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Youth in Action Programme -Application forms for permanent calls for proposals 2011

Actions: 1.1 Youth Exchange; 1.3 Youth democracy; 2 European Voluntary Service; 3.1 Youth Exchange / Training and Networking; 4.3 Training and Networking; 5.1 Meetings

Quick Steps

(Please note: All applicants are required to submit their application on-line.)

1. Consult the programme guide and identify the eligibility and award criteria relevant to the action from which you are seeking a grant.
2. Look at the eForm and annexes in detail before you start completing them. Be aware that there can be multiple worksheets to complete in the Excel files. (nb. There is a specific eForm and annexes for action 2 applications.)
3. Familiarise yourself with the on-line submission procedure. (Step 1 below)
4. Complete and submit your on-line application and you will receive a submission number. If you do not have a submission number your application cannot be accepted for further evaluation. (Step 2 below)
5. Submit, by post, the relevant documents specified in Step 3 below. Write your project submission number on each document. (Step 3 below)

Reference documents

All proposals must comply with the provisions set out in the Youth in Action Programme Guide. The Programme Guide has the status of a call for proposals.

Deadline for applications

Applications must be submitted no later than the deadline for submission as specified in the calendar 2007 – 2013.

Applications must be submitted before 12.00 p.m. (mid-day Brussels time) on the final date for applications. After this time the on-line application system will be closed until it is re-opened for the next application phase.

The form is available in English, French and German but may be completed in any of the official languages of the European Union – except for part C.4 of the form (C.3 for action 2) which must in all cases be completed in English, French or German.

If you experience a technical problem when submitting your application this must be reported to the EACEA with written details/confirmation before 12.00 p.m. (mid-day Brussels time) on the final date for applications. This allows the EACEA time to respond to and resolve technical problems. For details of how to report technical problems please click here. Technical problems reported after this time will not be accepted as justification for the late submission of applications.

We advise applicants not to wait until the last moment for submitting their application on-line.

Application procedure

The grant application form is available for completion and submission on-line. All applicants are required to submit their application on-line.

• The latest version of the on-line application form must be used.
• The latest versions of the files for the annexes must be used.
• Only applications submitted on-line, with a project reference number as proof, will be accepted for further evaluation. Applications submitted only by post, fax or e-mail will not be accepted.

Step 1 - Download the new electronic form (referred to as the "eForm" below).

Before you start to fill in your on-line application form please print and read the user guide available from the eForm page.
Go to the eForm page and download the eForm: Please click here to access and download the eForm for the Youth in Action Programme.

You need to have the Adobe Reader version 8.1.5 or higher installed on your computer in order to able to download and complete the eForm. If you don't have it on your computer, please click here to download the latest version of Adobe Reader.

You will also find on this page all technical issues related to the eForm:

• Test eForm
• Known Issues
• Minimum Requirements
• Further technical assistance

Step 2 - Fill in and submit the eForm and annexes

There is only 1 eForm for actions 1.1, 1.3, 3.1, 4.3, and 5.1 (for action 2 see below). You must choose, from the eForm drop-down menus, the relevant programme action and sub-action as the eForm structure and the information requested will change according to the action specified.

Once you have downloaded the relevant eForm you must complete and validate all of the data fields. In addition, you must complete and attach the following  additional documents / annexes:

Actions 1.1, 1.3, 3.1, 4.3, and 5.1

1. Declaration on honour  

2. Workplan / daily timetable and budget:
[note: Use the relevant form to calculate your budget and grant request before completing the financial details in the eForm (part C5). The financial details and totals produced by this form must be entered into the eForm without modification.]

• Action 1.1 Youth Exchange
• Action 1.3 Youth Democracy Project
• Action 3.1 Youth Exchange
• Action 3.1 Training and Networking
• Action 3.1 Training and Networking (Networking)
• Action 4.3 Training and Networking
• Action 4.3 Training and Networking (Networking)
• Action 5.1 Meetings - young people / youth policy

Action 2

1. Declaration on honour  

2. Details of partners involved in European Voluntary Service  

3. Standard Week of European Voluntary Service Timetable and Budget  

All budget forms have a fixed number of rows for separate budget items. If you require a form with additional rows send your request to eacea-p6@ec.europa.eu

Do not try to add additional rows yourself as this will invalidate the automatic formulas which are built into the spreadsheet.

It is recommended that you do not validate your eForm until you have finished completing it as validation slightly alters the look of the form. When you are ready, click on the validate button and various checks will be automatically performed to ascertain whether your eForm is ready for submission.

If there are any validation errors present they will be mentioned on the last page of your eForm. The errors themselves will be highlighted in pink. All errors must be corrected otherwise you will not be able to validate and submit your application.

Once you have completed, validated, and submitted your eForm (for a detailed explanation see the user guide) a submission number will be automatically added to the bottom of every page of the eForm.

Here is an example of a submission number:

IF THE SUBMISSION NUMBER HAS NOT BEEN AUTOMATICALLY ADDED TO YOUR eForm, please contact the External Helpdesk for further advice.

Only applications submitted on-line, with a project reference number as proof, will be accepted for further evaluation. Applications submitted only by post, fax or e-mail will not be accepted.

Step 3 – Documents / Annexes to be submitted by post

The following documents, plus relevant supporting information (e.g. bank statements, registration documents, VAT registration certificates) must be submitted by post by all applicants. Documents must be sent no later than the deadline for submission as specified in the calendar 2007 – 2013.

Please note: Applicants are requested NOT to staple or bind documents submitted by post.

Documents to be submitted by post:

• A copy of the eForm submitted on-line.
• A copy of the Declaration of honour submitted on-line as an attachment to the eForm.
• A copy of the Workplan / daily timetable and budget submitted on-line as an attachment to the eForm (actions 1.1, 1.3, 3.1, 4.3, and 5.1).
• A copy of the details of partners involved in European Voluntary Service submitted on-line as an attachment to the eForm (action 2)
• A copy of the Standard Week of European Voluntary Service Timetable and Budget submitted on-line as an attachment to the eForm (action 2)
• Preliminary agreements of all partner promoters duly completed and signed:
• A Financial Identification form: - preferably with a copy of a recent bank statement
• A Legal Entity form: - with a copy of an official VAT document if your organization has a VAT number - a copy of the resolution, law, decree or decision establishing the entity in question (applicable only to non governmental organizations)
• Additional mandatory documents for grant requests exceeding €25,000 (Not applicable to public bodies)
  - the profit and loss accounts of the applicant organisation,
  - the balance sheet for the last financial year for which the accounts have been closed,
  - a duly completed financial capacity form:
  
  

*** ATTENTION - Your project submission number (see above) must be clearly written on all documents submitted by post ***

Background information

• Model decision / agreement for Youth in Action grants (for your information only)
• General Terms and Conditions

Contact

This action is managed by the EACEA, Unit P6 Youth.
All relevant information can be obtained from:

EACEA - Unit P6 Youth Education, Audiovisual & Culture Executive Agency
BOUR 04/29
Avenue du Bourget 1
B-1140

Brussels Phone number: General information: +32 2 29 75615

Email: eacea-p6@ec.europa.eu

Last update: 16/12/2011

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