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Take note
The illustrations in the Application Forms wiki pages are for consultation purpose only and may not always reflect the latest implementation.
There may be minor changes to the screen appearance and layout which are described on the updated page: How to complete the application form.
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 activities (staff mobility activity or other activity). In the activity details, in general you define the destination country/location of event, start and end date. Each 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 staff mobility activity in Professional Development activities involves one or more activities of group(s) of youth workers to take place in one or more member states and/or third countries.
It is also possible to plan Preparatory visits to the location(s) of the planned activities as well as System development and outreach activities.
For further details please refer to the steps description below.
You might have to use the scroll bar(s) to access all available information in the sections and subsections. Move between sections and subsections by clicking on them in the Content menu or use the arrow button ( → ) to move to the next section.
To gain additional space on your screen you can also close the Content menu using the collapse menu icon ( < ) or work in Full screen mode.
See How to complete the application form for details.
Take note
A minimum of one Professional Development activity must be added to your project. The maximum number of activities for the selected type of project may be limited.
Before you start
- You must have completed sections Context and Project Rationale in the application form.
- You must have completed the Participating Organisations section, adding the organisations involved in the project. The associated Country of Origin or Country of Destination will be used for one or several activities in the Project Details section.
Steps
1. Open "Project Details"
Click on Project Details in the Content menu. The Project Details screen opens, displaying an empty activity.
The Content menu displays a subsection for the first Activity. The red dot indicates that the activity details are not complete.
For each further activity you add, a set of subsections will be listed in the Content menu.
Information
The number of activities you want to specify for the selected project depends on your organisation's needs and expectations. At least one activity must be added to your application.
2. Add activities
2.1. Activity types available for selection
In KA153-YOU application forms, four different activity types are available:
- Staff mobility
- Professional Development activities - Member States and associated countries
- Professional Development activities - Third countries not associated
- Other activities
- Preparatory visits: only in combination with Professional Development activities
- System development and outreach activities: only in combination with Professional Development activities
Take note
A Preparatory visit must be linked to one or more Professional Development activities. You must fill in the details for Professional Development activities in your project before you can fill in details for a related preliminary visit.
The Budget for System development and outreach activities is limited to a percentage of the grant for Professional Development activities.
2.2. Provide basic information for the first activity
From Project Details, fill in the available empty row. 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.
2.3. Add additional activities
If you plan more than one activity in your project, click on the Add activity icon. A new empty row is added for each new activity. 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 professional development 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.
3. If applicable, provide required information for "Professional Development activities"
Take note
Depending on the selected activity the details of some of the sections may vary.
3.1. Fill in the activity details for each activity
Access the Professional Development activity subsection for the activity to complete from the Content menu.
Complete all mandatory fields under Description of the activity, including:
- Question on whether the activity is itinerant: drop-down list, select Yes if you expect the activity to take place in multiple locations, otherwise select No.
- Country of destination: select the country from drop-down list. The list only includes the countries of the participating organisations previously added in the application, under Participating organisations.
- Start date: of the activity; default with the Project start date; Change the date, if needed, according to your needs and the programme guide rules
- End date: of activity; default with the Project end date; Change the dates, if needed, according to your needs and the programme guide rules
Duration Excluding Travel (days) is automatically calculated based on the provided Start and End Date.
A number of other fields will be automatically filled when the related information is added in the Flow Details section for the activity as described below.
A number of text fields is available for you to provide additional information on the planned activity. Complete all mandatory fields.
3.2. Click on "Flows Summary" for the selected activity and provide flow details
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:
- Each activity must include at least one flow.
- Flows 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 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 cards.
- The Flow ID is generated automatically and assigned incrementally.
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 is showing 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.
Important
When filling in the flows for each activity, keep in mind the maximum allowed number of participants at project level. If this number is exceeded, an error message will be displayed in the activity list screen (Project Details) and you will not be able to complete the Project Details section.
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.
3.3. Fill in the flow Summary details
Initially the Flow Summary subsection shows an empty card for Flow 1 (mandatory) in the selected activity.
In the Summary section for the flow you are completing, you have to specify:
Flow with trainers/facilitators only: checkbox to indicate if the flow only has facilitators and/or trainers as participants (optional);
- In an activity you cannot have flows only for trainers/facilitators.
- Total No of Participants, including accompanying persons, participants with fewer opportunities and facilitators;
- No of Accompanying persons, out of total participants, specify 0 if none;
- Out of which No. of Participants with Fewer Opportunities, specify 0 if none;
- N° of Trainers/facilitators, specify 0 if none;
- Country of Origin: select the country from drop-down list. The list only includes the countries of the participating organisations previously added in the application, under Participating organisations.
- Country of destination defaults from the activity details;
- City of Venue: provide the name of the city in the country of destination;
- Start and End Date for the flow: defaults to display project start and end date. Change the dates, if needed, according to your needs. It must be within the duration of the activity and in accordance with the Programme Guide;
- Green travel: checkbox; check it if you plan to use green travel options;
- Number of travel days: add the number of travel days;
- The number of green travel days cannot be higher than 6
- The number of standard travel days cannot be higher than 2
The Duration excluding and including travel days, is automatically calculated.
Take note
If you selected an activity with Third countries not associated to the Programme, please ensure that there are organisations from "third countries not associated to the Programme" involved in the project.
3.4. 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.
Take note
The sum of the duration needs to be equal to the duration including travel of the flow. That means if you add more than one country destination, the total duration for all added destinations must be equal to the duration including travel days of the flow. Each country can only be added once.
In our example, we have added two countries of destination. The sum of the duration is in our example 19, as was required per the warning message displayed initially on screen.
3.5. Fill in details for the flow "Budget"
A number of subsections are available to complete the Flow Budget.
3.5.1. Individual Support
The Individual support budget information is read-only and automatically updated when the number of participants are added/updated for the activity.
3.5.2. 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.
3.5.3. Organisational Support
The Organisational Support budget information is read-only. The calculations are based on the provided details of the flow and automatically calculated.
3.5.4. Inclusion support for participants
When a Number of participants for inclusion support higher than 0 was specified in the flow section, the fields Inclusion support for participants (EUR) and Description and justification of expenses become available and must be completed.
3.5.5. Inclusion support for organisations
The Inclusion support for organisation is calculated based on the provided number of participants with fewer opportunities.
3.5.6. Exceptional Costs
If any participants require coverage of exceptional costs, such costs can be specified in this subsection.
Take note
If in the Travel section you have specified that your group requires exceptional costs for expensive travel, by ticking the Exceptional costs for expensive travel checkbox, you must add an exceptional cost for the expected amount.
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.
3.6. Flow(s) completed
When all subsections for the activity is complete and correct, the flows summary section is marked complete in the content menu and the flows banner is now green.
3.7. Review the "Budget summary" of the activity
The Budget summary displays the calculated grant of the budget items of the activity. It is automatically updated with the details provided for the individual flows of the activity.
This section provides a breakdown of the calculated grant of the budget items requested for the selected activity. All information displayed here is read-only, as all grants are calculated automatically based on the information provided in the flows. If changes are required, update the relevant information in the flows.
The Budget summary subsection is already marked as complete, even if the activity Total Grant (EUR) is 0 (zero).
4. If applicable, provide required information for "Preparatory Visit" activities
4.1. Select the Preparatory Visit activity in the Content menu
Access the activity subsection for the Preparatory Visit activity to complete from the Content menu.
4.2. Provide details for preparatory visits
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 Professional Development activities you added under Project Details. It is possible to add more than one related activity to a single preparatory visit. You may remove a related activity by clicking the x in the blue pill.
Select the Venue of the activity from the available drop-down.
Provide the required information in the available description fields.
The Number of Participants and Total Grant amount will be automatically updated here when the flow details for the activity are completed.
4.3. Click on "Flows summary" for the preparatory visit
Click 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.
4.4. Complete the Flow details for a preparatory visit
For flows in preparatory visit activities you have to provide information on the Number of participants, No of Trainers facilitators and City of Venue.
A checkbox to indicate if the flow only has facilitators and/or trainers as participants is also available.
Take note
In a preparatory activity you cannot have flows only for trainers/facilitators.
You can have maximum two participants in a preparatory visit.
4.5. Check the flow "Budget" for a preparatory visit
In Preparatory visit Grant the Number of participants, Grant per Participant and Total Grant (EUR) is displayed. All information is read-only.
4.6. Add additional flows to the preparatory visits activity, if required
From 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 just explained.
4.7. 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 navigation tree, all sections for the Activity are marked as complete, when all mandatory information has been correctly entered.
5. If applicable, provide required information for "System development and outreach activities"
5.1. Access the Activity details from the Content menu
Access the activity subsection for the System development and outreach activity to complete from the Content menu.
5.2. Provide the required details under "Description of the activity"
Complete all mandatory description fields in the Activity section.
The Total grant (EUR) will be automatically calculated when the related information is added for the activity.
5.3. Provide "Direct costs (EUR)" and "Indirect costs (EUR)"
Provide the costs in Euro in the respective fields for Direct and Indirect costs under System and outreach development activities Grant.
Take note
Indirect costs can be a maximum of 7% of the Direct costs. It is possible to add decimal numbers, if needed. The Grant (EUR) field is updated automatically with the calculated cost.
The total of this grant can be a maximum of 10% of the total project costs of the application.
5.4. 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.
6. Update an activity or flow
To update the Activity type or Activity title of an activity, access the Project Details section and make the changes 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) icon for the activity to access the activity details to make the changes.
Take note
Changes to an activity may result in previously completed subsections of the same activity being marked as incomplete. In such case, you have to check the marked subsection(s) and update accordingly.
For example, changing the Country of Destination of an already completed activity has an impact on the flows belonging to the activity. The flow(s) for the activity must then also be checked and updated.
To update a flow in an activity, from the Flows summary of the relevant activity, click on the Edit (pencil) icon and make the required changes.
7. Delete an activity or flow
To delete an activity from the list access the Project Details screen.
Click on the Delete (X) icon for the activity to remove. Confirm the deletion by clicking on Delete in the pop-up window.
Take note
Deleting an activity will remove all entered data for the selected activity in all subsections. If you remove an activity that is linked to a Preparatory Visit, the Preparatory Visit activity will be marked with a red X. You will have to update or, if no longer needed, delete the related activity accordingly.
To remove a flow from an activity, open the Flow summary of the activity, click on the Delete (X) icon and confirm the deletion by clicking on Yes in the confirmation pop-up window.
8. Example of a completed "Project Details" section
Once 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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