Erasmus+ ICM mobility at Lund UniversityNIKLAS NANNSKOG OCTOBER 2017

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

ImplementationPROCESSES & TOOLS

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

DURING MOBILITY

• Send Preliminary Confirmation of Study Period (In-SMS)

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…