Welcome
Take note
The illustrations in the Application Forms wiki pages are for consultation purpose only and may not 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 further details on your project, the main activities of your project, including the amount of EU grant that you are requesting to implement them.
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.
The maximum number of activities for the selected type of project may be limited.
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.
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.
In KA152-YOU application forms, three activity types are available to be added:
A Preparatory visit must be linked to a Youth Exchange 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.
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.
Take note
Depending on the selected activity the details of some of the sections may vary.
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:
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.
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.
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:
Flow with trainers/facilitators only: check box to indicate if the flow only has facilitators and/or trainers as participants;
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 for this activity type there are Third countries not associated to the Programme involved.
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 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.
A number of subsections are available to complete the Flow Budget.
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.
The Organisational support budget information is automatically updated when details are added for the individual flows of an activity.
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.
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.
When all information for the flow is complete and correct, the Flows summary section is marked complete.
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.
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.
Access the activity subsection for the Preparatory Visit activity to complete from the Content menu.
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 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.
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.
In an activity you can not have flows only for facilitators.
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.
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.
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.
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 and update it 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 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.
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.
Take note
Deleting an activity will remove all entered data for the selected activity in all subsections. If you remove an activity that was 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 this activity accordingly.
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.