Who decides and how
For each application, the EYF secretariat prepares a recommendation which is passed onto the Programming Committee on Youth which takes all decisions about applications.
The Programming Committee on Youth
The Programming Committee on Youth (PC) consists of 8 government representatives and 8 non-governmental youth organisations. It establishes and monitors the programme of the European Youth Foundation and the European Youth Centres (Strasbourg and Budapest). The PC meets in June and December. The members are elected for a 2 year mandate.
It takes the decisions on all applications submitted to the EYF as well as on the study sessions organised in co-operation with the European Youth Centres.
How are decisions taken?
Project applications are assessed by the EYF according to content and quality, as well as adherence to criteria and priorities.
Communicate via our new system and take into account the suggestions made by the Secretariat at the planning stage of your projects.
A recommendation for each application is provided to the Programming Committee on Youth.
The PC reviews the EYF's recommendations and decides which project applications will be supported and the amount of the grant, if any. The PC has access to the online system and can follow the exchange between the EYF and the NGOs before taking a decision (total transparency).
Applicants are contacted by the EYF as soon as possible after the meetings and informed of the decision.
If you receive a rejection letter, the reasons why your project was rejected are explained, but you are not allowed to submit the same application again. You can of course submit a new application, which must not be copied from the rejected one.
If the Programming Committee on Youth considers that your application can be resubmitted, you will receive a resubmission letter, explaining how and under which circumstances you can resubmit your project application.
EXCEPTION: Decision for pilot activities are taken every 2-3 months. The Secretariat prepares the assessment in batches and the members of the PC consult the applications online. The final decision is taken by the Chair and Vice-Chair of the Committee.
If a project is accepted 80% of the grant awarded will be transferred approximately 10 weeks before the start of the project. The decision to support a project will be withdrawn if it becomes apparent that it was based on false information or if the NGO does not acknowledge receipt and acceptance of the decision and its conditions.
EXCEPTION: The grant awarded for an annual work plan is paid in three instalments: 40% when the signed contract is sent to the EYF (by post) and the conditions in the contract (if any) are met. The other two payments of 30% each are linked to the receipt of a satisfactory interim and final report.
The remaining 20% is paid upon assessment of the satisfactory activity and financial report. The EYF may give further feedback at this stage.
The beneficiary reports back on the activity within 2 months of the end of the project. The beneficiary must justify the use of the grant given by providing:
- a clear and complete activity and financial report;
- a final budget showing the total real costs of the activity;
- all proofs of expenditure related to the costs.
This will help us assess whether the contribution made has been spent in an appropriate manner.
The EYF reserves the right to suspend, cancel or withdraw from the activity or activities and their financing if substantial errors, irregularities or fraud of any kind have been discovered at any stage of the execution or if the beneficiary has failed to take all appropriate measures to remedy the situation. The beneficiary will have to reimburse in full or in part, the grant. Sanctions will apply in the case of fraud.