MOBILITY ONLINE MANUAL HOW TO REGISTER AS AN INCOMING TO CUAS Firstly, on the system s introductory page, you have to fill in every field in order for the system to be able to make a pre-selection. Continent, Country and Home Institution should be self-explanatory. Type of application and Type of person cannot be changed. Exchange Program: ERASMUS SMS usually applies to incoming students who join CUAS from a partner that lies within the ERASMUS-region (Member countries of the European Union as well as Croatia, Iceland, Liechtenstein, Norway, Switzerland and Turkey); Joint-Study concerns all those coming from partners which do not participate in the ERASMUS programme. If you are not certain about which program applies to you, please ask your home coordinator. Study Field: Make certain you choose the correct study field, as there can be ever so slight differences between the single listings, such as an undergraduate programme which shares the name of a postgraduate programme, only differentiated by an added Bachelor or Master to its name. Academic Year: Choose the academic year in which you want to spend your semester abroad at CUAS. 1
Your input mask should now look something like the example given to the right. In order to continue, click Show exchange details. The image above shows you the next step of the system. Read through the information you gave earlier and make sure it is absolutely correct. If it is not, you can choose Back to Preselection in the lower left corner of the page. If your information is correct, you can choose between the (in this example four) given options. By clicking the green lamp, you go further in the process. As the options only differ in Study field, make sure to choose the correct one. 2
In this next input mask, fill in every field truthfully and carefully. Finally, fill in the Captcha Verification field and click on Send Application to finish this first part of your registration. Grey-coloured fields are non-essential and do not necessarily have to be filled in. 3
You have now received an e-mail at the address you have given in the preceding input mask. At the bottom of the e-mail, you will find a hyperlink bringing you to this screen: By clicking on the link, the Registration number has already been filled in for you. Fill in Date of birth and click Continue. Now you have to choose a user name and password. Make sure that the password contains at least six characters and two numbers and consists of both upper and lower case characters (e.g. PASSword77). Write down the password and user name, as it cannot be retrieved at a later date. Click Continue. You have now received an e-mail confirming your registration. You can continue now by either using the hyperlink given in the latest e-mail or by clicking Direct entry to Online portal in your browser window. 4
You have now entered the application workflow hub. This screen shows you the process of your application, as well as its current state and necessary steps to be done next, either by you or by a CUAS coordinator. In this menu on the left side of the screen you can change your personal data, edit, print and download relevant documents and change your password. 5
But now to the workflow: as you can see in the image given on the previous page, the system will indicate the next step to do by marking it with an arrow pointed to the right in a green circle. Finished tasks are indicated by a ticked box to the right of the step description. The first step in the workflow is to complete your personal data. In order to access this step, click on Complete Personal Data to the right side of the workflow screen. Here, fill in all empty fields truthfully and carefully. Once again: grey-coloured fields are non-essential and do not necessarily have to be filled in. Then, click Create to save your data and return to the hub. Back in the hub, the step listing should now look like this. 6
The next step in the application workflow hub can now be attended to. Click on Upload passport photo to enter the editing mode. This screen allows you to upload a photo. Upload name and Owner are pre-set and cannot be changed. In order to upload your photo file, click on Durchsuchen. An explorer pop-up window opens. Choose your photo file and click on Open. The photo cannot exceed a size of 500 x 500 pixels. Now, back in the Mobility System, click on Create to continue and return back to the hub. The next step, Copy of the passport uploaded, can be achieved the same way as the previous one. 7
Continuing now with two steps: the first, Letter of Motivation uploaded, is only relevant to Incomings for the School of Management. It can be executed the same way as the next one, Transcript of Records uploaded. These two steps can be carried out in a very similar fashion to the preceding two upload steps. The Letter of Motivation has to be a PDF or Word file, whereas the Transcript of Records can either be a PDF, Word or JPEG. This next step, Learning Agreement completed, is essential and has to be attended to with special care. First, as usual, click Complete Learning Agreement to enter the editing mode. This screen allows you to add new courses to your learning agreement. In order to enter the correct courses, you should have gathered information on which courses you re able to attend, which ones you are allowed to attend and which ones you want to attend beforehand. To create a new course entry for your learning agreement, click on the piece of paper on the left side of the screen. 8
This is the screen where you can enter your choice of courses for the learning agreement. Host institution: this cannot be changed Study area: This field should already be filled in with the study area you will be active in during your semester at CUAS. Cross-area choices, such as picking courses from Management and from Systems Engineering are possible. Study field: Incoming students are allowed to choose courses across all relevant programmes, which means that, for example, an incoming in the study area of Engineering & IT may choose from the Systems Engineering Bachelor Program s courses but also from the Mechanical Engineering Bachelor Program s courses, should he have the permission from his or her sending institution to do so. IMPORTANT: Focus on 1 semester in order to avoid overlaps! Course unit at host institution: Here you can choose from the wide array of courses available in one single study field. Please make your choice from only those courses which you are eligible to attend. The other fields cannot be changed. Once you are finished with entering one course, click on Create. Now the system gives you the option to return to the learning agreement by clicking on Back to general overview, or to enter another course right away by clicking on Enter next record. 9
Once you are finished with entering all your courses, the learning agreement screen should look similar to this: To return to the hub, click on Back to the application workflow. Before any further steps can be taken, the CUAS Departmental Coordinator has to approve the learning agreement. Your learning agreement has been approved now. Next, click Print Application Form to print your application files. Send all documents (with signatures!) to the International Office via postal mail. You will then in turn receive the Letter of Acceptance within a couple of weeks. 10
Congratulations! You received your Letter of Acceptance and can now look forward to coming to CUAS! Once you arrive, the International Office is going to enter into the system that you have officially joined CUAS. During your stay at CUAS, it is possible that you have to make changes to your learning agreement, for whatever reasons. In order to do so, click on Make changes to the Learning Agreement. In order to delete courses you can click on the trash bin to the left of the course. You can also add additional courses by clicking on Enter further courses... The procedure is the same as when first creating your learning agreement. Any changes you make to the learning agreement will later appear in the final printed version of the document. You can also print your Confirmation of Stay. 11