1. Open "Participating organisations"

Select Participating organisations or Applicant organisation in the Content menu, depending on the key action and type of your application. 

The Participating organisations screen opens.

As you add organisations to the application, the number next to Participating organisations and Consortium members (where applicable) is updated.

Participating organisations screen - Example from KA130-HED

1.1. Add Organisation ID for the Applicant Organisation

In the Participating organisations section scroll down to Applicant organisation.

1. Provide the Organisation ID of the applicant (or Consortium Member) organisation in the field Organisation ID.
   The Organisation ID format is E + 9 digit number (e.g. E99999999), as provided in the Organisation Registration system. 
2. Basic information about your organisation is then automatically filled in the application form. The applicant subsection will only be displayed if the Organisation ID is provided and recognised by the system.
   In our example, the Legal name and Country of the organisation are filled in.
3. In the Content menu the organisation name and Organisation ID are now displayed instead of the generic Applicant organisation.

Add organisation ID - Example from KA130-HED

It is possible that you will receive the following error messages:

• OID not found
  If the entered Organisation ID is not found, an error message is displayed. 

Incorrect OID or OID not found

• OID obsolete
  If the entered Organisation ID is obsolete, meaning it has been replaced with a different OID for the same organisation in ORS and in the National Agency project management system, a warning message is displayed and the obsolete OID is automatically replaced with the newer one in the application form.

Organisation ID is obsolete and replaced with newer ID

• Country discrepancy between OID and National Agency
  If the country linked to the entered OID is not the same as the country of the selected National Agency of the Applicant organisation in the Context section, the following warning message is displayed: 

Discrepancy between Organisation ID and National Agency

1.2. Complete organisation details

To complete all required subsections for the organisation, click on the organisation name in the Content menu. 

Organisation names in Content menu

The Participating organisations details screen opens. 

Scroll down the page to see a number of subsections. Some subsections are prefilled, others need to be filled in. The available subsections depend on the type of application.

In our KA130-HED example we see:

• Applicant Details (prefilled)
• Profile
• Accreditation
• Associated persons
• Background and experience

1.3. Applicant Details / Consortium member details

This section is prefilled with information from the Organisation Registration system.

1. If the information in the Organisation Registration system has been modified, you can refresh the information in your application form by clicking the Refresh icon. 
2. You can also view further organisation details from the Organisation Registration system by clicking the down arrow.

Applicant details section

1.4. Complete the "Profile" section

1. The radio buttons for the public body and non-profit organisation are preselected with the values provided in the Organisation Registration system. For accredited organisations these cannot be changed.
2. Select the Type of Organisation from the drop-down list. If you have already applied for Erasmus+ in the past, the field Type of Organisation  will be prefilled.  Please check if the displayed value is correct. If it is not correct, please choose the correct option from the drop-down list. If your organisation holds an ECHE, the organisation type Higher education institution (tertiary level) is already prefilled.
3. For certain organisation types (e.g. Foundation, Non-governmental organisation/association, Social enterprise..) you also have to select the main sector of activity from the second drop-down list. 
   
   

Complete Profile section

1.5. Accreditation (if applicable)

Depending on the action type and type of institution, the Accreditation section for the concerned application may be required. 

If the accreditation requirements have already been fulfilled, the Accreditation details are displayed.

 Valid accreditation exists 

If the institution is not accredited for the action type, you are requested to select whether your organisation is a Higher Education institution. 

Depending on the answer, either accreditation is not required or an error message is displayed. 

Higher education but no accreditation found

1.6. Add "Associated persons"

See the page Associated Persons in applications for more details on how to complete this section of your application. 

Add associated persons section

1.7. Complete all other sections available for the organisation

Depending on the application form, you may need to fill in additional sections. 

In this example, you must fill in the Background and experience section. Provide the required information in the available fields.

Complete Background and experience section

2. Add consortium members (if applicable)

If you are applying on behalf of a consortium you need to add the Organisation ID and details of each of the members of the consortium. The options differ depending on the action type.

Please note that a number of requirements for the consortium are listed and must be covered to complete the application. These will be shown as red error messages, which disappear as the various requirements are fulfilled.

2.1. "Add consortium member" option

This option is available in application forms for KA121 - Mobility for learners and staff of accredited organisations in school education, vocational education and training, and adult education and KA130-HED - Erasmus accreditation for higher education mobility consortia.

Select Participating organisations in the Content menu and scroll down to Consortium members.

Click on Consortium members - example from KA130-HED

For each consortium member you wish to add, click the Add a consortium member button in the bottom right corner, then enter the Organisation ID.

 Add a consortium member - example from KA130-HED

In the Content menu the organisation name and Organisation ID of each consortium member is now displayed under Consortium members. 

After having added the Organisation ID for all consortium members, complete the remaining details for each organisation as described under Complete organisation details above.

 Consortium member names are displayed 

2.2. "Load previous list of consortium members" option

In Erasmus+ projects developed under KA121 - Mobility for learners and staff of accredited organisations in school education, vocational education and training, and adult education, you have the possibility to retrieve the consortium partners from your accreditation project (either already valid for the current Multiannual Financial Framework (MFF) or submitted for the current call year). To do so:

Select Participating organisations in the Content menu and scroll down to Consortium.

Click on the Load previous list of consortium members button, then click on YES in the pop-up message to confirm the action. 

 KA121 - Load previous list of consortium members 

A confirmation message is displayed, containing the project code of the accreditation project where the consortium partners were retrieved from, and a reminder that personal information about contact persons and legal representatives cannot be retrieved automatically due to data protection rules, therefore all contact persons must be added manually to the relevant organisations in the current application form. Click OK to close the message.

In the Content menu, under Consortium, the organisation name and Organisation ID of each consortium member added in this way is now displayed.  

Previous list of Consortium members has been loaded

The consortium composition for the current application can be changed at any time: you can remove (1) any of the previous consortium members or add new consortium members using the Add a consortium member button (2), as explained above under Add consortium member option.

KA121- Edit Consortium composition

After having added the Organisation ID for all consortium members, check/complete the remaining details for each organisation as described under Complete organisation details above.

2.3. Select Accreditation project to retrieve consortium members

This option is available in higher education projects (KA131-HED - Mobility of higher education students and staff, K171-HED - Mobility of higher education students and staff supported by external policy funds).

In higher education consortium applications, the consortium members are retrieved from the KA130-HED accreditation project once the Organisation ID of the applicant organisation is provided.

Here is an example of a consortium application where the Organisation ID of the Applicant organisation has already been filled in. 

Under Mobility Consortium, click in the Accreditation Reference field to display all valid higher education mobility consortium accreditations (KA130-HED) from the current MFF as well submitted consortium accreditation applications (KA130-HED) for the current call year, where you are the applicant. Select the relevant accreditation to be used in the current KA131-HED or KA171-HED application. The consortium members are automatically retrieved and displayed.

Adding consortium members in higher education applications

3. View, refresh or delete organisation details

Once the Organisation ID has been filled in for an organisation (applicant, consortium member or partner), one or more of the following options are available for the participating organisations, depending on the key action and the organisation role in the application:

1. Delete the selected organisation from the application - this action does not remove the organisation from Organisation Registration system
2. Refresh the organisation details - bring the latest updated information from Organisation Registration system 

3. Edit organisation details - brings you to the details screen for the selected organisation

Delete, Refresh, Edit organisation details - example from KA130-HED

Delete, Refresh, Edit organisation details - example from KA121

3.1. Remove the selected organisation from the application

You can delete an organisation either by clicking on the Delete icon (red bin) next to it or, where applicable, replacing its Organisation ID. confirmation pop-up will ask you to confirm the deletion.

Read the message carefully and click on Yes/Delete (or similar) to remove the organisation. All related details are also deleted from the application form.

Here are some examples of confirmation messages for deleting an organisation:

Confirmation messages when removing an organisation

3.2. Refresh organisation details

If details have been updated in the Organisation Registration system, clicking the Refresh icon allows you to refresh the organisation information in the current application.

In the Content menu, click on the organisation name to access this feature.

The availability of this feature depends on the action type and the organisation role.

3.3. View or edit organisation details

There are two ways to access the organisation details:

1. Click on the organisation name in the Content menu. The organisation details screen opens, where you can review and if necessary, modify the desired information.
2. Click on the Edit icon next to the desired organisation under Participating Organisations. You will be redirected to the main organisation details screen.

Editing is not available for consortium member organisations in KA131-HED and KA171-HED applications.

3.3.1. Expand organisation details card

Click on the organisation name in the Content menu to open the organisation details screen.

At the top of the screen, click the down arrow in the available card to expand it. The organisation information displayed here is retrieved from the Organisation Registration system. To close the card click the up arrow.

Expand organisation details card

4. Specifics for KA1 Accredited Grant Requests

4.1. KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education 

The Organisation ID is to be provided in the Accreditation section of the form instead of the Participating organisations section. Fill in the Organisation ID in the dedicated field in the Accreditation screen and the information about your organisation will be retrieved automatically from the Organisation Registration system if the Organisation ID is recognised. See the page Accreditation for more details.

Note: The organisation needs to have a valid accreditation (KA120) for the current MFF or a submitted accreditation application form (KA120) from the current call year for the applicable field before filling in the application for KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education.

KA121 Accreditation

4.1.1. Adding supporting organisations in KA121 projects

For all projects developed under KA121 and KA122, the applicant can work with supporting organisations, the supporting organisations must be registered in the Organisation Registration system. If you plan to work with supporting organisations, you have to select Yes for the statement My organisation plans to work with other supporting organisations that are not going to host our participants, but are going to help with the implementation of activities. Please see further below for more details.

4.2. KA151 - Accredited projects for youth mobility

The name of the section in the Content menu is Applicant Organisation, not Participating Organisations.

Note: The organisation needs to have a valid accreditation or a submitted accreditation application form (KA150-YOU) before filling in the application for KA151-YOU - Accredited projects for youth mobility.

See the page  Accreditation for more details.

 KA151 special requirements 

4.3. KA171-HED - Mobility of higher education students and staff supported by external policy funds

• The name of the section is Applicant Organisation(s), not Participating Organisations. 
• The application can be submitted by either an organisation holding an Erasmus Charter for Higher Education (ECHE) or a consortium holding a valid Erasmus accreditation for higher education mobility consortia (KA130-HED) for the current MFF or a submitted accreditation application form (KA130-HED) from the current call year - see the page  Accreditation for more details.
• After you have provided your accredited Organisation ID in the Applicant Organisation(s) section, you are asked if you are applying on behalf of a mobility consortium. 
  • If you answer No and your organisation is duly accredited, no further action is necessary.

KA171-HED Apply for single accredited organisation

• • If you answer Yes, and your consortium is duly accredited or you have submitted an accreditation application for the current call year, you must select the accreditation project code from the Accreditation reference drop-down list. If you are part of more than one consortium, all the accreditation project codes will be displayed in the Accreditation reference drop-down list, and you must choose the applicable accreditation project code for this application. Once the relevant accreditation project code is selected, the consortium members are automatically displayed under Consortium members. 
    

    Tips

    If you provided a Mobility Consortium Name in the Consortium Description section of your KA130-HED accreditation application (as of Call 2024), the name is also displayed here.

    Use the download icon in the Actions column to download the accession form for each of the consortium members.

    Example - KA171-HED Applying on behalf of an accredited consortium

Accreditation reference for the Mobility Consortium selected

• If you try to apply for a consortium which is not accredited, error messages will be displayed:

 KA171-HED Error messages when trying to apply for a consortium which is not accredited 

5. Specifics for KA1 Grant Requests

5.1. KA122 - Short-term projects for mobility of learners and staff in school education, vocational education and training, and adult education 

An organisation can benefit from a maximum of three KA122 grants per five years and per sector. A grant means a contracted project or a finalised/terminated project with final grant >0.

If your organisation has already reached this maximum, an error message will be displayed. 

Maximum of 3 KA122 grants per 5 years reached

For all projects developed under KA121 and KA122, the applicant can work with supporting organisations, the supporting organisations must be registered in the Organisation Registration system. 

If you plan to work with supporting organisations, you have to select Yes for the statement My organisation plans to work with other supporting organisations that are not going to host our participants, but are going to help with the implementation of activities.

Selecting Yes to using Supporting organisations

5.1.1. Add Supporting Organisation

To add Supporting Organisation(s), click on Add Supporting Organisation and fill in the Organisation ID in the dedicated field. The remaining details are retrieved automatically from the Organisation Registration system. You also need to provide the required explanations in the available fields.

Supporting organisations overview

5.2. KA152-YOU - Mobility of young people, KA153-YOU - Mobility of youth workers, KA154-YOU - Youth participation activities and KA155-YOU - DiscoverEU inclusion action

For all applications to KA152-YOU, KA153-YOU, KA154-YOU and KA155-YOU: as of Call 2024 there is a limited number of applications your organisation can be involved in, as applicant or partner, for a particular action type and round. This limit may vary depending on the call year and is specified in the Erasmus+ Programme guide for each action type - see the page Capping of applications per action type and round for more details.

KA152, KA153 and KA154 projects require an applicant organisation and one or more partner organisations.  No accreditation and no consortia are required. KA152 and KA153 projects require that at least one partner organisation must be from a different country than the applicant.

For KA152/KA153 one partner at least must be from a different country than the applicant

Each application form includes a section to fill in the basic details for the applicant and the first partner. Add more partners as applicable by clicking the Add partner organisation button at the bottom right corner of the screen.

Here is an example of the Participating Organisations screen for a KA153-YOU - Mobility of youth workers application form:

 KA152, KA153 and KA154 Special requirements

5.3. KA182-SPO - Mobility of sport staff

KA182-SPO projects require an applicant sending organisation. Up to 10 hosting organisations can also be added to the application form, if they are identified at this stage. Hosting organisations do not need to be registered in the Organisation Registration system.

An application form initially includes a section to fill in the basic details for the applicant.

• If you have not identified any hosting organisations at this stage, select No for the question Have you identified a hosting organisation(s)? in the drop-down list, then fill in the available text field, explaining how you plan to find suitable hosting organisation(s) for the mobilities you wish to organise. The Hosting Organisation section in the Content menu will be indicated as complete, since adding hosting organisations at this stage is optional.

KA182 without any hosting organisation

• If you already know the prospective hosting organisations, add them by clicking on Add Hosting Organisation without OID or Add Hosting Organisation with OID.

KA182 with hosting organisation identified

Adding an Organisation without OID

Click on Add Hosting Organisation without OID and provide the Legal name of the hosting organisation in the available field and select its Country from the drop-down list.

 Adding a Hosting Organisation without an OID in KA182-SPO

Adding an organisation with OID

Click the Add Hosting Organisation with OID button and provide the Organisation ID in the dedicated field.

Adding a Hosting Organisation with an OID in KA182-SPO

6. Specifics for KA2 Grant Requests

6.1. Applicant and partner organisations

KA2 projects require an applicant organisation and one or more partner organisations.  No accreditation and no consortia are required.

For all applications to KA210, KA220 and KA240 (except KA220-HED - Cooperation partnerships in higher education): as of Call 2024 there is a limited number of applications your organisation can be involved in, as applicant or partner, for a particular action type and round. This limit may vary depending on the call year and is specified in the Erasmus+ Programme guide for each action type - see the page Capping of applications per action type and round for more details.

Each application form includes a section to fill in the basic details for the applicant and the first partner. Add more partners as applicable by clicking the Add partner organisation button at the bottom right corner of the screen.

In KA220, for the applicant you also need to specify the Establishment/Registration date of the organisation. Per the Erasmus+ Programme guide, in order to be eligible, applicant organisations must have been legally established at least 2 years before the application deadline.

Here is an example of the Participating Organisations screen for a Cooperation partnerships in school education (KA220-SCH) application form:

KA220 Participating Organisations

For KA210 - Small-scale partnerships applications, you must also fill in the Cooperation arrangements section. Click in the Navigation tree to open this section and fill in the information as required.

KA210 Cooperation Arrangements

6.2. KA220 applications

For KA220/240 applications, the partner organisations must be public or private organisations established in an EU Member State or a third country associated to the Programme, or in a third country not associated to the programme in regions 1 - 3. 

KA220/240 Participating organisations screen

A Cooperation Partnership must include organisations from at least three different EU Member States and third countries associated to the Programme. At least 2 partner organisations are required.

6.3. KA240 applications

A European partnership for school development must consist of at least six participating organisations from at least two different countries. In the country of the applicant organisation and at least one more participating country, the following organisations must be involved:

• At least one local or regional school authority or school coordination body.

• At least two schools offering general education at the pre-primary, primary, or secondary level.

Please take note of the following:

• In the subsection Profile of Applicant, for the field Eligible as, you must select Local or regional school authority, or school coordination body from the drop-down list, otherwise an error message "A European partnership for school development must be coordinated by a local or regional school authority, or a school coordination body." will be displayed.
• In the subsection Profile of Partner organisation, for the field Eligible as, you can choose any option from the drop-down list (including Local or regional school authority, or school coordination body).

7. Specifics for European Solidarity Corps

7.1. ESC30 - Solidarity Projects

7.1.1. Add group members via their PRNs

In ESC30 - Solidarity Projects application forms, the subsection Composition of the group must be filled in at the bottom of the Applicant Organisation section, to add the members of the team (at least five persons) carrying out the project. 

For each person, click the Add Member button, then type the PRN  ( P ersonal  R eference  N umber) in the available field. The Date of birth and Country of residence will be filled in automatically, if the PRN is recognised.

 ESC30 - Add group members via PRNs

7.1.2.  The Legal representative is one of the group members

If you have specified the Type of organisation to be a Group of young people, you can designate one member of the group to act as Legal representative on behalf of the group.

In this case, when adding the legal representative's contact card under Applicant:

1. Select the checkbox Legal representative and then the option Legal representative is part of the group? will become available.
2. Select the option Legal representative is part of the group? by ticking the available checkbox, the PRN Number field will be displayed.
3. Add the person's PRN in the dedicated field.
4. This PRN will be automatically added to the member list under Composition of the group (read-only).

Add PRN for Legal representative in contact card

The same PRN can only be used once

7.2. ESC51 - Volunteering projects 

The Organisation ID has to be filled in the Quality Label section of the form. Fill in the Organisation ID in the dedicated field in the Quality Label screen and the information about your organisation will be retrieved automatically from the Organisation Registration system if the Organisation ID is recognised.

Note: The organisation needs to hold a valid Quality Label or a submitted ESC50 - Quality Label application form before filling in the ESC51 - Volunteering projects application form.

 ESC51 applicant information retrieved from Quality Label  

8. Example of a completed "Participating Organisations" section

All details have been filled in for all participating organisations and each organisation is marked as complete.

Participating Organisations section is complete.

Participating organisations completed