Updated February 2024



How to fill in the report form for an Annual Work Plan

When the first payment of the Work Plan grant has been done (status “payment in progress”), go to Reports> Create a report.

Click on “Create”

The presentation page will open.


NGO Name


NGO Number (if already

registered with the EYF)


NGO Type


Contact person for the project

Who was incharge of this project?

This person will be the contactperson for all questions and comments concerningthis report (thisinformation can be modified if necessary).

First name









These are the activities as presented in the grantapplication. You can view them but not modify them on this page. The individual activities can be modified in the interim and final reports.

Go to the “Interim report” page to report on the activities that have taken place so far.


State of play

In this section you are asked to give an overview about the current situation - where do you stand with the work plan? Do not give details on the individual activities – you can do this by opening each activity (see below) and explaining there.

(3,000 characters) How has the succession of activities evolved since the beginning? Please highlight the core elements of the activities which have been implemented so far. What was the significance of the implemented activities?

Which of the objectives you set for the work plan have been reached through the activities implemented up until now? Were some of the objectives maybe too ambitious? Which ones? Have you identified new objectives through the process which you are striving to achieve?

How have you been taking a gender perspective into consideration so far?

Are there any concrete outcomes so far (websites, platform, materials …)? How is visibility of the workplan and the EYF being ensured? Did you achieve any unexpected results? If that is the case, please explain which ones and how they will feed into the future process.

If there were any conditions and/or recommendations linked to the award of this grant, please explain if and how these were taken into account.

Critical reflection

What changes have taken place so far (in relation to venue, content, order of the activities, etc.)?

(3,000 characters) Please provide background information in order for us to understand the reasons for these changes and their added value. Do not forget to update the information on each activity (programme, objectives, target group etc.), by opening the relevant activity below.

How have the changes affected the activities which have already taken place? What did you learn from the challenges and difficulties and what measures will

you take in the upcoming activities to overcome similar obstacles? How will future activities be concerned by these changes?

How will a coherent flow within the Work Plan be ensured despite the changes?

Click on “Yes”, to access the individual activities approved for this work plan and report on those that have already taken place. If necessary, update the information on future activities (dates, venue, programme, etc.). Important: the attachments (programme and budget) for each activity must be uploadedin order to submit the report.

In addition to the programme and budget on individual activities (see below), you can also share other documentsrelated to your interim report (revised timeline,steering group/preparatory meetings,concept notes, full reports of activities). Please make sure that they add relevantinformation and not just copy whathas already been filled in.


Use the Edit buttonto modify individual activities.


Title of the activity


Scope of the activity

⃝ International        ⃝ local


Please do not copy the text from the grant application, but explain exactly what happened.

Briefly summarise what happened so that people from the outside get a clear idea of what this activity was about and indicate whether the objectives set in the application were met.

You have 3,000 characters to briefly describe your activity outlining the main highlights. Explain which objectives you achieved and how. 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.


What were the different stages of this activity? What happened when and how?

(3,000 characters) Outline the concrete steps in your activity (e.g. preparatory meeting, preliminary research, main activity, follow-up).

How did you ensure a non-formal education approach?

How did the programme contribute to meeting the objectives set for this activity?

Please use the model programme available on the EYF website (Resources/Forms & guidelines) to explain further the methods and step-by-step learning process.

Did the participants gain what you expected from this activity?

Explain what concrete outputs/products you created, for example a training manual, a resource pack, development of action plans, a short video, etc.).


Country and town (taken from the grant application – to be updated if necessary)

Where did the activityactually take place? You can indicatemore than one venue if applicable.

GPS coordinates

Why GPS coordinates?

This will help us keep an updated map of NGOs and EYF-supported activities on our website. To provide GPS coordinates, please follow instructions on the EYF website ( – Resources/Forms & guidelines). N.B. The correct format is: 48.60228,7.769466 (no space after the comma).



GPS coordinates

Added value?

Please do not copy the text from the grant application, but explain the significance of this activity within the framework of the work plan. Indicate here the results and any concrete outcome.

(3,000 characters) If this activity was the first one: how did it lay the foundation for the rest of the work plan (common ground or starting point)? If this activity came after another one, how did it build on the previous one(s) and take into account what has been achieved? And also how was it a stepping stone to the next one(s)?

Which objectives of the overall work plan did this activity contribute to? Did this activity have any impact outside the work plan?

If the activity was visited by an EYF representative, do you have any feedback?


Attach the final programme with the content of each session and explaining the methodologies used (see model Daily Programme on the Resources/Forms & guidelines page of the EYF website This document is mandatory and if it is not provided, the report will be considered incomplete and sent back.


Who was involved in this activity?

The section is about the team and the participants.

(3,000 characters) Describe the profile of the participants as well as the criteria for their selection. Don’t forget to update the number of participants per country in the drop-down menu when you save each activity.

Who were the team members (please provide age, gender, country of residence and nationality)? Highlight their roles and how they worked together at all stages throughout the process.

Please remember that an International Activity needs to meet the following hard criteria: it must be run by an international team (4 different nationalities) and the participants must represent at least 7 different Council of Europe member states.


Indicate the actual dates and the number of days of work with the targetaudience.

This includesworking days with the participants directly, either in one activityor in a succession of small actions.

Start day

End day

Number of days


For each activity that has already taken place, indicate the real total cost (which can be adjusted if necessary in the final report) and the EYFgrantrequested for this activity. When you modifythe total cost and grant of any activity, the figures will automatically be updated in the final budget (see Final Budget page) and the difference will appear as “Other sources”. You can add explanations on the Final Budget page. If the total cost of an activity was less than planned and you reduce the amount indicated, then you may have to adapt the amount of the EYF grant accordingly.

·                For example, the cost foreseenfor activity 1 was €9 500 and you askedfor an EYF grant of

€9 500. If the real cost was €8 500, you will have to modify the EYF grant to €8 500 in order to have a balanced budget.

Pleasereplace the draft budget tablewith a revised budget.

Make sure that you submita balanced budget – if not,you will get an errormessage!

Don’t forget to update the information on the participants if necessary and upload the final list of participants (see model List of Participants on the EYF website – Resources/Forms & guidelines). NB The list signed by each participant has to be sent by post either as paper copies or as PDF files on a USB key (see below).

When you have finished updatingthe activities, “Save”the page (bottomof the Interim Report page).

Cancelling an activity

If you have to cancel an activity in the work plan,proceed as follows:

Click on the “Cancel” button corresponding to the activityyou wish to cancel. You will be asked to confirm this cancellation.

If you confirm, you will be asked to explain the reasons why this activity is cancelled.

Fill in the text and click on “Add comment”. The activity is cancelled.

The budgetwill be updated automatically to “€0” for this activity(expenditure and income).

As the budget spent from the EYF grant is reduced, you will have to readjust the figures when submitting the final report (see below).

NB You do not have to submit a full financial report with your interim report – this has to be sent with the final report (see below) – but please give us an update on the state of play. We also advise you to prepare the financial report as soon as possible after each activity has taken place, in order to save time when preparing your final report.Please check the financial reporting guidelines on the

Resources/Forms & guidelines page of the EYF website to make sure your financial report is clear and complete.

When you are ready to submit the interim report, click on “Submit report” at the bottom of the Interim reportpage.

The project can now be found in “Reports in progress” with the status “Reportreceived”.

The EYF Secretariat will validate your report, or ask you for clarifications if necessary. If the report is sent back with a request for additional information, you will receivea notification with instructions.

When the interim report is validated by the EYF Secretariat, the status will be “Contract received”, so that the second payment can be done. This is an automatic calculation of 25% of the grant awarded. You will receive notification that the requestfor payment has been made and the amount transferred will be visible on the “Comments” page. The status is now “Paymentin progress”.


When the grant is “Paymentin progress” again, you will be able to accessthe final reporton the “Reports in progress”page.

Follow the same procedure as for the Interim Report,making sure that you update all the individual activities to reflect the final situation.

State of play since the Interim Report

In this section you are asked to give an overview of how the second part of the work plan was implemented. Please do not repeat what you have already written in the Interim Report. Do not give details on the individual activities – you can do this by opening each activity (see below) and explaining there.

(3,000 characters) What happened since the Interim Report was submitted? Which objectives of the Work Plan were reached through each activity and how? What were the major challenges you had to face and which changes took place? Did everything go according to plan? Taking into account the learning process as well as the results achieved but also the obstacles you dealt with, is there anything you had to adjust in your activities? If this is the case, please explain which changes you implemented and describe the reasons as well as the added value of these changes. You can update the information on the individual activities below. How have the changes affected the activities? How was a coherent flow within the Work Plan ensured despite the changes?

Overall evaluation of the Work Plan

In this section you are asked to give an overview of the Work Plan as a whole, explain what impact the Work Plan had and what follow up is foreseen at the end.

(3,000 characters) Are you satisfied with the implementation of the Work Plan? Was the main aim of the Work Plan reached? What were its strong/weak points? What are the lessons learnt? Were some aspects of the WP too ambitious? Did you achieve any unexpected results? If that is the case, please explain which ones.

We also would like you to explain what impact the Work Plan had on your NGO and/or in the life of the target groups. Do you have ways of measuring this?

Have you identified any particular element in the Work Plan which you would

like to focus on or follow up in the future? How will the work done during the year feed into the future life of your organisation or network?

How would you evaluate your co-operation with the EYF?

Click on “Yes”, to access the individual activities approved for this work plan and update them toreflect reality (including dates, venue, GPS if necessary). Please also check if the information providedwith the Interim Report needs to be updated.

Please replace the draft programme and the draft budget with the final, updated versions for each activity (including for the activities already reported in the Interim Report if necessary). You should use the model Daily Programme and the model Excel table available on the EYF website for each activity (the same format for international/other activity).

In addition to the programmeand budget on individual activities, you can also share other documents that were not provided with your interimreport (revised timeline,steering group/preparatory meetings, concept notes, full reports of activities). Please make sure that theyadd relevant information and not just copy what has already been filled in.

Don’t forget to update the information on the participants and upload the final list of participants, signed by each participant (see model List of Participants on the EYF website – Resources/Forms & guidelines).

You must update the budget figures for each individual activity (total cost and EYF grant). These figures will appear automatically on the “Final Budget” page and the difference will appear as “Other sources”. You can add explanations on the Final Budget page.

Make sure that you submita balanced budget – if not,you will get an errormessage!

Final Budget page

Provisional Budgets: These figures are from the grant application and cannot be modified. The Real Expenditure figuresare the ones indicated in each activity sheet asTotal cost (see above).

The Other Sources column is the difference between the total cost and the EYF grant. As explained for the Interim Report, the EYF grant cannot exceed the real cost and therefore has to be reduced if necessary. Please do not put minus figuresin the Other Sources column,but adjust the total costand the EYF grant accordingly.

In the above example, the EYF grant awarded was €46 000, but the final budget indicates that the actual EYF grant needed was €42 500. The figure “Awarded grant” has to be changed manually so that the Awarded grant and other sourcesadd up to the total expenditure/income.

Awarded grant €42 500 + Other sources €24 240 = €66 740

The figuresare now in balance and the report can be submitted.

Note: You should find co-funding for the international activities. The EYF will not be able to cover more than two-thirds of the total cost of the international activities calculated together (i.e. the two- thirdsrule will not apply to each separate international activity).

In this example, there are4 international activities and 1 “other”activity.

The final grant is calculated as follows:

Total cost IA:

€51 390

Total cost PA:

€5 400

2/3 total cost IA:

€34 260

+ Total cost PA:

€5 400


€39 660

Therefore, the EYF grant cannotexceed €39 660.

The grant awarded on the basis of the grant application was €46 000. A first instalment of €18 400 and a secondinstalment of €13 800were paid.

According to this financial report, and as the EYF grant cannot exceed €39 660, the final balance willbe €7 460.

When you are ready to submit your final report, please check that the figures in the budget are correct. You can add comments if necessary.

Tick the box “I certify that all the information is complete etc.” on the “Final budget” page and click on Submit report. The status will then be “Reportsubmitted”.

You must send by post a detailed signed financial report for each activity with the corresponding proof of expenditure according to the EYF rules (see Guidelines for financial reporting on the EYF website - Resources/Forms & guidelines), as well as a signed list of participants (printed or pdf files) for each activity (if applicable). Your report will not be assessed until the EYF receives all the financial documents by post. When the EYF receives the financial report, the status will change to “Report received”. The EYF will contact you if any clarification or additional information is needed. The report willbe sent back if it does not comply with theguidelines.