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:
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:
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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. In KA121-ADU and KA122-ADU projects, a notification regarding EPALE is displayed. See EPALE Electronic Platform for Adult Learning in Europe for information.
Click on "Create" to add a group activityClick 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 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. 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 ( * ).
Fill in the "Group Activities" sectionFill in the requested information. Please note:
"Force majeure" flag
In addition, the following fields and grants are affected at group level in the case of force majeure:
Fill in the "From / To" sectionSelect 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.
For all subgroups in a group activity the sending country and the destination country must be the same. "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. Fill in the "Duration" section
"Blended mobility activity" flag"Participants" sectionIn 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. Fill in the "Participants Summary" sectionThis 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:
"Incoming international participant (under special conditions)" flag"Inclusion support for organisation not requested for all participants with fewer opportunities" flagIf 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. "Participant Survey" sectionIn 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" sectionThe 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.
Add "Comments" if applicablePlease add any additional explanations you consider relevant concerning the group in the Comments field. 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. Group activity added to the projectA 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. Add a subgroup in the "Participants" sectionOpen the Group Activity in edit modeClick on the Edit icon to open the Group activity in edit mode. Click on "Create" under "Participants" to open the subgroup details screenIn the Group activities details screen, scroll down to the Participants section and click on the Create button. 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:
Fill in the "Participant details"
Force majeure
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. "Sustainable Means of Transport" flag"Travel grant not requested" flagThe 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. Fill in the "Exceptional Costs for Expensive Travel" section, if applicableFill in the "Exceptional Costs for visa and other entry requirements" section, if applicableFill in the "Individual Support" sectionProvide 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. "Individual support - grant not requested" flagIf 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. "Request fewer days for Individual support" flag (Call 2023)Review the "Budget" sectionThe Total grant for the subgroup is calculated automatically based on the information you have provided and displayed at the bottom of the screen. Add Comments, if applicablePlease add any additional explanations you consider relevant concerning the subgroup in the Comments field. 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. Subgroup added to the Group activityA success message appears, and the subgroup is now displayed in the Participants list.
Add as many subgroups to the group activity as required. Make further adjustments in the Group Activity, as requiredReview 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. "Save" the group activityAs 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. 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. |
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