Application process for Youth Exchanges
- One application form per exchange visit (either hosting or sending), and every relevant section of the form, must be completed.
- Title of Project – please give it an innovative title on the basis of the theme. It makes it easier to identity a project.
- Summary of the Project is not a summary of the program but a brief outline of the main aims and objectives of the project in relation to the proposed program theme and activities as well as of the expected learning outcomes.
- The Preliminary Agreement of the Partner Organization (Part III – section B of application form) must be completed and signed by the partner organizer. Applications without the signed agreement will not be considered.
- A maximum of 2 leaders over the age of 25 are eligible for grant support.
- Project Description (Part V of application): All questions within this section must be completed in detail, giving as much clarification and information as possible on the whole process from initiation to evaluation of the project and the active involvement of the young people as well as on the hosting facilities to be provided. Final decision on the eligibility of the project will be made on the basis of provided information.
- The selection committees will take the following into consideration when assessing an application:
- Is the theme of the exchange reflected in the objectives?- Is there clear evidence that the program reflects the theme and will achieve the
stated objectives?
- Level of young people’s involvement in the planning, preparation and evaluation of the exchange,- Will there be substantial contact between the groups of young people before and
during the exchange project?
- If this is an ongoing exchange, have the organizers complied with the conditions of
previous grants (i.e. submission of reports and enclosures; payment of outstanding
refunds)?
- Grant Requested (Part VI of application):
- Complete relevant section – i.e. either Sending (A) or Hosting (B) – if a Bilateral or Trilateral
project; or (C) if a Multilateral project.- Indicate the relevant requested amounts in euros as indicated on the application form
- Calculation of grant requested: On page 11 of the application form, the Actual Travel costs must be indicated (and not 70 per cent of the fares); the same applies to travel costs incurred to undertake the Advance Planning Visit. These will have to be justified with relevant invoices and copies of tickets (for all means of transport from point of departure to point arrival) which will have to be submitted with the evaluation report.- Activity Costs should be based on the daily allowance rate
NB: Please note that it is the Committees’ responsibility to decide the level of the daily flat rate allowance, according to the circumstances of the applicant groups, the program theme and quality of the range of activities, level of young people’s active participation, the accommodation provided (i.e. whether residential; with families; under canvass; etc).
Therefore, even if applicants use the maximum amount, there is no guarantee, if the application is successful, that the total grant will be based on that maximum rate. The level of this rate is being decided by all Program National Agencies, according to their national priorities and circumstances.
- Please provide full bank account details (page 12); missing information would only delay the payment of an eventual grant.
- All applications must bear two signatures.
