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hello and welcome to this pre-recorded.webinar for the 2019 call for.applications for mobility for youth also.known as ka 105 my name is Kiera Simon.and I'm an assistant program manager.within the erasmus+ youth team at the UK.national agency.I'm also accompanied by my colleague.Sonia Nazir who will be presenting this.webinar with me today this session has.been designed to support applicants.looking to apply for funding under the.decentralized strand of key action one.known as mobility for young people and.youth workers in the 2019 call we will.primarily focus on how to complete the.online application form and provide you.with some helpful hints and tips.regarding the application process if you.would like more information on key.action one youth you can refer to the.2019 program guide and guide for.applicants available on the erasmus+.website we will now go through the.presentation starting with an overview.of key action one youth looking at the.different opportunities available under.this key action we will then focus on.completing the online application form.with what you need to do before applying.completing an application form together.which includes using EC tools such as.the distance calculator validating the.application form and touching upon some.key points we will close the webinar.with reviewing the next steps and.support and contact information in the.run-up to the deadline if you prefer to.read the notes on how to complete the e.form you can find these in our guide for.applicants which is available on the.erasmus+ website under the section apply.for youth mobility funding before.we talk about key action one youth and.what you can do as part of a key ka 105.projects it is worth being aware of the.wider erasmus+ program objectives and.the European policies that the program.and also ka1 youth aims to address as.erasmus+.is a European program it is important to.link your k ay-one project to the.overarching european priorities and show.the added value of carrying out your.project on a European level with other.organizations within and neighboring the.EU when doing so it is important to keep.the general objective of the erasmus+.programme in mind as well as the.important features of the program the.general objectives of erasmus+ is to.contract contribute to a number of.policies the objectives are covered in.more detail in part a of the erasmus+.programme guide as well as the following.important features of the erasmus+.programme which are the Europe 2020.strategy including the headline.education targets the strategic.framework for European cooperation in.education and training ET 2020 the.sustainable development of partner.countries in the field of higher.education the renewed framework for.European cooperation in the youth field.2010 to 2018 the objective of developing.the European dimension in sports in.particular grassroots sports in line.with the EU work plan for sports and the.promotion of European values in.accordance with article 2 of the treaty.on the European Union which includes.human dignity freedom democracy and.equality the important features of.erasmus+ are detailed in parts a of the.program guides and include recognition.of skills and multilingualism you should.look through them carefully in your own.time as well as the specific objectives.for the field Youth key action 1.provides learning provides opportunities.for individuals to improve their skills.enhance their employability and gain.cultural awareness through transnational.mobility under key action 1 or.can apply for funding to offer.structured study work experience job.shadowing training and teaching.opportunities to both learners the young.people and staff the youth workers.within key action one youth there are.opportunities for young people and youth.workers the types of projects that can.be supported under this key action our.mobility projects for young people and.youth workers that can comprise of youth.exchanges and youth workers training and.networking activities in the following.slides we will review each of these.activity types in more detail as a basic.overview as you can see on the screen.under key action one within the youth.sector there are opportunities for young.people and youth workers alike the types.of projects that can be supported under.this key action our mobility projects.for young people and youth workers that.can comprise of youth exchanges and.youth worker activities in the following.slides.we will look into these activity types.in a bit more detail youth exchanges.youth exchanges enable groups of young.people from various countries to meet.during an exchange lives together and.work collaboratively collaboratively on.a chosen topic young people taking part.in youth exchange activities must be.aged between 13 and 30 it is important.to note that the minimum age of 13 must.be reached by the start of the activity.and the maximum age of 30 must not be.exceeded at the time of the application.deadline the overall project duration.can be a minimum of three months and a.maximum of 24 months the actual youth.exchange activity duration can be.between 5 and 21 days this is excluding.travel days activities can include.workshops debates role plays outdoor.activities and arts and crafts related.activities tourist or holiday activities.festivals and performance tours are not.eligible youth exchange activities.all of these activities are to be.designed and prepared by young people.before the exchange and young people.should be actively involved with the.project at all stages of its delivery.for this type of project there needs to.be at least two participating.organizations from both erasmus+.programme countries and partner.countries neighboring the EU you should.refer to the program guide on our web or.our website for the list of.participating or countries that fall.under this category each country.involved in the projects applicants and.partners must put forward a national.group of participants for the exchange.each group must comprise of a minimum of.four young people and one group leader.young people must be supported.unsupervised during the exchange itself.by group leaders aged 18 or over from.the participating organizations who.assume responsibility for leading the.activity and ensuring the health and.safety and welfare of the participants.the total number of participants for.each Youth Exchange must be between 16.and 60 participants in total plus group.leaders multiple exchanges within the.same project are possible allowing for.reciprocal extent exchangers advanced.planning visits can be included in these.projects an advance planning visits is.only added only eligible for youth.exchange projects the purpose of a PDS.is to ensure high quality activities by.facilitating and preparing.administrative arrangements building.trust and understanding and setting up a.solid partnerships partnership between.organisations involved young.participants can also be involved in the.visit to integrate them fully in the.project design an advance planning.visits must take place in the country of.the receiving organisation ahead of the.Youth Exchange the duration of an APV.must be of maximum two days excluding.travel days and the number of.participants is generally one.participant or group leader per group.there is a possibility to.raise the number to two participants per.group provided the second person is a.young person who will take part in the.Youth Exchange activity mobility of.youth workers these projects focus on.mobility of youth workers supporting the.professional development of youth.workers of any age projects can last.from 3 to 24 months activities can last.from two days to 2 months these projects.includes transnational or international.seminars training courses networking.events and study visits a job shadowing.observation period abroad in an.organization active in the youth field.the total max maximum number of.participants is 50 it is worth noting.that an expected part of a key option1.youth project is the use of non formal.or informal learning and that all.participants are expected to receive.recognition for what they learn during.the project this can be through national.recognition systems such as as dan the.award scheme development and.accreditation network or through the use.of European recognition tools one of.these tools is youth pass and all young.people and youth workers involved in ka1.mobilities can receive a youth pastor.TIFF Achatz the youth pass certificate.describes and validates non-formal and.informal learning that has taken place.within the project's activities it can.be used as a guides during projects to.encourage learning more details and.guidance can be found on the official.website www.sceeto.com.projects will involve several.organizations which will have to assume.some roles and tasks we have three types.of roles coordinator sending.organization and receiving or hosting.organization the coordinator is the main.applicant who will be the one applying.for the project and funding on behalf of.all the partner organizations.organizations must be based and.registered in the UK to be able to apply.or in the case of informal groups.members must be resident in the UK the.coordinator of the project must also act.as sending or receiving organisation in.the project activities the sending.organisation will be in charge of.sending young people or youth workers.abroad this includes organising the.necessary practical arrangements and.pre-departure preparation of.participants the receiving organisation.sometimes referred to as the hosting.organisation will be in charge of.hosting the actual activity and.developing the program of activities for.participants in cooperation with the.other participating organisations both.the sending and receiving organizations.are responsible for providing supports.to the participants throughout the.lifetime of the project during all its.phases all organizations should.determine and agree upon roles and.responsibilities from the outset of the.project signing partnership agreements.before hands is highly recommended for.information about the types of.organisations that can apply for k1.youth funding please refer to our 2019 k.ay-one youth guide for applicants before.you apply before you begin your.application you will need to ensure that.you have obtained a participant.identification code or pic for your.organisation this is a nine digit number.that is generated by the system and is.unique to your organization this will.enable you to complete the application.form in addition you need to ensure that.all the details on your organisation are.up-to-date on the European Commission's.participant portal so if you don't.already have a pick you will need to.complete these two registration steps.firstly register an individual account.on EU log in this is a points for user.authentication to a wide range of EU.Commission tools the registration.process is very simple and you can.download a handout from our website.which will guide you through the process.it can be found in the before you apply.section it is important to ensure that.the individual whose account will be.linked to the pic is contactable and.able to represent your entire.organization once you have your EU login.you need to obtain a pic for your.organisation do the participant portal.the participant portal is a single entry.point for the electronic administration.of erasmus+ projects as well as projects.funded under other EU programs after.starting the registration process you.will be prompted to provide information.about your organization as well as.upload documents related to your.organisation these documents are needed.to provide the legal status and.financial capacity of your organization.and it is essential that the information.on these documents matches the.information you've inputted on the.portal if you are creating a pic ensure.you register on to the correct.participant portal the link provided in.the handout and on our website is for.the education audio-visual culture and.citizenship and volunteering portal.which is the correct one however if you.search on the internet you may come.across the research participant portal.which is not the correct portal for.erasmus+ ensure all of your partner is.participating in the project also have a.pic and that all their organization's.data is correct and up to date on the.participant portal before submitting.your application this is because this.information is extracted from the pic.into the application form and partner.mandates partner mandates are now no.longer available on our websites as.these are generators from your applique.conform based on the data entered under.participating organizations once you've.completed all the partner information.you will be able to download the partner.mandates these must be hand-signs.by the legal representative from each.pioneer organization and the legal.representative of the applicants.organization signed versions must be.scanned and attached as an annex to the.application form before a submission you.should check that all the information in.the mandates is accurate unidentified -.the pics any discrepancies will result.in the NA not accepting the partner.mandates we would like to remind you of.the upcoming deadlines for key action.one Youth applications submitted under.the 2019 call all applications can only.be submitted online and most importantly.they must be submitted by 11:00 a.m. UK.time which is 12:00 midday Brussels time.on the day of the deadlines indicators.above you will need to apply using the.online web-based application form this.application has to be completed in your.web browser using the erasmus+ forms.website which you log into using your EU.login account for further details about.how to access and complete this.application form you should refer to our.k105 guides for applicants and also also.our k-1 youth pre-recorded webinar both.of which provides step-by-step.information about filling in the.application form you can find links to.the application forms on our websites.under the section apply for youth.mobility funding ensure you begin.working on your application as soon as.possible our team is extremely busy in.the run-up to this deadline and while we.do our best to support all applicants.this may not be possible if you submit.questions right before the deadline we.would strongly urge organizations to.submit their applications at their.earliest opportunity there is an.alternative submissions procedure in.place should you encounter any technical.issues which prevent use from sub.application this process is outlined in.our guide for applicants and should be.adhered to if you wish for the NA to.consider your application once you have.completed all the pre-application steps.you start your application form the.application form will need to be.submitted online by the applicants.organization the form can be accessed.via a link on the erasmus+ website on.the apply for youth mobility funding.page for those of you that have.submitted applications before you will.see that the initial applications page.has changed slightly for your reference.when you first access the application.page ensure that you have clicked the.opportunities tab in the top right hand.corner you can then select either youth.or learning mobility of individuals ka1.to access dk1 youth applications forums.by clicking youth all opportunities.under the sector will appear which.includes ka 2 and ka 3 by clicking.learning mobility of individuals ka 1.all sectors will appear which includes.higher education vets adult education.and schools therefore it is important to.ensure you are selecting the correct.action and fields before you begin.ensure you have the correct k1.application form open by checking the.details in the top right hand corner as.illustrated on this slide.it should state 2019 as the collier ka.105 for youth mobility as the action.type and the relevant deadline we will.now go into the actual application form.and run through this with you.we will now talk you through the.erasmus+ online web forum for youth.mobility projects which applies to.projects that focus on youth exchanges.and all youth worker mobilities the.forum has been successfully tested on.the following browsers Internet Explorer.Firefox and Chrome.we recommend where possible you use a PC.to complete the forum you will still.need Adobe Reader to download the.declaration of honor and your partner.mandate forms we will now go through.each section of the key action 105.application highlighting the core areas.of the web application form for detailed.guidance refer to our guide for.applicants which is available on the E.Plus website under the apply for youths.funding page here you will find the link.to the application form for key a 105 it.is important you consult the most.up-to-date versions of the guidance.documents available these include the.2019 program guide the 2019 guide for.applicants created by the National.Agency and most importantly selecting.the correct 2019 application form for ka.105 logging in on home page to open the.KA 105 application you need to click on.the link to the erasmus+ forms website.which take you to the EU login screen.login using your EU login details you.will then be redirected to the home page.on this page under opportunities you.will see all fields and key actions.displayed there is also another tab.called my applications here you should.see any applications which you have.already started or finalized as.previously mentioned you can either.select youth or learning mobility of.youth injured individuals to access the.key action 1 youth application.forms by clicking youth all.opportunities under this sector are.displayed which include key action - and.key action 3 under the youth mobility.option click apply to generate a new.application ville.once you have clicked apply a welcome.message will appear please read this.carefully as it gives you important.information on some of the form.functions each time you click apply a.new draft of the application will be.created and saved therefore if you have.multiple application drafts saved ensure.you open and edit the correct one.the application is saved automatically.every 2 seconds.therefore there is no option to save the.form and you must ensure you are.connected to the Internet at all times.the menu of the Left displays each.section of the application which.currently show a red triangle.until each mandatory section has been.fully completed with correct information.individual boxes within each section are.also marked with a red line on the.left-hand side until information has.been entered applications cannot be.submitted until all sections have been.marked green with a tick context moving.on to the application the first section.of the e form is contacts here you will.need to enter your project details which.include project title project acronym if.applicable start date project duration.and so forth some key points to note you.will need to select the activity type.which will tailor the questions within.the application form therefore ensure.you select the correct type for mixed.projects both can be selected the start.dates must be between 1st May 20 19 and.30th September 2019 and can be entered.manually or selected using the calendar.ensure you will use the right date.format within hyphens if you enter it.meant manually the project duration.should be between 3 and 24 months and is.selected using the drop down menu the.project end date will automatically.populate the national agency selected.must always be UK r1 United Kingdom the.language selected must be English the.overall project duration will need to.encompass all project related activities.from promotion and recruitment through.to evaluation and dissemination it is.important to consider a realistic.project duration to be able to carry out.all activities to a high standard you.are expected to carry out project.activities up until your project end day.before you can report on your project.and request any fine final payments of.your grant.therefore please bear in mind this when.planning the length of your project you.should also ensure you have incorporated.sufficient time before your activities.start to be able to purchase economical.travel tickets and allows for enough.time to prepare the participants in.addition we also recommend you apply.time you allow time for preparation and.be very of delays in receiving your.contract for the project please note.that if you are awarded funding the.indicated date for signing your contract.with the UK National Agency is five.months after the deadline so july 2019.for applicants applying under the fifth.February 2018 deadline you are therefore.advised to select a project start day.with this in mind as a cost for any.activities incurred before your contract.is signed are at your own risk as he can.see all the fields have been completed.and this section is marked with a green.tick.participating organizations moving on to.participating organizations this has two.subsections applicant organization and.partner organization you may add a new.partner.via the add partner button at the bottom.of the screen the even will create a new.subsection under partner organizations.the process will repeat every time you.add a new partner organization to enter.the details of your organization and.partner enter the pic number in the.corresponding box this will.automatically populate organizations.legal name for the from the participant.portal you can view organization details.by selecting the name or clicking the.menu button on the right-hand side of.the role organization details allows you.to view details and refresh organization.should be used if any changes are made.to the participant portal you will.notice there are a number of boxes.greyed out this information is populated.from the participant portal and cannot.be amended here if any of this.information is incorrect.ensure you update the participant portal.there are some sections that you are.required to complete which include.profile associated persons and.background experience please know if.their answer to the question regarding.your organization being a public body is.yes organizational support amounts will.be reduced by 50% as highlighted in the.2019 program guide on page 87 the next.section is associated persons the.details of the legal representative and.contact person should be added here by.clicking by again clicking the menu.button on the corresponding roll the.sections for both the contact person.a legal representative need to be.completed in full it is important that.the legal representatives details are.consistent through the application form.the Declaration of Honor partner.mandates and other supporting documents.if your application is successful the.legal representative will be required to.enter your organization into a legally.binding commitment to the project so you.must select someone who is authorized to.do so on behalf of your organization the.menu across the top of the page will.allow you to navigate between sections.and pages the contact person will be the.first point of contact during the.application process should the.application be successful the.contracting and delivery of the project.we strongly recommend that the contacts.contact person is different from the.legal representative and if any details.change the UK na is notified now if you.go back using the top menu to the.applicant organization section and then.scroll down to the Associated person sub.section you can see that you can also.add additional associated persons for.example if you wish to include a second.contact person click the add associated.person button associated persons can be.removed by clicking the menu button and.selecting delete persons the final sub.section covers information on the.background and experience of your.organization the information in this.section will inform the Assessor of your.organization's capacity to manage the.project and requested grant successfully.you will need to provide an overview of.your organization including your aims.and details of the young people you work.with this is followed by the activities.and experience of the organization in.the areas relevant for this application.and key staff involved in the project.finally you will be asked to indicate if.you have applied or received a grant.from any European Union program in the.in the last 12 months preceding this.application if you opt yes you will be.required to provide more information on.these grants select add grant to enter.more than one once the information on.the applicant organisations has been.completed you will need to go back to.the participating organisations all.partners must be added to the.application as we have already done.similar to the applicant organization.enter your partner's pic number to.pre-fill the organisation details open.their details and edit for each partner.you will also have to provide the.details of their contact person and.legal representative as well as their.background and experience use the add.part number and to upload additional.partners as needed hints and tips here.are a few hints and tips to help you.with this first section of the.application form a high-quality.application will be specific in each.section providing good details on.background and experience and naming the.key persons delivering the project and.their skills you should emphasize the.previous experience of your organisation.and your partners in delivering projects.and activities and the skills and.knowledge developed linking these to the.activities you propose in the.application explain how the activities.fit into other programs or activities.you deliver this will help the Assessor.understand the needs and expertise your.organisation has and the potential.impact be clear on each partner's work.and expertise and why they have been.selected project description moving on.to project description.this section you must provide a.rationale for your project identifying.the objectives issues and needs of your.projects you will address outline how.these needs and objectives were.established for example through research.and planning meetings where possible use.exchanges youth exchanges projects.should demonstrate how young people were.and will be actively involved in shaping.the project you should you should also.show a clear link with the priorities.and objectives of key action one Youth.you should outline the competencies or.learning outcome outcomes participants.will acquire through participation and.identify the competencies that specific.activities and methods will develop.there should be a clear link between the.aims of your project the activities.under learning outcomes and these should.be relevant to your participant.participants and address their needs.you should detail how the partnerships.were formed and their contribution in.terms of the skills and experience that.that have that they have that is.relevant to the project outline how this.project links to the needs and.objectives of your partners for the.topics addressed by your project select.up to three relevant topics from the.options if your project expects to.address more please choose the three.most relevant next you will need to.select if your project will involve.participants with fewer opportunities.selecting yes will prompt further.questions on the background of these.participants their environment their.circumstances and the measures that will.be in place to support the participants.you must state if your project involves.participants with fewer opportunities.if you select yes you will need to.identify the types of situations these.participants are facing until the action.or likely profile of the participants up.to a maximum of seven for more detailed.guidance on each category please refer.to page 10 of the 2018 program guide in.the equality and inclusion section.preparation the next section is.preparation when completing this section.refer to the information provided in the.award criteria for the specific key.action in the program guide.you.the next section is preparation.underballs practical arrangements and.project management you should detail how.practical and logistical arrangements.will be addressed which include but are.not limited to travel accommodation.insurance safety and protection of.participants visas Social Security.considerations mentoring and support and.preparatory meetings with partners if.your project involves minors which are.participants under the age of 18 it is.particularly important that you provide.information regarding how you will.implement safeguarding and child.protection procedures in the project.management section you should fall clip.focus on the roles and responsibilities.of all participating organizations in.order to ensure quality learning.outcomes as well as good administration.and delivery of the project you should.also provide information of the partner.agreements and learning agreements in.place preparation of participants should.describe the training plan for all.participants and group leaders as deemed.necessary for the success of the project.this must not only cover task based.training but also which partner will.deliver preparatory activities and when.they will take place information about.language and cultural preparation.practical orientation and risk.prevention and describing how the.preparations are relevant to the.experience finally in the recognition of.learning outcomes section you will need.to indicate their instruments and.certificates which will be utilized to.validate their learning during the.activities erasmus+ promotes the use of.European tools and certificates such as.Youth pass which is the most commonly.used European recognition tool for.non-formal and informal learning in news.work you will have to state if you have.if you will use any competence.validation certificates and if so which.you will also have to explain how you.will use these activities moving on to.the activities section this is one of.the most important parts of the.application you are required to.individually add each flow completing.the budget headings for each activity.separately which includes special needs.costs and exceptional costs therefore.you will need to ensure the cost.requested correspond to the correct.activity number once you have selected.the activity type and enter the activity.title you will be required to describe.the activities outlining all activities.the contexts and objectives and how they.meet their objectives of the project you.should also detail about include details.about the venue plan dates working.methods countries involved and the roles.of the participating organisations.remember this information is also.provided within timetables of activities.which must be annexed to the application.form all activities need to demonstrate.compliance with the principles and.provisions described in the erasmus+.programme guide annex 1 mobility project.for young people and youth workers this.includes the use of a variety of.informal and non-formal methods to.generate learning formal methods should.be strictly limited all activities.should include space for participants to.reflect on their learning ideally using.Youth past and should encourage active.participation creativity and initiative.the final questions cover the.participants profiles here.you must describe who your participants.are and provide details of their age.back ran learning outcomes learning.needs and what their learning outcomes.or competences are expected to be.acquired.you should also detail the recruit.selection process from all partners from.all partner groups and how you will.ensure a fair and transparent process.once all the narrative has been.completed you can begin to add your.flows under this activity select the.flow number to edit and complete all.mandatory files all mandatory fields.group country of origin country of.destination will provide options only.based on the partners identified city of.venue.start and end dates should reflect only.the activity dates and exclude travel.days as best practice you should allow.at least a month after the earliest.project start day so in case the grant.agreement are all funding is not.received by the project start day you.have sufficient time to plan accordingly.next enter the number of participants.which will include all young people.group leaders and accompanying leaders.ensure the minimum and maximum numbers.for each activity type are adhere to for.the total participant numbers you will.identify the number of participants with.special needs who will require.additional support to aid their.participation in the activity and the.number of participants with fewer.opportunities accompanying persons are.defined as someone who accompanies.participants with special needs to.ensure protection provide support and.extra assistance until the number of.group leaders trainers and facilitators.a group leader must be at least 18 years.of age and their role in a Youth.Exchange is to ensure effective learning.for all participants for the distance.band use the European Commission.distance calculator to calculate the.one-way distance the distance band.selected calculates travel funding for a.return journey.distances should not be rounded up and.are checked by the NA we will then.demonstrate how to use the distance.cultural calculator as we type in the.city we are presented with a list of.options which we must select for the.calculator to acknowledge we will use.the distance given in the application.for if you are requesting expensive cost.for expensive travel the distance.Mansfield's will grow out as you are not.able to request travel funding under.both the travel budget and exceptional.costs requests for expensive travel.costs must both be justified and.supported by a clear break down of the.expected costs this will enable the na.to assess the eligibility of the request.appropriately the breakdown must.evidence that the relevant travel band.for the journey does not cover at least.70% of the estimated costs ensure all.fields within the budget sections are.completed and part participant numbers.and durations are consistent durations.should be inclusive of travel days and.should match those given in the.timetables annexed to your application.at the bottom of the budget section you.can also include any additional costs.for special needs and exceptional costs.for both sections you must enter the.number of participants this is required.for a description of the costs and the.amount you are requesting once flow.details are completed go back to.activity details additional flows can be.added by clicking add flow and removed.by clicking the menu button and.selecting deleted so hints.tips any costs requested under special.needs an exceptional costs will need to.be justified as these are based on.actual costs rather than unit costs a.clear break down should be given for all.costs and each cost art itemized.separately you should ensure special.needs and exceptional costs are.requested against their correct activity.for example if you are applying for.accommodation costs for an advance plan.planning visit and Beezus for the youth.exchange participants do not put these.both under the apv activity budget as.the youth exchange raisers will be.deemed ineligible under the apv ensure.participant numbers are correct and.consistent throughout the entire.activity section each activity must be.added separately we cannot fund.activities if they are listed in the.application form if they are not listed.in the application form you should also.ensure that the activities listed are.consistent with the information given.within the narrative of the application.form after all activity and flow.information has been completed check the.final total activity budget for accuracy.the national agency is able is unable to.award any additional grant for.administrative error errors please refer.to our guide for applicants for further.details regarding the costs you can.request under special needs costs an.exceptional costs follow up the follow.up section looks at impact dissemination.and evaluation for this section you.should list the expected outcomes for.participants resulting from their.planned learning and active involvement.and participation in the project.this may include knowledge skills.changes in attitude or behavior impact.on employment status ability to access.further education well-being or.lifestyle consider the most relevant and.realistic outcomes for participating.organizations detail how the activity.generate organizational learning or.specific skills for staff describe the.influence the project may have on future.work and how any youth workers involved.will use the learning in their daily.work and with young people you should.also consider if this project will.develop the participating organizations.or participants understanding of an.issue youth work or train them in any.new methodology that can be implemented.in their local community for example.will this raise the profile of an issue.or an organization locally nationally or.internationally highlight any activities.you plan to involve the wider community.in and the benefits to them given that.dissemination should be considered.through the project you should ensure.that dissemination activities are.focused relevant and well described and.that the target audiences are clearly.identified.you.dissemination activities may be in the.form of local meetings workshops or.discussions and you may use handouts.reports evaluations or videos you may.also plan to obtain press coverage or.invite local councilors or.decision-makers to disseminate to.dissemination events the erasmus+.marketing team is always keen to hear.about interesting case studies and.there's an erasmus+ dissemination.platform which can be used to share.project outcomes called the European.project results platform for youth.worker mobility projects each individual.that participates in the project is.expected to cascade information across.the formal and informal networks upon.their return and that dissemination.takes place across all partner.organizations you are also expected to.include a few final evaluation to.include a final evaluation of the.project in which you will be able to.assess whether or to what extent the.project has been a success the.evaluation should highlight the learning.outcome of all involved this section.should detail how activities will be.monitored and through what methods they.will be evaluated.we encourage evaluation before and.during the activity in addition to the.final evaluation this helps with.establishing baselines and identifying.and implementing improvements consider.involving partners placement providers.and participants in the evaluation.stages identify how you will evaluate.the activities during the project and.participants satisfaction with the.placement overall how you probably how.will you evaluate the management.processes the long the longer-term.evaluation of the project and how.findings will be used budget summary the.budget summary provides an overview.based on the activities entered it is.important to be aware that if the.project is approved the applicant.organization will receive the grant and.will be responsible for distributing.amongst the partners to ensure.the effective delivery of the project.remembered the erasmus+ grant is.regarded as a contribution to your.project costs and may not cover the.total cost of your project the UK.national agency cannot award any funding.over the amount requested so please.ensure that you check your budget.thoroughly before submitting your.application the budget categories for a.key action one Youth project includes.the following travel which is a.contribution towards the costs of each.participants return journey from their.place of origin to the location of their.mobility activity travel is calculated.on a unicast basis and is based on the.travel distance according to the.distance calculator organizational.support is calculated on unit cost basis.and is a contribution towards costs.directly linked to the implementation of.mobility activities it includes.subsistence for participants the funds.are expected to include preparation.monitoring and support and validation of.learning outcomes special needs support.is only applicable if you plan to.involve participants with special needs.or a disability which will result in.additional cost.you.apologies going back to organizational.support it is calculated on a unit cost.basis and is a contribution towards.costs directly linked to the.implementation of mobility activities it.excludes subsistence for participants.the funds are expected to include.preparation monitoring and support and.validation of learning outcomes special.needs support is only applicable if you.plan to involve participants with.special needs or a disability which will.result in additional costs this.component of the grant is based on an.estimate of the likely actual costs.relating specifically to the needs of.participants with disabilities ensure.you provide a clear and detailed.justification for the amount requested.this will be assessed as part of the.overall assessment of the application if.the request is not considered reasonable.it may be reduced or removed whilst.there is no limit to the amount you can.request the balance will be payable on.actual costs evidence at vulnerable.stage exceptional costs are calculated.on an actual cost basis applicants must.detail how many participants the funds.are required for and a breakdown of.costs in the narrative funding rules.state that these costs are specifically.to support the following visa and visa.related costs costs for providing a.financial guarantee expensive travel.costs participation of young people with.fewer opportunities costs in support of.reinforced mentorship and specific.preparation in the case of participation.of young people with viewer.opportunities accommodation and board.costs for advance planning visits.maximum two days activity and three.nights accommodation for youth.extraneous you are able to send one.group leader and if required one.participant provided the participant is.a young person taking part in the.activity the costs that you can request.under each budget heading vary across.he types so please refer to the program.guide for additional clarification if.any errors are identified in this.section you will need to go back to the.flows and activities to amend project.summary moving on to the project summary.section here you should ensure you.provide a well-written comprehensive.summary of your project project.summaries must be written in plain clear.English and free from jargon it is.important to be concise and clear and.mention at least the following elements.context background of project objectives.of the project number and profile of.participants description of activities.methodology to be used in carrying out.the project a short description of the.results and impact and massaged under.potential longer-term benefits the.summary may be used by the EC or n/a in.their publications and will be published.on the erasmus+ dissemination capsule.the subsections summary of participating.organisations and summary of activities.and participants are pre-populated.tables based on information from earlier.sections of the application annexes in.the unexist section up to 10 annexes.relevant to your application can be.uploaded the following documents are.mandatory the declaration of owner.should be downloaded from this page by.clicking download Declaration of honour.this will need to be printed and hand.signed by the legal representative named.in the application this must then be.scanned and attached as an annex to your.online application by clicking add.Declaration of honor partner mandates.must be downloaded by clicking download.mandates these must be hand signed by.the legal representative from each.partner organisation and the legal.representative of the applicant.organization.Sian's must be scanned and attached as.an.next to the application form by clicking.add Monday's you must also attach a.timetable of project activities to the.application for the youth activity.timetable template for youth.applications can be downloaded from the.application form or from the erasmus+.website click add timetable to upload.all other documents are optional and.should support your application click.Add file to upload each document please.note that owning PDF doc docx XLS jpg.text.ODT and ODS files can be submitted.electronically no other files will be.accepted any file that has been added in.error can be removed by clicking the X.on the corresponding row checklist.finally we proceed to the checklist.section this provides a quick review.checklist so that you are able to mark.off the completed submission activities.ensure you fulfill all the listed.requirements the data protection notice.provides information on your data.protection general notice is provided.regarding data protection which.applicants are required to read tick the.box to confirm you agree with the notice.submission once you have completed the.application form you would need to check.the following components check all.mandatory fields have been completed any.sections displaying a red triangle will.will need to be fully completed read the.data protection notice and tick the box.the legal representative of the.applicant organization must print the.declaration of Honor read it.complete the fields and hands on the.phone the debt the signed declaration of.Honor should be scanned and attached as.an.anacs.you.general hints and tips so finally here.has some more general hints and tips to.help you complete your application form.read all our guidance and ensure that.you are aware of the eligibility.criteria for your type of project and.the award criteria it will be assessed.against we encourage you to submit your.application as early as possible the.deadlines mentioned in the application.form is brussels time so please note.that the form needs to be submitted.online by 11:00 a.m. UK time on the.deadline day we advise you leave plenty.of time in completing your application.and submitting it online before the.deadline in case of any unexpected.technical difficulties ensure you are.connected to the Internet at all times.while completing the application.download the completed PDF version for.your own records using the PDF button.applicants have the option to share.applications permitting the other user.to read and/or edit the application when.you are ready press the submit button if.the submission is successful the.submission summary should update with.the submission ID we advised you to save.a final copy to evidence successful.submission in case of any queries if.there are any technical issues.preventing the form from being submitted.and you are unable to submit the.application you should follow the.alternative submission procedure.outlined in the guide for applicants.this requires you to take a screenshot.of the submission summary page.demonstrating the evil could not be.submitted online and emailing this along.with your application and unexist to the.UK National Agency within two hours of.the official deadline which would be 1.p.m. UK toad.lastly please be advised that applicants.cannot make any changes to their grant.application after the submission.deadline.you.as previously stated you will need to.ensure that all annexes are attached.before submitting your application the.most important annex is which are.mandatory requirements include the.declaration of Honor which needs to be.printed completed in full and hand.signed by the legal representative named.within the application for your.organization we often see the date and.place of signature missing so ensure all.details are completed as you have seen.during the walkthrough this can be.downloaded at the end of the e form this.is the most important annex as without.this we are not able to progress the.application to assessments this document.is a PDF so ensure you have the most.up-to-date version of Adobe Adobe so.that you are able to download this.timetable of activities in which you.will provide a time frame and.description of the planned activities a.separate timetable must be provided for.each activity within the project for.example if you have multiple youth.exchanges or youth work on mobilities or.if you are also including an advanced.planning visit all timetables can be.saved in one document but you shouldn't.you should use additional tabs for.additional activities there is a.specific timetable templates which must.be used this can be downloaded from the.erasmus+ websites on the apply for youth.mobility funding page partner mandates.need to be submitted for each partner.partner mandates are now no longer.available on our website as these are.generated from your application form.data once you have completed all partner.information in the application form you.will be able to download the partner.mandates which should be pre-populated.these need to be hand signed by each.partner and the applicant and then and.the applicant and then scanned and.uploaded to the application form before.submission.we recommend that where possible you.scan the same type of documents together.into a single file for example all.partner mandates to be scanned together.rather than individually you need to.check that the annexes don't exceed the.maximum 10 MB size.and are saved as file formats accepted.by the e form which are listed in our.guides for applicants if you continue to.experience problems with attaching.annexes after having checked these.aspects you can email them to erasmus+.at Sakura's calm before the deadline.clearly stating which application form.they relate to by providing the.application hash code and also telling.us your organization's details and.project name however please only do this.as an exception and ensure you have.followed all the available guidance.first you will need to ensure that you.are connected to the Internet in order.to complete the application form as it.is web-based if you experience technical.problems which you are unable to resolve.we have an alternative submission.procedure in place this process is.outlined in our guide for applicants and.should be adhered to if you wish for the.na to consider your application please.note we are only able to accept.technical issues we have created an.applicant application checklist which is.included on our ka one use guide for.applicants to help you check that all.required steps have been completed in.preparing and submitting your.application after your application has.been submitted the UK national agency.will conduct some preliminary checks if.during these checks your application is.deemed ineligible it will not progress.to assessment applications are.considered ineligible if they do not.comply with the eligibility criteria.specified in the program guide for key.action on youth mobility projects on.pages 78 to 80 here we have provided.some examples however this list is not.exhaustive.examples include your planned activities.are not eligible under k1 youth such as.not meeting the duration requirements or.minimum or maximum participant numbers.your organization as an applicants has.no legal personality in the UK there are.mandatory documents missing or your.application was submitted after the.deadline.if your application has been deemed.eligible it will progress to the next.stage of the process the NA will arrange.for it to be assessed by external.experts from a qualitative point of view.against the awards criteria published on.page 81 of the 2019 program guides for.youth exchanges and youth worker.mobility projects are shown on this.slides there are three of rewards.criteria which illustrate that an.application can score a maximum of a.hundred points as per the rules for an.application to be awarded successful it.must score a minimum of 60 points out of.a hundred as well as scoring at least.half of the maximum points in each.Awards criteria when reviewing the award.criteria within the program guides you.will notice that each criterion has sub.points which must be taken into.consideration when writing and preparing.your application as part of the.assessment process the national agency.will also conduct a thorough assessment.of the requested budget to ensure it is.in line with the funding rules set out.in Part B of the program guide if there.are any budget requests which do not.comply with these rules your requested.budget may be reduced accordingly during.the qualitative assessment process.applications were also undergo further.assessments associated with budgets and.other L upon other relevant areas which.we will briefly outline applicants will.need to comply with the exclusion.criteria which is detailed in the 2019.program guides these include situations.such as being bankrupt or participating.in criminal activities an applicant will.be excluded from participating in the.call for proposals or will be rejected.from the award procedure if it is found.to be in one of the situations described.in the criteria the selection criteria.assess an organization's operational.capacity and financial capacity in terms.of operational capacity applicants need.to demonstrate they have the capacity to.successfully deliver erasmus+ projects.and administer them in accordance with.the grant agreement and the 2019 program.guides.the assessment of organizational.capacity will consider elements like the.roles of staff involved in delivering.the planned project and the past history.of the applicants in delivering EU.funded projects an outcome of this.analysis may be that the national agency.may limit the number of live projects.and organization managers at any one.time if it doesn't evidence sufficient.organizational capacity to successfully.deliver them in terms of financial.capacity as you know erasmus+ projects.are Co funded and grants may not cover.all costs.in addition projects must be delivered.and reported using only a pre financing.payment.therefore applicants must have stable.and sufficient sources of funding to.complete the project notes however that.the National Agency doesn't complete a.financial capacity capacity check on.public bodies and international.organisations or where the grant does.not exceed $60,000 finally when planning.your project remember that each project.financed by the EU is entitled to.receive just the one grants from the EU.budget in cases where organisations are.also receiving funding from other.sources to deliver similar activities it.is the responsibility of the applicants.to ensure they remain compliance with.the relevant funding rules including.those in relation to double funding.which are detailed in Part C of the.program guide the National Agency will.be validating your organization and also.checking the validation of your partner.organisations this is a separate process.to the assessment of your application.therefore it the fact that your.organisation has been validated does not.automatically imply a successful outcome.of your application during the.validation process the National Agency.will check whether all the information.you've input on the participant portal.is complete correct and up to date.validation will encompass checks on.whether the required legal forms.financial forms and supporting documents.have been uploaded as well as checks to.ensure all information across the.documents and portal are cur.and consistent you can find more.information about the validation process.in Part C of the program guides your.partners will also need to be validated.by their corresponding national agencies.and the UK an a will check to ensure.that they have been validated.organizations which are not ballads.cannot participate in erasmus+ funded.projects if you or your partners cannot.provide the correct and fully completed.documents during the validation process.there may be significant delays to the.processing of your application and the.n/a may even have to withdraw its offer.of funding if your application is.successful we will now briefly review.the budget there is no maximum budget.for k-1 youth projects that can be.requested however this will have to be a.realistic request based on the proposed.activities and your organizational.capacity the grant is a contribution to.the overall project costs and is made up.of unit costs contributions and acts and.actual costs contributions the unit.costs funding is automatically.calculated depending on the data entered.unit costs are a set amount per.participants which is a contribution.towards the overall cost for some unit.costs you will actually spend more and.for some perhaps less than the unit cost.unit costs are used to help make the.funding simpler to understand and manage.for example this can be the number of.participants for a certain duration or a.set cost per distance traveled budget.headings using cost using unit costs are.travel and organizational support actual.costs is based on a real cost of the.item or service and can be fully or.partly reimbursed budget headings using.actual costs our special needs supports.up to 100 percents and exceptional costs.under exceptional costs depending on the.item or service only a percentage of the.actual total cost will be funded via the.erasmus+ budget a breakdown is provided.in the 2019 program guides and the guide.for applicants it is important to note.that any request for financial support.to cover special needs support and.exceptional costs must be clearly.explained in the application form.narrative the Assessor will not assume.anything in relation to these costs and.can recommend cussing them from the.budgets unless adequately justified for.some costs such as expensive travel.costs a breakdown of the estimated costs.is also required to evidence that the.travel band does not cover 70% of these.anticipates its costs before we conclude.we would like to emphasize some key.points before and while you complete.your application refer to the documents.at your disposal this includes the 2019.program guide the na s guide for.applicants and any other guidance.documents available on our websites.including this webinar if you have.previously applied review the feedback.from the na as this will include key.areas of improvements which will enhance.your chances of submitting a.good-quality application ensure the.correct options are selected within the.application form so that important.questions aren't deleted and the budget.requested is accurate double check that.the budget requested is accurately.calculated and justifications have been.provided where required the requested.grants cannot be increased after the.submission of the application form and.therefore no further funds can be.awarded for any clerical errors provide.relevant and detailed answers to the.questions in the application but.remember that there is a character limit.on some of the sections ask someone to.proofread your application and uh Nexus.and perhaps ask the public against the.published award criteria leave.sufficient time for completing and.submitting your application before the.deadline to conclude I would like to.remind you of the support available in.the run-up to the upcoming deadlines.under G under the 2019 call year.specifically for key action 1u a.detailed guide for applicants on how to.fill out and submit the application form.is available please make sure you check.the correct one as these guides are.tailored to each key action type we.manage.if you haven't done so already please.sign up to our newsletter as this.provides all the most up-to-date.information about the call and the.erasmus+ programme our website provides.important information on key documents.to support you with completing your.application if you have any questions or.need some guidance you can always.contact the erasmus+ helpline in.addition to in addition the national.agency will also be offering.opportunities to new comers and.organizations that have never had a.successful Erasmus plus project to.submit a project outline form applicants.can submit these forms to the National.Agency for an opportunity to discuss.their project proposal with a member of.the youth team over the phone calls will.take place between the 7th and 31st of.January 2019 and all forms should be.submitted to the National Agency by the.25th of January 2019 this only applies.to round one thank you for your.listening to this webinar here are the.contact details for the erasmus+.helpline our team at the UK National.Agency are available every day from.Monday to Friday to answer any queries.you may have remember to refer to the.erasmus+ websites for the latest news.and further support and guidance we hope.you found this webinar useful and we.wish you the best of luck with your.applications.

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