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EACEA MOBILITY USER MANUAL – BILATERAL COOPERATION PROJECTS – OCT 2011

EACEA MOBILITY DATABASE USER MANUAL

TABLE OF CONTENTS

A. INTRODUCTION 2

1. PURPOSE OF THE MOBILITY DATABASE 2

2. DESCRIPTION OF THE DIFFERENT PHASES 2

3. INTERNET LINK 2

4. HOW TO LOGIN 2

B. BILATERAL COOPERATION PROJECTS: General Data 3

1. LOG IN

2. CHECK AND ACTIVATE YOUR PROJECT

C. STRUCTURE OF THE TOOL 5

D. STUDENT SECTION 6

1. DESCRIPTION OF THE STUDENT LIST 6

2. NON-SCHOLARSHIP HOLDERS LISTS 7

3. MANAGEMENT OF STUDENTS LISTS 7

4. ENCODING OF A STUDENT 8

5. ENCODING THE MOBILITY OF A STUDENT 10

E. FACULTY SECTION 12

1. ENCODING OF A FACULTY 12

2. ENCODING THE MOBILITY OF A FACULTY 12

F. REPORTING DATA 14

G. REPORTS 15


A. INTRODUCTION

1. PURPOSE OF THE MOBILITY DATABASE:

to help coordinators 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, 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 website, 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 Ms. Patricia Moreau

([email protected]) or the contact person in charge of your project, in

the Bilateral Cooperation Team. Please title your mail "Database 200xx-xxxx" (=

project agreement number).

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

mailto:[email protected]


B. BILATERAL COOPERATION PROJECTS / General data

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

Figure 1

- A : Tab indicating the Action name of your project

( "USATD" / "USAEIM" / "CANTEP" / "CANTDP" / "ICI" / " ICIJMP" / "ICIJDP" ) .

- 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", "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 MA/BA/VET Project is presented in 8 consecutive blocks:

1. Agreement number, Title of the course/project, Name of the coordinating institution and 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. Vocational Students section

5. Undergraduates Students section

6. Master students section

7. Faculty section

8. At the very bottom, box nr 8 allows you to print the progress and final report mobility tables. Please

note that the "Lock and Submit" , the Request for "2nd Prefinancing "and "Unlock" section are

not to be used by Bilateral cooperation projects. (see Figure 2 bis below)

Figure 2 bis

1

2

3

4

7

8

5


C. STRUCTURE OF THE TOOL

3 Types of student levels are available: Vocational - Undergraduates and Master depending on

the level tackled by your project.(see Figure 2)

2 Types of funding sources are available:

"Main List": list of students funded by the EU Bilateral Cooperation Programme and "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 students are available:

- "EUROPEAN" students = home university is one of the EU partner institutions and - Partner Country students "AMERICAN" (or CANADIAN or ..) (see Figure 2) = incoming students from the Partner Country institutions

The structure is the following: VOCATIONAL

MAIN LIST

- EUROPE - PARTNER COUNTRY (USA-CANADA-AUSTRALIA-JAPAN-R. of Korea-N.Zealand)

NON-SCHOLARSHIP HOLDERS - EUROPE

UNDERGRADUATES

MAIN LIST - EUROPE - PARTNER COUNTRY (see above)


MASTER

MAIN LIST - EUROPE - PARTNER COUNTRY


FACULTY MAIN LIST

- EUROPE - PARTNER COUNTRY


D. STUDENT SECTION

1. DESCRIPTION OF THE STUDENT LISTS

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 (see Figure 2).

When you have selected the list you want to work with (you want to display), click on the

(+) hyperlink.

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

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

in Figure 2: 5 Undergraduate students out of a maximum of 30 have been introduced in for the

EUROPEAN Category).

It also includes a hyperlink "Add to selected category" allowing you to add directly a student to the

category concerned.This action will lead you to a screen similar to the one displayed in Figure 3 (the

example shown here corresponds to the “Main list”).

Figure 3

In this example 5 EU Undergraduate students have been encoded.


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.

2. 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.

3. 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 the data related to him/her (see screen displayed below under Chapter C.3 – Figure 4)

- Request: not to be used by Bilateral Cooperation Programme

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

- Move: not to be used by Bilateral Cooperation Programme

- 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 For privacy reasons, some data have been hidden


4. ENCODING 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).

As a result, a screen similar to the one displayed in Figure 4 will open in order to introduce the

personal data.

Figure 4

Fields displayed in pink in the above figure or identified with an * in the table

below, are mandatory.


Name of the project Automatically completed field corresponding to the name of the project

List Automatically completed field corresponding to the type of list (Main or

Non-Scholarship holders)

Category Automatically completed field corresponding either to the “Category EUROPEAN” or

to "Category AMERICAN" or of another partner country

Type of person Automatically completed field corresponding to the level of the study

of the student

Ranking n/a

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)

Special needs n/a

Address * Fill in with the appropriate information

Postal code * id

City * Id

Country of residence * id

Phone

Email *

Institution delivering previous

degree / University of origin

Please encode the student's home institution's name in CAPITAL LETTER (= University

of origin)

First host institution * The menu will offer you the choice between the partner institutions of your

consortium

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

Departure 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

In so doing 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.

"ADD TO THE LIST"

"RESET"


5. ENCODING THE MOBILITY OF THE STUDENT

You may encode the different mobility of a student by clicking on the hyperlink "Mobility" tab (see

figure 3)

The following screen will then appear:

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. Even if you encode the start / end dates of the first mobility on the personal data page (Figure 4) ,

please note that you HAVE TO encode the start / end dates of the first mobility again on this page (Figure 5).

1. Start date / end date: of one mobility of the student

2. Duration in months : duration needs to be indicated in months (1 week = 0.25/ 2weeks =0.5)

Figure 5

1

2

3

4


If less than a half a week, 3.5 days = 0 week If more than 3.5 days = 1 week Please note that if you encode a wrong number of months (more than 15 days, a message indicating an "incoherence between end and

start date" will pop up. PLEASE review this number and correct it as in

many cases you will be allowed to save this data even if wrong. It is up

to you to encode the right number.

Grant paid per month*: please encode the grant according to the rules of the programme

Travel* ; encode the travel grant according to the rules of the programme

3. Total scholarship paid*: = (duration in months x grant paid per month) + travel

EX: Student X goes from 01 Sept 2011 to 21 June 2012 (9.75 months)

Progress report of 30.11.2011: the coordinator has paid

1000 for travel

3000 for the mobility (first payment to the student)

Total to encode: 4000

In the next progress report/final report you will encode

1000 grant per month + 1000 travel= (1000*9.75) +1000=10975

ECTS : acquired during this mobility

4. University: name of the host university – choose from drop-down list

Activity : you can choose more than one activity if necessary.

!

*

NO AMOUNTS (GRANT PAID / TRAVEL / TOTAL PAID)

SHOULD BE ENCODED FOR

1. THE STUDENTS OF THE NON-EU PARTNER COUNTRY

2. THE INTRA - EUROPEAN MOBILITY


E. FACULTY SECTION

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

students. The two categories are also present.

■ Faculty from "European" Institutions

■ Faculty from "Partner country"/non European Institutions

1. ENCODING OF A FACULTY

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

2. ENCODING THE MOBILITY OF A FACULTY

Encode the mobility:

Start date / end date: of the specific mobility of this 'faculty'

Duration in days : duration needs to be encoded in days please note that if you encode a wrong number of days (more

than 15 days, a message indicating a "incoherence between end and

start date" will pop up. PLEASE review this number and correct it as

in many cases you will be allowed to save this data even if wrong. It is

up to you to encode the right number.

Figure 6


Grant paid per days: please encode the grant according to the rules (1000€)

Travel : please encode the grant according to the rules (1000 / 1500 €

depending on the programme)

Total paid: = (duration in days :7 (grant paid per week)) + travel

1 week = 7 days = 5 working days

If exceptionally the mobility duration does not equal one or several

weeks exactly, the grant should be calculated as follows:

11 days = 11/7= 1.57 x 1.000€ = 1570 €

20 days = 20/7= 2.86 x 1.000€ = 2860 €

------------------------------------------------------

EX1: Faculty Y goes from 01 sept 2011 to 07 Sept 2011


1000 for travel

1000 for the mobility (7 days=1 week)


------------------------------------------------------

EX2: Faculty Y goes from 01 sept 2011 to 10 Sept 2011


1000 for travel

1500 for the mobility (10 days=1 week + 0.5)


------------------------------------------------------

ECTS : acquired during this mobility

University: name of the host university

Activity : one or more type of "activity may be chosen

!

*

NO AMOUNTS (GRANT PAID / TRAVEL / TOTAL PAID)

SHOULD BE ENCODED FOR

3. THE FACULTY OF THE NON-EU PARTNER COUNTRY

4. THE INTRA - EUROPEAN MOBILITY


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 hyperlink 'data' (linked with each student placed under the main list) of the "report

data" column (see figure 3), the following screen will then appear:

This screen allows you to introduce, for each student, the data needed for the submission of any reporting

output. Number of Scholarships payments received: by the student (numerical data (i.e. 1)) Amount Received: not to be used by Bilateral Cooperation programmes

TO BE FILLED IN FOR THE FINAL REPORT AT THE LATEST:

Graduation date: date when the student received the diploma

Degree(s) obtained: Name of the degree (s) (if more than one, separate them with a ";")

Type of Degree You may tick different possibilities

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

Figure 7


G. REPORTS

The progress and final reports' mobility lists can be obtained from the database:

Figure 8

Progress Report:

The output is to be annexed to the Progress Report which is due at the date mentioned in your

Grant Agreement (see article I.5 of your Grant Agreement).

Final Report:

The output is to be annexed to the final report which is due two months after the end of the eligibility

period (see article I.5 of your Grant Agreement).

Request for 2nd pre-financing: NOT TO BE USED

These outputs must be correctly filled in, duly dated and signed and returned to EACEA as part of the

Progress and Final Report.

* *

*

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