This page explains the management of Group Activities in granted KA121 and KA122 projects, using an example project for KA121-ADU, call year 2022. Group activities are not available for KA121-VET and KA122-VET projects.

Group activities in your project can only be managed by contacts with edit rights in the project while the project is in status Project ongoing. Make sure all organisations participating in your project's group activities are available in the Organisations section of your project before you add group activities in your project.

When implementing group activities in your project, you can request different specific funding for different participants in the same group, 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 your granted project, adding group activities 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

Before the submission of the Final beneficiary report, group activities in your project should be checked. All group activities must be in status Complete before the report can be submitted. 

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


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

In KA121-ADU and KA122-ADU projects, a notification regarding EPALE is displayed. See EPALE Electronic Platform for Adult Learning in Europe for information.

<div class="page-break-ruler"> </div> 

Click on "Create" to add a group activity

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

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 mandatory details must be filled in, 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 where 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 ( * ).

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


Fill in the "Group Activities" section

Fill in the requested information. Please note:

  1. Group activity ID - is assigned automatically; can be changed according to your preferences, but it must be unique within the project
  2. Activity type - pre-selected based on the key action of your project, and cannot be changed
  3. Description of the activity must be filled
  4. Language selectors - to select language(s) used during activity 
  5. Key competences, Topics and Thematic areas (ADU projects only; not on illustration below) fields with drop-down lists to select the relevant option(s); where multiple options are possible, they will be displayed above the respective field as you select them
  6. Force majeure flag - see below for details

Fill in the Group Activities section, example KA121-SCH 

"Force majeure" flag

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 the case of force majeure: 

  • Duration (days): The business rule checking the minimum and maximum duration will no longer apply in the 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 the 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.
  • 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.

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, for example the Receiving Country, you will be required to provide an explanation in the subgroup screen. 

For all subgroups in a group activity the sending country and the destination country must be the same.

Fill in the From-To section

"Activity at a seat of an institution of the European Union" flag (Call 2023 only)

The Activity at a seat of an institution of the European Union flag is available in the From-To section of the group activity details in call 2023 projects. The relevant tick box displays if the Receiving Country selected is either Belgium, Germany, Luxembourg, France or The Netherlands. 

If applicable for the group, tick the flag. 

Activity at a seat of an institution of the European Union flag


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. This field is displayed if the Blended mobility activity flag is ticked. 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 account in the Duration (days) and other budget calculations based on the physical duration of the activity.

Fill in the Duration section

"Blended mobility activity" flag


"Participants" section

In the Participants section you will be able to create the subgroups of participants taking part in the group activity, with details for each subgroup. It is possible to add subgroups at this point, but it can also be done after the general group activity information has been completed and saved. See Add a subgroup to a group below for instructions. 

In our example, we will first complete the group activity details and add the subgroups later. 

In the Participants section you will be able to create the subgroups of participants taking part in the group activity


Fill in the "Participants Summary" section

This section is read-only and information will be filled in 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 for each subgroup, after saving the group activity.

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.
  3. The field Number of participants for organisational support must remain empty if no subgroups have yet been added to the group activity. If (a) subgroup(s) is already added to the group activity, fill in the relevant information. This field is not mandatory. 

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

"Incoming international participant (under special conditions)" flag

"Inclusion support for organisation not requested for all participants with fewer opportunities" flag

If applicable, you can use the Inclusion support for organisation not requested for all participants with fewer opportunities flag to request only for some of the participants with fewer opportunities in the group activity inclusion support for organisations.

When the flag is ticked, the field Number of participants for Inclusion support for organisation becomes available and must be filled. The calculated Inclusion support for organisations is updated as per your input. 

Inclusion support for organisation not requested for all participants with fewer opportunities flag

"Participant Survey" 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. Initially, the section is empty.

For more details about the participant report and this section in the group activity details, see the page Manage Participant Reports in projects.


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. 

In our example, after providing the required information for the Group activity, it is 0 EUR, as we have not yet added Participants for the group activity. 

Review the budget section


Add "Comments" if applicable

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

Add Comments if applicable


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.

Click Save


Group activity added to the project

A success message is displayed and the activity is displayed in the Group activities list.

As we did not yet add participants to the group, the group activity is in status Draft. At least one group of participants must be added to a group activity for the status to be completed. Please also note that only group activities in status Complete are calculated in your project's reported budget. 

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

Group activity added to the project


Add a subgroup in the "Participants" section

Open the Group Activity in edit mode

Click on the Edit icon to open the Group activity in edit mode. 

Click on the Edit icon to open the Group activity in edit mode

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. 

Click on Create under Participants to open the subgroup details screen

View the "Group details"

The subgroup details screen opens in edit mode.

Similar 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, marked with *, and sections in the subgroup screen must be filled in, 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

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 Participant 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.
    • In ADU projects, the Participants with fewer opportunities flag is selected by default and cannot be changed. All participants are considered Participants with fewer opportunities.

      In ADU projects the Participants with fewer opportunities flag is selected by default and cannot be changed

  4. Specify the Number of accompanying persons of each type, in the dedicated fields.
  5. The Force majeure flag can be ticked/unticked as relevant for the subgroup. If the flag is ticked, you must provide a justification. 

Fill in the Participant details

Force majeure

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

Fill in the "Travel details"

Select the Distance band (1), provide the Real distance in kilometres (2) between the sending and the receiving cities and select the applicable Main means of transport (3) from the respective drop-down list.

Enter the number of Travel Days (4). You can add up to 2 days for non-sustainable travel and up to 6 days for sustainable (green) travel. 

The Total travel grant (5) is calculated automatically based on the number of participants (including the accompanying persons) and the unit cost (5). This amount cannot be changed manually, except in cases of force majeure.

Fill in the Travel details

"Sustainable Means of Transport" flag 

"Travel grant not requested" flag 

The Travel grant not requested flag indicates that, for a mobility activity, this type of support grant is not required. Once the flag is ticked, the Travel unit cost and Total travel grant will be set to 0.

Travel grant not requested flag

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

Exceptional Costs for Expensive Travel

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

Fill in the "Individual Support" section

Provide 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 by default editable in call 2021 and call 2022 projects. For call 2023, see below.

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

"Individual support - grant not requested" flag

If you do not require any individual support for the subgroup, tick the Individual support - grant not requested flag. The related budgetary values will be set to 0 EUR.

 Individual support grant not requested flag

"Request fewer days for Individual support" flag (Call 2023)

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

Add Comments, if applicable

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

Add Comments, if applicable

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.

Click Save

Subgroup added to the Group activity 

A success message appears, and the subgroup is now displayed in the Participants list.

Add as many subgroups to the group activity as required. 

Subgroup added to the group activity and displayed in the list of Participants

Make further adjustments in the Group Activity, as required

Review all details in the Group activity screen and make any other required changes, as applicable.

In our example, we will update the field Number of participants for organisational support in the Participants Summary section, as we would like to add Organisational Support for (some/all of) the participants in our group activity.

Review the Group activity details, make further changes if required and save

"Save" the group activity 

As soon as one subgroup is added to the Group activity and all mandatory fields are filled, the status badge in the Group activity details screen changes to Complete. Click on the Save button to save the Group activity. 

Click on the Save button to save the Group activity


Group activity in status "Complete"

A success message displays and you are redirected to the list of Group Activities. It is now in status Complete.

Group activity in status Complete

<div class="page-break-ruler">&nbsp;</div> 

Related Articles