e-Nomination – Electronic procedure for the nomination of exchange students

1. e-Nomination – Electronic procedure for the nomination of exchange students

2. e-Nomination e-Nomination = Electronic procedure for the nomination of exchange students Aims define a common online procedure for the nomination process within exchange programmes (e.g. Erasmus) Advantages - automates and secures the workflow between partner institutions • - reduces unnecessary paper work • - verifies nomination according to existing agreements

3. e-Nomination: workflow status: not nominated Home: Nomination Home/Host: Additional Messages status: nominated Host: Acknowledgement status: acknowledged Student: Application Host: Acceptance Host: Refusal status: accepted status: refused Host: Arrival Home: Cancellation status: arrived status: cancelled Host: Departure status: departed

4. e-Nomination: possible steps • HOME INSTITUTION • - Nominate student • - Cancel student • - Send additional message to partner • HOST INSTITUTION • - Acknowledge nomination (and send information about the application process) • - Accept student • - Refuse student • - Send message to partner • STUDENT • - Application (independent from moveonnet)

5. e-Nomination • For each step… • …automatically generated emails are sent to partner institution • …email notification is also sent to the nominated student • …additional information can be inserted in each automatically generated email • …it is also possible to send additional messages to the partner • The sender always receives a copy of all emails sent • The home institution receives a copy of all emails sent by the partner to the students

6. e-Nomination: Nomination – email to partner • From: Mrs. Mary Homeoutgoing <homeoutgoing@homeinstitution.eu> To: Mr. John Hostincoming <hostincoming@hostinstitution.eu>Subject: e-Nomination | Home Institution | nomination of exchange student(s) • Dear Mr. John Hostincoming, • We would like to nominate the following student(s) for exchange studies at your institution: • Home institution: Home Country - Home Institution • Host institution: Host Country - Host Institution • Surname, first name: STUDENT, PaulField of study: 02.0 - Architecture, Urban and Regional PlanningStudy level: P - PostgraduateExchange period: WS06/07 (1 Semester / 1 Month) • Specific information • Our institution is using e-Nomination for processing the nominations of exchange students. Please follow the link below to acknowledge the receipt of the nomination and for all other tasks regarding nominated students (e.g. information about application, acceptance, refusal etc.). • http://e-nomination.moveonnet.eu/EUHOST02 • If you have any remarks or questions concerning a student, please use the function also available on this site to contact us. Please do not reply to this email. • Thank you for your cooperation. • Best regards, • Mrs. Mary HomeoutgoingHome Institution

7. e-Nomination: Nomination – notification to student • From: Mrs. Mary Homeoutgoing <homeoutgoing@homeinstitution.eu> To: Mr. Paul Student <paul.student@myemail.eu> Subject: e-Nomination | Host Institution | nomination for exchange studies • Dear Mr. Paul Student, • Today we have sent your nomination to our partner institution. • Home institution: Home Country - Home Institution • Host institution: Host Country - Host InstitutionField of study: 02.0 - Architecture, Urban and Regional PlanningStudy level: P - PostgraduateExchange period: WS06/07 (1 Semester / 1 Month) • Specific information • You will be informed per mail, as soon as our partner institution has dealt with your nomination. • Best regards, • Mrs. Mary HomeoutgoingHome Institution

8. e-Nomination: Acknowledgment – email to partner • From: Mr. John Hostincoming <hostincoming@hostinstitution.eu>To: Mrs. Mary Homeoutgoing <homeoutgoing@homeinstitution.eu>Subject: e-Nomination | Host Institution | acknowledgement of receipt of nomination • Dear Mrs. Mary Homeoutgoing, • We would like to acknowledge the receipt of the nomination of the following student(s) from your institution: • Home institution: Home Country - Home Institution • Host institution: Host Country - Host Institution • Surname, first name: STUDENT, PaulField of study: 02.0 - Architecture, Urban and Regional PlanningStudy level: P - PostgraduateExchange period: WS06/07 (1 Semester / 1 Month) • Below you will find information about the next steps for the application to our institution that we have also sent directly to your student(s): • Specific information • Please follow the link below for any remarks or questions concerning a student or to cancel a nomination. Please do not reply to this email. • http://e-nomination.moveonnet.eu/EUHOME02 • Thank you for your cooperation. • Best regards, • Mr. John HostincomingHost Institution

9. e-Nomination: Acknowledgment – notification to student • From: Mr. John Hostincoming <hostincoming@hostinstitution.eu> • To: Mr. Paul Student <paul.student@myemail.eu> Subject: e-Nomination | Host Institution | acknowledgement of receipt of nomination • Dear Mr. Paul Student, • We would like to acknowledge the receipt of your nomination at our institution. • Home institution: Home Country - Home Institution • Host institution: Host Country - Host Institution • Field of study: 02.0 - Architecture, Urban and Regional PlanningStudy level: P - PostgraduateExchange period: WS06/07 (1 Semester / 1 Month) • Please find below information about the next steps for your application: • Specific information • For further information, please refer to your home institution. • Best regards, • Mr. John HostincomingHost Institution

10. e-Nomination: Acknowledgment with additional information • Further information for the application at our institution: • Please note that this acknowledgment does not guarantee acceptance. We can only give you a definitive • answer after you have correctly completed the application process. • 1) You will find further information about the application process for our institution on our website at the following link: http://www.uni.eu • 2) Attached to this email you will find the necessary documents for the application process for our institution. Please complete and return to us. • 3) To apply to our institution use the online-application on our website at the following link: http://apply.uni.eu . For access to the online application process you must enter your personal Application Access Code: CXD1W73

11. e-Nomination: Acceptance – email to partner • From: Mr. John Hostincoming <hostincoming@hostinstitution.eu>To: Mrs. Mary Homeoutgoing <homeoutgoing@homeinstitution.eu>Subject: e-Nomination | Host Institution | acceptance of student(s) • Dear Mrs. Mary Homeoutgoing, • We are pleased to inform you that we have accepted the following student(s) from your institution: • Home institution: Home Country - Home Institution • Host institution: Host Country - Host Institution • Surname, first name: STUDENT, PaulField of study: 02.0 - Architecture, Urban and Regional PlanningStudy level: P - PostgraduateExchange period: WS06/07 (1 Semester / 1 Month) • Specific information • Please follow the link below for any remarks or questions concerning a student or to cancel a nomination. Please do not reply to this email. • http://e-nomination.moveonnet.eu/EUHOME02 • Thank you for your cooperation. • Best regards, • Mr. John HostincomingHost Institution

12. e-Nomination: Acceptance – notification to student • From: Mr. John Hostincoming <hostincoming@hostinstitution.eu> • To: Mr. Paul Student <paul.student@myemail.eu> Subject: e-Nomination | Host Institution | acceptance of student • Dear Mr. Paul Student, • We are pleased to inform you that we have accepted your application to our institution. • Home institution: Home Country - Home Institution • Host institution: Host Country - Host Institution • Field of study: 02.0 - Architecture, Urban and Regional PlanningStudy level: P - PostgraduateExchange period: WS06/07 (1 Semester / 1 Month) • Specific information • For further information, please refer to your home institution. • Best regards, • Mr. John HostincomingHost Institution

13. e-Nomination: Refusal – email to partner • From: Mr. John Hostincoming <hostincoming@hostinstitution.eu>To: Mrs. Mary Homeoutgoing <homeoutgoing@homeinstitution.eu>Subject: e-Nomination | Host Institution | refusal of student(s) • Dear Mrs. Mary Homeoutgoing, • We are sorry to inform you that we have refused the following student(s) from your institution: • Home institution: Home Country - Home Institution • Host institution: Host Country - Host Institution • Surname, first name: STUDENT, PaulField of study: 02.0 - Architecture, Urban and Regional PlanningStudy level: P - PostgraduateExchange period: WS06/07 (1 Semester / 1 Month) • Specific information • Please follow the link below for any remarks or questions concerning the refusal. Please do not reply to this email. • http://e-nomination.moveonnet.eu/EUHOME02 • Thank you for your cooperation. • Best regards, • Mr. John HostincomingHost Institution

14. e-Nomination: Refusal – notification to student • From: Mr. John Hostincoming <hostincoming@hostinstitution.eu> • To: Mr. Paul Student <paul.student@myemail.eu> Subject: e-Nomination | Host Institution | refusal of student • Dear Mr. Paul Student, • We are sorry to inform you that we have refused your application to our institution. • Home institution: Home Country - Home Institution • Host institution: Host Country - Host Institution • Field of study: 02.0 - Architecture, Urban and Regional PlanningStudy level: P - PostgraduateExchange period: WS06/07 (1 Semester / 1 Month) • Specific information • For further information, please refer to your home institution. • Best regards, • Mr. John HostincomingHost Institution

15. e-Nomination: Cancellation – email to partner • From: Mrs. Mary Homeoutgoing <homeoutgoing@homeinstitution.eu> To: Mr. John Hostincoming <hostincoming@hostinstitution.eu>Subject: e-Nomination | Home Institution | cancellation of nomination of exchange student(s) • Dear Mr. John Hostincoming, • We would like to cancel the nomination of the following student(s) to your institution: • Home institution: Home Country - Home Institution • Host institution: Host Country - Host Institution • Surname, first name: STUDENT, PaulField of study: 02.0 - Architecture, Urban and Regional PlanningStudy level: P - PostgraduateExchange period: WS06/07 (1 Semester / 1 Month) • Specific information • Please follow the link below for any remarks or questions concerning the cancellation. Please do not reply to this email. • http://e-nomination.moveonnet.eu/EUHOME02 • Thank you for your cooperation. • Best regards, • Mrs. Mary HomeoutgoingHome Institution

16. e-Nomination: Cancellation – notification to student • From: Mrs. Mary Homeoutgoing <homeoutgoing@homeinstitution.eu> To: Mr. Paul Student <paul.student@myemail.eu> Subject: e-Nomination | Host Institution | cancellation of your nomination • Dear Mr. Paul Student, • Today we have cancelled your nomination to our partner institution. • Home institution: Home Country - Home Institution • Host institution: Host Country - Host Institution • Field of study: 02.0 - Architecture, Urban and Regional PlanningStudy level: P - PostgraduateExchange period: WS06/07 (1 Semester / 1 Month) • Specific information • Best regards, • Mrs. Mary HomeoutgoingHome Institution

17. e-Nomination: Additional email • From: Mrs. Mary Homeoutgoing <homeoutgoing@homeinstitution.eu> To: Mr. John Hostincoming <hostincoming@hostinstitution.eu>Subject: e-Nomination | Home Institution | importa´nt • Dear Mr. John Hostincoming, • We contact you today regarding the nomination of thefollowing student(s): • Home institution: Home Country - Home Institution • Host institution: Host Country - Host Institution • Surname, first name: STUDENT, PaulField of study: 02.0 - Architecture, Urban and Regional PlanningStudy level: P - PostgraduateExchange period: WS06/07 (1 Semester / 1 Month) • We do not have receive an acknowledgement of receipt of this nomination till now. • Please follow the link below for any tasks or questions concerning this nomination. Please do not reply to this email. • http://e-nomination.moveonnet.eu/EUHOME02 • Thank you for your cooperation. • Best regards, • Mrs. Mary HomeoutgoingHome Institution

18. e-Nomination with moveonnet In moveonnet, institutions always have… …an overview list of all outgoing and incoming e-Nominations with the relevant status …a history of each student (from the nomination until acceptance / refusal) …all functions necessary for carrying out each step of the process just described …functions for importing and exporting student data to MS Excel (especially for non moveon users)

19. e-Nomination with moveonnet • moveonnet is for all institutions and usage is not limited to moveon-users, • Institutions deciding to use e-Nomination for all their students can inform their • partner institutions accordingly using an email function in moveonnet • > partners must register in moveonnet • > partners have to use moveonnet for all tasks/correspondence regarding nominations • > partners are not obliged to use moveonnet with their own other partners • > partners have no costs unless they decide to use e-Nomination for their complete nomination process

20. e-Nomination and moveon moveon should be adapted so that: - All steps of the e-Nomination process can be carried out directly in moveon without having to open moveonnet - The same overview of incoming and outgoing nominations along with the history of each student and the nomination status as shown in moveonnet is available in moveon - The same functions in moveonnet for executing the nomination steps are available in moveon - Data about outgoing students to be nominated must not be entered twice in moveonnet, instead it is automatically taken from the relevant application in moveon and used for the nomination - Data about nominated incoming students entered by the partner institution in moveonnet is imported automatically into moveon. It should be possible to follow the progression of the status of incoming nominations in moveon.

21. e-Nomination and moveonline • If moveonline is used for the online application of incoming students: • -The nominated student will receive an “Application Access Code” along with the description of the online application procedure. • -When the student enters the online application he will have to enter this Access Code which will be checked in moveonnet. • -After checking the Access Code moveonnet sends the student data which has been entered for the e-Nominations process (e.g. surname, first name, e-mail, etc.) back to the online application. -Only nominated students with acknowledged e-Nomination can apply. -Students can only apply with the name and data which has been linked to their Access Code in moveonnet, avoiding the risk of students applying with another student’s Access Code. • moveonnet will offer institutions with their own online application procedure, a technical solution (web service) to be implemented by the institutions.

22. e-Nomination • Users of e-Nomination (in the home and host institutions) • Because of the decentralized management of exchange students in some institutions, it should be • possible for faculty coordinators to carry out certain steps of the nomination process in moveonnet, e.g. • the management of outgoing and incoming nominations relating to their faculty. • This aspect needs to be further discussed, especially the difficulties relating to assigning limited access • rights to users depending on the field of study (EU code) involved. In some institutions the same field of • study exists in different faculties and is therefore managed by different coordinators.

23. e-Nomination • Bilateral agreements setting the limits for e-Nomination • The bilateral agreements (including the number of exchange places available and the duration of the • exchange in months for a specific field of study and study level) which have been agreed upon by both • home and host institution should be available in moveonnet and used as a basis for setting the limits • for the e-Nomination. • It should be possible for the institutions to define in moveonnet whether these agreements are to be • accounted for and used to set the limitations for the e-Nomination. That means that only • e-Nominations corresponding to the conditions outlined in the agreements may be accepted. If the • host institution wishes, some aspects of the agreement may be accounted for and others not, e.g. • number of students, total duration in months, field of study, study level. Alternatively a warning could • appear at the home or host institution informing them that the e-Nomination does not correspond to • one or more of the conditions defined in the agreement. The institution can however choose to ignore • this warning and accept the e-Nomination.

24. e-Nomination • e-Nomination period • The host institution should define a nomination period for each semester. The institution can • determine if only e-Nominations received within this period are considered or if the institution should • be informed of e-Nominations sent after the deadline has been exceeded.

25. e-Nomination – Electronic procedure for the nomination of exchange students