Pilot Project of 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 better system for the academic year 2017-2018. 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

New EASY Working Group 2017-2018

Hanneleen Pihlak - Estonian Academy of Music and Theatre, Tallinn, Estonia
Lucia Di Cecca - Conservatorio di Musica L. Refice in Frosinone, Italy
Jose Luis Fernandez - Conservatorio Superior de Musica de Vigo, Spain
Salvatore Gioveni - Conservatoire Royale de Bruxelles, Belgium
Sara Primiterra - AEC Office

do you have questions or comments to the working group? 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!
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

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 click HERE
 
  Mobility Group 1
80 + Applications
Mobility Group 2
40 to 80 Applications
Mobility Group 3
Less than 40 Applications
Country Group A 950 euro 950 euro 750 euro
Country Group B 950 euro 750 euro 600 euro
Country Group C 750 euro 600 euro 600 euro

How to join the system?

In order to join the EASY project in Year 2 please click HERE
 

Joining Institutions - Pilot Year 2

Belgium:

Conservatoire royal de Bruxelles
AP University College - Royal Conservatoire Antwerp

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
University of Tartu Viljandi Culture Academy

Finland:

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

France:

CNSMD de Lyon
CESMD de Poitou-Charentes, Poitiers
PSPBB, Paris
Le Pont Superieur, Nantes
Conservatoire national supérieur de musique et de danse de 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

Hungary:

Liszt Ferenc Academy of Music, Budapest

Iceland:

Iceland Academy of the Arts

Ireland:

Royal Irish Academy of Music

Italy:

Saint Louis Music Center Srl, Rome
Conservatorio di Musica "S. Giacomantonio", Cosenza
Conservatorio di Musica “L. Refice, Frosinone
Istituto Superiore di Studi Musicali "V. Bellini", Catania
Conservatorio di Musica “A. Pedrollo”, Vicenza
Conservatorio di Musica "N. Piccinni", Bari

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, Torndheim
UiT - The Arctic University of Norway, Tromsø
Faculty of Performing Arts, University of Stavanger

Portugal:

ESMAE, Porto

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

Sweden:

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

United States:

University of Southern California, Thornton school of Music

United Kingdom:

Royal College of Music, London
Royal Conservatoire of Scotland, Glasgow
Royal Birmingham Conservatoire, Birmingham