Lisa wants to spend a semester abroad during her study Economics via the European subsidy program Erasmus+ Self-Sovereign Case Facilitated by University of Groningen (the Netherlands) and Ghent University (Belgium)

Application procedure for exchange

Publish exchange positions Tom Hartman, employee at Ghent University Profile Occasion Create a RP Publish exchange positions Employee at Ghent University Manages the exchange positions of the Faculty of Economics Processes applications from foreign students To make exchanges as smooth as possible, a Requirement Profile (RP) is drawn up for each position. Students must meet the requirements to be eligible. Tom creates a Requirement Profile for each position. For each requirement it is determent what information is needed to verify whether the demand is met and which parties are required to attest this information. As such an automatic determination can be made for each student, whether they meet the requirements for the position the applied for. Tom distributes the positions to various universities. The University of Groningen receives 3 positions. He ensures that the University of Groningen knows for each of these positions what the corresponding RP is. The RP is presented in a machine-readable form, allowing the webpage of the University of Groningen, where students search for a position, to check whether or not a student meets the requirements.

Lisa de Bruijn, student at University of Groningen Profile Occasion Preparation Create dossier Provide data Student at the University of Groningen Is in the second year of the bachelor Economics at the University of Groningen Wants to enrol for a semester at Ghent University A friend of Lisa is doing her masters in Ghent. Lisa has visited her friend and had such a good time, she decided she would love to follow a semester at Ghent University. Lisa checks de Website of the University of Groningen for information regarding an exchange. She finds: An explanation of the procedures How and where to download the StudyBits Wallet App The link to the application form Lisa installs the app and clicks on the link that takes her to the application form. Lisa browses through the available positions and finds a suitable one from Ghent University. The corresponding button takes here to the next page, where she has to log in with the credentials she has at the University of Groningen. A digital dossier is automatically created, linked to her newly chosen exchange position. An application form with a QR code appears, which Lisa scans with the StudyBits app. Proof that Lisa meets the RP requirements is uploaded to the dossier automatically. In the app she uploads her Transcript of Records and her registration certificate, which she received from the student administration office earlier. Then, she adds her motivation letter and Learning Agreement. The application form checks as much data as possible, before submitting.

Processing and communication Ina Venhuizen, International Office at University of Groningen Profile Occasion Selection Processing and communication Employee at the International Office of the Faculty of Economics and Business at University of Groningen Responsible for arranging student exchanges Ina receives a new dossier containing an exchange application that needs to be processed. Ina checks whether the application form, the motivation letter and the Learning Agreement (LA) are correct and complete (as far as this has not already been done electronically). On February 1st, Ina will select to which of the valid applications an exchange position will be assigned. In each dossier she registers her decision. In the case of a positive decision, the LA is signed on behalf of the University of Groningen. This is stored in the dossier. A digital voucher for the language test is made available. These can be downloaded anytime by the student to their wallet. Each student receives an email in which the decision is communicated.

Lisa de Bruijn, student at University of Groningen Profile Occasion Language test (start) Language test (end) Submit application Student at the University of Groningen Is in the second year of the bachelor Economics at the University of Groningen Wants to enrol for a semester at Ghent University Lisa receives an email from Ina containing the news she can go to Ghent for a semester. To ensure she has all information at hand, she immediately downloads the language test voucher, selection certificate, and signed Learning Agreement to her wallet. Being all enthusiastic, she immediately starts learning for the mandatory language test. She needs to pass this test before the start of the semester. Lisa goes to the language test webpage. Through a QR code, the webpage asks for a voucher for the language test. After uploading the voucher from the wallet, she is given access to the test. Lisa makes the (electronic) language test. The result is added to her wallet. Lisa visits the Ghent University portal where she gets a new dossier. In it she uploads her digital student card, proof of selection, Learning Agreement, Transcript of Records and her results from the language test. All from her wallet. For Ghent University, this is a new application.

Aagje Dupont, employee Ghent University Profile Occasion Checking LA Signing LA Employee at Ghent University Deals with matters around exchange students. Aagje receives Lisa’s exchange request. Everything is well organised with Erasmus+. There is a good relationship with the University of Groningen. As such Aagje has no separate procedure of her own for exchange students who come to Ghent. Aagje looks at Lisa’s dossier and checks the LA content: Will the courses still be given next year? Does Lisa have enough prior knowledge (using the Transcript of Records and the language test)? (This check could, for the most part, be automated, by establishing which competences are required for certain programs and courses and publishing these decisions when posting the position online.) Aagje writes in the digital dossier from Ghent University that Lisa’s request has been accepted. A mail is automatically sent to Lisa to download the latest version of the Learning Agreement to her wallet. This has now been signed by both the University of Groningen and Ghent University.

This slide is not part of the prototype Lisa de Bruijn, student at University of Groningen Profile Occasion Apply for subsidy Student at the University of Groningen Is in the second year of the bachelor Economics at the University of Groningen Wants to enrol for a semester at Ghent University Lisa received an email with the message that her exchange has been accepted by Ghent University. Now she can apply for subsidy for her stay in Ghent. Lisa goes to the website where she can apply for a subsidy. The site asks for data (a double signed LA). The wallet provides it (after retrieving it from Ghent University). This slide is not part of the prototype

Pieter de Jong, Mobility and Scholarship Desk University of Groningen Profile Occasion Communication scholarship Payment Mobility Tool Employee at the Mobility and Scholarship Desk at the University of Groningen Responsible for arranging scholarships for exchange students at the University of Groningen Pieter receives a subsidy application from Lisa, with a double signed Learning Agreement. Pieter determines how much money Lisa gets, using the dossier data. He sends an email to Lisa when the money has been transferred. (Lisa first receives 70% of the amount and will get the remaining 30% after.) Pieter takes care of the payment to Lisa. Pieter registers Lisa to the Mobility Tool. This will ensure that Lisa receives a questionnaire at the end of her exchange (Participant Report). This slide is not part of the prototype

Aagje Dupont, employee Ghent University Profile Occasion Communication of information Employee at Ghent University Deals with matters around exchange students. The start date of the exchange program is getting closer. Aagje sends the necessary information to all prospective exchange students, including Lisa. This slide is not part of the prototype

This slide is not part of the prototype Lisa de Bruijn, student at University of Groningen Profile Occasion Departure Student at the University of Groningen Is in the second year of the bachelor Economics at the University of Groningen Wants to enrol for a semester at Ghent University Next week the introduction activities for the exchange program will start. She received this information from Aagje. All is taken care of, allowing an enthusiastic Lisa to move to Ghent without worries. This slide is not part of the prototype

Completing procedure for exchange

Communication of information Aagje Dupont, employee Ghent University Profile Occasion Communication of information Employee at Ghent University Deals with matters around exchange students. The semester is completed and it's time to process the results. Aagje indicates in the digital dossier of Ghent University that Lisa can download her new Transcript of Records. Lisa automatically receives a notification email.

Lisa de Bruijn, student at University of Groningen Profile Occasion Report Language test Participation Report Student at the University of Groningen Is in the second year of the bachelor Economics at the University of Groningen Wants to enrol for a semester at Ghent University The semester has come to an end and Lisa has successfully completed all courses. She has downloaded her new Transcript of Records into her wallet. Only a few things left to do to complete the exchange. Lisa writes a report about her exchange and submits it to her digital dossier at the International Office of her faculty. Her new Transcript of Records she sends from her wallet. She receives a new language test voucher she can use to take a second test. Lisa uses her voucher to register for her second language test. The results of this second test will show whether the exchange has increased her language skills. Lisa receives an email from the MSD and fills out the Participation Report. Question: What is the purpose of the Participation Report?

Ina Venhuizen, International Office at University of Groningen Profile Occasion Expanding the dossier Communication Employee at the International Office of the Faculty of Economics and Business at University of Groningen Responsible for arranging student exchanges Ina gets the message from the digital dossier that the exchange report and Lisa’s Transcript of Records have been received. Ina checks the report. In the digital dossier she notices that the second talent test and the Participation Report have been completed. The marks from the Transcript of Records are automatically checked for validity. Once approved they are added to ProgRESS, creating again a complete image of the Transcript of Records. Ina indicates that Lisa’s exchange has been completed. Lisa receives the message that she can download a proof of completion on her wallet.

Lisa de Bruijn, student at University of Groningen Profile Occasion Completion Student at the University of Groningen Is in the second year of the bachelor Economics at the University of Groningen Wants to enrol for a semester at Ghent University Lisa receives the message that she has successfully completed her exchange and she can download her proof of completion. Lisa adds her proof of completion from her wallet to her subsidy application. This automatically triggers the completion process.

Communication explanation Pieter de Jong, Mobility and Scholarship Desk University of Groningen Profile Occasion Communication explanation Payment Employee at the Mobility and Scholarship Desk at the University of Groningen Responsible for arranging scholarships for exchange students at the University of Groningen Pieter receives a notification that Lisa’s exchange has been completed. In the system, the proof of completion is automatically checked for accuracy. Pieter uses the dossier data to determine what amount of money Lisa is still due for. An email is send by Pieter to Lisa, with the details regarding the last payment. Pieter takes care of the payment to Lisa.