Welcome

When implementing group activities in your project, you may need to request different funding for different participants in the same group, depending on their specificity, for example different start dates or means of transport, participants with fewer opportunities, etc.

Each group activity between a sending organisation and a receiving organisation should be recorded only once in your project. 

For these reasons, to keep groups as homogeneous as possible in terms of funding, it is advisable to split a group into subgroups for each specific situation within that activity. If necessary, you can create a subgroup for a single person. 

In Beneficiary module, this is done in two steps:

  1. Create the group activity, provide all mandatory details and save it.
  2. Edit the activity to add participant subgroups. For all subgroups in a group the sending country and the destination country must be the same.

Unlike mobility activities, group activities do not require the names and personal details of the participants in the group. The only person whose name and email are specifically required is the Lead accompanying person, as this person will receive the invitation to fill in the participant report. 

This page explains how to add group activities and subgroups, using an example project for KA121-SCH, call year 2022. Group activities are not available for KA121-VET and KA122-VET projects.

This page is relevant for:

  • Erasmus+ Call 2021/2022
    • KA121-​​​​​​​ADU -​​​​​​​ Mobility for staff of accredited organisations in adult education 
    • KA121-​​​​​​​SCH -​​​​​​​ Mobility for learners and staff of accredited organisations in school education
    • KA122-ADU -​​​​​​​ Mobility for staff in adult education
    • KA122-​​​​​​​SCH -​​​​​​​ Mobility for learners and staff in school education

Steps


1. Select the "Group activities" tab from "Mobility activities"

Group activities are accessible in a separate tab when accessing Mobility activities via the Content menu in your project. It is from here that you can manage the group activities of the project. You will see the list of group activities, as you add them. Initially the list is empty.

Click on Group Activities in the Content menu

 

2. Add a group activity

2.1. Click on "Create" 

Click on the Create button at the top of the group activity list.

The Group Activities screen opens. Here you will add the details of the group activity and create subgroups for each particular situation. All details must be filled in at once, in order to save the group mobility record. It is not possible to save draft records at this stage.

Click on the Create button

The Group Activities screen opens. Here you will add the details of the group activity and create subgroups for each particular situation. All details must be filled in at once, in order to save the group mobility record. It is not possible to save draft records at this stage.

At the top of the screen the activity status badge is displayed. The status changes from Draft to Complete when at least one subgroup of participants has been added to the group activity and all mandatory information has been provided in all sections and subsections. Use the scrollbar in your browser to access all information on screen.

Group Activities screen

The form consists of several sections. Each section can be expanded or collapsed individually, using the dedicated arrow.

Fill in the fields per section as required. Mandatory fields are marked with an asterisk ( * ).

Information

Fields vary according to the action type of your project. Please read the onscreen information carefully when filling in the fields.

The form content will adapt based on your input. The form will provide feedback such as warning messages or error messages in case there is missing information or eligibility rules are not observed.

Group activity sections


2.2. Fill in the "Group Activities" section

Fill in the requested information. Please note:

  1. The Group activity ID is assigned automatically. You can change it according to your preferences, but it must be unique within the project.
  2. The Activity type is pre-selected based on the key action of your project, and cannot be changed.
  3. You must provide a Description of the activity. 
  4. Language, key competences and thematic areas (adult learner mobility projects only) fields: click on the drop-down field, then select the desired option(s) from the available lists. Where multiple options are possible, they will be displayed above the respective field as you select them.

Fill in the requested information in section Group Activities

Fill in the Group Activities section, example KA121-ADU


2.2.1. 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.

Tip

If you check the Force Majeure flag at group level, all the subgroups will also be automatically flagged as Force Majeure. The flag can be deselected later for each subgroup, in accordance with the subgroup specifics.

Force majeure

In addition, the following fields and grants are affected at group level in case of force majeure: 

  • Duration (days): The business rule checking the minimum and maximum duration will no longer apply in case of Force Majeure.
  • Total travel grant: The field becomes editable. If any values were already present they are preserved.
  • Duration for individual support: The field becomes editable. If any values were already present they are preserved in the Participants Details screen, The business rule checking the minimum duration will no longer apply in case of Force Majeure
  • Total individual support grant : The field becomes editable. If any values were already present they are preserved.
  • Organisational Support: The field becomes editable. If any values were already present they are preserved.
  • Inclusion support for organisation: The field becomes editable. If any values were already present they are preserved

Take note of the following:

  • The lead accompanying person must fill in the Participant report in all cases.
  • The current implementation does not include any specific conditions related to Covid-19 as a force majeure situation.

2.3. Fill in the "From-To" section

Select the Sending organisation and the Receiving organisation from the applicable drop-down lists. The Country and City for each organisation are prefilled automatically with those registered in the Organisation Registration system (for organisations with an OID) or in the project (for organisations without an OID). These are the default locations and can be changed manually in the project. If you change any of the default details, you will be required to provide an explanation in the subgroup screen.

The selected locations are applicable to all the subgroups of participants involved in the activity.

Fill in the From-To section

2.4. Fill in the "Duration" section

  1. Fill in the Start date and End date of the group activity. These dates must be within the project dates.
  2. The group activity Duration (days) is calculated automatically and it does not include the travel days.
  3. If the activity is a Blended mobility activity, check the applicable flag.
  4. Specify the Number of days in virtual Mobility activity. There are no duration constraints for the virtual component of the activity, and it is not taken into in the Duration (days) and other budget calculations based on the physical duration of the activity.

Fill in the Duration section

2.5. The "Participants" section

The Participants section is not visible at this stage. It will become visible after you save and create the group activity record. Here you will create the subgroups of participants, with details for each subgroup, after having saved the group details.

See Add a subgroup to a group below for further instructions.


2.6. Fill in the "Participants Summary" section

This section is mostly prefilled based on the details provided for each subgroup in the Participants section of the screen. The fields will be updated as you fill in the Participants details, after saving the activity group.

At the bottom of the section you will also view the Organisational Support grant. This grant will be calculated automatically based on the subgroup information you provide. This amount cannot be changed manually except in cases of force majeure, and it is capped at EUR 1000 per group activity.

In addition:

  1. Calculate and type the Average age of the group.
  2. Specify the Lead accompanying person details.

Important

The Lead accompanying person will be required to fill in the participant report for the entire group, even in case of Force majeure. Ensure the email address you provide is correct, as the invitation to fill in the participant report will be sent to this email.

Fill in the Participants Summary section

Example of Participants Summary with filled in details

2.7. "Participant Report" section

In this section you will be able to monitor the status of the participant report and, if needed, resend the invitation to the Lead accompanying person to fill in the report. For more details about this section, see the page  Manage participant reports in projects.

2.8. Review the "Budget" section

The Total group grant is displayed at the bottom of the activity screen, in the Budget section. It is calculated automatically as the sum of all relevant grants calculated in the subsections above. This amount cannot be changed manually. To view the real grant value, you must fill in the subgroup information first. 

Review the budget section

2.9. Add "Comments" if applicable

Please add any additional explanations you consider relevant concerning the group in the Comments field.

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.

Add Comments if applicable

2.10. Click "Save"

Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the group activity record. A success message is displayed and the activity is displayed in the Group activities list.

You can now edit the activity to add subgroups of participants.

Click Save

 

3. Add a subgroup to the group

3.1. Click on "Edit" in the "Group activities" list

In the Group activities list, click on the Edit icon next to the group activity for which you wish to add the participant subgroups. The Group activities screen opens.

Click on Edit in the Group activities list

3.2. Click on "Create" under "Participants" to open the subgroup details screen

In the Group activities details screen, scroll down to the Participants section and click on the Create button. The subgroup details screen opens in edit mode.

Click on Create under Participants to open the subgroup details screen

3.3. View the "Group details"

Similarly to the Group activities screen, the subgroup details screen consists of various subsections, which can be opened and collapsed by using the dedicated arrows. All mandatory fields and sections in the subgroup screen must be filled in at once in order to save the subgroup details.

At the top of the screen you can view the key group details: 

  • the Group activity ID - cannot be changed at subgroup level
  • the Destination country and city - cannot be changed at subgroup level
  • the Start date, End date, and calculated Duration, excluding the Travel days - cannot be changed at subgroup level
  • whether the group has been flagged as a case of Force majeure - can be changed at subgroup level

Group details

3.4. Fill in the "Participant details"

  1. Each subgroup is assigned an ID automatically. You can change it according to your preferences, but it must be unique within the project.
  2. Specify the number of female, male or participants of other genders. The total Number of participants is calculated automatically and displayed.
  3. If the subgroup includes Participants with fewer opportunities, check the applicable flag, and type the Number of participants with fewer opportunities in the dedicated field. You may also consider creating one or more subgroups that include only these participants, in accordance with their specificity. These participants and the beneficiary organisation are entitled to inclusion support. If applicable, fill in the desired Inclusion support for participants amount.
  4. Specify the Number of accompanying persons of each type, in the dedicated fields.

Fill in the Participant details

3.4.1. 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.

Information

If this flag was already set at group level, you can remove it here if it is not applicable for this particular subgroup. 

3.5. Fill in the "Travel details"

  1. The Distance bands to choose from differ according to whether the selected Main means of transport is considered to be sustainable or not. Select the applicable Main means of transport first, and then the distance band from the respective drop-down lists.
  2. Type the Real distance in kilometres between the sending and the receiving cities.
  3. Enter the number of Travel Days. You can add up to 2 days for non-sustainable travel and up to 6 days for sustainable (green) travel.
  4. If you selected a different location in the group details, fill in the additional field Explanation in case starting or end point is not the same as location of the sending and receiving organisations.
  5. The Total travel grant is calculated automatically based on the number of participants (including the accompanying persons) and the unit cost. This amount cannot be changed manually, except in cases of force majeure.

Take note

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.

If you check the Travel grant not requested flag, the Travel unit cost and Total travel grant will be set to 0.

Fill in the Travel details

3.6. Fill in the "Exceptional Costs for Expensive Travel" section, if applicable,

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

3.7.  Fill in the "Exceptional Costs for visa and other entry requirements" section, if applicable

This cost item is applicable to Erasmus+ KA121 and KA122 projects of call year 2022, in both individual mobility activities (From/To section) and group activities (Participants section). 

To request a grant to cover Exceptional cost for visa and other entry requirements, t ick the relevant box (1) . Then type the  Real cost (2) in the relevant field. The Exceptional cost for visa and other entry requirements - grant is calculated automatically as 100% of the real cost.

You must also fill in the additional field Exceptional cost for visa and other entry requirements - description and justification (3), which becomes available as soon as the real cost provided is higher than 0.

Request exceptional cost for visa and other entry requirements

3.8. Fill in the "Individual Support" section

If you do not require any individual support for this subgroup, tick the Individual support grant not requested flag.

Otherwise, type the number of days for which you require the individual support grant for the subgroup, in the Duration for individual support field. This field is already prefilled with the maximum duration, calculated based on the activity duration and the number of travel days for this subgroup. Make sure that the number of funded days is in line with the participant grant agreement rules.

The Individual support for participants and the Individual support for accompanying persons are calculated automatically based on the respective unit costs, and cannot be modified manually. The Total individual support grant is also calculated and displayed. This amount cannot be changed manually, except in cases of force majeure.

Fill in the Individual Support section

3.9. Review the "Budget" section

The Total grant for the subgroup is calculated automatically based on the information you have provided and displayed at the bottom of the screen.

Review the Budget section

3.10. Add Comments, if applicable

Please add any additional explanations you consider relevant concerning the subgroup in the Comments field.

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.

Add Comments, if applicable

3.11. Click "Save"

Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the subgroup. A success message appears, and the subgroup is now displayed in the Participants list. 

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.

Click Save and view Participants list


At this point, the group activity status changes from Draft to Complete.

Group activity status changes to Complete

 

4. "List of group activities"

All the group activities you add are displayed in the List of group activities. For each group there is one corresponding group activity. The details shown in the list are retrieved from the information you provided in the group and subgroup screens.

The Group Activity Status is updated to Complete

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.

List of Group Activities updated




Expected Outcome

  • Group activities have been added to the project.
  • Once all the mandatory details are filled, the group activity status changes to Complete in and the related costs are reflected in the Budget tab.