UEF// ERASMUS+ TEACHING AND STAFF MOBILITIES Guidelines for mobility participants on using SoleMOVE system for application and reporting University of Eastern Finland// International Mobility Services international@uef.fi updated 7/2017
Contents 1. General guidelines... 2 1.1. System functions... 2 1.2. Application status... 2 2. Applications... 3 2.1. How to log in... 3 2.2. Creating new application... 4 2.3. Type of exchange/work, personal data and home institution... 5 2.3.1 Teaching mobility (teacher exchange)... 7 Mobility type... 7 Agreement... 7 Host institution... 8 Exchange programme... 8 Mobility dates and subject field at home and host institution... 9 Statistical information for teaching abroad... 9 2.3.2 Staff mobility (staff exchange)... 10 Mobility type... 10 Agreement... 10 Host institution... 10 Exchange programme... 12 Mobility dates and subject field at home and host institution... 12 Statistical information for staff abroad... 13 2.4. Enclosures... 14 2.4.1 Attach BEFORE submitting your application... 14 2.4.2. Attach AFTER receiving Erasmus+ grant decision from International Mobility Services.. 15 2.5. Submitting the application... 15 3. After your mobility period... 16 3.1. Feedback... 16 3.2. After exchange: Certificate of attendance... 17 3.3. Report completed... 17
1. General guidelines The instructions in this document apply to both Erasmus+ teaching mobility (opettajavaihto) and staff mobility (henkilökuntavaihto), unless otherwise stated. The specific application instructions for teaching mobility are presented in 2.3.1. and staff mobility in 2.3.2. Please note that you should use Microsoft Internet Explorer 11 or newer, or Mozilla Firefox 47.0 or newer as the internet browser when using SoleMOVE. Cookies and JavaScript support are required. 1.1. System functions Always use the Return button for navigating in SoleMOVE. Do NOT use back and forward arrows of your internet browser, because this might lead to data loss. Remember to save your application by clicking Save regularly. By clicking the pen icon you can add documents, open menus and lists etc. If in doubt, check the information point to see additional information regarding the specific field. You can login and logout from the system freely, and you can make changes to the application draft before submitting it. 1.2. Application status Application not ready You have not yet submitted your application. Preliminary You have submitted your application but it has not yet been approved. Confirmed Your application has been approved by International Mobility Services. Report completed You have submitted all the required documents after your mobility period.
2. Applications 2.1. How to log in Go to login page: https://saas.solenovo.fi/solemove/ Choose University of Eastern Finland and HAKA-Shibboleth from the drop-down menus. Click Login and complete the Haka authentication with your UEF username and password. NOTE! If you have local credentials to SoleMOVE as e.g. departmental international coordinator, do NOT log in using them when completing your own application for staff mobility, but use HAKA-Shibboleth instead! UEF HAKA- Shibboleth
2.2. Creating new application Click All exchanges on the menu on the left. All exchanges Click New to start filling out a new application. On this screen you would also see a list of all your previous applications completed in SoleMOVE if there were any. New
2.3. Type of exchange/work, personal data and home institution Type of exchange/work Choose from the drop-down menu: Teacher for teaching mobility (opettajavaihto) Staff for staff mobility (henkilökuntavaihto) Direction of exchange Choose Out as the direction of exchange (UEF staff members going abroad). NOTE! The choice of mobility type directs you to different application forms for teaching and staff mobility, so it is important to choose the right option at this point. You can change it later, but that might cause data to be lost. Please also note that you cannot chance the direction of exchange (in/out) later on. Save your choice by clicking the icon at the bottom. Teacher or Staff Out Then fill out your personal data.
Home institution Choose your home department/unit by clicking the pen icon institution to open the list of UEF faculties and departments. next to Name of the home Open list and choose Preferably choose the most specific, unit-level option. By default the list is organized hierarchically by faculties, but you can sort the list e.g. alphabetically by clicking Name. Choose your unit See specific application guidelines for teaching mobility in 2.3.1 and for staff mobility in 2.3.2.
2.3.1 Teaching mobility (teacher exchange) Mobility type Mobility type is hei2hei: to Higher Education Institution. Agreement In Erasmus+ staff mobility for teaching, an interinstitutional/departmental Erasmus+ agreement including teacher exchange is required. Click the pen icon to open the menu and choose the relevant agreement. NOTE! It is important to choose Erasmus+ as the Exchange programme and update the selection by clicking the magnifying glass icon to get a list of valid agreements. Otherwise the list includes also outdated agreements. 3. Update list 1. Choose Erasmus+ 2. Choose Teaching 4. Save
Host institution Then choose the host institution by clicking the pen icon next to Name of the host institution and Save and close. SoleMOVE gives you only one option based on your choice of agreement in the previous field. Choose Exchange programme SoleMOVE should give you Erasmus+ as the ONLY option based on the Erasmus+ agreement you have chosen. Choose
Mobility dates and subject field at home and host institution Choose start and end date of your teaching mobility period. Choose the subject of teaching from the list. Save. After you save the information on the first page, the tabs Statistical information for teaching abroad and Enclosures appear. Statistical information for teaching abroad Fill out additional information regarding your teaching mobility. Please fill out all fields EXCEPT the fields Erasmus subsistence costs and Erasmus travel costs which you can leave empty. Save. Enclosures, see 2.4.
2.3.2 Staff mobility (staff exchange) Mobility type Depending on your host organization, choose either: hei2hei to Higher Education Institution, if your host organization is a university or a university of applied sciences. hei2en to Enterprise, if your host organization is a private company/enterprise/research center etc. (OM Visit does not apply to Erasmus+ staff mobilities) Agreement Interinstitutional/departmental Erasmus+ agreement is NOT required in staff mobility, so you can leave this field empty. However, if there is an Erasmus+ agreement between UEF and the host institution, you can find it from the list of host institutions see the next paragraph. Host institution a) If your host organization is a partnering higher education institution or an organization that has already been added to SoleMOVE, you can find it by choosing the country and clicking the magnifying glass icon to update the list. 2.Search/Update list 1. Filter by country 3.Save
b) If your host organization is a private enterprise or a higher education institution that is not a partner, you need to add it to SoleMOVE. Click the pen icon institution and click New at the bottom. next to Name of host Click to add new Fill out the organization details and Save. The organization you added will appear on the top of the list of institutions. Choose it and Save.
Exchange programme Choose Erasmus+ and Save. Choose Erasmus+ Mobility dates and subject field at home and host institution Choose start and end date of your staff mobility period. In staff exchange, you can leave the fields Subject field at home and host institution empty. Save. After you save the information on the first page, the tabs Statistical information for staff abroad and Enclosures appear.
Statistical information for staff abroad Fill out additional information regarding your staff mobility. Please fill out all fields EXCEPT the fields Erasmus subsistence costs and Erasmus travel costs which you can leave empty. In case your mobility type is hei2en to Enterprise, you are asked to fill out details about the host enterprise. Find the enterprise like advised in Host institution and fill out remaining fields. Save.
2.4. Enclosures 2.4.1 Attach BEFORE submitting your application Scan the endorsement form (puoltolomake) which has been signed by the head of your department. To add the document, click the pen icon. Click pen to add Click Browse to add the document from your computer and click Upload file. 2.Upload 1.Browse to add from computer You can go back to the application by clicking Return. Now you are ready to submit your application.
2.4.2. Attach AFTER receiving Erasmus+ grant decision from International Mobility Services Add the following documents the same way as the endorsement form in 2.4.1.: - Grant agreement - Mobility agreement 2.5. Submitting the application Go back to the first tab Personal and exchange data and click Send application. 2.Send 1.Go back The status of the application changes to Preliminary once the application has been sent. The system won t send you any confirmation message. When your application has been approved by International Mobility Services, the status of your application changes to Confirmed and the tabs Feedback and After exchange appear.
3. After your mobility period 3.1. Feedback Giving feedback is optional, but if you d like to do so, fill out the Feedback section and Click Save and send. You can decide whether you allow the feedback to be published on SoleMOVE or not. Choose either I agree or I decline that the service provider may publish this feedback at the bottom of the page. The published feedback will be available for SoleMOVE users at UEF.
3.2. After exchange: Certificate of attendance Fill in actual mobility dates and add your certificate of attendance (MANDATORY) on the tab After exchange. Add 3.3. Report completed When you have submitted all the required mobility documents and they have been checked at International Mobility Services, the status of your application will be changed to Report completed.