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Updated on 18/12/2020

What to describe in the application?

In the application, you present your complete project idea. It is on the basis of what you write in the application that the employees of the National Agency will decide whether your project is eligible for funding. For this reason, it is worth taking the time to prepare the project concept and start filling out the application when you know exactly what you want to do. Sometimes we say that a well-prepared project writes itself 🙂 And a good preparation will help you to complete the tasks we write about in part 3 of this guide.

The application form itself consists of 10 parts. We further explain what each of them is about.

I. Basic information about the project

Here you present information such as the name (title) of the project, its duration (from 3 to 24 months), the start date, type of activities planned for the project (in our case – Youth Exchanges) and the national agency to which you are applying (this must be National Agency of the country in which the applicant organization is established).

QUESTIONS:

  1. Project title

  2. Project title in English

  3. What types of activities are planned in the project

  4. Project start date

  5. Total project duration (in months)

  6. Project end date

  7. National Agency of the applicant organization

  8. The language in which the application will be completed

QUOTE FROM: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH


II. Participating organizations

APPLYING ORGANIZATION

Here you enter the OID number of the organization that applies. Then you will be asked to provide information about the legal representatives, i.e. persons formally representing the organization and the contact person for matters related to the project, i.e. its coordinator.

OBJECTIVES AND ACTIVITIES OF THE ORGANIZATION

The fields in this section refer to the general characteristics of the organization, the organization’s specific experience, and the competences of its members. Remember: Erasmus+ focuses on the learning and development of young people, so sometimes being inexperienced can be an advantage!

QUESTIONS:

  1. Please provide a brief overview of the organization.

  2. Please describe the activities and experience of the organization in the field of the project.

  3. Please describe the skills and experience of the members of your organization in the field of the project.

  4. Has the organization participated in a project funded by the European Union in the 3 years preceding the submission of this application?

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH
 
PARTNERSHIP ORGANIZATIONS

Similar information: OID number, representative details and information about the organization’s aims and activities must be provided for each of the partner organizations. It is worth asking the partner’s representatives to prepare this information well in advance.

QUESTIONS:

  1. Please provide a brief overview of the organization.

  2. Please describe the activities and experience of the organization in the field of the project.

  3. Please describe the skills and experience of the members of your organization in the field of the project.

  4. Has the organization participated in a project funded by the European Union in the 3 years preceding the submission of this application?

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH

 

IV. Description of the project

In this part you will be asked to answer the question why you want to implement the project. You must indicate the aimss that the project is to achieve and show how they connect with the aims of the Erasmus+ Program and the aims of Action 1. Also describe the needs that your project responds to.

The second question concerns the context of establishing cooperation by cooperating organizations. Here you describe the story of how you decided to work together.

In addition, you also have to select up to three topics from the list that your project deals with.

If the project involves people with fewer opportunities (e.g. excluded people or people with disabilities), there is also a space in this section to describe it.

QUESTIONS:

  1. Please describe why you want to implement this project. What are his goals? How does this translate into the objectives of Erasmus + and this specific key action? What are the issues and needs that you would like to solve thanks to the implemented project?

  2. How did the participating organizations collaborate?

  3. Please select from the list the most important (maximum three) topics covered by the project.

  4. Participants with fewer opportunities: Are people in situations that make it difficult for them to participate in the planned activities involved in your project?

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH


IV. Preparation

In the “preparation” part, everything that happens at the stage preceding the actual meeting (action – exchange) is important.

PRACTICAL AND LOGISTIC SUPPORT

It is important here to describe in detail the organizational and technical aspects of the project. How will the project be organized in aspects such as travel arrangements, accommodation, insurance, safety and protection of participants, possible visas, mentoring and support for participants in preparation? It is also worth addressing the aspect of the preparatory visit and its role in the preparation process.

QUESTIONS:

  1. How will you provide practical and logistical support for each of the project activities (e.g. travel, accommodation, insurance, safety and protection of participants, visa obtaining, social security, mentoring and support for participants, preparatory meetings with partners, etc.) whom and how will they be provided?

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH

PROJECT MANAGEMENT

In this field, you should present all actions and initiatives that you will take to make the project a success, achieve its aims and respond to previously defined needs.

QUESTIONS:

  1. Please describe the way the project is managed and its quality (e.g. establishing agreements with partners, learning agreements with participants, etc.).

  2. If applicable, please describe how the cooperation and communication with project partners and other stakeholders will take place.

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH

PREPARATION OF PARTICIPANTS

This is a place to present how participants will be involved in the project actions and how they will prepare for the meeting.

QUESTIONS:

  1. How will participants prepare for the Youth Exchange and how will they be supported during the preparation?

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH

RECOGNITION OF LEARNING OUTCOMES

Mutual learning is the most important aim of the Erasmus+ Program, so it is worth devoting a lot of space in the project to make its participants aware of this process. The YouthPass Certificate is also an important element in the recognition of learning outcomes. You can describe these issues in this field.

QUESTIONS:

  1. Erasmus + promotes the use of documents / certificates such as Europass, ECVET and Youthpass to validate the competences acquired by participants. Will your project use such European documents / certificates? If so, please select up to three (from the list).

  2. Do you plan to use any national documents / certificates?

  3. If applicable, how will European / national tools / certificates be selected? How will the participants’ awareness and reflection on the learning process and competences acquired in the project be increased? Please describe the methods used to identify and support participants’ reflection process and to document the learning outcomes included in the daily schedule for each activity?

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH


V. Actions

In this part you need to add and describe all the actions you have planned in the project. This is an important part because it focuses on what will essentially happen during the project. Actions will normally consist of a preparatory visit (A1) and a Youth Exchange (A2). Depending on the type of action chosen, the questions will cover different issues.

PREPARATORY VISIT

For the preparatory visit, you have to indicate the organizational information (where and when it will take place, who will participate, where the mobility will come from for each national group) and answer the following questions:

QUESTIONS:

  1. Please describe why do you want to undertake the Advanced Preparatory Visit. What are its goals and expected results?

  2. PARTICIPANTS: Please describe who will be attending the Advanced Preparatory Visit.

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH

YOUTH EXCHANGE

For the youth exchange, apart from the corresponding organizational information (where and when it will take place, who will take part in it, where the mobility will come from for each national group), the following questions must be answered:

QUESTIONS:

  1. Please describe why participants want to carry out this activity. What are the issues and needs that they would like to solve thanks to the implemented action?

  2. What are the basic elements of your planned activities? For each activity, at least the following information should be provided: location where the activity will take place, working methods, objectives for each activity during the activity, etc.

  3. Please describe the role and involvement of participants from each participating group in all phases of the project (planning, preparation, implementation and follow-up activities).

  4. How will the groups of participants cooperate and communicate during the preparatory and follow-up activities of the Youth Exchange?

PARTICIPANTS
 
  1. Please describe the profile and experience of the participants in each participating group. We also ask for information on the group leaders, the age of the participants and how will you maintain the gender balance.

  2. What will the participants learn about the chosen activity topic? What competences (knowledge, skills and behaviors) will be acquired / developed by the participants during the activity?

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH


VI. Budget

The budget will automatically fill in based on the information you put in the ACTIONS section. You can read more about finances in Erasmus+ projects here.

VII. Continuation

In this part you describe everything that will happen after the actual meeting (exchange) and will be used to share the results, show the results of your meeting and achieve the set aims.

IMPACT

When answering this question, focus on what effect your project will have. First of all, the participants, but also everyone else who will hear about what you do together. How will the project change the current state of affairs? How will change, what in your opinion requires change and is the basis for the very concept of the project? The impact is varied both in terms of target groups (participants, friends, recipients of content on the Internet) and scale, because your activities may range from local (e.g. the community of the city in which you carry out actions) to international (because the film you make will reach to recipients from different countries). Describing all these aspects is important for assessing the application.

QUESTIONS:

  1. Please describe the expected impact of your project on participants, applicant organization, partner organizations and other target groups.

  2. Please describe the expected impact of your project at local, regional, national, European and / or international level.

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH

DISSEMINATION OF RESULTS

If in the previous question you focused on what effect you want to achieve, here you should present the means by which it will happen. You can carry out dissemination activities both during and after the meeting – until the formal end of the project. What’s more – already at the application stage, you can plan that your project will be the beginning of something bigger and you will want to continue cooperation even after the formal end of the project.

QUESTIONS:

  1. Please describe what activities you will carry out to share your experience and results outside your organization and partners. What will be the target groups for your dissemination activities?

  2. Please describe how the participants will be involved in the dissemination activities.

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH

EVALUATION

Evaluation is one of the key words in Erasmus+ projects. Conscious intercultural learning is one of the determinants of a good project. The evaluation covers all activities related to ensuring the participants’ reflection as well as checking whether the project was successful. Evaluation should be part of each stage of the project and be included in each of the activities. In fact, after each completed activity, it is worth asking yourself the question: what has it taught us? In this field you can describe exactly how you will ask yourself these questions.

The second aspect of evaluation is the assessment of the degree of achievement of the aims of the project. Here you can indicate how you will do it.

You can read more about evaluation here.

QUESTIONS:

  1. Please describe what activities will be undertaken to evaluate the project and determine whether and to what extent it achieved its objectives and results.

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH


VIII. Summary of the project

For dessert, you are left with writing three project summaries, focusing on various aspects of the planned activities. These summaries also need to be translated into English.

QUESTIONS:

Please briefly answer the following questions to summarize the information provided in the rest of the application. Please provide a clear and precise description. If a project is awarded a grant, this description may be published by the European Commission and by the National Agencies:

1. Please describe why you want to implement this project. What are his goals?

2. What activities do you plan to implement? Please provide the number of participants and a description of their profile.

3. Please describe the expected impact and results of your project.

QUOTE FOR: 2020 APPLICATION COMPETITION ROUND 3KA1 – EDUCATIONAL MOBILITY KA105 – MOBILITY OF YOUTH AND PEOPLE WORKING WITH YOUTH


IX. Attachments

In this section you will find templates of all documents that you need to attach to your application: the timetable, the legal representatives’ statements and mandate. You can download the templates in English when you switch the language of the form to English.