Final Report 
Action 2 - European Voluntary Service 
Coordinating organisation
Version valid as of 1st of January 2011	
	
Part I.  Project identification and summary	
	
Project number	
Please insert the reference as indicated in your agreement:	Postmark/Date of receipt	

Name of the beneficiary 	                               	
Please indicate the name and acronym of the beneficiary organisation.		
	
Title of the project	
Please insert the project title as indicated in your agreement:	

Duration of the project	
Please indicate the total duration of the project from preparation to evaluation.	
Start date of the project: 
(date when the first costs incurred)	/      /	End date of the project: 
(date when the last costs incurred)	    /      /    	
	
Signature of the legal representative	
I the undersigned hereby certify that all the information and financial data contained in this final report are accurate and have been supplied to the persons in charge at each of the partner promoters involved in the described project.

The beneficiary allows the European Commission, the Education, Adiovisual and Culture Executive Agency and the National Agencies to make available and use all data provided in this report for the purposes of managing and evaluating the Youth in Action Programme. All personal data collected for the purpose of this project shall be processed in accordance with Regulation (EC) N° 45/2001 of the European Parliament and of the Council on the protection of individuals with regard to the processing of personal data by the EU institutions and bodies.
Data subjects may, on written request, gain access to their personal data. They should address any questions regarding the processing of their personal data to the Agency (National or Executive) in charge of the management of their application. For projects selected at national level, data subjects may lodge a complaint against the processing of their personal data with the authority in charge of data protection in their country at any time. For projects selected at European level, complaints may be lodged with the  European Data Protection Supervisor at any time.
The beneficiary declares having informed the promoters and participants in its project on the provisions and practices regarding data protection applied under the Youth in Action programme.	
Beneficiary 	
Name, stamp (if applicable):		
Legal representative	
Name in capital letters:		
Place:		Signature:		
Date:				

Part I.  Project identification and summary (cont.)	

Type of project	
Please tick the boxes corresponding to the project for which you are submitting this final report.	
The geographic scope of  the project covered: 
(tick one box only) 	  Programme Countries 
  Programme Countries and Neighbouring Partner Countries 
  Programme Countries and the Other Partner Countries of the World	
	
Relevance to the general objectives of the Youth in Action Programme  	
Please tick relevant box(es).
The project: 
  promotes young people’s active citizenship in general and their European citizenship in particular;
  develops solidarity and promote tolerance among young people, in particular in order to foster social cohesion in the European Union;
  fosters mutual understanding between young people in different countries;
  contributes to developing the quality of support systems for youth activities and the capabilities of civil society organisations in the youth field;
  promotes European cooperation in the youth field.	
	
Relevance to the priorities of the Youth in Action Programme	
Please tick relevant box(es).	
Permanent thematic priorities
  European Citizenship
  Participation of young people
  Cultural diversity
  Inclusion of young people with fewer 
      opportunities	Annual priorities
  European Year of Volunteering 
  Youth unemployment 
  Inclusive growth
  Global environmental challenges and climate change
  Creativity and entrepreneurship
  Europe-China Year of Youth 
	
National priorities 
   If so, please specify:	

Main themes for the EVS Services	
Please tick not more than 2 boxes.	
  European awareness	  Post conflict/post-disaster rehabilitation	
  Inter-religious dialogue	  Urban/Rural development	
  Anti-discrimination	  Youth policies	
  Art and culture	  Media and communications/Youth information	
  Disability	  Education through sport and outdoor activities	
  Minorities 	  Health	
  Gender equality 	  Environment	
  Non-discrimination based on sexual orientation	  Development Cooperation	
  Youth Leisure 	  Roma communities	
  Children 	  Animal welfare	
  Intergenerational activities	  Other – If so, please specify:	
	
Summary of the project	
Please give a short description of your project. Please note that this paragraph may be used for publication. Therefore be accurate and include the venues, the type of EVS project, the themes, the objectives, the duration of the Service(s) (in months), the countries involved, the number of volunteers, the implemented activities and the methods applied. This summary should be completed in English, French or German, regardless of which language you use to fill in the rest of this report. Please be concise and clear.	

	
Please, indicate and explain the reasons for any changes between your initial application and the activities finally implemented, e.g. composition of partner promoters, duration of the service period(s).	

	

Part II.  Beneficiary (Coordinating Organisation)	

REPORTING OBLIGATIONS  (Please consult your agreement before elaborating this report)
The final report should be submitted within two months following the end date of the project.
The final report includes one narrative section on the carrying out of the project, and one financial part. The beneficiary must fill in both parts. Failure to accomplish the reporting obligations entitles the Education, Audiovisual and Culture Executive Agency or the relevant National Agency to demand full reimbursement of sums already paid. 
Travel costs, visa costs and visa related costs, vaccination costs, costs for additional dissemination and exploitation of results, travel costs related to Advance Planning Visit (if applicable), exceptional costs and costs related to the EVS Training and Evaluation Cycle (if applicable) must be fully justified with copies of travel tickets and/or invoices or acceptable accounting receipts. Results and achievements justifying the payment of and scales of unit costs regarding activity costs (sending and hosting), coordination costs, , costs related to an Advance Planning Visit (if applicable) and costs related to a reinforced mentorship (if applicable) must be described in detail in the narrative report. A signed declaration from the volunteer regarding the support received and the volunteer's allowance must be enclosed with the report.	
Details of the beneficiary	
Name		
Street address		
Postcode		City		
Region		Country		
Email		Website		
Telephone		Telefax		
	
Person authorised to sign the contract on behalf of the beneficiary (legal representative)	
Family name (Ms/Mr)		First name		
Position/function	
	
Person to contact for questions on this report (contact person)	
Family name (Mr/Ms)		First name		
Position/function		
Email		
Telephone		Telefax		
	
Profile and role of the beneficiary 	
Type and status
	  Non profit/non governmental organisation
  Body active at European level in the youth field
  International governmental organisation     	  Public body   
  Profit-making organisation
  Other – please specify:	
Activity level	  Local	  Regional	  National	  European/International	
Role	 Sending Organisation	 Host Organisation	
	 Only Coordinating Organisation (neither Sending nor Host Organisation)	

Part III.  Partner promoter(s)	
If more space is needed, please add rows.	
Partner promoter(s)	
Name of promoter	
Country
	Role (sending/hosting/both)	EI reference number	

				

				

				

				

				

List of volunteer(s) (For more volunteers use copies of this page or extend the list with copy/paste of rows above)	
N°	Name of volunteer	Service Dates
(dd/mm/yy - dd/mm/yy)	Sending Organisation	Host Organisation	

					

					

					

					

					

Inclusion of volunteers with fewer opportunities	
Did your project involve volunteers with fewer opportunities (facing situations that make their inclusion in society more difficult, see main situations/obstacles identified herebelow) and/or special needs (mobility problems, health care, etc.)? Describe which infrastructure and resources (human or other) were available in order to accommodate and support volunteers with fewer opportunities.

	
Did you organise an Advance Planning Visit?                            Yes       No  
If so, please indicate the dates and venue and attach the final programme. How did it help you in the organisation of your project?

	
Reinforced mentorship: if applicable, please describe the details of the specific personal support provided to the volunteer(s) (how was the support organised, who provided the support and his/her qualifications…) 	

	
Number of volunteers with fewer opportunities involved in the project:	
Please tick the situation(s) they face:	
 Social obstacles	 Economic obstacles	 Disability	
 Educational difficulties	 Cultural differences	 Health problems	
 Geographical obstacles	 Other – please specify: 	

Part IV.  Project implementation	
The points below are intended to serve as a guide for your description of the activities undertaken with your partners within the context of your Youth in Action project. Do not hesitate to mention difficulties and problems you have encountered and other matters that you consider helpful for other organisations, which would organise similar activities in the future. 	
Please enclose with this report the products developed during the project (video, photos, website, etc) and information on how these were disseminated.
If more space is needed, please extend boxes.	

Preparation	
Please explain how you prepared the project within your own organisation and with your partner(s) (meetings, activities, communication, etc.).	

	
	
Practical arrangements	
Please describe your experiences regarding the following aspects: (indicate if you encoutered problems or difficulties)
•	finding board and accomodation for the volunteer(s),
•	the communication between the partners,
•	the communication with the volunteer(s),
•	the communication with the National/Executive Agency(ies),
•	      finding a mentor for the volunteer(s),
•	      administrative issues (visa, social security issues …).	

	

Role and tasks of the voluntreer	
Please describe the role and the tasks that were carried out by the volunteer(s).	

	

Financial aspects	
Please describe your experience with additional funding for this project (in addition to the Youth in Action Programme grant). Include information if you had difficulties in your efforts to secure this additional funding.	

	

Risk prevention and crisis management	
Did you face critical crisis management and/or situations that endangered the safety of volunteer(s)? If so, please describe the situation and how you handled it. Describe improvements you would make if you were to repeat the EVS experience.	

	

Preparation, Support, Training and Evaluation 	
Before the service period	
What kind of preparation was offered to the volunteer(s) before departure? Please indicate the duration of the preparation and the organisation(s)/person(s) responsible for carrying it out. 

	

Mentor:	
Please describe the role of the mentor(s) in the project.	

	

During the service period	
On-arrival training(s): please indicate the dates, the venue(s) and who carried it out (National Agency…).	

	
Mid-term evaluation(s) (only for volunteers doing a service of 6 months or more): please indicate the dates, the venue(s) and who carried it out (National Agency…). 	

	
Ongoing volunteer support. Please describe which support the host organisation(s) provided to the volunteer(s): personal support (mentorship), task-related support, linguistic support and administrative support and who was responsible for its organisation.

	
Additional training. Please describe which additional training the host organisation(s) provided to the volunteer (apart from the official EVS Training and Evaluation Cycle) – technical skills training, intercultural training – and who was responsible for its organisation.

	
Contact with the volunteer(s): please describe how the Sending Organisation stayed in contact with the volunteer(s) during the voluntary service period.	

	

Achievements	
According to what you described above, please summarize what you achieved with this EVS-project  in relation with e.g.:
•	the objectives and the priorities of the Youth in Action Programme (please see the Programme Guide), 
•	the objectives of the project that you planned,
•	the relevance of the theme to the interests and needs of participants,
•	 the social and personal development of the participants (including non-formal learning objectives).

Please describe to what extent the EVS project met your expectations. How would you evaluate the overall success of the project? Are you satisfied with the activities carried out by the volunteer(s) and with your overall cooperation with the volunteer(s) and your partner promoter(s)? Please explain to what extent the EVS project gave added value to your organisation. 

	

Youthpass	
Did you informe participants about their possibility to receive a Youthpass Certificate?          Yes             No
How many Youthpass Certificates did you issue?                                                                           
In case you issued one or more Certificates did you also fill-in the sections relating to descriptive parts of the Youthpass Certificate (Key competences…)                                                                                                 Yes             No   
	
Please describe any other measures implemented to recognize and validate the learning outcomes of participants and promoters involved in the project. 

	

Intercultural dimension	
Please explain if and how the following aspects were tackled in your project:
•	young people's positive awareness of other cultures, 
•	dialogue and intercultural encounters with other young people from different backgrounds and cultures, 
•	prevention and fight against prejudice, racism and all attitudes leading to exclusion, 
•	sense of tolerance and understanding of diversity.	

	
Please indicate which activities made the greatest contribution to the intercultural learning of the participants.	

	

European dimension	
Please explain if and how the following aspect have been tackled in your project:
•	young people’s sense of European citizenship and their role as part of the present and future of Europe,
•	common concerns for European society, such as racism, xenophobia and anti-semitism, drug abuse…,
•	EU topics, such as EU enlargement, the roles and activities of the European institutions, the EU's action in matters affecting young people,
•	founding principles of the EU, i.e. principles of liberty, democracy, respect for human rights and fundamental freedoms, and the rule of law.	

	

Evaluation 	
Please give details regarding evaluation within your organisation, with the volunteer(s) and with your partner(s) both during the EVS project and after the project was finished. 	

	

Visibility	
Please describe:
•	how you ensured the visibility of the project,
•	how your project provided clear promotional added value for the Youth in Action Programme.	

	

Dissemination and exploitation of results 	
Please give a detailed description of standard measures undertaken to disseminate and exploit the results of the project.	

	
Did you implement additional measures assuring dissemination and exploitation of project's results?       Yes            No   
If so, please describe them.

	

Impact, multiplying effect and follow-up	
Please explain: 
•	who benefited from the project in addition to the participants directly involved,
•	the impact on the local community and how it was involved in the project,
•	the multiplying effect and sustainable impact in a long term perspective,
•	      the follow up of this EVS-project if planned (e.g. new projects within the framework of the Youth in Action Programme, continuous contact with the promoter(s), etc.)?	

	

Additional information	
Give any additional information, observations, comments or recommendations that may be useful for future projects as well as to the European Commission, the Education, Audiovisual and Culture Executive Agency or the the National Agency. Describe specific difficulties you encountered in implementing your project.	

	

Part V.  Financial report	ALL ITEMS IN EUROS	
For further information please consult the Youth in Action Programme Guide for funding rules and your agreement for accepted amounts.	
A. Budget summary  	
	Accepted amount as in your grant agreement	FINAL STATEMENT	Final assessment (to be filled in by the NA or the EACEA)	
Travel costs of the volunteer(s) (90% of actual costs)				
Sending Activity costs (scale of unit costs)				
Host Activity costs (scale of unit costs)				
Visa costs, visa-related costs and vaccination costs (100% of actual costs)				
Volunteer's allowance (scale of unit costs - country specific)				
Coordination costs (scale of unit costs)   				
Costs for additional dissemination and exploitation of results (100% of actual costs – up to € 500 x number of promoters)				
Additional funding for projects including young people with fewer opportunities	
Advance Planning Visit – travel costs (100% of actual costs) 				
Advance Planning Visit – other costs (scales of unit costs)				
Cost related to a reinforced mentorship (scale of unit costs)				
Exceptional costs (100% actual costs)				
EVS Training and Evaluation Cycle (if applicable)	
Costs related to on-arrival training (100% of actual costs – up to € 900 x number of participants)				
Costs related to mid-term evaluation (100% of actual costs – up to € 500 x number of participants)				
Total grant requested from the Youth in Action Programme 				

B. Co-financing	
	Amount	
Own resources		
Other contributions to this project (please specify):
		
Total of co-financing		

C. Payments	
	Amount	
Pre-financing payment already received from the Youth in Action Programme		
Expected balance claimed OR to be reimbursed to the Youth in Action Programme		

D.  Detailed calcultation of grant requested	ALL ITEMS IN EUROS	
If more space is needed, please add rows.

Travel costs of the volunteer(s)	
Organisation and country	Number of volunteers	From	To	Means 
of transport	Total costs (100%)	EU Grant (90%)	

							

TOTAL			

Sending Activity costs	
Organisation and country	Number of volunteers	Unit cost (per volunteer)	Amount	

				

TOTAL		

Host Activity costs	
Organisation and country	Number of volunteers	Duration in months	Unit cost	Amount 	

					

TOTAL		

Visa costs, visa related costs and vaccination costs (if applicable) 	
Specification	Costs	

		

TOTAL		

Volunteer’s allowance 	
Host organisation and country	Number of volunteers	Duration in months	Unit cost	Amount 	

					
					
TOTAL		

Coordination costs (if applicable)	
Number of promoters	Unit cost (per promoter)	Amount	
			
SUBTOTAL		

Number of volunteers	Unit cost (per volunteer)	Amount 	
			
SUBTOTAL		
		
     TOTAL Coordination costs		

Costs for additional dissemination and exploitation of results 	
Specification	Costs	

		
		
TOTAL		

Advance Planning Visit – travel costs (if applicable)	
Sending Organisation	Number of participants	From	To	Means of transport	Costs	

						
						
TOTAL		

Advance planning visit – other costs (if applicable)	
Sending Organisation	Number of participants from Sending organisation 	Duration (max 2 nights)	Unit cost per night per person	Amount	

					
					
TOTAL		

Cost related to a reinforced mentorship (if applicable)	
Orgaisation and country	Number of volunteers	Duration of Service in month	Unit cost  	Amount 	

					

TOTAL		

Exceptional costs (if applicable)	
Specification	Costs	

		

TOTAL		

Costs related to an on-arrival training or mid-term evalution  (if applicable) 	
Specification	Provided by	Amount 	

			

TOTAL		

Volunteers' allowances  (For more volunteers use copies of this page or extend the list with copy/paste of rows above)	
Project title:		
N°	Name of volunteer	Home address	Country of residence	E-mail address	Female (F) 
or male (M)	Year of birth	Total amount of allowances	Signature of volunteer	

									

									

									

									

									

									
									
The European Commission, the Education, Audiovisual and Culture Executive Agency and the National Agencies informs the volunteer(s) that all data provided in this report will be used for the purposes of solely managing and evaluating the Youth in Action Programme. All personal data collected for the purpose of this project shall be processed in accordance with Regulation (EC) N° 45/2001 of the European Parliament and of the Council on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies. 
Data subjects may, on written request, gain access to their personal data. They should address any questions regarding the processing of their personal data to the Education, Audiovisual and Culture Executive Agency or the relevant National Agency. Data subjects may lodge a complaint against the processing of their personal data with the European Data Protection Supervisor at any time.