The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
The association of a participant to an activity is referred to as a participation. The participation outlines the costs, allowances duration etc, for that person's involvement in the activity. In order to retrieve a young person's details from the European Solidarity Corps Portal and add participations for that participant, the project organisations must have made an offer to the participant via PASS (also known as Organisation Portal), and the participant must have accepted the offer.
The following types of participants can be available in ESC51 - Volunteering Projects:
Young Person - an individual aged between 18 and 30 years who is legally residing in a participating country, has registered in the European Youth Portal and takes part in a solidarity activity.
Accompanying person - the person who accompanies participants with special needs in an activity, in order to ensure protection, provide support and assistance.
The association of participants to an activity in an ESC51 - Volunteering project is a two-step process:
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.
Draft participations must be completed or removed before attempting to submit the beneficiary report, as they will otherwise not be considered in the budget summary.
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
In order to pair an activity with a participant it is worth noting the details of the offer accepted by the participant. You can view the offer title in the European Solidarity Corps Portal as well as in the participant list view in your project.
It is possible to add one or multiple participants to an activity. This action will create draft participations for each participant added to an activity.
Young persons can only be added to a single individual volunteering activity, but they can participate in several teams activities.
Accompanying persons can only be added to activities where there are already participants with fewer opportunities.
Click on the Activities section in the Content menu of your project. The list of available activities is displayed, if any are available. If no activities are yet available, you must create them first. See Activities in projects (ESC51-VTJ) for details.
In the Activities list, select the desired activity by clicking the Select button.
The Selection details panel displayed at the top of the screen will list the existing participations for the activity, if any. You can click on the arrow (>) to view the list of existing participations.
Click on the Add participation button.
A pop-up window is displayed, with all the available participants in the project.
Select the participant you want to associate by clicking on the Select button for the participant you want to add. If you have made several offers for several activities to the participant, the participant will be listed several times. In such cases, make your selection based on the applicable offer ID and title.
The Draft participation is added to the list. You can view it by expanding the Participations for this activity in the Selection details.
From here, you can click Edit next to each participation to fill in the rest of the required details. See the Complete participation section below for more instructions.
Click on Participations in the Content menu to view the participation list. All the participations you have added, from the Activities or Participants lists are displayed here. See below for information on the basic functionalities and options of the Participation list.
Click on the Edit icon next to the participation you wish to update. The Participation screen will open in edit mode, and you can fill in the remaining information to complete the participation.
The basic functionalities in the Participation screen are:
Mandatory fields to complete in the participation screen are marked with a red asterisk (*). The message Value missing is displayed below these fields. The warning will disappear if a mandatory field is filled in.
Incorrectly entered information in the form will be highlighted on screen and specific warning messages display. Such errors must be corrected.
For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.
The first section of the participation screen is Activity. Certain information is prefilled with the details of the associated activity, such as Activity ID, Activity type, Activity title and Host organisation legal name, as in our example below. The Activity title can be updated, if required.
A drop-down list is available for the Main Location of the Activity. If the activity is held in multiple locations, you can select the specific location for the selected participation.
In the Participant section certain details are already filled in as they were provided in the first step of creating the participation, such as the PRN (if applicable), First Name, Last Name, and Type of Participant. The Age field is automatically calculated based on the participant's date of birth and the participation start date.
For participants of type Young persons, the following information is also prefilled:
The following fields may be marked as mandatory to complete, depending on the Activity type of the associated activity and the type of person:
The Participant section includes flags (tick boxes) to indicate if the participant is a Participant With Fewer Opportunities or if the participation is considered as a case of Force Majeure. The availability of these flags depends on the activity type and the participant type.
When selected, the flags may affect other fields in the participant and budget sections, and may require additional information to be provided at project level.
Tick the box Participant With Fewer Opportunities if the participant falls into this category. The flag is not available for Accompanying persons.
For each participant with fewer opportunities, you must fill in the Inclusion Support section in the participation screen as well as the Fewer Opportunities section of your project.
Participations flagged as Force majeure are not fully completed due to an unforeseeable exceptional situation or event beyond the individual participant's control and not attributable to error or negligence on their part. Such cases can rise from anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.
If you check this flag, you must fill in the additional Force majeure explanations field, describing the facts that prove the participation should be accepted as a case of Force majeure.
The current implementation does not include any specific conditions related to Covid-19 as a Force majeure situation.
In addition, if the Force majeure flag is set, certain duration and grant fields are affected as follows:
In the Participant Report section you can monitor the status of the participant report and, if needed, resend the invitation to the participant to fill in the report. For more details about this section, see the page Manage participant reports in projects.
This section is not available for Accompanying Persons.
A participant in a participation flagged as Force majeure, even if potentially unavailable, will continue receiving a system notification regarding the Participant report to be filled in EU Survey at the end of the participation.
The Language Learning Support section is only available if the participation involves a Young Person and for activities with a duration of 60 days or more.
You may have to complete following fields:
The field Language Learning Support Grant is displayed if Linguistic Support Grant was selected and automatically calculated and cannot be changed.
Certain fields are prefilled in the Travel section and cannot be changed. The fields to complete available are:
Travel Support - the calculated travel grant according to the selected activity type and distance band
if the flag Travel Support - Grant Not Required is checked, the value is set to zero
Example of the fields to fill in if Request exceptional cost for expensive travel is selected:
In the Duration section you must provide following information for the participation:
The following fields will be prefilled and cannot be changed:
In the Organisational Support section you must provide the Duration (in days).
The fields Grant per Day and Organisational Support Grant are prefilled and cannot be changed. The Organisational Support Grant field becomes editable in cases of Force majeure.
Inclusion support is only available if you involve participants with fewer opportunities in your projects. The flag Participant with Fewer Opportunities must be checked in the Participant section for Inclusion Support to be displayed.
In such cases, fill in the Duration (in days), including travel days.
The fields Grant per Day and Inclusion Support for Organisation are prefilled and cannot be changed manually. The Inclusion Support for Organisation becomes editable if the participation is flagged a Force majeure.
If applicable for the participation, check the Request exceptional cost for inclusion support flag. The Exceptional cost for inclusion support field will be displayed.
Provide the desired amount (up to 100% of actual eligible costs) in the field. Note that if you request exceptional costs for inclusion support, the Inclusion support for organisation grant will be reset to zero.
The Pocket Money section is only available if the participation involves a Young Person.
Fill in the Duration (in days), including travel days.
The fields Grant per Day and Pocket Money Grant are prefilled and cannot be changed. The Pocket Money Grant field becomes editable in cases of Force majeure.
If you need to request exceptional costs, provide the real costs in the Exceptional cost grant field, then provide a justification in the Exceptional cost description and justification field.
The Total Grant (calculated) is displayed at the bottom of the participation screen. It is calculated automatically as the sum of all relevant costs calculated in the completed participation sections above. This amount cannot be changed.
For a participation involving a Young person, the following message and a tick box are displayed at the bottom of the participation screen: In the case of participants entitled to insurance coverage, please note that this information will be sent to the insurance company to enrol the participant.
Check the box if applicable for the participation.
Please note that the participation information is only sent to the insurance company once a week and only if the participation is marked as Complete. Therefore it is recommended to record participations at least two weeks before their departure.
Click on the Save button to save the changes you made in the participation.
Once all sections have been updated and saved and if all rules have been observed, the participation status changes from Draft to Complete. The status badge at the top of the screen changes from orange, initially stating Draft, to green, now stating Completed.
It is still possible to edit the participation details as long as the beneficiary report has not been submitted. However, before submitting the Beneficiary report, you will need to revalidate all complete Participations, to make sure they still comply with all rules.
If the organisation has withdrawn its offer to a participant, the related participation is reset to the Draft status. Such participations must be deleted before submitting the Beneficiary report.
The completed participation will be marked as Completed, displaying a check, in the list of Participations.
Click on Participations in the Content menu. The Participations screen is displayed. All the participations that you add will be shown here. At first the list is empty.
In our example, three participations are available.
The list provides an overview of the participations, including the Type of person and the participation status (Complete - indicated with a check - or Draft).
The available Actions for each participation are:
Use the scrollbar in the table to access all columns in the list.
The following basic functionalities are available at list level:
Sorting by column: by clicking on a column header (1st click ascending, 2nd click descending, 3rd click off). An arrow indicating the current sort sequence is displayed next to the selected column header.
Browsing: use the browsing options below the list to change the display of items per page and/or the arrows to view more results.
Horizontal and vertical scroll bars: move from left to right and top to bottom to view all data in the table.