The same student volunteer can be assigned to different study volunteering periods in the context of the same project (master programme).

The personal data of a student volunteer can only be modified if no Mobility Declaration has been submitted.In order to avoid re-entering multiple times the personal information about the same person, a Student Library has been implemented with the information about the students who have taken part in the project (master programme).

• Click Add New StudentVolunteer to add a student volunteer which is not listed in the Student Library 'Volunteer' table (has not taken part in any submitted Mobility Declaration).

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• Indicate if the volunteer dropped-out at a certain date by flagging the check-box and indicate the start date for the drop-out (this date will be the end date for the volunteering periods of the mobility declaration)

• Complete the personal information of the student, click Validate (to validate the correctness of the information encoded) and Save. You can also Cancel the addition. The fields to be completed are: 

  • PRN ID (Unique Identifier for the Volunteer from the European Solidarity Corps Portal) 
  • First name (mandatory)
  • Family name (mandatory)
  • Gender (mandatory)
  • Nationality (mandatory)
  • Birthdate Birth date (mandatory)
  • Special needs (mandatory, if applicable choose one of the options)
  • Type of person
    • Accompanying person
    • Volunteer
    • Volunteer with Fewer Opportunities
  • Fewer opportunities Fewer opportunities (mandatory, if applicable choose one of the options); for the definition of the options, see below:
    
    • • Barriers linked to discrimination
      • Barriers linked to education and training systems
      • Cultural differences
      • Disabilities
      • Economic barriers
      • Geographical barriers
      • Health problems
      • Not applicable
      • Social barriers
      • Other reasons
  • E-mail address address (mandatory, the student's e-mail address should remain valid for at least 2 years)
  • Phone
  • Address
  • Postal code
  • City of residence (mandatory, in English)
  • Country of residence(mandatory)
  • Student profile (mandatory, choose one of the options); for the definition of the options, see below:

    • • Non-scholarship holder: An enrolled student who is not a scholarship holder

      • Scholarship holder – Main: A scholarship holder coming from a Programme country or from a non-targeted partner country

      • Scholarship holder – Targeted region: A scholarship holder coming from a targeted partner country

  • Student category (mandatory, choose one of the options); for the definition of the options, see below:

    • For Non-scholarship holder: Partner country – no targeted region or Programme country

    • For Scholarship holder – Main: Partner country – no targeted region or Programme country

    • For Scholarship holder – Targeted region:

      • • Partner country - Targeted region 1 - Western Balkans
        • Partner country - Targeted region 3 - South-Mediterranean countries

        • Partner country - Targeted region 5 - Asia

        • Partner country - Targeted region 6 - Central Asia

        • Partner country - Targeted region 7 - Middle East

        • Partner country - Targeted region 8 - Pacific

        • Partner country - Targeted region 9 - Sub-Saharan Africa

        • Partner country - Targeted region 10 - Latin America

        • Partner country - Targeted region 11 - Caribbean

  • Edition of the master (mandatory)
  • - the volunteers need to be resident in the countries being part of ESC Programme Country or ESC Partner Country (the latter only for ESC-SOLID-UN)
  • Support Organisation University of origin  (mandatory)
  • Country of University of origin (mandatory)
  • First Host Institution
  • Support Organisation
  • Arrival date
  • Planed study duration (in months)
  • Comments

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Click to add a declaration for this student volunteer (see "adding a declaration" below for more information on how to complete the rest of the steps)

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You can only modify the data of the students volunteers for whom a mobility declaration was not submitted*. To do so, click on the corresponding row and edit the data in the pop-up.  

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Click  to to delete the data of a studentvolunteer.

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Click Save to confirm that you need to delete the data (otherwise, click Cancel and the action is canceled).

Each time a student volunteer is involved in a study/ mobility (volunteering period), a mobility declaration must be added.

• There are two ways to add a mobility declaration
  • On the row of the volunteer for which you wish to add a mobility declarations, go to the 'Actions' column and click Add new mobility (Volunteering periods)

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• • Click the Add new mobility (

• • Volunteering periods) button above the 'Mobility Declarations' table

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• • • • Select the

• • • • volunteer for whom you complete the mobility declaration

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• The tab automatically displays the personal information of the selected

• volunteer.

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• Complete the Mobility information tab of the pop-up and indicate:
  • the
Sending
• • Support Organisation (the name of the
University in
• • organisation to which the
student is enrolled and is awarding ECTS
• • volunteer belongs, mandatory information).
It
• • The Support Organisation must be a full partner.

• • the
Destination
• • Host Organisation (the name of the organisation where the
Student
• • volunteer is sent for the
study
• • volunteering period
,
• • and the country mandatory information).
It
• • The Host Organisation can be a full or associated partner or any other organisation hosting the
student.

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Complete the Study Periods tab of the pop-up and indicate:

• the start date of the Study/Mobility Period*
• the end date of the Study/Mobility Period*
• indicate the total ECTS to be acquired (the sum of ECTS credits encoded in the declared study periods)

*To ensure the continuity of the different periods and of the financial support, the study/mobility periods must include the academic holiday periods.

• • volunteer.
  • the type of the volunteering experience (mandatory information)

• • if the volunteer goes as an individual, flag the Individual Volunteering checkbox (only for ESC-HUMAID-UN)
  • if the volunteer is the member of a volunteering team, indicate the team s/he belongs to
  • the type of recognition used for the volunteer

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• Complete the Volunteering Periods tab of the pop-up:
  • Click Add Period* and indicate:
    • if you would like to add a suspension by flagging the Suspension checkbox
      • indicate the Reason for Suspension 
    • the start date of the volunteering period
    • the end date of the volunteering period

*You may add more than one period. The duration of a cumulative volunteering period is min. 14 days and max. 60 days for the same volunteer, per volunteering team. For ESC-HUMAID-UN only: the volunteering period for the same person cannot be less than 60 days and cannot exceed 365 days for individual volunteering.

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When finished click Validate and, if all correct, Save (otherwise, click Cancel and the action is canceled). 

Once the user has completed the instructions above, by creating a declaration, the system adds the new Mobility Declaration to the Mobility Declaration list, in DRAFT.

Please note that for declarations in draft all data is still editable: click on the relevant declaration to edit again (the student volunteer information is only editable from the Student library Volunteers table and only for those students volunteers for whom no mobility declaration was submitted yet).

 To edit the mobility declaration after it has been submitted*, the Project Officer will have to Reopen the mobility declaration (by clicking button).

*More details about when the mobility declaration can be reopened by the Project Office is available above, in the section "Important note".

• Click Submit mobility declaration
  

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• Confirm that you want to submit the declaration

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• Click Image Removed Submit to submit the declaration

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Once a Mobility Declaration has been submitted, the only data that’s still editable are the

volunteering/suspension period dates

. The status of the declaration is now SUBMITTED.

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• Click Delete Mobility Declaration

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• Confirm that you wish to delete the declaration

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Only the mobility declarations in status DRAFT can be deleted.