Europass Management Mobility Tool SHORT GUIDE FOR PARTNER ORGANISATIONS The Europass Mobility - What is it? A document for the record of knowledge, skills and competences acquired by any European citizen (hereafter the holder) undergoing a mobility experience in another European country (European Union, EFTA/EEA and candidate countries) see examples of Europass Mobility; It is one of the five Europass documents (Europass CV, Language passport, Europass Mobility, Certificate supplement, Diploma supplement); see Europass website. Who is it for? Anyone leaving abroad to learn something : a work placement in a company; an academic term as part of an exchange programme (Erasmus, Leonardo); a voluntary placement in an NGO ; a summer job, etc. How does it work? Two partner organisations monitor the mobility experience: - a partner in the country of origin (the sending partner); - a partner in the host country (the host partner). Partner organisations are: universities, training centres, businesses, NGO, public bodies, etc. Both partners agree on the purpose, content and duration of the mobility experience; in the host partner, a mentor supervises the mobility experience. The National Europass Centres: - register partner organisations; - validate mobility projects; - issue and archive Europass Mobility documents. 1
How to use the Europass Mobility management tool? Individuals cannot apply directly. The sending organisation contacts his National Europass Centre to register and submit a Mobility project (see list of NECs). An online tool has been created to: - register partner organisations; - validate mobility projects; - create and fill in Europass Mobility documents; - issue and archive Europass Mobility documents. Access to the online Europass Mobility management tool is granted by National Europass Centres. 2
Procedure to use the Europass Mobility management tool To use the Online management too, partner organisations must follow this procedure: a. registers to its National Europass Centre (http://nec-xx.mobility.cedefop.europa.eu 1 ), b. accesses the Europass Mobility Management Tool using his username and password; c. creates a Mobility project, enter host partner(s) and holder(s) details; d. creates Mobility documents and sends them to the host partner(s); e. registers to its National Europass Centre (http://nec-xx.mobility.cedefop.europa.eu 1 ); f. accesses the Europass Mobility Management Tool using his username and password; g. receives and documents the Mobility experience of the holder(s) hosted; h. sends back the document to the sending partner. When the completed EM document is sent back by the host partner, the sending partner: i. validates the content of the Europass Mobility document; j. issues the document to the holder; k. archives the document in the national database. The following pages provide a detailed description of the above steps. 1 replace xx with your code country such as de for Germany 3
To register as a partner organisation To access the Europass Mobility management tool as a partner organisation (sending or host partner), you must register to the system administrated by your National Europass Centre: - Access your national Europass Mobility Management tool (http://necxx.mobility.cedefop.europa.eu 2 ) ; - Choose the option Register ; 2 replace xx with your code country, for example de for Germany 4
- Provide the information required regarding your organisation; - Read the provisions regarding data protection and quality criteria; - Click on Submit. A screen is displayed to confirm the registration. Once your registration is accepted by the validation body, you will receive a username and password to the e-mail address you provided when registering. 5
To create a mobility project Once your registration has been accepted, you can access the Europass Mobility management tool using your username and password, create a mobility project and define its specifications (objective, languages used, duration, host partner(s), country/ies) and create Europass Mobility document(s). - Log in your national Europass Mobility Management tool (http://nec-xx.mobility.cedefop.europa.eu 3 ) using username and password provided when registering; - Click on log in 3 replace xx with your code country such as de for Germany 6
- Click on the option New project ; 7
- Enter the data required: o Project name o Application year; o Mobility programme (for example Leonardo da Vinci) under which the project is created (if relevant); - Click on Save. 8
To create a host partner Before you create Europass Mobility documents you must define one or more host partner(s) in the host country/ies. - Go to Step 0 The project - Select the language in which the Europass Mobility document will be issued; - Select the (one or two) other language(s) in which the description of the Mobility experience will be translated (optional); - Read the Quality criteria text in Red and tick the box I accept ; - Click on Include Host partners in the Mobility project ; - Choose one of the two options below: 9
Option 1 - Create a partner providing complete details of the organisation: o enter the complete data of the organisation; o click on the button Invite. The new partner will be notified by e-mail. Repeat this operation if to create another host partner. 10
Option 2 - Invite a partner already registered o select a country; o select a partner from the list by clicking on his name. The partner will be notified of the invitation by e-mail. Repeat this operation if to invite another host partner. 11
To create a holder of a Europass Mobility Once a host partner is created, you can attach him/ one or more holder(s) of the Europass Mobility document. - Go to step 1 The holders ; - Click on the button Include holder(s) to the EM project ; - Choose one of the two options below: 12
Option 1: create a new holder o Select a host partner (otherwise holder can not be saved); o Enter the complete data of the holder, including his/her e-mail address; o Click on Copy to English profile and correct the right column if required (for example Grèce in French in the left column should read Greece in the right column); o Tick the box on the consent of the holder; o Click on Save. The holder will be notified by e-mail. Repeat this operation to add other holder. 13
Option 2: search for holder already registered in the system: o Select a host partner (otherwise holder can not be saved) o Tick a holder from the list of holders registered in the country concerned and o Click on Add to project The holder will be notified by e-mail. Repeat this operation to add other holder. 14
To describe the Mobility experience Once a host partner and a holder are created, you must giver a brief description of the Europass Mobility experience (objective, mobility programme involved, etc). - Go to step 4. The experience ; - Complete the headings and click on Forward. If you want to change the language(s) in which the document will be issued, go to Step 0 15
To record the skills and competences acquired during the Mobility experience (optional at this stage) Part 5a or 5b of Europass Mobility (skills and competences acquired during the Mobility experience) are normally completed by the host partner where the mobility experience takes place. However, this part as can be completed by the sending partner when creating the EM experience, as a suggestion to the host partner. - Tick the box below to complete the part 5a or 5b as a suggestion to the host partner; - Click on Forward. If you don t want to fill in part 5a or 5b go to Step 6. 16
To send a Europass Mobility document to a host partner Parts 1 to 5 of the Europass Mobility document are now completed. The document can be sent to the host partner in the country where the Mobility experience takes place. - Go to step 6; - If the system displays one or more General errors, click on relevant link and enter missing information; - Click on Green button Send ; No new host partner or holder can be added once the Mobility document has been sent. 17
A message indicates that the Europass Mobility document(s) have been sent to the Host Partner(s). The host partner will be notified by e-mail. The host partner will complete his part and send back the document to you. 18
To finalise and issue the EM document sent back by a host partner The Europass Mobility document has been completed by the host partner and sent back to the sending partner, who was informed by e-mail. The sending partner can now check the document, translate Part 5a or 5b if relevant and issue the document to the holder. - Access your national Europass Mobility Management tool using username and password provided when registering; - Click on Log in ; 19
- Click on button Mobility experience management to send back the document to the Sending partner; 20
- Click on the name of the holder who returned from Mobility experience; 21
- Check the data step by step (Step 0 to step 5a or 5b); - To translate the result of the experience (step 5a or 5b) in the language(s) chosen at the beginning of the mobility project, click on the language link(s) Translate to. 22
- Go to step 6; - Click on Sign to validate the document; 23
- Click on Issue to validate the document; 24
- Choose the different linguistic options: o Document in one language o Document in one language plus part 5 in the available other language(s); - Click on Issue ; - The document will be issued in PDF+XML format with digital signature. 25
To archive a Europass Mobility document The Europass Mobility document has been completed by the host partner, sent back to the sending partner and issued to the holder. It can now be archived to the inventory of the National Europass Centre. - Go to Step 6; - Click on Archive. 26
The Europass Mobility is archived in the national inventory. 27
To record the skills and competences acquired during the Mobility experience Parts 1 to 5 (and/or 5) of the Europass Mobility document are now completed. The document can be sent to the host partner in the country where the Mobility experience takes place. - Log in your national Europass Mobility management tool (http://nec-xx.mobility.cedefop.europa.eu 4 ) using the username and password provided by your National Europass Centre - Click on button Login 4 replace xx with your code country such as de for Germany 28
- Select the section Management of holders hosted. 29
- Click on the line of the holder concerned 30
- Tick the box Include of part 5a and/or 5b - Complete the headings - Click on button Forward (bottom of page) For Leonardo projects, 5a is mandatory; for Erasmus, 5b is mandatory. 31
To send back a Europass Mobility document to the sending partner Parts 1 to 5 (and/or 5) of the Europass Mobility document are now completed. The document can be sent back to the sending partner in the country of origine for issuing and validation. - Go to step 6 - Click on button Digitally sign 32
- Click on button Send to send back the document to the Sending partner 33
- A message is displayed to confirm that the Mobility document(s) was/were sent to the host partner(s). 34