This page is relevant for:

  • Erasmus+ Call year 2022
    • KA1 - Mobility of individuals
    • KA2 - Cooperation for innovation and the exchange of good practices 
  • European Solidarity Corps Call year 2022
    • ESC30 - Solidarity Projects 
    • ESC51 - Volunteering, Traineeships and Jobs Projects 


This page explains how to add the applicant organisation (and organisations of all consortium members or partners if applicable) in application forms. The example below shows the applicant organisation screens for a Erasmus accreditation for higher education mobility consortia (KA130-HED) application form.

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Prerequisites

  • All previous sections of the application must have been completed.
  • Applicant organisation (as well as the organisations of all consortium members or partners, if applicable) must be registered in the Organisation Registration System and have a valid Organisation ID. 

Steps

Access "Participating organisations"

Select Participating organisations or Applicant organisation in the Content menu, depending on the key action and type of you application. 

The Participating organisations screen opens.

Participating organisations screen

Add organisation ID for the Applicant Organisation

Applications must be submitted to the National Agency in your own country unless an exception is stated in the Programme Guide. If your organisation has an exceptional status that links it to another country's authority, please contact the National Agency in your country to confirm your organisation's status before submitting the application.

In the Participating organisations section scroll down to Applicant organisation.

  1. Enter the organisation OID of the applicant (or Consortium Member) organisation in the field Applicant organisation OID.
    The organisation OID format is E + 9 digit number (e.g. E99999999) as provided in the Organisation Registration system. 
  2. Basic information about your organisation is then automatically filled in the application form.
    In our example, the Legal name and Country of the organisation are filled in.
  3. In the Content menu the organisation name and organisation OID are now displayed instead of the generic Applicant organisation.

Add organisation OID

If the entered organisation OID is not found, an error message is displayed. 

Invalid organisation OID entered

Complete organisation details

To complete all required subsections for the organisation, click the organisation name in the Content menu.

Organisation name(s) in Content menu

The Participating organisations details screen opens.

A number of subsections are available, some are prefilled, and some need to be filled in. The available subsections are depending on the type of application.

In our example we see:

  • Applicant Details (prefilled)
  • Profile,
  • Accreditation
  • Associated persons
  • Background and experience

Applicant Details / Consortium member details

This section is prefilled with information from the Organisation Registration system.

You can update the data in your application if the information in the Organisation Registration system has been modified by clicking the refresh icon. 

You can  also view further details about the organisation from the Organisation Registration system by clicking the right arrow (see below).

Applicant details section

Complete the "Profile" section

  1. In our example, the radio buttons for the public body and non-profit organisation are pre-selected to Yes, as per the organisation information available in the Organisation Registration system. For accredited organisations these cannot be changed.
  2. Select the Type of Organisation from the drop-down list. If you have already applied for Erasmus+ in the past, the field Type of Organisation will be prefilled. Please check if the displayed value is correct. If it is not correct, please choose the correct option from the drop-down list.
    For certain organisation types (e.g. Foundation, Non-governmental organisation/association, Social enterprise) you also have to select the main sector of activity from the second drop-down list. 

Complete Profile section

Accreditation (if applicable)

Depending on the action type and type of institution, the Accreditation section for the concerned application may be required. 

If the accreditation requirements have already been fulfilled, the Accreditation details are displayed.

Valid accreditation exist

If the institution is not accredited for the action type, you are requested to select whether your organisation is a Higher Education institution. 

Depending on the the answer, either accreditation is not required or an error message is displayed. 

Higher education but no accreditation found

Add "Associated persons"

See the page Associated Persons for more details on how to complete this section of your application

Associated persons section

Complete all other sections available for the organisation

Depending on the application form, different additional sections may need to be filled in. 

In this example, you must fill in the Background and experience section. Provide the required information in the available fields.

Complete free text sections

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Add consortium members (if applicable)

If you are applying on behalf of a consortium you need to add the Organisation ID and details of each of the members of the consortium.

Consortium members must be from same country as the applicant organisation.

Select again Participating organisations in the Content menu and scroll down to Consortium members.

Please note that a number of requirements for the consortium are listed and must be covered to complete the application.

For each consortium member, click the Add a Consortium member button in the bottom right corner and enter the Organisation OID.

Add consortium member

In the Content menu the organisation name and Organisation OID of each consortium member is now displayed under Consortium members

After having added the organisation OID for all consortium members, complete the details for each organisation as described under Complete organisation details above.

Add organisation ID for consortium member

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View, refresh or delete organisation details

Once the Organisation OID has been filled in for an organisation (applicant, consortium member or partner), the following options are available from Participating organisations:

  1. Remove selected organisation from application
  2. Refresh organisation details
  3. View organisation details

View, refresh or delete organisation details

Remove the selected organisation from the application

Clicking on X will show a pop-up asking you to confirm you wish to Delete Applicant organisation. 

Read the message carefully and click YES to remove the organisation. All related details are also deleted from the application form.

Remove organisation from application

Refresh organisation details

If details have been updated in the Organisation Registration system, clicking the Refresh icon allows you to refresh the organisation information in the current application.

View or edit organisation detail

Click on the organisation name in the Content menu to view or edit its details for the selected application, alternatively click on the View (eye) icon in the Application Organisation window .

View further organisation information

Select the organisation name in the Content menu and scroll to the top section (Applicant details or Consortium member details).
Click the right arrow (>) at the end of the details line to view further organisation information from the Organisation Registration system. To close it click the arrow again.

Should any updates be required on these organisation details, they must be made in the Organisation Registration system. See OID Modify Organisation for details.

View further organisation details

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Specifics for KA1 Accredited Grant Requests

KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education 

The Organisation ID is to be provided in the Accreditation section of the form instead of the Participating organisations section. The Organisation ID is then automatically filled in the Participating Organisations screen. See the page Accreditation for more details. Accreditation for other participating organisations (consortium members) are completed as described above.

Note: The organisation needs to have a valid accreditation or a submitted accreditation application form (KA120) before filling in the application for KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education.

KA121 Accreditation

KA151 - Accredited projects for youth mobility

The section in the Content menu, and in the title of the page is called Applicant Organisation, not Participating Organisations. 

KA121 special requirements

Note: The organisation needs to have a valid accreditation or a submitted accreditation application form (KA150-YOU) before filling in the application for KA151-YOU - Accredited projects for youth mobility. See the page Accreditation  for more details.

KA151 Applicant Organisation

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Specifics for KA1 Grant Requests

KA122 - Short-term projects for mobility of learners and staff in school education, vocational education and training, and adult education 

For all projects developed under KA122 the applicant can work with hosting and/or supporting organisations that are or are not registered in the Organisation Registration system. The latter do not hold any Organisation ID.

By default, buttons to add Hosting organisations with or without an OID are available. To add Supporting organisations you must first tick the relevant check box at the bottom of the Hosting organisations screen. 

Hosting organisations must be in a different country than that of the applicant.

KA122 Special requirements

Add Hosting/Supporting Organisation with OID
  1. Click on the relevant button to add a hosting or supporting organisation that has an Organisation ID.
  2. Fill in the Organisation ID in the dedicated field, the remaining details are retrieved automatically from the Organisation Registration system.

In the example below we have added a hosting organisation.

KA122 add hosting organisation

Add Hosting/Supporting Organisation without OID
  1. Click on the relevant button to add a hosting or supporting organisation without an Organisation ID.
  2. A new screen opens. Fill in all the required information about the organisation and click Save. The form is identical for hosting and supporting organisations.

In the example below we have added a supporting organisation.

KA122 Add supporting organisation

Specifics for KA152-YOU - Mobility of young people, KA153-YOU - Mobility of youth workers, KA154-YOU - Youth participation activities 

KA152, KA153 and KA154 projects require an applicant organisation and one or more partner organisationsNo accreditation and no consortia are required.

Each application form includes a section to fill in the basic details for the applicant and the first partner. Add more partners as applicable by clicking the Add partner organisation button at the bottom right corner of the screen.

Here is an example of the Participating Organisations screen for a  KA152-YOU - Mobility of young people application form:

KA152, KA153, KA154 Special requirements

Specifics for KA171-HED - Mobility of higher education students and staff supported by external policy funds

  • The name of the section is Applicant Organisation(s).
  • The application can be submitted by either an organisation holding an Erasmus Charter for Higher Education (ECHE) or a consortium holding a valid Erasmus accreditation for higher education mobility consortia (KA130-HED) - See the page Accreditation  for more details.
  • After you have provided your accredited Organisation ID in the Applicant Organisation(s) section , you are asked if you are applying on behalf of a mobility consortium
    • If you answer No and your organisation is duly accredited, no further action is necessary

KA171-HED Apply for single accredited organisation

  • If you answer Yes, and your consortium is duly accredited, the details for the consortium accreditation and those of the consortium members are displayed. No further action is necessary.
    Note: if you are part of more than one consortium, there will be a drop-down list in the Accreditation reference field, and you must choose the applicable accreditation for this application.

KA171-HED Applying on behalf of an accredited consortium

  • If you try to apply for a consortium which is not accredited, an error message is displayed:

KA171-HED Error messages when trying to apply for a consortium which is not accredited

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Specifics for KA2 Grant Requests

Applicant and partner organisations

KA2 projects require an applicant organisation and one or more partner organisations. No accreditation and no consortia are required.

Each application form includes a section to fill in the basic details for the applicant and the first partner. Add more partners as applicable by clicking the Add partner organisation button at the bottom right corner of the screen.

Here is an example of the Participating Organisations screen for a Cooperation partnerships in school education (KA220-SCH) application form:

Specifics for KA220

KA210 - Small-scale partnerships

For KA210 - Small-scale partnerships applications, you must also fill in the Cooperation arrangements section. Open this section and fill in the information as required.

KA210 Cooperation arrangements

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Specifics for European Solidarity Corps

ESC30 - Solidarity Projects 

In ESC30 - Solidarity Projects application forms, the subsection Composition of the group must be filled in at the bottom of the Applicant Organisation section. 

Here you have to provide the PRN (Personal Reference Number) of each participant (minimum 5) in the group taking part in the project. The fields First Name, Last Name and Country of residence will then be filled in automatically, if the PRN is recognised. You can add additional participants via the ADD MEMBER button.

ESC30 Special requirements

ESC51 - Volunteering projects 

The Organisation ID has to be filled in the Quality Label section of the form. The Organisation ID is then automatically filled in the Applicant Organisation screen. The page Quality Label (ESC51) shows how to add the Quality Label information in the grant request.

Note: The organisation needs to hold a valid Quality Label or a submitted ESC50 - Quality Label application form before filling in the ESC51 - Volunteering projects application form.

Expected Outcome

  • All details have been filled in for all participating organisations and each organisation is marked as complete.
  • Participating Organisations section is marked complete.

Organisations section is marked complete

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