the toggle button (1) available for the listed locations to indicate the participating locations.
If you do not select a location, it will not be possible to select the Main location for the activity when completing participations.
When all information for the activity is provided, click on the Save (2) button.
2.4. Activity added to the project
A success message displays at the bottom-left of the Activities screen, and the newly added activity is included in the list. Once items are added to the list, the following icons become available under the Actions column:
- Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
- View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
- Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information.
In addition, the orange Select icon is available, allowing you to view the number of associated participations and/or to add participations to the selected activity. See the page Participations in ESC51 projects for details.
3. Select an activity to view or add participations
Clicking on the orange Select icon (1) in line with an activity from the list will display the number of associated participations in the Selection details (2) section, and it will allow you to Add participations to the selected activity, if participants are already available in your project. See Participants in ESC51 projects for details.
Click on the right arrow (>) to expand the list of Participations for this activity, if any are already added. In the example below, no participations are yet available. For full details on how to add and manage participations, please see the page Participations in ESC51 projects.
4. View, edit or delete an activity
Click on the relevant icon next to each record in the list.
Once items are added to the list, the following icons become available under the Actions column:
- Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
- View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
- Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information.
See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
When editing an activity, the Activity type and the Host organisation legal name cannot be modified.
An activity can only be deleted if no participations are linked to it.
Once a participation has been associated to an activity, the activity can no longer be deleted. If you need to delete the activity, 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.
- Delete the current activity and create a new one with the correct details.
- Recreate the participations by adding the relevant participants one by one.
Expected Outcome
- You have added activities to the project and you can add participations. See Participations in ESC51 projects for details.
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