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Organisations can set up a Preparatory Visit to their hosting partner before the mobility activity takes place. Preparatory visits are not a stand-alone activity, but a supporting arrangement for mobility activities of staff or learners. 

Each preparatory visit must be recorded in the project separately and will have its own Activity ID. 


 Relevant For...

This page is relevant for:

  • Erasmus+ Call 2021
    • KA121 - Accredited projects for mobility of learners and staff
    • KA122 - Short-term projects for mobility of learners and staff

 

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

 

Steps


1. Click on "Preparatory Visits"

Click on Preparatory Visits in the Content menu. In this screen you will see the list of preparatory visits, as you add them. At first, the list is empty.

Click on Preparatory Visits in the Content menu

 

2. Add Preparatory visit 

2.1. Click "Create"

Click on the Create button at the top of the screen. The Preparatory Visit details screen opens.

Click on the Create button at the top of the screen

2.2. Fill in the preparatory visit details and click "Save"

Please read the onscreen information carefully in order to fill in the details.

All fields are mandatory and must be filled in at once in order to save the preparatory visit. It is not possible to save draft records.

If there is missing information or certain rules are not observed (per the Erasmus+ Programme Guide), error messages will be displayed when you try to save the preparatory visit details. Such errors must be corrected.

Take note of the following:

  1. The preparatory visit ID is assigned automatically and incrementally. It cannot be changed manually.
  2. Number of persons: editable, up to 3 persons can take part in a preparatory visit.
  3. The Total grant amount is calculated automatically based on the unit cost and the number of persons involved in the visit. This amount cannot be changed manually, except in cases of force majeure.
  4. The Start Date and End Date of the visit: must be within the project dates, which are indicated with a blue line. Use the date picker to select the applicable dates.
  5. If you check the Force majeure flag, the limitations on the number of persons are removed and the Total grant field becomes editable.
  6. Select the Sending Organisation and the Receiving Organisation from the ones available in the respective drop-down lists. The Receiving Country and Receiving City are filled in automatically based on the selected Receiving Organisation, but they can be changed.
  7. What was the purpose of the preparatory visit?: If you select Other from the drop-down list, you must fill in the additional field Please explain the purpose of the preparatory visit.
  8. The flag Learners took part in the preparatory visit depends on the selected purpose of the preparatory visit. It is checked automatically if the selected purpose is one of the following:
    1. Preparing activities for participants with fewer opportunities
    2. Preparing long-term activities for learners - not applicable to adult mobility projects.
    3. Preparing job-shadowing or a teaching/training assignment

Fill in the preparatory visit details and click Save

Once all the fields have been correctly filled in, click the Save button at the bottom of the screen to save the preparatory visit record. A success message is displayed and you will be redirected to the Preparatory Visits screen, where the newly added record is now displayed in the list.

The preparatory visit is created

 

3. The "Preparatory Visits" list

For each preparatory visit, you have the following options by clicking on the applicable icons, from left to right:

  • View the preparatory visit details - the preparatory visit details screen opens; you can view, but cannot change any of the preparatory visit details.
  • Edit the preparatory visit details - the preparatory visit details screen opens and you can make the desired changes. Remember to save any updates by clicking on the Save button at the bottom of the screen.
  • Delete the preparatory visit - click Yes in the pop-up message to confirm the deletion.

Preparatory visits list - view, edit or delete items

The following options are also 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.

In our example, the list is sorted by Receiving country:

Preparatory visits list - list options



Expected Outcome

  • Preparatory visits have been added to the project, and the related costs are reflected in the Budget tab of your project.