Factsheet
The Digital Institutional Factsheet within the Erasmus+ programme provides a central, structured source of key institutional information to support student mobility. Integrated into the Erasmus Without Paper (EWP) network, it streamlines data exchange between partner universities, reduces administrative workload, and ensures students have access to accurate, up-to-date information throughout their mobility journey
Functionality overview
The digital Factsheet serves as a structured source of key institutional information, supporting data exchange across the EWP network. It complements other digital processes, offering context for both students and staff throughout the mobility lifecycle. In its paper-based form, the Factsheet is included as a part of the inter-institutional agreement – a structure that has been retained in the digital environment, where the Factsheet is integrated into the inter-institutional agreement APIs. In line with the inter-institutional agreement guidelines, this section can be updated at any time without requiring approval from partner institutions, making it a flexible tool for managing changing institutional information.
The Digital Factsheet is organised into following components:
Academic calendar
Information on nomination and application deadlines for both the spring and autumn semesters, contact details for assistance, the extension periods in weeks for submission of additional requirements files/issue the transcript of records.Additional requirements
Information on additional requirements, e.g., number of ECTS needed for a specific study field/level, CV requirement, Motivational letter requirement or otherInclusion and Accessibility
Information on the available infrastructures and services of the institution that will provide support for incoming students with special needsHousing
Information on accommodation possibilitiesVisa and insurance
Information on possible support offered by Higher Education Institutions to incoming students regarding visa procedures and obtaining insuranceAdditional information
These sections cover key aspects of mobility planning, such as term dates, support for students with fewer opportunities, and guidance on living arrangements abroad.
The Inter-Institutional Agreement Manager (IIAM) allows for easy editing of the values of the factsheet data on the higher education institutions. Such profile information can be updated as necessary without re-signing the Inter-Institutional Agreements and making sure the data is easily accessible to the partner HEI as well as the student.
The general information about the institution is accessible to students via the Erasmus+ App.
More information regarding the Digital Factsheet can be found here https://esci-sd.atlassian.net/wiki/x/DoBuSg.
Table of Contents:
You can easily edit your HEI’s Default IIA Data through the enhanced EWP Dashboard, by visiting the IIA>Default IIA Data menu from the left.
Note that if you edit any field, you have to click on Save Factsheet Data button at the bottom of the page.
Calendar
By clicking on Calendar, you can edit:
the closing dates for submission of nominations, for each semester
the closing dates for submission of applications, for each semester
the contact details for assistance with the application procedure
the extension period in weeks, for submission of additional requirements files
the extension period in weeks, if an issue with the transcipt of records occurs
Please note that the correct date format is --dd--mm
Additional Requirements
By clicking on Additional Requirements, you can add:
an Academic requirement: define the number of ECTS needed for a specific study field and study level, along with a website link for more information
a CV requirement: participants will be required to upload their CV
a Motivational Letter requirement: participants will be required to upload a motivational letter
Other requirement
You can add as many additional requirements as needed by clicking on the +Add Additional Requirement button, or delete one by clicking on the black trash bin icon.
Inclusion and Accessibility
By clicking on the Inclusion and Accessibility, you can set the (contact) information of all infrastructures, facilities and services of your HEI that will provide support to incoming mobile participants with special needs.
Housing, Visa and Insurance
By clicking on Housing, Visa or Insurance field you can add contact information of your HEI’s service that will provide support to incoming (or outgoing) participants about finding accommodation, securing their visas and obtaining insurance respectively.
Additional Information
In the Additional Information window you can set the contact details of your HEI’s service that will provide assistance about:
the Recognition process
any Other useful information, that you think participants may need.
You can add as many information fields as needed by clicking on the +Add buttons, or delete one by clicking on the black trash bin icon.
Note that if you edit any field, you have to click on Save Factsheet Data button at the bottom of the page.
Quick Guide:
