20/12/2013

EUROPEAN YOUTH FOUNDATION

 

PILOT ACTIVITY REPORT

 

NGO Name

FROM APPLICATION

NGO Number (if already registered with the EYF)

FROM APPLICATION

NGO Type

FROM APPLICATION

 

PROJECT RESPONSIBLE

Who was in charge of this project?

This person will be the contact person for all questions and comments concerning this report

 

First name

FROM APPLICATION

Surname

FROM APPLICATION

Email

FROM APPLICATION

Telephone

FROM APPLICATION

 

PROJECT PRESENTATION

Ready to report?

Provide information as complete and clear as possible. Please check the FAQ for clarification and more information before filling in the form.

 

 

PROJECT TITLE

 

Did you modify the title?

This information is taken from the application form.

 

Title of the project

FROM APPLICATION

 

PROJECT TYPE (FROM APPLICATION)

 

Project type

⃝ Awareness-raising  ⃝ Skills development  ⃝ Collaborative work       

 

WHERE? (FROM APPLICATION)

 

Country and town

 

Where did the project take place?

you can indicate more than one venue if necessary.

 

GPS coordinates

 

Why GPS coordinates?

This will help us keep an updated map of NGOs and EYF-funded activities on our website. To provide GPS coordinates, please follow instructions on the EYF website.

 

Country

Town

GPS coordinates

 

 

 

 

 

 

 

 

WHEN? (FROM APPLICATION)

 

How many days of work with the target audience?

This includes working days with the participants directly, either in one activity or in a succession of small actions.

 

Start day

 

End day

 

Number of days

 

 

 

WHAT?

What?

 

What was the activity about?

Summarise what happened so that people from the outside get a clear idea of what this was about.

 

You have 3,000 characters to briefly describe your activity highlighting the main stages. In this section, as in the next ones, you should be clear and concrete, and give an honest and self-critical report. We know that processes don’t always go smoothly and that there are obstacles, unexpected events and surprises. You should mention both the positive and the negative aspects.

 

Adaptation

 

What changed between the application and the implementation?

This part is to explain the adjustments you made when developing the project.

 

Changes can be positive or negative. But changes have to be made within a reasonable frame. You have 3,000 characters to explain: the reasons or the circumstances that brought the changes; the adjustments you made between the time you requested the grant, and the actual project; how did it influence the process and the outcomes. One criterion for a pilot activity is that it must be an “intervention”. In which way did the changes affect this aspect?

 

 

Results

 

 

What did you achieve?

And also what did you not achieve (lessons learnt).

 

(3,000 characters) When setting up this project, you had objectives in mind. Maybe you are realising now that they were over-ambitious and not everything was feasible, maybe because of a mistake in project structure, maybe because of external factors. Give information on the objectives that were not met or only partially met, or unexpected negative results. Explain why it was so and also what are the lessons learnt. Outline the areas you need to work on in more detail in the future. Give us details of a particularly successful achievement and unexpected positive results (if relevant). If you produced something concrete, please give details here. For information, if your project has produced something concrete like an interesting video, CDRom or publication which could be of use to other young people working in this field, the EYF might put it online on its website.

 

 

 

HOW?

Flow

How coherent was your project?

This part is for you to describe the process(es) that took place and in which way it made sense. 

 

(3,000 characters) You were asked this question at the application stage. Now that the project is finished, describe the concrete steps that actually took place, the successive sessions and the general flow. Please note that we want you to report on what took place in reality – so, do not copy from the application. How did you follow your “fil rouge” or “red thread” in your activity?

 

TIMELINE – attach document (obligatory)

Main stages?

This is the overall picture with milestones and important dates for the duration of the project.

 

PROGRAMME – attach document (obligatory)

Attach the final updated programme.

Please give us the final updated programme as it was implemented during the activity. Make sure details on how the sessions were implemented are included.

 

Approach

How did you carry out your sessions?

How did the project team accompany the participants through the process(es) mentioned in the Flow section.

 

(3,000 characters) Which methods did you use? Give examples that show how the team members led the participants through a learning experience. How did the team assess the flow? Which measures were taken and modifications made as a result of these assessments during the activity? How were the participants involved and how did the participants contribute to the changes?

 

Who?

 

 

Who were the participants?

Give details of the profile of your target group.

 

(3,000 characters) Who took part in your activity? How did you define the target group or target groups (in case of mixed participants)? How were their needs taken into account? How did they contribute to the development of the programme? How did they help you achieve the objectives set for the activity? If you had different or mixed groups of participants, how did you ensure active involvement of all according to their abilities? You can attach a summary of the participants’ evaluation(s) at the end of the report. Questions on the criteria for selection and selection procedure will be asked later in the form.

 

IMPACT

Local impact

What about the local community?

What was the influence of your activity in the local context

 

(3,000 characters) Pilot activities are “interventions” and are one possible answer to challenges facing young people. How did this activity influence change in the local community in the short, medium and long term? Give concrete examples of what already took place during the project. What are the signs that indicate that further change will take place? Which local authority/organisation/structure did you develop a partnership with? How will you follow this and give further support?

 

Learning outcomes 

What did the participants gain from this activity?

What knowledge, skills and competences, what change of attitude and values?

 

(3,000 characters) When you devised your project, you had some possible learning outcomes in mind. At the end of the process, how would you answer the following questions: what have participants learnt from the experience: in terms of “I know…” (knowledge), “I can do…” (skills and competences), change in attitude? How will the participants be able to use what they have learnt in their local community? How will the organisations and structures involved benefit from this activity? Give concrete examples and highlight which part of the programme and/or approach led to these outcomes. How did you measure and/or evaluate the changes and what are your qualitative indicators?

 

Link with Council of Europe

Visibility of the Council of Europe?

As funding was granted by the EYF, you were asked to link with the work of the Council of Europe. How did you do this?

 

(3,000 characters) Please describe here how you made the link with the Council of Europe and the work of the youth sector, for example through the topics discussed, methodology and publications used, reference to other departments or documents, expertise. How did you contribute to the youth sector programmes, actions and campaigns (if relevant). How did you give visibility to the Council of Europe and the European Youth Foundation?

 

 

Follow up

What is next?

Are any follow-up activities likely to happen?

 

(3,000 characters) Whether planned in your programme, or simply developed during the activity as a result of the process, will any follow-up activity take place? Please give information on format, who will do it and how they will be supported. Looking back at what you wrote in the section Learning outcomes, what are the conditions for the follow-up activities to succeed?

 

 

PROJECT TEAM

 

Project team

 

Who carried out this activity?

List all the members of the project team and explain their role.

 

First name

Surname

Age

Sex

Nationality

Country of residence

Role

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

You can attach the conclusions from the debriefing meeting(s).

 

Process

 

How did the team work together?

Very often, the importance of how the team is built and works together is not recognised as a major factor of success for a project. But we would like to know more about your team.

 

The EYF insists on projects being run by a team (a group of people) and not only by one person (a one (wo)man show)! These team members themselves go through a learning experience and this has tremendous influence on the project or activity itself. How did you make sure that you gathered people with the different skills, competences and expertise needed to run the project from beginning to end? What were the roles and responsibilities of each? How would you describe the process the entire team went through? If you had a debriefing afterwards, what were the main outcomes and lessons learnt?

 

 

EXPERTISE

 

Institutional partners

 

Did you have institutional or other NGO partners?

Explain the role that the partner(s) played in the activity, and the added value of the partnership.

 

Type

 

Contact

 

Email

 

Phone

 

Why

 

 

 

Expertise

 

Was extra help needed?

A project team sometimes needs extra help or specific expertise on one aspect (on a topic or in training or facilitation). If this was the case, describe here.

 

First name

Surname

Age

Sex

Nationality

Profile

 

 

 

 

 

 

 

 

 

 

 

 

 

You can attach the trainer’s evaluation or working documents.

 

PARTICIPANTS

 

Participants by country

 

List the number of participants from each country.

You are asked to send by post the signed list of participants with your financial report. Please use the template on the EYF website.

 

Country

Number

 

 

 

 

Total number of participants

 

 

 

Age range

 

How old were they?

 

Less than 15 years

 

Between 15 and 30 years

 

Over 30 years

 

Total (= total number by country)

 

 

 

 

Selection of participants

 

How did you find the participants?

This completes information already provided in the section “Who”

 

What were the criteria for defining the participants? What was the procedure of selection (through an open call, going through your networks(s), calling on specific partners? Were the participants the ones you were looking for or did you have to revise and adapt the objectives, the programme, the approach, the expected outcomes accordingly? Please be specific and give examples.

 

 

 

 

BUDGET

 

You are asked to send by post the signed budget sheet, which should be detailed and complete. We remind you that a template of the table to fill in is available on the website in the Grant – Reporting section. See the guidelines on the EYF website for more information on what is acceptable.

 

You must attach the numbered itemised list of invoices at the end of this form

 

 

ATTACHMENTS

 

Please attach at the end of the form a summary of the participants’ evaluation and an electronic version of material produced. Participants’ evaluation forms and a signed list of participants, together with the signed final budget, should sent by post (see more detailed information on reporting on the EYF website – Grants – Reporting). You can attach or send us by post any other relevant document.