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, Commonwealth and Development Office (FCDO) website for foreign travel advice. You can also find some general guidance on our travel and accommodation webpage.

Start Up Seminars

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.

2020 Call

In 2020, the Key Action 1 Start Up Seminar took place via webinar. You can view the recording of the session below.

Key Action 1:

2019 Call

Download the presentation from the 2019 Call Key Action 1 Start Up Seminar (5.2 MB). 

In 2019, the Key Action 2 and 3 Start Up Seminars took place via webinar. You can view the recordings of these sessions below. 

Key Action 2:

Key Action 3:

2018 Call

Download the presentation from the 2018 Call Key Action 1 Start Up Seminar (5.6 MB). 

2017 Call

Download the presentation from the 2017 Call Key Action 1 Start Up Seminar (7.7 MB). 

Project handbooks

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

2020 Call

2020 Call Key Action 1 project handbook (888 KB)

2019 Call

2019 Call Key Action 1 project handbook (888 KB)

2019 Call Key Action 3 project handbook (684 KB)

2018 Call

2018 Call Key Action 1 project handbook (891 KB)

Please note: There is no updated handbook for 2017 and 2018 Key Action 2 or Key Action 3 grant holders. If you have questions about Key Action 2 youth or Key Action 3 projects, please email the British Council.

2017 Call

2017 Call Key Action 1 project handbook (1.58 MB)

 

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

Guidance on using the Mobility Tool+ can be found on our IT tools page, along with 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 y, duration, partners or participants can be discussed with the UK National Agency, but in most cases will need to be confirmed in writing by us in advance. This is to ensure 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 for final reports which need to be submitted after the end date of your project.

We advise that you keep any important documents and receipts for exceptional costs in case of audits or checks carried out by the UK National Agency.

Take a look at some handy hints and tips for completing your final reports in our Top Tips for Key Action 3 Reporting Guide (326 KB) and Top Tips for Key Action 2 Reporting Guide (373 KB).

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 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.

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, such as the Mobility Tool+ quick start guide for Key Action 2 projects.

Distance Calculator

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

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

Organisation Registration System 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 Organisation Registration System.

Download the Organisation Registration System user manual (1.14 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) offers a comprehensive overview of projects funded under the programme and highlights best practices. The European Commission platform is a useful tool in disseminating the outcomes of your project and makes available any tangible resources and outputs.

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?

Due to precautions taken at the UK National Agency offices in light of the Coronavirus (COVID-19) outbreak, please note the following interim update to the Ecorys UK and British Council helpline numbers. 

In the first instance, we would encourage you to send queries via email and a member of the National Agency team will respond.

If your question is about Key Action 1 youth, please contact Ecorys UK by email. The Ecorys UK helpline is now closed. We are currently receiving a high number of emails but a member of the National Agency team will respond to each one as soon as possible.

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

If you have any questions about European Solidarity Corps please email the dedicated team.