Youth projects

The UK National Agency, a partnership between the British Council and Ecorys UK, shares the management of the decentralised Key Actions for the youth sector, with Ecorys UK managing Key Action 1 youth mobility and British Council managing Key Action 2 Strategic Partnerships and Key Action 3 Structured Dialogue.

Getting started

If you are from a UK organisation working with young people who take part in an Erasmus+ project, this page will give you some useful guidance and advice. Please also review the Programme Guide for full details.

Following recent events, when travelling outside the UK, we advise you and your institution to consult the Foreign and Commonwealth Office (FCO) website for foreign travel advice. You can also find some general guidance on our travel and accommodation webpage.

2015 Call

Our Start-up events are designed to help get your project off to a great start and hear from National Agency staff on topics including financial management.

Key Action 2

The Key Action 2 Start-up seminar was held in Birmingham in October. You can view the presentation from the day below or download the slides (6.31 MB).

If you are running a 2015 Call Key Action 2 project, you can download the Erasmus+ Progress Report Guidance Document (433 KB). It will provide technical advice on submitting the report and the documentation required by the UK National Agency.

Key Action 3

The Key Action 3 Start-up seminar was held in Birmingham in September. You can view the presentation from the day below or download the pdf version (3.07 MB).

We also run webinars as a step-by-step tool to guide you through reporting forms and advise on what you should include.

2014 Call

Our Start-up events are designed to help get your project off to a great start and hear from National Agency staff on topics including financial management. The 2014 Key Action 2 Start-up seminar was held in Birmingham in January. You can view the presentation from the day below or download the pdf version (6.68 MB).

If you are running a 2014 Call Key Action 2 project, you can download the Erasmus+ 2014 Call Interim Report Guidance document (381 KB). It is designed to help you complete and submit the Interim Report, including technical advice and the documentation required by the UK National Agency.

Project handbooks

Project handbooks are available to download for guidance on managing your Erasmus+ project:

2016 Call

2016 Call Key Action 1 project handbook (993 KB)

2015 Call

2015 Call Key Action 2 project handbook (654 KB) for VET, adult education and youth

2015 Call project handbook for Key Action 3 Structured Dialogue beneficiaries (629 KB)

2014 Call 

You can download the project handbook for Key Action 2 VET, adult education and youth (597 KB) and the Key Action 3 Structured Dialogue project handbook (546 KB).

Visa requirements

It is the responsibility of the participating organisations to ensure all visas, where required, are in order before the planned activity takes place. Visit the Passports and visas page for more information.

Reporting

Visit our IT tools page for an overview of the European Commission's online tools and further support and guidance materials.

You must use our reporting guidelines, final report forms, receipt list and invoice templates to ensure that your report will be accepted and your costs are properly evidenced. Any changes to your project dates, duration, partners or participants can be discussed with your Project Officer, but in most cases need to be confirmed in writing by us in advance. This is in order to be sure that your project remains eligible for funding. You will be sent details of this during your project.

The European Commission (EC) produces templates for key reporting documents, such as interim reports which you will need to submit during your project’s lifecycle, and final reports after the end date of your project. On our website you can find guidance on different types of reports you will have to submit. We advise that you keep any important documents and receipts for exceptional costs until we can confirm the formal requirements to do so.

Visit our IT Tools page for an overview of the European Commission's online tools including Mobility Tool+ and further support and guidance materials.

Participant Mobility

You must manage the delivery of the project, participant welfare, as well as the management of the funds and reporting to us. We will provide detailed project guidance and tools to all our grant recipients in due course, but for now our Before Mobility Policies and Procedures overview (212.4 KB) will help you understand what you need to do before sending participants abroad, including arranging any linguistic support for European Voluntary Service (EVS) volunteers.

Mobility agreements

All participating organisations involved in a youth mobility project are strongly recommended to sign an internal agreement between them to clearly define responsibilities, tasks and financial contribution for all parties involved in the project. It is up to the participating organisations to jointly decide on how the EU grant will be distributed and which costs it will cover.

Prior to their departure, each EVS volunteer must sign a volunteering agreement with the sending and receiving organisation.

Insurance

All participants in a youth exchange or EVS must be insured and should have a European Health Insurance Card. The coordinating organisation should arrange this before travel. Visit the Money and insurance page for more information.

European Voluntary Service (EVS) accreditation

Any UK organisation working with youths wishing to send or receive EVS volunteers or to coordinate an EVS project must have EVS accreditation.

Mobility Tool+

Once volunteers or youth worker participants are selected, your institution must provide general information regarding the participants and the type of mobility activity they will carry out (e.g. participant name, destination, duration of the mobility, etc.) using the European Commission’s (EC) online management and reporting system, ‘Mobility Tool+’. This tool will support your institution in the management and reporting of Erasmus+ mobility activities. Visit our IT Tools page for an overview of the European Commission's online tools including Mobility Tool+ and further support and guidance materials.

Distance Calculator

The distance calculator is designed for organisations taking part in the Erasmus+ Programme to calculate travel distances for grant support to individuals.

EVS training

Pre-departure training is the responsibility of the EVS organisations (usually the sending organisation or the coordinating organisation) and gives volunteers an opportunity to talk about their expectations, develop their motivation and learning objectives, and obtain information on their host country and on the Erasmus+ programme.

EVS volunteers have the right and obligation to participate in EVS training and evaluation sessions, organised in line with the European Commission's guidelines on volunteer training (241.67 KB)

Recognition of learning outcomes

Every young person, volunteer or youth worker taking part in a youth mobility project is entitled to receive a Youthpass certificate. Find out more about Youthpass.

Guidance documents

Participant Portal user manual

This document explains how to obtain your organisation's PIC number, which you must have before you submit your application, and how to use the Participant Portal.

Download the Participant Portal user manual (4.9 MB)

Please subscribe to our newsletter to be notified of future advice and guidance information for reporting.

Promotion and Dissemination

Dissemination

Dissemination is a term used by the European Commission in many of its documents and simply means to spread widely. All projects are encouraged to share (or disseminate) the successes of their project. This means that even after your project finishes the successes can still have an impact in the future. Important information about dissemination can be found in Annex II of the Erasmus+ Programme Guide. For more information please visit our Promotion and dissemination page.

Erasmus+ logo

All organisations running an Erasmus+ project agree to promote the programme to their staff and learners and to disseminate the results of Erasmus+ activities. Any materials or digital products produced to promote the Programme must use the European Commission's Erasmus+ logo and publicly acknowledge the support received from the European Union. For logos and guides on how to use them please see the promotion and dissemination page. 

Erasmus+ Project Results Platform

The Erasmus+ Project Results Platform (EPRP) is a dissemination platform developed by the European Commission for Erasmus+. It offers a comprehensive overview of projects funded under the programme and highlights best practices. The platform serves as a useful tool in disseminating the outcomes of your project and makes available any tangible resources, products, deliverables and outputs which have resulted from funded projects.

What do I need to use the platform for?

Erasmus+ beneficiaries can do the following actions:

  • Upload results, website information and add a logo to your project
  • Edit personal contact data for the project co-ordinator and partners
  • Submit your uploaded content for review by the National Agency

We would encourage you upload your project results regardless of which Key Action your projects is funded under to disseminate your successes. However please note for Key Action 2 projects it is compulsory to upload your project results as stated in your grant agreement. 

Who should I contact?

If your question is about Key Action 1 youth, please contact Ecorys UK by email or telephone 0121 212 8947.

If you have questions about Key Action 2 youth or Key Action 3, please contact the British Council by email or telephone 0161 957 7755.