ERASMUS+: ERASMUS MUNDUS MASTERS COURSES (EMMC)

Transcription

1 Educatin, Audivisual and Culture Executive Agency Erasmus+: Higher Educatin Erasmus Mundus Jint Master Degrees ERASMUS+: ERASMUS MUNDUS MASTERS COURSES (EMMC) MINIMUM REQUIREMENTS AND WEBSITE RECOMMENDATIONS FOR STUDENT SELECTION & SCHOLARSHIP MANAGEMENT This dcument describes the basic elements and minimum requirements fr the selectin f EMMC students (sectin A), as well as fr the management f EMMC schlarships (sectin B). It is meant t safeguard the applicatin f the EMMC rules as well as prvide supprt and guidance in the actual schlarship management prcess. Sectin A. fcuses n the student selectin prcess, cncerning bth EMMC schlarship hlders and students admitted t the Master curse withut an EMMC schlarship. It presents a set f minimum requirements t be fllwed during this prcess as well as guidance n hw best t manage the mst crucial parts f the prcess. Sectin B. prvides infrmatin and guidance n hw t prceed during the EMMC schlarship applicatin prcess, and hw t manage the EMMC schlarship attributin and mnitring in the EACEA mbility tl (EMT).

2 Sectin A. STUDENT SELECTION PROCEDURE The Erasmus+: Erasmus Mundus Prgramme requires that an EMMC has a jint applicatin, eligibility, selectin and admissin criteria fr their students as well as fr the schlars / guest lecturers engaged by the cnsrtium. This sectin presents a set f minimum and mandatry requirements t be fllwed during the student selectin prcedure. The selectin prcedure and criteria have been designed and agreed upn by all members f the cnsrtium at the beginning f the Framewrk Partnership Agreement (FPA). They must be implemented during the five intakes cvered by the FPA. Any changes t the prcedure will have t be reprted t the Agency in the cntext f the EMMC peridic reprting bligatins. A.1 EMMC WEBSITE The cnsrtium website is a vital tl fr: Prmting the prgramme Disseminating infrmatin abut its structure and cntent, its excellence and innvative character Infrming ptential candidates (students r schlars/guest lecturers) abut its enrlment cnditins, its schlarship pprtunities and the applicatin prcedures Prviding infrmatin n the jint prgramme activities, events, publicatins, etc. Ensuring the necessary netwrking between students, academics, alumni and ther stakehlders cncerned by its implementatin It is therefre f crucial imprtance that each EMMC has its wn website which can be fund easily and has its wn URL, independent frm the partner universities' websites. The recmmendatins hereafter represent the minimum elements that an EMMC website must include in rder t prvide adequate, cnsistent and nline infrmatin abut the study prgramme. Website standard elements The website includes a Legal Ntice and standard statements: a. Disclaimer n cntained data. b. Infrmatin relating t individuals (persnal data) is cllected and used in accrdance with the Regulatin (EC) N 45/2001 f the Eurpean Parliament and f the Cuncil f n the prtectin f individuals with regard t the prcessing f persnal data by the Cmmunity institutins and bdies and n the free mvement f such data (OJ L8 f , p. 1) 1. c. Indicatin f the latest update fr each (/its mst relevant) pages/sectins. EMMC website General a. The jint prgramme is clearly identified as "Erasmus+: Erasmus Mundus". b. The lg f the Eurpean Cmmissin with the "Erasmus+" wrding, and guidelines n the visual identity fr Erasmus+: Erasmus Mundus are available at: Annex II f the Erasmus+ Prgramme Guide cntains guidance n the disseminatin and explitatin f results and requirements fr EU visibility n prject utputs. c. The website infrmatin is available in English. It may als be available in further languages, in particular the EMMC's taught languages. 1 Fr further infrmatin cnsult the EACEA privacy statement: 2 P age

3 Jint study prgramme ffered by the EMMC a. The website displays the EMMC's title and acrnym. b. The institutins that are members f the EMMC cnsrtium are clearly identified with: a link t the relevant pages f their institutinal website; Cntact addresses (/persns) fr the jint prgramme. c. The website includes a shrt descriptin f the jint prgramme, ntably regarding: its cntent and structure including the different mbility (/specialisatin) tracks and/r research tpics; if applicable, the placement / internship pssibilities ffered; main bjectives and expected utputs; tuitin / training / research languages; final degree(s) awarded in English and the actual delivery language(s) including, if applicable, the diplma supplement(s). d. The website prvides a cmprehensive descriptin f the jint prgramme cntents (either n specific pages r in a separate and dwnladable dcument) including: the list f mandatry and elective curses / seminars / training mdules with their crrespnding number f credits (if applicable); the nature, timing, required utputs, etc. f the n-ging and final evaluatin (tests, exams, prjects, thesis, etc.); the evaluatin grid(s) and minimal results required t pass; re-sit pssibilities, prcedure and timing; the academic staff respnsible fr the EMMC cntent in the different partner institutins. e. If applicable, the assciated partners are listed with an indicatin f their rle in the jint prgramme and the respective services they prvide t the students. f. The website includes a link t the Cnsrtium Agreement signed by the partner, which prvides detailed infrmatin n the cnsrtium rganisatin and internal management. Student admissin requirements a. The website cntains a specific sectin describing the students admissin requirements and applicatin prcedure, including: the student "participatin csts" (/enrlment fees), what these fees cver, and what ther "extra csts", if any, will have t be cvered by the student; if applicable, the different participatin csts amunts fr students candidates frm Prgramme and Partner Cuntries, indicating clearly the cnditins applicable t each f these tw categries; the academic achievements (if applicable, in ECTS credits) and linguistic cmpetence required t enter the jint prgramme; the supprting dcuments required. b. The student applicatin frm is available nline (either thrugh a dwnladable template r via a web based applicatin frm). c. The student admissin cnditins/requirements specifies the different schlarships available (including the EMMC ne) and prvides specific pages describing the cnditins and prcedure fr applying fr these schlarships; d. The website prvides a link t the "Student Agreement" template used by the cnsrtium and that specifies in detail the rights and bligatins f the tw parties (student candidate and cnsrtium). EMMC schlarship a. The website specifies the type f EMMC schlarships ffered: 3 P age

4 Explaining the different eligibility criteria applicable t prgramme and partner cuntry students (i.e. the 12-mnth rule); prviding a detailed timetable fr applicatin and cmmunicatin f selectin results; indicating the maximum number f applicatins a student candidate can intrduce; indicating: - the ttal schlarship amunt; - the detail f its different cmpnents (travel and installatin, cntributin t the participatin csts, mnthly allwance); - the amunt that will be actually allcated t the student; - the services they will be ffered with the part f the schlarship charged by the cnsrtium (including the mandatry insurance scheme fr students). b. The students are infrmed abut the fact that their persnal data will be sent t the Agency and may be used by ther bdies invlved in the management f EMMC acting as stakehlders f the prgramme (i.e. Eurpean Cmmissin, Erasmus+ Natinal Offices, EU Delegatins, Erasmus Mundus Students and Alumni Assciatin fr facilitating the student access t the jint prgramme; c. The list f selected candidates is published n the cnsrtium website after validatin f the cnsrtium selectin prpsal by the Agency. d. The appeal prcedure fllwing the rejectin f a schlarship applicatin is clearly explained and the relevant cnditins and appeal frm are prvided. e. Specific cntacts are prvided fr additinal infrmatin f the schlarship applicatin prcedure. Other useful infrmatin a. The website cntains a FAQ sectin. b. There is a link t the Erasmus Mundus Students and Alumni Assciatin (EMA: hmepage and, if applicable, t the specific jint prgramme alumni assciatin. c. The website cntains practical infrmatin and useful links fr each f the cuntries represented in the cnsrtium (visa and residence permits requirements, sci-cultural aspects, accmmdatin, cst f living, etc.). Additinal elements within yur website nt listed abve Any additinal infrmatin cncerning yur website cntent yu may cnsider as useful fr existing and future EMMC cnsrtia. A.2 STUDENT APPLICATIONS Infrmatin cncerning the applicatin prcedure, timetable (deadline fr applicatin, estimated time fr the ntificatin f results, appeal deadline, etc.), eligibility and selectin criteria must be available t all ptential applicants at the latest three (3) mnths befre the schlarship applicatin deadline. Cnsrtia must make the student candidates aware f the fact that they can apply fr an EMMC schlarship t any f the Erasmus+: Erasmus Mundus curses f their chice (see the EMMC catalgue website available under the fllwing link: but the number f applicatins must be limited t maximum three different jint prgrammes. Althugh cnsrtia are free t define different requirements, eligibility and/r selectin criteria fr the different mbility/specialisatin tracks they ffer, these shuld be clearly indicated in the schlarship applicatin dcuments. Hwever, while the cnsrtium can ask fr the student's "preferred" mbility tracks (/hst institutins), in rder fr instance t ensure a balanced distributin f students amng the different partners, such mbility preferences cannt play a rle when selecting the schlarship candidates nr when selecting a "reserve list" student in case f cancellatins/drp-ut frm a "main list" student (see als the EMT). 4 P age

5 The applicatin frm cntains all the data listed belw: persnal c-rdinates f the candidate; year f birth; (Eurpean frmat) CV; prf f natinality 2 (cpy f passprt); certified (translated) cpy f university diplmas; certified (translated) transcript f study results; (certified cpy f) language test results; (if applicable) preferred mbility track; mtivatin letter; recmmendatin letters and references; descriptin f the eligibility criteria fr an EMMC schlarship 3 and declaratin frm the candidate that these criteria are fulfilled; descriptin f the selectin criteria, prcedure and timetable. A.3 SUBMISSION, REGISTRATION AND ELIGIBILITY CHECK OF STUDENT APPLICATIONS It is the cnsrtium's respnsibility t ensure that all candidates prpsed fr an EMMC schlarship (n the "main list" and n the "reserve list"), fulfil the EMMC schlarship hlder's eligibility criteria. In this cntext, the eligibility check n applicatins is perfrmed either by: the crdinating institutin nly; the crdinating institutin and sme partner institutins; r the whle cnsrtium. The eligibility check cvers all the aspects listed belw: respect f applicatin deadline; cmpleteness f the applicatin file; eligibility f the candidate in relatin t the EMMC criteria. All applicatins are subject f an acknwledgement f receipt. The eligibility decisin n student applicatins is taken either by: the crdinatr/partner institutin(s) that perfrmed the check; r an "Eligibility Cmmittee" If the cmpsitin f the "Eligibility Cmmittee" is different frm the Selectin Cmmittee its cmpsitin must be specified in the "Technical reprt". Ineligible applicants must be: infrmed immediately after the eligibility check; prvided with the reasns f ineligibility; prvided with infrmatin n the appeal prcedure. A.4 QUALITY ASSESSMENT OF ELIGIBLE APPLICATIONS The assessment f candidates applicatins is perfrmed in accrdance with jint selectin criteria agreed amng the cnsrtium partners and invlves the partner institutins as well as external bdies (if applicable). The assessr(s) invlved in the assessment f applicatins must sign a "Nn-cnflict f Interest" declaratin, s as t ensure equal treatment f the student candidates. Each eligible EMMC schlarship applicatin may be assessed by: 2 Candidates with multiple natinalities must decide at applicatin stage under which natinality they apply. 3 Natinality and residence, 12-mnths rule, nn EMMC (Erasmus Mundus Actin 1) schlarship hlder previusly, etc. 5 P age

6 ne assessr; tw assessrs; mre than tw assessrs. The assessr(s) can be member(s) f either: the crdinating institutin nly; sme f the partner institutins; all partner institutins; rganisatins that are nt partners f the cnsrtium. If ther actrs are invlved in the assessment they must be specified in the reprting phases. The quality assessment must take int cnsideratin the criteria listed belw (nn-exhaustive list): very gd/utstanding study results (= academic excellence) in the relevant study areas; academic ptential; level f language skills; mtivatin; recmmendatins; wrk experience and prfessinal qualificatins (if applicable); results f interviews (if applicable). A.5 STUDENT SELECTION The selectin exercise must result in an abslute ranking list f candidates in decreasing rder f merits, split in tw different grups, i.e. ne fr Prgramme Cuntry candidates and anther fr Partner Cuntry candidates. In this cntext, it must be ensured that the selectin decisin is based n the ranking list(s) and that it includes the "main" and "reserve list" f selected students under each f the tw categries f schlarships. The tw Reserve lists must reflect the abslute ranking rder f schlarship candidates. The minutes f the "Selectin Cmmittee" meeting (the selectin decisin) must be signed by all its members (wh must have signed in advance a declaratin f "Nn-cnflict f interest"). Nn-selected students 4 are: - infrmed immediately after the selectin cmmittee - infrmed abut the rejectin reasns - prvided with infrmatin n the appeal prcedure Nn selected candidates shuld be infrmed immediately withut waiting fr the frmal schlarship selectin ntificatin frm the Agency. It is the cnsrtium's respnsibility t ensure that all the candidates prpsed fr an EMMC schlarship have the necessary academic (/linguistic) expertise t actively fllw the jint prgramme and have serius chances t cnclude their EMMC study perid successfully. In the event that EMMC schlarships have been ffered t students wh did nt have the required (/minimal) academic (/linguistic) knwledge at recruitment stage, the Agency may decide t request the full reimbursement f the schlarship amunts cncerned. At the end f the students' selectin and at the latest by the schlarship applicatin deadline specified by the Agency, the data f all selected (main and reserve lists) and nn selected students will have t be recrded in the EACEA Mbility Tl (EMT) in accrdance with the instructins and requirements specified in the EMT User Manual. See SECTION B fr further infrmatin n hw t prceed in rder t create and manage the main, reserve and nn selected lists f schlarship candidates. 4 "Nn selected students" are eligible students wh d nt fulfil the cnsrtium selectin criteria and wh wuld nt be enrlled in the EMMC even n a self paying basis 6 Page

7 A.6 INFORMATION TO THE APPLICANTS Fllwing the frmal award ntificatin by the Agency (within 75 days f the schlarship applicatin deadline), cnsrtia must immediately infrm all thse applicants wh have nt been infrmed yet abut the result f their applicatin. It is recmmended t pre-infrm the main and reserve list students immediately after the Selectin Cmmittee decisin (in rder t allw them t get prepared well in time and t avid that the candidates apply t ther schlarship schemes). Hwever, this infrmatin must specify that the fficial schlarship cnfirmatin will nly be given after EACEA's ntificatin t the cnsrtium. In this cntext, the Agency cannt be made respnsible fr any cmmunicatin made by the cnsrtium t schlarship applicants prir t the fficial grant award ntificatin. Fr the EMMC students prpsed fr a schlarship, the ntificatin must include: The fficial EACEA letter f apprval a mdel f the Student Agreement; student guidelines/handbk with practical infrmatin n the EMMC; the schlarship amunt. Fr the students placed n the EMMC reserve list, the ntificatin must include: the results f the quality assessment; infrmatin regarding the management / use f the reserve list; the prcedure t fllw fr an appeal t the selectin decisin. A.7 ARCHIVING OF STUDENT APPLICATIONS All selected applicatins are archived (5 years fllwing the clsure f the grant agreement) in paper frm and/r electrnically The archived applicatins must include: the eligibility assessment(s) fr all applicatins; the quality assessment(s) fr eligible applicatins; the Eligibility and Selectin Cmmittees' minutes. Sectin B. SCHOLARSHIP ALLOCATION AND MANAGEMENT OF CANDIDATES LISTS B.1 CREATION OF THE SCHOLARSHIP CANDIDATES LISTS At the latest by the Agency's schlarship applicatin deadline, all data related t the student schlarship applicants will have t be encded in the EMT fllwing the instructins cntained in the crrespnding "User Manual". On the day f the abve mentined deadline, the database will be clsed and it will nt be pssible t include new data r t update the existing ne anymre. In rder t prepare their lists f schlarship candidates, cnsrtia shuld fllw the fllwing apprach: a. On the basis f their abslute ranking list(s) f candidates, cnsrtia must start including the students in the main list fllwing the rder f merits. Candidates must be separated in tw different lists crrespnding t the tw categries f EMMC student schlarships, i.e. Prgramme Cuntry and Partner Cuntry students (students eligible fr a specific windw must be included under the Partner cuntry list); 7 P age

8 If the main list already includes three students with the same natinality, the fllwing students with the same natinality must be placed n the reserve list 5 ; if a cnsrtium cannt use all the schlarships ffered in ne f the available categries (because f insufficient eligible applicants), it cannt use the remaining schlarships fr students falling under anther categry. b. The rder f the students in the reserve list must crrespnd t the rder f the students in the abslute ranking list. In this cntext: There is ne reserve list fr Prgramme Cuntry candidates and anther ne fr Partner Cuntry candidates (bth including the specific "Windws" students, if applicable); If the jint prgramme includes different admissin and selectin criteria in accrdance with the specialisatin/mbility track, these must be clearly specified in the minutes f the "Selectin Cmmittee" meeting (the selectin decisin), as well as in the abslute ranking list, in rder fr the Agency t authrise the replacement f main list candidates by a reserve list nes in cases f withdrawals r drp uts. c. Cntrary t the main and reserve list, the data n the "nn-selected list" des nt need t prvide all the details n the candidates but nly their natinality and gender. This infrmatin can be gruped and recrded in the EMT in grups (e.g. 8 Swedish females, 28 Brazilian males, etc.) The "nn-selected list" includes all the candidates wh neither fulfil the EMMC schlarship eligibility criteria, nr the cnsrtium s jint admissin requirements (i.e. student wh wuld nt be admitted in the Master curse even n a self-paying basis). In additin t these EMMC student schlarship lists, prir t the beginning and during the implementatin f each intake, cnsrtia will have t keep track f the: "Nn-schlarship hlders" students' list: this list available in the EMT will have t include all the students wh have enrlled in the EMMC withut an EMMC schlarship. If a "reserve list" student decides t enrl in the master curse n a self-paying basis, he will have t be mved in the EMT frm the "reserve list" t the "nn-schlarship hlders" list (the EMT will indicate the previus status, i.e. registratin n the reserve list f the student, in a histry lg file). Only thse self-paying students, that have been (initially) listed n the EMMC reserve list can prfit frm an EMMC schlarship in the event f cancellatin r drput f an EMMC schlarship hlder. Cntrary t the main and reserve lists that will be clsed by the schlarship applicatin deadline, the "nnschlarship hlders list" will remain pen fr inclusin f new names until the end f Octber f the academic year cncerned, in rder t allw cnsrtia t recruit and enrl students up t the beginning f the EMMC intake. "Schlar schlarship" hlders' main list 6 : in accrdance with the Master curse requirements, cnsrtia are free t determine their wn schlars' selectin prcedure and calendar. The schlar/guest lecturer schlarship data can be encded in the EMT at any time during the EMMC implementatin in accrdance with the specific selectin calendar agreed upn by the cnsrtium and n later than the given reprting deadlines. B.2 INFORMING THE SCHOLARSHIP CANDIDATES By the 15 th f May, after the Agency has perfrmed its eligibility check and defined the individual EMMC grant prpsals, all cnsrtia will be infrmed f the result f their schlarship applicatin and be in a psitin t cmmunicate the relevant infrmatin t its schlarship candidates. a. If a cnsrtium wishes t infrm its "main list" candidates in advance f the Agency's frmal ntificatin - in rder, fr instance, t prvide them with mre time fr preparing their arrival in Eurpe and, mre specifically, btaining their visa - it will have t d s under its wn respnsibility. It must d s ensuring t 5 This rule applies "per Categry" and the gegraphical windws are cnsidered separate categries. This means that a cnsrtium can include, fr instance, three Mrccan candidates n its main list fr Partner cuntry main list, anther ne in the "ENI -Suth windw" (if applicable), and anther three shuld they have resided mre than 12 mnths in Eurpe during the last 5 years in the Prgramme cuntry main list. 6 As schlars are selected thrughut the EMMC implementatin perid f the intake in questin, there is n need t include them in a reserve list. As sn as the selectin decisin has been taken by the cnsrtium and the schlar has cnfirmed his/her acceptance f the schlarship, he/she can be encded in the relevant EMT main list. 8 Page

9 avid any misunderstanding n the enfrceability f its ntificatin if, at the end f the selectin prcess, sme f the students cncerned were nt ffered a schlarship; b. In its ntificatin t the candidates wh have been ffered a schlarship, the cnsrtium must prvide detailed infrmatin n all the necessary elements t enrl in the jint prgramme n time. Fr Partner Cuntry schlarship hlders this cncerns mst particularly the visa requirements but als all ther cultural, lgistic, administrative, linguistic, etc. elements required t ensure an efficient starting f their jint prgramme activities. The ntificatin must als specify the exact amunt f the schlarship, the different elements cmpsing this amunt and the way it will be paid t the student during the EMMC study perid. c. Cnsrtia must include in the schlarship ntificatin a deadline by which the students must cnfirm their acceptance f the schlarship and, fr Partner Cuntry students, a request fr cnfirmatin, that they have launched the necessary prcedures fr btaining their visa fr their first mbility in a Prgramme Cuntry HEI. This may reduce the risk f withdrawals at a later stage and allw fr the replacement f withdrawn candidates well in time befre the beginning f the intake. d. The ntificatin shuld als specify the academic/linguistic levels f cmpetence expected frm the students prir and during the jint prgramme, in rder t receive and cntinue receiving the schlarship payments. Despite f the quality f their student's selectin prcedures, cnsrtia may be cnfrnted with cases in which the student's actual capacity, skills and/r levels f cmpetence in sme crucial areas (linguistic, academic, psychlgical, etc.) will nt allw him/her t participate in the jint prgramme with serius chances f graduatin at the end f it. In rder t address these types f situatins, cnsrtia must put in place in the early days f the prgramme specific evaluatin tests that will allw them assessing the student's capacity t efficiently fllw the jint prgramme. The results f these tests will allw the cnsrtium and the student cncerned t reinfrce individual teaching and learning strategies in rder t crrect weaknesses in the student academic (/linguistic) levels f cmpetence, and increase his/her chances f success at the end f the prgramme. Hwever, if, after having been given a chance t re-sit, the student's perfrmance is still far belw the cnsrtium's minimal perfrmance requirements, the schlarship ffer must be withdrawn. The nature, calendar, expected perfrmance results and cnsequences in case f failure f these evaluatin and perfrmance tests must be cmmunicated t the students prir t their enrlment in the curse and specified in the student agreement that they will have t sign with the cnsrtium at the time f the enrlment. B.3 MANAGEMENT OF THE RESERVE LIST The replacement f a "main list" student by a "reserve list" ne can nly be implemented after frmal apprval by the Agency. As a result, cnsrtia must avid sending frmal schlarship ffers t reserve list students befre the Agency has accepted the crrespnding replacements. Request t replace a "main list" student by a "reserve list" ne have t be intrduced in the EMT in accrdance with the prcedure described in the relevant sectin f the User Manual. When a main list student withdraws, the EMMC prgramme requires that he/she is replaced by the first eligible candidate n the reserve list. In this particular case, the eligibility criterin cncerns the natinality f the reserve list candidate and the rule cncerning the presence f a maximum f three natinals frm the same cuntry amng the schlarship hlders fr a given categry. If this is the case (i.e. there are already three ther students with the same natinality n the main list), the cnsrtium will have t take the next eligible candidate respecting its wn ranking list 7. 7 In very particular circumstances, where there are n candidates f ther natinalities available n the reserve list, the Agency can make an exceptin t the gegraphical balance rule. Requests fr such exceptins must be clearly justified and are nt autmatically granted. 9 Page

10 Three exceptins can be accepted t the abve mentined rule. a. the first ne crrespnds t cases where the academic r linguistic backgrund f the first eligible candidate n the reserve list des nt crrespnd t the cnsrtium requirements fr the particular mbility/specialisatin track cncerned and it is nt pssible t reallcate the student under anther track. This exceptin can nly be granted t thse cnsrtia that have defined different applicatin requirements in accrdance with their mbility/specialisatins tracks and that have clearly identified their main list and reserve list students in accrdance with these tracks; b. the secnd ne results frm timing issues when the schlarship withdrawal ccurs shrtly befre the actual beginning f the intake making it impssible fr certain Partner Cuntry natinals t btain their visa in time, with n pssibility fr the student t catch up r t fllw the initial stages f the prgramme thrugh e-learning methds. In this case the cnsrtium can prpse anther candidate but it will have t demnstrate that thse wh are better ranked will nt be able t jin the prgramme in time; c. the third exceptin applies t schlarship withdrawals r drp ut that ccur nce the intake has already started. In this case the cnsrtium must prpse in pririty a reserve list student enrlled in the EMMC n a self-paying basis. If mre than ne student is in this situatin, the cnsrtium will have t justify its chice t the Agency prir t infrming the student cncerned. It is nly under these circumstances that a Partner r Prgramme Cuntry schlarship can be ffered t a student appearing n the reserve list f the ther categry. 10 P age