Outgoing Student Applications
From August 2019, there is a possibility for students to express their interest in offers in the EP. It is up to each Committee to decide if they are going to enable this functionality.
How does it work?
The student can simply click on Create Application on the offer in the list of Available offers on his/her homepage.
A form opens for the student where all the requirements of the offer are listed and the student needs to check the information from his/her profile and update them if necessary.
Additionally the student needs to confirm he/she is available in the period specified in the offer and you can also instruct your students upload additional documents apart from the ones on their profile (e.g. CV, Transcript of records, Cover letter) and you can ask them to fill in their priority for this offer or provide additional comments (e.g. short motivation).
Below you can see how it looks from a student point of view. For further instructions for the students, you can go to the EP Student Guide.
Once your student submits an application, you will get a notification.
To review the application, you go to Outgoing and Available offers and look for the reference number of the offer.
When you open the offer, go to Forms and Applications and you will see the whole list of students applying for this offer including the date of submission and their priority.
To review the applications in more details, just open the application and review all the details and documents.
After you review the application, you can approve it by assigning the student to the offer or reject the application. In both cases, an email will be sent to the student.
In case you assign the student, a draft of nomination is available for the student to complete. All other students applying for the same offer are not automatically rejected and you need to rejected them providing a reason.
Please note that you should assign only one student to an offer and also one student should be nominated only for one offer at a time. In case you are not sure if the same student is not applying for other offers or is nominated for one, you can just go to their profile and you will see the list of nominations and applications under Nominations/Reports.
What does the statuses of the application mean?
An application can have one of the following statuses:
Draft - The student has not yet completed this application and it is yet to be submitted.
Application Submitted - The student has submitted the application but is not yet assigned and cannot create a nomination.
Approved - You have assigned the student to the offer and the student can now work on the nomination.
Rejected - You have rejected the student for this offer.
How do I enable this functionality?
First you need to enable the functionality in your National Committee profile. You go to Administration - National Committee - Settings and in Allow Apply you choose if you want enable/disable the functionality. Don't forget to click Save at the end. Please note that you can change this at anytime of the year.
How can I instruct my students?
You can just use the instructions visible for students above the available offers. More information can be found here.
How can I test it before enabling it for my students?
You can test on the test EP (test.iaeste.net) but the email notifications are disabled there.