Workshop “Applying for ECTS/DS Label”

WorkshopWorkshop

“Applying for ECTS/DS “Applying for ECTS/DS Label”Label”

Bologna Experts SeminarBologna Experts SeminarTallinn, 7-9 June 2010Tallinn, 7-9 June 2010

ECTS Label ApplicationECTS Label Application

• Section 1 – Identification Section 1 – Identification

To be filled in appropriately To be filled in appropriately and in all its partsand in all its parts

Section 2- Section 2- Documents Required(1) Documents Required(1)

2.1 2.1 Information Package/Course CatalogueInformation Package/Course Catalogue

- Information Package/Course Catalogue- Information Package/Course Catalogue, , of the applicant institution describingof the applicant institution describing : : • all the items in the ECTS Key Features checklist for all first and second cycle degree programmes all the items in the ECTS Key Features checklist for all first and second cycle degree programmes

offeredoffered • other information concerning the applicant institution, to be found via menus on the following web other information concerning the applicant institution, to be found via menus on the following web

pages: pages: - - In English (compulsory)In English (compulsory) Information on the institution: Information on the institution: http://http:// Information on degree programmes:Information on degree programmes: http://http:// General information for students:General information for students: http:// http:// - In the regional/national language (optional)- In the regional/national language (optional) It is optional for the applicant institution to provide the link to its web site in the regional/national It is optional for the applicant institution to provide the link to its web site in the regional/national

language, containing the information package/course catalogue:language, containing the information package/course catalogue: http:///http:///- confirmation- confirmation that the info includes description of recognition procedures and procedures for that the info includes description of recognition procedures and procedures for the credit the credit

allocation based on student workload in order to achieve the expected learning outcomes. allocation based on student workload in order to achieve the expected learning outcomes.

Section 2Section 2- Documents Required(2)- Documents Required(2)

• 2.2 Complete ECTS files concerning 3 outgoing 2.2 Complete ECTS files concerning 3 outgoing studentsstudents

- Three certified copies (signed, stamped and dated)Three certified copies (signed, stamped and dated)- Recognized credits should be equal to those earned Recognized credits should be equal to those earned

by the studentby the student

Section 2Section 2- Documents Required(3)- Documents Required(3)

Each of the 3 certified files consists of copies of:Each of the 3 certified files consists of copies of:- Transcript of Records (before departure)Transcript of Records (before departure)- Learning Agreement (with changes,if any)Learning Agreement (with changes,if any)- Transcript of Records (after the mobility Transcript of Records (after the mobility

period)period)- Proof of academic recognitionProof of academic recognition

Section 2Section 2- - Documents Required(4)Documents Required(4)

• 2.3 Three complete ECTS files concerning three incoming 2.3 Three complete ECTS files concerning three incoming students (signed, stamped and dated).students (signed, stamped and dated).

Each of the 3 certified files consists of copies of:Each of the 3 certified files consists of copies of:- Learning Agreement (with agreed changes, if any)Learning Agreement (with agreed changes, if any)- Transcript of Records provided after the mobility periodTranscript of Records provided after the mobility period

Section 3 - DeclarationSection 3 - Declaration

• To be completed by the legally authorized To be completed by the legally authorized person to sign on behalf of the applicant person to sign on behalf of the applicant institutioninstitution

(signed, stamped, dated)(signed, stamped, dated)

Annexes to be consultedAnnexes to be consulted

• Annex 1: ECTS Key Features 2009Annex 1: ECTS Key Features 2009• Annex 2: Checklist for the Information Annex 2: Checklist for the Information

Package/Course CataloguePackage/Course Catalogue• Annex 3: Common pitfallsAnnex 3: Common pitfallsAlso: Frequently Asked Questions at:Also: Frequently Asked Questions at:http://eacea.ec.europa.eu/llp/erasmus/erasmus_ects_ds_en.php

http://eacea.ec.europa.eu/llp/erasmus/erasmus_ects_ds_en.php

http://eacea.ec.europa.eu/llp/erasmus/erasmus_ects_ds_en.php

Information PackageInformation Package/Course Catalogue/Course Catalogue

• Part 1: Information on the institution (a):Part 1: Information on the institution (a):- - name and addressname and address- academic calendar- academic calendar- academic authorities- academic authorities- general description of the institution (including type - general description of the institution (including type

and status)and status)

Part 1: Information on Part 1: Information on the institution (b):the institution (b):

- - list of programmes offeredlist of programmes offered- general admission requirements- general admission requirements- general arrangements for the recognition of prior general arrangements for the recognition of prior

learning learning (formal, informal and non-formal)(formal, informal and non-formal)- general registration procedures- general registration procedures

Part 1: Information on the Part 1: Information on the institution (c):institution (c):

- ECTS credit allocation based on the student ECTS credit allocation based on the student workload needed in order to achieve expected workload needed in order to achieve expected learning outcomeslearning outcomes

- arrangements for academic guidance.- arrangements for academic guidance.

Part 2: Information Part 2: Information on programmeson programmes

• General description :General description :- qualification awarded- qualification awarded- level of qualificationlevel of qualification- specific admission requirementsspecific admission requirementsspecific arrangements for recognition of prior learning specific arrangements for recognition of prior learning (formal, non-formal and informal)(formal, non-formal and informal)

- - qualification requirements and regulationsqualification requirements and regulations- profile of the programme- profile of the programme- key learning outcomes- key learning outcomes- occupational profiles of graduates with examples- occupational profiles of graduates with examples- access to further studies- access to further studies

General description General description (cont/d)(cont/d)

General description General description (cont/d)(cont/d)

- course structure diagram with credits - course structure diagram with credits (60 per full-time academic year)(60 per full-time academic year)- examination regulations, assessment and grading- examination regulations, assessment and grading- graduation requirements- graduation requirements- mode of study mode of study (full-time, part-time, e-learning...),(full-time, part-time, e-learning...),- programme director or equivalent.- programme director or equivalent.

Description Description of individual course units:of individual course units:

- - course unit titlecourse unit title

- course unit code- course unit code- type of course unit (compulsory, optional)- type of course unit (compulsory, optional)- level of course unit (e.g. first, second or third cycle; sub-level if - level of course unit (e.g. first, second or third cycle; sub-level if

applicable)applicable)- year of study (if applicable)- year of study (if applicable)- semester/trimester when the course unit is delivered- semester/trimester when the course unit is delivered

Description of individualDescription of individual course units (cont/d): course units (cont/d):

- - number of ECTS credits allocatednumber of ECTS credits allocated- name of lecturer(s)- name of lecturer(s)- learning outcomes of the course unit- learning outcomes of the course unit- mode of delivery (face-to-face, distance learning)- mode of delivery (face-to-face, distance learning)- prerequisites and co-requisites- prerequisites and co-requisites- recommended optional programme components- recommended optional programme components- course contents- course contents

Description of individual Description of individual course units (cont/d)course units (cont/d)

- recommended or required reading- recommended or required reading - planned learning activities and teaching- planned learning activities and teaching methodsmethods - assessment methods and criteria- assessment methods and criteria - language of instruction- language of instruction - work placement(s)- work placement(s)

- - cost of livingcost of living

- accommodation- accommodation- meals- meals- medical facilities- medical facilities- facilities for special abilities students- facilities for special abilities students- insurance- insurance- financial support for students- financial support for students- student affairs office- student affairs office

Part 3: Part 3: General information for students:General information for students:

Part 3: General informationPart 3: General information for students (cont/d): for students (cont/d):

- learning facilities- learning facilities- international programmes- international programmes- practical information for mobile students- practical information for mobile students- language courses- language courses- internships- internships- sports and leisure facilities- sports and leisure facilities- student associations- student associations

CCourse Structure Diagram with creditsourse Structure Diagram with credits (30 per semester), (30 per semester),First Cycle Degree Programme with 180 ECTS creditsFirst Cycle Degree Programme with 180 ECTS credits - An example - - An example -

• First semesterFirst semester ECTS ECTS creditscredits

BA 133 MicroeconomicsBA 133 Microeconomics 8 8BA 167 Principles of Accounting 6BA 167 Principles of Accounting 6BA 145 Business Law 5BA 145 Business Law 5BA 139 Macroeconomics 8BA 139 Macroeconomics 8BA 151 Business EnglishBA 151 Business English 3 3

TotalTotal 3030

Second semesterSecond semester ECTSECTS creditscreditsBA 234 Business Mathematics 6BA 234 Business Mathematics 6BA 256 Principles of Management 5BA 256 Principles of Management 5BA 244 Business Informatics 6BA 244 Business Informatics 6BA 288 International Economics 8BA 288 International Economics 8BA 262 International Marketing 5BA 262 International Marketing 5

TotalTotal 3030

Course Structure Diagram with creditsCourse Structure Diagram with credits(30 per semester) – An example (cont/d)(30 per semester) – An example (cont/d)

• Third semesterThird semester ECTS credits ECTS creditsa)a)CCompulsory courses ompulsory courses BA 351 Business Policy BA 351 Business Policy 6 6BA 329 Cost Accounting 8BA 329 Cost Accounting 8BA 355 Strategy 5BA 355 Strategy 5BA 377 Corporate Finance 7BA 377 Corporate Finance 7b) One elective from the following two electives:b) One elective from the following two electives:BA 323 Human Resource Management 4BA 323 Human Resource Management 4BA 367 Organizational Behaviour 4 BA 367 Organizational Behaviour 4 TotalTotal 30 30


• Fourth semesterFourth semester ECTS creditsECTS creditsa)a)Compulsory courses Compulsory courses Course code and titleCourse code and title 6 6Course code and title 8Course code and title 8Course code and title 5Course code and title 5Course code and title 7 Course code and title 7 b) One elective from the following two electives:b) One elective from the following two electives:Course code and title 4Course code and title 4Course code and title 4 Course code and title 4 TotalTotal 30 30

Course Structure Diagram with creditsCourse Structure Diagram with credits (30 per semester) – An example (cont/d) (30 per semester) – An example (cont/d)

• Fifth semesterFifth semester ECTS creditsECTS credits

a)a)Compulsory courses Compulsory courses Course code and titleCourse code and title 6 6Course code and title 8Course code and title 8Course code and title 5Course code and title 5Course code and title 7 Course code and title 7 b) One elective from the following two electives:b) One elective from the following two electives:Course code and title 4Course code and title 4Course code and title 4 Course code and title 4 TotalTotal 30 30


• Sixth semesterSixth semester ECTS creditsECTS credits

a)a)Compulsory courses: Compulsory courses: - Course code and title 6- Course code and title 6 - Course code and title 7- Course code and title 7

- Course code and title 5- Course code and title 5b) Two electives from the following three electives:b) Two electives from the following three electives: - Course code and title 6- Course code and title 6 - Course code and title 6- Course code and title 6 - Course code and title 6 - Course code and title 6 TotalTotal 30 30

Total number of credits of the programme: Total number of credits of the programme: 180 ECTS180 ECTS

Common pitfalls(1)Common pitfalls(1)

- Confirmation boxes are not ticked in the - Confirmation boxes are not ticked in the application formapplication form

- Course structure diagram not presented with - Course structure diagram not presented with ECTS credits per programme and with clear ECTS credits per programme and with clear description of credit distribution per semesterdescription of credit distribution per semester


• Information Package/Course CatalogueInformation Package/Course Catalogue1.- Not entirely provided in English1.- Not entirely provided in English2.- Not easily traceable on the website2.- Not easily traceable on the website3.- Not complete information3.- Not complete information4.- Missing information in degree programmes description4.- Missing information in degree programmes description5.- Credits are not 20 per trimester, 30 per semester and 60 per 5.- Credits are not 20 per trimester, 30 per semester and 60 per

year.year.


6.- The number of credits appears in each course but it 6.- The number of credits appears in each course but it is not clarified if they are ECTS or nationalis not clarified if they are ECTS or national

7.- Some courses are not allocated credits though they 7.- Some courses are not allocated credits though they are included in the programare included in the program

8.- Missing or incomplete description of the recognition 8.- Missing or incomplete description of the recognition proceduresprocedures


9.- The credit allocation methodology (including 9.- The credit allocation methodology (including calculation of ECTS credits based on student calculation of ECTS credits based on student workload) is NOT described orworkload) is NOT described or

NOT based on NOT based on learning outcomeslearning outcomes10.- Lack of clear explanation of institutional method 10.- Lack of clear explanation of institutional method

for ECTS credit allocation and how it is linked to for ECTS credit allocation and how it is linked to learning outcomes and student workloadlearning outcomes and student workload

Common pitfalls (5)Common pitfalls (5)

11.- Course structure diagram 11.- Course structure diagram - does not specify semester and type of course units, does not specify semester and type of course units, - information is hard to trace, inadequate and not information is hard to trace, inadequate and not

transparent, transparent, - ECTS credit allocation is not consistent with ECTS rulesECTS credit allocation is not consistent with ECTS rules

Common pitfalls (6)Common pitfalls (6)

- - Course structure diagram does not present 30 ECTS Course structure diagram does not present 30 ECTS credits for each semester, the ECTS rules are not credits for each semester, the ECTS rules are not followedfollowed

(e.g. one degree ends with 225 credits instead of 240)(e.g. one degree ends with 225 credits instead of 240)- Missing information in course catalogue (e.g. - Missing information in course catalogue (e.g.

examination regulations, assessment, grading)examination regulations, assessment, grading)


• Student FilesStudent Files1.- 1.- Not certified copiesNot certified copies2.- Missing: dates and signatures of the student and 2.- Missing: dates and signatures of the student and

coordinatorscoordinators3.- Missing explanation of the local grading system3.- Missing explanation of the local grading system4.- Students have been awarded credits without having 4.- Students have been awarded credits without having

succeeded in the examssucceeded in the exams


5.- Missing local grades and/or ECTS credits5.- Missing local grades and/or ECTS credits6.- Inconsistency between the Learning Agreement 6.- Inconsistency between the Learning Agreement

and the Proof of Recognitionand the Proof of Recognition7.- Learning Agreements not in place 7.- Learning Agreements not in place beforebeforethethe start of the exchange periodstart of the exchange period8.- The number of credits recognized is higher or lower 8.- The number of credits recognized is higher or lower

than earned by the student.than earned by the student.


9. No indication of length of stay 9. No indication of length of stay - in host institutions in host institutions (for outgoing students)(for outgoing students)- in applicant institutionsin applicant institutions (for incoming students)(for incoming students)

ECTS USERS’ GUIDEECTS USERS’ GUIDE

http://ec.europa.eu/education/lifelong-learning-policy/doc/ects/guide_en.pdfhttp://ec.europa.eu/education/lifelong-learning-policy/doc/ects/guide_en.pdf

• Information on ECTS:Information on ECTS:http://ec.europa.eu/education/lifelong-learning-policy/doc48_en.htmhttp://ec.europa.eu/education/lifelong-learning-policy/doc48_en.htm

DS Label ApplicationDS Label Application

• Section 1 – Identification Section 1 – Identification

To be filled in appropriately and To be filled in appropriately and in all its partsin all its parts

Section 2 Section 2 – Documents required– Documents required

• 2.1. Examples of DS 2.1. Examples of DS issuedissued- DS should respect the checklist of Annex 1 and the DS should respect the checklist of Annex 1 and the

explanatory notes of Annex 2explanatory notes of Annex 2- They should be They should be certified copiescertified copies (anonymised, signed, (anonymised, signed,

stamped and dated)stamped and dated)- NO ORIGINALSNO ORIGINALS

Four in total examplesFour in total examples of DS of DS issuedissued

• DS must be provided for:DS must be provided for:– 1.- Two students in different subject areas after completion of their first 1.- Two students in different subject areas after completion of their first

cycle studiescycle studies ANDAND– 2.- Two students in different subject areas after completion of their 2.- Two students in different subject areas after completion of their

second cycle studiessecond cycle studies OROR One student after completion of his or her second cycle studies and One student after completion of his or her second cycle studies and

one student after completion of his or her third cycle studies. one student after completion of his or her third cycle studies.

2.2 Confirmation2.2 Confirmation

1.- DS copies comply with the DS model and 1.- DS copies comply with the DS model and explanatory notes (Annexes 1 and 2)explanatory notes (Annexes 1 and 2)

2.- All students receive DS automatically, free of charge 2.- All students receive DS automatically, free of charge upon graduationupon graduation

3.- DS issued in a widely spoken European language, 3.- DS issued in a widely spoken European language, and, if so wished, in another languageand, if so wished, in another language

4.- All DS examples submitted are certified copies of 4.- All DS examples submitted are certified copies of original DS issued to students who graduatedoriginal DS issued to students who graduated

2.3 Public Information2.3 Public Information on the DS on the DS

• Web pages of the institution Web pages of the institution - where it is stated that the DS is issued in a widely where it is stated that the DS is issued in a widely

spoken European language, awarded automatically spoken European language, awarded automatically and free of charge to each student and free of charge to each student

- Including a completed DS example (anonymised)Including a completed DS example (anonymised)

Section 3 - DeclarationSection 3 - Declaration

• To be completed by the legally authorized To be completed by the legally authorized person to sign on behalf of the applicant person to sign on behalf of the applicant institutioninstitution

(signed, stamped, dated)(signed, stamped, dated)

Annexes Annexes to be consultedto be consulted

• Annex 1: DS Model ChecklistAnnex 1: DS Model Checklist• Annex 2: Explanatory notes to the DSAnnex 2: Explanatory notes to the DS• Annex 3: Common pitfallsAnnex 3: Common pitfalls


• Not ticked confirmation boxesNot ticked confirmation boxes• The DS does not follow the official model (sections The DS does not follow the official model (sections

and sub-sections missing or modified or added)and sub-sections missing or modified or added)• Incomplete or not transparent informationIncomplete or not transparent information• The number of DS submitted is lower than requiredThe number of DS submitted is lower than required


• Though the institution offers 1Though the institution offers 1stst and 2 and 2ndnd cycle studies cycle studies only one cycle is represented in the DS submittedonly one cycle is represented in the DS submitted

• In the website it is not stated that In the website it is not stated that the DS is issued in the DS is issued in a widely spoken European language, given a widely spoken European language, given automatically and free of charge to every student automatically and free of charge to every student upon graduationupon graduation


• A completed (anonymized) DS example is not A completed (anonymized) DS example is not appearing on the website but a blank exampleappearing on the website but a blank example

• A Transcript of Records has not been included in the A Transcript of Records has not been included in the DS example published on the website (in Section 4.3 DS example published on the website (in Section 4.3 or as attachment to the DS) or as attachment to the DS)

• Drafts instead of DS certified copies have been Drafts instead of DS certified copies have been submitted.submitted.

Diploma Supplement

• Information on the DS and exampleshttp://ec.europa.eu/education/lifelong-learning-policy/doc1239_en.htm

http://ec.europa.eu/education/lifelong-learning-policy/doc/ds/ds_en.pdf

http://ec.europa.eu/education/lifelong-learning-policy/doc1239_en.htm

http://ec.europa.eu/education/lifelong-learning-policy/doc/ds/ds_en.pdf

Source:Source:

• European Commission – DG EACEuropean Commission – DG EAC• EACEAEACEA

ECTS label Application formECTS label Application formDS Label Application formDS Label Application form

Thank you very muchThank you very much for your attention, and….. for your attention, and…..

Good luck to all our efforts!Good luck to all our efforts!Our students deserve it!Our students deserve it!

Presentation byPresentation by

Katerina GalanakiKaterina GalanakiECTS/DS National Contact Point – GreeceECTS/DS National Contact Point – Greece

[email protected]@aueb.gr

Workshop “Applying for ECTS/DS Label”

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Transcript of Workshop “Applying for ECTS/DS Label”