Project handling specifics related to the Russian aggression on Ukraine

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.

If this flag is checked, the Participant with fewer opportunities flag will be checked automatically and made read-only.

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

The Incoming 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.
  • the participant can receive Inclusion Support for Participants - the relevant field is editable.
  • 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.

Import-Export of mobility activities

The data dictionary and import template files have been updated to include the flag and the applicable changes.

Group activities 

The Incoming 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

The Incoming international participant (under special conditions) flag is available in the mobility 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 is checked automatically and cannot be manually removed. 
  • The participant will benefit from the relevant individual support top-up for Participants With Fewer Opportunities according 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.
  • HEIs from Ukraine are not required to hold a valid ECHE accreditation. 
  • 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 apply for individual support and the top-up for fewer opportunities, depending on the receiving country and the type of participant (student or staff).

Import-Export of mobility activities

The data dictionary and import template files have been updated to include the flag and the applicable changes.

KA151, KA152, KA153 and KA154 Youth mobility

Physical events (KA154)

The Incoming international participant (under special conditions) flag is available in the physical 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

The Incoming international participant (under special conditions) flag is available in the mobility 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.
  • the participant can receive Inclusion Support for Participants - the relevant field is editable.
  • Inclusion support for the organisation is automatically given. The flag cannot be deselected.

Organisations

• The existing rules for sending and receiving organisations are not affected.
• Organisations that are not registered in the Organisation Registration system and do not have a valid OID are not allowed in the project.

Import-Export of mobility activities

The data dictionary and import template files have been updated to include the flag and the applicable changes.

KA155- DiscoverEU inclusion action 

The Incoming 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

The Incoming 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.

Organisations

• Organisations that have not registered in the Organisation Registration system and do not hold a valid OID are not allowed in the project.
• 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.

Funding

• No specific changes.