Basic concepts related to the application

If you open an application for the first time, you may come across a few terms there that aren’t entirely clear. The glossary below will help you find your way around the form.


Its a term for the physical movement of the participant from the place of residence (stay) to the place where the activity is carried out (the participant’s arrival and stay there).


Its a term for a task carried out within the project. In the application, they are marked with the letter A and subsequent numbers (A1, A2, …). In Youth Exchanges there will usually be two activities: a preparatory visit and a specific meeting (exchange).

Legal representative statement

This is a special document signed by the legal representatives of the organization requesting the funding. Its specimen is available in the ATTACHMENTS section of the application and its scan must be attached to the application.


Is a document, an agreement between the partner organization and the applicant organization, signed by the legal representatives of both entities. If there are, for example, 3 partners in the project, you have to sign 3 mandates. Mandate is the consent of the partner organization to be a partner in the project. The document template can be found in the ATTACHMENTS section of the application. You must attach a scan to the application. To generate a mandate pattern in English, switch the language of the form.


Each activity planned in the project requires an attachment in the form of a plan – a schedule. In the .xls document (downloadable in the ATTACHMENTS section of the application), you must present the course of each of the days of the exchange and describe the methods that will be used for each of the activities.

Informal learning

“Learning resulting from everyday work, family or leisure activities that is not organized or structured in terms of objectives, learning time or learning support measures; it may be unintentional from the learner’s perspective.” (source)

Non-formal learning

“Learning process that takes place through planned activities (in terms of learning objectives and time), where some form of support is present, but which is not part of the formal education and training system.” (source)


“A European Tool to increase the recognition of the learning outcomes (learning) of young people and youth workers resulting from their participation in Erasmus + co-funded projects. Youthpass includes: a) certificates that participants can obtain for taking part in several Actions of the Program; and b) a defined process to support young people, youth workers and youth organizations to reflect on the learning outcomes of an Erasmus + project in the field of youth and non-formal learning. Youthpass is also a part of a broader European Commission strategy aimed to increase recognition of non-formal and informal learning and youth work in Europe and beyond.” (source)

Preparatory visit

“Advanced Preparatory Visit to the country of the host organization prior to the launch of youth exchange activities in Youth Mobility Projects and ErasmusPro Vocational Learner Mobility Activities. The purpose of the APV is to ensure high quality activities by facilitating and preparing administrative arrangements, building trust and understanding and building solid partnerships between participating organizations. In the case of youth mobility projects, young participants may also take part in the preparatory visit in order to fully involve them in the project planning process.” (source)