Incoming Erasmus+ & Exchange students - Nomination - Application

In this short user manual you learn how to work with our Erasmus+ & Exchange online nomination and application system. This manual was designed for administrators / coordinators - manual for students can be found here.

You will gain access to the system via a generated e-mail which will contain a link that will log you in directly to the system. You have a general overview of the system.

Home page

By clicking [1] you will change language of the system. By clicking [2] the switch button you will log out of the system. Clicking on the Nominations [3] you will be directed to Nominations page, where you will fill in basic nomination data of your students. To get to overview of your institution data, go to My institute [4]. Get to the manual by clicking the button [5]. There are your user information [6] on the main page as well as the system change log [7].

Nominations (Information for Coordinators)

You can Search [1] among the already created nominations by typing student's name. The system will filter the list automatically. Also, for future reference, you can filter nominations through nomination years [2]. Furthermore, you can sort [3] the nominations either by state, name, semester, cycle, ISCED code or language.

There are several statuses [4] of the nominations:

Concept- right after adding a nomination
Nominated - after submitting the nomination (an information e-mail to the student is sent at the same time)

At this point the nomination part is successfully completed. The nomination stage changes into the application stage once the student receives an information e-mail with a link to access the application form.

Statuses of the application can be following:

To Repair - if some data in the application need to be repaired (e.g. missing information, etc.)
Accepted - student is accepted to studies
Denied - student is not accepted to studies
To Approve - once after submitting the application by student
Cancelled - after student or the coordinator of the home institution withdraws the application

You can click on the name of the student to view detailed information of his/her nomination. There are two types of overviews of the information at the moment - there is a shortened overview for nominations in state Concept or Nominated [5] and full overview (application form) for the rest of the statuses [7].

You can submit [6] the nomination by clicking on the Submit button. The student will then receive an information e-mail with the link to the application form and details how to fill in the application form including deadlines. You can Resend the information e-mail [8] to your student again if necessary. You can add new person to nomination by clicking on Add nomination [8]. At the stage of Concept, if necessary, you can delete the nomination [9] by clicking on the cross button.

Add nomination

On the lower part of the Nominations page you can Add nominations of your students. Items marked by the asterisk [*] and red colour must be filled in. Nationality is selected automatically from the country of your university. You are able to change the nationality, if necessary. Please make sure that you provide correct nationality of the nominated student. It is an important criteria for the visa and non-visa student category. Then you should choose a mobility for the nominated student - you will see only the mobilities which are set for a chosen study cycle.

You can click the Add to nomination button once the form is completely filled in.

Nomination detail - status Concept

This is an overview of the detail of a nomination in the status Concept. It will be opened in a new modal window after clicking at the student's name. You can edit student's information there. Click the Save button once you have finished the editing.

Application (coordinators)

The nomination will become the application once you send the student an e-mail. Student should fill in the application by himself/herself. Students can send the nomination for approval from Palacký University from their own profile.

You can gain access to student's profile by clicking the hash-link [1] - this way you can enter the student's application and view it as the student. If there is any issue with student's login to student's application, you can reset student's login [2]. Under no. [3] you can see the state of the nomination. LA status [4] marks status of student's learning agreement. It shows whether your learning agreement was accepted or it is to be approved or denied. You cannot approve or decline the agreement.

Student must fill in all the information marked either with asterisk [*] or by colour red.

Students should fill in the application by themselves, but you can change the semester, study cycle and mobility, students cannot change this information.

By clicking the Change photo [1] button you can upload student's photo, by clicking the Clear photo [2] button you will erase the uploaded photo. You must fill in the Passport number [3]. Birth-code [4] text field is for students from Slovakia only! When entering the alternative email [5] try to avoid @hotmail.com e-mail addresses, they cause problems with e-mail notifications.

Please, fill in the permanent address fields. If student's correspondance address is different that his/hers permanent address, uncheck the checkbox [1].

Furthermore, a contact in case of any emergency must be filled in.

Choose whether the student has any special needs we should know about in order to make his/hers stay as comfortable as possible.

Fill in information regarding student's home institutiton.

Enter student's language competence. Furthermore, enter the area of studies [1] the student wants to study at Palacký University.

Click the checkbox [1] if the student wants to stay in Palacký University dormitory. If you click the checkbox, more information must be filled in, such as campus [2] the student wants to stay in.

Choose if the student wants to be a part of Orientation week and if the student wants to join Survival Czech course.

By clicking Add subject [1] you can add subjects the student wants to study - more on that further on.

To finish the application properly, you must download the Learning agreement [1] and fill it in. Then you must upload it [2]. You can either drag & drop the documents or you can click the form

Further, you can upload documents related to the student. Also, you can either drag & drop the documents or you can click the form. You can download the uploaded documents by clicking the name of the file. You can also delete the files.

You must agree with terms and conditions or you will not be able to Save changes [1].

Add subject

When adding a subject, you must select a language [1] in which the subject is taught, then a faculty [2]. You can also search [4] the list of subjects.

By clicking the name of the subject [1] you will be redirected to IS STAG where you will find details of the subject. Click the + [2] to add the subject. You can navigate among the subjects [3] on the bottom of the form. You can close [4] the form when you're finished.

My institute

Under my institute you will find details regarding fields of study from a selected department at Palacký University. It is only a general overview.

Student's view

As it was mentioned above, you can log in as your student - from detail of student's nomination. Student can only go to his/hers application.

Student's application is almost the same as the one that is available to the administrators, with only three differences - student can submit or delete the application - the application will not be sent to Palacký University administrators if the application is not submitted, administrator can change the mobility and can reset the student's login.