Introduction During the Capacity Building in the Field of Youth Project, World Exchange project, various templates were created to help in the preparation, implementation and evaluation of Youth Exchanges. The purpose of this document is to allow anyone who wants to use these forms to use them for their Erasmus+ projects. All the templates can be found on www.jotform.com free of charge, up to 100 submissions per form. It is necessary to create an account on Jotform to use them. If more submissions are needed it is possible to pay for a subscription. Jotform offers discounts of 50% for NGOs Please read the instructions carefully to understand how to use each form. The following forms were created:

1. Activity templates for the preparation of activities: (https://www.jotform.com/form-templates/erasmus-activity-template)

2. Activity reporting form to evaluate the individual activities of the Youth Exchanges.

(https://www.jotform.com/form-templates/erasmus-activity-reporting-form)

3. Application form for candidates to apply for the Youth Exchanges: (https://www.jotform.com/form-templates/erasmus-application-form-for-youth-exchange)

4. Registration form for the participants to register: (https://www.jotform.com/form-templates/erasmus-participant-registration-form)

5. Evaluation form for participants in a Youth Exchange and Training Course: (https://www.jotform.com/form-templates/erasmus-evaluation-questionnaire-youth-exchange-and-mobility-of-youth-workers)

Using the form allows the hosting organisation to automatically generate a an excel sheet for the participants list to be signed, the youthpass data to be collected to be uploaded to the Youthpass portal, emergency contacts for the HO, and dietary requirements for the kitchen

How to use Jotform

1. To access the forms go to www.jotform.com.

2. Create a free account with Jotform

3. Once you are registered to Jotform you are ready to go and use the templates created during the World Exchange project by click on “Create Form – Classic form”

4. Select “Use Template”

5. Search “Erasmus+” and choose the form you want to use.

Once you have selected the form you want to use it will appear in “My forms” of your Jotform Account.

Activity Template

1. The activity template form has the purpose to assist you in preparing all the activities needed during the Youth Exchange. It is useful because the idea behind a Youth Exchange is that each group participating should be part in shaping the exchange. Organisers need to know what the activities are about and gathering the information through a standard form makes it easier for the organisers to know what the activities are about and what is needed to implement them.

2. Once the activities have been submitted, it is possible for the hosting organisation to

generate the results either as a pdf or as an excel sheet. To access them you have to click on “Submissions”

3. As mentioned above, you can either download as a PDF or as and Excel Sheet

4. You should now be ready to use your activities during the sessions!

Activity Reporting The activity reporting template (https://www.jotform.com/form-templates/erasmus-activity-reporting-form) has been developed to help you and your partners to evaluate the individual activities of the youth exchange and improve for future projects, as well as to give feedback to the participants who facilitated the activity. The process to use the form is the same as the activity template:

1. Search “Erasmus+” in Jotform 2. Select “Activity Reporting”

3. Publish and share the link with leaders or participants

4. We suggest that this is done on a rotating basis, so that a leader or participant observes the activity and takes notes. In this manner the reporting is done regularly

5. Once the activities have been reported, it is possible for the hosting organisation to generate the results either as a pdf or as an excel sheet, which can be shared also during a leaders meeting. To access them you have to click on “Submissions”

Application form to Youth Exchanges

1. Application form for candidates to apply for the Youth Exchanges can be used as a starting point for those organisations who don’t already have one (https://www.jotform.com/form-templates/erasmus-application-form-for-youth-exchange). It can be modified according to the needs of the specific project and its themes. We suggest to share one form with all partners. It allows to share information about the candidates among the partners and generate statistics at the end of your project which are important for the reporting phase. High numbers of candidates means you are reaching the needs of potential participants as well as providing visibility to the Erasmus+ programme.

2. Check if your application form needs any specific questions related to the theme of your Youth Exchange

3. Publish and share the link with your partners who can ask candidates to apply through that link

4. Share submissions with your partners.

Registration form for Participants 1. The registration form (https://www.jotform.com/form-templates/erasmus-evaluation-

questionnaire-youth-exchange-and-mobility-of-youth-workers) for participants has is extremely important for the hosting organisation. It allows to collect valuable data for the organisation and reporting of your Youth Exchange or Training Course. Used in combination with the “WE Registration Groups” available under tools on www.youthexchanges.org you will have a powerful tool which allows you to generate: a. Participants signature sheet b. Youthpass file to upload to the Youthpass portal c. Dietary needs for the kitchen d. Participant list (useful for events where lists of names are needed) e. Rooming list (Room numbers to be added manually) f. Contact List g. Arrivals and departure lists (flight details to be added manually)

2. Do not make any changes in the form if you do, the excel sheet will not work! 3. Publish and share the link with your partners who can ask participants to fill it in once their

participation is confirmed 4. Download the Excel file under “submissions” 5. Open the Excel file 6. Copy the results from the “Submissions” Sheet

7. Insert the data into the “Insert form answers here” sheet of the WE Registration Groups File.

8. You will now have the necessary information needed in each sheet

9. If there are too many rows, you should delete the unnecessary ones.

Evaluation Form

1. The evaluation questionnaire for participants in a Youth Exchange and Training Course (https://www.jotform.com/form-templates/erasmus-evaluation-questionnaire-youth-exchange-and-mobility-of-youth-workers) is meant as a starting point. You may want to modify it according to your needs (theme, specific activities, etc)

2. Publish and share the link with the participants on the last day of your Mobility. The link could be shared by email, facebook, whatsapp or any means you use to communicate with the participants. The form can be completed from mobile phone or a computer. We discourage you to ask participants to type in the link themselves (copying it from a piece of paper or flipchart) as there is a high margin for error. We suggest you ask participants to answer the email or chat by saying “done”, once it has been done!

3. Once all participants have completed their questionnaire, you can generate a report in

Jotform which will allow you to analyse the evaluation and generate graphs for your report.