GUIDELINES FOR FILLING IN ERASMUS FINAL REPORT SHEETS 2010 2011

1. Complete the Import sheet using the following formats there are drop down menus to assist you in
the import sheet.

2. Please take special care with Dates of Birth. Dates must be entered in the format dd-mm-yyyy. Do not
copy and paste a different formula (e.g. 1/09/1987) from your own spreadsheet as this will corrupt the
entire sheet. If necessary enter all dates of birth individually. Please contact Kari Omdahl
[email protected] if you are having problems.

3. ISO Country Codes, ISCED 97 Subject codes, NACE Sector Codes and ISO Language Codes have
been e-mailed to you.

4. Where Nationality is completed with an XX please specify country ISO code in the Comment column
at the end. ISO country codes for all countries of the world can be accessed at:
http://www.iso.org/iso/country_codes/iso_3166_code_lists/country_names_and_code_elements.htm

5. For country of Work Placement, Country of Enterprise, etc, there are now 3 codes for Belgium,
BENL for Dutch speaking Flanders; BEFR for French speaking Wallonia and BEDE for the small German-
speaking enclave.











Complete relevant boxes on European Commission Import Sheet as follows for Students:

Complete for all Students
Also Complete for Students on Study visits
Or Complete for Students on Placements
Leave Blank will be filled in automatically


Home Institution using
Erasmus codes e.g.
IRLDUBLIN78

IDStudent
Leave Blank

Surname Forename Date of Birth
dd-mm-yyyy
Gender
M = Male
F = Female


Nationality
ISO country code e.g
IE. If XX (other)
specify country in
Comment at end

SubjectArea
Drop down menu of
codes

Subject area - will be
filled in automatically
(Auto-fill)

Subject area description
- Auto-fill

Level Study
at HOME HEI
1, 2 ,3 or 4
1= Undergrad
2 = Postgrad
3 = PhD
S = short cycle

Years Prior
Years of Study Prior to
Erasmus period 1 - 20
(no decimals or
fractions)


Mobility Type
S = Study
P = Placement
C = Combined (S + P)

Host Institution
Erasmus ID Code (not
name) use dropdown
menu to correct








Institution Name - auto
fill

City - auto fill

Country Code of host
institution
- auto fill

EUC - auto fill

















Country of work
placement
ISO country code

NB there are 3 Belgian
codes BE NL; BE FR;
BE DE

Work Placement Name
of company /
organisation where
student undertook
Placement

Enterprise size
S ( = 1 - 50 staff)
M (= 51 - 250)
L = (>250)

Type Work Sector type
of placement sector -
Use NACE Sector
Codes

Host Enterprise Type -
auto fill

Length of Study Period
- in months including
EILC if applicable
0.00 - 12.00. Only
xx.25, xx.5 or xx.75
allowed for decimals


Length of Placement in
months including EILC
if applicable 0.00 -
12.00 only xx.25, xx.5
or xx.75 allowed for
decimals

Short Duration If
student on Erasmus for
less than 3 months
reason why
T = HEI term less than
3 mths
X = all other

Study start date - Date
study commenced
(including EILC period if
undertaken)
mm-yyyy

Placement start date -
Date Placement
commenced (including
EILC period if
undertaken)
mm-yyyy

Consortium Agreement
Number LEAVE BLANK

ECTS Credits Study
Number of ECTS Study
credits anticipated
0 - 90


ECTS Credits
WorkNumber of ECTS
Placement credits
anticipated
0 - 90

SEV Supplement -
Additional grant
awarded for Special
Needs
(in Euro) Do not use
comma 0000.00

TaughtHostLang -
Learning/work
placement in national
language of host
country? e.g. French in
France
Y = Yes N = No

Language - Taught
Language in which the
student learnt/worked
ISO Language Codes
DO NOT LEAVE
BLANK

Ling Preparation - To
prepare for Erasmus did
student attend a
language course?
EC = EILC
HS = Host HEI
HM = Home HEI
NN = None

Study Grant Total
including EILC but
excluding Disability
grant. In Euro (do not
use comma) 0000.00


Placement Grant - Total
including EILC but
excluding Disability
grant. In Euro (do not
use comma) 0000.00
Mundus - Is this grant
for an Erasmus Mundus
student
(Y = Yes N = No)

Previous Participation
Has student received
an Erasmus grant
before and for which
type of mobility?
N = No; S = Study;
P = Placement;
M = Mundus

Qualification at Host -
Will student get a
double, joint degree or
other qualification at the
Host HEI If so which?
D = Double, J = Joint,
O = other, N = None
Comment to be
completed if
Nationality given = XX

LLP Link

= the HEI/SIU
agreement number



Complete relevant boxes on European Commission Import Sheet as follows for TEACHERS:

Complete for all Teachers
Also Complete for Teachers going on Mobility from your HEI
or Complete for staff invited from Enterprises to teach in Host HEI
LEAVE BLANK will be filled in automatically


HomeInstitution e.g.
IRLDUBLIN78

ID Teacher
Automatically filled
(Auto-fill)
Home Enterprise
Name of Enterprise
/ Company/
Organisation (for
invited staff from
enterprise)
HomeEnterprise
Size
Size of enterprise
S = 1 - 50 staff
M = 51 - 250
L = >250

Home Enterprise
Type
The type of
company Use
NACE Sector
Codes

Country of home
enterprise
ISO country code


ID Staff
Leave Blank
Category of work at
home enterprise
M = Manager
R = Researcher/
Teacher/Trainer
T = Technical
A = Administrative

Surname of
Teacher
from both HEI or
Enterprise

Forename
First name of
teacher

Gender
M = Male
F = Female

Nationality
ISO country code
e.g IE.
If XX (other)
specify country in
Comment Column


Home Subject
Drop down menu of
codes
Subject area of
teacher - Auto-fill
Subject area
description - Auto-
fill
Seniority
Of teacher (both
HEI + Enterprise)
J = < 10 years
experience
I = > 10 and < 20
years experience
S = > 20 years

Host Institution
using Erasmus
codes e.g.
B Bruxel01

Institution Name
Auto-fill

City
Auto-fill

Country code of
Host Institution
Auto-fill

EUC
Auto-fill
Host Subject Area
Drop down menu of
codes
Host Subject
Auto-fill
Host Subject Area
Description
Auto-fill

Length Days

Of Teaching
assignment
Between 1 42
(excluding
travelling days)
Length Hours
How many hours
taught abroad
Minimum of 5
Start Month
Drop down menu
mm-yyyy
Level Teaching ST
Level of teaching at
Host institution
Drop Down menu
1= Undergrad
2 = Postgrad
3 = PhD
S = short cycle
M = Multiple Cycles

Lang Teaching
Teaching language
used in the host
country

ISO Language
codes Drop Down
menu
SEV Supplement -
Additional grant
awarded for Special
Needs
(in Euro) Do not use
comma 0 - 0000.00


Subsistence
Overall subsistence
costs excluding
disability funding
Travel
Travel Costs
excluding disability
funding
(Tickets also
required)


Total Grant
Should equal
Subsistence +
Travel.
Excluding Disability
funding.
Is First TV
Is this teachers first
Erasmus funded
mobility?
Drop Down Y or N
Comment

If Nationality XX
Specify country
here using ISO
Country Codes
LLPLink

= the HEI/SIU
agreement number














Complete relevant boxes on European Commission Import Sheet as follows for STAFF TRAINING VISITS:

Complete for all Staff going on Erasmus Training Mobility
Also Complete for Staff going on Mobility from your HEI to a Host HEI
or Complete for staff going to Host Enterprise for Training
LEAVE BLANK will be filled in automatically

HomeInstitution e.g.
IRLDUBLIN78

ID Staff
Automatically filled
(Auto-fill)
Surname of staff
member

First name of staff
member

Gender
M = Male
F = Female

Nationality
ISO country code
e.g IE.
If XX (other)
specify country in
Comment Column


Category of work at
home Drop down
I = Intl Office
F = Finance
G = Admin &
Technical
T = Academic Staff
S = Student Info
C = Continuing Ed.
O = Other
Seniority
Of Staff
J = < 10 years
experience
I = > 10 and < 20
years experience
S = > 20 years

TypeActivity
What type of
activity was carried
out at the host HEI
or Enterprise
W = Workshop
T = Training
S = Job Shadowing
O = Other

Host Institution
using Erasmus
codes e.g.
B Bruxel01

Institution Name
Auto-fill Gender
M = Male
F = Female

City
Auto-fill


Country code of
Host Institution
Auto-fill

EUC
Auto-fill
Host Enterprise
Name of Enterprise
/ Company/
Organisation
Enterprise Host
size
S = 1 - 50 staff
M = 51 - 250
L = >250

HostEnterpriseType
The type of
company Drop
Down NACE
Sector Codes
Hostenterprisetype
Auto-fill


Country of
Enterprise
Drop down menu
ISO country code

Length Days
Number of training
days abroad
Between 1 - 42
(excluding travel
days)
Start Date
Month & year
mobility
commenced
Drop down menu
mm-yyyy
Language of
Training used in the
host country
ISO Language
codes Drop Down
menu
SEV supplement
Additional grant
awarded for Special
Needs
(in Euro) Do not use
comma 0 - 0000.00

Subsistence
Overall subsistence
costs excluding
disability funding

Travel
Travel Costs
excluding disability
funding
(Tickets also
required)

Total Grant
Should equal
Subsistence +
Travel.
Excluding
Disability funding.
IsFirstEV
Is this the first staff
training mobility
funded by Erasmus
for the Staff
member
Drop Down Y or N
Comment If
Nationality XX
Specify country
here using ISO
Country Codes
LLPLink

= the HEI/SIU
agreement number






















Complete relevant boxes on European Commission Import Sheet as follows for PREPARATORY VISITS:

Complete for all Staff going on Erasmus Preparatory Visits
Also Complete for Staff going on Prep Visits from your HEI to a Host HEI
or Complete for staff going to Host Enterprise for Prep Visit
LEAVE BLANK will be filled in automatically

HomeInstitution
The HEI in home
country where
applicant works
Erasmus codes e.g.
IRLDUBLIN78
Country Code of
home institution
Drop down menu
ISO Country codes
ID Applicant
Leave blank
Surname of
Applicant

Forename

Gender
Gender
M = Male
F = Female


Nationality of the
applicant
Drop down ISO
codes
Department
The department at
which the applicant
works
Free text
Subject Area
Using Drop Down
Codes
Subject Area
Autofill
SubjectArea
Description
Autofill
HostISOCode
Country of host HEI
using Drop down
ISO Codes

HostInstitution1
The Erasmus ID
Code of the Host
HEI Drop down
menu
HostInstitution2
The Erasmus ID
Code of a second
Host HEI on the
same visit if
applicable
Host
Enterprise/Host NA
The name of the
host enterprise.
If a PV to a contact
seminar, the NA in
the host country

Visit Duration
Number of days
Total Grant Visit Objective
Drop Down Menu
NP = New Partner
(for new
agreement)
NA = New activity
(ie. placements)
PS = Project Set up
(i.e. IP, Networks,
Multilateral projects,
Accompanying
measures


Visit Outcome
Outcome of the
Visit
A = Achieved
N = Not Achieved
Comments
If Nationality = XX
give nationality ISO
Country Code
































Complete all three European Commission Import Sheets as follows for each Intensive Programme:

A. IP General General information on the IP

B. IP Students Intensive Programmes Students

C. IP Teachers Intensive Programmes Teachers

A. IP - General

Project Number
Leave blank
IP Status
1 = First year (NEW
IP)
2 = 2
nd
Year (first
renewal)
3 = 3
rd
year (second
renewal)
Project Title

Free Text
Principal Subject
Area
Drop down menu of
subject codes
Principal Subject
area
Auto-fill
Subject Area
Description
Auto-fill

Subject area 2

If applicable
Subject area 2
Auto-fill
Subject area 2
Description
Auto-fill
Project Duration
Including renewals
1 = 1 year
2 = 2 years
3 = 3 years
IPLocationCountry1
Use drop down
menu of ISO
country codes
IP Location Country
2
Use drop down
menu of ISO
country codes if
applicable


Start Month
Use Drop down
menu mm-yyyy
IP Duration
Between 10 and 42
days
IPLevelST
Study Level of the
IP
1= Undergrad
2 = Postgrad
3 = PhD
S = short cycle

Erasmus CodeIPCI
Erasmus ID code of
the IP Co-ordinating
HEI
Drop down menu
Institution Name

Auto-fill
City

Auto-fill


Country Code of
Host Institution
Auto-fill
EUC

Auto-fill
Number of
incomingstudents
Total number of
incoming students
from countries other
than the IP hosting
one
Total number of
students

The total number of
students attending
IP
SM Travel Costs

Students total travel
costs
In Euro
SM Accomcosts

Students
subsistence costs
In Euro

Number of
Teachers
Teachers Total
Travel Costs
In Euro
Teachers Total
Subsistence Costs
In Euro
Organisation Cost
Lump sum received
for the organisation
cost
ECTS Credits
awarded. Number
of ECTS credits
allocated to the IP
Comment






















B IP Students

Project Number
Leave Blank
Home Institution
Drop down menu
Erasmus ID codes
ID Student
Leave Blank
Surname Forename Date Birth
dd-mm-yyyy

Gender
M = Male
F = Female
Nationality
Drop down menu
ISO country codes
Subject Area
Codes
Use Drop down
menu
Subject Area

Auto-fill
Subject area
description
Auto-fill


Level Study
Study level at
Home HEI
1= Undergrad
2 = Postgrad
3 = PhD
S = short cycle


SEVSupplement
SEV supplement
Additional grant
awarded for Special
Needs
(in Euro) Do not use
comma 0 - 0000.00

Comment













C IP Teachers

Project Number
Leave Blank
Home Institution
Drop down menu
Erasmus ID codes
ID Teacher
Leave Blank
Surname Forename Gender
M = Male
F = Female

Nationality
Drop down menu
ISO country codes
Home Subject
Subject Area of
teacher in Home
HEI
Use Drop down
menu
Seniority of
Teacher
J = < 10 years
experience
I = > 10 and < 20
years experience
S = > 20 years

SEVSupplement
SEV supplement
Additional grant
awarded for Special
Needs for teacher
(in Euro) Do not use
comma 0 - 0000.00

Comment