These FAQs have been put together after requests from our grantees for support on how EYF funded projects may be changed in the context of COVID-19.
EYF team remains available via the online system to discuss potential changes for projects disrupted by COVID-19.
Due to the COVID-19 pandemic I cannot implement my project as planned. What should I do?
Please think about the modifications you could make to your project in terms of the planning and nature of the activities, and recalculate the agreed budget. Then, contact the EYF secretariat and present to us your proposals via the communication page on the EYF online system, including a document providing information about the proposed modifications, as well as a revised budget to be attached to Validation page.
If you need assistance in rethinking, replanning and rebudgeting, please be aware that the EYF has established a consultancy service to which organisations in the process of implementing an EYF grant may ask for advice.
When designing your proposals for change, please remember that the format of the activity may be adapted, but that aim, the objectives and the activity’s scope should be maintained. Also remember that in any case, you need the prior approval of the EYF before implementing your proposals.
What changes to activities can be accepted in the current circumstances?
We understand that many projects are built around residential meetings that cannot take place due to measures taken by authorities to counter the spread of Coronavirus. In this context, the EYF has no objections if these meetings were to be organised online, in a hybrid format or with participants from states not, or less affected by travel restrictions. This may include replacing participants subjected to travel restrictions, as long as the aim of the project is still met. In certain cases, the EYF secretariat could also agree with the postponement of planned activities.
If the restructuring of your activities leads to underspending, the budget remainder may be used for additional activities, provided that they fit in with the approved project. These are subject to prior approval by the EYF. If you are unsure how your remaining budget could be used to increase the impact of your project, we’d strongly recommend you to request support from the consultant before submitting a reduced budget.
What COVID-19 related costs may be covered by the EYF grant?
COVID-19 related costs, including sanitary materials, may be covered by the EYF grant, provided that these costs are linked to the application of legally enforced rules or are strictly necessary to protect the health and safety of organisers and participants. Decisions are made by the EYF on an individual basis.
Examples of accepted requests: sanitary material for participants, COVID testing in the case of legal requirements for travelling, online platforms and subscriptions to online services, cancelation costs for activities due to unforeseeable annulments of travel or accommodation, refundable tickets and single rooms. Again, for such costs to be accepted, please provide all the documentation necessary for the EYF secretariat to assess where these costs were absolutely necessary.
Examples of costs we do not cover include sanitary materials to be distributed to third parties and the presence of a health care professional on site to assist in the prevention of COVID-19 infections.
Can EYF-supported activities be extended until 2021?
Yes, in principle. If, despite attempts to rethink, re-plan and re-budget your project there are still legitimate doubts that the project may be carried out within the agreed timeframe, a timeline extension can be agreed. In these cases, the project may be extended with an initial six months and the EYF secretariat must be informed as soon as possible.
The grant acceptance form signed by my NGO has an end date that is no longer relevant, what should we do?
You can apply for an extension with the EYF, which may be granted depending on the circumstances.
An addendum to the GAF with the revised end date will be sent to you to sign.
I am making changes to the activities and I will provide detailed information to the EYF in the final report, is that ok?
No. All significant changes must be communicated to the EYF for approval before they take place.
If you make changes without approval, you risk being asked to return a part or all of the grant.
Can an international activity take place online?
Yes. In the absence of feasible alternatives and with proper preparation, an International Activity may take place online. As to the proper organisation of an online International Activity, you may wish to request support from the consultancy service we have made available. However, the objective should be that the change in the format of the activity does not negatively affect the ability to meet the aims and objectives.
Do international activities need to meet the same criteria if they are online?
Yes. Our criteria remain the same, however you are welcome to contact the secretariat via the online system if you have specific concerns in this regard.
Do work plans still have to include international activities?
Yes, as we feel international activities are core to the nature of work plans. Remember, not all activities in a work plan must be international, so it may be possible to change the type of an activity, as long as there is still at least one international activity in the overall work plan.
How do interim reports work in this situation?
The purpose and objectives of Interim reports have not changed. For instance, you are still required to provide evidence that the activity took place, to provide a list of attendees and to provide an overview of the changes in the “Critical Reflection” section. If the overall timeline of your work plan has changed,
the interim report deadline will be modified accordingly.
My NGO is implementing a Structural Grant for 2020-2021. What happens if we don’t implement what we included in the application?
All modifications to EYF funded activities need to be agreed upon by the EYF beforehand. In other words, if some of your planned activities need to be modified due to challenges caused by the
COVID-19 pandemic, please contact the EYF secretariat for approval before making any changes.
Will the criteria for Structural Grants in 2022-2023 be affected by COVID-19?
This is due to be discussed by the Programming Committee on Youth and any important outcomes will be communicated with you in a timely manner.
What should we do in the case that participants travel costs cannot be reimbursed with cash, but they can be given a voucher? Can we still reimburse their travel costs in the event of a voucher, not cash being refunded?
We encourage participants and organisations to do their best to get a cash reimbursement from the company rather than a voucher. We would also prefer a partial cash reimbursement to a voucher. Otherwise, you will have to provide proof that a reimbursement was not possible. Therefore, vouchers could be accepted in exceptional cases, but this should be considered a last resort and where possible, any vouchers given should be used for future EYF activities.
What kind of IT services / costs can we cover?
Any reasonable costs required to transfer activities from an offline to an online format, in a manner that is accessible for the participants. Remember, the EYF grants can cover the rent of IT equipment but NOT their purchase.
If the budget is revised and the amount of expenditure has changed, should the VTR changed accordingly?
What format should the list of participants be in the case of online activities?
We have a model participants list available on our website. In the event of activities taking place online, we ask you to take a pragmatic approach to evidencing who attended. This could include downloading a report from your online meeting software, taking a screenshot of participants, asking participants to sign an online attendance register etc.