DescriptionThe European Solidarity Corps programme finances volunteering (including humanitarian aid) and solidary projects. European Solidarity Corps volunteering activities are open to 18-30 (35 for Humanitarian aid volunteering) year old people who legally reside legally in a EU Member State or in a third country associated to the Programme (Iceland, Liechtenstein, Turkey and Republic of North Macedonia) and who have registered in the European Solidarity Corps Portal. The programme implements the following operational actions: - Volunteering projects
- Solidarity projects
- Volunteering in humanitarian aid operations
The Mobility tab in the continuous reporting manages for this programme manages the: - Volunteers' personal information (Student library)
- Mobility declarations
The mobility declaration is part of both continuous and periodic reporting.
Note that the Project Officers do not ‘accept’ or ‘reject’ the Mobility Declaration: they can only reopen it (the consortium can't reopen a submitted declaration). See "Important note" below for more information. Source Document The Model Grant Agreement for ERASMUS+ Unit Grants specifies that the mobility declaration should be encoded in the Portal Continuous Reporting and regularly updated. Important noteIf the technical part or the financial statement of the Final Periodic Report is locked, changes to the mobility declaration will no longer be possible! Also, if the Final Periodic Report is open for the current project and the Financial Statement for the Coordinator or the Technical Part are not in draft anymore, then a Mobility Declaration: - can't be submitted
- can't be reopened by the Project Officer
- can't be updated
A student in the Project Student Library can't be reopened by the Project Officer if any of the Mobility Declarations linked to this student can't be reopened. Automatic calculation of the costs in the Financial Statement based on the durationThe system automatically calculates the costs (for "Contributions for Scholarships" and "Institutional Contribution" cost categories*) in the Financial Statement (these costs therefore won't be editable anymore in the Financial Statement), based on the: - duration (in person months) of the study period in the Mobility Declaration
* There is no automatic calculation for the “Special Needs” cost category and the corresponding amount has to be inserted by the Coordinator. The calculation happens as follows: - For each submitted Mobility Declaration:
- the number of units (Person/Months) is calculated based on the following formula:
- the number of full months that fall in the Study Period (
Please note that a full month is calculated as the period of time extending from the date of the calendar month, which corresponds to the start day of a study period, to the date before the same day of the month in the following calendar month. So, if the study period starts on the day Xth of month N, a full month ends the date before the day Xth of month N+1 (or the date before the last day of month N+1, if that month is shorter than X days).)
- the number of remaining days divided by 30 (with 7 decimals)
Examples of calculation: - a study period starting on 15 December 2019 and ending on 14 January 2020 accounts for one month
- a study period starting on 31/01/2021 and ending on 10/03/2021 accounts for:
- one full month: from 31/01/2021 until 27/02/2021
- 11 remaining days/ 30 = 0.3666666 months
- Total = 1.3666666 month
Relevant screens in the Participant Portal Grant Management ServicesThe Mobility tab is divided in three different parts: - the Master duration: here you must add the duration of the project (master programme) in month before encoding any students
- Student library: here you can add the selected students (scholarship and non-scholarship holders)
- Mobility declaration: here you can add the mobility declarations for the enrolled students (scholarship and non-scholarship holders)
![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/attachments/44105878/Student_mobility_0_34.PNG?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
The Student and Mobility data can be downloaded as an Excel file by clicking on the Excel document sign. ![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/attachments/44105878/Student_mobility_download_1.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
Title | Actions |
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1.Duration of the Master | ![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
This field is editable only by the Coordinator of project and can be edited up to the moment the first student is saved in the Student Library. This is therefore the very first data you need to encode. | Editing the Master duration | - Choose from the drop-down list the Master duration
![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_1.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_2.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
| 2.Student Library |
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![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_3.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
The student library contains the personal information about the student and states whether a mobility declaration has already been submitted or not (or regardless the status of MD). The same student can be assigned to different study periods in the context of the same project (master programme). The personal data of a student can only be modified if no Mobility Declaration has been submitted. In order to avoid re-entering multiple times the personal information about the same person, a Student Library has been implemented with the information about the students who have taken part in the project (master programme).
| Adding a student | - Click Add New Student to add a student which is not listed in the Student Library (has not taken part in any submitted Mobility Declaration).
![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/attachments/44105878/Student_mobility_1_10.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
| Adding a (new) declaration for a student | Click to add a declaration for this student (see "adding a declaration" below for more information on how to complete the rest of the steps) ![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_11_b.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
| Revising the data of a student | You can only modify the data of the students for whom a mobility declaration was not submitted*. To do so, click on the corresponding row and edit the data in the pop-up. ![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_11_c.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
When finished click Validate and, if all correct, Save (otherwise, click Cancel and the action is canceled). *The revision of the student data after the submission of linked mobility declaration(s) can be done only if the submitted mobility declaration(s) is/are reopened by the Project Officer (reverted to the DRAFT status) and the Project Officers allows the revision (by clicking button displayed under the "Action" column). Allowing the revision of the data for a student will determine the reversion to the "Draft" status of all linked submitted mobility declarations for that student. | Deleting the data of a student | Click to delete the data of a student. ![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_11_a.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
Click Save to confirm that you need to delete the data (otherwise, click Cancel and the action is canceled). ![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_11_a_1.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
Please note that you can delete only the data of students for which there is no linked mobility declaration (neither in Draft nor Submitted). To delete the data of students, first you need to cancel the linked mobility declaration (only for Draft ). | 3. Mobility Declaration (information about the mobility history of students) |
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![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_11_d.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
Each time a student is involved in a study/mobility, a mobility declaration must be added.
| Adding a mobility declaration | Click Add new mobility (study/mobility periods) ![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_11_e.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
Select the student for whom you complete the mobility declaration - the personal information of the selected student will be then displayed below. ![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_12_b.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
Complete the Mobility information tab of the pop-up and indicate: - the Sending Organisation (the name of the University in which the student is enrolled and is awarding ECTS, mandatory information). It must be a full partner.
- the Destination Organisation (the name of the organisation where the Student is sent for the study period, mandatory information). It can be a full or associated partner or any other organisation hosting the student.
![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_14_a.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
Complete the Study Periods tab of the pop-up and indicate: - the start date of the Study/Mobility Period*
- the end date of the Study/Mobility Period*
- indicate the total ECTS to be acquired (the sum of ECTS credits encoded in the declared study periods)
*To ensure the continuity of the different periods and of the financial support, the study/mobility periods must include the academic holiday periods. ![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_study_periods_0.PNG?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
When finished click Validate and, if all correct, Save (otherwise, click Cancel and the action is canceled). | Editing a mobility declaration | Once the user has completed the instructions above, by creating a declaration, the system adds the new Mobility Declaration to the Mobility Declaration list, in DRAFT. Please note that for declarations in draft all data is still editable: click on the relevant declaration to edit again (the student information is only editable from the Student library and only for those students for whom no mobility declaration was submitted yet).
To edit the mobility declaration after it has been submitted*, the Project Officer will have to Reopen the mobility declaration (by clicking button).
*More details about when the mobility declaration can be reopened by the Project Office is available above, in the section "Important note". ![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_20.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
| Submitting a mobility declaration | | Deleting a mobility declaration | - Click Delete Mobility Declaration
![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_1_21.png?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
- Confirm that you wish to delete the declaration
![](https://webgate.ec.europa.eu/funding-tenders-opportunities/download/thumbnails/44105878/Student_mobility_0_21_a.PNG?version=1&modificationDate=1656496863000&api=v2&effects=border-simple,shadow-kn)
Only the mobility declarations in status DRAFT can be deleted.
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