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
NGO Number
NGO Type
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
Email
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
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?
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.

3.       Project activities: please provide us with more detailed information about what happened during your project. Please provide an overview of the different activities of your project.*

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.

4.       Project approaches and methodologies: how did you work with the young people? In one paragraph or two, provide some information about your approach, including the non-formal educational aspects. *

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.

5.       How have you ensured that this project was inclusive and accessible? *

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…)

6.       Please, provide here all the links to outputs produced during your projects, as well as links of posts, videos, pictures, articles. If any of our outputs is not available online, you can attach them on the Validation page. *

ADAPTATIONS

1. Describe the changes between the initial plan and the implementation. What challenges have you met during the implementation of your project and how did you overcome them? *

2. Was this project a learning opportunity for your organisation? If so, what were the lessons learnt? *

IMPACT OF THE PROJECT

1.       What were the outcomes for participants as a result of this 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.

2.       Given the issues described in your application form, how has the community changed thanks to this project ? *

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?

3.       What were the outcomes for and within your organisation, as a result of this project ? *

Did this project have an impact on your organisation? If so, how and what have you noticed?

4.       Now that your project has finished, does your organisation plan to continue to work on the issue? If so, how ? *

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.

5.       Give us feedback about your experience with the EYF. *

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

1.       Who were the team members for this project? You may add extra rows as appropriate.*

Name*	Data taken from the application form. If any of the team members changed, please update the information.
Age*
Gender*
Role*

2.       Did you work with partners / experts / trainers on this project? *

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
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
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. )