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In the Project Details section of the application form you are asked to provide information on the foreseen activities for your project, including the amount of EU grant that you are requesting to implement them.
At project details level you will first define your activities. In the activity details in general you will define the destination country/location of event, start and end date. Each main activity may contain one or more flows, detailing the planned activities, including number and type of participants, country of origin and country of destination, travel distance and time, and the planned costs. The Budget Summary for each activity provides an overview of the planned costs and the requested amount of EU grant.
A Youth Exchanges project involves one or more mobility activities of young people to one or more member states and/or third countries.
Each main activity may contain one or more flows, detailing the planned mobility activities, including number and type of participants, travel distance and time, and the planned costs.
It is also possible to plan Preparatory visit to the location(s) of the planned activities.
For further details please refer to the detailed steps Steps description below.
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The number of activities you want to specify for the selected project depends on your organisation needs and expectations. A minimum of one activity must be added. |
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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 activitiesActivity types available for selectionIn KA152-YOU application forms, three activity types are available:
Provide basic information for the first activityFrom Project Details, fill in the available empty row with ID 1. Select the Activity type from the available drop-down list and provide a unique Activity title. 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 menu. Add additional activitiesIf you plan more than one activity in your project, click on the Add activity icon. Select the Activity type from the available drop-down list in the newly displayed row and provide an Activity title. A preparatory visit activity 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 activity types added, additional subsections for an activity become available in the Content menu.
Provide required information for "Youth Exchanges - Member States and associated countries" or "Youth Exchanges - third countries not associated" activity
Provide 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:
Duration Excluding Travel (days) is automatically calculated based on the provided Start and End Date. A number of greyed out fields will be automatically populated when the related information is added in the Flow Details section for the activity. A number oftext fields is available for you to provide additional information on the planned activity. Complete all mandatory fields. Click on "Flows summary"Select Flows summary in the Content menu for the activity you want to complete, to open the flow details screen. Take note of the following:
The Total No. of participants (including accompanying persons, participants with fewer opportunities and facilitators) for all flows in the selected activity will be calculated automatically and displayed at the bottom of the flow list. 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 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 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 detailsFor 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:
The Duration, excluding and including travel days, is automatically calculated.
Complete the "List of countries for Itinerant", if applicableIf 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.
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.
Complete the flow "Budget"A number of subsections are available to complete the Flow Budget. Individual SupportThe Individual Support budget information is based on the provided details of the flow and automatically calculated. TravelTo 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 SupportThe Organisational Support budget information is read-only. The calculations are based on the provided details of the flow and automatically calculated. Inclusion supportUnder Inclusion support you have to specify the Number of participants requiring such support. If no inclusion support is needed for the flow, enter 0. Provide the amount you want to request under Inclusion support for participants and provide a Description and justification of the expenses. Under Inclusion support you also find the calculated amounts for inclusion support for organisation and participants based on the provided number of participants, these are read-only.
Exceptional costsIf any participants require coverage of exceptional costs, such costs can be specified in this subsection.
To do so:
You can select between the following cost types and each cost type can be added more than once using the Add exceptional cost button:
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 completedWhen all information for the flow is complete and correct, the Flows summary section is marked complete. Add additional flows to an activity, if requiredYou 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 activityThe 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.
If applicable, provide information for a "Preparatory Visit"Click on "Preparatory Visit" in the Content menuAccess the activity subsection for the Preparatory Visit activity to complete from the Content menu. Provide details under "Activity"Complete all mandatory fields in the Activity section. Select the Related to activity from the available drop-down list. The drop-down list displays all activities of type Youth Exchange you added under Project Details. It is possible to select more than one related activity to a preparatory visit, if required. Select the Venue of the activity from the available drop-down. Provide the required information in the available text fields. The Number of Participants and Total Grant amount will be automatically updated here when the flow details for the activity are completed. Click on "Flows summary" for the preparatory visit in the Content MenuClick on Flows summary in the Content menu. By default, an empty flow card is displayed, as it is mandatory to add at least one flow for the activity. If your require more than one flow in this activity, click on the Add a new flow button for each additional flow. Complete the flow "Summary" for a preparatory visitClick the Edit icon (pen) in the Flow Summary subsection to open the details for the flow Summary. For flows in preparatory visit activities you have to provide information on the City of venue, Number of participants and, if required, the No. of facilitators. A checkbox to indicate if the flow only has facilitators as participants is also available.
Check the flow "Budget" for a preparatory visitIn Preparatory visit Grant the Number of participants, Grant per Participant and Total Grant (EUR) is displayed. All information is read-only. Add additional flows to the preparatory visits activity, if requiredFrom the Flows summary, click on the Add a new flow button to add additional flows to the preparatory visit if required. Provide the required information as explained above. Review the "Budget summary" of the activityThe 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.
Update an activity or a flowTo update the activity type or activity title of an activity, access the Project Details section and make the changes in the table as required. To update additional activity details, such as duration or number of participants, select the relevant activity from the Content menu and make the necessary changes. Alternatively, from the Project Details screen, click on the Edit (pencil) button for the activity to access the activity details to make the changes.
To update a flow from an activity, from the Flows summary of the relevant activity, click on the Edit (pencil) button to open the details of the flow and make the required changes.
Delete an activity or a flowTo delete an activity from the list access the Project Details screen. Click on the Delete (X) button for the activity to remove. Confirm the deletion by clicking on Delete in the pop-up window.
To remove a flow from an activity, from the Flow summary of the activity, click on the Delete (X) button and confirm the deletion by clicking on Yes in the confirmation pop-up window. Example of a completed "Project Details" sectionOnce you have correctly completed all sections and subsections, they are marked with the green check. Note: The number of activities under Project Details is displayed and for each activity the number of flows is indicated. |
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