In the preselection process (by sending NAs/SALTOs) 

After the application deadline has passed, the preselection time allows sending NAs to prioritise
their participants in the priority order. As the organiser of the activity you should allow at least
10 days for the preselection to be made. 

Colleagues from the sending NAs will compare the applications to the requirements of the
call, so make sure the profile and other requirements for participation are clear in your call
text. 

Here are some common agreements about the selection process:

1. Respect the given participant profile closely 

• Respect the requirements in the profile, e.g. to have a meaningful role in local youth work, linking to a youth work organisation, or the professional or active role in the organisation.  

• Be especially careful if the applicants work in school, university or outside youth field; if they do not have a clear link to youth work, do not represent an organisation or have a meaningful role in one, or if they are only applying because of their personal interest in the topic, you should not preselect them 

• As a general rule ESC volunteers should not be selected; the participation of volunteers may be justified only in specific cases. If they are selected, they must interrupt their volunteering project for the duration of the activity they are attending.

2. Put your applicants in a priority order, based on their relevance to the content of the activity  

• Preselect all the participants you are willing to send.

3. If you want to highlight or clarify reasons behind your preselection choice, explain them in writing, for example

• If you want to send two participants from the same organisation 

• The profile of the participant is different than expected, but the candidate is still relevant 

• If you are uncertain of your choice

• If you want to highlight the importance of the participant being selected to the final list

4. What are the different preselection statuses?

Preselected: 

• You will mark all the applicants your NA is willing to cover travel costs for as preselected
  

In addition, you will need to indicate a sending capacity (which is the maximum

number of preselected applicants, whose travel costs you will cover. This is very important
as this will inform the hosting NA who among the preselected list should be considered in
the main list, who should be considered in the waiting list.

• All your supported participants may not end up on the final list, if there are not enough spaces

Rejected: 

• You will mark all the participants your NA does not want to send as rejected 

• You can explain your decision, e.g. applies to all activities; has been sent recently; no link to the topic of the activity; no link to daily youth work, etc.

• Hosting NAs respect the choice of the sending NA

Waiting list: 

• If you want to replace a cancelled participant from your country with another one, you can consider them as waiting list candidates.

  

  Please note: Cooperation Platform does NOT have a separate 'waiting list' status. The candidates you consider as waiting list, should also be 'preselected'. When you define the 'Sending capacity' (the maximum number of applicants you will financially cover) the Cooperation Platform will automatically consider the remaining preselected applicants as in 'waiting list'.

• The hosting NA can select participants from the waiting list to replace a cancelled participant from the same country

• If there are no candidates from the same country, the host can also select other waiting list applicants

• The hosting NA must always agree with the sending NA to select waiting list participants 

5. If you do not make your preselection in time, the host considers the applicants from your country 'rejected' 

• You can contact the host and ask for a late preselection 

• The hosting NA can refuse the late preselection 

6. Late applications are possible, by re-opening the form in CooP

• You must always agree with the host if late applications are accepted

• The host NA can refuse to receive late applications

• We should avoid using offline late applications

Nationality or residence?

You should consider all the applicants who are permanently resident in your country to
be eligible participants, regardless of their nationality, e.g. 

• a French citizen residing in Slovenia, will apply as a Slovenian participant; 

• s/he would not send their application to France

Who will pay the travel costs of the chosen participants?

Normally, the sending NA will cover the travel costs of the participants from their country.
But sometimes we can agree to do it bilaterally, if needed.

• If you have more good candidates, but not enough money for their sending, you can contact the host and ask if they could cover the travel costs instead

When receiving participants from the neighbouring regions to EU, they do not have an NA
to cover their travel or visa costs. As a rule of a thumb, 

• The hosting NA should reserve budget to cover the travel costs of the participants from the neighbouring region

• A good practice is to contact the Regional SALTO in question to agree about the practice. Sometimes SALTOs can buy the tickets for the participants and invoice you for the costs.

• Sometimes SALTOs also have money for covering the costs, but very often they do not.