Welcome

This page explains how to manage the Learning, Teaching and Training Activities in Beneficiary module. 

Cooperation Partnerships projects may include the organisation of transnational learning, teaching and training activities of individuals and groups of individuals, in so far as they bring added value in the achievement of the project's objectives. Optionally transnational learning, teaching and training activities can be included, for which support for travel, subsistence and linguistic preparation can be given. These activities must be justified by the added value that they bring to the achievement of the project's goals.

Learning, Teaching and Training Activities already approved by the National Agency in their project management system will be listed when the project becomes available in Beneficiary module, but will not yet contain all details. These already existing Learning, Teaching and Training Activities must be updated to provide additionally required information about the participants and costs.

Information

Fields may vary depending on the action type of you project. Please read the onscreen information carefully to complete the relevant fields.

In the example below, we are using a KA220-YOU project. 

This page is relevant for:

  • Erasmus+, Call 2021
    • KA220 - Cooperation partnerships in adult education, higher education, school education, vocational education and training and youth

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

 

Prerequisites

  • Only the contact persons of the beneficiary and partner organisations with edit rights on the project are able to perform these actions.
  • A grant agreement has been signed for the project and is visible in Beneficiary module.
  • To update the project it must have the status Project Ongoing.

Steps


1. The "Learning, Teaching and Training Activities" section

The Learning, Teaching and Training Activities section of your project can be accessed from the Content menu. The Learning, Teaching and Training Activities screen contains a list of Learning, Teaching and Training Activities (1), if any are available. 

Learning, Teaching and Training Activities already approved by the National Agency in their project management system will be displayed in this list, but do not contain all details. These already existing Learning, Teaching and Training Activities must be updated to provide additionally required information, such as the participants and various costs.

Below the list you will find information about the Total (Calculated) and Awarded Budget (2) . The Total (Calculated) will be updated when Learning, Teaching and Training Activities are successfully added to the project or updated. The amount can exceed the Awarded Budget.

Learning, Teaching and Training Activities screen


2. Create a "Learning, Teaching and Training Activity"

Adding a new Learning, Teaching and Training Activity to a project is a two step process:

  1. Create the Learning, Teaching and Training Activity and provide the activity details
  2. Add Participants to the Learning, Teaching and Training Activity

To add a new Learning, Teaching and Training Activity that was not defined in the grant agreement, click on the Create button.

Learning, Teaching and Training Activities transferred from the NAs project management system and already available in your project can be updated and the participants must be added. See below for details. 

2.1. Click on the "Create" button

Click on the Create button to add a new activity.

Click on the Create button

2.2. Provide the required Learning, Teaching and Training Details and click on "Save"

In the Learning, Teaching and Training Activities details screen, provide the required information. Mandatory fields are marked with a red asterisk *

  • Activity No- drop-down list to select from pre-defined values ranging from A1 to A999; the Activity No. must be unique inside the project. List is sorted by Activity number
  • Field - drop-down list to select field to which the activity belongs, only one option can be selected per action type of your project; the field is read-only when updating a Learning, Teaching and Training Activity
  • Activity Type - read-only; pre-filled with Learning, Teaching and Training Activities
  • Long-Term Activity? - tick box (or flag) to mark the activity as long-term, meaning its duration is longer than 60 days and maximum 360 days
    • ticking this box will result in the Linguistic Support section being available when adding participants to the activity (not available for accompanying persons)
    • an activity not flagged as long-term can only have a duration from 3 to 60 days
  • Description field - text field to provide description of activity; read the onscreen information carefully to provide the correct information

To save the activity information, click on the  Save  button. 

Provide the activity details and save

2.3. Learning, Teaching and Training Activity added to the project

When the activity has been saved, a success message displays. You are returned to the list of Learning, Teaching and Training Activities. 

The newly added activity now displays in the list. Columns such as No. Of Participants, EU Travel Grant or Individual Support Grant display initially 0. To complete an activity you must add the participants to the activity. 

Follow the instructions above to add more Learning, Teaching and Training Activities to your project, if required. Once items are added to the list, the following icons become available under the Actions column:

  1. Delete - click on this icon for the desired item and follow the onscreen instructions to delete it.
  2. 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.
  3. Edit - open the 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.

Learning, Teaching and Training Activity added to the project


3. Add "Participants" to an activity

Adding the Participants for Learning, Teaching and Training Activities is possible for a newly created activity after it has been saved as well as for the Learning, Teaching and Training Activities that have been transferred from the NA project management system initially available in the list, if any. 

3.1. Click on "Edit" to open Learning, Teaching and Training Activity details and update, if required

Click on the Edit icon for the activity you want to add participants to.

Click on Edit

Check that the activity details are complete and correct. For Learning, Teaching and Training Activities transferred from the NAs project management system you may have to add missing mandatory information. Click on the Save button to save any changes you may have made.

Take note

If you make changes to an activity and save, you are returned to the list of activities. You must then select Edit to open the activity details again before you can add the participants. 

Check and update activity information, if required

3.2. Click on the "Create" button

In the Participants section of the screen, an initially empty list is displayed. Click on the Create button to add the first participant to the activity.

Click on the Create button

3.3. Provide the required information

3.3.1. Basics

The participants details screen consist of multiple sections, such as Participant, Mobility or From/To, that have to be completed. You can expand and collapse each section of the activity for easier navigation, by clicking on the section title or the arrow on the right side of each section. Mandatory fields in each section are marked with a red asterisk * and display Value missing below the relevant field.

Take note

The available sections and fields to complete and information to provide depends on the field (SCH, ADU, VET, YOU, HED) of your project and the information you provide in the form. Read the onscreen information carefully to provide the correct details. 

You may have to use the scroll bar in your browser to access all sections and information on screen. 

Participant screen

3.3.2. "Activity" section

In the Activity section the fields Activity No., Fields, Activity Type, the Long-Term Activity? flag and Description are displayed. The information available is the same information as provided when the activity was created or as transferred from the NAs project management system. All information in this section is read-only. 

3.3.3. "Participant" section

In the Participant section you will provide the participant's personal details, such as name, email or date of birth

Take note

The details to complete depend on the field (ADU, SCH, YOU, VET, HED) of your project.

For example, the participant Date of birth must be provided for KA220-YOU or KA220-SCH projects, but not in KA220-VET, KA220-ADU or KA220-HED projects.

For all KA220 projects, the Type of Participant must be selected from the available drop-down list. You can select one of the available options: Staff, Learners, Young People, Youth Workers.

The section also includes a number of flags, or tick boxes, that can be used to indicate the participant's role in the activity, whether the participant requires a linguistic grant or whether it is a participant with fewer opportunities. The flags available vary, depending on the field of your project.  For example, the flag Group Leader/Trainer/Facilitator/Youth Worker? is only available for participants in KA220-YOU projects.

Take note

The flags you check may affect the grants received for the participant as well as the remaining details to fill in for the participant.

Here an example of how to add a participant in the participant section in a KA220-YOU project for a Learning, Teaching and Training Activity flagged as Long-term activity. 

Complete the participant section

Here an example of the participant section in a KA220-HED project. 

Participant section in a KA220-HED project

3.3.3.1. Accompanying Person?

The Accompanying Persons flag is available for all KA220 projects. Tick the Accompanying persons flag, if the participant is considered an accompanying person.

3.3.3.2. Group Leader/Trainer/Facilitator/Youth Worker? (YOU projects only)

For participants in Learning, Teaching and Training Activities in KA220-YOU projects not flagged as accompanying person, the Group Leader/Trainer/Facilitator/Youth Worker? flag is available. Tick the box if the participant is considered a group leader, trainer or facilitator. 

3.3.3.3. Participant With Fewer Opportunities?

Tick the Participant With Fewer Opportunities?, if the participant is considered a participant with fewer opportunities. This flag is not available for participants flagged as Accompanying person. 

3.3.4. "Mobility" section

The Mobility Activity ID is created automatically. It is a combination of the last digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project. The Mobility Activity ID is sometimes displayed as Mobility ID, as in example below.

In this section you can mark the activity as a Physical, Virtual or Blended activity. The option you select will have an impact on the fields to complete in following sections.

You also have the option to flag the activity for the participant as Non-EU Funded, Force majeure and/or Covid-19 affected

In our example, we change the by default selected option Physical to Blended.

Complete the mobility section

3.3.4.1. Virtual Activity

If an activity is flagged as a Virtual:

  • Start Date and End Date of the activity are both set to Virtual Activity End Date and are not editable.
    • There are no constraints for the minimum duration of a virtual activity.
  • All virtual activities are automatically flagged Force majeure. This cannot be changed. 
  • The duration of a virtual activity does not influence any duration related grant calculations such as individual support, top-ups, course fees, etc.
  • The total grant to a virtual activity is calculated based on the same formula as for a physical activity, by adding up the values of the applicable budget items.
  • All budget fields, such as EU Travel Grant, Exceptional Costs for Expensive Travel are set to 0 and are not editable, with the exception of:
    • Individual Support Virtual Activity Grant/Day
    • Individual Support
    • Linguistic Support Grant
  • Individual Support Virtual Activity Grant/Day represents 15% of the Individual support grant/day
  • Individual Support Virtual Activity is calculated as Grant/Day * Virtual Activity Duration (days)
  • The Individual Support represents the sum of Individual Support Physical Activity and Individual Support Virtual Activity
  • The maximum duration applies to the calculated Virtual Activity Duration (days).
  • Duration Calculated (days) field is set to 0.

3.3.4.2. Blended activity

For Blended Activities the duration of virtual and physical activities cannot overlap.

  • The fields Virtual Activity Start Date, Virtual Activity End Date, Virtual Activity Duration (days), Blended Activity Duration and Individual Support Virtual Activity are available
  • The duration of virtual and physical activities cannot overlap.
  • The total grant of the blended activity is calculated based on the same formula as for a physical activity, by adding up the values of the available budget items.
  • If an activity is flagged as Blended, the minimum and maximum duration applies to the calculated Blended Activity Duration.

3.3.4.3. Non-EU Funded

Tick this box to indicate the participant is Non-EU funded, meaning no EU grant is required for the participant. Following fields in the form will be set to 0€ and cannot be updated:

  • Funded Duration (days)
  • EU Travel Grant
  • Exceptional Costs for Expensive Travel
  • Linguistic Support Grant
  • Individual Support
  • Total (calculated)

The Grant Not Required flag in the Travel Grant section will not be available.

Non-EU Funded flag

3.3.4.4. Force Majeure

Force majeure is:

An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on his/her part.

Source: Erasmus+/European Solidarity Corps programme guides 2022, Glossary

Force majeure situations can arise anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.

In a project, check the Force majeure flag to indicate that a project activity (i.e. mobility activity, group activity, participations, events, transnational project meetings, etc.) is considered as a case of force majeure.

When you check this flag (tick box), certain fields and grants for the activity may be affected and must be checked and/or updated.

In addition, you must fill in the additional Force majeure explanations field, describing the facts that prove the activity should be accepted as a case of force majeure.

The rule checking the minimum and maximum duration will no longer apply. The EU Travel Grant fields, if available, becomes editable. The Individual Support field will also become editable. You can provide the values as per your needs. 

The Force majeure flag is automatically selected if the Virtual Activity flag was set and you can not deselect it.

Force Majeure flag

3.3.4.5. COVID-19 affected

Participants in Learning, Teaching and Training Activities having an end date within 2021 or later, the Force Majeure flag checked, and for which the provided Force Majeure Explanations contain keywords such as "corona" or "covid" will automatically have the COVID-19 affected flag set. It is not possible to tick the Covid-19 affected box manually. 

The field Total (Calculated) in the mobility section becomes editable and you can provide the total as per your needs. 

COVID-19 affected flag

3.3.5. "Duration" section

In this section you will check and update the start and end dates of the mobility activity, and provide any additional information about the duration of the participants participation in the activity, as applicable. You will also provide the Travel days, if applicable, in this section. 

Take note

The duration in months (where applicable) is calculated based on the rule that 1 full month equals 30 days, without exceptions.

As a general rule, participants in 

The Duration Calculated (days), Blended Activity Duration (for blended activities) or Virtual Activity Duration (days) (for virtual activities) for accompanying person must be between 1 day and 2 months (60 days).

The Duration Calculated (days) or Blended Activity Duration (for blended activities) or Virtual Activity Duration (days) (for virtual activity) for participants that are not accompanying persons must be:

  • For activities not flagged as long-term, between 3 and 60 days
  • For activities flagged as long-term, between 60 and 360 days.

These limits are displayed under the relevant duration field for your reference, in the example below Blended Activity Duration.

Complete the duration section, example for Blended activity

3.3.6. "From/To" section

In this section you will specify the travel details, such as the sending and receiving organisations, select distance in the distance band and the means of transport.

Any participating organisation can be the sending organisation. For KA220-HED, Invited organisations can also be selected. 

The receiving organisation must be in a country of the organisations participating in the project or in the seat of an institution of the EU (Belgium, France, Germany, Luxembourg and the Netherlands. 

Selecting the sending and receiving organisation from the available drop-down lists will auto-complete the fields Sending Country, Sending City, Sending Organisation Erasmus Code (where applicable) and/or Type of Organisation. You can change the values for Sending/Receiving Country by using the available drop-down list displaying Programme countries, Partner countries and OCTs, and Sending/Receiving City by overwriting the information. 

You will also specify the real distance in KM between the sending and the receiving cities. This will be used purely for statistical purposes to determine the carbon footprint of the activity.

Sustainable means of transport (green travel) is defined as the travel that uses low-emissions means of transport for the main part of the travel, such as bus, train or car-pooling.
Source: Erasmus+ Programme Guide, Glossary

Selecting a means of transport considered sustainable when updating mobility activities, events, participations or similar in your project, results in the Sustainable Means of Transport flag being automatically checked and the funded travel duration can be increased from maximum 2 to maximum 6 days.

Complete the From-To section

3.3.7. "Travel Grant" section

The EU Travel Grant field is read-only and displays the automatically calculated travel grant as per information provided in the form. Two flags may be available: 

  • Grant not Required (EU Travel Grant) - tick this box to indicate that no EU travel grant is required; EU Travel Grant field will be set to 0€
  • Request Exceptional Costs for Expensive Travel - tick this box if Exceptional Costs for Expensive Travel are required 

Information

If the Non-EU funding flag was ticked in the Mobility section of the form, these flags are not available. The fields EU Travel Grant and Real Travel Costs are greyed out and display the amount of 0€. 

Travel Grant section

3.3.7.1. Exceptional costs for expensive travel

If the standard Travel Grant does not cover at least 70% of the eligible travel cost of the participant, you are entitled to request a grant to cover Exceptional costs for expensive travel instead of the standard travel grant.

Tick the relevant box for Request Exceptional Costs for Expensive Travel. Then type the Real Travel Cost in the relevant field. The Exceptional Cost for Expensive Travel Grant is calculated automatically as 80% of the Real Travel Cost. If you request the Exceptional costs for expensive travel grant, you must also fill in the additional field Exceptional cost for expensive travel description and justification.

Exceptional costs for expensive travel

3.3.7.2. Grant not required (EU Travel Grant)

When this flag is set, the EU Travel Grant is set to 0. 

Grant not required flag

3.3.8. "Linguistic Support" section

The Linguistic Support section is only available for Learning, Teaching and Training Activities flagged as Long-term activity and if the participant is not flagged as an Accompanying person. To Request Linguistic Support, tick the available box. The Linguistic Support Grant is automatically filled in. 

Linguistic Support section

3.3.9. "Individual Support" section

The Individual Support grant is calculated automatically based on the calculated Individual support for physical and/or virtual activity. This amount cannot be manually changed, except in cases of force majeure.

Individual Support section

3.3.9.1. Grant not Required (Individual Support)

The Grant Not Required flag, or tick box, will result in the relevant participant budget fields set to zero. The fields affected are:

  • EU Travel Grant
  • Individual Support
  • Exceptional Costs for Expensive Travel

The flag Grant Not Required is automatically checked whenever the corresponding budget field value is 0 and the activity is saved, for example when a distance band with an associated travel grant of 0 is selected and the activity is saved.

Grant Not Required flag

3.3.10. "Total Calculations" section

The Total (calculated) is the sum of all relevant costs and is displayed at the bottom of the screen. This amount cannot be changed manually.

You also have the option to provide comments in this part of the form, if required. 

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.

Total (Calculated)

3.4. Save" the participant details

Click on the Save button to save the participant details in the activity. 

Click on Save

3.5. Participant added to activity

A success message displays. The Learning, Teaching and Training Activity screen opens again. The list of participants displays the added participant. Values such as Distance Band, Sending Country and Receiving Country are displayed in the table. Follow the instructions above to add more participants to the activity, if required.

Once items are added to the list, the following icons become available under the Actions column:

  1. Delete - click on this icon for the desired item and follow the onscreen instructions to delete it.
  2. 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.
  3. Edit - open the 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.

Participant added to activity


4. Click "Back" to return to the list of Learning, Teaching and Training Activities

Click on the Back button at the bottom of the screen to return to the list of Learning, Teaching and Training Activities in your project. 

Alternatively click Learning, Teaching and Training Activities in the Content menu

Click on the Back button

The various columns in the list are updated with the values as per information provided for the activity and the participants. 

Once items are added to the list, the following icons become available under the Actions column:

  1. Delete - click on this icon for the desired item and follow the onscreen instructions to delete it.
  2. 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.
  3. Edit - open the 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.

The Total (calculated) below the table is updated as per provided information for the activities and participants.

List of activities updated


Expected Outcome

  • Learning, Teaching and Training Activities have been added and/or updated in the project
  • Participants have been added to Learning, Teaching and Training Activities