Outbound Documentation Tool Student process notes This is a Tool in which you can update details for Study Abroad, check the status of required tasks, complete online tasks including completing a Pre-Departure Agreement, and upload relevant documents. You can also see here what items you have that you still need to complete for your placement, and in what part of the semester or year you should be completing them. 1. Log in to MySaint 2. Locate the “My Study Abroad Administration” task within “My Courses” and click on it. Now you’ll see a screen like this, showing you a checklist of all the items you need to complete for your placement. These are split into sections for things to do before you go, things to complete for when you arrive, before you leave, and on your return: You will see that each element has either a red cross or a green tick next to it. This shows whether or not the element has been completed. Some of the elements are completed by updating the task directly in the Outbound Documentation Tool; some of them are updated because you complete a task like attending a Pre-Departure briefing and because we then update your record for you; and some are completed because you upload a document to the Tool yourself. The tasks are dependent on your type of placement. Click the link below to access the relevant section of this guide for your placement type. 1
Transcript
Outbound Documentation ToolStudent process notes
This is a Tool in which you can update details for Study Abroad, check the status of required tasks, complete online tasks including completing a Pre-Departure Agreement, and upload relevant documents.
You can also see here what items you have that you still need to complete for your placement, and in what part of the semester or year you should be completing them.
1. Log in to MySaint
2. Locate the “My Study Abroad Administration” task within “My Courses” and click on it.
Now you’ll see a screen like this, showing you a checklist of all the items you need to complete for your placement. These are split into sections for things to do before you go, things to complete for when you arrive, before you leave, and on your return:
You will see that each element has either a red cross or a green tick next to it. This shows whether or not the element has been completed.
Some of the elements are completed by updating the task directly in the Outbound Documentation Tool; some of them are updated because you complete a task like attending a Pre-Departure briefing and because we then update your record for you; and some are completed because you upload a document to the Tool yourself.
The tasks are dependent on your type of placement. Click the link below to access the relevant section of this guide for your placement type.
Study Abroad placement – not in Europe (non-Erasmus+) ………………………………………………. p3
Study Abroad placement – in Europe (Erasmus+) ………………………………………………. p9
Work Abroad placement – not in Europe (non-Erasmus+) ………………………………………………. p18
Work Abroad placement – in Europe (Erasmus+) ………………………………………………. p24
Work placement - UK ………………………………………………. p33
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For students on study abroad placements – not in Europe (non-Erasmus+) there is also an online learning agreement facility. Details of how to use that task are below at p38
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Study Abroad placement – not in Europe (non-Erasmus+)
As mentioned above, the tasks you will see are dependent on your type of placement. For this type of placement, you will see a screen like this showing all of the tasks you should complete.
They are split into sections. Under the column “Before I go” you have the following four tasks:
1. Attend the Pre-Departure compulsory meeting.
This is an event run by the Global Office and you will be informed about it. We will take a record of your attendance and update the Tool for in the days after the meeting.
2. Complete the Pre-Departure Agreement and accept Study Abroad Terms and Conditions.
This is a two-stage task. Firstly, you should click on the blue link to the Study Abroad Terms and Conditions. This will take you to our website. Select the link for Programme terms and conditions,
and then the ones related to your type of placement, then read them and make sure you understand them.
You will be asked to confirm you accept them as part of the Pre-Departure Agreement. Acceptance is a mandatory part of your eligibility for Study Abroad.
Next, click the button marked “Begin pre-departure task”.
The task asks you five questions. You must answer them all. To do so, simply select the drop-down box on each question and answer it. These responses will feed through to our administrative view of your Agreement. Completing the task will update that element and mark it with a green tick.
The next two elements in your “Before I go” section are validated when you complete a requirement outside of the tool.
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3. The first is complete when you meet academic requirements to proceed to Honours which is a condition of your placement. This will be updated for you before your placement begins.
4. The second is complete when you finish Online Matriculation through the normal process each academic year. Both will be updated for you when they have been done.
The next section is “When I arrive”. There are two elements to complete here.
1. The first element is to ensure we have your correct contact details. This is extremely important so that we can contact you in case of need, so you must make sure they are always up-to-date. Once you reach your accommodation for your placement, you should click on the “Update contact address” link, update the information in the table below, and this will feed through to our other systems for you.
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Although this will be marked complete once you have done this, you should remember to update your details through the normal task in MySaint any other time you move location within the same Study Abroad period.
2. The second element is an online task to allow you to complete a Learning Agreement with your Study Abroad Co-ordinator. You use this task to request the subject/s and module/s for your placement.
The period you see should match the one you are studying abroad for – if it doesn’t, don’t worry as you can tell us about any changes in the system. Full guidance notes for completing the learning agreement element are below.
The next section is “Before I leave”. This section is not relevant if you are a study abroad student outside of Europe and/or not in the Erasmus+ programme. Nothing will show here, and you should not have anything to complete in this section.
The final section is “On my return”. There is one item to complete here.
1. This task requires you to upload a document called a “Student Report Form”. This is a form that is used by the Global Office to help monitor placements abroad. We value your responses highly and rely on them to tell us about any issues, or any positives related to your placement. You will be sent a form by the Global Office at the end of your placement.
Once you have completed the form, save it to your computer and click “Upload form”.
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This will take you to a simple upload function. You can click “Browse my computer” to locate the file to upload.
Next, select the file you want to upload. The system will show you the file name and size and open a box in which you should enter a name for the file, before clicking “Upload”.
The Tool will tell you when the upload has been successful, and the file should be available for you to view by clicking on the file title.
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Once you are happy with the upload, click “Continue”.
Now you will be taken to another screen where you can view, or remove the file, by either clicking the pen symbol or the dustbin symbol. If you are happy, click “Exit” to go back to the main page in the Tool. If required, you can delete and then upload another file.
Once uploaded, and after you have clicked “Exit” you will be returned to the main screen and will see that the task is ticked green and is now complete.
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Study Abroad placement – in Europe (Erasmus+)
As mentioned above, the tasks you will see are dependent on your type of placement. For this type of placement, you will see a screen like this showing all of the tasks you should complete.
They are split into sections. Under the column “Before I go” you have the following six tasks:
1. Attend the Pre-Departure compulsory meeting.
This is an event run by the Global Office and you will be informed about it. We will take a record of your attendance and update the Tool for in the days after the meeting.
9
2. Complete the Pre-Departure Agreement and accept Study Abroad Terms and Conditions.
This is a two-stage task. Firstly, you should click on the blue link to the Study Abroad Terms and Conditions. This will take you to our website. Select the link for Programme terms and conditions, and then the ones related to your type of placement, then read them and make sure you understand them.
You will be asked to confirm you accept them as part of the Pre-Departure Agreement. Acceptance is a mandatory part of your eligibility for Study Abroad.
Next, click the button marked “Begin pre-departure task”.
The task asks you five questions. You must answer them all. To do so, simply select the drop-down box on each question and answer it. These responses will feed through to our administrative view of your Agreement. Completing the task will update that element and mark it with a green tick.
The next element in your “Before I go” section is validated when you complete a requirement outside of the tool.
3. This is complete when you meet academic requirements to proceed to Honours which is a condition of your placement. This will be updated for you before your placement begins.
4. Next, you have the ability to access a tool to update your bank details. You should always check that you have the relevant bank details listed in MySaint.
This task feeds through to your details and allows you to add the account information so that we can make payments to you for your Erasmus+ grant.
Once you have completed it, the task will show with a green tick next to that element.
5. Next you need to ensure that you have checked, signed, and returned your Erasmus+ contract. This will be sent to you via email after your placement has been confirmed, in the summer. You should check it carefully, complete any missing elements, sign it, and return it to the Global Office at [email protected]
We will upload it for you, and you will be able to see it by clicking “View contract”.
6. The sixth task is complete when you finish Online Matriculation through the normal process each academic year. Both will be updated for you when they have been done.
The next section is “When I arrive”. There are four elements to complete here.
1. The first element is to ensure we have your correct contact details.
This is extremely important so that we can contact you in case of need, so you must make sure they are always up to date. Once you reach your accommodation for your placement, you should click on the “Update contact address” link, update the information in the table below, and this will feed through to our other systems for you.
Although this will be marked complete once you have done this, you should remember to update your details through the normal task in MySaint any other time you move location within the same Study Abroad period.
2. Task two is to upload a completed Learning Agreement.
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This will be sent to you at the start of your placement, and should be completed by you, your Study Abroad Co-ordinator, the host institution, and finally should be signed by the Global Office.
Once complete, it can be uploaded by clicking on the button “Upload Learning Agreement”.
This will take you to a simple upload function. You can click “Browse my computer” to locate the file to upload.
Next, select the file you want to upload. The system will show you the file name and size and open a box in which you should enter a name for the file, before clicking “Upload”.
The Tool will tell you when the upload has been successful, and the file should be available for you to view by clicking on the file title.
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Once you are happy with the upload, click “Continue”.
Now you will be taken to another screen where you can view, or remove the file, by either clicking the pen symbol or the dustbin symbol. If you are happy, click “Exit” to go back to the main page in the Tool. If required, you can delete and then upload another file.
Once uploaded, and after you have clicked “Exit” you will be returned to the main screen and will see that the task is ticked green and is now complete.
3, 4. Items 3 and 4 are both for upload of receipts for your Erasmus+ grant payments.
Grants are paid in instalments. You will receive 80% before or near the start of your placement as long as you have completed the required tasks beforehand, including returning a fully signed contract to us. Second and third instalments are released during the placement, and once the previous instalments have been receipted.
Each time we make a payment, we will contact you with a copy of the receipt and a request to complete it. When you receive this, you should check that you have the funds in your account, then upload a receipt to the relevant task within the Tool.
The uploads work in the same way as described above.
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“Before I leave” contains two important tasks which verify that your placement has been successful and confirm dates.
1. The first task is to upload a Certificate of Attendance. We will email you with the document near the end of your placement. You need to ask your host institution to complete it with the start and end dates of your placement, and then you should upload it (as described above), by clicking “Upload certificate”.
The dates on this certificate will be used to make final calculations on your Erasmus+ grant and may amend the amount on your original contract. We cannot pay the final instalment until we have received this document.
Some institutions will not provide this, in which case, please contact us directly at [email protected] to discuss the alternative.
2. The second task is another upload, once more important to verify the placement. The Completion of Mobility Document, sometimes called a final learning agreement, is where the host and you agree that the placement was successful.
Again, we will send a copy of this to you near to the end of your placement.
Please upload this to the Tool by clicking “Upload mobility document”.
The final section is “On my return”. This has three tasks to finalise your placement.
1. Your third Erasmus+ grant receipt. This is acknowledgement that you have received your final 10% payment.
We will send you a copy of the form for completion. Please upload it here by clicking “Upload receipt”.
2. A Student Report Form.
This is a form that is used by the Global Office to help monitor placements abroad. We value your responses highly and rely on them to tell us about any issues, or any positives related to your placement. You will be sent a form by the Global Office at the end of your placement.
Once you have completed the form, save it to your computer and click “Upload form”, then follow the steps for uploading documents above.
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3. Finally, you should complete a British Council feedback form.
A link to this will automatically be sent to you once the placement has ended. It is a condition of the Erasmus+ programme and of the funding involved.
Once we know that it is complete, we will update the element to mark it with a green tick.
17
Work Abroad placement – not in Europe (non-Erasmus+)
As mentioned above, the tasks you will see are dependent on your type of placement. For this type of placement, you will see a screen like this showing all of the tasks you should complete.
They are split into sections. Under the column “Before I go” you have the following four tasks:
1. Attend the Pre-Departure compulsory meeting.
This is an event run by the Global Office and you will be informed about it. We will take a record of your attendance and update the Tool for in the days after the meeting.
2. Complete the Pre-Departure Agreement and accept Study Abroad Terms and Conditions.
18
This is a two-stage task. Firstly, you should click on the blue link to the Study Abroad Terms and Conditions. This will take you to our website. Select the link for Programme terms and conditions, and then the ones related to your type of placement, then read them and make sure you understand them.
You will be asked to confirm you accept them as part of the Pre-Departure Agreement. Acceptance is a mandatory part of your eligibility for Study Abroad.
Next, click the button marked “Begin pre-departure task”.
The task asks you five questions. You must answer them all. To do so, simply select the drop-down box on each question and answer it. These responses will feed through to our administrative view of your Agreement. Completing the task will update that element and mark it with a green tick.
The next two elements in your “Before I go” section are validated when you complete a requirement outside of the tool.
3. The first is complete when you meet academic requirements to proceed to Honours which is a condition of your placement. This will be updated for you before your placement begins.
4. The second is complete when you finish Online Matriculation through the normal process each academic year. Both will be updated for you when they have been done.
The next section is “When I arrive”. There are two elements to complete here.
1. The first element is to ensure we have your correct contact details. This is extremely important so that we can contact you in case of need, so you must make sure they are always up to date. Once you reach your accommodation for your placement, you should click on the “Update contact address” link, update the information in the table below, and this will feed through to our other systems for you.
20
Although this will be marked complete once you have done this, you should remember to update your details through the normal task in MySaint any other time you move location within the same Study Abroad period.
2. The second element is an online task to allow you to upload a completed Work Placement Agreement.
You should complete this with your Work Abroad Co-ordinator, your host institution, and sign it yourself. It should also be signed by the Global Office.
Once complete, you should upload it here, using the “Upload agreement” button.
This will take you to a simple upload function. You can click “Browse my computer” to locate the file to upload.
Next, select the file you want to upload. The system will show you the file name and size and open a box in which you should enter a name for the file, before clicking “Upload”.
21
The Tool will tell you when the upload has been successful, and the file should be available for you to view by clicking on the file title.
Once you are happy with the upload, click “Continue”.
Now you will be taken to another screen where you can view, or remove the file, by either clicking the pen symbol or the dustbin symbol. If you are happy, click “Exit” to go back to the main page in the Tool. If required, you can delete and then upload another file.
Once uploaded, and after you have clicked “Exit” you will be returned to the main screen and will see that the task is ticked green and is now complete.
22
The next section is “Before I leave”. This section is not relevant if you are a study abroad student outside of Europe and/or not in the Erasmus+ programme. Nothing will show here, and you should not have anything to complete in this section.
“On my return” is the last section. There is one task here.
This is a form that is used by the Global Office to help monitor placements abroad. We value your responses highly and rely on them to tell us about any issues, or any positives related to your placement. You will be sent a form by the Global Office at the end of your placement.
Once you have completed the form, save it to your computer and click “Upload form”, then follow the steps for uploading documents above.
Work Abroad placement – in Europe (Erasmus+)
As mentioned above, the tasks you will see are dependent on your type of placement. For this type of placement, you will see a screen like this showing all of the tasks you should complete.
23
They are split into sections. Under the column “Before I go” you have the following six tasks:
1. Attend the Pre-Departure compulsory meeting.
This is an event run by the Global Office and you will be informed about it. We will take a record of your attendance and update the Tool for in the days after the meeting.
2. Complete the Pre-Departure Agreement and accept Study Abroad Terms and Conditions.
This is a two-stage task. Firstly, you should click on the blue link to the Study Abroad Terms and Conditions. This will take you to our website. Select the link for Programme terms and conditions,
and then the ones related to your type of placement, then read them and make sure you understand them.
You will be asked to confirm you accept them as part of the Pre-Departure Agreement. Acceptance is a mandatory part of your eligibility for Study Abroad.
Next, click the button marked “Begin pre-departure task”.
The task asks you five questions. You must answer them all. To do so, simply select the drop-down box on each question and answer it. These responses will feed through to our administrative view of your Agreement. Completing the task will update that element and mark it with a green tick.
The next element in your “Before I go” section is validated when you complete a requirement outside of the tool.
25
3. This is complete when you meet academic requirements to proceed to Honours which is a condition of your placement. This will be updated for you before your placement begins.
4. Next, you have the ability to access a tool to update your bank details. You should always check that you have the relevant bank details listed in MySaint.
This task feeds through to your details and allows you to add the account information so that we can make payments to you for your Erasmus+ grant.
Once you have completed it, the task will show with a green tick next to that element.
5. Next you need to ensure that you have checked, signed, and returned your Erasmus+ contract. This will be sent to you via email after your placement has been confirmed, in the summer. You should check it carefully, complete any missing elements, sign it, and return it to the Global Office at [email protected]
We will upload it for you, and you will be able to see it by clicking “View contract”.
6. The sixth task is complete when you finish Online Matriculation through the normal process each academic year. Both will be updated for you when they have been done.
The next section is “When I arrive”. There are four elements to complete here.
1. The first element is to ensure we have your correct contact details.
This is extremely important so that we can contact you in case of need, so you must make sure they are always up to date. Once you reach your accommodation for your placement, you should click on the “Update contact address” link, update the information in the table below, and this will feed through to our other systems for you.
27
Although this will be marked complete once you have done this, you should remember to update your details through the normal task in MySaint any other time you move location within the same Study Abroad period.
2. Task two is to upload a completed Work Placement Agreement.
This will be sent to you at the start of your placement, and should be completed by you, your Study Abroad Co-ordinator, the host institution, and finally should be signed by the Global Office.
Once complete, it can be uploaded by clicking on the button “Upload agreement”.
This will take you to a simple upload function. You can click “Browse my computer” to locate the file to upload.
Next, select the file you want to upload. The system will show you the file name and size and open a box in which you should enter a name for the file, before clicking “Upload”.
The Tool will tell you when the upload has been successful, and the file should be available for you to view by clicking on the file title.
28
Once you are happy with the upload, click “Continue”.
Now you will be taken to another screen where you can view, or remove the file, by either clicking the pen symbol or the dustbin symbol. If you are happy, click “Exit” to go back to the main page in the Tool. If required, you can delete and then upload another file.
Once uploaded, and after you have clicked “Exit” you will be returned to the main screen and will see that the task is ticked green and is now complete.
3, 4. Items 3 and 4 are both for upload of receipts for your Erasmus+ grant payments.
Grants are paid in instalments. You will receive 80% before or near the start of your placement as long as you have completed the required tasks beforehand, including returning a fully signed contract to us. Second and third instalments are released during the placement, and once the previous instalments have been receipted.
Each time we make a payment, we will contact you with a copy of the receipt and a request to complete it. When you receive this, you should check that you have the funds in your account, then upload a receipt to the relevant task within the Tool.
The uploads work in the same way as described above.
29
“Before I leave” contains two important tasks which verify that your placement has been successful and confirm dates.
1. The first task is to upload a Certificate of Attendance. We will email you with the document near the end of your placement. You need to ask your host institution to complete it with the start and end dates of your placement, and then you should upload it (as described above), by clicking “Upload certificate”.
The dates on this certificate will be used to make final calculations on your Erasmus+ grant and may amend the amount on your original contract. We cannot pay the final instalment until we have received this document.
30
Some institutions will not provide this, in which case, please contact us directly at [email protected] to discuss the alternative.
2. The second task is another upload, once more important to verify the placement. The Completion of Mobility Document, sometimes called a final work placement agreement, is where the host and you agree that the placement was successful.
Again, we will send a copy of this to you near to the end of your placement.
Please upload this to the Tool by clicking “Upload mobility document”.
The final section is “On my return”. This has three tasks to finalise your placement.
1. Your third Erasmus+ grant receipt. This is acknowledgement that you have received your final 10% payment.
We will send you a copy of the form for completion. Please upload it here by clicking “Upload receipt”.
2. A Student Report Form.
This is a form that is used by the Global Office to help monitor placements abroad. We value your responses highly and rely on them to tell us about any issues, or any positives related to your placement. You will be sent a form by the Global Office at the end of your placement.
Once you have completed the form, save it to your computer and click “Upload form”, then follow the steps for uploading documents above.
3. Finally, you should complete a British Council feedback form.
A link to this will automatically be sent to you once the placement has ended. It is a condition of the Erasmus+ programme and of the funding involved.
Once we know that it is complete, we will update the element to mark it with a green tick.
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Work placement - UK
As mentioned above, the tasks you will see are dependent on your type of placement. For this type of placement, you will see a screen like this showing all of the tasks you should complete.
They are split into sections. Under the column “Before I go” you have the following four tasks:
1. Attend the Pre-Departure compulsory meeting.
This is an event run by the Global Office and you will be informed about it. We will take a record of your attendance and update the Tool for in the days after the meeting.
2. Complete the Pre-Departure Agreement and accept Study Abroad Terms and Conditions.
This is a two-stage task. Firstly, you should click on the blue link to the Study Abroad Terms and Conditions. This will take you to our website. Select the link for Programme terms and conditions,
and then the ones related to your type of placement, then read them and make sure you understand them.
You will be asked to confirm you accept them as part of the Pre-Departure Agreement. Acceptance is a mandatory part of your eligibility for Study Abroad.
Next, click the button marked “Begin pre-departure task”.
The task asks you five questions. You must answer them all. To do so, simply select the drop-down box on each question and answer it. These responses will feed through to our administrative view of your Agreement. Completing the task will update that element and mark it with a green tick.
34
The next two elements in your “Before I go” section are validated when you complete a requirement outside of the tool.
3. The first is complete when you meet academic requirements to proceed to Honours which is a condition of your placement. This will be updated for you before your placement begins.
4. The second is complete when you finish Online Matriculation through the normal process each academic year. Both will be updated for you when they have been done.
The next section is “When I arrive”. There are two elements to complete here.
2. The second element is an online task to allow you to upload a completed Work Placement Agreement.
You should complete this with your Work Abroad Co-ordinator, your host institution, and sign it yourself. It should also be signed by the Global Office.
Once complete, you should upload it here, using the “Upload agreement” button.
35
This will take you to a simple upload function. You can click “Browse my computer” to locate the file to upload.
Next, select the file you want to upload. The system will show you the file name and size and open a box in which you should enter a name for the file, before clicking “Upload”.
The Tool will tell you when the upload has been successful, and the file should be available for you to view by clicking on the file title.
Once you are happy with the upload, click “Continue”.
36
Now you will be taken to another screen where you can view, or remove the file, by either clicking the pen symbol or the dustbin symbol. If you are happy, click “Exit” to go back to the main page in the Tool. If required, you can delete and then upload another file.
Once uploaded, and after you have clicked “Exit” you will be returned to the main screen and will see that the task is ticked green and is now complete.
The next section is “Before I leave”. This section is not relevant if you are a study abroad student outside of Europe and/or not in the Erasmus+ programme. Nothing will show here, and you should not have anything to complete in this section.
“On my return” is the last section. There is one task here.
This is a form that is used by the Global Office to help monitor placements abroad. We value your responses highly and rely on them to tell us about any issues, or any positives related to your placement. You will be sent a form by the Global Office at the end of your placement.
Once you have completed the form, save it to your computer and click “Upload form”, then follow the steps for uploading documents above.
37
Online learning agreementStart by clicking “Create learning agreement”.
This will take you to a screen describing some of the processes and rules for the learning agreement and linking to our website for details on your Study Abroad Co-ordinator, and our Policy on Credits and Grade Conversion for Study Abroad.
Once you have read and understood the details here, click “Continue” to go to the next page.
The first thing you’ll see here is your details – your student id, username, forename and surname.
Underneath this, you will see one or more sections for each of the periods you are abroad.
If you are studying abroad for one semester, you will only see one section for that period. If you are studying abroad for a full year, you will see at least three sections – semester one, semester two, and full year.
Some study abroad partners have a trimester system and if you are at one of these for your study abroad period, you will see another section for semester three.
For each one, you need to enter the subject/s you will be taking for that period, and the modules within those subjects.
If you are not doing any subjects in one or more period that is visible, then you do not need to complete them all (e.g. you might be studying abroad for a full year, but you might only have semester one and semester two subjects and modules, with no full-year subjects or modules – in this scenario, you don’t need to complete anything in the full-year section).
The process for entering Subject/s and Module/s is the same for each period as below:
First, click on the button “Apply S1/S2/Y1 Subject/Modules”.
Now you will see a list of your details, including your degree intention, host institution, academic year of placement, and placement duration.
If any of this information is incorrect, write a note describing what is wrong in the box provided, and click send – this will send an email to us and we will check, amend and confirm the issue with you.
Below this, you’ll see a description of how to use the Online Learning Agreement. You can refer to this for instructions on how to complete the learning agreement.
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They are outlined here too:
You must select a Subject for each subject you are studying abroad and for each period in which you are studying that subject abroad. For example, if you are studying History in Semester One, Semester Two, and you have History modules that take place across the Full Year, you must select History as a Subject in all three periods.
You must select the full details for a Subject with all the Modules being taken for that Subject for each period once at a time. In other words, you have to select all details for Semester One, before you enter anything for Semester Two or Full Year. You don’t have to do this in order, but you do have to complete the whole period before moving to another.
If you are studying at the University of California, or some other placement providers, you may have a trimester set up and so you will need to select Subject/s and Module/s for Semester Three as well.
You should first add any Subjects per period abroad and you can then go back to add Modules. You can select one or more Subjects depending on whether you are a single or joint honours student, and whether you are studying one or more Subjects in that period abroad.
Once you have added your Subject/s to a period, you must then add Modules to that Subject.
When you select a Subject, and when you select a Module, you will be asked to enter the number of credits you are taking for each element. You can answer with Host Institution credits, St Andrews credits, or ECTS credits depending on what information the host institution provides. Please always select the same type of credit throughout the learning agreement (i.e. always Host Institution credits, or always St Andrews credits).
The credits for all of the Modules under one Subject must equal the total number of credits you declared for that Subject for each period.
You must take 60 St Andrews credits per semester abroad (this is equal to 30 ECTS credits). When you have finished each Subject and the Modules for each one, you must submit each
period separately using the “Submit” button at the bottom of the screen. When you submit your choices, your Study Abroad Co-ordinator/s will assess your choices
and either approve or reject each one. You will see the status of your selections on the main screen of your Tool. If they reject any Module, you must enter the system again to delete the rejected Module
and add a new choice – this will then be assessed again by your Study Abroad Co-ordinator. If you have had your selections approved, this will show in the Tool, but you can still request
changes if, for example, your Host Institution indicates that you are not eligible for the chosen Module, or if it is not being offered during that period.
Below the instructions, you will see a section called “Subject list”. This will show the Subjects you have added per period once they have been selected. Eventually your Module choices will display here too.
To add a Subject, go to the “Add Subject” section.
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Using the drop-down list, select your Subject that you will be studying abroad.
You should already have talked to your School about this and had approval for specific Subjects for study abroad, so please ensure you select the relevant Subjects from the list.
The Period section is fixed for the period that the section of the Tool you are in relates to.
Next, use the drop-down to select the Type of credit – enter whichever type you have the details for from your Subject/Module list at the partner institution.
Now free type the amount of credits into the next section, Credit. This should be the total credits for the Subject for that period (semester or full year) for the moment.
There is a comments box if you need to make a note to support your choice. You do not need to use this if there is no detail to pass on to your Study Abroad Co-ordinator.
Once you have entered all of this for your Subject, click “Add”.
This will now appear in the Subject list above, and you can repeat the process to add other Subjects for that period if you need to.
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When you have entered all of the Subjects you need to for that period, you should add the Modules to each Subject.
You can do this by clicking the button marked “Update Subject & Module” in the Subject list section.
This takes you to a similar screen as for the Subject.
This time, though there are two sections in which you can enter details.
The first is to update your Subject – only use this to correct any errors with your original Subject submission. If your Subject/s are correct, leave this and scroll down to the Module section below.
Here, you will see a Module list and a section to Add module as for the Subject.
In the “Module code” section, add the code for the Module from the host institution (e.g. EN1003).
In “Module name” write the name of the Module (e.g. Renaissance Texts).
The “Period” section is fixed to the period you are selecting Modules for.
Follow the same steps as described above for “Type of credit” and “Credit”, ensuring you use the same type as you did for the Subject earlier.
Again, you can add a note to support your Module selection if you wish.
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Once you have completed your choice, click “Add”, and repeat this until you have added all the Modules for this specific Subject and period.
Once added, this will display in the Module list.
If you make an error, you can remove or change it using the “Update Module” button on the Module list section.
Here you can make changes or remove the Module entirely. If you are happy with your Module choices, you do not need to use the “Update Module” button.
You may leave the system after adding one or more Modules, but until you have added the correct number of Modules that meet the same credit total as you have entered for your Subject, and until you submit those selections for each period the process will not be complete.
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You may add as many Modules to each Subject as you need to in order to make up the total required for the Subject. As you add them, they will continue to appear in the Module list.
When you have finished adding Modules to your Subject, click “Continue” at the bottom of the page.
This will take you back to the Subject screen, and your Module selections will now appear within the Subject list.
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You can add more Subjects here, and then repeat the process to add Modules beneath each Subject.
If you have finished, you should click “Submit”.
Clicking “Submit” will submit the selection for that period and then take you back to the page where you can see all potential periods for your study abroad.
You will see the elements you have submitted under the period that has been completed, marked with a green header.
The listing will show you how many credits you have selected, and a summary of the modules and their credits.
It will also show you the status of your submission (if it is the first time you have submitted, and you have not made any corrections in the process of submitting, this will be “New Request”).
Finally, it will also show you who will be approving your selections.
Following the same steps as above, you can complete similar requests for the other periods of your study abroad placement.
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After you have added all of the Subjects and Modules for all of the periods that you need to, you should click “Exit” at the bottom of this screen.
Doing this will send the request to your Study Abroad Co-ordinator and bring you back to the main screen. If you then select “My Study Abroad Administration” again, you can see the status of you Learning Agreement request in your Outbound Documentation Tool.
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You will receive notifications to indicate when a decision has been made on your Learning Agreement, and you should check the Outbound Documentation Tool regularly too to see if the requests have been confirmed or if you have other actions to complete.
If your request, or any part of your request has been rejected by your Study Abroad Co-ordinator, you will see this in the Tool, and you must go back into the Learning Agreement to remove the rejected Module/s or Subject/s and request replacement/s.
To do this, click “Update learning agreement” and click “Continue” to go through to the summary of your learning agreement Subjects and Modules. Here, you will see what has been approved and/or rejected.
You will need to click “Apply S1/S2/Y1 Subject/Modules” against the relevant period to change your selection.
In the “Subject list” here, you will see the summary of your Subject/s and Module/s and which has been rejected. There will be a note from the Study Abroad Co-ordinator explaining the reason for the rejection.
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You can click on the note symbol within this list to see the note if you wish. It is also visible within the Module detail where you can check and change the Module – do this by clicking “Update Subject & Module”.
Inside the Subject & Module detail, you will have the Module list as before, with a similar section as above for the Subject list. In the Module list, you can also click the note button, but to make the changes you need, you should click “Update Module”.
Inside this level, the note will appear above the Module detail.
On the Module detail itself, you will need to select “Remove” to change this and replace it with another.
The Module will now appear in the Module list as “Deleted”.
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To replace it, follow the same steps as before to add a new Module. Once complete and submitted, this will appear for the Study Abroad Co-ordinator to assess as before.
If, for any reason you need to change an approved Learning Agreement, you can follow the same steps to do this. You should contact your Study Abroad Co-ordinator prior to doing this, to check whether they are happy for you to do so, and to alert them that they will need to check and assess your new selections. You might need to do this because a Module has become unexpectedly unavailable at your host institution, for example.
