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

/ 27January 2007

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

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status: not nominated

status: cancelled

Home: Cancellation

status: refusedstatus: accepted

status: acknowledged

Host: Acceptance Host: Refusal

Host: Acknowledgement

Home: Nomination

status: nominated

status: departed

Host: Arrival

Host: Departure

status: arrived

Student: Application

e-Nomination: workflow

Home/Host: Additional Messages

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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)

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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

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e-Nomination: Nomination – email to partner

From: Mrs. Mary Homeoutgoing <[email protected]> To: Mr. John Hostincoming <[email protected]>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 InstitutionHost 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/EUHOST02If 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

/ 27January 2007

e-Nomination: Nomination – notification to student

From: Mrs. Mary Homeoutgoing <[email protected]> To: Mr. Paul Student <[email protected]> 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,


/ 27January 2007

e-Nomination: Acknowledgment – email to partner

From: Mr. John Hostincoming <[email protected]>To: Mrs. Mary Homeoutgoing <[email protected]>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 InstitutionHost 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


Best regards,

Mr. John HostincomingHost Institution

/ 27January 2007

e-Nomination: Acknowledgment – notification to student

From: Mr. John Hostincoming <[email protected]>

To: Mr. Paul Student <[email protected]> Subject: e-Nomination | Host Institution | acknowledgement of receipt of nomination


We would like to acknowledge the receipt of your nomination at our 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:


For further information, please refer to your home institution.

Best regards,


/ 27January 2007

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

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e-Nomination: Acceptance – email to partner

From: Mr. John Hostincoming <[email protected]>To: Mrs. Mary Homeoutgoing <[email protected]>Subject: e-Nomination | Host Institution | acceptance of student(s)


We are pleased to inform you that we have accepted the following student(s) from your institution:





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


Best regards,


/ 27January 2007

e-Nomination: Acceptance – notification to student


To: Mr. Paul Student <[email protected]> Subject: e-Nomination | Host Institution | acceptance of student


We are pleased to inform you that we have accepted your application to our institution.






Best regards,


/ 27January 2007

e-Nomination: Refusal – email to partner

From: Mr. John Hostincoming <[email protected]>To: Mrs. Mary Homeoutgoing <[email protected]>Subject: e-Nomination | Host Institution | refusal of student(s)


We are sorry to inform you that we have refused the following student(s) from your institution:





Please follow the link below for any remarks or questions concerning the refusal. Please do not reply to this email.



Best regards,


/ 27January 2007

e-Nomination: Refusal – notification to student


To: Mr. Paul Student <[email protected]> Subject: e-Nomination | Host Institution | refusal of student


We are sorry to inform you that we have refused your application to our institution.






Best regards,


/ 27January 2007

e-Nomination: Cancellation – email to partner

From: Mrs. Mary Homeoutgoing <[email protected]> To: Mr. John Hostincoming <[email protected]>Subject: e-Nomination | Home Institution | cancellation of nomination of exchange student(s)


We would like to cancel the nomination of the following student(s) to your institution:





Please follow the link below for any remarks or questions concerning the cancellation. Please do not reply to this email.



Best regards,


/ 27January 2007

e-Nomination: Cancellation – notification to student

From: Mrs. Mary Homeoutgoing <[email protected]> To: Mr. Paul Student <[email protected]> Subject: e-Nomination | Host Institution | cancellation of your nomination


Today we have cancelled your nomination to our partner institution.





Best regards,


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e-Nomination: Additional email

From: Mrs. Mary Homeoutgoing <[email protected]> To: Mr. John Hostincoming <[email protected]>Subject: e-Nomination | Home Institution | importa´nt


We contact you today regarding the nomination of thefollowing student(s):




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.



Best regards,


/ 27January 2007

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)

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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

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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.

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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.

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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 bepossible 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 accessrights to users depending on the field of study (EU code) involved. In some institutions the same field ofstudy exists in different faculties and is therefore managed by different coordinators.

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e-Nomination

Bilateral agreements setting the limits for e-Nomination

The bilateral agreements (including the number of exchange places available and the duration of theexchange in months for a specific field of study and study level) which have been agreed upon by bothhome and host institution should be available in moveonnet and used as a basis for setting the limitsfor the e-Nomination.

It should be possible for the institutions to define in moveonnet whether these agreements are to beaccounted 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 thehost 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 couldappear at the home or host institution informing them that the e-Nomination does not correspond toone or more of the conditions defined in the agreement. The institution can however choose to ignorethis warning and accept the e-Nomination.

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e-Nomination

e-Nomination period

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

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

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

Documents

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