ERASMUS & EXCHANGES BUSINESS PROCESS

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1 ERASMUS & EXCHANGES BUSINESS PROCESS PURPOSE The Erasmus and Exchanges section organises and coordinates all student, teacher and staff mobility between UL and partner universities situated in countries across the world. The mobility is governed, monitored and evaluated by the National Agency of the EU Commission, the HEA, through guidelines which are published every year on the website of the managing agency The EACEA The Erasmus+ Charter governs all mobility activities and the Erasmus Policy Statement describes UL s commitment to the programme; these are posted on the International Education Division Website at: The Academic placement abroad forms an integral part of some degree programmes in the Faculty of Arts, Humanities and Social Sciences. Other degree programmes in other faculties contain a voluntary academic placement abroad which usually takes place instead of the Cooperative Education Placement. The following process is used to implement the programme: Page 1 of 6 R e v. 3

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3 PROCEDURE (OUTGOING) 1. The University of Limerick signs inter-institutional agreements to arrange partnerships with EU/non-EU universities on a reciprocal basis. These documents are signed by the University representative or the delegated representative. This representative is the President or Vice President or delegate in the form of the Erasmus Institutional Coordinator. 2. The Erasmus Institutional Coordinator applies for funding on behalf of UL for Erasmus exchanges to the National Agency (HEA). To qualify for funding, the University must have an Erasmus+ charter, i.e. must comply with EU quality processes. Funding award is based on previous performance in the current and in the previous year, for which financial report has already been submitted. This means that funding for the following year is guaranteed because the programme runs on a seven year time cycle for which funding has been allocated to the specific country. Funds are allocated on the basis of application numbers and the cost of living in the destination country. 3. The Erasmus and Exchanges Senior Administrators advertise opportunities amongst eligible students through s (to class lists, academic coordinator, course directors) and seminars. Deadline for application Autumn semester is 31 October and Spring semester 31 March. Late applications are processed on a case-by-case basis and mean that the student may not be able to attend the University of choice. 4. Students fill out an Erasmus/International Exchange application and get it approved by the Departmental academic coordinator. The International Education Division receives the applications, reviews suitability, identifies potential problems, and advises students accordingly. 5. The Erasmus/International Exchange senior administrator creates a student database for that academic year in Commvault (web server maintained and backed up by ITD), updates SI screens and the EU Mobility Tool. The Erasmus senior administrator allocates places and informs all applicants by . Further seminars are held to inform students about their forthcoming placement. 6. The Erasmus/International Exchange administrator sends the students nominations to each partner university and posts information packages to all students. Students receive application information from the host university. Students are reminded that they must submit a complete application within the deadline to secure a place on the Erasmus/International Exchange programme at the host university. The Erasmus & Exchanges group follows up with students to make sure that a complete application is submitted within the deadline to secure a place at the host University. Page 3 of 6 R e v. 3

4 Students receive administration support in relation to visa application, accommodation, etc 7. The Senior Administrator informs students of formalities to be completed in order to receive the Erasmus funding (Learning agreement, grand agreement, letter of confirmation), and offers administrative, academic and personal support to students prior and during the study placement abroad. The Senior Administrator and Insitutional Coordinator follow up with students to ensure that grant forms are submitted to ensure that the grant is paid. Access Data Base is designed to contain tick boxes to track the stage of cycle of the student, so that progress is recorded and checked on through the generation of reports. 8. Once students have returned from their study placement, the International Education Division ensures that students return all required forms, including their Erasmus/International Exchange Transcripts of Records, which are forwarded to Student Academic Administration (SAA) and the UL Academic Coordinator. Once the UL Academic Coordinator confirms that the student is deemed to have passed the study placement, SAA enter a Pass on the student s records. The student status is tracked through tick boxes on the access database and progress recorded. PROCEDURE (INCOMING) The University of Limerick signs inter-institutional agreements to arrange partnerships with partner Universities within the EU and internationally. 2. Nominations are received by from partner universities, online application link is sent to partners and students, once completed an offer is processed using the SI system and sent to the student along with the student handbook, accommodation information, module descriptions etc. Nomination control in respect to numbers and disciplines is monitored by the Erasmus Administrator who approves the online applications by comparing these with nominations, checking these against the signed agreements. Source Information for incoming students is the SI system. To support students during their placement, a report is generated with all student details, as a reference for members of the Erasmus & Exchanges group during the semester or year. 3. Once they apply on-line a UL student ID generated. Students are ed their UL student ID and given further information on modules, accommodation and orientation. Learning Agreements (LA) submitted and returned to students. The LA is a contract of studies completed and signed by the student and approved by the home and host institution, confirming agreement on modules to be studied. It is signed before, during and after the placement. Page 4 of 6 R e v. 3

5 4. Orientation is organised by arranging airport collection, reserving a venue, contacting speakers, reviewing presentation, preparing documents and hiring student assistants. The IED Orientation Committee oversees the procedure for the planning and organisation of orientation, so that each section s orientation session coordinates with general sessions, campus tours and enrolment. 5. Module Registration forms are submitted once timetable has been finalised. Senior Administrator and Administrators register all modules manually into the SI system. Certificate of Arrivals and Learning Agreements are signed by Student Academic Coordinator and Institutional Coordinator and returned to home university. 6. Once exam results are published, Transcripts of Results are posted by the Senior Administrator to students and home universities. This procedure completes the academic placement. RECORDS All records are maintained on Commvault server and SI. ITD maintains and backup these systems daily. Databases are archived annually in a folder once the academic year is complete. Archived records are maintained on Commvault. PROCESS EFFECTIVENESS The Erasmus Institutional Coordinator sends financial reports to the EU Commission at the end of each annual finance period. Financial Reports submitted to HEA and EU Commission on Erasmus+ (EU mobility) and Erasmus+ Credit Mobility (International mobility) for student, teacher and staff mobility. Financial reports are generated by the European Commission and signed by the UL President. These are kept as a folder on Commvault, as a record of the overall financial process. Erasmus and Exchanges are audited internally in a self-assessment process on an annual basis. The HEA carries out a formal desk top audit every year requesting 12% of documents Page 5 of 6 R e v. 3

6 as proof of mobility and of spending. An audit visit taking place over a full day is conducted every fourth year by the HEA, including an audit of Finance Division records for Erasmus & Exchanges funding and randomly selected documents to prove quality and effectiveness of student, teacher and staff mobility. REVISION HISTORY Revision No. Date Approved By Details of Change Process Owner Rev 2 17/06/2015 Deputy Director Added Late applications are processed on a caseby-case basis and mean that the student may not be able to attend the University of choice. in Paragraph 3 of Procedure (Outgoing). Patricia O Flaherty Rev 3 13/08/2015 Deputy Director Corrections to Revision History Patricia O Flaherty Page 6 of 6 R e v. 3

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