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This page explains the expert assessment of KA171-HED - Mobility of higher education students and staff supported by external policy funds projects, applications or reports, from the My Assessments screen in Assessment module. The specifics for consolidation and editing assignments for these type of assessments are also explained on this page. 


KA171-HED - Mobility of higher education students and staff supported by external policy funds projects support physical and blended mobility of higher education students and staff from/to third countries not associated to Erasmus+. Students in all study fields and cycles can take part in a study period or traineeship abroad. Higher education teaching and administrative staff can take part in professional development activities abroad, as well as staff from the field of work in order to teach and train students or staff at higher education institutions.

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

 

Prerequisites

  • Assignment to assess KA171-HED - Mobility of higher education students and staff supported by external policy funds project given by the National Agency
  • Available under My Assessments in assignment status Assignment ongoing

Steps


1. Access "My Assessments" from Single Entry Point

Log in to the Single Entry Point and select My Assessments from Assessments. The My Assessments screen opens with the Search Filter and the Search results panels, displaying all your available assignments.

See My Assessments for details on the basic functionalities of this screen. 

Access My Assessments from Single Entry Point


2. Filter your assignment(s) and open the expert assignment to work on

Expert assignments requiring your attention will be in status Assignment Ongoing

You can use the available Search and filter options to filter the results list according to your needs. In our example, we search for projects for Action type KA171-HED, call year 2022. 

To open the assessment to work on, click on the hyperlinked Project code, or click on the Actions button in the Actions column and select the option Open assessment

Filter your assignment(s) and open the expert assignment to work on

 

3. The "Assessment Details" open

The Assessment Details screen opens in a new tab. Project information is by default selected in the Navigation menu.

Information

You may have to use the scroll bars of your browser to see all available information in the Assessment Details. 

The Assessment Details screen opens


 

4. Specifics of the KA171-HED "Assessment Details" screen

4.1. Header specifics

The header in the Assessment Details screen displays basic information about the project under assessment. In our example, we are assessing a KA171-HED application. By default, the header only shows key details. To expand and view further information, click the available down arrow. 

Example of header for KA171 assessment

The expanded header displays an overview table of the assessment criteria and the assessment results of the expert(s):

  1. Criteria column - displaying:
    1. One row per region to be assessed
    2. Scoring, displaying the total score of the assessment. Initially displays /100 
  2. Expert column(s) - initially empty. Will update automatically as the assessment is completed according to the information and scores provided.  

One column for each expert, consolidator and/or editor involved may become available in this overview table over the course of the assessment cycle.

The content in the expert column updates automatically as the assessment form is filled in and will display the outcome of the assessment, once all required information is provided.

In our example, two regions, Pacific (Region 8) and Asia (Region 5), are displayed in the overview table of the header.  

Example of expanded header for KA171 assessment with overview table displaying Regions to be assessed

4.2. "Award Criteria" specifics - Region specific "Award criteria" tabs 

When accessing the Award criteria for a KA171-HED assessment, you will notice two main sections within the Expert specific tab:

  • General Questions - displaying the relevant field(s) and score(s) to be completed for the general Award criteria. 
    • The General Questions must be completed only once per project.
  • Regional Questions - displaying subtabs per Region to be assessed; each containing the relevant field(s) and score(s) to be completed for each. Regions correlate to the Regions displays in the overview table of the Assessment details header. The Total score per region is also displayed. The score per region is automatically calculated as the assessment is filled in. 
    • The Regional Questions must be completed for each region.
    • The Total score per region is the sum of the score of the general questions and the score provided for the region. 

If the organisation applies, as in the example below, for regional partnerships within the regions Pacific (Region 8) and Asia (Region 5), the Award criteria section of the assessment will display:

  1. General Questions
  2. Regional Questions with subtabs for:
    • Pacific (Region 8)
    • Asia (Region 5)

You can Open/Collapse the criteria for each section, using the available button.

Award criteria with General and Regional Questions

Take note

As soon as you fill in one field for a region, the relevant subtab will change its colour from grey to orange. Only when all information and scores are provided for a region will the assessment result for the Award criteria be indicated on the relevant subtab. The Total score region per region is displayed either in green, indicating a positive outcome or in red, indicating a negative outcome. 

This example shows the Award criteria for an assessment with a single region, in our example USA and Canada (Region 12). The region specific subtab is marked in orange, indicating that some information in this screen has been provided, but is not yet complete. The Total score field is also marked in orange, as no score has yet been given to any Award criteria.

Example of Regional Questions in Award criteria with partially filled in information

 

5. Review the documentation of the application in the "Project information" section

When opened from My Assessments, an assessment always displays the Project Information by default. The information available here is relevant for the given assignment. 

Available subsections under Project Information include Application, Budget information, and Assessments

  • Application - contains the pdf version of the application submitted by the beneficiary organisation and all annexes submitted with it and the possibility to view the application form online
  • Budget information - contains information about the budget linked to the project
  • Assessments - only visible for completed expert assignments, as well as in consolidator and editor assignments; contains the pdf versions of already submitted assessments
    • Experts only have access to their own submitted assessment in this section after it was submitted

The following options may be available for the files: 

  • Download each file individually, using the Download PDF button, and
  • View as a PDF in your browser, using the See PDF on line button
  • View the Application form online, by clicking on the yellow See Application Details button. This option is specific to Application forms.

Review the Project information


 

6. Complete the "Award criteria" section 

Select Award criteria from the Navigation menu. This section contains the general criteria to be evaluated as well as the criteria per region.

Information

The assessment is automatically saved as you fill it in. After closing the form, even if not completed, you can open it again from My Assessments and continue the assessment.

The Award criteria opens on the expert specific tab, in our example Expert 1. Any other displayed tabs, associated for example to the other expert(s) participating in the assessment of the same project and/or the consolidator, are greyed out. You do not have access to these. 

The available subtabs under Regional Questions within the expert tab correlate to the regions as displayed in the overview table of the Assessment details header.

Take note

You may need to use the vertical scroll bar(s) in your browser to access all available fields per role to complete. 

Access the Award criteria from the Navigation menu

 

6.1. Provide "Comments" and "Scores" for Award criteria under General Questions

Provide the required information under General Questions for each Award criteria available. In our example, we only have to provide information on the Quality of the project design and cooperation arrangements. 

You must complete the Comments field(s) and provide a Score for each criteria.

The Comments field(s) have minimum and maximum amount of characters restrictions. When the maximum amount of characters is reached, a red 0 displays in the top right corner of the comment field. The maximum score that can be given for a criteria is displayed for your reference. If the value entered is above the defined threshold, the score indicator changes from orange to green. If the required threshold was not reached, it will change its colour to red. 

Provide comments and scores for Award criteria under General Questions

6.2. Provide "Comments" and "Scores" for the Award criteria under Regional Questions per region 

Access the Regional Questions part of the screen. The first available regional subtab is selected by default.

The Total score initially displays the score calculated using the score(s) provided for the General Questions of the Award criteria. As no scores are yet given for the regional award criteria, the Total score displays in orange. 

Provide the required information under General Questions for each Award criteria within the regional subtab available. In our example, we have to provide information on the Relevance of the strategy and Impact and dissemination.  

You must complete the Comments field(s) and provide a Score for each criteria in the same way as for the Award criteria under General Questions. 

Access the Regional Questions part of the screen

The outcome of the assessment is displayed in the region specific subtab if all award criteria have been evaluated and the scores have been provided. A green check displays if the required thresholds were reached. The Total score is updated with the Total score of the assessment for the region. 

In our example, the Pacific (Region 8) has been assessed and the subtab now displays the green check. The calculated Total score is also displayed in green, indicating the required threshold was reached.

Information

The Total score is the sum of the score of the general question and the total score for the region.

Provide comments and scores for Award criteria for first Region under Regional Questions

If applicable, access the next regional subtab, in our example Asia (Region 5). Complete the Award Criteria comments and provide a Score per award criterion as just explained.

Do this for all available regional subtabs in the assessment. In our example, both regional subtabs available for assessment now display the green check. The Total score is also updated for the second region assessed and displayed in green, meaning the required threshold was reached. 

Provide comments and scores for Award criteria for any other available Regions

Here is an example for the display of a regional subtab if the required threshold was not reached. A red X displays on the subtab and the calculated Total score is displayed in red.

Example of Award criteria if threshold not reached for a region

 

6.3. "Award criteria" section complete

When all information is provided in all subtabs, Award criteria in the Navigation menu is marked with a green check. 

Award criteria marked complete

The table in the header is updated with the outcome of the assessment. In our example, all thresholds have been reached. The scores are displayed in green in the table and the Threshold reached badge is updated accordingly. 

Important

The values displayed per region are calculated as the sum of the total score given under the General Questions and the total of the scores provided under the Regional Questions for the region in the Award criteria. 

Overview table in header of Assessment details updated with outcome

Here is an example of the overview table for an assessment where for one region, Neighbourhood East (Region 2), the required threshold was not reached. A tooltip is available. 

Example of overview table where for one region the required threshold was not reached

Here is an example of the overview table for an assessment where for all regions the required threshold was not reached. 

Example of overview table where for all regions the required threshold was not reached

 

7. Access and answer "Typology" questions

7.1. Use the radio buttons to answer the available questions

Click on Typology questions in the Navigation menu. 

This section contains a set of questions to be answered using the available radio buttons to select either Yes, No or NA, if available. The questions displayed vary depending on the roles the organisation applies for. 

Mandatory questions are marked with a red asterisk *.

Take note

You may need to use the vertical scroll bar(s) in your browser to access all questions to be answered. 

Access the Typology questions from the Navigation menu and answer the questions

7.2. "Typology questions" section complete

When all mandatory questions are answered, Typology questions in the Navigation menu is marked with a green check.

Typology questions marked complete

 

8. Complete the "Comments" section

Use the Navigation menu to access the Comments section.

The Comments section of an assessment allows the expert to provide additional commentary for the applicant and/or National Agency. Some comment fields are mandatory. Different comment fields may be available. The following options are possible:

  • Comments for the applicant 
  • Internal comments for the NA 
  • Recommendations on grant reduction for the NA

Comments that are mandatory are marked with a red asterisk *.

The maximum number of characters that can be used per available comment field in the Comments section is indicated in the top right corner of the text boxes, for example 5000 characters. The counter updates automatically while you type. If the maximum number of characters has been reached, a red is displayed and no more text can be added. No minimum number of characters is required for the comments fields in the Comments section of the assessment.

The Comment field size will expand automatically while you type. When all mandatory comments are provided, Comments in the Navigation is marked with a green check.

Access and complete the Comments section

 

9. Indicate if there is a "Conflict of interest" or not

9.1. "I declare absence of conflict of interest"

Click on Conflict of interest in the NavigationDeclare absence of conflict of interest

If there is no conflict of interest, confirm this by selecting the radio button for I declare absence of conflict of interest. After you confirm there is no conflict, all menu items in the navigation are marked with a green check, indicating completion. The Submit button becomes active.


9.2. "I declare conflict of interest"

If there is a conflict of interest, you must indicate it by clicking the radio button I declare conflict of interest. This will result in the Submit button not being activated and the assessment results cannot be submitted. The Conflict of interest section in the navigation will not receive the green check. No further action is required.

Take note

In case of a Conflict of interest, you should not perform the given assignment. To declare the conflict of interest for a specific project assessment:

  • In My Assessments, click the Actions button for the project assessment, then select the option Conflict of interest, or
  • In the Assessment Details screen, click Conflict of interest in the navigation.

Then check the option I declare conflict of interest.

Declare conflict of interest 


 

10. Click the "Submit" button and confirm to submit the assessment results 

After you have completed the assessment, you have to submit the results. 

If no conflict of interest was declared in the previous step and all mandatory information for the assessment is complete, the Submit button becomes active. Click on it to submit the assessment results. 

Click on the Submit button

Confirm the submission by clicking on the Confirm and Submit button in the pop-up dialogue box. A success message displays. 

Confirm the submission

The expert assessment is completed, all information on screen is greyed out and no more changes are possible. In the Project information, the submitted assessment is available as PDF file for download or to view in your browser. 

Assessment submitted and locked

 

11. Navigate back to "My Assessments" - Expert assignment completed

Navigate back to My Assessments

The status of the assignment is updated to Assignment completed. The Assignment submission date and Conflict of interest columns are filled in with the respective data. 

If you open the assignment again, it opens in a new tab in read-only mode. 

Assignment status updated in My Assessments


 

12. Consolidation assignment specifics

When working on a consolidator assignment for a KA171-HED project, the basic functionalities are the same as described under How to complete a consolidation assignment

When accessing the Award criteria for a KA171-HED assessment, you will notice two main sections within the Consolidator specific tab:

  • General Questions - displaying the relevant field(s) and score(s) to be completed for the general Award criteria. 
    • The General Questions must be completed only once per project.
  • Regional Questions - displaying subtabs per Region to be assessed; each containing the relevant field(s) and score(s) to be completed for each. Regions correlate to the Regions displays in the overview table of the Assessment details header. The Total score per region is also displayed. The score per region is automatically calculated as the assessment is filled in. 
    • The Regional Questions must be completed for each region.
    • The toal score per region is the sum of the score of the general questions and the score provided for the region. 

If the organisation applies, as in the example below, for regional partnerships within the regions Pacific (Region 8) and Asia (Region 5), the Award criteria section of the assessment will display:

  1. General Questions
  2. Regional Questions with subtabs for:
    • Pacific (Region 8)
    • Asia (Region 5)

You can Open/Collapse the criteria for each section, using the available buttons. 

Award criteria example in Consolidator assignment

For the comments to provide under the Award criteria, under General as well as Regional Questions, the consolidator has the option to insert the experts comments, as described under How to complete a consolidation assignment > 5.1. Complete Award criteria Comments using the Insert option

For the all available Award criteria a score must be given. The maximum score that can be given is displayed for each criteria for your reference. 

Provide Comments and Scores for Award criteria

In the regional subtab,s under Regional Questions, the outcome of the assessment for a region is displayed in the subtab if all award criteria have been evaluated and the scores have been provided. The total score will display in green if the required threshold was passed, in red if the assessment did not reach the required threshold. 

Information

The Total score is the sum of the score of the general question and the total score for the region.

Regional subtabs updated with outcome of assessment

When all Award criteria are completed (General and Regional questions for each region), Award criteria in the Navigation is marked with a green check. The assessment overview table in the header is updated with the outcome of the consolidation in the consolidator column. 

In our example, the assessment outcome was positive. All required thresholds were met. 

Important

The values displayed per region are calculated as the sum of the total score given under the General Questions and the total of the scores provided under the Regional Questions for the region in the Award criteria. 

Overview table in header of Assessment details updated with outcome

Continue with the consolidation by accessing the Typology questions. See How to complete a consolidation assignment > 6. Complete "Typology Questions" (if applicable) for the next steps and details.


 

13. Editor assignment specifics

When working on a editing assignment for a KA171-HED project, the basic functionalities are the same as described under How to complete an editing assignment

In an ongoing editing assignment, only the comment fields in the Award Criteria and Comments section can be updated by the expert assigned as Editor

When accessing the Award criteria for a KA171-HED editing assignment, you will notice two main sections within the Editor specific tab:

  • General Questions - displaying the relevant field(s) and score(s) to be completed for the general Award criteria
  • Regional Questions - displaying subtabs per Region to be assessed; each containing the relevant field(s) and score(s) to be completed for each. Regions correlate to the Regions displays in the overview table of the Assessment details header. 

If the organisation applies, as in the example below, for two regional partnerships, the Award criteria section of the assessment will display:

  1. General Questions
  2. Regional Questions with subtabs for:
    • Pacific (Region 8)
    • Asia (Region 5)

You can Open/Collapse the criteria for each section, using the available button.

The editor can access the available region specific subtabs tabs and make the required changes in the comments fields available, where required. No changes can be made on the scores.

Award criteria example in Editor assignment

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Expected Outcome

  • Assessment is submitted and locked, meaning it cannot be updated further.
  • The Assignment status of the submitted assignment changes to Assignment completed or, in the case of a declared conflict of interest, the assessment cannot be submitted and no further action is required from the expert.