Tutorial for dream-agreement.eu

The aim of the dream-agreement.eu tool is to help Erasmus Coordinators at higher education institutions to save a significant amount of time when creating, signing and sharing the Erasmus+ Learning Agreement.

The tool is ready to use, so it can foster easier cooperation and minimise the tasks related to multiple document revisions.

The content of the tutorial guides you through:

  • Exporting the Dream Agreement from your DreamApply system
  • Filling in the essentials
  • Notifying parties to sign the document
  • Later stages of Agreement
  • Access to Learning Agreement

Exporting an Erasmus+ Learning Agreement from your DreamApply system

For DreamApply users, we enable exporting the agreement directly from the DreamApply system. This means that a large proportion of data is pre-filled from the student’s application.

In order to initiate the agreement from your system:

  1. Navigate to an applicant profile and locate an offer. An existing offer is a prerequisite for exporting the agreement.
  2. Click Export.
  3. Select Learning Agreement (dream-agreement.eu)

In the Export window:

  1. Confirm your role.
  2. Confirm export.

How to find the exported agreements in the system?

Locate the exports on the applicant card (1) and click to open a previously exported agreement (2):

 

The application was exported to the dream-agreement.eu tool.

  1. Click to open the Dream Agreement in a new window.

Roles and statuses

The three roles – Student, Sending coordinator, and Receiving coordinator – are shown along with the current status of the signing process.

  • It is normally expected that the student fills in the agreement. In order to ask the student to fill in the agreement, click (1) Notify. This will automatically send an email notification to the student. You will be able to monitor the signing process by the student and continue with signing after that.
  • Of course, it is possible for you to fill in the details instead of the student and continue with notifying other parties to sign the document after that, by notifying the applicant (1) as well as the Sending coordinator (2).

NB! Note that if you or any other parties change the agreement, it will have to be approved and signed again by all parties.

A. The essentials of the Agreement

Notice that the a large part of data has been pre-filled from the student application in DreamApply. The empty cells could not be pre-filled and should be filled manually, simply by navigating to the cell, clicking on it and typing in the conent.

  • It is essential to Save (1) all new content!
  • You can Print (2) the Agreement, download it to PDF (3), or export it to a JSON file (4) at any point in time.
  • It is possible to review the History of document updates (5).
  • Note that you may jump to any part of the Agreement (6).

“Before the mobility” section

“Before the mobility” section is pre-filled from the Subjects section upon the availability of the Study plan.

  • Each row in the Tables stands for a Component.
  • A new row can be added by clicking (1) Add a new row.
  • A row may be deleted by clicking (2) “X”.
  • Keep in mind to fix the start and end dates of the study period, so they represent the actual dates.

Make sure to Save changes!

Adding a signature

In order for the Commitment table to fill in automatically, an electronic signature must be added (“Add my signature”).  If all parties do not accept an electronic signature, then it is possible to print the Agreement out (or save it as a PDF file) and sign it traditionally. Seek guidance in section “A. The essentials of the Agreement”.

  • In order to add an electronic signature, click to “Add my signature”.

There are different ways to sign the agremeement electronically:

  1. Signing on a touchscreen – This is best done on a tablet, or with a mouse if using a PC, but it is also possible to use the trackpad of the laptop to do that.
  2. Signing with your mobile phone – To take advantage of this approach, you should have a QR scanner application downloaded on your smartphone. After scanning the code, you will be able to sign the document on your phone.
  3. Use a scanned signature – You will be able to upload a scanned signature (with a stamp, if needed) and use it for creating signatures.

Revisions of the document

Note that if you or any other parties make changes to the agreement content, it will have to be approved and signed again by all parties. The necessity to sign the agreement again is shown in the Commitment table (1).

B. Later stages of Agreement

The sections “During the mobility” and “After the mobility” may be found underneath the Commitment. See the guidelines for “Before the mobility” above for guidance on how to fill in the tables.

NB! Note that if you or any other parties change the agrement, it will have to be approved and signed again by all parties.

Access to erasmus-agreement.eu tool

If you are working on an agreement and invite other parties to collaborate (using the Notify or Share buttons), they are no longer required to have a Google account.

It’s possible for them to simply click on the link in the email and work with the agreement from there. The link will remain valid, so they can go back to the email and re-open the agreement whenever they need to. If they want to make an account, it is their own personal preference.

Dream-Agreement automatic reminders

All Dream-agreement.eu users (everyone who has “subscribed” to an agreement, has access to an agreement or whose email is used in signatures)  will receive daily automatic reminders that lists all agreements they are involved with or working with, that have received any updates or signatures during the past 24 hours. If you don’t want to receive the daily email, it’s possible to unsubscribe. In case you are working with a large number of agreements, you can also choose the agreements you wish to receive updates about and you can unsubscribe from the ones you don’t wish to receive updates about.

Testimonial from a client

“I very much like how easy the new tool is to use. Also, how the new tool is organising the work of creating and sharing the learning agreements between the student and sending and receiving university. I am sure it will make the work a lot easier to exchange coordinators. I definitely recommend to give the tool a try.”

Ingrid Hinojosa (Incoming exchange coordinator, Tallinn University)

Important details

Find more details about the security, privacy, integrations and background information directly on the dream-agreement.eu page.

‘ERASMUS’ is a registered trade mark owned by the European Union. ‘ERASMUS’ is used solely for the purposes of referring to the ERASMUS+ programme. Our organisation and this tool do not benefit from the support, sponsorship, approval or consent of any of the institutions, bodies, offices, agencies or organs of the European Union.

Any use of the European emblem by us is in accordance with the ‘Administrative agreement with the Council of Europe regarding the use of the European emblem by third parties’ (2012/C 271/04). The European emblem is used solely for the purposes of referring to the ERASMUS+ programme. Please note that we do not benefit from and there is no connection between us and any of the institutions, bodies, offices, agencies and organs of the European Union or the Council of Europe.

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