Incoming students - Nominations - Application

In this short user manual you learn how to work with Erasmus+ web application for Erasmus+ nominations. This manual was designed for administrators - manual for students can be found here.

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

Home page

By clicking [1] you will change language of the application. By clicking [2] the switch button you will log out of the application. Click at the Nominations [3] you will be directed to Nominations page, where you will fill in basic nomination information of your students. To get to overview of partnerships of your institution, 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 application change log [7].

Nominations

You can Search [1] among the already created nominations by typing student's name. The application 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 states [4] of the nominations:

• Concept- right after adding a nomination
• Nominated - after submitting an information e-mail to the student
• To Repair - if there are information that have to be repaired
• Accepted - student is accepted to studies
• Denied - student is not accepted to studies
• To Approve - student approve all the information that are necessary for finishing the nomination - he/she must make sure that all the information are filled in properly - by clicking the To Approve button the student will send the nomination to the Palacký University
• Cancelled - after student withdraws his/hers nomination

You can click the name of the student to get detailed information of his/hers nomination. There are two types of overviews of the information at the moment - there is a shortened overview for nominations in state Created [5] and full overview for the rest of the states [7].

You can submit [6] the nomination to the student, by submitting the nomination the nomination will become an application. The student will then receive an information e-mail with all the information detailing how to fill in the application etc. You can either send or resend the notification e-mail [8] to your student, the student will receive an email with a link to his/hers nomination with which he/she can work with later on. You can add new person to nomination under Add nomination [8]. Furthermore, you can delete the nomination [9].

Add nomination

On the lower part of the Nominations page you can Add nominations or your students. Items marked by the asterisk [*] and red colour must be filled in. You will not be able to add the student to the nomination without filling in these information. Nationality is selected automatically from the country of your university, you are able to change the nationality, if necessary. 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 - state Created

This is an overview of the detail of a nomination in the state Created. 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

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

Choose if you want to be a part of Orientation week and if you want 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.