The same volunteer can be assigned to different volunteering periods in the context of the same project.

The personal data of a student 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 Volunteer to add a volunteer which is not listed in the 'Volunteer' table (has not taken part in any submitted Mobility Declaration).

• Indicate if the volunteer dropped-out at a certain date by flagging the check-box and indicate the start date for the drop-out (what is this about??? is it for suspensions?? - the date indicating here will be used for suspensions?)

• 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) - where is this number coming from ?
  • First name (mandatory)
  • Family name (mandatory)
  • Gender (mandatory)
  • Nationality (mandatory)
  • Birth date (mandatory)
  • Type of person
    • Accompanying person
    • Volunteer
    • Volunteer with Fewer Opportunities
  • Special needs (mandatory, if applicable choose one of the options)
  • 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 (mandatory, the volunteer'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)
  • Support Organisation (mandatory)
  • Country of Support Organisation
  • Arrival date
  • Comments

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

You can only modify the data of the 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.  

Click  to delete the data of a volunteer.

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

Each time a student is involved in a study/mobility, a mobility declaration must be added.

Click Add new mobility (study/mobility periods)

Select the student for whom you complete the mobility declaration - the personal information of the selected student will be then displayed below.

 Complete the Mobility information tab of the pop-up and indicate:

• • the Sending Organisation (the name of the University in which the student is enrolled and is awarding ECTS, mandatory information). It must be a full partner.
  • the Destination Organisation (the name of the organisation where the Student is sent for the study period, mandatory information). It can be a full or associated partner or any other organisation hosting the student.

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.

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 information is only editable from the Student library and only for those students 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
  

• Confirm that you want to submit the declaration

• Click to submit the declaration
  Once a Mobility Declaration has been submitted, the only data that’s still editable are the study period dates and the ECTS. The status of the declaration is now SUBMITTED.

• Click Delete Mobility Declaration

• Confirm that you wish to delete the declaration

Only the mobility declarations in status DRAFT can be deleted.