To apply to a ESC project you have to register in the ESC database. If you click "register", you will be prompted to create a one-time user account with the EU Commission's authentication service. With this "EU login" you will receive a password with which you can continue your registration in the ESC database.

After you have registered, you will receive an automatic notification to the email address you provided. This e-mail contains your personal participant number (PRN). This is the code for your account in the database. You can enter your PRN in the comments when registering online for an ESC project or send it in by email after registration.

Please let us know whether you have mandatory or private health insurance.

Why is that important? A service of the ESC program is an insurance package from HENNER insurance (brochure in English). In addition to liability insurance, travel insurance and a few others, health insurance is also part of the package. This applies in addition to your European Health Insurance Card (EHIC), which you must have with you during the project. You can find this on the back of your German health insurance card. If you do not have an EHIC, e.g. because you are privately insured, the HENNER insurance can also be upgraded to a primary insurance. You must apply for this yourself at HENNER and submit a document stating that you are not entitled to a free EHIC.

If your application for a project was successful, the "hosting organization" will send you an official offer in the ESC database. You have to accept this so that your profile is officially linked to the right project and can be managed and financed accordingly.

The notification about the official offer is sent by email. Please check your spam folder regularly, because sometimes the notifications end up there. The sender of the notifications is: EU-CORPORATE-NOTIFICATION-SYSTEM@ec.europa.eu

Your "Volunteering Agreement" or "Activity Agreement" is the contractual agreement made between you and the "Hosting Organisation". Other parties in the agreement are IBG (as "Sending Organization") and possibly a so-called "Coordinating Organization" in the project country.

The agreement contains all the details about the project and the rights and obligations of all those involved. The agreement is concluded when all participants sign it. This is also possible digitally.

After the end of your project, the ESC database will ask you to fill out a "Mobility Report". This mainly consists of multiple choice questions and must be completed by you (usually within 30 days) before the travel allowance can be paid out.

In order for us to be able to reimburse your travel expenses, you must send us all invoices, tickets, boarding passes, etc. Electronic receipts and scans/images simply by email. All receipts that you only have in paper form should be sent to the IBG office by post.

For travel to and from your project, the ESC programme provides for reimbursement of travel expenses up to a certain maximum amount, depending on the distance (as the crow flies) between your place of residence and the project location. In many cases, there is also a slightly higher maximum amount for ‘green travel’, i.e. travel by bus or train. You can find the specific amounts that can be reimbursed in the respective call for volunteers for your project or you can ask us for them.

Anything beyond that maximum amount you have to pay for yourself. To receive the reimbursement of travel expenses, we need your bank account details, your report (see above) must be completed and your travel receipts must be complete.

If you notice during your planning that your travel costs will be much more expensive than the maximum amount, or if it is a major obstacle for you to cover the travel costs until after the project, please contact us.