How to complete an application form?

Erasmus+ uses an online application system: You need to download an interactive pdf application form. This form collects some information from online databases, includes selection buttons, has automatic calculation features and you can even attach other documents to it. Once it is completed, you need to submit it online. In this way it becomes very difficult in making errors in the application form.  At the same time, filling in the application form can be a challenge. The following videos takes you step-by-step through each part of the application form. This section presents the application form for KA1 activities (youth exchanges, EVS and youth worker mobility).  The application forms of KA2 and KA3 are very similar, so if you can write a KA1 you can easily adapt your skills to a KA2 or KA3 application. Watch and learn!

STEP 1

The first section (A) gives you a bit general information on the application form. The real work starts at section B.  In this context section you need to give the basic information which is necessary to identify your project, and indicate in which country you are going to submit.

STEP 2

In part C of the application form you indicate all participation organisations.  You start with the applicant. Afterwards you can add as many as partner organisations as necessary. Some information will be uploaded directly into this section when you enter the PIC number. Other parts you need to complete yourself. It is important to take some time to answer the questions on background and experience.  This information will help to determine if you have a strong partnership or not. 

STEP 3

In section D of the form you need to make a description of the project. This is not only what you want to do, but also how it relates to the objectives and priorities of Erasmus+ Youth in Action (cf. youth in action basics).

As non-formal education has a learner-centred approach, it is important to focus on profile and the learning outcomes envisioned in your project. You can write this in section E - Participant's profile.

STEP 4

There is also a lot of practical organisation you need to do when organising a Erasmus+ Youth in Action. In section F you need to plan how to do the practical arrangements, the project management and the preparation of the participants.

STEP 5

In section G you can finally describe the activity (or activities) itself: 'When', 'Where', 'How', 'What' and 'How'.  The 'Why' you have already answered in section D.

There is also a section included where you can complete who is travelling from where to where, and for how many days. It is a technical sheet which is important for the grant calculation later in the application form. 

STEP 6

Section H where you describe the follow-up is crucial for the success of your application. Here you need to describe how you will evaluate the project, how you will disseminate the outcomes and which impact your project will have on the participants, the partner organisations and the wider European field of youth work and/or local communities. This section is linked with section D: the impact you want to achieve should be linked with the objectives and priorities of this project.

STEP 7

Section I is where you calculate the budget, or better put ... where the application form calculates the budget. This section is very easy. If you need help, please consult with the programme guide.

STEP 8

And then there are the concluding sections of the application. Put some work in  section J to make a clear and complete project summary. This summary will be used for publication by the European Commission, so it should be as complete as possible. The checklist in section K is a good reminder of all annexes you need to provide and all conditions you need to fulfill before submitting. Section L gives input on the data protection. Section M is the declaration of honour. Once your project application is ready, you need to print this, let your legal representative undersign it and upload it into the form in section N. Here you can upload other documents as well.  Now everything is complete, go to section O and go through all the steps described and click on submit !!!

​Ready to apply?

​There are various requirements you should carry out before you apply; and you must have registered on the European Commission Authentication Service (ECAS) and obtained your Participant Identification Code (PIC) from the Participant Portal (URF).
​To host or send volunteers, you will need accreditation through the European Voluntary Service (EVS). For this you need to complete an application for the accreditation as coordinating, sending and/or hosting organisation. You only need to apply for this accreditation once. The application is similar to that of a project application under KA1.

Disclaimer

The international secretariat of Don Bosco Youth-Net ivzw is financially supported by the European Union, through its 'Erasmus+'-programme, and by the Council of Europe, through its 'European Youth Foundation'. This website is a publication of Don Bosco Youth-Net ivzw. The website reflects the views only of the author, and neither the European Commission nor the Council of Europe can be held responsible for any use which may be made of the information contained therein.
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