Frequently Asked Questions regarding ACTION 1

With whom can we perform Youth Exchange projects?

Youth Exchanges may be carried out with youth groups residing in one of the programme countries who are between the ages of 15-25. Exceptions to the upper age limit are made for young people with limited opportunities (e.g. due to disability) All exchanges must involve at least one EU Member State.

Which are the programme countries?

EU member countries: ( Austria, Belgium, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Republic of Cyprus, Slovakia, Slovenia, Spain, Sweden, United Kingdom); EFTA (European Free Trade Area) Countries (Iceland, Liechtenstein, Norway); Candidate Countries (Bulgaria, Croatia, Romania, Turkey)

Where can projects be carried out?

Projects may be carried out either in a programme country or in a their country provided that it is carried out in one of the countries that are project partners. In some cases, multilateral exchanges may visit multiple countries during the activity. But this is not advised as the costs are too high.

How long does a Youth Exchange project take and how many participants are required?

A youth Exchange Project may be carried out within 6 to 21 days. The project includes at least 16, and at most 60 persons. Group leaders are not included in this number. National groups should be balanced in terms of number of participants.

Is the age limitation of 15-25 strict requirement?

This limitation does not apply to group leaders. Apart from this, in some exceptional cases, participants of age younger than 15 or older than 25 may be permitted, provided that reasonable causes are existent and they are limited to a certain number (as long as it is duly justified).

Do projects entail reciprocity?

This is not mandatory. For instance, sending group will not necessarily be a host in the second phase of the project. If there is any such request, a separate project application should be made for the second phase.

Do we have to find sponsors for projects?

Financing criteria of youth exchanges are clear. Firstly, 70 percent of travel expenses of the sender group is covered by the European Commission. The balance, of course, requires a sponsor support. The host group is free to draft and implement a budget that does not exceed the amount of grant provided by the European Commission. However, supplementary sources (in kind-in cash) are required so that projects are implemented better and considered acceptable.

What is local effect?

The effect area of Youth Exchange projects is not limited to the participants? Projects should also contribute to the local communities covered, disseminate the "Europeanization" and be an intermediary for development of a positive sensitivity against other cultures.

What is an exceptional cost?

Project involves youngsters with limited sources, and accordingly, some exceptional costs may be covered if these young people have some special needs (due to a disability or any other condition), the project has a pedagogical content and/or any such payment is provided for because of the special nature of the activities. Vaccination and visa are within the scope of exceptional costs. All exceptional costs must be actual, supportable and justifiable.

Is foreign language a requirement for development and performance of a project?

Of course, in an international project, foreign language is required. However, it is possible to include young people who have been deprived of the opportunity to learn a foreign language or it is possible that group leaders provide translations & interpretation. Moreover, this highlights appropriateness of the Action 1 project to the purposes of YOUTH programme.

How can we apply for?

If a project involving two or three partners is concerned, each group has recourse to the national agency in its country. If the number of project partners is more than three, then the host group (coordinating group) makes an application to its own national agency on behalf of other partners. Official application forms are available at the Internet site of the National Agency.

When is the decision regarding projects made?

The decision regarding the projects are made and sent to the applicants within 6 to 9 months after the project submission phase.

What is the difference of Youth Exchanges (Action 1) from the earlier youth camps?

Youth Exchanges differ from the youth camps in terms of its scope, its impact on the local community and its European dimension. Furthermore, preparatory stage of youth camps are prepared by youth employees and young people just participate in the activities. On the other hand, for the Youth Exchanges, preparation, performance of activity and follow-up (which is not included in youth camps) are totally carried out by the young people. This ensures that young people undertake full responsibility, integrate with the society and learn other cultures more easily.

What is Euromed?

Euro-med, European Mediterranean Youth Action Programme provides 12 Mediterranean partner countries with a privileged position within the framework of cooperation with third countries. The purpose is to facilitate integration of young people in the Mediterranean partner countries into life and business life, and to revive democratic processes of civil society. A more tangible purpose is to develop a basis of mutual understanding based on tolerance and intercultural dialogue among young people living in the Mediterranean basin. It is aimed at increasing importance of youth organizations, and disseminating exchange of information, experience and expertise among actors in the field of youth.

What is expected for Euromed Project applications in the future?

Turkish young people may be able to prepare Euro-Med projects also after 2004. Again, young people wishing to prepare such projects shall be assisted by the Euro-Med Expert serving under the National Agency.

Why 70%, not entire amount, of travel expenses are paid?

Here, young people are supported to have their own projects, tell their projects and attempt to find a sponsor for the remaining 30% portion, thus, it is targeted that young people improve their enterprising personality.

Frequently Asked Questions regarding ACTION 2

In which fields can European Volunteer Service be provided, can you exemplify?

Volunteer service activities may be performed in the fields such as activities concerning environment, culture and arts, or young or old people, cultural heritage, sports and leisure time activities or civil initiative development/civil protection, etc.

Is competency in a foreign language a requirement for the volunteers applying for European Volunteer Service?

It is helpful, but not mandatory, that the volunteer speaks the language of the country for which s/he will perform his/her volunteer service at a level that ensures communication. In European Volunteer Service, it is one of the fundamental responsibilities of the host organization to provide the volunteer with a sufficient level of foreign language training.

Which kind of organizations may be a host or sending organization?

Any kind of nongovernmental organization, association, foundation, local authority or nonprofit making local initiative may be a host or sending organization. However, status and purposes of host and sending organizations as well as project should not be profit-oriented.  

What should we do to be a Host Organization?

Regardless of the project format, application level or geographical dimension, all host organizations must be approved by the European Commission. The organization wishing to be a host organization shall, in the first place, completes the form regarding Host Declaration of Intent (HDI) and sends this form to the National Agency (you can either download the HLI form from our website or receive from the National Agency. Please contact your National Agency for when to deliver the HDI form). National Agency checks this form for its completeness and submits to the Commission for approval. If the HDI of one organization is approved, the host organizations are incorporated into the database of the approved organizations on the Internet. Please refer to pages 31 and 32 of the User's Guide for details.

How can we find the host organization?

The Commission publishes the organizations whose Host Letter of Intents are approved. Volunteers and sending organizations may refer to the database of host organizations available at http://europa.eu.int/youth/volunteering_-_exchanges/index_eu_en.html. You should first determine the country to which you will go voluntarily or send volunteers, and then contact with the host organizations in that country.

Can people over 25 be volunteers?

The volunteer to take part in the European Volunteer Service should be between 18-25. Some exceptions are accepted for upper age limit on condition that these are granted to only young people with limited sources provide that such situation is proven. Such situations are discussed severally.

Does sending volunteers impose a financial burden on the sending organization?

Sending volunteers does not impose any burden on the sending organization. The sending organization in her project application its costs regarding sending the volunteers within the framework of financing rules. All such costs will be covered by the Youth Programme (or by the Commission if it is a Euro-med project), when the project is accepted.

Frequently Asked Questions Regarding ACTION 3

What is a project?

The term, project, can be defined as a series of activities aimed at achieving any given goal within a limited time frame, where the people to carry out the works, the time, manner and types of activities to be performed, the costs to be incurred to this end, etc. are clearly, specifically and measurably planned and described.

When should one make an application for the project?

YOUTH programme has five application periods regarding all Actions for every year. Deadlines for applications and starting dates of projects for each period are listed in the following table: 

For example, if the application is made on February 1, preparatory works of the project cannot begin prior to May 1, and the activity must begin as of September 30 (youth exchanges, volunteer services, etc.).

How are project applications evaluated?

The project applications submitted in time and completely are evaluated by EU Education and Youth Programmes Steering and Monitoring Committee. As a result of such evaluation, acceptance or rejection decisions regarding the applications are notified to promoters in writing. Grounds for rejection for rejected projects are notified to the promoters.

Is competency in a foreign language mandatory for benefiting the Youth Programme?

It is not mandatory to know a foreign language to take part in the Youth Programme. However, in actions involving international exchange and activity, it is sufficient that at least one of members of the group can speak the foreign language so as to ensure communication with other partners. Youth Initiatives (Action 3) does no require competency in foreign language. In European Volunteer Service (Action 2), it is one of the fundamental responsibilities of the host organization to provide the volunteer with a sufficient level of foreign language training.

Who can benefit from YOUTH programme?

The target group of the programme consists of youth groups at the age of 15-25, named beneficiaries,young people with limited sources, young people wishing to benefit from European Volunteer Service, youth organizations, youth leaders, project leaders or organizers, local authorities, nongovernmental organizations, employees engaged in the field of youth-related matters or non-formal education. Irrespective of their location within a country, anybody falling under the scope of target group, is entitled to benefit from Youth Programme.

What are the priorities o YOUTH programme?

Participation of young people with limited sources (young people coming from regions that have socioeconomically, culturally or geographically lower opportunities); participation of those who have benefited from similar programmes; providing benefit to the society where actions are performed and highlighting the European dimension are major priorities of Youth Programmes.

Can Legal Representative and the Project Supervisor (Contact person) be the same person?

Legal Representative and the Project Supervisor (Contact Person) can be the same person. Legal representative must be 18 years old or older.

Will the section "bank details" of the application form include the project supervisor or legal representative, or another person from the group?

It is practically helpful that the account holder is the legal representative or project supervisor. This is, however, not mandatory.

Can schools make an application for projects?

Youth program is a program that is outside the formal education. Therefore, schools cannot apply and prepare a project. However, the clubs or similar groups created by students within the school may make an application. However, the subject of the project should relate to a field outside the formal education. For examples, those wishing implement projects in the field of education institutions and formal education may apply for Socrates (general education) programme.

We are preparing an Action 3 Group Initiative Programme. We need a computer for implementing our project. Can we purchase a computer with the grant we will received from the Youth Programme?

In Youth programme, in principle, rental, not purchase, of such inventory is accepted. Nevertheless, if the computer is actually related to, i.e. mandatory, for implementation of the project (for example, if it is aimed to create a website, etc.), computer may be purchased. This relation and need should be explained in the project application with grounds thereof. After the computer is purchased, it becomes the property of the Project. It does not pass on to the individual ownership of anybody. Invoice of the purchased materials such as computer, etc. should be kept and submitted with the report.

Can you give examples for co-financing? Can the aids provided to the project in kind be considered as co-financing?

Any sources in kind or in cash or any service support supplied for the project by various persons or bodies apart from the financial support provided by the Youth Programme are considered as co-financing. Services, donations or supports in cash or in kind such as monetary donations by firms, materials, instruments and equipment donations, provision of free accommodation or transportation facilities, allocation of rooms or offices free of charge for the project group to carry out their works, providing the project group with the opportunity to utilize any devices such as photocopier, fax, computers, telephones, etc. for free or in return for quite low fees; an expert working voluntarily together with the young people in a project group free of charge or providing assistance in the matters of his/her expertise, etc.  may be presented as examples to co-financing. Any co-financing sources supplied to the project in cash, in kind or in the form of a service must be described in the project. If any supplementary co-financing is provided in the course of the project apart from those that have been provided for, they must also be specified in the Final Report.

We are young people with epilepsy in a rural area. We are interested in sports activities (such as playing basketball), but we cannot find any facilities or chances at all in the place where we live. We would like to build a basketball court as a Group Initiative project. Is it possible?

It is possible to develop a Group Initiative project to form a youth sports club which might include building a sports court and perchasing equipment needed for basketball, football, volleyball, handball, table tennis, etc. The equipment and materials however, would remain property of the club or sports center, not the individuals. But, the project should not be solely composed of building a basketball court. For these kind of projects, the following issues, presented as examples, should be included in the project activities:

-          Creation of teams (for example, if a basket ball court is to be built, young people to play basketball should create a team, a club as amateurs).

-          Ensuring that sports are used as a tool for the young people with limited sources in the rural area to evaluate their leisure times usefully and instrumentally.

-          Organizing seminars, training meetings, etc. intended for the young people within the area to acquire new skills, improve themselves physically and mentally and internalize importance of friendship and fair play in sports,

-          Inviting a sports trainer or a national sportsman to the opening of the project in order to presenting good examples for young people.

-         Developing an overall framework regarding which kinds of skills and gains the young people directly involved in the project will attain, etc.

Frequently Asked Questions Regarding ACTION 5

I am about to turn the age of 25. Can I still work within the youth programme?

With the help of Action 5 - Support activities, people older than 25 may also take part in this programme as youth leaders, youth supervisors, trainers, supporters, guides, project administrators, youth groups and those involved in the field of informal education.

Where should we make our applications for action projects?

One of the partner organizations undertakes greater responsibility for submitting the application and ensuring the project.

This organization, which will ensure coordination, shall be responsible for submitting the request for grant to the National Agency in one of the following countries:

- the country where project is to be carried out for activities 1-6,

- the country from which the co-financing of the project is supplied for activities 7-9.

Why 70%, not entire amount, of travel expenses are paid?

Here, young people are supported to have their own projects, tell their projects and attempt to find a sponsor for the remaining 30% portion, thus, it is targeted that young people improve their enterprising personality.

What is the purpose of On-the-job training?

This activity is intended for the Youth supervisors to acquire skills required to develop transnational projects by working in a partner organization within a limited time period. The period is between 1-3 weeks, excluding the travel time, and both countries/partners are involved in the activity (usually one participant).

Action 5 Support Actions has a great number of activities. Which ones would you recommend for us, as the beginners?

We would recommend that you begin with activities 1-6, because the implementation of these activities is easier and the activity terms are shorter.

How can we take part in the activities you organize?

On our website (sss.eyie.org), we announce the activities we undertake each year. If you are interested you should write an email to us and to your IBE affiliated epilepsy association. If you don't get a response keep writing until you do!