AEC Project for a European Online Application System (EASY) for mobility among higher music education institutions

Join EASY!

The International Relations Coordinators of AEC member institutions have been suggesting for some years that AEC could develop a common European online applications system for ERASMUS and other mobility schemes applications, in order to overcome various obstacles such as the amount of paper work and the proliferation of different online systems and procedures.  In the framework of the European Funded project FULL SCORE, a task force of international relations experts (a subgroup of the AEC IRCs working group), supported by the IT company ASIMUT, selected the Estonian company Dreamapply to provide an IT solution which could meet the ambitious and unique needs of such a system at European level. With the input of the task force, the company has released the first version of the European Online Application System (EASY) in December 2016.  The system has been tested during the academic year 2016-2017 by the 41 AEC members institutions which took part in the first pilot phase. During Summer 2017 a new working group of experienced EASY users has been formed in order to work with Dreamapply on improvements to shape a fully customized and operational system for the academic year 2017-2018. During thatacademic year the system has been successfully used by 67 AEC member institutions. Since October 2018 the system is open also to institutions willing to exchange applications in other artistic disciplines (dance, theatre, fine arts, design, architecture)*.

Thanks to EASY the AEC is going to sign a Memorandum of Understanding with the European University Foundation in the framework of the EC funded project Erasmus Without Papers in order to follow up and influence developments in the field of the digitization of Erasmus procedures. You find the link to EASY here.

What are the benefits of using EASY?

  • Reducing paper work
  • Adapting to the various technical and structural requirements of AEC members institutions.
  • The students will be able to autonomously submit online applications (audio/video) for more than one receiving institution and (if accepted) choose and confirm their final mobility destination
  • The international offices will be able to easily handle the relations with their partners; verify, approve, return, forward applications; monitor the applications' status; finalize procedures.
  • The teachers and faculty management will be able to receive applications, submit evaluations, send feedback to international office

Why EASY is so special - a collaborative effort

  • It is the first and only system of this kind being multi-national and subject-based
  • It follows the same procedure for all institutions
  • Incoming and outgoing applications handled by the same system
  • System developments are centrally controlled by the AEC with direct inputs from the users
  • EASY is connecting to the EU Erasmus Without Papers Project
  • the more institutions join the better the system works
  • users can refer to fellow IRCs in the EASY working group for questions and help

What the Student can do with EASY

• Apply for exchange online
• Fill in application form (including study plan)
• Upload documents and media files
• Edit own data
• Confirm final decision

What the Coordinators can do with EASY

Manage ERASMUS SMS (Student Mobility for Study), Nordplus and other incoming and outgoing applications
• manage relations with partner institutions
• nominate students to apply for exchange
• share applications with media files with teaching committee
• send out acceptance letters with customizable templates and attachments
• generate exportable tables of applications
 

Highlighs of the system

•“controlled autonomy” of the student
• automatic emails
• catchy graphic design – user friendly
• email notifications from the system to the IRCs
• automatic nominations email to external institutions
• automatic confirmation of nominations from external institutions
• export of application data in Excel
  • a unique online tool to fill in the Learning Agreement, which is pre-filled with data from the study plan, is editable by both coordinators and students, who can put their electronic signature, save and print the documents of parts of it

EASY Task Force 2018-19

Sara Primiterra - AEC Office - EASY Project Manager
Lucia Di Cecca - Conservatorio di Musica Santa Ceclia, Rome, Italy - AEC Council Representative
Jose Luis Fernandez - Conservatorio Superior de Musica de Vigo, Spain
Salvatore Gioveni - Conservatoire Royale de Bruxelles, Belgium
Edda Hall - Iceland University of the Arts
Breck Shuyler - Dreamapply

do you have questions or comments to the Easy Task Force? please mail Sara at events@aec-music.eu

How to Use EASY?

Dreamapply and the EASY working group have been developing user's manual in order to facilitate the use of the system using the lowest possible amount of IT support hours! Please check them out!

NEW -  EASY Code of Conduct 2018-19
NEW  - EASY Standard Application Form Guide 2018-19
NEW - Deleted Extra Fields App Form
NEW - Workflow for External Institutions
NEW - Workflow for Students and Coordinators (presentation)

How to EASY Works - How to set up EASY
How to manage the status of an application - How nominations are managed by the system
Sharing an application with the reviewers
Sharing multiple applications
Generating letter templates
How to Generate Export Tables
Learning Agreement Presentation

Other than these user's manuals, EASY is regularly presented through demonstrations and workshop at the AEC's Annual Meeting for International Relations Coordinators, taking place every year in September.
The working group is also constantly available to support EASY users via email and phone calls, as well as through the Facebook EASY Discussion Group

How much does it cost to join EASY?

To know more about the criteria to calculate the fee for institutions to join EASY in 2018-19 please click HERE
 
  Mobility Group 1
80 + Applications
Mobility Group 2
40 to 80 Applications
Mobility Group 3
Less than 40 Applications
Country Group A 900 euro 900 euro 700 euro
Country Group B 900 euro 700 euro 550 euro
Country Group C 700 euro 550euro 550 euro

Interested in Joining EASY? Click HERE!


 

Joining Institutions in a.y. 2018-19

 

Belgium

Conservatoire royal de Bruxelles 
AP University College - Royal Conservatoire Antwerp 
ARTS² - Academy of Arts, Mons 
 

Czech Republic

Music and Dance Faculty, Academy of Performing Arts in Prague 

Denmark

Royal Academy of Music Aarhus/Aalborg 
The Royal Danish Academy of Music, Copenhagen 
Syddansk Musikkonservatorium (SDMK) - Danish National Academy of Music Odense/Esbjerg  
Rhythmic Music Conservatory, Copenhagen 
 

Estonia

Estonian Academy of Music and Theatre, Tallinn
University of Tartu, Viljandi Culture Academy
 

Finland

Sibelius Academy, Helsinki 
Metropolia University of Applied Sciences, Helsinki 
Novia University of Applied Sciences, Jakobstad (Vaasa)
Oulu University of Applied Sciences, Oulu
Savonia University of Applied Sciences, Kuopio School of Music and Dance, Kuopio
 

France

Conservatoire national supérieur de musique et de danse de Lyon
Conservatoire national supérieur de musique et de danse de Paris 
Pole Alienor, Poitiers
PSPBB, Paris 
ESMD, école supérieure musique et danse, Lille 
ESM Bourgogne-Franche-Comté, Dijon 
 

Germany

Staatliche Hochschule für Musik Trossingen
Universität der Künste Berlin
Musikhochschule Lübeck
Staatliche Hochschule für Musik und Darstellende Kunst Stuttgart
Hochschule für Musik Carl Maria von Weber Dresden
Hochschule für Musik und Theater München
Hochschule für Musik und Tanz Köln
Hochschule für Musik Freiburg 
Hochschule für Musik Würzburg
Folkwang University of the Arts Essen
Hochschule für Musik und Theater Hamburg

Hungary

Liszt Ferenc Academy of Music, Budapest
 

Iceland

Iceland University of the Arts, Reykjavik


Ireland

Royal Irish Academy of Music, Dublin
TU Dublin Conservatory of Music and Drama (formerly DIT), Dublin

Italy

Saint Louis Music Center Srl, Rome
Conservatorio di Musica "S. Giacomantonio", Cosenza
Conservatorio di Musica "L. Refice", Frosinone
Conservatorio di Musica “A. Pedrollo”, Vicenza
Conservatorio di Musica "N. Piccinni", Bari
Conservatorio di Musica "G. Tartini", Trieste
Conservatorio di Musica "T. Schipa", Lecce
 

Latvia

Latvian Academy of Music, Riga
 

Lithuania

Lithuanian Academy of Music and Theatre, Vilnius
 

The Netherlands

Conservatorium van Amsterdam
Prince Claus Conservatoire, Groningen
Royal Conservatoire The Hague
Codarts University of the Arts, Rotterdam
 

Norway

Norwegian Academy of Music, Oslo
University of Bergen, The Grieg Academy, Bergen
NTNU Department of Music, Trondheim
UiT - The Arctic University of Norway, Tromsø
Faculty of Performing Arts, University of Stavanger
 

Portugal

ESMAE Porto
 

Slovenia

University of Ljubljana Academy of Music, Ljubljana
 

Spain

Conservatorio Superior de Música "Eduardo Martínez Torner", Oviedo
Escola Superior de Música de Catalunya, Barcelona
Conservatorio Superior de Mùsica de Vigo
Conservatorio Superior de Mùsica de Castilla y Leòn Salamanca
Conservatorio Superior de Música "Joaquín Rodrigo" de Valencia
Conservatorio Superior de Música de Navarra, Pamplona
Musikene. Higher school of Music of the Basque Country, San Sebastian
Conservatorio Superior de Música "Manuel Castillo", Sevilla
Conservatori Liceu, Barcelona
Centro Superior Katarina Gurska, Madrid
Conservatori Superior de Música "Salvador Seguí" de Castelló , Castello de la Plana
Real Conservatorio Superior de Musica de Madrid
 

Sweden

Royal College of Music in Stockholm
Stockholm University of the Arts , Stockholm
Malmö Academy of Music, Malmoe
Ingesund School of Music, Karlstad University, Arvika
 

United Kingdom

Royal College of Music, London
Royal Conservatoire of Scotland, Glasgow
Royal Birmingham Conservatoire, Birmingham
Trinity Laban Conservatoire of Music and Dance, London
Royal Welsh College of Music and Drama, Cardiff