HOW TO FILL IN A YOUTH EXCHANGE FORM
Hello and welcome to our guide on how to fill in a youth exchange form under the Youth in Action funding programme!
This guide will take you through the basic steps of filling in a 1.1 youth exchange form (under Youth in Action funding programme) and it contains explanations to the most common issues that we have came across up until now when writing our projects.
The guide was done from the personal experience gained so far and cannot be taken as an official or standard way to fill in a form, but more as examples.
We hope it will help you!
Yellow Shirts Association was established in April 2010 with the purpose of facilitating the integration and sustaining the young people in the society. The organization is led by young people, these being capable of understanding easier the problems with which other youngsters as their own age are confronting with.
Since 2010, we have organized 5 international projects and have taken part in over 50 international youth exchanges, training course and seminars.
Discover the world with us... the world as you haven’t seen it!
YELLOW SHIRTS Association adress: Iza str., no. 3/3, code 430073, Baia Mare, România Tel: +4 0741 249 264 e-mail: yellow_shirts_ro@hotmail.com web: www.facebook.com/YellowShirtsRomania
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 2
Application for: Action 1 - Youth for Europe Sub-Action 1.1 - Youth Exchanges Version valid as of 1 January 2012 Please fill in all relevant sections of this application. It is compulsory to annex ALL documents requested in the check list. Please consult the Programme Guide to find all the information you need to lead your project and to fill in this application form.
Part I. Project identification and summary Project number To be filled in by the Executive Agency or the National Agency
Postmark/Date of receipt
Name of the applicant Please indicate the name and acronym of the applicant organisation/group.
Name of the informal group/ NGO, not the person that is writing the project
Title of the project Please give a short title to the project.
The title should contain up to 10 words and it shall bring the main idea of the project in front, like a very short summary of it. Type of Activity Please tick the boxes corresponding to the exchange for which you are submitting this application. For more information, please consult Part B, Action 1.1 of the Programme Guide.
This project is a Youth Exchange of the following type: (tick one box only) 1
bilateral (2 promoters from different Programme Countries1) trilateral (3 promoters from different Programme Countries1) multilateral (at least 4 promoters from different Programme Countries1)
At least 1 promoter from an EU country must be involved.
Duration of the project2 Please indicate the total duration of the project from preparation to evaluation, and also the start and end dates of the actual Exchange Activity.
Start date of the project3: (date when the first costs incur)
The Activity starts:
This date must fit in the eligible period of costs* The date when your activities start (with the participants)
End date of the project: (date when the last costs incur)
This date must fit in the eligible period of costs*
The Activity ends4:
The date when your activities end (with the participants)
Total duration of the Activity (in days), excluding travel days : Venue(s)
The place(s) where the activities shall take place
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 3
2
Maximum duration of the project: 15 months.
3
Please consult the part C of the Programme Guide ("Respect the deadline").
4
Duration of the Activity: between 6 and 21 days (travel days excluded).
* Project dates: the period of time in between you are making your project. This means you include here as well the preparation, implementation and evaluation period. This period must fit into the deadlines given: - if you apply at 1 feb then your project can start between 1 may – 31 oct - if you apply at 1 may then your project can start between 1 aug – 31 jan (next year) - If you apply at 1 oct then your project can start between 1 jan – 30 jun (next year) Your project must fit in one of these dates, but that doesn’t mean it has also to end in this period. Take into consideration that you need at least 5 months for a project to be good prepared. My recommandation is to have 2-3 months for preparation, 2-3 months for dissemination of results, evaluation. Example: I would like my activities to be implemented in one week of April. That means I can only apply on 1st October. My project’s dates shall be: 1 jan – 1 june, with activities between 6-12 April.
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 4
Part I. Project identification and summary (cont.) Relevance to the general objectives of the Youth in Action Programme Please tick relevant box(es).
The project: promotes young people’s active citizenship in general and their European citizenship in particular; (particular for Action 1) develops solidarity and promote tolerance among young people, in particular in order to foster social cohesion in the European Union; (particular for Action 2) fosters mutual understanding between young people in different countries; (particular for Action 3) contributes to developing the quality of support systems for youth activities and the capabilities of civil society organisations in the youth field; (particular for Action 4) promotes European cooperation in the youth field. (particular for Action 5) The objectives of the programme have been thought in such way, one to be suitable for one action. You can have a combination of them if you think your project fits in. Normally, a such project shouldn’t have more than 2 programme’s objectives.
Relevance to the priorities of the Youth in Action Programme Please tick relevant box(es).
Permanent thematic priorities
Annual priorities
European Citizenship
European Year of Volunteering
Participation of young people
Youth unemployment
Cultural diversity Inclusion of young people with fewer opportunities
Inclusive growth Global environmental challenges and climate change Creativity and entrepreneurship If your project doesn’t fit in any of this, don’t thick! Your project is still valid without this. If you thick it and you don’t reach it through the descriptions, you will loose more credibility.
National priorities If so, please specify: There shall be specified in a separate document or on your national agency’s website. You should check it in order to see what your country is aiming at as well as you can get extra points for touching these as well.
Main themes for the Activity Please tick not more than 2 boxes.
European awareness
Minorities
Inter-religious dialogue
Urban/Rural development
Anti-discrimination
Youth policies
Art and culture
Media and communications/Youth information
Gender equality
Education through sport and outdoor activities
Disability
Health
Roma Communities
Environment
Non-discrimination based on sexual
Other - If so, please specify:
orientation Don’t thick 2 boxes just to be thicked. Choose 1-2 or write at others if you don’t find your idea listed. Try to analyze before and prioritize the themes in order to find your main one(s).
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 5
Part I. Project identification and summary (cont.) Summary of the project Please give a short description of your project (approximately 10-15 lines). Please note that if your project is approved, this paragraph may be used for publication. Therefore be accurate and include the venue, the type of project, the theme, the objectives, the duration in days, the countries involved, the number of participants, the implemented activities and the methods applied. This summary should be completed in English, French or German, regardless of which language you use to fill in the rest of this application. Please be concise and clear.
What I usually do is to separate the summary into 3 parts as following: - the venue, the type of project, the countries involved-number and specify the countries, the number of participants, main idea of the project (up to 5 lines) - the theme, the objectives-just mentioned, not developed, the duration in days of activities; you can also mention the project’s period (up to 5 lines) - the implemented activities- main activities, just mentioned, not developed, the methods applied- a list with the general methods, juste mentioned, not developed (up to 5 lines) Activities – you don’t need to describe an activity, just write its main idea. Example: your project is about camping. One of your activities is to go hiking on different routes in the forest in order to observe the fauna and flora of the area. You shall write here (in the summary part) that your activity is hiking in the forest (with no extra details). Methods – you need to mention the main method, without having to describe exactly what your workshop shall be about. Example: you would like to have games through which participants to discover each other’s hobbies, likes/dislikes. You shall write just games as a method.
Composition of the partnership Name of promoter
The name of the informal group/NGO (not the person’s)
Country
Role in the project
Host (if the promoter is the one that hosts the activity) Sending (if the promoter just sends participants to a host promoter) Host and sending (if a promoter is hosting and sending participants in the same project – itinerant projects) Attention! Itinerant project means you are changing your venue as country, not as city/region. TOTAL number of promoters
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
Including the one that writes the project
(2011) Page 6
Part II. Applicant A. Details of the applicant – of the body that is sending the project (not the person) Name Street address Postcode
City
Region
Country
Website
Telephone
Telefax
Person authorised to sign the contract on behalf of the applicant (legal representative)- person Family name (Ms/Mr)
First name
Position/function
Person in charge of the project (contact person)- the project coordinator (person) Family name (Ms/Mr)
First name
Position/function Email Telephone
Telefax
B. Profile of the applicant Type and status
Activity level
Non profit/non governmental organisation
Public body
Body active at European level in the youth field (ENGO)
Other – please specify:
Local
National
Regional
Informal group of young people
European/International
The level of activity reffers to the level where you are mostly active on (your target group, your beneficiaries). If you usually organize local projects for the people from your local community, then your level is local. Please give a short description of your organisation/group (regular activities, member of, etc.) and describe your competencies and motivation to complete the proposed project.
Present the purpose of your informal group/NGO (why you were established), the target group (as age, as group of people, gender, social category, etc.), the people you are usually working with (your staff members, your volunteers)- how they ended working in this body, what are their tasks (brief description), what type of activities you implement (don’t mention necessary the name of past projects, but more give brief description of your general not specific activities), what your role in the project is (what will you be doing), if your staff members/volunteers have experience in developing such projects, how did they get their experience (by organizing, participating in other such projects, courses, etc.)
Has your organisation/group already received a EU grant?
No Yes - specify funding received or applied for in the last financial year:
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 7
Part III. Partner promoter(s) A. Details of the partner – there shall be one filled for each partner, same as the previous one Name Street address Postcode
City
Region
Country
Website
Telephone
Telefax
Person in charge of the project (contact person) Family name (Ms/Mr)
First name
Position/function Email Telephone
Telefax
B. Profile and role of the partner Type and status
Activity level
Non profit/non governmental organisation
Public body
Body active at European level in the field of youth (ENGO)
Other – please specify:
Local
Regional
Informal group of young people
National
European/International
Member organisation of the applicant Role
Sending Organisation
Host Organisation
Please give a short description of your organisation/group (regular activities, member of, etc.):
C. Preliminary agreement of the partner I, the undersigned, on behalf of (repeat the name of the partner) confirm our participation in each stage of the project (repeat the title of the project as stated in Part I): I declare having reached an agreement with all the promoters involved in the project with regard to the share of EU grant my organisation/group is entitled to receive in order to implement the project. I confirm that my organisation/group has not applied for funding for this project to another National Agency or to the Executive Agency. Furthermore, I confirm my undertaking to ensure visibility of the European Union support for the project and to ensure dissemination and exploitation of its results. Name in capital letters: Place:
Signature:
Date:
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 8
Part IV. Participants in the project If more space is needed, please add rows.
A. Information on the YOUNG PEOPLE directly involved in the project Please give information about the composition of the group of young people by country of residence participating in the project (not including the group leaders).
Country of residence
Total number of young people5
Name of the promoter
Distribution by gender M
F
Distribution by age group7 13-14
15-17
18-25
26-30
Name of the informal group/NGO, not person’s
Subtotal 5
From 16 to 60 participants - minimum 8 participants per group (for a bilateral Youth Exchange), minimum 6 participants per group (for a Trilateral Youth Exchange) and minimum 4 participants per group (for a Multilateral Youth Exchange).
7
Young people aged between 13 and 25 and legally resident in a Programme Country can participate in a Youth Exchange. Up to 20% of participants may be aged between 25 and 30, at the application deadline.
B. Information on the GROUP LEADERS directly involved in the project Please note that the group leaders should only be mentioned in this table, not in table A.
Total number of group leaders8
Country of residence
Distribution by gender
Promoter
M
Subtotal 8
Minimum 1 group leader per promoter.
Recently has been added the ‘rule’ of having 1 leader at 4 participants. Exception is the case of having minors or participants with disabilities that need special care (in these cases there can be 2 at 4 participants)
TOTAL of participants (young people and group leaders)
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 9
F
Part V. Project description The points below are intended to serve as a guide for your description of the proposed activities. The information that is requested will be very important in the selection process, and later for the running of the project. For further information, please consult the Programme Guide, part B – Action 1.1.
From what we have experienced so far, for each of the following requests that shall be written at least 1 page, with at least 3 pages for the “Partnership, themes and activities”. Be as more concise as you can. Better fewer and good quality, than a long writing with no meaning. Don’t be ‘selfish’ with the details, but don’t describe everything if it’s not important (you do need to specify that you are planning a photo exhibition, but what you don’t need to describe is how the exhibits will be ordered, how the light will be, etc.) If more space is needed, please extend boxes.
Objectives and priorities: Please explain the context, the origin and the objectives of your project and in which way it meets the objectives and the priorities of the Youth in Action Programme.
-
the context and the origin of the project’s idea – how did you get to this idea (were you inspired from another project, did you observe the problem in your community, did you hear about the topic and you’d like to try, etc), identification of the problem – how did you realize that this is a problem in your community; how you identified the target group (not necessary the partners) – will you work with somebody else (institutions/persons), on what scale does this affect the community (is just a part of it/all, it’s a matter you have observed at a specific category, etc.)
Attention! There is no project without a ‘problem’! Your project should identify an existing problem in your community and through the planned activities you shall try to raise attention on that matter and maybe even solving it. -
the identified need and the method through which was identified – observation, survey, questionnaires, talking with the people on the streets, asking help from the local authorities, etc.
-
how the project comes to sustain the identified need – what solutions are being presented/tried through your project
The need comes from a real context identifying the problem – describing the problem (what, why, where, when, whom), what are its effects. The problem must be real, concrete and solvable. –
how was the need identified – you made a survey, you used/did some researches, etc.
–
how can a YiA project can satisfy this need (correlation with the objectives and priorities of the programme)
-
the purpose of the project – the direct answer to the identified need; it shows a better situation as a result of your project; every project has as purpose a change in better
-
project’s objectives must be SMART
SMART – Specific (specific context and situation) Measurable (quality and quantity items) Achievable (as much possible to be happening) Real (as much feasible and according to the need’s context) Time (has a specific beginning and ending point) -
target group and direct and indirect beneficiary – which is and why you have chosen this group (derives from the identification of the need); from this target group, which are the indirect beneficiary (they don’t take part at your activities, but your project’s results are influencing them as well)
Beneficiary – which are directly involved (with whom the activities are being implemented) and indirect (which benefit indirect from the activities’ results) -
the correlation of the project with the objectives and priorities at the European and national level of the Youth in Action programme
Objectives/Priorities – described one by one and the way it applies to your project -
the programme’s objective(s) you thick upper in the application form – describe the way it applies to your project; how will it be tried to be reached through your activities
-
add your own objectives – you have identified the need that you want to refer to, then phrase the objective according to it;
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 10
Example: you have observed that the Rroma community from your city is being marginalized. Your objective is that by the end of your project to shall have created possibilities for the community to interact one with the other in the spaces created especially for this purpose (games together, dance show, presenting local traditions, traditional costumes, etc.). Whenever you form the objective, take into consideration to be SMART! -
permanent priorities – describe and expand the ideas that you have thick before
-
annual priorities – how does your project fit in the priority you specified
-
national priorities – how do the national priorities will be ‘exploited’ in your project
Both for objectives and priorities, you shall be describing exactly how you plan your project to be reaching these. If your permanent priority is Cultural diversity then explain how will your project promote this aspect – through the presence of the X countries, their traditions, cultural nights, cultural manifestations, exchange of ideas, debates, etc.
Partnership, theme and activities: Please indicate: • how you found the other promoter(s), how you established an efficient partnership, and how the partner(s) will cooperate and be involved in the project, • the theme(s) of the project, • the activities foreseen throughout the project for its implementation, including preparatory and evaluation activities. • the practical arrangements for the implementation of the Activity (food, lodging,transports, etc.) Please attach an estimated daily timetable of the planned Activity.
-
how, where from, through which communication channels you found the promoters – are they old connections (describe briefly how and where you’ve met), if they’re new, how you found them
-
what were the promoters’ task for preparation the application, how did you divide the tasks among the partners – who is doing what, when (main milestone)
-
who came with the idea, how this idea developed in a project, how it is feasible in the community (is it a need of the community)
-
in which measure the partners are involved and how
-
preparation phase – how you build your project team (not just the local one, but also with the partners), how you have established an efficient communication (the tasks were divided from the beginning or not), how the tasks shall be divided and which are they in main lines, how will be made the communication with the partners (through what ways), how will you plan promoting/dissemination campaigns, how you will make the selection of the direct beneficiaries, how you will plan the informing/forming activities
-
implementation phase – detailed and concrete which are the central activities of the project (that will directly lead to reaching your objectives); describe
-
theme(s)
Preparation -
how you build your management team of the project
-
how you will communicate inside your team
-
how you will spread the tasks and which are these
-
how are you communicating with your partners
-
how you will plan the promoting/dissemination campaigns
-
how you will select the participants
-
how you will plan the information/training activities
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 11
Implementation -
detailed and mentioned (concrete an coherent) the central activities of the project (related with the objectives)
Finalization -
when, how, who you will have the monitoring and evaluation of the project
-
what will you do with the results of this monitoring/evaluation
Practical management -
description of the activity in detail correlated with all other activities from the project
-
location for each activity
-
needed materials
-
period of time
-
budget
-
transportation
-
responsible person
Protection and safety: Please describe how your project ensures the protection and safety of young people involved.
-
Identifying possible problems that might appear related to the proposed activities, especially for outdoor activities
-
Take into serious consideration the number of the participants (as bigger as it is as more risks can appear)
-
If you have participants with disabilities – take into consideration its type (what these participants can/cannot do); don’t make them feel uncomfortable for not being able to participate – choose such methods that includes them as well
-
If you have minor participants – an extra care shall be taken into consideration
-
describing of the methods for a diverse risky situations that may appear during the project
-
the roles of specific persons in the project (group leaders, project’s team)
-
the protection and safety issues do not refer strictly to the possible physical injuries, but also to the psychological ones
-
take into consideration the cultural/religion differences and the problems that might arise cause of the differences between them – search before and talk with the group leaders about it
-
according to your activity plan, make a paralel one with the risks that might arise, then try to find solutions in order to prevent it from happening
-
think about situations that might be happening not only during the foreseen activities, but also during the free time
-
take into consideration the number of days of your activities – as longer it is as more risks can appear
-
if your participants belong to a certain social, ethnical, economical, etc. category that you think it might create problems in the hosting community, make sure you talk with the local authorities/institutions in order to inform them about these participants’ arrival (of all, but especially of those that you think it might disturb the community); you can even ask the help of the police
-
announce/place in visible spaces the emergency numbers, the contact of the group leaders/local project team
-
make sure you have always around you a first aid kit; it would be good if each leader or at least one member of the project team to be having first aid knowledge (certified ones)
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 12
-
in the majority of cases when you don’t know the participants before arriving there, talk with the group leader in oder to get more information about the personality, how they behave, the personal situations they are confrunting with (if the case), etc.
-
work together on a profile of the participants and so to analyze once more the risks, once the persons that the project is addressed to are known
Advance Planning Visit: Have you planned an Advance Planning Visit? If so, please indicate proposed programme, dates and venue9.
9
Yes
No
-
why is it needed
-
when and where – recommended to be in the exact accommodation place proposed for the activities
-
who will participate - how many persons from each country, what’s their role in the hosting/sending group
-
what to be talked during it: project’s activities and methods, participants’ needs, transportation, visas, profile of the participants, risk analysis, visibility and dissemination methods, sharing the tasks (take each part of this form and think what are the topics that need to be discussed with the partners as well)
-
at its end prepare a description with all the discussed items (a minute of the meeting) that shall be spread around to all the leaders
-
prepare a schedule for this meeting as well
For more details about the eligibility criteria, please refer to Part B – Action 1.1 of the Programme Guide.
Project's content and methodology: Please describe: • how the main theme reflects the interests and needs of participants, • the working methods, • how the planned activities and working methods will contribute to the process of non-formal learning and to the promotion of social and personal development of young people involved in the project, • how the young people will be actively involved in each stage of the project.
-
which is the thematic of the project and how is integrated logically in the project’s structure
-
how the project supports the themes
-
you should consider having 1 or 2 thematic to focus on (the ones you thick at the beginning of the form and not new ones)
-
does your project have an innovator character - how
-
Which is the method through which the project sustains the entrepreneurship spirit of youth involved
-
the way that the activities will lead to the development of the entrepreneurship and creativity spirit of the youth involved (project team and direct beneficiaries)
-
how does your project meet your participants’ interests and needs, how you correlate your identify need with the participants’
-
detailing the working methods to be used – how these are good tools for achieving the objectives of the project (non-formal ones); you have presented the activities in a previous session and now is time to explain how exactly you plan to implement them; you don’t need to have a clear idea of the exact activity that you would like to implement, but you should plan beforehand its method
-
if you have clearly in your mind what specific activity you would like to do, explain the method of doing it here
-
take the activities one by one and explain what you have in mind (how to do that activity); if you have same activity with same method every day, don’t repeat its description each time (whenever you have energizers in the morning, after lunch or every session, you shall mention the energizer as a method just once)
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 13
-
explain what you want to gain/stimulate trough this chosen method – the chosen methods shall be taking part of the non-formal educational methods as much as possible
-
a YiA project must be an educative one, so whatever methods you are planning, at each activity’s end, the participants shall be developed/improved a certain sill, have learned something, etc.
-
the methods and ways applied that contribute directly to the social and personal development of the youth involved in the project - describing the process of learning through which the involved youth will pass during the project through (management team, participants)
-
the way the youth gain new abilities, competences, abilities, knowledge, attitudes through nonformal learning (the Youthpass certificate)
-
refer here not only to the general objectives of your project, but also take into consideration the learning objectives that your project should reach (what do you want your participants to learn at its end, what do you want them to develop/improve, in which fields you would like to transmit certain information, etc.)
-
detailing the way, when, how the youth are involved – management team, participants, promoters
-
present their involvement in the project for each of its stage (preparation, implementation, dissemination, evaluation)
The learning dimension (i.e. acquisition/improvement of competences) is an essential component of any project supported by the Youth in Action programme. The programme puts in a place a process of recognition of competences gained through participation to Youth in Action projects which is called Youthpass (please visit www.youthpass.eu). With this regard, please describe: • competences (i.e. knowledge, skills and attitudes) which might be acquired by the participants in your project
• planned measures aimed at providing a place for reflection and assessment of the learning experience in your project Competences -
there are 8 key competences that the Youthpass certificate recognizes: learning to learn; mathematical competence and basic competence in science and technology; communication in foreign languages; communication in the mother tongue; digital competences; interpersonal, intercultural and social competences and civic competences; cultural expression; entrepreneurship (more details on www.youthpass.eu)
-
take the schedule of activities and each activity one by one and try to identify which competence might be developed/improved through that activity
-
make a list for each competence, don’t worry if you don’t have all the competences
-
every project has a learning point so try to figure out what are your project’s – every project develops at least 1-2 key competences (think just at the communication in foreign languages/mother tongue)
-
example: you have an activity where you want to do team building games – here you can touch learning to learn (each one learns their best way to communicate, to interact, to act according to given situations, etc.), mathematical competence and basic competence in science and technology (you have an orientation game and they use the compass), communication (verbal, nonverbal, paraverbal, no matter the language of communication this cannot miss), interpersonal, intercultural and social competences and civic competences (there is interaction with each other, they adjust their attitudes and behavior according to the others from the group, they develop they social skills, etc.), and so on
Planned measures -
there are several types of activities through which you can assure the place for reflection
-
the most common ones are daily evaluation, self or group reflection
-
daily evaluation – it is done with the entire group, everybody express ideas, feelings
-
self reflection – each one has a time (limited according to your schedule, but at least half an hour would be good to be spared) to analyze the day and think about his personal thoughts - for example like writing a diary of the project like what they learned or how they felt
-
group reflection – it is done in smaller groups usually with one person facilitating the conversation that leads to self reflection on certain aspects, “forces” to think on a certain situation and the reactions that the person can have, etc.
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 14
Intercultural dimension: Please indicate if and how your project reflects the following characteristics: • the project increases young people's positive awareness of other cultures, • the project supports dialogue and intercultural encounters with other young people from different backgrounds and cultures, • the project helps to prevent and combat prejudice, racism and all attitudes leading to exclusion, • the project develops sense of tolerance and understanding of diversity.
-
Language(s) used – which is the main one, shall other be used during activities/free time, how is the linguistic support for the participants being given
-
present cultures – which are they, do they have things in common/different
-
religions – do you have 1 or more religions, how the presence of them (minimum 2) are affecting the development of the group, does this influence the learning process
-
similarities and differences between cultures
-
activities that support the intercultural dimension (methods, activities, way of implementing) – cultural nights (video photo, dances, songs, power point presentation with geographical/historical facts, quizzes, etc.), cultural trip in the surrounding areas, visits at museums/institutions, city hunting, mixed working groups, reflection/evaluation groups
-
the way the communication and interaction will be facilitated
-
the possibility the participants to interact with each other in order to discover the true identity of a culture
-
number of participants/group – if it’s influencing, how
-
how were the partner countries chosen – geographical balance (different parts of Europe), common history, according to the topic (political/religious/cultural, etc. conflicts), etc.
-
will the participants be mixed in rooms, at table?
-
interaction with the local community?
-
Clear time of talking and debating certain cultural aspects (can be during free time also)
-
Project’s rules made in such way to avoid misunderstandings
-
Encouragement/support for socializing during the free time, planned activities
-
Planned activities in such way to stimulate the interaction between the participants (debates, working in mixed groups, etc.)
European dimension: Please indicate if and how your project reflects the following characteristics; tick box(es) and then describe: the project fosters young people’s sense of European citizenship and helps them to understand their role as part of the present and future of Europe; the project reflects a common concern for European society, such as racism, xenophobia and anti-semitism, drug abuse…; the project’s theme is linked to EU topics, such as EU enlargement, the roles and activities of the European institutions, the EU's action in matters affecting young people; the project debates the founding principles of the EU, i.e. principles of liberty, democracy, respect for human rights and fundamental freedoms, and the rule of law.
Choose 1 or more boxes from above and explain how your project encounters the selected characteristic(s). The main things you shall point out (according to the selected box/es) are: does your project contribute to the process of education of the young people and how does it amplifies the awareness grade regarding the European/international context in which they are living.
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 15
Impact, multiplying effect and follow-up: Please explain the expected impact on young participants and the local communities involved in the project and which measures are foreseen to attain this impact. Furthermore, please describe the planned measures aimed at recognizing and validating the learning outcomes of participants (e.g. Youthpass Certificate) and promoters involved in the project. In a long term perspective, please describe how you plan to achieve a multiplying effect and sustainable impact. Please also explain how you plan to follow up this Youth Exchange (e.g. new projects within the framework of the Youth in Action Programme, continuous contact with the promoter(s), etc.)?
-
detail the impact of the project – on project’s team and participants (quality and quantity items, description of concrete planned measures for validating the learning process), on the target group, on the community (quality and quantity); description of the concrete planned steps for validating the learning process of the young people involved (project team and participants)
-
what changes do you expect your project will reach
-
how will the project team/participants/community will react at your actions
-
is the impact measurable – if yes, how do you plan to measure it (what methods, in which period, through what instrument), is it short/medium/long term, is it visible on short/medium/long term
-
give concrete examples of impact correlated with the activities and the expected results
-
the way you will assure the sustainability of the project – if and how the project will demonstrate the sustainability on short/medium/long term – do you plan more (YiA) projects, do you plan to create such a structure through your project that will continue to be existing once the financial support is over
-
give Youthpass certificates, encourage participants to self evaluate in order to fill in the second part of the Youthpass, support for them in this process
-
are you planning to promote the funds that have been given to you – presenting the YiA programme, the way projects can be submitted through this programme, who/how/when, etc can be involved – informative campaigns, seminars, brochures, etc.
-
the way through which you propose to effectively follow-up the project – new projects, new initiatives, etc. – it doesn’t have to be another YiA project
-
shall the cooperation with these partners continue, adding/changing with new ones
Visibility: Apart from the compulsory use of the Programme Logo (please see Part C, Publicity, of the Programme Guide), please describe: • how you will ensure the visibility of the project; • how your project will provide clear promotional added value for the Youth in Action Programme.
-
the way you intend to make your project visible for other people outside your team members and your partners
-
when, how, to whom you will promote the project – make a plan according to the activities you have planned
-
promote both your project and the YiA programme!
-
presentation of the programme, Youthpass to the participants, in the local community
-
DG logo on each material that you are giving from this project (showing the financial support of the European Commission)
The visibility refers to promoting, marketing, construction of an image/brand, media presence, logos, visual identity. Methods – information materials, sending of letters, SMSs, posters, stickers, t-shirts, pens, press handouts, news paper articles, press conferences, website, newsletter, yahoogroups, Facebook group/page, photo gallery, blogs, exhibitions.
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 16
Dissemination and exploitation of results: Please give a detailed description of standard measures planned in view to disseminate and exploit the results of the project. (For inspiration, please see Part B, Action 1.1, How to develop a good project? of the Programme Guide)
-
the way you will valorize your project’s results
-
tangible/visible results – CD, brochure, t-shirts, movies, artistic creations, a theatre drama, site, flyers, etc.
-
intangible/invisible results – develop of competences, knowledge, abilities
-
experiences/ learning experiences – opening, intercultural dimension, group dynamic, linguistic competences, creativity and initiative
-
(European) cooperation and networks – transnational exchange of practices, partnerships, the feeling of being European, European dimension
-
Recommendations/ learned lessons – recommendations that can be made, aspect to be made better, indicating of certain problems, obstacles
-
Dissemination plan – what (products), why (are these results important, would they add a value to your project), when (end of the project, after each activity, long after ending of project), where (in community, regional, national, European level?) how (ways to transmit the results), who (from the partners, team members)
The dissemination is the presentation of the project and its results, not with the purpose of promoting but for producing effects throughout the entire implementation period of the project as well as after it ends. Exploitation of the results is when you make sure the results of your project are being used – plan your materials in such way your audience will use them, forming others in different methods, sharing experiences, etc. Have you planned additional measures assuring dissemination and exploitation of project's results?
Yes
No
If so, please describe them, give additional information on the target group and include a timetable of your planned activities.
- a more consistent budget – a brochure, a clip, a press conference, etc, something that need to be elaborated more detailed and have a specific plan of preparing and disseminating the result
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 17
Inclusion of young people with fewer opportunities: Does your project involve young people with fewer opportunities (facing situations that make their inclusion in society more difficult, see main situations/obstacles identified herebelow) and/or special needs (mobility problems, health care, etc.)? If so, please describe and motivate.
-
does your project involve young people with fewer opportunities as participants, target group, members of the project’s team?
-
How you identified the category of these youngsters and their need of being included (community’s problem, at national level, a current situation)
-
Explain why this project is suitable as a solution for the problem
-
How the project comes as a support to their need – description of the situation, how the youngsters are affected by it – which is the identified problem at the group/community level, describe detailed the need of inclusion of the identified youngsters in the project, motivating how the activities will lead directly to the solving of the situation of these youngsters
-
How you propose to contribute to the personal development and to the solution of the situation through this project
-
What the youngsters will win concretely through this project (all not just those with fewer opportunities)
-
Which are the benefices of the young people with fewer opportunities involved in the project, demonstrate the relevance of the proposed activities in the project with direct connection with the situation of reduced opportunities of the youngsters’
-
Does your NGO/group has experience in the inclusion projects – if yes, short description; if no, what is your motivation to include these youngsters
Number of young people with fewer opportunities directly involved in the project (out of the total number of participants indicated in Part IV, Table A of this form): Please tick the situation(s) they face: Social obstacles
Economic obstacles
Disability
Educational difficulties
Cultural differences
Health problems
Geographical obstacles
Other – please specify:
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 18
Part VI. Budget
All ITEMS IN EUROS
For further information please consult the Programme Guide for the overview of funding rules and the lump sums/scales of unit costs. Please note that the Executive Agency and National Agencies may modify the amounts indicated in the grant request according to the funding rules of the Programme Guide.
A. Grant requested from the Youth in Action programme Amount requested from the Youth in Action Programme
Amount granted (to be filled in by the Executive Agency or the National Agency)
Travel costs (70% of actual costs) Advance Planning Visit – travel costs (100% of actual costs) if applicable Advance Planning Visit – other costs (scale of unit costs) if applicable Preparation costs (scale of unit costs) Activity costs (lump sum + scales of unit costs) Exceptional costs (100% of actual costs) – if applicable Costs for additionnal dissemination and exploitation of results (100% of actual costs – up to € 500 x number of promoters – maximum € 2.500)
Total grant
B. Co-financing Please consider that the percentage of travel costs not covered by the EU grant should be indicated below.
Amount
Own resources Participants’ contribution to the travel costs (the 30%) Transportation services (using own car for the project) Sales for accommodation and meals Sales/free usage of the activity room Interpretation services (linguistic support) Training and facilitating services Promotional and informative materials Sponsorships given by private companies, other institutions Volunteering (must be quantified and given a value of their wor in money) Own resources Usage of group’s/NGO’s materials/resources
Total of co-financing Did your organisation/group apply for/receive an EU operating grant for the current year?
Yes
If so, please specify the contract number:
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 19
No
ALL ITEMS IN EUROS
Part VI. Budget (cont.)
C. Detailed calculation of grant request If more space is needed, please add rows.
Travel costs (young people and group leaders) Travel costs from home to the venue of the project and return. For itinerant projects: travel costs from home to the place where the Activity starts and travel costs from the place where the Activity ends to home. Please note: only cheapest means of transport/fares are subject to reimbursement.
Promoter
Number of persons
From
Means of transport
To
Total costs (100%)
Grant requested (70%)
TOTAL
Specify each mean of transportation that shall be used by the participants. If the participant is coming from A to D and changes 3 times the mean of transportation, the best will be to give the details of the transportation route such as: From A to B by bus From B to C by plane From C to D by train The details can be given for the entire group (if the participants have common routes) or for each individual.
Advance Planning Visit – travel costs (if applicable) Please note: only cheapest means of transport/fares are subject to reimbursement. Promoter
Number of persons
From
To
Means of transport
Costs
Subtotal
Advance Planning Visit – other costs (if applicable) Promoter
Number of persons
Number of nights
Venue
Unit cost per night
Total
Subtotal
TOTAL ADVANCE PLANNING VISIT
For the APV you must have maximum 2 persons from each partner, 2 nights/person. Describe on separate lines, each items you need for the meeting. For example: accommodation 4 pers/2 nights x euro; meals 4 pers/2 days/3 meals x euro; coffee break 4 pers/2 days x euro; materials x euro, etc. The total of these costs shall not exceed the total that can be given by your agency. For example, if you have a limit of 45 euro, make sure that in this sum you have the accommodation, meals, coffee break, materials and any other item you consider it necessary Preparation costs – scale of unit calculation Number of promoters
Unit cost per promoter
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
Total
(2011) Page 20
Activity costs – lump sum calculation Subtotal
Activity costs – scale of unit calculation (promoters) Number of promoters
Unit cost per promoter
Total
Activity costs – scale of unit calculation (young people and group leaders) Country
Number of participants
Number of nights
Unit cost per night
Total
Subtotal
TOTAL ACTIVITY COSTS
Exceptional costs (if applicable) Please consult the overview of funding rules for exceptional costs as defined in the Programme Guide. Specification
Costs
Visa fees, transportation to embassy to get the visa Costs related to young people with fewer opportunities and/or with special needs (medical visits, health care, additional linguistic training/support, additional preparation, special premises or equipment, additional accompanying person, additional personal expenses in the case of economic disadvantage, translation/interpretation) APV costs (starting from 2012) TOTAL
Additional costs for dissemination and exploitation of results (if applicable) Please consult the overview of funding rules for additional dissemination activity costs as defined in the Programme Guide. Specification
Costs
TOTAL
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 21
Part VII. Bank details Please fill in the details needed for the payment to reach the account of the applicant.
A. Account details Account holder
The details of the NGO/informal group that applies, not the person
Address Postcode
City
Region
Country
Contact Family name (Ms/Mr)
First name
Email Telephone
Telefax
B. Bank details Bank name Branch address
Postcode
City
Region
Country
Account number IBAN (if applicable) BIC (if applicable) Sort Code (if applicable)
Remarks
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 22
Part VIII. Signature of the legal representative The applicant undertakes to inform the Executive Agency or the National Agency of all changes affecting the activities as described in this form. The applicant allows the European Commission, the Education, Audiovisual and Culture Executive Agency and the National Agencies to make available and use all data provided in this application form for the purposes of managing and evaluating the Youth in Action Programme. All personal data collected for the purpose of this project shall be processed in accordance with Regulation (EC) N° 45/2001 of the European Parliament and of the Council on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies. Data subjects may, on written request, gain access to their personal data. They should address any questions regarding the processing of their personal data to the Agency (National or Executive) in charge of the management of their application. For projects selected at national level, data subjects may lodge a complaint against the processing of their personal data with the authority in charge of data protection in their country at any time. For projects selected at European level, complaints may be lodged with the European Data Protection Supervisor at any time. The applicant undertakes to inform the promoters and participants in its project on the provisions and practices regarding data protection applied under the Youth in Action programme.
Applicant Name:
Name of the NGO/informal group that applies
Legal representative Name in capital letters:
The name of the person authorised to sign (legal representant of the NGO/group leader of the informal group)
Place:
Signature:
Date:
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 23
Part IX. Declaration on honour To be completed by the person authorised to enter into legally binding commitments on behalf of the applicant.
I, the undersigned, hereby request a grant from the Youth in Action Programme of EUR … implement the action covered by this grant application I certify that all information contained in this application, including project description, is correct to the best of my knowledge and am aware of the content of the annexes to the application form. I confirm that my organisation/group has the financial and operational capacity to complete the proposed project. I confirm that my organisation/group has taken the appropriate measures to ensure the protection and safety of participants involved in the project. I take note that under the provisions of the Financial Regulation applicable to the general budget of the European Union10, grants may not be awarded to applicants who are in any of the following situations: (a) if they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations; (b) if they have been convicted of an offence concerning their professional conduct by a judgment which has the force of res judicata; (c) if they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify; (d) if they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed; (e) if they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities' financial interests; (f) if following another procurement procedure or grant award procedure financed by the Community budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations; (g) if, on the date of the grant award procedure, they are subject to a conflict of interest; (h) if, on the date of the grant award procedure, they are guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the grant award procedure or fail to supply this information. I confirm that neither I nor the organisation/group for which I am acting as legal representative are in any of the situations described above, and am aware that the penalties set out in the Financial Regulation may be applied in the case of a false declaration. In the event that my grant application is successful, I authorise the Commission/the Agency to publish on its internet site or in any other appropriate medium: •
The name and address of the beneficiary of the grant;
•
The subject of the grant;
•
The amount awarded and the rate of funding of the costs of the approved work programme.
By signing this application form, I accept all the conditions set out in the Youth in Action Programme Guide published on the websites of the European Commission, the National Agencies and the EACEA. Place:
Date (day/month/year):
Signature:
Stamp of the applicant (if available): just for NGOs and other institutions
Name in capital letters:
Name of the person authorised to sign (same as upper)
Position/function:
Position/function in the applicant body (president of NGO, coordinator of the group, etc.
10
Council Regulation N° 1605/2002 (OJ L248 of 16/09/2002), Commission Regulations N° 2342/2002 (OJ L357 of 31/12/2002) and N° 1248/2006 (OJ L227 of 17/08/2006). These can be consulted in the Official Journal online at http://eurlex.europa.eu/JOIndex.do.
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 24
Check list Before returning this application form to the Executive Agency or to the National Agency, please check the following:
The application must include the following documents: the present application form, duly completed and signed in original by the person authorised to enter into legally binding commitments on behalf of the applicant (signatures required in Parts VIII and IX of this form), together with the Preliminary agreements with all partner promoters, duly completed and signed in original. Please note that Preliminary agreements can be provided in the form of fax (when submitting the application) on the condition that they are complemented by orginals that must be received by the NA before the Evaluation Committee takes place. daily timetable of the planned activity
Additional mandatory documents for grant requests exceeding € 25 000: In accordance with the provisions of the Financial Regulation applicable to the general budget of the European Communities, all applicant promoters – with the exception of public bodies and informal groups of young people – to EU funding exceeding € 25 000 must submit, together with their application form, the following financial documents: the profit and loss accounts of the applicant, and the balance sheet for the last financial year for which the accounts have been closed. The objective is to permit an assessment of the financial capacity of the applicant promoters. Please note there is no specific form to submit the information outlined above.
Additional mandatory documents for projects submitted at National level only11: only for non governmental organisations: an extract from the official gazette/trade register, and certificate of liability to VAT (if, as in certain countries, the trade register number and VAT number are identical, only one of these documents is required); only for public bodies: a legal resolution or decision or other official document established in respect of the public body; only for informal groups of young people: a copy of the group representative's identity card or passport. 11
These documents do not have to be provided if the applicant has already submitted them in occasion of a previous application under the Youth in Action Programme; on the condition that no changes have occurred in the meantime.
Additional mandatory documents for projects submitted at European level only: the legal entities sheet duly signed by the person authorised to enter into legally binding commitments on behalf of the applicant (individual/private companies/public entities). Please note that complementary justification documents are required according to the applicant’s status, as specified in each type of form. (This sheet can be downloaded from the European Commission’s website: http://ec.europa.eu/budget/execution/legal_entities_en.htm#en_es_fr) the financial identification sheet duly signed by the person authorised to enter into legally binding commitments on behalf of the applicant and certified by the bank (original signatures required). Please fill in the form relating to the country in which the bank is located, even if the applicant organisation is officially registered in another country. (This sheet can be downloaded from the European Commission’s website: http://ec.europa.eu/youth/program/financial_ identification_en.html)
Youth in Action Programme – Sub-Action 1.1 - Youth Exchanges
(2011) Page 25