Updated February 2023
EUROPEAN YOUTH FOUNDATION
REPORT FORM: PILOT ACTIVITY
This form is for drafting purposes only and must not be sent to the EYF.
It reproduces the information contained in the online form to help you prepare your report.
All reports must be submitted online.
GENERAL PROJECT INFORMATION
Project reference
This will automatically appear in the online report form (example: 1234.2.PA.2022 = second pilot activity report in 2022 for organisation number 1234).
NGO Name |
This information will automatically be filled in when your online registration form has been validated by the EYF. The number of your organisation will be used in all correspondence with the EYF. |
Responsible |
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NGO Number |
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NGO Type |
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NGO Email |
Contact person for the project
Who was in charge of this project? This person will be the contact person for all questions and comments concerning this report.
First name |
This information will be taken from the application form and can be modified if necessary. |
Surname |
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Telephone |
1. Project title
Title of the project |
Data taken from the grant application. If anything changed, please update these fields and explain in the narrative part of the form the reasons for the change. |
2. Project dates
Start day |
Data taken from the application form. If anything changed, please update these fields and explain in the narrative part of the form the reasons for the change. |
End day |
3. Project location
City |
Data taken from the application form. . If anything changed, please update these fields and explain in the narrative part of the form the reasons for the change. |
Country |
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GPS coordinates |
PROJECT EVALUATION
1. Please, shortly summarise what happened and the main results you achieved. The information provided in this section might be used by the EYF to present your project to its partners or other stakeholders. *
In one or two paragraphs, shortly describe your project, what were the main actions carried out, who was involved, and the main results achieved.
2. Please, under each objective explain if the objective was met, how and what you have achieved. There is no need to give details about the activities of your projects: this will be requested in the following sections. *
Aim* |
Data taken from the application form. |
Was the aim achieved, and if yes, how? |
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Objectives* |
Per each objective, there will be the title and description of the objective as per the application form provided here. |
Was the objective achieved, and if yes, how? |
You will need to answer the question per each objective. |
What were the different phases of your project? What happened when, with whom and how? You may include a description of the phases and activities of the project divided by month, activity, a short description and an indication of the results you achieved.
In case you had a series of meetings with young people, you can either reflect on these questions in relation to each meeting or to the overall process. If you organised a training or workshop, reflect on these questions per each programme block of your activity.
What did you put in place to ensure that there were no barriers to participation for young people in your project activities? What efforts did you make to reach out to young people from specific groups relevant for your project aim and objectives? Explain how your project took into account the situation and the needs of people according to their profile (gender, religion, disabilities, nationalities and any other characteristics…)
ADAPTATIONS
IMPACT OF THE PROJECT
How have the participants changed because of this project? What have they gained from the project, for example new learning, etc.? Have you noticed any unexpected result? Remember, you can attach the summary of the participants’ evaluation forms on the Validation page.
Which change did this project bring in the community, in relation to the youth issue that this project wanted to tackle? Have you noticed any unexpected result?
Did this project have an impact on your organisation? If so, how and what have you noticed?
We would like to understand the commitment of your organisation to the issue, as well as any concrete plans for further work that will be carried out.
What were the positive and negative aspects of receiving EYF support for your project? How would you evaluate your co-operation with the EYF? If your project was visited by an EYF representative, do you have any feedback?
PEOPLE
Name* |
Data taken from the application form. If any of the team members changed, please update the information. |
Age* |
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Gender* |
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Role* |
Name* |
Data taken from the application form. If there were changes, please update the form. |
Role* |
3. Who were the participants (the direct beneficiaries) of your project? *
Less than 15 years |
Data taken from the application form. If there were changes, please update these fields. |
Between 15 and 30 years |
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Over 30 years |
Participants’ profile - explain the profile of your final group of participants*
4. How did you recruit your participants ? *
Describe in one paragraph the recruitment process.
5. How many other people benefitted directly from your project activities?
For example, if the project included community events, provide an estimate of the people that attended them. You may add extra rows as appropriate.
Number |
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Description of the profile |
BUDGET
A model budget table (Excel) is available on the EYF website http://eyf.coe.int (Resources/Forms & guidelines) which must be filled in, signed and sent to the EYF together with all the necessary bills, invoices and proof of payment (please read carefully the guidelines on financial reporting on the Resources/Forms & guidelines page). The budget must be balanced (expenditure = income) and all sources of income indicated and justified. The beneficiary NGO can either send paper copies of all proofs of expenditure by land post or save them on a USB key and send it by land post to the EYF. In the latter case, each document must be saved as a PDF file, be named clearly, using the reference number from the list of bills, and ordered according to the list. If the documents are not presented as required, the beneficiary NGOs will be asked to redo its report to follow this structure. Together with your financial documents submitted, you must submit by post on a print and originally signed version, the completed model budget report form.
NB All copies of bills must be numbered, ordered according to the list of invoices and signed by the person who can take legal responsibility for your organisation with the mention “certified copy of the original”. Financial reports that do not comply with the guidelines will be sent back.
Before sending your financial report by post, please make sure that the figures in the online report form match those in the Excel table.
ATTACHMENTS
Please attach at the end of the form a summary of the participants’ evaluation and an electronic version of material produced (if the links have not been provided in the relevant section of the form). Participants’ evaluation forms and a signed list of participants must be sent by post either as paper copies or as PDF files on a USB key (see more detailed information on reporting on the EYF website – How to apply/Reporting). You can attach or send any other relevant document.
Checklist to provide a complete report: o Online activity report filled in o Signed list of participants o Excel budget table filled in o Itemised list of bills and invoices matches Excel table o First page of the Excel table signed o All copies of bills signed and certified by the person legally responsible o Online budget table filled in (figures match Excel table) o Links to online material provided o Additional documents uploaded or sent to the EYF (evaluation forms, copies of material produced, photos, videos, final programme etc. ) |