Updated 20 December 2013

 

EUROPEAN YOUTH FOUNDATION

 

USER GUIDE

 

 

How to fill in the report form for

Pilot Activities

and

International Activities

 

 

Log on to the system and you will arrive on the “Requests and reports in progress” page. Once the first payment of a grant has been done (Status: Payment in progress), you will be able to create the report form.

Go to the “Report” menu on the left-hand side and click on “Reports”.

 

 

Click on “Create” and the report form will open. The information on your NGO has been taken from your registration form. If you need to modify the name of your legal representative, you need to go to the NGO menu “Managing your information”.

 

The rest of the fields in the report form are open for you to fill in.

The report form consists of 10 tabs, however not all fields and tabs are obligatory. 

 

• The fields with * are obligatory, meaning these fields must be filled in otherwise the report form cannot be submitted.
• If you do not understand what information is required in certain sections move the cursor on the question mark and a short explanation will appear next to it.

 

 

 

 

• After finalising each tab click on the button “Save” at the bottom of the page – otherwise your information could be lost.

 

You do not have to finish the form in one go. Once you have saved it, you can go back to the menu “Reports in progress” and you will see that your report has been saved. Click on the project title to access the report again.

 

In each of the different tabs “What”, “How”, etc., you can see the buttons and on top of that there are watermarks in the different fields. The watermarks explain in more detail what information the EYF is asking you to provide in the specific fields. If you click in the field concerned the watermark will disappear and you can write your text.

In all fields you have a maximum of 3,000 characters to provide the requested information. Furthermore you can use to the menu at the top of each field in order to highlight and structure your text or to insert a link, if necessary.

The EYF is well aware that not everything in a project will turn out as originally planned; therefore you should be honest, accurate and transparent when reporting.

• After finishing each tab you click again on “Save” and “Next page” at the bottom.

 

 

 

 

In the tab “Project team” you are asked to provide information on the members of your project team and their roles within the team.

If members of your project team were replaced compared to the grant application please mention this in the field “Process” and explain the reasons for the changes.

 

• You also have the option to attach the conclusions from the debriefing meeting(s).

 

 

The next tab “Expertise” is not obligatory – but in case you were cooperating with institutional partners (i.e. schools, universities or municipalities) you should provide information about these partners in this tab.

 

If you received any other external support when preparing and implementing this activity indicate this by clicking on “Add expert” (trainers for example).

 

 

Tab “Participants”
 

• Use the drop down menu to indicate the number of participants per country. Choose “Other” in the drop down menu for participants from countries outside the Council of Europe member states and signatories to the Cultural Convention. Opposite to “Other” you indicate the total number of these participants and in the field “Other Countries” you specify which countries are concerned.

Example:

 

 

 

The total number of participants indicated in the section participants per country must be identical with the total number of participants indicated in the section “Age range”.

 

 

 

In case the composition of your participants changed compared to the application please provide this information in field “Selection of participants”.

 

 

You must send us a signed list of participants by post with your financial report, indicating the organisation, age, gender, country and contacts of the participants. You can find a model list of participants on the EYF website (see Reporting).

Tab “Expenditure”

Provide us with the real costs for each budget line for this activity according to the different phases of the project. Next to each amount there is a box where you should explain and specify which costs you calculated, for whom and how.

 

 

For further information please consult the Reporting section and FAQs on the EYF website, as well as the EYF Operational Regulations (Chapter III).

• You must send by post to the EYF in Strasbourg all proof of expenditure related to the total cost of the activity (and not just the cost corresponding to the EYF grant) – copies of the bills, invoices, receipts, used travel tickets, etc.. The documents should be numbered according to a detailed list signed by the legal representative of the organisation (see Excel template on the EYF website).

In case of doubt, the EYF may request the original documents and consult the relevant National Youth Council or competent national authorities to confirm the authenticity of the documents received.

 

In the following tab “Income” you should explain what other resources your organisation used in order to finance this activity. Provide us with detailed information concerning all type of funding sources which you generated for this activity by filling in the fields on the left hand side, including the contact details of other funders.

In this tab you also state your own resources used for this activity as well as contributions from participants.

A contribution from the participants is not obligatory for an EYF-funded activity. Depending on the circumstances, you can cover 100% of the participants' costs. The EYF does not want to limit access to EYF-funded activities to young people who can afford to pay a participation fee. There is no EYF rule stating that only a certain percentage of travel costs can be reimbursed.

 

• On the validation page you can attach further documents, for example a summary of the participants’ evaluation, the electronic version of material produced, a day by day report. Participants’ evaluation forms, a signed list of participants and a signed final budget should be sent by post. A Word template of the report form is available on the EYF website – Grants – Reporting.

 

After finalising the report you must certify that the information provided is true, accurate and complete and then you click on the button “Submit report” at the bottom of the tab “Validation”.

 

Your report now has the status “Report received”. You will not be able to modify it unless the EYF opens the form again during the online discussion on your report.

 

As the EYF team is rather small it can take some time to assess your report but you will be informed by email about the progress.

As in the application forms there is the option to ask questions on the report form as well. This follows the procedure as in the application forms.

In case you have any questions you can add a comment in the comment section, if necessary.

• Click on “Add a new Comment” in the tab “Comment”.

 

• Write your comment or question in the box which opens and then you click on the button “Add your Comment”.

 

 

 

 

• Your comments will appear in orange on the left hand side in the tab “Comment”.

 

 

 

• You will be informed by email when the EYF responds to your comment. If you log on to the online system again and there you can see the EYF comments in the tab “Comment” on the right hand side.