Cancelling an activity 

Agree with the team on a final deadline to cancel or postpone an activity if - despite all
efforts - there are not enough participants. Consider the venue contract when setting
this date, as it usually specifies a deadline for cancellations without fees.

Set all other dates for the application process accordingly.

If an activity is cancelled, inform the sending NAs and applicants immediately. Then,
go to Cooperation Platform and mark the activity 'cancelled':

 

Note: Once an activity is marked as cancelled, it cannot be undone. In case you
will need to change this status, you will need to contact SALTO TC. 

Notification of selection results

When the selection process is completed, the hosting NA needs to inform applicants
about the results at the latest by the date published in the call. This can be done in
bulk in Cooperation Platform.

If the host cannot inform participants in time, they inform all applicants (and sending
NAs/SALTOs) about the delay and the new date for the results of the selection.

Selected participants (and their sending NAs) should be informed at least about the
following: 

• How and when to confirm or cancel their participation 

• Arrival and departure times 

• Venue and arrival instructions 

• How the personal needs / diets are collected 

• If all the above-mentioned information cannot be sent in the first notification, information about when and how this information will be sent

Participants in the waiting list should be informed that they are on the waiting list
and will be contacted in case spots become available. There should be an option where
applicants should inform the host if they want to withdraw from the waiting list.

Rejected participants should be informed in a supportive way that they are not
selected. 

The NAs and SALTOs who have applicants for the activity will be able to monitor
the final selection of participants, their confirmation and attendance in the Platform
under the call. However, the hosting NA should make sure that the information to
applicants are also accessible for their respective sending NAs/SALTOs.

Visas

Some participants need to apply for a visa to attend the activity. For this they will
need an official invitation letter from the hosting NA on institutional headed paper.
The letter should include:

• A description of the activity, highlighting that it is part of the Erasmus+ or European Solidarity Corps programme and all costs are covered (emphasizing the EU programme is helpful).

• Exact dates and venue.

• Participant’s full name, address, and passport details.

• Contact details of the hosting NA, in case of inquiries.

In some cases it is necessary to send a letter to both the participant (in English) and
the Embassy (in the hosting country’s language). Provide the participant with a copy
of the Embassy letter for use when entering the country.

Participants may need to visit a visa office (e.g., Office of Citizenship and Migration
Affairs) and submit documents. Plan ahead to allow sufficient time for these
procedures.

The EU Visa Code, adopted under the common visa policy, is available on the COM
Home Affairs website: EU Visa Policy.

Visa policies vary by country, so it’s helpful to have a contact person in the national
body handling visas (e.g., Ministry of Foreign Affairs) for guidance on specific rules
and support with individual cases.

A sample visa letter (tbc). For additional assistance, contact other NAs or regional
SALTOs (Eastern Europe and Caucasus, EuroMed, or South-East Europe).

Final confirmation by applicants

It is important to ask selected applicants to confirm their participation, as they
might not be available any longer. Use an easy form that asks about:

Communication to pax (info and practical issues)

The host NA will inform the selected participants about the practical issues linked
to their participation. This can either be part of the notification sent directly after
the selection or happen a bit later (e.g. after the final confirmation) in a separate
notification/ letter. This practical information may contain:

• How to confirm participation.

• Start and end date/time.

• Travel dates and times.

• Instructions for traveling to the venue (e.g., self-travel details or airport pick-up).

• Costs covered vs. participant expenses (e.g., local transport, meals on travel days).

• How to start booking travels.

• What to bring (e.g., weather-appropriate clothing).

• Preparation details (e.g., online meetings, homework).

• Cancellation fee if applicable.

All communication to participants should be copied to sending NAs, so that they
know what has been said / promised. Thus they are kept updated and can repeat
the same information, if needed.

Readjustment of waiting list

Selected participants may sometimes cancel due to personal or professional
reasons. If they inform you via the confirmation form, you can invite someone
from the waiting list. Do this immediately to give the new person enough time
to plan, request leave, and arrange travel.

Remember to change status in the Platform from Selected to Participation
declined for the applicant who cancelled, and from Preselected to Selected for
the applicant that was invited from the waiting list.