This field is editable only by the Coordinator of project and can be edited up to the moment the first student is saved in the Student Library.

This is therefore the very first data you need to encode.

• Choose from the drop-down list the Master duration

• Click Save 

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

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 Student to add a student which is not listed in the Student Library (has not taken part in any submitted 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: 

  • First name (mandatory)

  • Family name (mandatory)
  • Gender (mandatory)
  • Nationality (mandatory)
  • Birthdate (mandatory)
  • 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 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)
  • University of origin (mandatory)
  • Country of University of origin (mandatory)
  • First Host Institution
  • Country of First Host Institution
  • Arrival date
  • Planed study duration (in months)
  • Comments

A warning message will be displayed if more than 10% of the scholarships are awarded to students of the same nationality.

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

Click to add the graduation data for the student and complete all editable fields in the pop-up (all data is mandatory). 

If you mark the student as "drop-out", you need to include the drop-out reason. 

When finished, Save your data. You can also Cancel the addition.

The saved data will be displayed in a separate dedicated tab: Graduation data.

Use the Graduation data tab to further edit or delete the graduation data.

To edit it, click on the corresponding row and make your changes in the Edit graduation data pop-up and Save.

To delete it, click on the Delete icon and confirm the action by clicking Save.

The graduation data cannot be deleted if the final report is submitted to EU. 

You can only modify the data of the students 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 student.

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 (called 'Other Organisation').

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.