Welcome

The root page Welcome could not be found in space Erasmus+ & European Solidarity Corps guides.
Skip to end of metadata
Go to start of metadata

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.

Our example below shows how to complete the Project rationale section using a Youth participation activities (KA154-YOU) application form

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. 

 Relevant For...

This page is relevant for:

  • Erasmus+ Call year 2022
    • KA154-YOU - Youth participation activities

Prerequisites

  • You must have completed the Context and Participating Organisations and Project Rationale sections of the application. 

 

Steps

1. Access "Project Details" 

Click on Project Details in the Content menu. The Project Details screen opens. Initially, only a drop-down list is displayed on screen. 

The subsection Description of the Activities is also available 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.

Access the Project Details from the Content menu


2. Complete "Project Details"

Under Project Details, you first have to answer the question about your organisation's plans to carry out mobility activities and/or events. Select YES or NO from the drop-down list. 

Select YES or NO from the drop-down list

 
Selecting YES will result in a table being displayed for you to complete.

Project Details screen after selecting YES from the drop-down list

Selecting NO will not add the table in this screen. You only have to complete the Description of the activities subsection. Proceed with Step 4 of the instructions. 

Project Details screen after selecting NO from the drop-down list

 

3. Add an activity, if applicable

3.1. Provide the general activity information for the first activity

By default, one empty row is displayed in the activity table with ID 1 after you selected YES in the previous step. 

Select the Activity type from the available drop-down list. Two different activity types are available:

  1. Youth participation events
  2. Youth participation mobilities

Provide an Activity title.

The Content menu will update and display the added activity and the given activity title in brackets. The subsection is at this point marked with a red dot, indicating mandatory information is missing for the activity.  

Provide the general activity information for the activity

3.2. Add additional activities, if applicable

If you plan more than one activity in your project, click on the Add an activity button. A new empty row displays. Select the Activity type and provide the Activity title.

Take note

Each Activity type can be added multiple times, if required. The number of activities you want to specify for the selected project depends on your organisation's needs and expectations. 

Add additional activities using the Add an activity button

 
For each added activity, a new subsection becomes available in the Content menu under Project Details.

In our example, three activities have been added: two of the activity type Youth participation events and one of the type Youth participation mobilities. All are displayed in the Content menu and marked with a red dot. 

Example of screen with three activities added

 

4. Complete the "Description of the activities" information

Select Description of the activities from the Content menu. Complete all mandatory fields available. The section includes a number of free text fields to be completed, as well as:

  • A question on estimated number of participants - If you plan events or mobility activities do not include those participants in this estimate
  • A question if you also plan to involve other participants. If answered yes, additional description is required.
  • If you are applying as a group of young people, you may select to have support of a coach. If answered yes, additional description is required. In the Project Budget section you need to specify the number of days of coaching.

Once complete, Description of the activities in the Content menu is marked with a green dot.

Access and complete the Description of the activities information


5. Provide detailed information for "Youth participation events", if applicable

5.1. Access the Activity subsection from the Content menu

If you added an activity of the type Youth participation events, the related subsection displays in the Content menu, the Activity title provided is displayed in brackets. Click on the subsection to open the Activity details to complete. 

Access the Activity subsection from the Content menu

 

5.2. Provide details under "Activity"

Complete all mandatory fields in the Activity section for the Youth participation event. Certain information, such as Activity type and Title are prefilled and cannot be changed in this screen.

Complete following information:

  • Select the County of the event from the available drop-down list. The drop-down list will display the countries of the participating organisations added to the application and countries with seats of the Institutions of the European Union (Belgium, Germany, Luxembourg, France, Netherlands). 
  • Provide the Duration of the event in days and
  • Add the Number of participants 

Once the information is provided, the Events Grant subsection at the bottom of the Activity details screen is updated and the Total Grant (EUR) calculated. 

The Activity subsection is marked as complete in the Content menu. 

Provide details under Activity

If you added more than one Youth participation event activity, complete them in the same way.

 

6. Provide specific information for "Youth participation mobilities", if applicable

6.1. Access the relevant Activity subsection from the Content menu

If you added an activity of the type Youth participation mobilities, the related subsection displays in the Content menu, the Activity title provided is displayed in brackets. Click on it to open the Activity details. 

A Youth participation mobilities activity contains the subsections Flow summary and Budget summary which are accessible from the Content menu.

Access the relevant Activity subsection from the Content menu

 

6.2. Provide details under "Activity"

Complete all mandatory fields in the Activity section, including:

  1. If activity is itinerant: drop-down list, select YES or NO
  2. Country of destination: drop-down list. The drop-down list will display the countries of the participating organisations added to the application and countries with seats of the Institutions of the European Union (Belgium, Germany, Luxembourg, France, Netherlands).  
  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 the activity; prefilled with the Project end date. Change the date, if needed, according to your needs and the programme guide rules.

The field Duration Excluding Travel (days) is automatically calculated based on the specified start and end date. 

A number of greyed out fields will be automatically populated when the related information is added in the Flow summary subsection for the activity.

Provide details under Activity

 

6.3. Access the "Flow summary"

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

Access the Flow summary from the Content menu

6.4. Click on the "Add a new flow" button

Click on the Add a new flow button. 

Click on the Add a new flow button

 

6.5. Complete the Flow details

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

  1. Flow with decision makers only: check box to indicate if the flow only has decision makers as participants;
    • Checking this box will result in the fields Total number of Participants and Accompanying persons being greyed out
  2. Country of Origin: drop-down list; the drop-down list will display countries of participating organisations from programme country and partner countries neighbouring the EU.
    • For flows with decision makers only: the drop-down list will display countries from programme country and partner countries neighbouring the EU.
  3. City of Venue: provide the name of the city 
  4. 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 rules.
  5. Green travel: check box; check it if you plan to use green travel options.
  6. 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.
  7. Total number of Participants, and of these how many are:
    1. Accompanying persons, and
    2. Decision makers (if any)

The duration excl. and incl. travel days is automatically calculated.

Complete the Flow details

 

6.6. 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 add two Countries of Destination. The sum of the duration is in our example 17, as was required per warning message displayed initially on screen. 

Complete the List of countries for Itinerant, if applicable

 

6.7. Complete the Flow Budget

6.7.1. Individual Support Grant

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

6.7.2. Travel

To calculate the Travel grant for the flow, select the Distance Band for the group from the available 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. 

 

6.7.2.1. Exceptional costs for expensive travel

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

If you selected the option, you must specify the cost for expensive travel you are requesting. The Total Travel Grant (EUR) is automatically calculated. 

6.7.3. Inclusion support for Organisation

Under Inclusion support for Organisation you have to specify the Number of participants for inclusion support. If no inclusion support is needed for the flow, enter 0.  

The Inclusion support for organisation is calculated based on the provided number of participants.

 

6.8. Review the "Budget summary"

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

When all required information has been provided for the activity, the subsections and the activity in the Content menu are marked as complete. 

Review the Budget summary

6.9. Add additional flows to the activity, if required

You can add multiple flows to an activity, if required. Access the Flow summary from the Content menu and click on the Add a new flow button. Provide all required information for the newly added flow as just explained. 

Add additional flows using the Add a new flow button

 

6.10. Update or delete a Flow

To update a flow, from the Flow summary, click on the Edit (pencil) button and make the required changes. To update a flow from the Flow summary, click on the Edit (pencil) button and make the required changes. 

Update a flow

To remove a flow from an activity, in the Flow summary click on the Delete (X) button and confirm the deletion by clicking on Yes in the confirmation pop-up window.

Delete a flow

 

7. Update an activity

To update Activity type or Activity title, access the Project Details section and make the changes in the table as required.

Change of activity type may result in previously completed subsections of the same activity being marked incomplete. In this case you have to check the marked subsection and update accordingly. 

Update general activity information


To update additional Activity details, such as duration or number of participants, select the relevant activity from the Content menu and make the required 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.

Update an activity with impact on flow

 

8. Delete an activity

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 and all subsections.

Delete an activity from the Project Details screen


Expected Outcome

  • Project Details section and sub sections are marked complete

Project Details section and all subsections completed

Top of page