Key Action 1 (KA1) Guide for

Applicants
Mobility for Young People and Youth Workers
Deadline for Round 1: 11am (UK time) on Tuesday 2
February 2016
Deadline for Round 2: 11am (UK time) on Tuesday 26
April 2016
Deadline for Round 3: 11am (UK time) on Tuesday 4
October 2016

Version 2: 05 January 2016

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 This document is version 2 of the guidance notes for
the 2016 Call for Key Action 1 Mobility for Young People
and Youth Workers.

It has been produced by the Erasmus+ UK National

Agency to support you in completing and submitting
your application.

Any previous documents relating to the 2014 or 2015

Programme Guide should be ignored for the 2016 call.

Overview of changes to the guide

This document is version 2 of the 2015 Key Action 1 (KA1) Guide for Applicants for
Youth Mobility. The table below gives an overview of changes made compared to
previous versions of the guide:

Page Change New page

number in number in
version 1 of version 2
the guide of the
guide
Version 2
new Guidance video link for Erasmus+ YouTube Page 6
channel
Page 18 Added information about different types of Page 19
EVS Accreditation
Page 36 Updated information from European Page 36
Commission regarding Online Linguistic
Support

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 PLAN YOUR PROJECT
Introduction to Key Action 1 Mobility of Individuals
Erasmus+ is open to organisations across all sectors of education, training, youth and sport. Any
public, private or not-for-profit organisation actively involved in these areas may apply for funding.
The overall programme objectives are to:

 Boost skills and employability

 Modernise education, training and youth work

 Focus on young people.

Key Action 1: Learning Mobility of Individuals is all about providing opportunities for individuals to
improve their skills, enhance their employability and gain cultural awareness. Under Key Action 1
organisations can apply for funding to run mobility projects. These projects enable organisations to
offer structured study, work experience, job shadowing, training and teaching opportunities to staff
and learners.

A valid mobility project cannot include any activity with the sole aim of making financial profit; neither
can it include any activities which can be considered as holiday travel or tourism. Similarly,
attendances at festivals or activities which can be considered as a performance tour are also
outside of the scope of the youth mobility action.

Key Action 1 for Youth

Young people and organisations in the UK that are active in youth work can apply for youth mobility
funding under Key Action 1. A maximum of 25% of the 2016 Youth Key Action 1 budget can be
allocated to Partner Country activities. Each project can last between 3 and 24 months, and
organisations can apply for funding to support any of the following mobility activities within a project:

Types of Activities under Youth Key Action 1

Mobility of Young People – Youth Exchanges

 Youth Exchanges for people aged 13-30 (minimum age must be reached at the start of the
activity, the maximum age must not be exceeded at the time of application), resident in the
countries of the sending and receiving organisations lasting 5 to 21 days, excluding travel
time. Group leaders involved in the Youth Exchange must be at least 18 years of age. In the
case of informal groups of young people one of the group, who is at least 18 years old must
assume the role of representative and take responsibility on behalf of the group.

Mobility of Young People – European Voluntary Service (EVS)

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  European Voluntary Service (EVS) for people aged 17-30, resident in the country of their
sending organisation, lasting 2 to 12 months. This is called long-term EVS.

 In case of activities involving at least 10 volunteers who are doing their service together
(group service) or involving an equal number or majority of young people with fewer
opportunities, the European Voluntary Service can last from 2 weeks to 2 months. This is
called short term EVS.

 If you are planning on including 17 year old volunteers in your project please contact us via
erasmusplus.applications@britishcouncil.org prior to the application deadline to discuss.
There are a number of additional requirements linked to Child Protection that you will need
to address in order to be granted funding. Please note that the project approval will be
conditional on provision of clearly documented evidence of appropriate risk management
and safeguarding measures for those aged 17 years old.

 Volunteers can only take part in one European Voluntary Service. The only exception is
where an individual has participated in an EVS lasting a maximum duration of 2 months
excluding travel time. In this case the individual can be involved in an additional EVS.

 Projects can include between 1 and 30 volunteers.

 For volunteers taking part in long-term EVS projects, they can take advantage of on arrival
training, which is provided. This is not something that can be claimed under Exceptional
Costs. Please see the bottom of p.75 of the 2016 Programme Guide for more details.

For more information about the EVS Charter, its principles and the responsibilities of sending and
receiving organisations involved in EVS projects, please see Appendix I on pages 45-49 of this
document. We recommend that you read this carefully when writing your application and applying
for EVS accreditation.

Mobility of Youth Workers

 Training and networking for youth workers of any age resident in the country of their sending
or receiving organisation.

 The participation of youth workers in such activities contributes to capacity building of their
organisation. And the learning outcomes should be cascaded.

 Youth Worker mobility activities can last from 2 days to 2 months, excluding travel time and
can include up to 50 participants including trainers and facilitators.

Note: it is possible to apply for funding for more than one Youth Exchange, European Voluntary
Service or Youth Worker mobility in one application. Alternatively you can make separate
applications for different activity types. In either case, your application must demonstrate that the
mobilities are supported by a clear and coherent project proposal, common objectives and project
plan as the quality assessment will review the project holistically and look for coherence.

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Eligible Countries
Programme Countries

These are defined as Member States of the European Union as well as Iceland, Liechtenstein,
Norway, Turkey and the former Yugoslav Republic of Macedonia.

Partner Countries

These are countries outside of the European Union and further afield. The following partner
countries are eligible to take part in Youth Key Action 1 projects, however the UK budget allocated
for their participation is limited.

If you choose to run an activity involving partner countries, the whole of the budget for this activity
(i.e. including all the organisations participating in this activity) will be funded out of the National
Agency’s budget for partner countries, which is around 25% of the total budget for Key Action 1
Youth.

Where partner countries are included in an application, applicants must demonstrate that
throughout the whole application, there is a balanced representation of both partner and
programme countries as there needs to be added value to the European dimension.

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 List of Outermost Regions

The European Union classes nine geographical areas at Outermost Regions [none in the United
Kingdom], which are geographically distant from the European continent:

 Guadeloupe, French Guiana, Martinique, La Réunion, Mayotte (5 French overseas departments)

 Saint-Martin (1 French overseas collectively)
 Madeira and Azores (2 Portuguese autonomous regions)
 Canary Islands (1 Spanish autonomous community)

List of Overseas Territories

Full information on the Overseas Countries and Territories that are eligible for Erasmus+ funding
can be found on the European Commission website.

Travel to High Risk Countries and Territories

We recommend that you plan to comply with UK legislation and consider relevant national
legislation in the country of each partner. In the UK, this includes the UK Data Protection Act 1998,
and legislation/statutory guidance relevant at any time to the safeguarding and protection of children
and vulnerable adults (for example, the UN Convention on the Rights of the Child and the Children
Act 1989, Safeguarding Vulnerable Groups Act 2006). If your application is successful the signed
grant agreement includes the following statement: “The beneficiaries shall have in place effective
procedures and arrangements to provide for the safety and protection of the participants in their
project”.

Consider the Foreign & Commonwealth Office’s travel advice for the
countries to which you will travel or send participants, or travel through
en route. We will ask you to observe their guidance:
www.gov.uk/foreign-travel-advice and may not fund mobility in cases
where the FCO advises against it.

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 PREPARE TO APPLY

Who is this guide for?

Please use this guide alongside our support video Completing the Application Form on the
Erasmus+ YouTube channel that shows and explains each section of the application form.

This step-by-step guide is to help UK organisations complete the 2016 Erasmus+ Key Action 1
Learning Mobility of Individuals (Youth) application form. It is for organisations who are considering
applying for funding for Youth Exchanges, European Voluntary Service (EVS) or Youth Worker
mobility only. If you wish to apply for funding for Key Action 2 or Key Action 3, please see the ‘Apply
for funding’ section on the UK website and choose the relevant field.

Before you begin

Before you begin your application, we recommend completing the following steps:

1. Read more about this type of project.

2. Check that you are an eligible organisation.

3. Read about organisational and financial capacity.

4. Register on the European Commission’s Participant Portal (unless you have done this
previously).

5. Ensure you understand the quality criteria against which your application will be assessed.

1. Read more about this type of project

We recommend that you read the relevant sections of the UK Erasmus+ website and the European
Commission’s Erasmus+ Programme Guide to find out more about Key Action 1 for Youth.

For Key Action 1 youth applications the relevant sections are:

 The Key Action 1 page of the UK website.

 The following sections from the 2016 Erasmus+ Programme Guide, which is available to
download:

o Pages 9-12 Objectives of the Erasmus+ Programme

o Pages 21-24 Who can participate?

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 o Pages 77-88 Key Action 1 Youth Mobility

o Pages 237-252 Information for Applicants

o Pages 269-273 Specific Rules for Youth Mobility Projects

o Pages 299-304 Dissemination

o Pages 305-312 Glossary of Key Terms

For inspiration and case studies, you can search for projects on the Project Results Platform.

2. Check your organisation’s eligibility

The following organisation types are eligible to apply for Key Action 1 Erasmus+ youth funding:

 Public bodies at local, regional and national levels

 Non-profit organisations / NGOs / Associations / Social Enterprises
In the UK this includes organisations such as:
o Community Interest Companies (CIC);
o Charitable Incorporated Organisation (CIO);
o Registered charities;
o Limited companies with no share capital;
o Industrial and Provident Societies such as Cooperative societies (Co-op),
Community Benefit Societies (BenCom).
 Private limited company (EVS applications as part of Corporate Social Responsibility agenda
only).
 Informal groups of young people aged 13-30 (at least four people with one member of the
group assuming the role of legal representative. The legal representative must be aged 18 or
over at the start date of the activity).

Please be aware that applicant organisations must be legally registered

in the United Kingdom. Therefore; Sole traders, Partnerships (other
than Scottish Partnerships and Limited Liability Partnerships), Trusts
and Unincorporated Associations are not eligible to apply for Erasmus+
funding.

We will check your organisation’s status at eligibility stage and if your organisation cannot be
verified by the documents that you have uploaded to the participant portal, your application will be
ineligible.

For more information, please see the specific eligibility criteria for Key Action 1 Youth projects on
pages 75 - 88 of the 2016 Programme Guide.

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For the project to be eligible for funding from the Erasmus+ UK National Agency, at least one
sending/receiving organisation in each activity must be from the UK. If this is not the case, consider
applying to a different National Agency.

3. Read about organisational and financial capability

3.1 What is organisational capacity?

Applicants need to demonstrate they have adequate capacity to successfully deliver Erasmus+
projects and administer them in accordance with the grant agreement with the National Agency and
the programme guide published by the European Commission.

The assessment of organisational capacity will consider:

 the management of the organisation (e.g. details and roles of staff involved in delivery,
management of the organisation, including details of any finance and administrative
support);

 its past history, if any, in delivering European Commission funded projects;

 the number of staff and volunteers who will be involved in managing the project;

 access to support networks (only for smaller groups); and

 the results of previous monitoring or audits by the National Agency.

Capacity checks of public sector higher education institutions (HEIs), colleges and schools may not
be as detailed as for other types of organisation. Note: for HEIs organisational capacity is assessed
through the Erasmus Charter for Higher Education.

The National Agency will limit the number of live projects an organisation manages at any one time
if there is no evidence of sufficient organisational capacity to successfully deliver them.

3.2 What is financial capacity?

Erasmus+ grants will not cover all costs – the grant is intended to be a contribution towards
the costs of project implementation and mobility activities. Projects must be delivered and
reported using only a pre-financing payment or advance.

Note: in some cases there might be interim pre-financing payments.

A formal financial capacity check does not apply to public bodies and international organisations, or
where the grant request is less than €60,000.

In all other cases, applicants must demonstrate that they have suitable reserves or income to
deliver the project successfully.

You must therefore provide a set of accounts, in accordance with relevant UK legislation, not more
than 15 months old, on the deadline date of the round to which you are applying.

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The accounts must show a balance sheet with sufficient free reserves (e.g. cash at bank and
debtors) which will exceed the amount of co-financing required and any additional shortfall, given
the amount advanced as pre-financing and the total cost of the project.

Erasmus+ grants must be used to deliver projects and must not

therefore be expected to fund the running of an organisation.
Erasmus+ grants must represent no more than 50% of an
organisation’s annual income.

3.3 What if my organisation is new or has no accounts?

The National Agency may consider applicants who are recently established and have not prepared
financial accounts, but priority may be given to established organisations who can demonstrate
financial capacity.

3.4 What kind of bank account does my organisation need to receive

Erasmus+ funding?
All Grants are paid in Euros. It is strongly recommended that you use a Euro bank account to avoid
exchange rate losses. Some UK bank accounts can accept Euro payments directly, while others
require payments to be routed via another bank or bank account. It is important that the name of
your bank account matches the name of your organisation or, in the case of Informal Groups of
Young People, the name of the group so that we can make payments to you. If this is not possible
please contact the UK National Agency as soon as possible to discuss your options.

4. Register on the European Commission’s Participant Portal

4.1 How do I register?

Registration is compulsory and you will not be able to submit your completed application form if you
have not registered your organisation. If you have registered previously there is no need to re-
register.

Please note that both the applicant organisation and partner organisations, if in a consortium, must
have registered on the European Commission’s Participant Portal before completing an Erasmus+
application form.

The Participant Portal can be accessed at:

http://ec.europa.eu/education/participants/portal/desktop/en/home.html

The Participant Portal is accessible via an individual’s ECAS account. A video guide on how to
register on ECAS together with a Participant Portal User Manual is on the UK website.

4.2 How do I upload the legal and financial identification forms?

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Organisations will need to upload evidence of their legal status and a completed financial
identification form. Once registered, organisations will receive a nine digit Participant Identification
Code (PIC). When a PIC is entered into an application form, the institution’s details will be entered
automatically.

To upload documents on the Participant Portal -

a. Click on the menu item "Login" top right

b. You will be guided to your personal participant portal website

c. Click in the top left in the navigation menu select "Organisations" then "My Organisation(s)".

d. You should see your Organisation Name. Click on the small circle on the right hand side labelled
MO [for Modify].

e. A new window will open. You will then need to scroll down to the Documents section and click
‘Add Documents.’ Choose the file that you wish to upload and you will then see the status to show
that the document has been received.

Please see the 2016 Erasmus+ Programme Guide, Part C Information for Applicants, page 232,
which contains detailed guidance on how to complete these steps.

Please note that any information included in the Legal Entity Form and
Financial Identification Form must match details in the application
form and Participant Portal

5. Ensure you understand the quality criteria against which your

application will be assessed
In order for you to write a high quality Key Action 1 application, it is essential that you understand
how your application will be assessed.

The assessment of applications is carried out in two stages:

 A formal eligibility check undertaken by the NA staff (against the eligibility criteria published
in the Programme Guide).
 A qualitative assessment undertaken by external experts selected for their experience and
knowledge of the youth sector. The budget for this Key Action is finite. Funding decisions are
made based on the quality score.

Experts will assess each section of the application form against the following criteria:

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Relevance of the project
(maximum 30 points) The relevance of the proposal to:
The extent to which the proposal is suitable of:
The extent to which the proposal is suitable of:
Quality of the project
design and
implementation
(maximum 40 points)
- the objectives of the Action (see section "What are the aims of
a mobility project")
- the needs and objectives of the participating organisations and
of the individual participants
- reaching out to young people with fewer opportunities including
refugees, asylum seekers and migrants;
- promoting diversity, intercultural and inter-religious dialogue,
common values of freedom, tolerance and respect of human
rights as well as on projects enhancing media literacy, critical
thinking and sense of initiative of young people,
- equipping youth workers with competences and methods
needed for transferring the common fundamental values of our
society particularly to the hard to reach young people and
preventing violent radicalisation of young people.
- producing high-quality learning outcomes for participants
- reinforcing the capacities and international scope of the
participating organisations
 The clarity, completeness and quality of all the phases of the
project proposal (preparation, implementation of mobility
activities and follow-up)
 The consistency between project objectives and activities
proposed
 The quality of the practical arrangements, management and
support modalities
 The quality of the preparation provided to participants
 The quality of the non-formal participative methods proposed
and active involvement of young people at all levels of the
project
 The quality of arrangements for the recognition and validation
of participants' learning outcomes, as well as the consistent use
of European transparency and recognition tools
 The appropriateness of measures for selecting and/or involving
participants in the mobility activities
 In case of activities with Partner Countries neighbouring the
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 EU, the balanced representation of organisations from
Programme and Partner Countries
 The quality of cooperation and communication between the
participating organisations, as well as with other relevant
stakeholders

Impact and  The quality of measures for monitoring and evaluating the
dissemination outcomes of the project
(maximum 30 points)
 The potential impact of the project:

o on participants and participating organisations during

and after the project lifetime

o outside the organisations and individuals directly

participating in the project, at local, regional, national
and/or European levels

 The appropriateness and quality of measures aimed at

disseminating the outcomes of the project within and outside
the participating organisations

2016 Focus
In 2016, in the selection of projects emphasis will be put on:

• reaching out to marginalised young people, promoting diversity, intercultural and inter-
religious dialogue, common values of freedom, tolerance and respect of human rights as well as on
projects enhancing media literacy, critical thinking and sense of initiative of young people as well as

• equipping youth workers with competences and methods needed for transferring the
common fundamental values of our society particularly to the hard to reach young people and
preventing violent radicalisation of young people as well.

In this regard, taking into account the critical context in Europe -and considering the fact that youth
work, non-formal learning activities and volunteering can significantly contribute to address the
needs of refugees, asylum seekers and migrants and/or increase awareness about this issue within
local communities – particular attention will also be given to support youth mobility projects involving
or focussing on the refugees/asylum seekers and migrants.

Assessment Process
You will need to ensure that each section of the application form is completed in full and that the
activities conform to the Erasmus+ guidelines and the eligibility criteria (target group, placement

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duration, partners and financial provisions). You must make sure that each answer refers to the
question asked, avoid duplicating information and ensure consistency and clarity. Remember to
proof read your application.

To be considered for funding your proposals must score at least 60 points. It is important to note
any application scoring less than half the available points in any one of the three quality criteria will
not be considered suitable for funding. For example, if an application scored 30 for relevance, 40 for
quality, and 12 for impact, it would not be successful, even though 82 is a good score overall. You
must therefore make sure that your application is balanced and you give attention to all aspects of
the project.

Any relevant text you enter will be considered in the quality assessment. Please try however to be
concise and give the most relevant detail in the most relevant section of the form.

Approved projects will be ranked in terms of their overall assessment score, and the programme
budget will be allocated from the highest scoring project down to the lowest scoring project until the
budget for that activity type is fully utilised. Approved applications which cannot be funded due to
insufficient programme funds may be placed on a reserve list. If one or more applications score the
same, they will then be ranked based on the score they received under the 'Impact and
dissemination' quality criterion. If the applications scored the same under this criterion they will then
be ranked based on the score they received under the 'Relevance of the project', followed by
'Quality of project design and implementation’.

Proportionality

When assessing your application, assessors are asked to take into account the scale and type of
your project, its outputs and the amount of funding requested in line with proportionality. This means
that in principle the larger and more complex your project is and the more funding you request, the
higher the level of detail and clarity is expected regarding your project and its activities.

Annexes II and III of the European Commission’s Erasmus+ Programme Guide contain further
information on quality criteria and key terms such as ‘informal learning’. You may also find it
beneficial to read the European Commission’s Guide for Assessors on Quality Assessment which
sets out the assessment process and the quality criteria for the assessment of applications. Both
documents can be downloaded from the Erasmus+ UK website.

Where to find more help and advice

For further information, please refer to the ‘Apply for youth funding’ section on our website.

You can find examples of youth work methods and resources for projects based on themes such as
inclusion, diversity and participation, on the SALTO website: www.salto-youth.net. The European
Youth Portal gives information on opportunities for young people: http://europa.eu/youth/en.

The Erasmus+ team at the British Council is here to help you with queries regarding your
application. You can contact us by phone on 0161 957 7755 or by email at
erasmusplus.applications@britishcouncil.org.

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 The Erasmus+ helpline is particularly busy before an application deadline
so, while the National Agency will try their best to answer and solve your
queries, it is always recommended to start completing your application
well in advance of the deadline to avoid any unforeseen issues.

COMPLETE THE APPLICATION

Using Adobe Reader
It is compulsory to complete the electronic application form (eForm) when applying for Key Action 1
Youth funding. The eForm is available to download https://erasmusplus.org.uk/apply-for-youth-
mobility-funding#howtoapply. Please ensure you download the correct application form.

The eForm is a PDF file which needs to be opened and edited using Adobe Reader. It is
recommended that applicants use the latest version of Adobe Reader which is free to download
from https://get.adobe.com/uk/reader/otherversions/.

The eForm will work with some earlier versions of Adobe Reader, but if you are experiencing
problems with earlier versions, we recommend version 10 or above as a minimum. Please note the
form may only open with early versions of Adobe Reader DC.

Introduction to the eForm

When you click on the link to download the eForm from the Erasmus+ website, the form will open as
a one page PDF displaying the following message in red text:

The form has been opened inside a web browser window. Please download the form to your
PC in order to be able to properly save the form after filling it in.

Saving the eForm

In order to save the form on your computer or network, click on the ‘Save a copy’ button in the
left-hand corner of the PDF. This will save the eForm locally on your computer. You will now be able
to click on the form in your local files and open it up to edit. In order to avoid any older versions of
Adobe Reader opening the file by default, it is best to open up the Adobe Reader software first then
go to File>Open and open the eForm. It is important to remember that you will need to save your
application as you go along in order to ensure that the information you have entered is retained in
the form. This way, you can return to complete it as many times as necessary.

Online Functionality of the eForm

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As long as you have saved the eForm locally, you do not have to be connected to the internet to
enter information into the form. The downloaded eForm can be saved and closed at any moment
without losing the encoded data. Please note: you will need to be connected to the internet to
complete certain functions such as checking your PIC code and validating the form using
the ‘validate’ button at the bottom of each page. We recommend that you validate each page
of the eForm as you complete it as some functions, such as the automatic calculations in the
budget section, will not work unless the pages are validated.

Important information on Completing Fields in the eForm

You must fill in the required fields on the form, using the mouse or tab keys to navigate. Please note
that fields appearing in grey where you are unable to enter data are “Pre-filled or Calculated Fields”.
You will not be able to modify these, and they will display either default values, calculation results or
data already inputted in other fields or tables within the application form. If there are tables and
fields in the form where multiple entries are possible or blocks/sections that can be repeated, you
can add or delete rows or sections by clicking on the ‘Add’ and ‘Delete Last’ or the ‘+’ or ‘-’ buttons.
Please note the ‘CEDEX’ field is only applicable to French organisations and can be left blank
where applicable. Clicking the ‘validate’ button at the end of each page will ensure you can identify
any missing fields as you go along.

Please allow sufficient time to complete the eForm, as functions such as copy and paste do not
always work within the form. Please note when completing answers to narrative questions in
the form, there is a maximum limit of 5000 characters including spaces.

A. General Information

This section consists of an overview of the application form.

B. Context

This section consists of a data table containing information specific to the application being made.
Data fields including Programme, Key Action, Action, Action Type, Call, Round and Deadline for
Submission have already been pre-filled.

Applicants must check that the pre-filled fields: Key Action, Action and Action Type correspond to
the funding being applied for. Applications for Key Action 1 - Learning Mobility of Individuals for
Youth Mobility must ensure that the following details are consistent.

Key Action: Learning Mobility of Individuals

Action: Mobility of Learners and Staff

Action Type: Youth Mobility

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In this section applicants are only required to complete the field in relation to the languages used to
fill in the form. All applications submitted to the UK National Agency must be completed in English.
Applicants must therefore select English from the drop down box for this field.

B.1. Project Identification

The only pre-filled information will include organisation name and the form hash code. All other
sections must be completed by applicants.

Project title: Please choose a name for your project that is different from your organisation’s name.

Project Acronym: Please enter any acronym or alternative name for your project title here.

Project Start Date: Select a date from the calendar. This must be the earliest date from which you
will need to spend the grant and before your activity.

Despite showing the earliest start date, we encourage applicants to allow enough time before
starting activities As best practise, you should allow at least a month after the earliest start
date so that in case the funding is not received by the earliest start date, you have sufficient
time to plan accordingly.

The table below shows the earliest possible start date for activity depending on which funding
Round you apply for.

Application deadline Earliest possible start Latest possible start

date for activity date for activity
11am UK time for all
deadlines

2 February 2016 1 May 2016 30 September 2016

26 April 2016 1 August 2016 31 December 2016

4 October 2016 1 January 2017 31 May 2017

Please be mindful that you should plan in enough time before your activities start to be able to
purchase economical travel tickets.

Please note; any activity undertaken and money spent before the Grant Agreement is signed
by the UK National Agency is done so at your own risk. If for any reason we are not able to
contract with you, these costs will not be covered by the UK National Agency.

Project Total Duration: A youth mobility project can last between 3 and 24 months. Please select
the duration of your project from the dropdown box. The overall project duration will need to

16
encompass all project related activities from promotion and recruitment through to evaluation and
dissemination. It is important therefore to consider a realistic project duration to be able to carry out
all project activities to a high standard.

Project End Date: The project end date will pre-populate based on the project start date and the
project total duration that you have entered. For example, for the application deadline of 4 October
2016, a 24 month project starting on 1 May 2017 would run until 30 April 2019.

Applicant Organisation Full Legal Name (Latin characters): This field will populate based on your
PIC (see section C.1).

B.2. National Agency of the Applicant Organisation

Identification: Select UK01 from the drop down box.

C. Participating Organisation(s)

C.1. Applicant Organisation

This section asks applicants to provide information relating to the applicant organisation.

In advance of completing this section of the form applicants must register their organisation on the
European Commission’s Participant Portal to obtain a PIC number. Please refer to page 7 of this
guide for further information.

Applicants must enter their organisation’s PIC number into the application form and click ‘Check
PIC’. Once entered, the form will automatically populate the applicant organisation’s information.
The information entered into this section of the form will be based on the information provided
during the PIC registration process. If there are any changes to the information originally provided
participants should log back onto the Participant Portal and update the information accordingly.

C.1.1 Profile

This section of the form will also be pre-filled using the information submitted on to the European
Commission’s Participant Portal. Please check that this information is accurate and if not, update in
the Participant Portal.

Is your organisation: a public body at regional/national level; an association of regions; a

European Grouping of Territorial Cooperation; or a profit-making body active in Corporate
Social Responsibility? – Please select ‘yes’ or ‘no’ from the dropdown box.

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Please note – if the answer to this question is Yes, Organisational Support amounts are
reduced by 50%, as highlighted in the 2016 Programme Guide on page 87.

If you experience problems with this stage and the fields are not populating correctly, we
recommend that you check your organisation’s registration in the Participant Portal. If the field ‘Type
of Organisation’ found in this section of the eForm has not been completed in the Participant Portal
then the applicant organisation details will not populate the form and this will cause an error to
occur. This field is not compulsory during the Participant Portal registration process but is essential
for the completion of the eForm.

C.1.2 Accreditation

For EVS only

If you are applying for European Voluntary Service (EVS), you must have been accredited before
the deadline. The lead organisation and all partners involved in the project must have
accreditation for the duration of the project. EVS activities will be rejected if organisations
involved are not accredited at the time of submission. You must allow a minimum of six weeks for
the application process before the deadline that you are looking to apply for.

Accreditation is for organisations that want to send or receive volunteers, or to act as coordinators
of a project. An organisation can seek accreditation as a Sending, Receiving and/or Coordinating
Organisation on the same official form. The form can be found on the Erasmus+ website at
https://erasmusplus.org.uk/european-voluntary-service-accreditation-for-youth-organisations.

Please make sure that each organisation holds the right type of accreditation for the role they will
play in the project. Where an organisation will be undertaking more than one role (e.g. co-ordinating
and hosting), it must hold accreditation for each type of role.

Therefore –

 The applicant organisation must hold ‘co-ordinating’ EVS accreditation.

 Any organisation planning to receive volunteers must hold ‘hosting’ EVS accreditation.
 Any organisation planning to send volunteers must hold ‘sending’ EVS accreditation.’

This in line with the terms set out in Annex I of the 2016 Programme Guide, p.270 [“If the
organisation has more than one role in a project application, it must have a valid accreditation for all
those roles.”]

18
Before submitting an accreditation application, a PIC number (Participant Identification Code) is
needed.

The contact person provided in the form is responsible for keeping information up-to-date, posting
volunteering opportunities on the European Youth Portal and informing the Agency/SALTO if there
are periods during which the organisation does not intend to be involved in any projects.

Please note informal groups of young people are not eligible for EVS accreditation.

The Volunteering Platform hosted on the European Youth Portal is a tool to find partners in the
framework of EVS. Relevant information and a description about accredited organisations is
provided on the website.

Please note that we will be publishing a Guidance document for EVS Accreditation in the near
future.

C.1.3. Background and Experience

The information in this section will inform the assessment of your organisation’s capacity to manage
the project and proposed grant successfully.

Please briefly present your organisation: Please include the aims of your organisation, its
history, its location and how the activities proposed in this application fits into other programmes or
activities you deliver.

You must also include details of the young people your organisation typically works with in terms of
geographic location and any additional needs they might have. For example, you may wish to enter
the proportion of young people with disabilities, from families in receipt of benefits or those with
English as a second language, if you feel that this information is pertinent.

What are the activities and experience of your organisation in the areas relevant for this
application? Please detail how your organisation’s previous experience of delivering projects or
activities or other work has built the skills and knowledge needed for the activities you propose in
this application. Please detail if this is a project format that you have delivered before.

Please give information on the key staff/persons involved in this application and on the
competences and previous experience that they will bring to the project. Please give details of
the number of administrative and delivery staff involved in this project (detailing paid staff and
volunteers) and their competences or relevant experience or qualifications.

Have you applied for/received a grant from any European Union programme in the 12 months
preceding this application? Please select from the drop down menu. If you select ‘yes’ here,
complete the table with the relevant information. To add more activities, click on the + button. To
delete activities, click on the - button. If you have been involved in previous projects but do not know
the exact details please contact your National Agency.

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C.1.4. Legal Representative

Enter the details of the person who is authorised to enter into a legally-binding commitment on
behalf of your employer. This may be your Finance Manager or another member of the Senior
Management Team. If your application is approved this person will also be the signatory for the
Grant Agreement and the person who takes on the terms and conditions attached to the grant on
behalf of the organisation.

Please complete every field in this section.

If the appropriate contact address for the legal representative is different from the main contact
address for the applicant organisation, you will need to tick the box to indicate that and complete the
address details.

Please Note: If after the submission of your application you find that your legal representative
leaves your organisation; is no longer able to fulfil the duty; or their contact details change, you
must inform us as soon as possible. It is important that we have the most up-to-date information
about your project and organisation.

C.1.5. Contact Person

We will use these details as the first point of contact for the application and, should it be successful,
the grant. Please complete every field in this section. Please ensure the email address provided is
correct and active. If the address of the contact person is different from the organisation address,
you must ensure there is a check in the box next to ‘if the address is different from the one of the
organisation, please tick this box’ and then provide additional address details.

Please Note: It is vital that the details you supply are correct and up-to-date. Due to data
protection laws and procedure we are only able to provide project specific information to the
official contact person[s] and legal representative of the project using the details provided to us. If
after the submission of your application you find that the contact person / their contact details
change you must inform us as soon as possible.

We recommend that if possible, you choose one person for legal representative and a different
person closely linked with the project as a contact person, so there are two points of contact
within the organisation. Press Add Contact Person to add another contact.

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C.2 Partner Organisation

All Youth Exchanges, European Voluntary Service and Youth worker Mobility projects must include
a minimum of one partner (bilateral) or more (tri or multilateral) from Programme Countries to be
considered eligible.

Please click the button to add information about the partner organisation(s).

If you do not add a partner organisation at this stage, you will not be able to amend this at a later
date. Any partner organisations will also need to have a registered PIC. Please repeat the same
steps as for Applicant Organisation when adding information about partner organisations. You can
add more than one partner, and any organisation or group which you intend to partner with must be
added here.

You must annex a signed partner mandate for each partner to the application form at
submission stage. The EC’s partner mandate template, which is mandatory for youth applicants to
complete at application stage, is available from https://www.erasmusplus.org.uk/apply-for-youth-
mobility-funding. Please ensure the mandate is signed by both organisations’ legal representatives.

D. Description of the Project

Why do you want to carry out this project? What are its objectives? How does it link to the
objectives of the Erasmus+ programme and this specific key action? What are the issues
and needs you are seeking to address through this project? All projects should propose to
address a need for their young people, community or organisation. Please outline how this need
and the objectives were established, i.e. through research, planning meetings. Where possible,
Youth Exchanges and EVS projects should demonstrate how young people are actively involved in
shaping the project proposed. The objectives of the project must clearly seek to address the needs
you establish and be relevant to the individual participants and organisation. Please outline how this
project links to the objectives of the Erasmus+ programme and this specific key action.

How did you choose your project partners? What experience and competences will they
bring to the project? Please also describe how the project meets the needs and objectives of
your partners. Strong partnership is crucial to the successful delivery of an international project.
Please detail how the partnership was formed and their contribution in terms of the skills and
experience they have that is relevant to this project. Please outline how this project links to the
needs and objectives of your partners too as it is a joint application.

What are the most relevant topics addressed by your project? Select from the dropdown menu.
You may choose up to three. Do not worry if this doesn’t cover everything. Add more by clicking on
the + button and remove them by clicking on the - button. If your project is to address more than
three topics, please choose the most relevant.

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E. Participants’ Profile

Please describe, for each planned activity, the background and needs of the participants
involved and how these participants have been or will be selected: Please detail the process
for selecting participants from all partner groups that has taken place or will take place and how this
selects the most suitable participants whilst ensuring a fair process. Please note that for EVS
activities, participants cannot take part in more than one long-term EVS (over two months), to
ensure opportunities are made available to as wide a group of people as possible and to make best
use of European funds. Participants must be resident in the country of their sending/receiving
organisation.

Please provide, for each planned activity, general information on the age of participants and
describe how you will ensure a gender balance in the main activities carried out in your
project. Please describe the participants’ actual or likely age ranges, gender, ethnicity or other
pertinent information, detailing how in particular you will ensure a gender balance.

E.1. Participants with Fewer Opportunities

Please see the 2016 Erasmus+ Programme Guide page 11 for more information on participants
with fewer opportunities,

Does your project involve participants facing situations that make their participation in the
activities more difficult? Please select ‘yes’ or ‘no’ from the drop down menu.

How many participants (out of the total number) would fall into this category? Please give the
actual or likely number.

Which types of situations are these participants facing? Please enter the actual or likely profile
of the participants this project will involve. For more detail on each of the categories, please review
page 13 of the Erasmus+ Programme Guide, see Equity and Inclusion.

E.2. Learning Outcomes

Which competences (i.e. knowledge, skills and attitudes/behaviours) are to be

acquired/improved by participants in your project? Please identify the competences that
specific activities and methods will develop. There should be a clear link between the aims of your
project, the activity and the learning outcomes. They should also be relevant to your participants
and address the need you identified for this project.

The Erasmus+ programme promotes the use of instruments / certificates like Europass,
ECVET and Youthpass to validate the competences acquired by the participants during their
experiences abroad. Will your project make use of such European instruments/certificates?
If so, which ones? Please select from the drop down menu.

22
Are you planning to use any national instruments/certificates? If so, which ones? Please list
here any additional tools or accreditation you will use to support learning and reflection as well as
recognition of learning outcomes, for example ASDAN or other UK accreditation.

How will you use the European/national instruments(s)/certificates(s) selected? Please detail
how the instruments/certificate will be used. Remember to include the methods that support
reflection and documentation of the learning outcomes in the daily timetable of each activity.

F. Preparation

F.1. Practical Arrangements

How will the practical and logistical matters of the project be addressed (e.g. travel,
accommodation, insurance, safety and protection of participants, visa, social security,
mentoring and support, preparatory meetings with partners etc.)? Please detail how and when
you plan to deliver these practical aspects and which partner or individuals will take responsibility for
them. See pages 269-273 in the Erasmus+ Programme Guide for more details.

Outline the risks you identify in this project, in relation to tasks, participants and location, as well as
your plans for mitigating these risks to ensure the safety of all involved. This must include
agreement on emergency procedures and a code of behaviour for participants. Note your plans for
obtaining suitable insurance and managing any additional visa requirements and legal aspects to
evidence how you will manage these. We expect that you plan to comply with UK legislation and
consider relevant national legislation in the country of each partner. In the UK, this includes in
particular the UK Data Protection Act 1998, legislation/statutory guidance relevant at any time to the
safeguarding and protection of children and vulnerable adults (including without limitation, the UN
Convention on the Rights of the Child and the Children Act 1989, Safeguarding Vulnerable Groups
Act 2006).

Please follow the FCO travel advice for the countries to which you will send participants.

Support to participants, e.g. mentoring of EVS volunteers, must be detailed here, in line with the
EVS Charter standards – see pages 265-270 of the Programme Guide. Mentors are expected to
provide regular meetings for volunteers to review learning and offer personal support and are
responsible for assisting their integration into the local community.

F.2. Project Management

How will you address quality and management issues (e.g. setting up arrangements with
partners, learning arrangements with participants, etc.)? Please describe the process you have
established for agreeing roles and responsibilities with partners in order to ensure quality learning
outcomes, as well as good administration and delivery of the project.

23
Please then describe the process for establishing suitable methods and agreeing and monitoring
learning outcomes for participants. Ensure that you detail how you intend to facilitate their active
involvement and reflection to ensure the relevance and quality of these outcomes.

F.3. Preparation of Participants

What kind of preparation will be offered to participants (e.g. task-related, intercultural,

linguistic, risk-prevention etc.)? Who will provide such preparatory activities? Please outline
the training plan for participants or organisers/group leaders, as deemed necessary for the success
of the project. This plan should detail what training will be provided, when and by whom. It should
pay attention to not only task based training to ensure participants’ safety and ability to engage with
activities but provide adequate support for the intercultural and linguistic learning expected.

G. Main Activities

Please explain the context and objectives of the activities you are planning and in which way
they meet the objectives of the project. Outline, for all activities, the context and objectives and
detail how they meet the objectives of the project, as given in your Project Description in section D.

What are the basic elements of the main activities you plan to organise? For each activity,
remember to describe at the very least all of the following: type of activity, venue(s), planned
dates, working methods used, countries involved and the role of each project partner in the
activity: For all activities, you must provide a timetable, which must be uploaded as an annex to
the eForm. The European Commission has published a Youth Activity Timetable Template for KA1
applications. The template can be downloaded from https://www.erasmusplus.org.uk/apply-for-
youth-mobility-funding. For each Youth Exchange activity, the timetable annexed will detail the
programme for each day. For each European Voluntary Service, the timetable annexed must
provide a sample of one week’s activity plan. For Youth Worker Mobility, the timetable annexed
must provide a sample of either a week’s activity or programme overview if planning an activity of
several weeks. Please note that if you plan on organising an Advance Planning Visit, you will need
to include a timetable detailing the programme of the APV.

In addition to your timetable, you must note how you have decided on this programme, explaining
how you have ensured that your methods and activity are relevant to your objectives and are
relevant to the learning outcomes and impact you anticipate.

All activities will need to demonstrate compliance with the principles and provisions described in
the Programme Guide, Annex I ‘Mobility project for young people and youth workers’, pages 269-
273. This includes the use of a variety of informal and non-formal methods to generate learning.
Formal methods should be strictly limited. All activities should include space for participants to
reflect on their learning (ideally using Youthpass) and should encourage active participation,
creativity and initiative.

European Voluntary Service (EVS) activities will need to demonstrate that tasks are able to be
shaped by the young people to reflect their interests and abilities. Routine, manual and repetitive

24
administrative tasks must be kept to a minimum. Tasks must not place high level of responsibility or
risk on volunteers or perform tasks that match the profile of an employee, since this should clearly
be a learning service that offers community interest or benefit.

Youth Exchange activities should clarify the theme that will be the focus of the Exchange and how
this reflects the needs and interests of participants.

If applicable, how do you intend to cooperate and communicate with your project partners
and other relevant stakeholders? Please outline the methods by which you will ensure regular
communication with your partners or other project stakeholders. Describe how you plan to work
together. Good partnership is crucial, so you must present a clear set of roles and responsibilities
for all involved in the activity delivery, project management and administration. Please outline any
scheduled meetings or other methods by which you will maintain contact before, during and after
activity.

If applicable, please explain the need for accompanying persons. Accompanying persons may
be included where necessary to enable a participant with special needs to attend. Please explain
why the accompanying person is required.

G.1. Activities’ Details

An activity is defined as either:

 a Youth Exchange: minimum 16 participants and maximum of 60 participants (from all

groups, including the host group involved in the activity). For example, 15 from UK, 15
from France, 15 from Germany and 15 from Sweden would be the total maximum of 60
participants excluding group leaders. Each group must have a minimum 4 participants
excluding group leaders. Each national group must have at least one group leader;

 European Voluntary Service [EVS]: maximum 30 volunteers for the whole project;

 Mobility of Youth Workers: This activity supports the professional development of youth
workers, through the implementation of activities such as transnational/international
seminars, training courses, contact-making events, study visits, etc. or job
shadowing/observation periods abroad in an organisation active in the youth field. Up to 50
participants including trainers and facilitators per activity planned in the project.

Advanced Planning Visits

For youth exchange and EVS activities, you can also apply to carry out an Advance Planning Visit
(APV). The APV is used to plan the practicalities of running and implementing your activities to
ensure the project activities are successfully carried out. For EVS applications, the APV can only
be used where the application involves young people with fewer opportunities.

Please note APV travel must be included in the Activities section G.1..APV accommodation costs
(and accommodation only) can be applied for under Exceptional Costs.

25
If the project foresees an APV, then the following eligibility criteria must be respected:
 duration of the APV: maximum 2 days (travel days excluded);
 number of participants: 1 participant per group. The number of participants can be raised to
2 under the condition that at least 1 of the participants is a young person taking part in the
activity.

Every activity you plan to do (including any Advanced Planning Visits) must be listed in this section.
We cannot fund activities if they are not listed in the application form. Some changes may be
requested and approved by us at a later date, but if an activity is added we will not be able to
increase funding to cover it.

For each activity, complete the fields in the grid as follows.

Activity No. populates automatically.

Activity Type: Select from drop down menu. See above for descriptions.

Flow No: Flow is the term used to describe a separate instance of travel within one activity. For
example, if your organisation were to organise a youth exchange between three countries, the event
is one activity and each national group, travelling from a different country or the same country,
would be a separate flow. The figures entered here are used to calculate the Budget in Section I.
Additional flows can be added, or erroneous ones removed, using the + or – symbols. Please see
the example below -

Example – Youth Exchange Programme Countries

Note: if you are carrying out an advance planning visit (APV) this must be entered here as an
additional activity. Please give details of those people that will be attending the APV from both the
hosting and sending organisations. Note: in EVS applications, APVs may only be undertaken in
projects involving young people with fewer opportunities.

Country of origin: Please select from the drop down menu.

Group: This column can be used to differentiate organisations that might be taking part from the
same country. We would recommend writing the name of the organisation in this box.

26
Country of Destination: This field (along with the country of origin) is used to calculate the rate per
person per day for the proposed flow (known as ‘Individual support’). Please refer to the table on
page 23 for a breakdown by country of the daily rate. It will populate automatically, using those
rates.

Venue (City): insert the destination city. If the venue city is not known please explain clearly in the
narrative section.

Distance Band: Use the distance calculator supported by the European Commission to calculate
the one-way distance. Distances claimed should be calculated as one direct distance and not
broken down into a series of journey stages. Distances are not allowed to be ‘rounded up’ to the
next travel allowance band.

By default, the place of origin is understood as the place where the sending organisation is located
and the place of the venue as the place where the receiving organisation is located.

Where travel takes place outside of this (including in-country travel), a note of justification
should be provided in the comments box at the end of the budget section and if the
application is successful, further documentation will need to be provided at final reporting
stage to evidence this.

European Commission Distance Calculator

27
Start Date: enter the start date of the activity (excluding travel days).

End Date: enter the end date of the activity (excluding travel days).

Total Duration Excluding Travel (days): this field is automatically calculated. The rate is
calculated per participant per day. Note the following minimum and maximum durations:

Youth Exchange: from 5-21 days, excluding travel time.

European Voluntary Service: 2-12 months, 2 weeks-2 months for group service (at least 10
volunteers who are doing their service together) or EVS involving young people with fewer
opportunities (short term EVS). All excluding travel time.

Mobility of Youth Workers: 2 days to 2 months (excluding travel time).

Travel Days: Please enter the number of travel days necessary. This should reflect the travel
distance bands that you have chosen. You are allowed to apply for a maximum of 2 travel days (one
before and after). Please note, for distances equal to or lower than 99 km, the need for two full
travel days would not be justified.

The number of travel days may be reduced accordingly by the Grants Team as it can affect the total
amount of Organisational Support awarded.

No. Participants: please enter total participants in this flow (this includes all young people and
group leaders). Note: in Youth Exchange group leaders must be at least 18 years of age. This
is multiplied by the daily rate to give the travel budget.

No. Participants with Special Needs: please enter the total number of participants who will require
additional support to aid their participation in the activity.

Participants with Fewer Opportunities: please enter the total number of participants who have
fewer opportunities.

Accompanying Persons: Please enter the total number of group leaders and any specialist staff
needed to support the participation of the young people with Special Needs.

You may find that these activities will change as your project evolves. Whilst this is not a problem,
please note that the National Agency cannot revise grant awards upwards e.g. if each mobility were
to last twice as long as planned, the grant could not be amended to accommodate that.

Example Activity

28
Projects involving Overseas Countries and Territories

Please note if your application will involve organisations based in Overseas Countries and
Territories (OCTs), you will need to choose the Country of Origin and Country of Destination
which the territory belongs to.

For example, if you are planning an activity where youth workers are coming from Anguilla to the
United Kingdom [where Anguilla is a UK Overseas Territory], choose the Country of Origin as
United Kingdom and country of destination as United Kingdom. You would then need to
calculate the correct distance band between Anguilla and the United Kingdom.

Please contact us at erasmusplus.applications@britishcouncil.org immediately if you have

any issues adding organisations based in OCTs to discuss this and we will provide guidance
on how to proceed.

G.1.1 Summary of Activities and Participants

This section automatically populates with a summary of the information added above.

H. Follow-up

H.1. Impact

What is the expected impact on the participants, participating organisation(s) and target
groups? List the expected outcomes for participants resulting from their planned learning and
active involvement and participation in the project, such as knowledge, skills and changes in attitude
or behaviour. In addition, you may plan that these outcomes may have a further impact on their
employment status, ability to access further education, wellbeing or lifestyle. Please note the most
relevant and realistic outcomes.

29
For participating organisation(s), please detail how this activity might generate organisational
learning or specific skills for their staff. Describe the influence this project may have on their future
work.

What is the desired impact of the project at the local, regional, national, European and/or
international levels? Consider if this project will develop the participating organisations’ or
participants’ understanding of an issue, youth work or train them in any new methodology that they
can implement in their local community for example. Will this raise the profile of an issue or an
organisation locally, nationally or internationally? Highlight here any activity you plan to involve the
wider community in your project, so that they benefit too. Community involvement and benefit is an
expectation of EVS projects in particular and can bring added value to all projects.

H.2. Dissemination of Project Results

Which activities will you carry out in order to share the results of your project outside your
organisation and partners? What will be the target groups of your dissemination activities?
You must detail your plan to share the outcomes of your project. At the end of your project, you are
expected to share the lessons learnt, tools or methods developed, so that others can benefit from
this. It must be clear how you will raise awareness, share concepts or solutions, as well as influence
policy or practice through these dissemination activities. There is an Erasmus+ dissemination
platform: http://ec.europa.eu/programmes/erasmus-plus/projects/. Dissemination activity may be in
the form of local meetings, workshops or discussions with members of a wider community and you
may use hand-outs, reports, evaluations or video to assist this. You might plan to get press
coverage or invite local councillors or decision makers to dissemination events. The Erasmus+
marketing team is always keen to hear about interesting case studies.

Please refer to the Programme Guide (pages 299-304) for further information about dissemination.

H.3. Evaluation

Which activities will you carry out in order to assess whether and to what extent your project
has reached its objectives and results? You are expected to include a final evaluation of the
project, in which you will be able to assess whether (or to what extent) the project has been a
success. This evaluation should highlight the learning outcomes of all involved.

We encourage evaluation before and during the activity, as well as the final evaluation. This helps
with establishing baselines (and therefore seeing what has improved), as well as fine-tuning the
project as it goes.

I. Budget

An EU grant is an incentive to carry out a project which would not be feasible without the EU
financial support, and is based on the principle of co-financing. Co-financing implies that the EU

30
grant may not finance the entire costs of the project; the project must be funded by sources of co-
financing other than the EU grant. The Erasmus+ grant is regarded as a contribution to your
project costs and may not cover the total cost of your project.

When applying for a Key Action 1 project for youth mobility you are eligible to receive funding for the
following cost headings on a per participant basis:

 Travel (based on contribution to unit cost).

 Organisational Support (based on contribution to unit cost).

 Special Needs Support (based on real cost).

 Exceptional costs (based on real cost).

 Individual Support (EVS only- based on contribution to unit cost).

 Linguistic support (EVS only – based on contribution to unit cost).

Applicants must calculate a project’s provisional budget at the application stage according to the
rates outlined on the following pages. Please note: if you miscalculate your budget and request less
than you are entitled to, you will only receive up to the amount requested. You must ensure that the
budget provided is consistent with the activity described in your application form.

Please note that the UK National Agency cannot award any funding over the amount requested, so
please ensure that you check your budget thoroughly before submitting the eForm.

When completing the budget section of the eForm it is important to note that automatic
calculations will only take place when you press the ‘Validate’ button on the relevant page of
the eForm. You will need to be connected to the internet for the page to update, and you will
need to press the Validate button on each of the budget pages as you progress through the
eForm.

The European Commission’s technical guidelines contain more detailed technical advice and
guidance on completing the budget section of the eForm. The technical guidelines can be
downloaded from the UK Erasmus+ website.

I.1. Travel

Travel is based on the distance per participant from the hosting city to the location of the sending
city. Travel is calculated on a unit cost basis and will be payable according to the travel distance.
Travel distances must be calculated using the distance calculator supported by the European
Commission at http://ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm. Please note
that the ‘travel distance’ measures the direct distance for a one-way journey but the travel costs
have been calculated for a return journey. Distances cannot be rounded up to the next distance
band. The distance bands are as follows:

31
Travel rates for Youth Exchanges Contribution towards return travel costs,
per participant (including accompanying
Travel distance between: persons)

0 - 9 km €0

10 – 99 km € 20

100 - 499 km € 80

500 - 1999 km € 170

2000 - 2999 km € 270

3000 - 3999 km € 400

4000 - 7999 km € 620

8000 km + € 830

Travel rates for EVS and Youth Worker Contribution towards return travel costs,
Mobility per participant (including accompanying
Travel distance between: persons)

0 - 99 km €0

100 - 499 km € 180

500 - 1999 km € 275

2000 - 2999 km € 360

3000 - 3999 km € 530

4000 - 7999 km € 820

8000 km + € 1100

All fields will be pre-filled for applicants.

32
I.2. Individual Support (EVS only)

Individual support is calculated on a unit cost basis, according to the country of destination and the
duration of the activity. It is intended as pocket money and not expected to cover food or
accommodation costs.

EVS

14 to 59 days 2 to 12 months
A5.4 (euro per day) A5.5 (euro per month)
(euro per day) (euro per month)
Belgium 4 110
Bulgaria 3 70
Czech Republic 4 90
Denmark 5 145
Germany 4 110
Estonia 3 85
Ireland 5 125
Greece 4 100
Spain 4 105
France 5 115
Croatia 4 90
Italy 4 115
Cyprus 4 110
Latvia 3 80
Lithuania 3 80
Luxembourg 4 110
Hungary 4 90
Malta 4 110
Netherlands 4 110
Austria 4 115
Poland 3 85
Portugal 4 100
Romania 2 60
Slovenia 3 85
Slovakia 4 95
Finland 4 125
Sweden 4 115
United Kingdom 5 140
former Yugoslav Republic of 2 60
Macedonia
Iceland 5 135

33
 Liechtenstein 5 120
Norway 5 135
Turkey 3 80
Partner Country 2 55

34
I.3. Organisational Support
Organisational support refers to costs directly linked to the organisation, accommodation and
management and of mobility activities and is calculated on a unit cost basis, per participant. For
projects submitted by a public body at regional or national level; an association of regions; a
European Grouping of Territorial Cooperation; a profit-making body active in Corporate Social
Responsibility, the below amounts are reduced by 50%:

Youth European Voluntary Service Mobility of

Exchanges 14 to 59 days 2 to 12 months youth workers
(euro per day)
(euroA5.1
per day) (euroA5.2
per day) A5.3month)
(euro per A5.6
Belgium 37 20 590 65
Bulgaria 32 17 500 53
Czech Republic 32 17 490 54
Denmark 40 21 630 72
Germany 33 18 520 58
Estonia 33 18 520 56
Ireland 39 21 610 74
Greece 38 21 610 71
Spain 34 18 530 61
France 37 19 570 66
Croatia 35 19 570 62
Italy 39 21 610 66
Cyprus 32 21 610 58
Latvia 34 19 550 59
Lithuania 34 18 540 58
Luxembourg 36 21 610 66
Hungary 33 17 510 55
Malta 37 20 600 65
Netherlands 39 21 620 69
Austria 39 18 540 61
Poland 34 18 540 59
Portugal 37 20 600 65
Romania 32 17 500 54
Slovenia 34 20 580 60
Slovakia 35 19 550 60
Finland 39 21 630 71
Sweden 39 21 630 70
United Kingdom 40 21 630 76
former Yugoslav 28 15 440 45
Republic of
Macedonia

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 Iceland 39 21 610 71
Liechtenstein 39 21 610 74
Norway 40 21 630 74
Turkey 32 17 500 54
Partner Country 29 15 440 48

I.4. Linguistic Support – will only appear for EVS activities

For 2016, EVS projects that last from 2 to 12 months are entitled to linguistic support in the country
where the EVS activity takes place. Online Linguistic Support can be broken down into two areas:
Assessments Licenses and Course Licenses. Where Online Linguistic Support is available in the
following Group 1 languages, no linguistic support funding can be claimed.

Linguistic Assessment

The initial assessment to determine the language level can be completed in 12 different languages
[for the foreign language that will be used on the placement]. The languages available are German,
English, Spanish, French, Italian, Dutch, Czech, Danish, Greek, Polish, Portuguese or Swedish.

Please select the number of participants who will take the assessment, so if you have 7 volunteers
coming to the United Kingdom; please enter 7 to enable 7 English assessment licenses to be
issued.

Language Course

Once the assessment is completed, the volunteer can take part in the online language course
assessment, which is currently only available for Group 1 languages. This will be rolled out to other
languages later in the year.

For example, if you have 7 volunteers coming to the United Kingdom, please enter 7 under number
of participants for language learning, so that 7 course licences can then be issued.

Group 1 (German, English, Spanish, French, Italian, Online linguistic assessment [ mandatory]
Dutch)

Group 2 (Czech, Danish, Greek, Polish, Portuguese
or Swedish)
€150 per participant [ this is initially
allocated, however if participants achieve the
lowest level of A1 at assessment stage, a
language course license can be allocated if
the funding has not been used and if the

36
 participant wishes to complete the OLS
course; the €150 is then recovered ]

Group 2 (Any other languages ] €150 per participant

If you are requesting linguistic support for Group 1 languages, you should select the number of
participants for online linguistic assessment. This is obligatory for all volunteers using a language
from Group 1 as a foreign language during their mobility activity.

If you are requesting other languages that are not included in Group1, please state the number of
participants for a linguistic preparation grant. Please be sure to select the correct linguistic
support and relevant number of course licenses in your application.

I.5 Special Needs Support

Special needs support refers to any costs directly relating to participants with disability and
accompanying persons that will incur additional expense in support of their participation (i.e.
specialist equipment).

A person with specific needs is defined as a potential participant whose individual physical, mental
or health-related situation is such that his/her participation in the project would not be possible
without extra financial support. Special needs support is calculated on an actual cost basis and will
be assessed case-by-case. The individual situation should be described and the particular needs
and extra costs attached to it should be detailed in the application form. Based on these
explanations and the availability of funding the UK National Agency will be able to determine
whether extra support can be granted. You should also bear in mind that assessors can reduce this
amount accordingly if the request is too large or clear justification has not been provided.

37
Please make it clear in the narrative and the budget what items or services are required and the
cost breakdown. This must be supported in the narrative text of the application form.

I.6 Exceptional Costs

Exceptional costs are calculated on an actual cost basis. Please be specific and state the detail of
your proposed exceptional costs within the Description of Costs and ‘any other comments’ fields.
For the cost of each item please include a detailed breakdown (i.e. 3 visas for Serbian participants
at €50 each). Where the item relates to young people with fewer opportunities, please provide a
clear justification that links the exceptional cost item to the participation of the proposed young
people and a breakdown of the costs. The funding rules state that these costs (based on actuals)
are specifically to support the following:

Eligible Exceptional Costs for all activities

 Visa and visa-related costs, residence permits, vaccinations;

 Costs for providing a financial guarantee (75% of eligible costs);

 Expensive travel costs of participants from outermost regions and Overseas Countries and
Territories (for details, see below).

For Youth Exchanges only

 Costs to support the participation of young people with fewer opportunities on equal terms as
others (excluding costs for travel and organisational support for participants and
accompanying persons).

For EVS only

 Costs in support of reinforced mentorship and specific preparation in the case of

participation of young people with fewer opportunities;

 Costs to support the selection and participation of young people affected by situations such
as homelessness, drug/alcohol dependency, mental health issues and/or those with criminal
backgrounds.

For Youth Exchanges and EVS activities

 Costs for accommodation only [not subsistence] for Advanced Planning Visits
(maximum 2 days’ activity and maximum 2 participants per group if one is a young person).

Some examples of ineligible Exceptional Costs

 For European Voluntary Service, on arrival training costs are NOT accepted under
Exceptional Costs
 Additional costs incurred by participants when travelling such as bridge or road tolls, border
crossing fees, etc.) are NOT accepted under Exceptional Costs
 Food, and entertainment are NOT accepted under Exceptional Costs

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  Additional Note on Travel Costs for Outermost Regions and OCT’s

In line with the Regulation establishing the Erasmus+ Programme, which calls on taking into
account the constraints imposed by the remoteness of the outermost regions and the Overseas
Countries and Territories (OCTs) of the Union when implementing the Programme, special funding
rules are set in order to support expensive travel costs of participants from outermost regions and
OCTs insufficiently covered by the standard funding rules (based on contribution to unit costs per
travel distance band).

Applicants for Key Action 1 Youth will be allowed to claim financial support for travel costs of
participants from Outermost Regions and OCTs under the budget heading "exceptional costs",
based on the following conditions:

 (up to a maximum of 80% of total eligible costs: see "What are the funding rules?" in the
2016 Programme Guide);

 that applicants can justify that the standard funding rules (based on contribution to unit costs
per travel distance band) do not cover at least 70% of the travel costs of participants.

Please refer to pages 4-5 of this guide for a full list of the Outermost Regions and information on
Overseas Territories.

J. Project Summary

Applicants must provide a well-written, comprehensive summary of their project within the
application. Project summaries must be written in plain, clear English and free from jargon. This is of
particular importance as it provides a description of the project to the general public and will be used
in EC/EA and/or NA documents. The summary will also be included on the Erasmus+ Results
Platform.

It is important to be concise and clear and mention at least the following elements:

 Context/background of project.

 Objectives of the project.

 Number and profile of participants.

 Description of activities.

 Methodology to be used in carrying out the project.

 A short description of the results and impact envisaged and the potential longer term
benefits.

J.1. Summary of Participating Organisations

39
This is a pre-populated table based on information taken from earlier sections of the application.

J.2. Budget Summary

This is a table providing an overview of the activity number, activity type and grant requested for the
project.

An additional table is then populated below for costs relating to organisational support.

J.2.1. Project Total Grant

This pre-populated table contains the total combined grant requested for the project. It is imperative
that you check this amount is correct against your own calculations and resolve any issues before
submitting your application.

K. Checklist

Before submitting online your application form to the National Agency, please make sure that it
fulfils the eligibility criteria listed in the Programme Guide and check that:

 you have used the official Key-Action 1 application form.

 all relevant fields in the application form have been completed.
 you have chosen the correct National Agency of the country in which your organisation is
established.
 the application form has been completed using one of the official languages of the Erasmus+
Programme Countries.
 you have annexed all the relevant documents:
o the Declaration of Honour signed by the legal representative mentioned in the
application;
o the mandates of each partner to the applicant signed by both parties;
o and the timetable of each activity.
 all participating organisations have uploaded the documents to give proof of their legal status
in the participants’ portal (for more details, see the section "Selection Criteria" in Part C of
the Programme Guide).
 for grants exceeding 60 000 EUR, you have uploaded the documents to give proof of your
financial capacity in the participants’ portal (for more details, see the section "Selection
Criteria" in Part C of the Programme Guide). Not applicable in the case of public bodies or
international organisations.
 you are complying with the deadline published in the Programme Guide.
 you have saved or printed the copy of the completed form for yourself.

L. Data Protection Notice

40
Applicants are required to read the data protection notice in advance of signing the Declaration of
Honour.

M. Declaration of Honour

The legal representative of the applicant organisation must print the Declaration of Honour, read it
carefully, complete the declaration section by hand and sign it (the National ID and organisation
stamp are not required in the UK for youth applicants). The signed Declaration of Honour then
needs to be scanned and attached as an annex before application form is submitted online.

It is essential to submit the Declaration of Honour. Failure to submit the Declaration of

Honour, signed by the legal representative, will result in your application being ineligible.

N. Annexes

The following documents must be annexed to your eForm:

 The Declaration of Honour signed by the legal representative which can be found in the
application form.

 The mandates of each partner to the applicant signed by both parties.

 The Youth Activity Timetable Template with details of all planned activities, including APVs.

Please ensure that all documents specified in the checklist (see section K) are submitted
electronically with your application. To attach documents click the ‘add’ button on the right hand side
of the box displayed. This will then open up an additional window which will allow applicants to
browse files on your computer and upload.

Please note that only .pdf, .doc, .docx, .xls, .jpg, .txt, .odt and .ods files can be submitted
electronically with an application no other files will be accepted. A file which has been added in error
can be removed by clicking the ‘remove’ button which replaced the ‘add’ function on the right hand
side of the table.

You may find some limits to the total number of documents you can upload. In this instance please
scan all similar documents in one attachment to avoid this issue.

O. Submission

O.1. Data Validation

Applicants must ensure they have validated all sections of the application before submitting.

41
O.2. Standard Submission Procedure

Applicants should only submit an application form once they are happy with the finalised version.
Applicants need to ensure that they are connected to the internet in order to submit their completed
application. Applicants should also ensure that all sections of the form are valid and all annexes are
attached before submitting the form.

To submit the form applicants will need to be connected to the internet. The UK National Agency
advises that applicants save the final completed version of the eForm on their desktop in case of
any technical issues with submission.

Applications must be submitted online by the relevant deadline:

 Deadline for Round 1: 11am (UK time) on Tuesday 2 February 2016

 Deadline for Round 2: 11am (UK time) on Tuesday 26 April 2016
 Deadline for Round 3: 11am (UK time) on Tuesday 4 October 2016

If your application is submitted after the deadline, and the alternative submission procedure (if
eligible) outlined below is not completed in time, your application will be deemed ineligible.

O.3. Alternative Submission Procedure

This is only applicable if applicants are unable to submit their application online due to a
technical error. Please see error messages below that are not technical errors. Please note: if
your error message says one or more fields has been completed incorrectly, this is not a
technical error.

1. Take a screenshot of the submission summary page demonstrating the electronic form could
not be submitted online.

2. Email the UK National Agency team managing this Key Action at

erasmusplus.applications@britishcouncil.org with a copy of your application, any annexes
and the screenshot attached within two hours of the application deadline. i.e by 1pm UK time. In
the subject line of the email please type KA1 Youth Round 1, 2 or 3 application form – [insert
here the name of your organisation].

Please note than the UK National Agency will only accept applications via the Alternative
Submission Procedure if, in additional to emailing the eForm to us within the 2-hour time frame
following the deadline, a failed submission attempt in the form of an Error i.e. ‘ERR-’ (but not
ERR-01 or ERR-06) is recorded under ‘Status’ in the ‘Submission Summary’ section of the eForm
with a timestamp prior to or on the deadline date/time.

If any of the following ‘Statuses’ appear in ‘Submission Summary’ your application won’t
be accepted under the Alternative Submission Procedure:

42
1. ‘ERR-01’ as this Error relates to invalid data/missing fields in the eForm. This is not considered
to be a technical issue and can be rectified by the applicant by correcting the application form and
validating it again.

2. ‘ERR-06’ as this Error means that there are errors with the annexes (i.e. the total size of the
attachments exceeds 5MB or are in not file formats specified above in section N). This can be
rectified either by reducing the size of the attachments or by removing them.

3. ‘Unknown’ as this means that the eForm was not submitted and no submission attempts were
made.

4. ‘LOCAL-01’ Adobe Reader security enabled’. To allow the submission you must click the
appropriate options in the yellow security warning bar at the top of the form.

5. ‘LOCAL-02 Network connection error’. Please verify your internet connection and try to submit
again or try a different network connection to submit.

O.4. Submission Summary

A record of submission attempts made for the form will be recorded here. This should be used in the
above instance when an alternative submission procedure is required.

O.5. Form Printing

The UK National Agency advises printing the final completed version of your eForm and retaining it
for your own records. Hard copies of the eForm do not need to be posted to the UK National
Agency.

After submitting your application

Once you have submitted your application you will receive an acknowledgement email.

All applications are checked for eligibility and eligible applications will be assessed for quality. An
Evaluation Committee then meets to review the applications. The highest scoring applications are
selected, based on the budget available. Applications that are not selected but meet the minimum
quality score go onto a reserve list.

Applicants will be informed of the outcome by email and grant agreements will be issued to
successful applicant

Appendix I – EVS Charter and Principles

43
The European Voluntary Service (EVS) Charter highlights the roles of EVS sending, receiving and
coordinating organisations and the main principles and quality standards of EVS. Each EVS Activity
promoter adheres to the provisions set out in this Charter.

EVS PARTNERSHIPS

A solid partnership between EVS sending, receiving, coordinating organisations and the volunteer is
the basis of every EVS activity. Adequate matching between the volunteer profile and the tasks has
to be in place.

 The sending organisation is in charge of the preparation and support of the volunteers before,
during and after the EVS activity.

 The receiving organisation has to ensure safe and decent living and working conditions for the
volunteer throughout the entire activity period. It has to provide adequate personal, linguistic and
task-related support, including the identification of a mentor for the volunteer.

 The coordinating organisation (applicant) has the role of facilitating the implementation of the
project by offering administrative and quality support to all project partners and enabling their
networking.

EVS PRINCIPLES TO BE ENSURED

 The non-formal learning and intercultural dimension, through a clear definition of a learning plan
for the volunteer.

 The service dimension through a clear definition of the non-profit-making character of the project
and the volunteer tasks. Fulltime service and active role of the volunteer in implementing the
activities have to be ensured. EVS volunteer activities must not replace any employment.

 The benefit to and the contact with the local community.

 EVS is free of charge for the volunteers, except for a possible contribution to the travel costs.

 Accessibility and Inclusion: when recruiting EVS volunteers, the organisations maintain the
overall accessibility of EVS for all young people, without prejudice related to ethnic group,
religion, sexual orientation, political opinion, etc. If the project targets volunteers with fewer
opportunities, facilities and capacity in providing tailor-made preparation, and support have to be
in place.

EVS QUALITY STANDARDS TO BE ENSURED

Support to the volunteer

44
 Before, during and after the EVS Activities, in particular in crisis prevention and management;
 for insurance, visa, residence permit, travel arrangements and all the EVS administrative
procedures;

 By facilitating the volunteer’s participation in the EVS training cycle;

 By foreseeing proper evaluation measures.

Information
 All EVS partners have the right to receive complete information on the project and agree on all
aspects.

 Visibility, dissemination and publicity measures have to be in place.

Recognition

 Each EVS volunteer is entitled to receive a Youthpass.

The EVS charter describes the role of EVS organisations acting as sending, receiving or
coordinating organisation and defines the main principles of EVS and the minimum quality
standards that must be respected within an EVS Activity. Here is a suggestion on
how the roles and tasks of organisations involved in EVS could be shared (in some cases
these roles must be compulsorily performed by a given organisation).

COORDINATING ORGANISATION:
 submits the application and bears the financial and administrative responsibility for the entire
project towards the National Agency or the Executive Agency;- coordinates the project in
cooperation with all sending and receiving organisations;

 distributes the EVS grant between all sending and receiving organisations;

 ensures that the volunteer(s) receive(s) the EVS Info Kit and attend(s) the full EVS Training and
Evaluation Cycle;

 provides support to the volunteer(s) it places in the receiving organisation(s);

 carries out all or some of the administrative tasks of the sending or receiving organisation(s)
involved in the project;

 ensures, with the sending and receiving organisations, that each volunteer is in possession of
the European Health Insurance Card (if applicable) and is covered by the obligatory EVS
Insurance plan foreseen in the Erasmus+ Programme;

 Arranges with the sending and receiving organisations, a visa for the volunteer(s) who needs it.
The National/Executive Agencies can issue visa support letters, if needed;

45
 Provides support for the learning/ Youthpass process. Completes with the sending and receiving
organisations and the volunteer, and issues, a Youthpass Certificate for those volunteers who
want to receive it at the end of their EVS.

SENDING ORGANISATION:

Preparation
 Helps the volunteer(s) to find and contact a receiving organisation;

 Provides adequate preparation for the volunteer(s) before departure, according to the individual
needs and learning opportunities of the volunteer(s) and in line with the Volunteer Training
Guidelines and Minimum Quality Standards of the European Commission;

 Ensures, in cooperation with the receiving organisation, that the volunteer receives support in
carrying out language preparation (if applicable, support to carry out the online language course
and assessments provided by the Commission);

 Ensures the participation of the volunteer(s) in the pre-departure session, if organised by the
National Agency or SALTO.

Contact during the voluntary activity

 Keeps in contact with the volunteer(s) and with the receiving organisation(s) during the project.

Upon volunteer’s return

 Provides support to volunteer(s) to help reintegrate them into their home community;

 Gives volunteers the opportunity to exchange and share experiences and learning outcomes;

 Encourages the involvement of the volunteer(s) in dissemination and exploitation of results and
learning outcomes;

 Provides guidance regarding further education, training or employment opportunities;

 Ensures the participation of the volunteers in the annual EVS event organised by the National
Agency in their country.

RECEIVING ORGANISATION:

Mentor

46
- identifies a mentor who is responsible for providing to the volunteer(s)

 personal support,

 support to carry out the online language course and assessments provided by the Commission
(if applicable)

 Support to carry out a self-reflection on the learning outcomes of the EVS activity (through the
use of Youthpass).

Task-related support
 Offers supervision and guidance to the volunteer(s) through experienced staff.

Personal support
 provides personal support and support during the learning / Youthpass process to volunteer(s);

 gives the volunteer(s) the opportunity to integrate into the local community, to meet other young
people, to socialise, to participate in leisure activities, etc.;

 Encourages contact with other EVS volunteers whenever possible.

EVS training and evaluation cycle and language support

 ensures the participation of the volunteer(s) in the on-arrival training and mid-term evaluation
organised by the NA or SALTO;

 Arranges language learning opportunities and support to volunteers undertaking language

courses.

Principles of EVS
 ensuring universal accessibility to EVS: receiving organisations cannot specify that volunteer(s)
should be of a specific ethnic group, religion, sexual orientation, political opinion, etc.; neither
can they require qualifications or a certain educational level in order to select the volunteer(s);-
offering to the volunteer(s) the opportunity to carry out a well-defined set of tasks, allowing some
of the volunteer’s ideas, creativity and experience to be integrated;

 Identifying clear learning opportunities for the volunteer(s).

Accommodation and food

 Providing suitable accommodation and meals (or a food allowance, covering also the holiday
period) to the volunteer(s).

Local transport
 Ensures that means of local transport are available for the volunteer(s).

Allowance

47
 Gives the due allowance to the volunteer(s) on a weekly or monthly basis.

48