e-Transcripts – Electronic procedure for the exchange of curriculum data of exchange students

Page 2 / 25 January 2007 e-Transcripts e-Transcripts = Electronic procedure for the exchange of curriculum data of exchange students Aims define common online procedures for managing all communication between partner institutions regarding the courses followed by exchange students and the grades achieved, from the first draft of the learning agreements by the student to the final transmission of the transcripts of records to the home institution Advantages - automates and secures the workflow between partner institutions - guarantees the authenticity and completeness of the transcripts of records - reduces unnecessary paper work - prevents repeated data entry and reuses the data at each stage

Page 3 / 25 January 2007 Information flow for the management of exchange students Home Institution Student Host Institution 1) Application 2) Selection 4) Acknowledgment 5) Application 6) Acceptance 3) Nomination

Page 4 / 25 January 2007 Information flow specific to curriculum data Home Institution Student Host Institution 1) Learning Agreement Information about courses on offer

Page 5 / 25 January 2007 Information flow specific to curriculum data Home Institution Student Host Institution 2) Learning Agreement

Page 6 / 25 January 2007 Information flow specific to curriculum data Home Institution Student Host Institution 3) Changes to Learning Agreement

Page 7 / 25 January 2007 Information flow specific to curriculum data Home Institution Student Host Institution 4) Transcript of Records

Page 8 / 25 January 2007 Information flow specific to curriculum data Home Institution Student Host Institution 5) Transcript of Records

Page 9 / 25 January 2007 e-Transcripts - Problems The student can not find the courses on offer at the partner institution Learning Agreement and Transcript of Records are handwritten The partner institution does not produce a Transcript of Records, instead only single course certificates Transcripts of Records do not contain all required fields (ECTS credits/grades) Transcripts of Records are transmitted to the student, not directly to the partners Changes made in the Learning Agreements are not validated by both institutions Home institution has no possibility of checking the authenticity of the Transcript of Records Home institution has no possibility of comparing Learning Agreements and Transcripts of Records Home institution has no possibility of importing the courses followed abroad to the student management system

Page 10 / 25 January 2007 e-Transcripts – the ideal procedure 1.The courses of study on offer by the partner institution are available to the student in the Internet 2.The student creates online a draft of the Learning Agreement based on this offer 3.The student receives a personal code for his/her Learning Agreement 4.During the application process at the home institution, the student enters his personal code and does not have to reenter the course details 5.The courses entered are automatically imported to the application and printed out with the application as a Learning Agreement draft 6.If the student is selected, the draft is validated by the home institution 7.If the student alters the draft after validation, notification is sent to the home institution asking him/her to validate the changes made

Page 11 / 25 January 2007 e-Transcripts – the ideal procedure 8.During the application process at the host institution, the student enters his/her personal code and does not have to reenter the course details 9.The courses entered are automatically imported to the application and printed out with the application as a Learning Agreement draft 10.Upon acceptance, the partner institution also validates the Learning Agreement 11.The Learning Agreement is signed by both partner institutions 12.After his arrival the student can adapt his Learning Agreement 13.With each alteration of the Learning Agreement, notification is sent to the host and home institutions with a request for validation 14.At the end of the year the host institution enters the grades (automatically) allowing the creation of the Transcripts of Records 15.The host institution signs the Transcript of Records 16.The home institution receives notification when the Transcript of Records is available During the entire process either institution can send the other one a reminder or ask the institution to carry out one of the tasks

Page 12 / 25 January 2007 e-Transcripts Learning Agreement

Page 13 / 25 January 2007 e-Transcripts Transcript of Records

Page 14 / 25 January 2007 e-Transcripts Requirements for the institutions: The host institution should be in the position to make its courses on offer available electronically and in a standardized format The host institution should be in the position to make student grades available electronically and in a standardized format Both institutions can sign the documents Both institutions agree to uses a common platform e.g. moveonnet for all tasks regarding curriculum data

moveonnet work group, Workshop Bologna, 18th & 19th January 2007