EACEA MOBILITY DATABASE · 2017. 6. 2. · eacea mobility user manual – special mobility strand...

EACEA MOBILITY USER MANUAL – SPECIAL MOBILITY STRAND OF CBHE PROJECTS –MAY 2017 1

Education, Audiovisual and Culture Executive Agency Erasmus+ : Higher Education - International Capacity Building

EACEA MOBILITY TOOL

USER MANUAL

SPECIAL MOBILITY STRAND OF

CAPACITY BUILDING HIGHER EDUCATION PROJECTS


TABLE OF CONTENTS

A. INTRODUCTION 3

1. PURPOSE OF THE MOBILITY TOOL

2. DESCRIPTION OF THE DIFFERENT PHASES

3. INTERNET LINK

4. HOW TO LOGIN

B. GENERAL DATA: 4

1. LOG IN

2. CHECK AND ACTIVATE YOUR PROJECT

C. STRUCTURE OF THE TOOL 6

D. STUDENT SECTION

1. DESCRIPTION OF THE STUDENT LIST 7

NON-SCHOLARSHIP HOLDERS LISTS

2. MANAGEMENT OF STUDENTS LISTS 9

3. ENCODING THE PERSONAL DATA OF A STUDENT 10

4. ENCODING THE MOBILITY OF A STUDENT 12

E. STAFF CB SECTION 14

1. ENCODING THE PERSONAL DATA OF A STAFF CB

2. ENCODING THE MOBILITY OF A STAFF CB

F. REPORTING DATA 17

G. EU SURVEY PARTICIPANT REPORT 18

H. REPORTS 19


A. INTRODUCTION

1. PURPOSE OF THE MOBILITY TOOL:

to help coordinators and partners in the management of scholarship of students and staff

members.

to keep information on selected candidates activities, mobility tracks, credits earned,

amounts received etc.

to provide the coordinators with automated reports (Progress and Final reports), which

they need to send to the Agency regularly.

to provide the Agency with statistics on mobility flows

2. DESCRIPTION OF THE DIFFERENT PHASES

Two important phases must be considered:

SUBMISSION PHASE: this is the period of the duration of the contract. When the course has started,

the coordinators can introduce and manage the individual mobility flows of each

student/scholar (dates, universities visited, type of tasks performed, etc.).

Coordinators can also fill in the fields with financial information (i.e number of

payments / the students received / the amounts paid / how many ECTS the

student acquired.)

POST- IMPLEMENTATION PHASE: this is the phase when no changes can be introduced in the

Mobility Database anymore; the consortium can only have a read only view of the

data.

3. INTERNET LINK - To connect to the TOOL, use the following link:

https://eacea.ec.europa.eu/mobility/

4. HOW TO LOGIN Use your LOGIN name and your PASSWORD.

If you have login problems or questions, please contact the:

contact person/project officer in charge of your project, in the Erasmus+

CBHE Team.

Please title your mail "Mobility tool 20xx-xxxx" (= project agreement number).

https://eacea.ec.europa.eu/mobility/


B. GENERAL DATA

1. LOG IN - Once you log in, the following screen appears:

Figure 1

- A : Tab indicating the Action name of your project ( "CBHE-JP" ) . - B : Reference of your project

DOUBLE CLICK on the reference of your project to open it.

2. CHECK THE DETAILS OF YOUR PROJECT & ACTIVATE IT

The details of your course/project will appear as shown in Figure 2 below.

- You can view more details by clicking on the "show/hide" hyperlink next to the "Consortium

partners", "Coordinator name" and "Contractor name" sections.

CHECK THESE DETAILS and inform the Agency of any mistakes identified.

- The fields identified as "Eligibility start" and "Eligibility end" correspond to the duration of the grant

agreement signed between the Lead EU institution's legal representative and the Agency.

These dates cannot be modified by the consortium.

The fields identified as "Mobility start" and "Mobility end" correspond to the starting and

finishing dates of the eligibility period of your project.

ENTER the relevant "Mobility start" date and "Mobility end" date either

manually in the given entry fields or use the calendar option put at your

disposal TO ACTIVATE THE COURSE. These dates are (must be) the same as

the dates "Eligibility start" and "Eligibility end".

SAVE them (click on the "save dates" box).

A

B


Figure 2

The general information on your Project is presented in 5 consecutive blocks:

1. Agreement number Title of the course/project,

Name of the coordinating institution Duration of the course in months.

2. Dates of the project

3. Partners of the Consortium: name and country code of the participating universities Coordinator's data: Coordinator’s name, e-mail and telephone number

Contractor's data: (legal representative of the coordinating institution):

Contractor ’s name, e-mail and telephone number

4. Students section sub-divided in Programme and Partner country

5. Staff section sub-divided in Programme and Partner country

6. At the very bottom, box nr 6 allows you to print the progress and final report mobility tables. The

"Lock and Submit" , the Request for "2nd Prefinancing "and "Unlock" section are not to be used

by Erasmus+ CBHE projects. (see Figure 2 bis below)

Figure 2 bis

1

2

3

4

6

5


C. STRUCTURE OF THE TOOL

1 Type of student level : "students CB"

2 Types of funding sources are available:

- "Main List": list of students funded by the Erasmus+ Programme &

- "Non-Scholarships Holders list" (see Figure 2) for students who participate in the project's study programme and mobility but without EU grants

2 Types of category / origin of the institutions are available:

- "Programme Country" = when the home university lies in one of the 28 EU Member States or in Iceland, Liechtenstein, Norway, the former Yugoslav Republic of Macedonia and Turkey

& - "Partner Country" = institutions from all other countries

The structure is the following: STUDENTS CB

MAIN LIST - PROGRAMME COUNTRY (28 + 5) - PARTNER COUNTRY (the other countries)

NON-SCHOLARSHIP HOLDERS - PROGRAMME COUNTRY

- PARTNER COUNTRY

STAFF CB MAIN LIST

- PROGRAMME COUNTRY - PARTNER COUNTRY

NON-SCHOLARSHIP HOLDERS - PROGRAMME COUNTRY

- PARTNER COUNTRY


D. STUDENT SECTION

1. DESCRIPTION OF THE STUDENT'S LIST

Next to each of the lists you have a sign (+) : this is a hyperlink that allows you to display the details of the

list and to manage (i.e. include, edit, replace, move or delete) the candidates.

When you have selected the list you want to work with, click on the (+) hyperlink. It will

display the list of students already encoded.

For each of the categories available, the table (Figure 2) a default quota for the encoding of students has been encoded by the Agency. This default quota number is totally arbitrary: please ask your Project Officer to allow you to encode a bigger number in case of need.

The student section also displays the number of students already introduced compared with the

maximum number of students that can be included thanks to the default quota In the example presented :

7 students out of a maximum of 100 have been introduced in the Programme country Category 4 students out of a maximum of 100 have been introduced in the Partner country Category.

You may also directly click on the hyperlink "Add to selected category" allowing you to add

directly the data of a student to the category concerned.


Figure 3

A click on "add to this category" will allow you to encode the data of another student (see Figure 4)

At the bottom of the page the Export list to PDF | Export list to Excel hyperlink texts allow you to display

(either in PDF or Excel format) and print the list per category.

NON-SCHOLARSHIP HOLDERS LISTS

The objective is to obtain at the end of the project the total number of the participating students. The data

of this list are also gathered for statistical purposes. You can indicate in the field "Comments" the type

and origin of a possible external scholarship he/she is receiving, if any.


2. MANAGEMENT OF STUDENTS' LISTS

As displayed in Figure 3 above, the list for each of the categories available are the following:

• key details1

of the students registered in the category (Family Name/First Name, Gender,

Nationality, University of origin, Residence)

• active hyperlinks allowing you to view/modify the data of already registered students by clicking on:

- View: A full view of the student selected with all her/his data (see screen displayed below under Chapter C.3 – Figure 4)

- Request: not to be used by ERASMUS+ CBHE Special mobility strand

- Modify: Possibility to modify the data of the student selected

- Move: not to be used by ERASMUS+ CBHE Special mobility strand

- Report Data: see Chapter F

- Mobility: very important hyperlink: this option allows you to manage the mobility

track of the student - (see Chapter D)

- Bulk mobility: This option allows you to introduce mass mobility flows.

The students foreseen to follow the fully identical mobility track can be selected

together with the tick box and encoded in one go. The link bulk select "all" has to

be activated.

- Delete: In case you want to delete a student.

1 see the privacy statement on our website


3. ENCODING OF THE PERSONAL DATA OF A STUDENT

In order to add a student to the 'main' or 'non-scholarship holder' list you can use either the

Add to selected category hyperlink displayed in the Figure 2 above) or

the hyperlink Add to this category (as displayed in Figure 3).

The underneath screen Figure 4 will open in order to introduce the personal data:

Figure 4

PLEASE COMPLETE ALL FIELDS


Course Automatically completed field corresponding to the title of the project

List Automatically completed field corresponding to the type of list

(Main or Non-Scholarship holders)

Category Automatically completed field

Type of person Automatically completed field

Family name * Type in the family name of the student

First name * Type in the first name of the student

Country (nationality) * Select the appropriate nationality in the drop down list

Gender Select appropriately

Year of birth * Specify full year (4 digits)

Disadvantaged background n/a

Address * Fill in with the appropriate information

Postal code * id

City * Id CAPITAL LETTERS PLEASE

Country of residence * Select the appropriate country in the drop down list

Email *

Sending organization Select the appropriate home institution in the drop down list

Country of sending organization Fill in with the appropriate information in CAPITAL LETTERS

Receiving organization * Select the appropriate receiving institution /receiving institution responsible for the follow-up of a mobility in an organization not belonging to the consortium in the drop down list

Country of receiving organization Fill in with the appropriate information in CAPITAL LETTERS

Start date * The date when the student is expected to start the course of the host institution

End date The date when the student is expected to end the course of the host institution

Comments Free text to fill with comments, if necessary

ADD TO THE LIST : PLEASE CLICK

When all the data have been appropriately filled in, click on the tab By doing so you will add the student to the database.

Subsequently, you will come back to the screen indicated in Figure 5 and you will have the possibility

to encode the mobility periods of the student.

Clicking on the tab will empty all the fields and no data will be kept in the database.

THESE PERSONAL DATA can be found afterwards in the VIEW TAB;

"ADD TO THE LIST"

"RESET"


4. ENCODING THE MOBILITY OF THE STUDENT

You can encode the mobility of a student by clicking on the hyperlink "MOBILITY" tab (see figure 3)

Click on "modify" in order to complete the data of the mobility already entered in the "view" tab

The following screen then appears

This screen allows you to introduce, for each student, the start and end date of the mobility periods,

the relevant host institutions and the type of activity carried out.

Figure 5

1

2

3

4

1

2

3

14

5

10

13

9

8

11

12


1. Start date / end date: enter the dates of one mobility respecting the format

click on "calculate days" duration will be automatically calculated

2. Duration calculated : appears automatically (see nr 1)

Extension duration : TO be used ONLY IF UNPAID MOBILITY - duration in days

Extension date : encode the last day of the unpaid mobility period

3. Receiving organization: name of the host university – choose from drop-down list

In case of a traineeship done outside the host university => Choose

the responsible host university,

4. Subsistence rate per month: appears automatically

5. Distance Band: use the OFFICIAL EU DISTANCE CALCULATOR http://ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm

choose the corresponding travel band in the drop down list 6. Travel costs: calculated automatically

7. Subsistence paid: calculated automatically

8. Total scholarship: calculated automatically

Use the refresh tab after each change (i.e. change of the receiving

organization / dates etc..)

9. Mobility aim: tick the corresponding aim

10. ECTS: value in ECTS

+ VALUE / DESCRIPTION of the credits earned if applicable

11. Level of study: choose from drop-down list

12. Field of education: choose from drop-down list

13. Type of training: tick the corresponding type

14. Mobility track: tick if mobility has been accomplished

!

http://ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm


E. STAFF CB SECTION

The screens and operations for the management of "Faculty" /scholars are basically the same as for

students. The two categories are also present.

■ Staff from "Programme country" Institutions (28 EU Member States+ 5)

■ Staff from "Partner country" Institutions

1. ENCODING OF PERSONAL DATA OF A STAFF CB

Encode the personal data as you encoded the student personal data (see 4 above)

2 additional fields are to be completed for STAFF CB:

The staff profile refers to the activity performed and not to the STAFF function !

2. ENCODING THE MOBILITY OF A STAFF CB Once you encoded the personal data of a staff, you click on the corresponding mobility tab

!


The start and end date encoded at the bottom of the page in the VIEW tab are transferred in the MOBILITY tab.

To complete the data of the mobility : click on modify.

Figure 6


1. Start date / end date: enter the dates of one mobility respecting the format

click on "calculate days" duration will be automatically calculated

2. Duration calculated : appears automatically (see nr 1 above)

Extension duration : TO be used ONLY IF UNPAID MOBILITY - duration in days

Extension date : encode the last day of the unpaid mobility period

3. Receiving organization: name of the host university – choose from drop-down list

4. Subsistence rate per day: appears automatically

(amount applicable from the first to the fourteenth day &

Amount applicable from the fourteenth to the sixtieth day)

5. Total number of teaching hours: encode the number of hours worked for the project

6. Travel days encode the number if applicable

7. Distance Band: use the OFFICIAL EU DISTANCE CALCULATOR http://ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm

choose the corresponding travel band in the drop down list 8. Travel costs: calculated automatically

9. Subsistence paid: calculated automatically

10. Total scholarship: calculated automatically

Use the refresh tab after each change (i.e. change of the receiving

organization / dates etc..)

11. Mobility aim: tick the corresponding aim

12. Level of study: choose from drop-down list

13. Type of training: tick the corresponding type

14. Mobility track: tick if mobility has been accomplished

!

http://ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm


F. Reporting Data

In order to have the correct information about the mobility in the report, it is necessary to introduce the

following information for each student.

Click on the 'DATA' tab : the following screen will then appear:

Type of Degree: You may tick different possibilities

Click on "Add data" in order to save the information.

Figure 7


G. EU SURVEYS

In line with the individual grant agreement, students and staff are required to fill in an "EU-survey Participant Report" after each mobility. A second survey, the "survey on recognition", has also to be completed by students upon return to their sending university.

It is the responsibility of the coordinator to send these surveys to each beneficiary of a SMS grant. In the example below, the student has done 3 different mobility: he will then receive 3 "EU Survey Participant Report" and 3 "EU Survey Recognition". To send the invitation to fill in, coordinators have to click on the "send invitation" button

In the progress report form, you will be able to see

The number of invitations to be sent the number of invitations sent the number of invitations already completed


H. REPORTS The Progress and Final reports' mobility lists are to be printed,

signed by the coordinator and annexed to your interim and final report.

Do not use the "lock and submit" tab

* * *

EACEA MOBILITY DATABASE · 2017. 6. 2. · eacea mobility user manual – special mobility strand...

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