Speaker: Koen Nomden Guidelines on student and scholar selection 2007-2008 (Action 2) Deadline: 28-2-2007

Speaker: Koen Nomden

Guidelines on student and scholar selection 2007-2008

(Action 2)

Deadline: 28-2-2007


Scholarships 2007-2008• Erasmus Mundus core programme:

– 14 Student Scholarships– 3 Scholars scholarships

• Asian Windows– 5 or 6 Indian Window– 0 or 1 Chinese Window

• Windows under preparation for the academic year 2007-2008:– 1 or 2 ACP Window (79 countries: the list will be communicated

by E-mail)– 1 Western Balkans (Bosnia-Herzegovina, Serbia, Montenegro,

Kosovo, Albania)


Application of Additionality

• In order to be eligible for the different window scholarships, consortia must fulfil the following requirements: – Indian Window: at least 1 Indian student on the EM

main list– Chinese Window: at least 1 Chinese student on the

EM main list– ACP Window: at least 1 student from an ACP country

on the EM main list– Western Balkans: the absolute student ranking should

be respected when filling up the EM main list


Interpretation of geographical balance

• Call for proposals: – No more than 25 % of students from the same country– No more than 10 % of students from the same institution– No more than 20 % of students from a TC university participating

in Action 3• Quantitative thresholds:

– Max 3 students from the same country– Max 2 students from the same institution– Max 3 students from the same institution in the case of a TC

Action 3 partner

Criteria only relevant for the Erasmus Mundus main list


12 months rule

• Applies to students and scholars• Reference date: 28 February 2007 • Concerns main activity: work, studies • In case of doubt: please contact the

Agency• Consortia have to certify that all students

and scholars respect the 12 months rule


Nationality and Residence• Non eligible nationalities:

– EU– EEA (Norway, Iceland Liechtenstein)– Candidate countries (Croatia, FYROM, Turkey)

• In case of double nationality (EU + non EU): the non EU nationality determines eligibility for a scholarship, subject to the following conditions:– Respect of 12 months rule– No residence in one of the participating countries (EU + EEA)

• Consortia have to certify that the rules on nationality and residence have been respected


Steps on establishing main, reserve and window lists I

1. Assessment of students in accordance with your student selection framework leading to an absolute ranking list. The student selection grid is to be submitted to the Agency

2. The 14 best students according to absolute ranking should be put on the Erasmus Mundus main list, subject to:

• Respect of the geographical balance criteria• Respect of the additionality criteria in order to be eligible for the

windows

3. After having respected the rules on additionality, of the remaining students the best 6 Indians, the best student from an ACP country and the best student from a Western Balkans country should be put on the relevant Window main list


Steps on establishing main, reserve and window lists II

4. All other selected students should be put on the reserve list in order of absolute ranking

5. Replacements of students have to be made according to merit (highest ranked person on the reserve list), but also subject to:

• The geographical balance criteria (Erasmus Mundus)• In the case of Windows: nationality

Chinese + ACP Window: the Chinese scholarship and the second ACP scholarship will be allocated by the Agency to consortia with the highest ranked eligible student on the reserve list

Any deviation from the rules (e.g. in the case of replacements) should by duly justified when seeking approval by the Agency


1. China2. Brazil3. Australia4. Ethiopia5. Brazil6. Brazil7. India8. Serbia9. India10. Brazil11. Russia12. Ukraine13. Canada14. Pakistan15. Mexico16. USA17. India

1. China2. Brazil3. Australia4. Ethiopia5. Brazil6. Brazil7. India8. Serbia9. India10. Russia11. Ukraine12. Canada13. Pakistan14. Mexico

Windows open: China, India, ACP, Western Balkans

Absolute ranking list Erasmus Mundus Main List

EXAMPLE


Online database (new developments)

• Will include both students and scholars• Available mid-January 2007• Full data have to be introduced for main and reserve list candidates• List of non selected students: nationality, gender• Access to the online database:

– full access until 28-2-2007– read only access afterwards

• Introduction of first host institution - obligatory at the submission phase• Only one reserve list (no distinction between Erasmus Mundus and

Windows)

All modifications in student and scholars lists have to be communicated to the Agency. Any modifications in the database after 28-2-2007 will be carried out by the Agency


Action 2 application concerning students

• The submission of the application by 28-2-2007 must reflect the final and agreed proposal by the consortia members

• Students not figuring in the main or reserve list at the submission phase cannot be accepted in case of replacement


Action 2 application concerning Scholars

• Standard period = 3 months• Some flexibility generally allowed, but the

Agency should be contacted before the submission of the Action 2 application if you wish to deviate from the standard period

• Scholars not figuring in the main or reserve list in the Application Form cannot be accepted in case of replacement


Action 2 Timetable• January 2007: The Agency will send the application form + guidelines on

the online database• 28 Feb 2007 : submission of Action 2 application form:

– Form to be signed by the legal representative– Student and scholars lists can be signed by the coordinator– Annexes: non-selected students list, student selection grid and signed

selection minutes• First half of March: eligibility check of applications by the Agency• Mid-March: Selection Panels: Erasmus Mundus + Windows• Early April: submission of selection to the Erasmus Mundus Committee• April: period of right of inspection of European Parliament• First half of May: adoption of official selection decision• June-July: signature of the Specific Agreements A 1 + 2 between the

Agency and the consortia


Action 2: Communication• Communication by the Agency to consortia at two or

three moments: – Contacts regarding the application related to the eligibility of

students and the check on multiple selections– Pre-information to consortia after the opinion of the Erasmus

Mundus Committee– Official information letter after the adoption of the official

selection decision

• Consortia are invited to inform their students and scholars on the selection results after having received the pre-information by the Agency


Support for students in obtaining visa + residence permits

• The Agency will send a confirmation letter (scholarship certificate) to consortia with information on scholarships and insurance

• All National Structures will be informed and asked to play an active role vis-à-vis national authorities

• All relevant Commission Delegations in third countries will be informed and asked to liaise with relevant national embassies/consulates

More infiormation: see guidelines on visa delivery


Scholarship management after having signed the agreement

• Provisions to be found in the FPA, the SA and the Financial and Administrative Handbook

• Reporting in progress and final reports

• All changes concerning Action 2 have to be submitted to the Agency


Further Information

• Functional mailbox: [email protected]

• Or your correspondent within the Agency (see Brochure)

mailto:[email protected]

Documents

Speaker: Koen Nomden Guidelines on student and scholar selection 2007-2008 (Action 2) Deadline: 28-2-2007