1. Access "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 will add, a set of subsections will be listed in the Content menu. 

You might have to use the scroll bar at the bottom of tables or browser window to access all available information on the screens. To gain additional space on your screen you can also close the Content menu using the arrow icon < or work in Full screen mode. See How to complete the application form for details. 

2. Activity types available for selection

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

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

A Preparatory visit must be linked to a Youth Exchange activity.

3. Add an activity

From Project Details, complete the available empty row with ID 1. Select the Activity type from the available drop-down list and provide an 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.   

3.1. Add additional activities

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

The Content menu will display all activities and the given activity titles in brackets as well as any specific subsections for an activity.

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

4.1. Provide details under "Activity"

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

You might have to use the scroll bar at the side of the tables or browser window to scroll down to see additional fields. To gain additional space on your screen you can also close the Content menu using the arrow icon < or work in Full screen mode. 

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

1. Question on whether activity is itinerant: drop-down list, select Yes if you expect the activity to take place in multiple locations, otherwise select No. 
2. Country of destination: select from drop-down list; displaying:
   • for Youth Exchanges - Member States and associated countries activities the list of countries of participating organisations from Programme countries
   • for Youth Exchanges - third countries not associated activities the list of countries of participating organisations from programme country and partner countries neighbouring the EU 
3. Start date: of the activity; prefilled with the Project start date; Change the date, if needed, according to your needs and the programme guide rules
4. End date: of activity; prefilled with the Project end date; Change the dates, if needed, according to your needs and the programme guide rules
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 fields will be automatically populated when the related information is added in the Flow Details section for the activity.

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

You might have to use the scroll bar at the side of the tables or browser window to scroll down to see additional fields. To gain additional space on your screen you can also close the Content menu using the arrow icon < or work in Full screen mode.

4.2. Access the "Flows summary" and click on the "Add a new flow" button 

The Flow summary subsection of an activity is initially empty. Only a warning message is displayed, informing you that you need to add at least one flow. 

Click on the Add a new flow button. 

4.3. Complete the Flow details

The Flow Details screen for the newly added flow displays. 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: check box to indicate if the flow only has facilitators and/or trainers as participants; 

   • In an activity you can not have flows only for trainers/facilitators. 
2. Group: drop-down list
3. Country of Origin: drop-down list; 
   • Youth Exchanges - Member States and associated countries activities displays list of countries of participating organisations from programme countries
   • Youth Exchanges - third countries not associated activities displays list of countries of participating organisations from programme country and partner countries neighbouring the EU 
4. City of Venue: provide the name of the city 
5. Start and End Date for the flow: prefilled with the 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.
6. Green travel: check box; check it if you plan to use green travel options.
7. 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.
8. Total No of Participants: including accompanying persons, group leaders and facilitators
9. No. of Accompanying persons: out of total No. of participants
10. No. of group leaders: out of total No. of participants
11. No. of facilitators (if any): out of total of participants

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

4.4. 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. 

In our example, we add two Countries of Destination. The sum of the duration is in our example 15, as was required per warning message displayed initially on screen. 

4.5. Complete the Flow Budget

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

4.5.1. 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 Distance Band for the group from the available drop-down list.

It is also possible to select Exceptional Costs from the drop-down list. Select this option only if you need to request Exceptional costs for expensive travel for the flow.

If you selected Exceptional costs from the Distance Band drop-down list, you must specify the amount for expensive travel you are requesting. The fields Distance Band, No. of Participants, Grant per Participant, Total Travel Grant will be set to 0 and/or disabled.

4.5.2. Organisational Support

The Organisational support budget information is automatically updated when details are added for the individual flows of an activity.

4.5.3. Inclusion support

Under 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.

4.5.4. Exceptional costs

Under Exceptional costs you have to specify the Number of participants requiring such support and provide a Description and Justification. If no Exceptional Costs are required, enter 0 for the Number of participants. Provide amount for Eligible costs (EUR) if the number of participants supported is higher than 0. 

Do not confuse the Exceptional Costs in this section with the Exceptional costs for expensive travel. 

4.6. Flow completed

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

4.7. 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. 

4.8. 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. 

5. Provide information for "Preparatory Visit" activity type

5.1. Access the Preparatory Visit subsection in the Content menu

Access the activity subsection for the Preparatory Visit activity to complete from the Content menu. 

5.2. 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.

5.3. Access the "Flows summary" and click on the "Add a new flow" button

Click on Flows summary in the Content menu. Initially, only a warning message displays, informing you to add at least 1 flow. Click on the Add a new flow button.

5.4. Complete the Flow details

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 check box to indicate if the flow only has facilitators as participants is also available. 

5.5. Complete the flow "Budget" for preparatory visit.

In Preparatory visit grant under Budget provide the Country of origin by using the available drop-down list. 

The Grant per Participant and the Total Grant are automatically calculated.

5.6. 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 a flow

To 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.

7. Delete an activity or a flow

To 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 YES 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.