11.0 - Erasmus Report 2009/10 [Belgium, Flanders]

moveon helps you with the production of the Erasmus Report for the National Agency EPOS. moveon generates XML-files which can be imported into the Erasmus funding report system (Budget Online). These files contain separately grandholder’s data (Erasmus and Flemish ERA grants) for staff and students entered in moveon for the selected year.

To test the production of Erasmus Report 2009/10, you must first install the update 3.1.02 of moveon.

Please read the section 7.4 – Managing Erasmus funding, which describes all necessary steps to prepare the Erasmus report. This section describes the particularities of the Erasmus Report in Belgium for the Flemish institutions.

1- Producing report

The production of the Erasmus Report can be done with moveon for the academic year 2009/10 under Interfaces and LLP Erasmus in moveon. Two files can be exported: BETEST01_Students.xml (student mobilities) and BETEST01_Staff.xml (staff mobilities).

In Budget Online, you have to start the “import of nominations” module which you find under Tools – Data Exchange – Import. Select “Upload of nominations (students)” or “Upload of nominations (teacher)”. Select first the corresponding academic year and then click on “Search” to select the xml file generated with moveon. After having clicked on “Start Upload”, the system will inform you either of successful import or of any errors during the import.

After the import you can normally edit all data imported under “Students/Teachers” and “Edit nominations”.

2- Specific configuration of the Erasmus Interface

The amount of the Flemish ERA grants can be also exported into the report. For that you need to identify this funding defined in moveon under the "Interfaces" form reachable from the main menu by selecting "Configuration", "Interfaces" and then the "Erasmus" option.

3- List of exported fields

The description of the interface can be found under the following links:

• Interface for the uploaded nominations (student mobility and work placements) – version 1.4 as for 03.05.2010
• Interface for the uploaded nominations (staff mobility/staff training) – version 1.3 of 13.09.2010

4- Remarks about specific fields exported

Address

All fields of the person’s address (student/staff) have to be filled out to be imported into Budget Online.

Subject area codes

Only the new codes for the subject areas can be managed in moveon (e.g. 14, 322,…). The old subject area code (e.g. 15.1) is mandatory for the interface and the new code (e.g. 23 from the ISCED List) is optional.

That’s why the field “subject code” will be always filled with “16.9” and the field “ISCED Code” with the value selected in moveon.

Erasmus SMS including a combined placement (only for students)

If a student receives an Erasmus SMS grant (Studies) for a period of mobility including a combined placement, you can either define a single mobility in moveon for the entire mobility (not possible to indicate the institution for the internship), or define two mobilities separately for the same student. In the latter case only one grant must be allocated (under the study mobility). In both cases, the duration of the grant must be the total of the two mobility durations. You have then to specify in the tab Erasmus the duration of the combined placement.

Please do not forget to do the following changes in Budget Online: dates of stay for the studies/placement mobility and number of ECTS credits for the placement mobility.

National grants (only for students)

If the student receives a national grant you have to mention it in moveon in the “mobilities” form under Grants: in the field National grant, please enter Y, y or 1.