Youth Clubs, Summer – Autumn 2024

Youth Clubs, Summer - Autumn 2024

PROGRAMME RULES

THE PROGRAMME

The Cyprus Youth Clubs Organisation invites you to participate in the programme “Youth Clubs, Summer – Autumn 2024”. The programme concerns the planning, organisation and implementation of activities by the Youth Clubs that are members of KOKEN for the period August – November 2024.

The total amount allocated for this purpose is EUR 23.000 and concerns partial and/or total financial support for the activities to be approved.

The amount to be made available comes mainly from revenues the organisation has received through European programmes and contributions. The maximum total number of Youth Clubs eligible for financial support is 20.

EVALUATION

The KOKEN evaluation committee will consist of the treasurer and director of KOKEN. The evaluation committee will submit its recommendations to the KOKEN Board of Directors for final decision and approval.

In all cases it must be clear that the project is aimed at VOLUNITARIAN activities organised by young people and aimed at young people or those who are part of or connected to the “youth structure”. The aim is to help our members to carry out projects and actions that are beneficial both for themselves and for society as a whole.

We remain at your disposal for any additional clarifications you need.

Regulations for the participation of Youth Clubs

Right to participate

ONLY members of the Cyprus Youth Clubs Organisation as listed on the website www.kentraneotitas.org are eligible to participate in the programme “Youth Centres, Summer – Autumn 2024”.

Youth Clubs that have had their membership suspended, Youth Clubs that have not settled their institutional obligations, Youth Clubs that are in the process of being established (Youth Clubs groups) and Youth Centres that have lost the right to participate following a decision of the Board of Directors of KOKEN are not eligible to participate in the programme.

A prerequisite for consideration of any application will be the fulfillment of Youth Clubs’ obligations to KOKEN.
In case of postponement or cancellation of the activity, KOKEN must be informed immediately by phone and in writing via email.
The maximum number of applications per Youth Club is one (1). KOKEN has developed an integrated electronic system for the registration and control of applications.

In addition to the quality, relevance, benefit and impact of the activity for which the Youth Clubs apply, the evaluation committee will take into account the following

If under this year’s Youth Initiatives programme (period A and B) the Youth Clubs has been funded and the total amount of funding.

See the statistics below.

If the activity will also have a charitable purpose.
If the Youth Clubs is active and participates ACTIVELY in the actions organised by KOKEN (Annual General Assembly of KOKEN, Educational Days, European Programmes, information meetings, communication with youth workers)
Whether the Youth Clubs is active in general voluntary activities involving young people and the community.

The evaluation criteria and markings are set out below.

After the submission of the applications by the Youth Clubs in its electronic system, KOKEN will check them for compliance with these regulations.

KOKEN has the right to reject an application if it does not comply with these regulations. It also has the right to request any information it wishes concerning the planning, implementation and reporting of the activity.

KOKEN will contact the Youth Clubs ONLY if the application has an obvious problem or is not compliant with these regulations.

Specific regulations

The maximum amount requested must not exceed EUR 1,500.00 per application. Applications received with a requested amount exceeding EUR 1,500.00 will be automatically rejected.
Applications should include only the costs of the activity for which financial support is necessary and ALL the estimated potential income of the activity in accordance with the list of eligible costs and maximum amounts established.
If the activity will also have a charitable financial character, the money given as charity should be reported as expenses and accompanied by the relevant supporting documents.
Applications concerning Enrichment & Youth Clubs Development or the supply of technological equipment or furniture or documentary/film/video, book publishing or “Blood Donation”, “Tree Planting” and “Library Enrichment” will not be accepted.
KOKEN encourages the submission of applications involving the implementation of activities by 2 and/or more Youth Clubs. In this case the maximum amount requested must not exceed EUR 3500.00 per application. Youth Clubs submitting the collaborative application may not submit an individual ^2nd application.

Eligible expenditure

Submission of applications

Topics

As an organisation, KOKEN adapts to the specific needs and priorities of its members in terms of the type of actions and the themes. Applications for the proposed activities must necessarily fall within one and/or more themes:

Voluntary contribution by the members of the Youth Clubs to the community.
Sports activity for young people
Entertainment for young people
Education and training of members of the Youth Clubs
Charity
Creativity and culture

Submission of applications

Applications will be received by KOKEN through the dedicated online submission platform, strictly until 09 June 2024.

Under no circumstances will applications that are otherwise sent to KOKEN or do not meet the deadline for submission be accepted. THERE WILL BE NO EXTENSION.

KOKEN will evaluate the applications and will directly inform the Youth Clubs of the result of the evaluation until 14 June 2024.

After completing the application and before final submission, the sender will have the opportunity for a final check before submitting the application. After the final submission of the application, the sender will be informed via the system. At the same time, the sender will receive a confirmation of the sending and a copy of the application to the email he/she has indicated. It is important to check the spam/junk folder as well.

Time until the application deadline:

2024/06/09 23:59:24

ELECTRONIC SUBMISSION OF APPLICATIONS

Evaluation of applications

The minimum number of points necessary to be included in the shortlist is 50 points. Applications that do not reach this number and applications that do not achieve the required number of points for the individual modules will be rejected.
Applications will be included in a ranked list and the available amount will be allocated to the first 20 applications.

Evaluation of applications. Criteria and Grading System

Criterion type	Units	Category
		Previous Funding
The Youth Centre has not been approved for funding under this year’s Youth Initiatives programme (Periods A and B).	20	An application receives an absolute number of points with a maximum of 20 points
ή
The Youth Centre has been approved for funding under this year’s Youth Initiatives programme (Period A and B) and the total amount of approval was no more than 1500 euros.	15
ή
The Youth Centre has been approved for funding under this year’s Youth Initiatives programme (period A and B) and the total amount of approval was between 1501 and 2500 euros.	10
ή
The Youth Centre has been approved to be funded under this year’s Youth Initiatives programme (Period A and B) and the total amount of approval was in excess of €2501.	0
and		Relevance of the application, type and impact of the event
The activity or event is also charitable An event is considered charitable when its purpose is to raise money or goods in kind or to promote a good cause for the strengthening or improvement of a community, a group of people, or a cause that concerns society in general. It is important to be transparent and honest about how the funds raised will be used to ensure that they really serve the original charitable purpose.	8	Variable number of credits with a maximum of 50 credits that can be awarded The application must accumulate a minimum of 20 credits in this category to be accepted.
The activity or event is innovative Original ideas, approaches or solutions to a problem or issue. This can include using new technologies, creating new activities and promoting innovative ideas.	4
Promotion of the action Recruitment through social and/or other networks, promotion through school and/or community communication channels and interest in the topic or activities offered. Advertising to specific groups, communicating the benefits of participation and creating an attractive environment that encourages participation are key.	5
Impact of the results of the activity This refers to the assessment of the impact at an individual, social or economic level. This can include raising awareness, changing behaviours, developing new skills, or economic impact.	4
Expected participation of young people in the organisation of the activity This refers to their expected interest and participation in the activity. This may include the number of young people expected to work, how they will work and the factors that encourage them to work.	5
Expected participation of young people in the activity This refers to the expected interest and participation of young people in the activity. This may include the number of young people expected to participate and the benefit they will receive.	5
Expected community participation in the activity Refers to the expected interest and participation of citizens in general in the activity. This may include the number of people expected to participate and the benefit they will receive.	5
Budget management and realism It refers to the effective management of financial resources based on actual availability and needs. This involves drawing up a budget that takes into account the potential constraints and needs of the activity, while ensuring the efficient and rational use of resources.	8
Economic benefit and economic benefit management Refers to the profit or value derived from an activity. Managing economic benefits involves assessing, measuring and optimising them through strategies such as reducing costs, increasing revenues, improving performance or leveraging them into other activities.	6
and		Participation and management of the Youth Club
The Youth Centre meets its institutional obligations towards the legislation and towards the KOKEN. Renewal of the Board of Directors’ data, General Assemblies, informing the provincial administration, communication with youth workers.	10	Variable number of credits with a maximum number of credits that can be given of 30. The application must accumulate a minimum of 10 units in this category to be accepted.
The members of the Youth Centre actively participate in the activities organised by KOKEN (Annual General Assembly of KOKEN, Educational Days, European Programmes, information meetings,. The participation of the Youth Club in the last year in the activities and programmes of KOKEN will be evaluated.	10
The Youth Club is active in general in voluntary activities involving young people and the community. The active participation of the Youth Centre in the last year will be evaluated based on the information that the KOKEN has received about them from the Youth Centre.	10

Promotion and promotion

In all printed and electronic material of events, actions etc., it is necessary to use the logo of KOKEN with the indication “Official Sponsor and Supporter”. The logo is available here.
The Youth Clubs should send their texts and promotional/informative brochures to KOKEN in a timely manner in electronic form to their contact emails for the publicity of their actions through their publicity channels.
After the end of the activity, the Youth Clubs should send to KOKEN electronically to the contact emails a number of photos and/or videos for publication.
The Youth Club will invite members of the KOKEN Board or KOKEN officials to attend the activity.

KOKEN is entitled to reduce/cancel the grant amount if the conditions for the implementation of the programme are not met.

Final Report

The submission of the final report forms and necessary supporting documents must be made by the Youth Centre to KOKEN via the contact emails within 20 days of the activity, within the timeframe. The final report form can be downloaded here

KOKEN will NOT accept any document and will not make any payment after December 15, 2024.

Payments

All payments of approved applications will be made according to the following procedure:

After the payment and reimbursement of ALL the costs of the activity by the Youth Club to the suppliers, the responsible person from each centre submits the following forms electronically through the contact emails after the activity to KOKEN:

Financial Activity Report which will be accompanied by the invoice of each supplier and the receipt of payment for the expenses approved.
A copy of the cheque or bank transfer receipt made payable to each vendor for the approved expenses. Cash payments can only be made for a maximum total amount of EUR 100.

After checking the documents and within 5 working days, KOKEN will prepare and send to the Youth Club a special Final Approval Form.

The Youth Club will submit back to the KOKEN the signed Final Approval Form and the KOKEN will proceed to deposit the FINAL approval amount into the Youth Club’s bank account.

KOKEN will NOT accept any document and will not make any payment after December 15, 2024.

Contact

All correspondence, promotional material, report form and other forms should be sent to: Youth Officers in Nicosia: youthwork.nicosia@kentraneotitas.org Youth Officers in Limassol: youthwork.limassol@kentraneotitas.org Contact phone numbers: You can call us on +357 22 323260 [Nicosia] or +357 25 346640 [Limassol]

YOUTH CLUBS

MEMBERS

FACILITIES

PROJECTS

Youth Clubs, Summer – Autumn 2024