This page outlines the specifics in Beneficiary module that allow for greater flexibility when including refugees from Ukraine in Erasmus+ and European Solidarity Corps projects.
For further guidance on how to handle activities that involve participants from Ukraine fleeing the Russian aggression, please refer to your National Agency:
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
Impacted projects
The following projects from Call 2021 onward are impacted to various degrees by the changes in Beneficiary module to allow the involvement of participants from Ukraine fleeing the Russian aggression:
KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education
KA122 - Short-term projects for mobility of learners and staff in school education, vocational education and training, and adult education
KA131 - HED - Mobility of higher education students and staff supported by internal policy funds
KA151 - YOU - Accredited projects for youth mobility
KA152 - YOU - Mobility of young people
KA153 - YOU - Mobility of youth workers
KA154 - YOU - Youth participation activities
ESC51 - VTJ - Volunteering projects
From call 2022 onward, the following projects are additionally affected:
KA155 - DiscoverEU Inclusion Action
KA171 - HED - Higher education students and staff supported by external policy funds
From call 2023 onward, the following projects are additionally affected:
KA182 - SPO - Mobility of Sport Coaches and Staff
"Incoming international participant (under special conditions)" flag
In beneficiary projects, the Incoming international participant (under special conditions) flag available in, i.e. mobility activities, participations, etc. indicates that the mobility activity involves a participant who is fleeing Ukraine as a result of the Russian aggression, and has carried out or is carrying out an activity, i.e. in an eligible participating country.
This flag may change the standard conditions regarding the sending and receiving countries, as well as certain grant calculations, depending on the action type of your project.
This flag is visible only for the following Activity types:
Action
Action type
Activity category
Activity type
Accredited projects for youth mobility (KA151)
Accredited projects for youth mobility (KA151-YOU)
Learner mobility
Youth exchanges - Member States and associated countries
Youth exchanges - third countries not associated
Staff mobility
Professional development activities - Member States and associated countries
Professional development activities - third countries not associated
Mobility of young people (KA152)
Mobility of young people (KA152-YOU)
Learner mobility
Youth exchanges - Member States and associated countries
Youth exchanges - third countries not associated
Youth participation activities (KA154)
Youth participation activities (KA154-YOU)
Participation activities
Youth participation events with mobilities
Youth participation mobilities
Information
The flag is not available for participants of the type Accompanying Person.
Incoming international participant (under special conditions) flag
Its availability depends on the key action and the activity type. See the next sections for specifics about the flag availability and rules for each key action.
KA121 and KA122 School, Adult and VET mobility
Mobility activities
TheIncoming international participant (under special conditions)flag is available in the mobility activity details screen for all activity types.
If the flag Incoming international participant (under special conditions) is checked, the following changes are also applied to mobility activities in School, Adult and VET mobility projects:
Participants
The participant is automatically considered as a Participant with fewer opportunities- the associated flag is checked automatically and cannot be manually removed.
Inclusion support for the organisation is also automatically given.
Organisations
Organisations with and without an OID can be added to the project.
For all activity types, organisations from Ukraine can be selected as Sending organisation.
For those activity types where the Beneficiary can only be the sending organisation under normal circumstances, if the above flag is checked, the Beneficiary can be selected as a Receiving organisation only if a Ukrainian organisation is the Sending organisation.
Funding
Specific rates for Ukraine are applied in the calculation of grants for mobility activities.
TheIncoming international participant (under special conditions)flag is available in the group activities details screen.
If the flag Incoming international participant (under special conditions) is checked, the Participant with fewer opportunities flag in all subgroups will be checked automatically and is set to read-only. The Number of participants with fewer opportunities in the subgroups will be equal to the Number of participants and is also set to read-only.
If the flag is checked, the following rules for sending and receiving organisations are applied:
Sending organisation: Beneficiary, Consortium coordinator, Consortium member or Ukrainian organisations
Receiving organisation: Host organisation or Beneficiary, Consortium coordinator, Consortium member (only in case the sending organisation is Ukrainian)
KA131-HED and KA171-HED mobility
Mobility activities
TheIncoming international participant (under special conditions)flag is available in themobility activity details screen for all activity types.
In the context of the rules described below, the term beneficiary shall be understood to imply either a Higher Education Institution (HEI) acting as a single beneficiary or a HEI within the mobility consortium acting as the beneficiary of the project.
If the flag Incoming international participant (under special conditions) is checked in the mobility activity screen, the following changes are also applied in KA131-HED/KA171-HED projects:
Participants
The participant is automatically considered as a Participant with fewer opportunities - the associated flag is checked automatically and cannot be manually removed.
If relevant, the participant can receive Inclusion Support for Participants - the relevant field remains editable.
Where available, the flag Participant With a Top-Up Amount For Fewer Opportunities ischecked automatically and cannot be manually removed.
The participant will benefit from the relevant individual support top-up for Participants With Fewer Opportunitiesaccording to the selected activity type.
Organisations
For KA171 projects, the existing rules for sending and receiving organisations are not affected.
For all activity types in KA131 projects, organisations from Ukraine can be selected as Sending organisation.
Organisations with and without an OID are accepted in the project.
For those activity types where the Beneficiary can only be the sending organisation under normal circumstances, if the above flag is checked, the Beneficiary can be selected as a Receiving organisation only if a Ukrainian organisation is theSending organisation.
For KA131, here an overview of the rules regarding Sending and Receiving organisations in the case of an Incoming international participant (under special conditions):
Individual HEI and “Incoming international participant (under special conditions)”
Ukrainian organisation (HEI)
Beneficiary organisation
Sending organisation does not need ECHE
Receiving organisation needs valid ECHE
Mobility Consortium and “Incoming international participant (under special conditions)”
Ukrainian organisation (HEI)
Organisation from the beneficiary's country or Beneficiary organisation
Sending organisation does not need ECHE
Receiving organisation needs valid ECHE
HE-SMT
Individual HEI and “Incoming international participant (under special conditions)”
Ukrainian organisation (HEI)
Organisation from the beneficiary's country or Beneficiary organisation
Sending organisation does not need ECHE
Receiving Organisation does not need to hold a valid Erasmus Code, unless it is a HEI in a Programme Country
Mobility Consortium and “Incoming international participant (under special conditions)”
Ukrainian organisation (HEI)
Organisation from the beneficiary's country or Beneficiary organisation
Sending organisation does not need ECHE
Receiving Organisation does not need to hold a valid Erasmus Code, unless it is a HEI in a Programme Country
HE-STA
Individual HEI and “Incoming international participant (under special conditions)”
Ukrainian organisation (HEI)
Beneficiary organisation
Sending organisation does not need ECHE
Receiving organisation needs valid ECHE
Individual HEI and “Incoming international participant (under special conditions)” and "Invited staff from enterprise"
Ukrainian organisation (HEI)
Beneficiary organisation
Sending organisation does not need ECHE
Receiving organisation needs valid ECHE
Mobility Consortium and “Incoming international participant (under special conditions)”
Ukrainian organisation (HEI)
Organisation from the beneficiary's country or Beneficiary organisation
Sending organisation does not need ECHE
Receiving organisation needs valid ECHE
Mobility Consortium and “Incoming international participant (under special conditions)” and "Invited staff from enterprise"
Ukrainian organisation (that is not an HEI)
Organisation from the beneficiary's country or Beneficiary organisation
Sending organisation does not need ECHE
Receiving organisation needs valid ECHE
HE-STT
Individual HEI and “Incoming international participant (under special conditions)”
Ukrainian organisation (HEI)
Beneficiary organisation
Sending organisation does not need ECHE
Receiving organisation needs valid ECHE
Mobility Consortium and “Incoming international participant (under special conditions)”
Ukrainian organisation (HEI)
Organisation from a country different from the beneficiary's country or Beneficiary organisation
Sending organisation does not need ECHE
Receiving organisation needs valid ECHE
Funding
Specific rates apply for individual support and the top-up for fewer opportunities, depending on the receiving country and the type of participant (student or staff).
TheIncoming international participant (under special conditions) flag is available in thephysical event details screen in KA154-YOU projects.
Check the flag to indicate whether the participants in the event are refugees from Ukraine. In this case, the flag is used for statistics only and it will not affect existing rules.
Mobility activities
TheIncoming international participant (under special conditions) flag is available in themobility activity details screen for the following activity types:
Youth exchanges - third countries not associated (KA151, KA152)
Professional development activities - third countries not associated (KA151, KA153)
Preparatory visits (KA151, KA152, KA153)
Youth participation mobilities (KA154) and
Youth participation events with mobilities (KA154)
The flag is not available if the participant is flagged as Accompanying Person or Non-teaching staff.
If the flag Incoming international participant (under special conditions) is checked, the following changes are also applied to mobility activities in KA1 Youth projects:
Participants
The participant is automatically considered as a Participant with fewer opportunities- the associated flag is checked automatically and cannot be manually removed.
TheIncoming international participant (under special conditions) flag is available in the mobility act details in KA155 - DiscoverEU inclusion action projects.
If the flag Incoming international participant (under special conditions) is checked in the mobility activity screen, the following changes are also applied in mobility activities in KA155 projects:
Participants
The participant is automatically considered as a Participant with fewer opportunities - the associated flag is checked automatically and cannot be manually removed
KA182-SPO - Mobility of Sport Coaches and Staff
TheIncoming international participant (under special conditions)flag is available in the mobility activity details screen.
If the flag Incoming international participant (under special conditions) is checked, the Participant with fewer opportunities flag is automatically selected and set to read-only.
If the flag is checked, the following rules for sending and receiving organisations are applied:
Sending organisation: Beneficiary or Ukrainian organisation
Receiving organisation: Partner organisation
ESC51 Volunteering projects
Participations
The flag Incoming international participant (under special conditions)is available in the Participations details screen for both activity types in ESC51 projects. If this flag is checked, the following changes are applied to volunteering projects:
Participants
Participants coming from Ukraine who have carried out a short term individual volunteering activity can carry out another short term or long term activity if the total period does not exceed 14 months.
Participants coming from Ukraine who have carried out a long term volunteering activity can carry out a short term individual activity or another long term activity if the total period does not exceed 14 months.
If volunteers take part in a new cross-border volunteering activity within the allowed eligibility rules, they will be treated as new participants for the purpose of the European Solidarity Corps Complementary Insurance.
The participant is automatically considered a Participant with fewer opportunities - the associated flag is checked automatically and cannot be manually removed.
If relevant, the participant can receive Inclusion support for participants.
Inclusion support for the organisation is automatically given.
Incoming volunteers from Ukraine can be hosted without the obligation to have a supporting (sending) organisation.
In such cases, in the Supporting Organisation Legal Name field of the Participations details screen, it is possible to select an organisation that holds a Quality Label for the Host role.
The host organisation is not required to submit a Quality Label application for the Support role in this case.