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Communication and data transfer between partner institutions within international mobility activities using e procedures
Manuel Dietz, Managing Partner
Page 2 / 24Workshop Rome November 9th 2007
Content
3 The moveonnet workgroup
4 Managing international mobility with partner institutions
5 Summary of experiences
1 unisolution
2 International relations management with moveon and moveonnet
Page 3 / 24Workshop Rome November 9th 2007
unisolution – Higher Education Worldwide
unisolution …
… offers software solutions and services for Institutions of Higher Education with a special focus on the Internationalisation of Higher Education.
… was founded in 2001 as spin-off of the Technische Universität Darmstadt (Germany)
… management software is used by 300 institutions in 13 European countries
… portals are actively used by around 1.000 HEI worldwide
Page 4 / 24Workshop Rome November 9th 2007
IT Projects
Consulting
Individual Portal Solutions
Higher Ed. Worldwide
Recruitment & Admissions
International Relations
PORTALS SERVICESSOFTWARE
unisolution – Business Areas
Page 5 / 24Workshop Rome November 9th 2007
unisolution – Customer References
Page 6 / 24Workshop Rome November 9th 2007
Content
3 The moveonnet workgroup
4 Managing international mobility with partner institutions
5 Summary of experiences
1 unisolution
2 International relations management with moveon and moveonnet
Page 7 / 24Workshop Rome November 9th 2007
Processes in International Relations Management
Page 8 / 24Workshop Rome November 9th 2007
Data Exchange Processes in international mobility
ownsystem
Home institution Partner Institutionagreements, nomination, application,
learning agreement, transcript of records
or
Page 9 / 24Workshop Rome November 9th 2007
What are the e procedures
The electronic procedures -
simplify the exchange of information among International Office
electronic nomination of exchange students
electronic edition of exchange agreements
electronic exchange of curriculum data for students
The e procedures have been defined within the moveonnet workgroup initiated in 2006/07, continued in 2007/08
Page 10 / 24Workshop Rome November 9th 2007
Content
3 The moveonnet workgroup
4 Managing international mobility with partner institutions
5 Summary of experiences
1 unisolution
2 International relations management with moveon and moveonnet
Page 11 / 24Workshop Rome November 9th 2007
The moveonnet workgroup
The moveonnet workgroup 2007
- Further develop the electronic procedures for simplifying the communication between partner institutions in regards to international mobility (e agreements and e transcripts)
- Participants include approx. 20 major institutions from across Europe e.g.: Universität Hannover, Université Toulouse 1, University of Bristol, Universidad a Coruna
Further details: [email protected]
Page 12 / 24Workshop Rome November 9th 2007
The moveonnet work group – Participants 2007/08
France - Université de Bourgogne - Dijon
France - Université de la Réunion
France - Université de Paris-Sorbonne (Paris IV)
France - Université Sorbonne Nouvelle Paris 3
France - Université Toulouse 1 Sciences Sociales
Germany - Otto-Von-Guericke-Universität Magdeburg
Germany - Universität Trier
Germany - Carl Von Ossietzky-Universität Oldenburg
Germany - Europa-Universität Viadrina Frankfurt (Oder)
Great Britain - University of Dundee
Netherlands - Universiteit Maastricht
Romania - Universitatea de Vest din Timisoara
Spain - Universidad de Almería
Spain - Universidad de Sevilla
Spain - Universitat de Girona
Spain - Universidad de a Coruña
Spain - Universitat Politécnica de Cataluña
Sweden - Mälardalens Högskola
Turkey - Abant Izzet Baysal Universitesi
Page 13 / 24Workshop Rome November 9th 2007
Content
3 The moveonnet workgroup
4 Managing international mobility with partner institutions
5 Summary of experiences
1 unisolution
2 International relations management with moveon and moveonnet
Page 14 / 24Workshop Rome November 9th 2007
e nomination
The standard electronic procedure for the nomination of exchange students
• the procedure automates and secures the nomination of exchange students between partner institutions
• the communication between institutions and with the students is completely automated and uses email templates.
• it can be used by all institutions within or outside Europe and for all incoming and outgoing students independent of the exchange programmes
• students are automatically informed by email about each stage of the nomination.
Page 15 / 24Workshop Rome November 9th 2007
e nomination | 4 steps
Nomination is sent to host institution, student is notified
Acceptance/refusal is sent to home institution and the student
Aknowledgement of receipt of nomination is sent to home institution and the student
Student sends application to host institution
Actions during the whole process: cancellation, correction of personal data, sending of messages
Page 16 / 24Workshop Rome November 9th 2007
e nomination | Nomination email to partner
Subject: e-Nomination | Universität Berlin | nomination of exchange student(s)
Dear John Smith,
We would like to nominate the following student(s) for exchange studies at your institution:
Home institution: Germany – Universität BerlinHost institution: United Kingdom - University of London
Surname, first name: MEIER, Bettina Sex: Female Date of birth: 11/04/1988 Field of study: 08.3 - History Study level: U - Undergraduate Exchange period: SS08-WS08/09 (2 Semesters / 10 Months) Email: [email protected]
Our institution is using e-Nomination for processing the nomination of exchange students. Please follow the link below to acknowledge the receipt of the nomination and for all other tasks regarding nominated students (e.g. information about application, acceptance, refusal, etc.).
http://www.moveonnet.eu/myinstitution/enomination?id=GBLONDON999
If you have any remarks or questions concerning a student, please use the function also available on this site to contact us instead of replying to this email.
Thank you for your cooperation.
Best regards,
Laura FischerUniversität Berlin
Page 17 / 24Workshop Rome November 9th 2007
e nomination | The procedure in moveonnet
Subject: e-Nomination | Universität Berlin | nomination of exchange student(s)
Dear John Smith,
We would like to nominate the following student(s) for exchange studies at your institution:
Home institution: Germany – Universität BerlinHost institution: United Kingdom - University of London
Surname, first name: MEIER, Bettina Sex: Female Date of birth: 11/04/1988 Field of study: 08.3 - History Study level: U - Undergraduate Exchange period: SS08-WS08/09 (2 Semesters / 10 Months) Email: [email protected]
Our institution is using e-Nomination for processing the nomination of exchange students. Please follow the link below to acknowledge the receipt of the nomination and for all other tasks regarding nominated students (e.g. information about application, acceptance, refusal, etc.).
http://www.moveonnet.eu/myinstitution/enomination?id=GBLONDON999
If you have any remarks or questions concerning a student, please use the function also available on this site to contact us instead of replying to this email.
Thank you for your cooperation.
Best regards,
Laura FischerUniversität Berlin
Page 18 / 24Workshop Rome November 9th 2007
e agreements
The standard electronic procedure for the edition of exchange agreements
• e agreements automates and secures the negotiation or renewal of bilateral agreements and enables to print the agreements with one single click
• During the whole process the communication between institutions is completely automated and uses email templates .
• Both partner can at any time get an up-to-date overview list of all agreements and track the status of each agreement
• All information regarding agreements are exchanged electronically and can be imported from or to other systems without manual data entry
• The procedure can be used by all institutions
• Availability: End of 2007
Page 19 / 24Workshop Rome November 9th 2007
e agreements | prototype in moveonnet
Page 20 / 24Workshop Rome November 9th 2007
e transcripts
The standard electronic procedure for the exchange of curriculum data of exchange students
• Aim: A common online procedures for managing all communication between partner
institutions regarding the courses followed by exchange students and the grades achieved, from the first draft of the learning agreements by the student to the final transmission of the transcripts of records to the home institution.
• Advantages: automates and secures the workflow between partner institutions guarantees the authenticity and completeness of the transcripts of records reduces unnecessary paperwork prevents repeated data entry
• Development: 2007/08
Page 21 / 24Workshop Rome November 9th 2007
Content
3 The moveonnet workgroup
4 Managing international mobility with partner institutions
5 Summary of experiences
1 unisolution
2 International relations management with moveon and moveonnet
Page 22 / 24Workshop Rome November 9th 2007
Summary of experiences of the e procedures project
What challenges are we facing?
- all countries have their own specific rules and organisational structure
- standard formats or procedures at a European level are missing
- student management systems are not typically conceived to manage international mobility
AND
- even good solutions take time and effort to be diffused!!
Page 23 / 24Workshop Rome November 9th 2007
Summary of experiences of the e procedures project
and what results are we achieving ?
A seamless management of international mobility:
- All processes for the international office integrated in a usable and efficient manner
- Information management within the institution optimised
- Quality of information exchange with partner institutions improved
... resulting in the improvement of quality of service for students
www.unisolution.euwww.moveonnet.eu