Manage participant reports in projects

What are Participant reports? 

Participants in Erasmus+ and European Solidarity Corps projects may be asked to provide feedback on their experience by filling in a Participant report. 

Automatic e-mails are sent to participants with an invitation to fill in and submit this report in EU Survey, to share their feedback on the experience as a participant in an activity for Erasmus+ or European Solidarity Corps programmes. The participant receives an e-mail with a dedicated link to the individual participant report which needs to be done online, in EU Survey, and is available in various languages. The link received by the participant will not expire. 

The participant can save the report and submit it. After submission, the participant may download a PDF version of their feedback, but they cannot edit the form again.

See the Participant Report Templates at the bottom of the page for a list of the available participant reports for the Erasmus+ and European Solidarity Corps programmes. 

Accessing participant report information

Individual mobility activities, group mobility activities, participants or participations

In Beneficiary module, when adding, updating or viewing, for example, mobility activities or participations, the Participant Report section may be available, depending on the action type of the project and the activity type. 

From here it is possible to monitor an individual participant report and check the relevant information from the moment the initial invitation to complete the report was sent to the participant. It is also possible, under certain conditions, to send reminders to participants to complete the report. After a participant report was submitted, it will be possible to download the report from here. 

When viewing the participant report information for a specific mobility activity/participant/participation, the following information will be available: 

• Request ID - system generated unique ID
• Current status - the status of the report, e.g. Participant report request sent, Participant report submitted. See Participant Report statuses for details.
• Time - the date and time of the various stages the participant report went through.

Overview of the participant report information for the project

An overview of the participant report information in a project can be viewed as follows:

• In Erasmus+ KA1 projects, from the Mobility Activities section, by clicking on the Participant reports tab. 
• In ESC projects, from the Participant Reports section of the project.

The information regarding the Participant Reports in a project may be organised in two tabs:

• the Reports Management tab - opens by default; displays a list of the participant reports, with detailed information and statuses;
• the Participants feedback tab (KA121, KA122, calls 2023 and 2024 projects only) - displays an overview of the responses provided by participants, presented in various tables.

Participant Reports screen

"Reports management" 

On the Reports Management tab, displayed by default when accessing the Participant Reports, the List of participant Reports (1) will display all the participants who are supposed to submit a participant report, including the Current status (2) of the reports. 

Once you click on a Participant report in the list (3), a new section will be displayed on the right-hand side of the screen - the Participant Report panel (4). Here you find additional information for the report and you can download a submitted report individually. From the Reports Management screen, you can also download all submitted reports at once (5). See How to download Participant reports and Reports On Recognition for details. 

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Report management screen in a KA171 project

"Participants feedback" (KA121, KA122 projects only)

The Participants feedback is the second sub-tab in the Participant report screen, available only in KA121 and KA122 projects.

It contains an overview of the participants' degree of satisfaction, based on their responses in all the submitted Participant reports. All information in this tab is read-only, and the percentage values are calculated automatically. The sections/questions in the Participants feedback screen vary from one action type and/or call year to another. 

You have the options to download all Submitted answers and all Submitted Reports, using the dedicated buttons. See How to download Participant reports and Reports On Recognition for details. 

Here is a partial screenshot from a Participants feedback screen in KA122-SCH. 

Initial section of a 'Participants feedback' screen

Participant report statuses

Participant reports may have different statuses, displayed on the relevant screens in beneficiary projects:

• Participant report request sent - the invitation email was sent to the participant
• Automatic reminder sent - a reminder to complete the survey was automatically sent to the participant
• Manual reminder sent - a reminder to complete the survey was sent to the participant as a result of a user's action
• Participant Report Submitted - the participant report was submitted by the user
• Undelivered email - the invitation email could not be delivered to the participant

• Excluded by NA-no participant report requested - after exception was requested and confirmed by the NA

  Please note that when a mobility activity is flagged as Force majeure, the Participant Report status for the mobility activity remains Requested, whereas it should, in these cases, be NA-Excluded. You must contact your National Agency requesting the exclusion, if applicable for mobility activities in your granted project.

Participant reports submission rate

In the expanded header of your project, you may find information regarding the Participant reports submission rate, where applicable. Here, the % of individual reports submitted by the participants is displayed. 

The same information will also be displayed also in the individual/group mobility activities tabs, for better visibility.

Participant reports submission rate displayed in the expanded header of the project details

Notification e-mails

The notification e-mail sent to the participant will contain a link to the report, that never expires, as well as information on the mobility activity, such as the mobility type and information on the sending and receiving organisations. 

Here is an example of the e-mail invitation sent. This example is applicable for all Erasmus+ projects, except for Youth and Higher Education International projects. See the page Notifications to project contacts for other e-mail examples.

Subject: Erasmus+ participant report

Email Body Text:

Dear %%FIRST_NAME%% %%LAST_NAME%%

You have recently taken part in an Erasmus as part of Erasmus+ project %%Project Title%% (Project code: %%Project Code%%). Now it's time to report back about your experience. This is a request for an ‘Erasmus+ participant report’ and it is obligatory for all recipients of Erasmus+ grants.

The participant report is a short questionnaire that takes 5-10 minutes to fill in. Your feedback will be used to evaluate the project in which you have taken part, to measure the impact of Erasmus+ and to improve it in the future.

This report must be submitted only by you. You must not forward the link to any other recipient. You should personally decide which answers to select.

You should submit your report within 30 days. Click here to start: %%UNIQUE_ACCESS_LINK%%

You can save a temporary draft and use the same hyperlink to get back to it. Once completed, you should submit the report by clicking on the "Submit" button. After that you will no longer be able to change it.

Please note that your project managers will be able to see your report. If you wish to share any sensitive information that you do not want to include in the report, you can contact your Erasmus+ National Agency directly. The list of Erasmus+ National Agencies can be found here: %%NA_INFORMATION%%

Your personal data is protected. If you have questions regarding data protection, please have a look at: %%PERSONAL_DATA_PROTECTION%%

Thank you for your time and for helping make the Erasmus+ programme better!

This is a system generated message from EU Survey. Please do not reply. If you encounter any difficulties when filling in the report, please contact your beneficiary organisation: %%HOME_NAME%% 

Automatic invitations and reminders

Automatic Reminders are sent only to those participants for whom the mobility activities are Complete in Beneficiary module, if no report was received after the initial invitation was sent. 

For KA1 Youth mobility projects (KA151-YOU, KA152-YOU, KA153-YOU, KA154-YOU), the following rules apply:

For KA155-YOU projects:

• Participants flagged as Accompanying Person will not receive the e-mail invitation.

For School Education, Adult Education and Vocational Education and Training projects (KA121, KA122), the following rules apply:

For ESC30-SOL and ESC51-VTJ:

•  Only participants flagged as Young participants will receive the e-mail invitation. 
  
  

Sending manual reminders 

You can manually send reminders to participants to complete a participant report or a report on recognition. The option to send manual reminders is only available after the automatic notification(s) were sent. However, before you proceed, check that the report has not yet been received, as well as the date and time of the last automatic invitation or reminder.

 It is possible to send manual reminders for a single participant as well as multiple participants at once. 

See How to send manual reminders for Participant Reports and Reports on Recognition for step-by-step instructions.

Download participant reports

After the participants fill in and submit the relevant report, the beneficiary can download the responses provided, either individually, for each participant, or in bulk, in XLSX format or in PDF format.

• The download of a single report is possible from the mobility activity, group mobility activity, participant or participation details and the List of participant reports;
• All submitted reports can be downloaded in a zip archive from the List of participant reports and from the Participants Feedback screen (KA121, KA122).

See How to download Participant reports and Reports On Recognition for step-by-step instructions.

Participant Report Templates

Here are the available templates of participant reports as PDF files to be completed in EU Survey by the participants. For the Report On Recognition templates, see the page Manage Report On Recognition.