Education, Audiovisual and Culture Executive Agency

ERASMUS MUNDUS 2009-2013 ACTION 2 PARTNERSHIPS MINIMUM REQUIREMENTS FOR THE SELECTION PROCEDURE

Within the organisation of mobility, Partnerships must set-up procedures and criteria for the selection of students and staff to take part in the individual mobility activities. The Erasmus Mundus programme requires that the application, selection, admission criteria are commonly agreed and designed by all members of the partnership. The document presents a set of minimum requirements to be followed during the selection procedure of student and staff under EM Action 2 Partnerships. It focuses on the process of scholarship attribution to Third-country and European candidates. Coordinator is requested, on behalf of the Partnership, to confirm the information by ticking the box(es). In case of multiple options, choose those applicable for your partnership. If any of the options available correspond to the Partnership procedure or for any other information, use the free text part at the bottom of each section. The EM Action 2 coordinator is requested to sign on behalf of the partnership that the procedures described in this document has been implemented, to guarantee the transparency of the selection process and an equitable treatment of individual applications. 1.

EM ACTION 2 PARTNERSHIP WEBSITE a) The partnership has a dedicated website b) The website includes all the information listed below List of courses available at the participating universities, presentation of individual courses/modules with corresponding ECTS (or other credit systems) and learning outcomes, tuition language(s), recognition procedure, application and admission procedure with specific reference to different target groups (for Strand 1 only) and type of mobility, expected start of mobility, Erasmus Mundus scholarship financial conditions. Link to the Erasmus Mundus Programme.

c) Other information on this section (if relevant)

2.

SCHOLARSHIP APPLICATIONS a) The scholarship application form is published on the website and is: - downloadable (and to be filled in by a word processing application) - to be filled in online through an integrated application database b) The scholarship application form and procedure is published on the website at least 45 days before the application deadline c) The application form contains all the data listed below Personal co-ordinates of the candidate, year of birth, CV, fulfilment with the eligibility criteria for an EM scholarship (proof of nationality1, respect of 12 months rule - for Thirdcountry nationals, declaration of honour of not having received an EM Action 2 scholarship for the same purpose, relevant requirements for different target groups and type of mobility, proof of sufficient knowledge of the tuition language at the host institution - for students only). Choice of courses and/or study programme, preferred host universities, the application processing and results notification timetable.

d) Information relating to individuals (personal data) is collected and used in accordance with Directive 95/46/EC of the European Parliament and of the Council of 24 October 1995 on "the protection of individuals with regard to the processing of personal data and on the free movement of such data"2 e) Other information on this section (if relevant)

3.

SUBMISSION, REGISTRATION AND ELIGIBILITY CHECK OF APPLICATIONS a) Applications are submitted by (multiple choice possible): - post - e-mail - via an online application database b) Applications are sent to: - the coordinating institution only - all the members of the partnership - some of the members of the partnership c) The eligibility check on applications is performed by: - the coordinating institution only

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Candidates with multiple nationalities must decide at application stage under which ONE nationality they apply. In case of EM Action 2 – Strand 1 specific proof can be requested for Target Group 3. 2 Guidelines on "Data Protection in the European Union" are available at the following link: http://ec.europa.eu/justice/policies/privacy/docs/guide/guide-ukingdom_en.pdf 2

- the coordinating institution and some partners - only by some of the members of the partnership - all the members of the partnership d) Applications are subject of an acknowledgement of receipt f) The eligibility check covers all the aspects listed below Respect of application deadline, completeness of the application file, eligibility of the candidate in relation with the EM Action 2 eligibility criteria.

g) The eligibility decision on applications is taken by: - the coordinator/partner institution(s) that performed the check - an "Eligibility Committee" (if different from the Selection Committee, specify composition below)

h) Other information on this section (if relevant)

4.

QUALITY ASSESSMENT OF ELIGIBLE APPLICATIONS a) Each eligible application will be assessed by: - one assessor - two assessors - more than two assessors b) The quality assessment is performed by: - the home institution only - the host institution only - some of the members of the partnership - all the members of the partnership (if other actors are involved, specify below)

c) Assessor(s) involved in the assessment of applications sign(s) an absence of conflict of interest declaration d) The quality assessment is based on all the criteria listed below Very good/outstanding study results in the relevant study areas, academic potential, level of language skills, motivation, recommendations, work experience and professional qualifications (if applicable), results of interviews (if applicable).

e) Other information on this section (if relevant) 3

5.

SCHOLARSHIPS SELECTION a) The selection decision is based: for EM Action 2 – Strand 1 on the result of the quality assessment and considered cross-cutting issues (gender-balance, equal opportunities and the participation of disadvantaged groups). Vulnerable groups have been taken into account under target group 3.

for EM Action 2 – Strand 2 on the result of the ranking list from the quality assessment.

b) The selection decision includes the Main and Reserve list of selected candidates c) The minutes of the "Selection Committee" meeting are signed by all members d) All members of the "Selection Committee" sign an absence of conflict of interest declaration e) Provide a description of the "Selection Committee" composition (origin and function of the members)

f) Other information on this section (if relevant)

6.

INFORMATION TO THE APPLICANTS a) All applicants are notified by: - post - e-mail b) All NOT selected applicants are notified immediately after selection decision c) The notification includes: - the results of the selection - the procedure to follow for an appeal to the selection decision d) For the selected candidates, the notification includes: - instructions for further steps (visa guidelines, etc) 4

- a model of the Student Agreement - Student guidelines/handbook with practical information e) Other information on this section (if relevant)

7.

ARCHIVING OF APPLICATIONS a) All selected applications are archived (min. 5 years): - in paper form - electronically b) The archived applications include: - The eligibility assessment(s) for all applications - The quality assessment(s) for selected applications - The Eligibility and Selection Committees' minutes c) Other information on this section (if relevant)

8.

DECLARATION I declare on behalf of the partnership that students and staff have been selected in a manner respecting principles of transparency and equal treatment and in accordance with the above mentioned requirements.

Name of the EM Action 2 partnership coordinator: Date: Signature:

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Annex: Minutes of the Selection Committee

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