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1. General Framework
1. General Framework
1.1 Youth Exchange (YE)
1.1 Youth Exchange (YE)
A Youth Exchange brings together groups of young people from two or more countries for a defined period, during which they jointly deliver a non-formal learning programme, workshops, group exercises, debates, role-play, simulations, and outdoor activities, built around a shared topic connected to the European Youth Goals. Every exchange runs through three stages:
A Youth Exchange brings together groups of young people from two or more countries for a defined period, during which they jointly deliver a non-formal learning programme, workshops, group exercises, debates, role-play, simulations, and outdoor activities, built around a shared topic connected to the European Youth Goals. Every exchange runs through three stages:
– Planning, carried out before the application is submitted;
– Planning, carried out before the application is submitted;
– Preparation, in the lead-up to the activity itself;
– Preparation, in the lead-up to the activity itself;
– Evaluation and follow-up, once the exchange has ended.
– Evaluation and follow-up, once the exchange has ended.
1.2 Training Course (TC)
1.2 Training Course (TC)
A Training Course is aimed primarily at youth workers, educators, trainers, and active volunteers who want to build their skills and competences within the youth field. It blends theoretical input with experiential learning, workshops, and peer exchange, all within a non-formal education framework, with a focus on capacity building, networking, and raising the overall quality of youth work across Europe.
A Training Course is aimed primarily at youth workers, educators, trainers, and active volunteers who want to build their skills and competences within the youth field. It blends theoretical input with experiential learning, workshops, and peer exchange, all within a non-formal education framework, with a focus on capacity building, networking, and raising the overall quality of youth work across Europe.
Both YEs and TCs take place under the Erasmus+ Programme and follow the same standards of quality, safety, and inclusion.
Both YEs and TCs take place under the Erasmus+ Programme and follow the same standards of quality, safety, and inclusion.
2. Who Can Take Part, and How Participants Are Chosen
2. Who Can Take Part, and How Participants Are Chosen
1. Youth Exchanges are open to young people aged 13–30 who share an interest in the exchange's topic and can commit to every stage of the project, planning, preparation, the activity itself, and follow-up. Age brackets may be adjusted from project to project.
1. Youth Exchanges are open to young people aged 13–30 who share an interest in the exchange's topic and can commit to every stage of the project, planning, preparation, the activity itself, and follow-up. Age brackets may be adjusted from project to project.
2. Training Courses are aimed at youth workers, educators, trainers, and NGO staff or volunteers aged 18 and above.
2. Training Courses are aimed at youth workers, educators, trainers, and NGO staff or volunteers aged 18 and above.
3. English fluency is not a prerequisite for taking part. Helping participants grow into more confident, multilingual communicators is itself one of the goals of Erasmus+ activities.
3. English fluency is not a prerequisite for taking part. Helping participants grow into more confident, multilingual communicators is itself one of the goals of Erasmus+ activities.
4. Every applicant completes an application form covering their contact details, background, motivation, and relevant experience.
4. Every applicant completes an application form covering their contact details, background, motivation, and relevant experience.
5. For Youth Exchanges, priority generally goes to participants who are new to Erasmus+, while those with more experience are invited into active roles: group leader, facilitator, media coordinator, and similar.
5. For Youth Exchanges, priority generally goes to participants who are new to Erasmus+, while those with more experience are invited into active roles: group leader, facilitator, media coordinator, and similar.
6. For Training Courses, selection weighs motivation, professional relevance, and the likely impact on the participant's organisation and community.
6. For Training Courses, selection weighs motivation, professional relevance, and the likely impact on the participant's organisation and community.
7. Selection is carried out fairly, transparently, and without discrimination, with attention paid to gender balance and inclusion.
7. Selection is carried out fairly, transparently, and without discrimination, with attention paid to gender balance and inclusion.
8. Asociația Convey is committed to enabling full participation for people with fewer opportunities, keeping their circumstances confidential and offering extra mentorship and logistical support where needed.
8. Asociația Convey is committed to enabling full participation for people with fewer opportunities, keeping their circumstances confidential and offering extra mentorship and logistical support where needed.
9. Everyone who applies is notified of the outcome by email.
9. Everyone who applies is notified of the outcome by email.
3. Group Leaders and Project Staff
3. Group Leaders and Project Staff
10. Every group taking part in a Youth Exchange needs at least one Group Leader, responsible for supporting and looking after participants throughout the activity so that safety, inclusion, and the quality of the learning experience are maintained.
10. Every group taking part in a Youth Exchange needs at least one Group Leader, responsible for supporting and looking after participants throughout the activity so that safety, inclusion, and the quality of the learning experience are maintained.
11. Group Leaders are expected to meet the following:
11. Group Leaders are expected to meet the following:
– Aged 18 or older, with no upper age limit;
– Aged 18 or older, with no upper age limit;
– At least a B2 level of English;
– At least a B2 level of English;
– Prior experience working with young people, whether as youth workers, trainers, teachers, or volunteers.
– Prior experience working with young people, whether as youth workers, trainers, teachers, or volunteers.
12. Trainers and facilitators for Training Courses are chosen for their professional background, subject expertise, and ability to deliver non-formal learning.
12. Trainers and facilitators for Training Courses are chosen for their professional background, subject expertise, and ability to deliver non-formal learning.
4. Learning Outcomes and Recognition
4. Learning Outcomes and Recognition
13. Both YEs and TCs are grounded in non-formal education, encouraging active participation, intercultural learning, and the development of competences useful in both life and work.
13. Both YEs and TCs are grounded in non-formal education, encouraging active participation, intercultural learning, and the development of competences useful in both life and work.
14. Through the project, participants can expect to:
14. Through the project, participants can expect to:
– Build personal, social, and professional competences;
– Build personal, social, and professional competences;
– Strengthen intercultural dialogue and their sense of European citizenship;
– Strengthen intercultural dialogue and their sense of European citizenship;
– Engage directly with socially relevant issues and active participation in society.
– Engage directly with socially relevant issues and active participation in society.
15. At the end of the activity, participants receive a Youthpass Certificate, formally recognising the learning achieved within the Erasmus+ framework.
15. At the end of the activity, participants receive a Youthpass Certificate, formally recognising the learning achieved within the Erasmus+ framework.
5. Funding and Costs
5. Funding and Costs
16. The project runs on an EU grant awarded through Erasmus+, under a co-financing model.
16. The project runs on an EU grant awarded through Erasmus+, under a co-financing model.
17. The grant covers:
17. The grant covers:
– Organisation of the project and related materials;
– Organisation of the project and related materials;
– Accommodation and meals at the venue;
– Accommodation and meals at the venue;
– Travel costs within the distances allowed under Erasmus+ rules.
– Travel costs within the distances allowed under Erasmus+ rules.
18. There is no participation fee. Participants are, however, responsible for arranging their own travel insurance, which is treated as their contribution to co-financing.
18. There is no participation fee. Participants are, however, responsible for arranging their own travel insurance, which is treated as their contribution to co-financing.
19. Asociația Convey works to remove financial barriers wherever possible, with particular attention to participants with fewer opportunities.
19. Asociația Convey works to remove financial barriers wherever possible, with particular attention to participants with fewer opportunities.
20. Expenses unrelated to the activity itself — personal snacks, entertainment, extra luggage, additional nights of stay — are covered by the participant.
20. Expenses unrelated to the activity itself — personal snacks, entertainment, extra luggage, additional nights of stay — are covered by the participant.
21. Double funding is not permitted under any circumstances: no cost may be reimbursed twice through EU funds, and participants must confirm they are not taking part in another EU-funded mobility during the same period.
21. Double funding is not permitted under any circumstances: no cost may be reimbursed twice through EU funds, and participants must confirm they are not taking part in another EU-funded mobility during the same period.
6. Getting There
6. Getting There
22. Green travel: buses, trains, carpooling, and other low-emission options, is strongly encouraged.
22. Green travel: buses, trains, carpooling, and other low-emission options, is strongly encouraged.
23. Organisers and group leaders coordinate travel routes with sustainability, safety, and cost in mind.
23. Organisers and group leaders coordinate travel routes with sustainability, safety, and cost in mind.
24. Wherever possible, participants from the same country travel together with their group leader.
24. Wherever possible, participants from the same country travel together with their group leader.
25. Tickets should be purchased according to the agreed itinerary; reimbursement follows the official Erasmus+ travel rules set out in Section 9.
25. Tickets should be purchased according to the agreed itinerary; reimbursement follows the official Erasmus+ travel rules set out in Section 9.
26. Pack for the destination and bring your own hygiene essentials. Leave valuables that aren't needed for the activity at home.
26. Pack for the destination and bring your own hygiene essentials. Leave valuables that aren't needed for the activity at home.
7. Accommodation
7. Accommodation
27. Activities typically take place at tourist-type or educational venues offering shared rooms and simple facilities.
27. Activities typically take place at tourist-type or educational venues offering shared rooms and simple facilities.
28. Rooms are shared, usually by 3–6 people, generally split by gender.
28. Rooms are shared, usually by 3–6 people, generally split by gender.
29. Internet access at the venue may be limited, participants are encouraged to use the time to disconnect and engage fully with the programme.
29. Internet access at the venue may be limited, participants are encouraged to use the time to disconnect and engage fully with the programme.
30. Keeping rooms and shared spaces tidy is each participant's responsibility.
30. Keeping rooms and shared spaces tidy is each participant's responsibility.
31. Damage caused through negligence is billed to the participant responsible.
31. Damage caused through negligence is billed to the participant responsible.
32. Quiet hours run from 23:00 to 06:00 and must be respected.
32. Quiet hours run from 23:00 to 06:00 and must be respected.
8. Meals
8. Meals
33. Three meals a day are provided, often featuring local cuisine.
33. Three meals a day are provided, often featuring local cuisine.
34. Drinking water is available throughout the stay.
34. Drinking water is available throughout the stay.
35. Any dietary requirements should be flagged in advance. Organisers will do their best to accommodate vegetarian, vegan, lactose-free, and similar diets, though full compliance can't always be guaranteed given local catering options.
35. Any dietary requirements should be flagged in advance. Organisers will do their best to accommodate vegetarian, vegan, lactose-free, and similar diets, though full compliance can't always be guaranteed given local catering options.
9. Travel Reimbursement
9. Travel Reimbursement
36. Reimbursement covers only the most economical route between the participant's (or sending organisation's) home city and the venue.
36. Reimbursement covers only the most economical route between the participant's (or sending organisation's) home city and the venue.
37. Only public transport tickets qualify: taxis, parking, seat reservations, and business-class fares are excluded.
37. Only public transport tickets qualify: taxis, parking, seat reservations, and business-class fares are excluded.
38. Car travel can be reimbursed when at least three participants share a vehicle, at €0.13/km/car, calculated using an official distance tool such as ViaMichelin.
38. Car travel can be reimbursed when at least three participants share a vehicle, at €0.13/km/car, calculated using an official distance tool such as ViaMichelin.
39. Valid supporting documents (tickets, invoices) must be submitted within 5 days of the activity ending for reimbursement to be processed.
39. Valid supporting documents (tickets, invoices) must be submitted within 5 days of the activity ending for reimbursement to be processed.
40. Participants need to attend the full duration of the activity to qualify for reimbursement.
40. Participants need to attend the full duration of the activity to qualify for reimbursement.
41. Reimbursements are paid in EUR by bank transfer, typically within one month of the activity's conclusion.
41. Reimbursements are paid in EUR by bank transfer, typically within one month of the activity's conclusion.
10. Safety and Protection
10. Safety and Protection
42. Participants are responsible for their own belongings; the organisers do not cover theft or loss.
42. Participants are responsible for their own belongings; the organisers do not cover theft or loss.
43. Access to the venue is limited to registered participants and staff.
43. Access to the venue is limited to registered participants and staff.
44. Weapons, alcohol, flammable substances, and other dangerous items are strictly prohibited.
44. Weapons, alcohol, flammable substances, and other dangerous items are strictly prohibited.
45. Valid health and travel insurance is required for the full duration of the mobility, travel days included.
45. Valid health and travel insurance is required for the full duration of the mobility, travel days included.
46. Minors must submit a signed parental consent form before the activity begins.
46. Minors must submit a signed parental consent form before the activity begins.
11. Code of Conduct
11. Code of Conduct
47. Alcohol, drugs, and other mood-altering substances are strictly forbidden.
47. Alcohol, drugs, and other mood-altering substances are strictly forbidden.
48. Smoking is permitted only in designated outdoor areas.
48. Smoking is permitted only in designated outdoor areas.
49. Participants are expected to treat one another with respect, avoiding offensive language or behaviour.
49. Participants are expected to treat one another with respect, avoiding offensive language or behaviour.
50. The accommodation and its surroundings should be treated with care.
50. The accommodation and its surroundings should be treated with care.
51. Full attendance and punctuality are required at all sessions.
51. Full attendance and punctuality are required at all sessions.
52. Breaches of the Code of Conduct may lead to:
52. Breaches of the Code of Conduct may lead to:
– A first warning, with parents or the sending organisation informed if the participant is a minor;
– A first warning, with parents or the sending organisation informed if the participant is a minor;
– Dismissal from the activity if the behaviour continues.
– Dismissal from the activity if the behaviour continues.
In either case of dismissal, the participant covers their own return travel and any related costs.
In either case of dismissal, the participant covers their own return travel and any related costs.
12. Final Provisions
12. Final Provisions
53. All participants, including youth workers, group leaders, and trainers, are required to complete the European Commission's final report, along with any other evaluation forms requested under Erasmus+.
53. All participants, including youth workers, group leaders, and trainers, are required to complete the European Commission's final report, along with any other evaluation forms requested under Erasmus+.
54. By taking part, participants agree to being photographed or filmed during the activity, with the resulting material used by Asociația Convey and Erasmus+ stakeholders for educational, dissemination, and promotional purposes.
54. By taking part, participants agree to being photographed or filmed during the activity, with the resulting material used by Asociația Convey and Erasmus+ stakeholders for educational, dissemination, and promotional purposes.
55. Participants commit to sharing and promoting the project's results within their local communities once they return home.
55. Participants commit to sharing and promoting the project's results within their local communities once they return home.
56. Personal data is processed with participants' consent and in line with Regulation (EU) 2016/679 (GDPR), stored securely, and used solely for implementing and reporting on the project.
56. Personal data is processed with participants' consent and in line with Regulation (EU) 2016/679 (GDPR), stored securely, and used solely for implementing and reporting on the project.
57. The European Commission's support in funding this material does not amount to an endorsement of its content, which reflects the views of the authors alone. The Commission cannot be held responsible for any use made of the information it contains.
57. The European Commission's support in funding this material does not amount to an endorsement of its content, which reflects the views of the authors alone. The Commission cannot be held responsible for any use made of the information it contains.
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