FAQ for training providers


Which are the quality criteria for activities in the European Training Calendar?

Not to be strict, but to guarantee certain coherence, SALTO has put forward some minimum requirements on these offers:

  • They should be European.

    They should be bilateral, trilateral or multilateral activities, which means that they must include more than one country. Calls looking for applicants from only one of the partner countries of the activity will not be activated; training providers should please use communication measures in respective country.

  • They should be intended for the field of youth.

    They should support the development of quality of (international) youth work, they should allow reflecting on "youth related" issues and/or allow youth workers to find partners for future projects with young people.

  • They should be non-formal.

    Activities in the European Training Calendar should actively involve interested people on a voluntary basis and should provide them with opportunities to acquire skills and competencies outside formal education and training systems. Even though they are not part of any formal educational curriculum, these activities should be characterised by a carefully planned programme of personal and social education for participants and should apply methods of intercultural learning.

  • They should be open.

    The recruitment procedure should not be concluded, so that interested people are still invited to apply for participation.
    The usual entrance age for such projects is 18 years, otherwise the organiser need to be aware of guiding needs for legal reasons.
    There should only be an 'up to' age limit in case of e.g. a funding programme applies formal criteria to this question, there are specific pedagogic reasons for this, etc. In any case, the reason for 'up to' age limit should be explained in call.
  • They should be non-profit.

    Participation fee should be reasonable. Reimbursements, e.g. for travel expenses, board and lodging, visa costs, insurance, etc., should be flexible and negotiable and should be clearly explained in detail in the calls to allow potential applicants to decide to apply or not.
  • The financial conditions for applicants have to be clear

    The call should include clear information in section: Costs for accommodation, food and travel will be covered and if a participation fee is requested. 
    In case the organiser applies for a grant from e.g. the EU Erasmus+ Youth in Action Programme or from the Council of Europe, the application has to be granted before you can launch the call. It is not enough to indicate in the call that the travel reimbursement are based on the distance calculator but the organisers will need to indicate the distance and the amount it correponds to, even if zero Euros). Applicants should not fill the application form although it might happen that the course will not take place or the financial conditions for participation will change because the project applications was finally rejected by the funding institution.

  • They should be announced good in-time and all applicants should be informed about selection result.

    Applicants should have enough time to apply. They need to check availability, mission permission or holidays to apply for participation. Calls for international projects usually include partners to negotiate the final participants list with what will use additional time to finish the selection. And finally, selected applicants might need time to apply for visa, book tickets, etc.
    Above listed demands for proper planning of international activities require time to apply and time after the selection was announced. Calls to be launched in the SALTO Training Calendar should give at least 2-week time to apply. And the application deadline should be at least 2 weeks before the start of the event. However, this does not apply to online courses that only require registration (without any application and selection process).

    All applicants deserve information about the selection result. Applicants invest time and efforts to fill your application form, you should at least send them a short note even their application was rejected.

    We do not accept "first comes, first serves" selection approaches known from commercial advertisement. Organiser should set a deadline to apply and after this deadline organisers should make a qualitative selection.

  • They should be submitted to the European Training Calendar in English.

    The SALTO website is an English language website. Consequently, the calls for applicants should be add in English language to allow all users of the calendar to understand the offers. Both the application form and the documents which can be attached to the calls can be in any other language. Because almost all offers in the calendar have English as working language, please highlight the working language as good as you can in the call in case it is different than English.

SALTO reserves the right not to publish calls which do not respect these minimum times.

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What cannot be published in the European Training Calendar?

The following activities are not eligible for the European Training Calendar:

  • statutory meetings of organisations
  • holiday travel
  • youth exchanges or other projects having young people as target group who do not plan to apply their learning in youth work being back home
  • performance tours
  • competitions
  • activities, which can be classed as tourism
  • activities, which aim to make financial profit
  • workcamps, which cannot be an end in themselves
  • sports activities, which cannot be an end in themselves
  • cultural activities, which cannot be an end in themselves
  • calls for partners and/or funding - PLEASE add them at www.salto-youth.net/OTLAS
  • voluntary work

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How do I place my international training offer (call) to the European Training Calendar?

To add a new training offer to the ETC you need to be logged in. Click on "Manage your training offers" and then select "Add a new training offer". You need to indicate specific information regarding the training offer as well as select an application procedure and, if wished, create an application form in this platform. Please save the completed forms. When ready, please submit the call. After your training offer has been editorially checked, you will either be requested to adjust details of your call or will be informed by automatic reply that it has been activated and is currently online.

If problems should arise, please do not hesitate to write to the .

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What do I need to take into consideration regarding GDPR in my call?

GDPR stands for General Data Protection Regulation and is the EU’s regulation on data protection and privacy. Since you are collecting personal data with the application form, a couple of things are to be kept in mind.

What kind of questions should I ask in the application form?

The application of a participant should give you an idea of the background of the applicant and the motivation to participate in your offer. Please consider for every question whether it is relevant for the application procedure or whether it is information to can collect once the participants are selected.

What kinds of questions are not permitted in the application form?

With regards to the GDPR required personal data should always be collected for a specific purpose. This means for you as a training provider that you should only ask questions directly related to the selection of participants and not collect sensitive data from all applicants.

Data related to the practicalities of the training, for example special needs or emergency contact info should be collected once the applicants are selected as participants.

Therefore, if you want to publish a call in the ETC, don’t include the following questions:

  • home address
  • birthday (instead you might ask for the age the applicant will have during the training)
  • nationality (you can however ask for country of residence)
  • passport or ID details
  • emergency contact details
  • Facebook contact

Additionally, please don’t ask applicants about feeling disadvantaged or if they face fewer opportunities. Of course you can welcome and even motivate in your call youth workers with fewer opportunities to apply! However, we should avoid asking applicants to indicate in their application form whether they might feel disadvantaged or facing fewer opportunities. These are very personal questions (and very subjective ones, too) and some persons might feel offended (or hurt) to even being asked. Hence, even though your reasons might be to make sure to take them into account, we cannot support a call formulating things in a too intrusive and/or limiting way. Furthermore, offers in the ETC are directed towards trainers and youth workers, potentially working with young people if fewer opportunities – however, they don’t necessarily have to face fewer opportunities themselves.

A more general and open question about whether the applicant has anything to share that the organisers should know that can have an impact on their participation in the course (especially if logistical), would be much better and more appropriate.

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Can I choose a section of countries of which the participants should come from?

Yes, you can find the category 'The training is aimed at participants from' within the field 'Specific information for participants'. By clicking on the 'plus box' a list of countries belonging to one of the country groups YOUTH IN ACTION PROGRAMME COUNTRIES, NEIGHBOURING PARTNER COUNTRIES and OTHERS appears.

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How can I manage my training offers?

If the training offer is already activated: go to "Manage your training offers" and edit, view or copy your training offers. On the right hand side of each training offer you find the tools to take your offer offline or to manage the applications.

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How can I inform that the changes requested are ready?

If changes were requested by the ETC admin after you have already made the modifications requested, please submit the training offer again by pressing the "submit" button.

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