This page is relevant for:

• Erasmus+  Call year 20232024, Round 31
  • KA152-YOU - Mobility of young people

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Open "Project Details" 

Click on Project Details in the Content menu. The Project Details screen opens. Initially, a table with one empty row is displayed on screen. 

For each activity you add, a set of subsections will be listed in the Content menu. 

Add activities

Activity types available for selection

In KA152-YOU application forms, three activity types are available:

• Youth Exchanges - Member States and associated countries
• Youth Exchanges - third countries not associated
• Preparatory visits: only applicable with one or more Youth Exchange activities

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Provide basic information for the first activity

From Project Details, fill in the available empty row with ID 101. Select the Activity type from the available drop-down list and provide a unique Activity title.

The The ID will change to reflect the activity type selected and the Content menu will update and display the activity and the given activity title in brackets.  
The subsection is at this point marked with a red dot, indicating mandatory information is missing. Depending on the activity type added, additional subsections for the activity become available in the Content menuA further subsection is added in the Content Menu under the activity: Flows and Budget Summary.

Add additional activities

If you plan more than one activity in your project, click on the Add activity icon button. Select the Activity type from the available drop-down list in the newly displayed row and provide an Activity title.

A If you plan a preparatory visit activity, this must be linked to one or more youth exchange activities.

The Content menu will update to display all activities and the given activity titles in brackets in specific subsections. Depending on the For each activity types added, additional subsections for an activity become a further subsection: Flows and Budget also becomes available in the Content menu.

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Provide required information for "Youth Exchanges - Member States and associated countries" or "Youth Exchanges - third countries not associated" activity

Provide Youth Exchange activity details under "Activity"

Access the Youth Exchanges activity subsection for the activity to complete from the Content menu.

Complete all mandatory fields under Description of the Activity, including:

1. Question on whether the activity is itinerant: drop-down list- select Yes if you expect the activity to take place in multiple countries, otherwise select No. 
2. Country of destination: select the country from drop-down list. The list only includes the countries of the participating organisations previously added in the appplication, under Participating organisations.
3. Start date : of the activity; default with the Project start date ; as specfied in the Context section of your application. Change the date, if needed, according to your needs and the programme guide rules
4. End date : of the activity; default with the Project end date; Change the dates, if neededstart date as specfied in the Context section of your application. Change the date, according to your needs and the programme guide rules. The End date cannot be after project end date as displayed in the Context section.
5. Number of Groups: At least two groups must be defined.

Duration Excluding Travel (days) is automatically calculated based on the provided Start and End Date. 

A number of greyed out The remaining fields will be automatically populated when the related information is added in the Flow Details section Flows and Budget Summary subsection for the activity as described below.

A number oftext fields is are available for you to provide additional information on the planned activity. Complete all mandatory fields. 

Click on "Flows and Budget summary" 

Select Flows and Budget summary in the Content menu for the activity you want to complete, to open the flow details screen. Take note of the following:

• Each activity must include at least one flow.
• Flows and Budget are displayed as cards, with the key details displayed in the card header once you have filled in the required information. Each flow card can be individually collapsed or expanded using the dedicated dedicated up/down arrow.
• The first flow card is already available and can be filled in straight away.  For each additional flow, click on the Add new flow button to add additional flow cardsTo add more flows, click on blue + icon on the Activity header for each additional flow card you want to add.
• The Flow ID is generated automatically and assigned incrementally.

The The Total activity grant and the Total No. of participants (including accompanying persons, participants with fewer opportunities and facilitators) for persons for all flows in the selected activity will be calculated automatically as the flow cards are completed and displayed at the bottom of the flow listin the Activity header.

A flow can be deleted by clicking the delete icon (red X) and confirm.

A vertical bar to the left of the flow shows the progress completion status. If red, mandatory information is still missing in one or more flows, if green, the flow details are complete. A dot in the content menu also visualises the status. 

Each flow is divided into a number of subsections, where you will specify flow details, intinerant and budget information. Each subsection is displayed as a card, which can be individually collapsed or expanded using the Edit icon or the dedicated up/down arrow.

Open each card in sequence and fill in the details. The form will adapt based on the information you provide, and you may need to fill in additional subsections or correct errors based on messages displayed on the screen.

Mandatory fields are marked with a red asterisk (*). Each card is initially preceded by a red line and displays the status Incomplete if there is missing mandatory information, either in that subsection or in another subsection that depends on it. Once you have correctly filled in all the necessary information, the line turns green, and the status is now displayed as Complete. Once all subsections are complete, the flow card is also marked as complete, with a green line.

Fill in the flow summary details

For each flow added to the activity, you must specify the flow details and budget information. In the Flow section for the flow you are completing, you have to specify:

1. Flow with trainers/ facilitators only: checkbox to indicate if the flow only has facilitators and/or trainers has facilitators as participants; 

   • In an activity you cannot have flows only for trainers/ facilitators. 
2. City of Venue: provide the name of the city 
3. No. of facilitators: out of total of participants
4. Group: drop-down list
5. Total No of Participantsof Persons: including accompanying persons, group leaders and facilitators
6. No. of Accompanying persons: out of total No. of participants
7. Out of which No. of Participants Persons with Fewer Opportunities, specify 0 if none;
8. No. of group leaders: out of total No. of participants, specify 0 if none
9. No. of facilitators (if any): out of total of participants
10. Country of Origin: select the country from drop-down list. The list only includes the countries of the participating organisations previously added in the appplication, under Participating organisations.
11. City of Venue: provide the name of the city 
12. Start and End Date for for the flow:  prefilled both prefilled with the Project the Project start and end date. Change the dates , if needed, according to your needs.   It must be within the duration of the Activity as previously specified and in accordance with the Programme Guide.
13. Green travel: checkbox; check it if you plan to use green travel options.
14. Travel days: add the number of travel days, if Itinerant flow, add sum of travel days for all locations; 
    • The number of green travel days cannot be higher than 6.
    • The number of standard travel days cannot be higher than 2.

The Activity ID, Flow ID and Country of Destination are prefilled. 

The Duration, excluding Excluding and including Including travel days, is automatically calculated.

Complete the "List of countries for Itinerant", if applicable

If you selected the activity to be itinerant when completing the Activity details, the List of countries for Itinerant section becomes available and must be completed. 

Select the Country of Destination from the available drop-down list. Enter the Duration including Travel (days). 

Click on the Add a new country destination to add additional destination countries, if required. 

When the Sum of Duration including Travel (Days) for all countries matches the Duration including Travel as specified in the Flow, the Itinerant section is marked as complete.

In our example, we have added two countries of destination. The sum of the duration is in our example 21, as was required per the warning message displayed initially on screen. 

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Complete the flow "Budget"

A number of subsections are available to complete the Flow Budget.

Individual Support

The Individual Support budget information is based on the provided details of the flow and automatically calculated.

Travel

To calculate the Travel grant for the flow, select the travel distance for the group in the available Distance Band drop-down list.

The Grant per Participant (EUR) and Total Travel Grant (EUR) for the flow are calculated based on the distance band selection made. This field is mandatory.

If exceptional costs for expensive travel are required, you must tick the related checkbox, then specify the expected costs in the Exceptional costs section below. When exceptional costs for expensive travel are requested, the standard Travel grant is reset to zero.

Organisational Support

The Organisational Support budget information is read-only. The calculations are based on the provided details of the flow and automatically calculated.

Inclusion support

Under The Inclusion support you have to specify the Number of participants requiring such support. If no inclusion support is needed for the flow, enter 0. subsection is only available if the No. of Persons with Fewer Opportunities is higher than 0 (zero) in the Flow summary.

Type Provide the amount you want to request for persons with fewer opportunities under Inclusion support for participants and provide a Description and justification of the expenses.

Under At the top of the Inclusion support subsection, you also will find the calculated amounts number of participants and number of participants for inclusion support for organisation and participants based on the provided number of participants, these are read-only.the calculated amount for inclusion support.

Exceptional costs

If any participants require coverage of exceptional costs, such costs can be specified in this subsection. 

To do so:

• Click on the Add exceptional cost button. A new empty line is added.
• Select the Exceptional cost type from the drop-down list and fill in the remaining fields.
• The Requested grant (EUR) is calculated automatically and displayed.

You can select between the following cost types and each cost type can be added more than once using the Add exceptional cost button:

• Exceptional costs for expensive travel (only applicable if this is selected in the section for Travel above)
• Exceptional costs for visa and other entry requirements

In our example below, we have requested Exceptional costs for expensive travel.

In the example below, different types of exceptional costs have been requested. The Total Requested grant is displayed at the bottom of the list and in the card header.

Flow completed

When all information for the flow is complete and correct, the Flows summary section is marked complete. 

Add additional flows to an activity, if required

You can add multiple flows to an activity, if required. 

Access the Flows summary from the Content menu and click on the Add a new flow button. Provide all required information for each flow as just explained. 

Review The "Budget summary" of the activity

The Budget summary displays the calculated grant of all budget items of the activity. It is automatically updated with the details provided in the individual flows of the activity. 

In the Content menu all sections for the Activity are marked as complete when all mandatory information has been correctly entered. 

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