Post on 20-May-2020
ICM internal structure
• ICMcoordinator• ICMmobility coordinatorers (students,PhDand
STT/STA)• Regionalcoordinators
Before ICM application
• Presentationof ICMatseveral Erasmus+infomeetings• Onrequest – presentationsatfaculties/institutions• Discussions with representatives fromthefaculties onhow to best
collect theinterrest frominstitutions/individuals• Informationabout ’theinternal process’isgivento representativesfor
thefaculties forfurther spreading of theword 2015:Faculty representativesgathered interrests andsentto us 2016:Interrestwas gathered viathelink
below:http://130.235.61.140/erasmusplus/search/lasso9/icm/intresse/targets.html
2017:Faculty representatives– Internationalcouncil– Previous applications 2018:Sameas2017
• Regionalcoordinators knows who’s active in”their region”
Before the ICM applicationICMTheICMcoordinator compiles theallthedifferentinterrests fromthefaculties
Thefaculties prioritize togehter
TheregionalCoordinator attheIROmakesasuggestionin”their”region(based onbudget,how andwhy…)
TheVice-Chancellor,viatheinternationalcouncildecides whatLUshould apply for.
Application
Regionalcoordinators write countrytextstogheter with theacademic inchargeof theapplication.
Thetextandlanguage isscreened
TheICMcoordinators makesthefinaltouchandsendstheapplication
After Application• RegionalCoordinators writes amotivationto the
projects/countries notchosenintheapplication.• TheICMCoordinator answers questions fromstaff (notfun
job)• NationalAgency(UHR)informs us about theoutcome• ICMcoordinator informs those atLUwho been partof the
application• RegionalCoordinators inform partneruniversities
Implementation
RegionalCoordinators ICMmobility Coordinators
Implementing
• RegionalCoordinators,togheter with thestaff members involved inthecooperation, are responsable forcommunication with partnersregarding bilateralagreements.
• Thesending university always have to have their own selection ofstudentsandstaff.
Studentsare handledasnormalexchange students.TheICMmobilitycoordinator getsinformed when studentsgetnominated fortheICMgrant.
PhDandSTT/STAisselected incooperation with thesending/hostinguniversity.
Implementation part 2
• Scholarship holders are asked to fill inanonlinequestionairre
Staff:http://130.235.61.140/erasmusplus/search/lasso9/icm/sta_stt/in_out_sta_stt.html
Students:http://130.235.61.140/erasmusplus/search/Lasso9/ICM/SMS_SMP/in_Out_SMS_SMP.html
• Theinformationisstored inour internal databaseandfromthere we send insurance certificate,invitationlettersandmakepayments.Andof courseinMobility Tool
After Nomination
• Regional Coordinator submits nomination to ICM Mobility Coordinator
• Create nominee record in FileMaker & Mtool
Before Mobility
• Send email(s) outlining process & action items
• Nominee creates Grant Agreement & Learning/Mobility Agreement
Before Mobility (cont.)
• Collect Grant Agreement, Mobility, Learning/Mobility Agreement, flights, passport/personnumer, etc.
• Provide supporting documentation (e.g., Letter of Invitation, Insurance Certificate, etc.)
SMS STA/STTIncoming Outgoing Incoming Outgoing
Passport/Personal Number X X X XLearning Agreement X XMobility Agreement X XGrant Agreement X X X XLetter of Acceptance X XPlane Ticket X XArrival meeting X XCertificate of Insurance X X XInvitation Letter X (PhD) XEU Online Survey X X X XPrelim. Conf. of Study Period X
Final Conf. of Study Period X XCertificate of Attendance X XTranscript of Records X
Required Documents
BEFORE MOBILITY (cont.)
• Prepare for Arrival meetings & first grant payment distribution (ICA Pre-Paid Card)
• Grant Distribution
In – SMS Out – SMS In – Staff Out – Staff70%
upon arrival70%
(before) mobility100%
upon arrival
100% after mobility
(to homedepartment)
30%at mid-
semester
30% after mobility
AFTER MOBILITY
• Collect: Final Confirmation of Study Period (SMS), Return ticket (In-SMS), Certificate of Attendance (STA/STT), etc.
• Update Mtool & FileMaker (e.g., start/end dates, earned credits, etc.)
ICM specific challenges• Differentdocuments forallthedifferentmobility types makes
streamlining diffucult.
• Themonthly allowence forincomming studentsissometimes(based ontheexchange rate)to low to obtain astudentvisainSweden.
• PhDstudentscan’t getcheap studenthousing (maybe anLUproblem)
• Theenddatesof incomming studentsvs.Theamount their entitledto…
• Infoabout anddocumentation about selection atnewpartners.
• OnlineEusurvey(what can we do?)
• LU/Sweden/EUprioritizes countries differently.
• Too many chefs…