Communication and data transfer between partner institutions within international mobility activities using e procedures Manuel Dietz, Managing Partner

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


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


IT Projects

Consulting

Individual Portal Solutions

Higher Ed. Worldwide

Recruitment & Admissions

International Relations

PORTALS SERVICESSOFTWARE

unisolution – Business Areas


unisolution – Customer References


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Processes in International Relations Management


Data Exchange Processes in international mobility

ownsystem

Home institution Partner Institutionagreements, nomination, application,

learning agreement, transcript of records

or


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


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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]


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


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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.


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


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


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


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


e agreements | prototype in moveonnet


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


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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!!


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

Documents

Communication and data transfer between partner institutions within international mobility activities using e procedures Manuel Dietz, Managing Partner