Welcome

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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.

Take note

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:

  1. Adding the participation from the  Activities section in the project and 
  2. Completing the Participation details from the Participations screen in your project. 

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. 

Information

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. 

Important

For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.

 

Prerequisites

  • Only the contact persons of the beneficiary, co-beneficiary and partner organisations with edit rights on the project are able to perform these actions.
  • Project must have the status Project Ongoing.
  • Activities must be available in the project..
  • Participants must have been retrieved from European Youth Portal or added manually.. 

Tip

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.


Steps

1. Add a participation from the "Activities" section 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.

Take note

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. 

1.1. Click on "Activities" in the "Content menu"

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. 

Click Activities section in the Content menu

1.2. Click on the "Select" button for the desired activity 

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 Select button to open the Activity details

1.3. Click the "Add participation" button in the "Selection details" 

Click on the Add participation button. 

Click on the Add participation button

1.4. Select the Participants to add to the activity

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.

Select the Participants to add to the activity

1.5. Draft participation added to the list

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.



2. Complete or edit the participation

2.1. Click on "Participations" in the "Content menu"

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 Participations in the Content menu

2.2. Click "Edit" next to a participation

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.

Click Edit next to the desired participation

2.3. Participation screen basics

The basic functionalities in the Participation screen are:

  • The status badge is displayed at the top of the screen; the Draft status is displayed in orange.
  • The screen consists of several sections.
    • You can expand and collapse each section for easier navigation, by clicking on the section title or the arrow (>) on the right side of each section. 
    • You may have to use the scrollbars in your browser to access all information available on screen.
  • The Save button is located in the bottom right corner of the screen. Click it regularly to save the information as you fill in the form. 
  • The Cancel button is located in the bottom right corner of the screen. Clicking on it will revert all changes made in the form since the last save. 

Participation screen with collapsed sections

Information

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. 

Mandatory fields and warning message examples

Important

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.

2.4. Fill in the "Activity" section

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.

Example of Activity section

2.5. Fill in the "Participant" section

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 ParticipantThe 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: 

  • Offer details linked to the Activity, including Offer ID, Offer Title, Start Date of the Activity Offered, End Date of the Activity Offered.
  • Participant country of residencetaken from participants data.

The following fields may be marked as mandatory to complete, depending on the Activity type of the associated activity and the type of person: 

  • Supporting Organisation Legal Name - the organisation supporting the participant; drop-down list with Participating organisations of the project  
  • Country of origin - drop-down list; if a Supporting organisation is selected, the field is pre-populated is, but is editable
  • City of origin - if a supporting organisation is selected, then this field is pre-populated with the respective city but is editable

Example of Participant section

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. 

Example of available participant Flags in Participant section

2.5.1. Participant With Fewer Opportunities

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.

Ticked Participant With Fewer Opportunities flag

2.5.2. Force majeure

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.

Information

The current implementation does not include any specific conditions related to Covid-19 as a Force majeure situation.

Example of Force Majeure flag ticked

In addition, if the Force majeure flag is set, certain duration and grant fields are affected as follows: 

  • Duration Calculated (days) - the minimum and maximum duration will no longer apply in case of Force majeure
  • Duration After Interruption (days) - the minimum duration will no longer apply in case of Force majeure
  • Organisational Support Grant (at Participation level) - the field becomes editable
  • Inclusion Support for Organisation - the field becomes editable
  • Travel Supportthe field becomes editable
  • Pocket Money Grantthe field becomes editable

2.6. Check the "Participant Report" section 

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. 

Information

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.

2.7. Fill in the "Language Learning Support" section, if applicable

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:

  • Main Work/Volunteering Language - drop-down list;
    • select the main language that the individual participant will use for work/volunteering purposes during the activity 
  • Other Used Languages - drop-down list;
    • to select additional languages used in day-to-day situations that are not necessarily linked to the activity itself
    • maximum number of languages is three
    • once selected, they display in a blue pill above the field
  • Language Learning Support - drop-down list;
    • select between No support (native Speaker or exception), Online Linguistic Support Course License, or Linguistic Support Grant
  • Comments on the absence of language learning supportfield is displayed and mandatory if No support (native Speaker or exception) was selected
    • provide a justification on why the participant did not receive any linguistic support

The field Language Learning Support Grant is displayed if Linguistic Support Grant was selected and automatically calculated and cannot be changed.  

Example of Language Learning Support section

2.8. Fill in the "Travel" section

Certain fields are prefilled in the Travel section and cannot be changed. The fields to complete available are: 

  • Distance Band - drop-down list; to indicate the distance band between the sending and the receiving city or any different location; use the distance calculator
  • Real Distance in km - provide the real distance travelled
  • Main Means of Transport - drop-down list with List of transport means to choose; only one option can be selected
  • Sustainable Means of Transport - this tick box is automatically selected if under Main means of transport one of the following was selected: Train, Bus, Carpooling, Bike or Other. 
  • Funded Travel Days - enter the number of days used for travel, if required, for which individual support is paid
    • the minimum and maximum allowed travel days are displayed below the field
  • Travel Support - Grant Not Required - tick box to indicate if travel support is required or not; if ticked, the Travel Support field will be set to zero. 
  • 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

    • can be manually changed in cases of Force majeure
  • Request Exceptional Cost for Expensive Travel - tick box; indicates if an exceptional cost for expensive travel is required
    If selected, the following fields must be filled in:  
    • Real Travel Costthe exceptional cost for expensive travel;
      • this cost and the Travel Support are mutually exclusive
      • Exceptional cost for expensive travel can be up to 80% of the eligible travel cost 
    • Exceptional Cost for Expensive Travel Description and Justification - the description and justification of the exceptional cost for expensive travel;
      • mandatory if Exceptional Cost for Expensive Travel EU Grant greater than 0

Example of Travel section


 Click here to expand for the request of expansive travel.

Example of the fields to fill in if Request exceptional cost for expensive travel is selected: 

Example of available fields if Request exceptional cost for expensive travel

2.9. Fill in the "Duration" section

In the Duration section you must provide following information for the participation: 

  • Start Date - provide the date on which the activity started.
    • In the case of a Young Person, the Start Date will be prefilled with the start date of the offered activity, but can be changed. 
    • The start date of the activity offered must be within project start date and end date. 
  • End Date - provide the date on which the activity activity ended.
    • In the case of a Young Person, the End Date will be prefilled with End date of the activity offered, but can be changed.
    • The end date of the offered activity must be within project start date and end date. 
  • Interruption Duration (days) - the total duration in days of all interruptions that occurred during the activity activity period; by default set to 0 but can be updated.

The following fields will be prefilled and cannot be changed: 

  • Duration After Interruption (days) - available only if Interruption Duration (days) higher than 0; filled with the calculated duration in days considering interruption duration
    • The minimum duration will no longer apply in case of Force Majeure.
  • Duration Including Travel Days - prefilled with the calculated duration as per Start and End date. 
  • Funded Travel Days - prefilled with the relevant value from the Travel section.

Example of Duration section

2.10. Fill in the "Organisational Support" section 

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. 

Example of Organisational Support section

2.11. Fill in the "Inclusion Support" section, if applicable

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. 

Example of Inclusion Support section

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.

Example of request for Exceptional cost for Inclusion support

2.12. Fill in the "Pocket Money" section, if applicable

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. 

Example of Pocket Money section

2.13. Fill in the "Exceptional Costs" section, if applicable

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.

Example of Exceptional Costs section

2.14. Check the "Total" section 

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.

Example of Total grant amount

2.15. Insurance coverage information

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. 

Insurance coverage information

2.16. "Save" the participation

Click on the Save button to save the changes you made in the participation.  

Save the participation

2.17. Participation status "Complete"

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.

Information

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. 

Participation status badge updated and Total Grant displayed


3. Participations List 

Click on Participations in the Content menuThe 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 participation list

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:

  1. View - click the View icon to view the details of a participation; the participations screen will open in read-only mode.
  2. Edit - click the Edit icon to complete/update a participation.
  3. Delete - click the Delete icon to remove a participation; a confirmation pop-up window will ask you to confirm the deletion.
    • this action will not remove the participant from the Participants list in your project.

Use the scrollbar in the table to access all columns in the list.

Participations list including available Actions

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.



Expected Outcome

  • The participation is updated and marked as complete in the participation list.