STUDENT EXCHANGE PROGRAMME (SEP) DATABASE For Student Exchange Officers

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1 STUDENT EXCHANGE PROGRAMME (SEP) DATABASE For Student Exchange Officers All country SEOs that participate in SEP has a login username assigned to them by the Chairperson of Student Exchange. The password has already been created. SEOs can choose to keep them or have them changed. For most SEOs, your previous SEO would have given you all the appropriate login username and password to log onto the database. If you have forgotten the password, simply click on Forgot your password? link and you will be sent a generic password to log back into the database. The password is sent to the address registered with the database. Upon logging in, you will come to the main homepage for SEOs. The toolbar on the left shows the options available to all SEOs. TIPS For outgoing students, When a student creates an account, you as the SEO will receive an automated notification via to confirm their account

2 o You can choose NOT to activate the account if the student did not pass the pre-selection process. In this case, you do not need to do anything. As long as you do not click on the link to confirm the account, the student is not able to log onto the database. After you approve the account, the exchange student (ES) can log into their account using the username and password they created and apply for SEP by clicking on Apply for SEP and selecting New Application. Do not forget that all your students NEED to put in the correct association name. This is important so that you as the SEO can view their AF when it appears in the system. Otherwise, the student will not be able to participate in SEP. Once a student submits his AF, the SEO will receive an automated about it and the AF will appear under 'Approvable applications'. SEOs can 'UNSUBMIT' the AF so that their students can make modifications to the AF, they CANNOT and SHOULD NOT 'CANCEL' the AF, otherwise, the student will be BANNED from SEP for the rest of the year. Check through the AF properly and concisely and if you are happy with it, you can approve it. The AFs cannot be modified after approving them. Once the AF is approved, it will disappear from 'Applications' and turn up in 'Archived applications' under 'Approved applications' once the SEO types in 2011 into the 'Year' field. Once the student's AF is placed or reserved by the host association that reserved or placed the student, the association name will be highlighted in bold (that is the way for the SEO to know that the student has been reserved or placed by the host SEO). Regarding incoming students, - 2 -

3 When the AF has been approved, the host SEOs will be notified in this way: o 1st SEO will be notified immediately. o The 2nd SEO a week later than the 1 st, and o The 3rd SEO a week later than the 2 nd o By the 3rd week of approving the AF, all 3 SEOs would have been notified about the AF. The AF will appear under Reservable Applications in Host SEO s domain. To view the AF, you can click on View. Here you can download the CV, ML and Picture of the student. If you decide that you can host the student, you can mark the AF as reserved. Subsequently, the AF will appear under Reserved applications

4 You have 30 days to place the student's AF after reserving him. At 25 days, if the AF is still not placed, the SEO will receive a reminder notification. If by 30 days, the AF is still not placed, the AF will be returned to 'unreserved' status. o During this 30-day period, contact the home SEO and the student to discuss details of the exchange. For instance, the dates of exchange, area of practice, accommodation options and visa options. o It is important that you always keep the home SEO in the loop when communicating with the student. o When you reserve the AF, the AF will not appear to the other two SEOs (if applicable). Thus, it is important to honour the 30 days reserve status. That way, the student will not miss out on SEP if you decide not to host the student. o Once you, the student and the home SEO have reached an agreement, you can then proceed to place the student. When you place the student, it is mandatory to complete the dates of exchange and the area of practice. Once the exchange has been completed, mark the student as successful or unsuccessful. The student can then complete the Evaluation Form (which is a similar process to the previous database). Information uploaded to this form will appear under the host SEO's Statistics profile. Only when the SEO has marked the student as 'successful' or 'unsuccessful', the AF will then move from 'Reserved applications' to 'Archived applications'. STUDENT EXCHANGE PROGRAMME (SEP) DATABASE For Exchange Student All exchange students (ES) that participate in SEP have to first create an account, using a user name and password via the Apply for SEP tab. The account needs to be confirmed by SEO before proceeding. Once confirmed, the ES can begin New application under Applications tab. TIP Do not forget to select the correct home association. If you are not sure do not hesitate to contact your SEO

5 Ensure that all information entered to your application form is accurate and true. Otherwise, your application for SEP may not be considered. 1, Personal Info - 5 -

6 2. Miscellaneous - 6 -

7 3. Documents 4. Application At the moment, only PDF and.rtf format documents can be added to their AF - 7 -

8 There are no fields to indicate your intended exchange dates. Please indicate your preferred start and end of exchange in the comments section. 5. Manage application 6. Submit application - 8 -

9 After you submit your AF, you cannot change any data entered. Only your SEO can unsubmit your application for modifications. When the AF has been approved, the host SEOs will be notified in this way: 1st SEO will be notified immediately, the 2nd SEO a week later than the 1st and the 3rd SEO a week later than the 2 nd (by the 3rd week of approving the AF, all 3 SEOs would have been notified about the AF). Once the exchange has been completed, the student can then complete the Evaluation Form (which is a similar process to the previous database). Information uploaded to this form will appear under the host SEO's Statistics profile. If you still have questions regarding applying with SEP, please check the FAQs on the website