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Atlas user manual for NFP and MSP Dutch Institutions

1. meme pes om t 3d4d EEEEEE EED fe eem pes enm jue fem jon ue Joon pem Total 106 558 55 50 15 0004 report v6 Page 1 j After chosing a subprogramme deadline the CCls see the green button Lock report Version 1 1 5 0 nu fic Atlas 1 My institutions Edit course offer View candidates Nominate candidates Replace candidates Manage grants Institution InstitutionO1 t Sub programme and deadline NFP SC 11 Nov 2014 Course select Status select Surname Date of birth Gender Female Reference number Search Status Study programme Ref No Date of birth Gender Country of employer 5 Withdrawn Course1 1 NFP SC 4707 Surname4707 GivenNames1 2 Feb 1979 Female Ethiopia 5 Graduated Courset1 1 NFP SC 4712 Surname4712 GivenNames1 2 Feb 1979 Female Ethiopia 9 Graduated Course1 1 NFP SC 4717 Surname4717 GivenNames1 2 Feb 1979 Female Ethiopia E Finished without diploma Course1 1 NFP SC 4722 Surname4722 GivenNames1 2 Feb 1979 Female Ethiopia Graduated Course12 NFP SC 4727 Surname4727 GivenNames1 2 Feb 1979 Female Ethiopia Graduated Course12 NFP SC 4732 Surname4732 GivenNames1 2 Feb 1979 Male Ethiopia 9 Graduated Course12 NFP SC 4737 Surname4737 GivenNames1 2 Feb 1979 Female Ethiopia S Graduated Course12 NFP SC 4742 Surname4742 GivenN
2. Atlas user manual for and MSP Dutch Institutions Atlas user Manual NFP and MSP Dutch Higher Education Institutions version 1 6 Table of Contents 1 2 Profe p Hn 4 Getting access t0 MU 6 2 1 Access to Atlas for the Central Contact Institutions CCI 6 22 Ads accounts Jor Colle agu8s dud ocn bu v utu Los a Ub piu o 7 Important information on NFP and MSP which is not included in this manual 8 Preparing for the start of the application nnn 9 4 1 Gheck into about VOU tw i oA heat 9 4 2 Personalize the web form for candidates eese esee eene 10 COmmunicallon WI ret nta uoc aed eu cama ca tul ob ee pq d 11 4 4 Determination of the maximum number of nominations 13 45 CHECK and complete course OlBF aime 14 4 6 FICOISTCl COUISES TOF MOF ii above e hintaan be Diae sud Pa opu Lora uU 18 Cancel CONS Cds acess chat ei sl iat metam ce sete esteem Ul cle etii a Mac 20 Preparing nominauorshortJ IS vat ie ips Dau 21 5 1 Gain an overview over the applications 21 5
3. are the only persons with the authorization to submit the grant application They have the task to check the work that has been done so far regarding the short list of the deadline If necessary they must change the statuses so there are no more applications with the status pre nominated than there are possible nominations Subsequently a last check is needed to see if the additional housing allowance has been applied for if necessary Then the actual submission needs to be done before the deadline The are therefore responsible for the correctness of the grant application with regard to content towards Nuffic and they are responsible for the best possible outcome of the selection towards their institution The selection of nominees 15 decisive in the number of fellowships that will be awarded 6 1 Determine the most favorable compilation In chapter 5 4 you can find an explanation on the selection criteria Of course your short list also depends on the priorities your institution gives to the individual courses The number of permitted nominations is the number your institution can nominate for the applicable subprogramme and deadline thus for all courses that are on the list for that selection If different faculties work on the grant application in Atlas it is probably best to determine very soon which course can claim what number of the total of permitted nominations Otherwise it will become difficult for
4. applicant e mail address applicant e mail address applicant Subject programme subprogramme year Subject Master programmes 2015 Registration programme fellowship Registration Master fellowship Dear applicant We your registration for an MSP fallewship for eourse programnme PhD at Dear name applicant name institution Unfortunately your registration is not eligible for an ar MSP fellowship for the following reason s mnm your registration for an fellowship for lite course programme FAD at nstitutian rejection resson s Unfortunately your registration is not eligible for an WFP fellowship for the following If for a future deadline you wish to register again for an MSF fellowship please rejection reason s optie 7 wait for an invitation of institution Wf fer future deadline you wish to register again an fellowship please make sure you meat 2 feel free to submit another request using the link that you used earlier the eligibility criteria of and make sure your application fulfills the requirements as stated on our optie 3 Please make sure you meet ta eligibility criteria of NFP of MSP and make sure your application fulfill the requirements as stated in fn information we sant to yowas stabed on our trust to have i
5. 1o Each account a H an accour and an emul address Fou ome Central contact parnson Kor Accounts LOCI person pues your account Furthermore to ensure Ale can tortue proc canons eo we hii dece n coleaguec need access fo Aden fy OCI Can iai additional accounts abii Account holders chings theca oneal un necat ADAMS bioi changes In tg OCU OF To Cete account can De eed Dy COT mami ium mnn main omm d i n oh Use the link to get to the login screen After logging in you will see the welcome page of Atlas Version 1 0 0 0 74 Atlas My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Welcome to Atlas This is the homepage of Atlas for Dutch Higher Education Institutions and Dutch Embassies Atlas is the administrative tool of the Netherlands Fellowship Programmes 11 and the MENA Scholarship Programme MSP Il It facilitates the application and selection part of the programmes as well as the financial monitoring and follow up Actions in Atlas can have irreversible consequences We advise you to read the following information regarding the NFP
6. M Female New candidate Reference number 4 15 nominated Status Study programme Ref No Name Date of birth Gender Country of employer Institution rei Complete Course01 Surname2 2 Feb 1979 Female Nederland 0 Institution Rer GivenNames2 Complete Course01 Surname4 4 Apr 1979 Female Nederland 0 Institution Rer GivenNames4 Complete Course01 Surnames 5 Jan 1980 Male Nederland 0 Institution Rer GivenNames5 Complete Course16 44134 terttwert ttttw 1 Jan 1985 Male Cuba 2 Complete Course16 3423434 uuuur oerrr 1 Apr 1979 Female Afghanistan 1 Complete Course16 3423434 uuuur oerrr 1 Apr 1979 Female Afghanistan 1 Complete 16 3423434 uuuur oerrr 1 Apr 1979 Female Afghanistan 1 Complete Course16 testje 16 Aug 1978 Male Kenya 1 voor pdfding 4 gt Export to Excel Then push the yellow Withdraw grant application button A warning will appear with information on the consequences of withdrawing the grant application 36 Withdraw Grant Application you sure you want to withdraw your grant application The candidates will not be considered for a fellowship as long as the application 15 not submitted Please make sure you submit new application before the application deadline Withdraw Grant Application The grant application is successfully withdrawn If you submit a new grant application in time the embassies will receive a list with the c
7. To check add or withdraw courses in Atlas go to the tab Edit course offer and select Before grant application Atlas My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Before grant application Welcome t After grant award Version 1 0 0 0 This is the homepage of Atlas for Dutch Higher Education Institutions and Dutch Embassies Atlas is the administrative tool of the Netherlands Fellowship Programmes NFP 1 and the MENA Scholarship Programme MSP II It facilitates the application and selection part of the programmes as well as the financial monitoring and follow up Actions in Atlas can have irreversible consequences We advise you to read the following information regarding the NFP and MSP process and Atlas thoroughly For Dutch institutions nominating candidates means applying for a grant and agreeing to the Grant Conditions as drafted by Nuffic For Dutch embassies assessing candidates as not eligible means that those candidates not participate in the selection process and will be informed of your decision accordingly The assessment of applications done by the embassy largely determines the outcome of the selection Using Atlas means that you agree to the user policy for Atlas General information about NFP and MSP and news are available on www nuffic nl nfp institutions www nuffic nl nfp embassies The user manual and the user policy
8. Date af birth Embazay ref nr Policy LJ Feed security O SRL SRHA Water P Search Ernbassy ret nr Date of birth Gander Field of study Employing arganisatian Status Remarks Lier T May 1974 Farnala Univaristy of Ethiopia a Daratu 1 Jan 1970 Male employer 1 Asema LE Worku Meseret 1 dan 1870 employer 1 I Thecdros 7 Jan 1870 Female Employer 3 rg zemira Theodor 1 Jan 1970 Fermate employer 1 Aser Export 10 Excel 39 When filtering on policy theme Atlas will only show applications which have already been assigned a policy theme by the embassy before Compare both screens on the first screen above there is no policy theme filter applied Atlas n EZ Version 1 0 0 3 Eligibility check Country Ethiopia Sub programme and deadline select Sumame Status select Date of birth Embassy ref nr Policy theme V Food security SRL SRHR O Water Search Embassy ref nr Name Date of birth Gender Field of study Employing organisation Status Remarks Bach Mammi 9 Jan 1974 Female addis nr 1 Not eligible E Baki Bami 16 Jan 1974 Female addis nr 1 Assessed X Export to Excel This screen like the welcome screen resembles your own screen There is a search button and after searching Atlas shows the list of applications that get through the filter Export to Excel T The Embassy too has b
9. Identification document is expired O Identification document is forged Q Identification document is not official O Identification document is not provided O Identification document is not readable 1 Candidate has been nominated for multiple courses which take place at the same time C The candidate is not employed less than 25 of the research period are held in the candidate s homecountry Please choose one or more reasons for rejection Save and Close Cancel Each rejection reason is a specification on why the application does not meet an eligibility criterion This specification is necessary because you will have to send the emails in which you inform candidates of their non eligibility As you are not the ones who rejected the applicants more so by nominating them you mistakenly assumed that they would be eligible it is important that the fellowship officer is specific with his motivation to exclude an applicant from NFP The indicated reasons which are visible to the fellowship officers in the above screen are coupled to more precise descriptions which you will see in the export from your screen view candidates In this excel export there is a column in which the reason s for rejection are shown per not eligible candidate These reasons can be imported in the format of the rejection letter which Nuffic provides on the institutions website by using for example mailmerge 43 For example one of the eligibility criter
10. does an application fulfill all eligibility criteria click this link for a list of the rejection reasons as the embassies see them in Atlas does it meet the policy themes of the Ministry of Foreign Affairs 28 does it fit into the country focus of the embassy in the applicant s home country or MSP and how would the motivation and employer s statement in combination with the selected course and the position of the applicant be assessed by the embassy Also think about the maximum and minimum number of fellowships for your courses which you entered in SK 123 or later in Atlas The policy themes in order of importance are 1 At least half of the budget per sub programme per deadline must be allocated to applications from Sub Sahara Africa 2 At least 3596 of the budget must be allocated to application that fit the policy theme Food Security 3 At least 6796 of the budget must be allocated to fellowships from countries of the category 1 4 At least half of the fellowships must be allocated to women Applications with a higher rating are always preferred within the same policy theme above those with a lower rating Because embassies only do the assessment after the grant application has been submitted you do not have insight in the rankings per candidate However it is likely that candidates who fit the objective of NFP and MSP best will be identified as such both by you and by the embassy ID Embassy Africa Security Categ
11. D change of course data respectively changes to the start and end date of a PhD study E ending the study in the foreseeable future with or without diploma A Withdrawal and if applicable replacement of a fellowship holder Withdraw a candiate From the moment you submitted the grant application it is possible that candidates you included in your nomination may withdraw from the course they applied for To withdraw a candidate go to the screen Manage grants and search for the candidate in question 53 Version 1 1 5 0 a My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Manage grants Institution InstitutionO1 t Sub programme and deadline NFP MA 1 Jan 2015 Course Course01 E Status Selected Surname Date of birth Gender Male Female Reference number Search Status Study programme Ref No Name Date of birth Gender Country of employer Selected Course01 NFP MA 102 Sumame102 GivenNames1 2 Feb 1979 Female Ethiopia S Selected Course01 NFP MA 105 Sumame105 GivenNames1 2 Feb 1979 Male Ethiopia Selected Course01 NFP MA 107 Sumame107 GivenNames1 2 Feb 1979 Female Ethiopia Selected Course01 110 110 GivenNames1 2 Feb 1979 Male Ethiopia Selected Course01 111 111 GivenNames1 2 Feb 1979 Male Ethiopia S Selected Course01 NFP MA 112 Sumame1 12 GivenNames1 2 Feb 1979 Female Ethiopia Selected Co
12. deadline The maximum numbers of nominations per sub programme per deadline are visible on the tab nominate candidates 11 Version 1 0 0 1 Ai Atlas c My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Eligibility check Administration Deadlines Grant applications Nominate candidates Institution InstitutionO1 Sub programme and deadline MSP SC 31 Aug 2014 Course select M Status select Surname Date of birth Gender Male Female New candidate Reference number Change status for 0 candidates Ec e 0 6 pre nominated Status Study programme Ref No Name Date of birth Gender Country of employer Institution remarks Registration date There are no items to display Please inform candidates about the following important facts Generic information about NFP and MSP for candidates you can find on the institutions webpage The application deadline for candidates theoretically candidates can apply for nomination until the last day of the deadline which is also the last day you can prepare the subsidy request We advise to give a pre deadline to candidates until which they are allowed to do their application to give you time to compose the grant application If you choose to handle such a pre deadline then you should publish it in advance so that it is clear to candidates that they will not be included in your grant application if they apply aft
13. Number of candidates report 0 full time Duration country 190 Days Cancelled This course must also be available for r1 Save Save and return Cancel You can now change all data except for the institution name the sub programme and deadline The tuition fee adjustment is a standard adjustment of the registered tuition fee 16 The duration of a training as registered in SK 123 will be rounded down to whole months A master s degree programme with a duration of 18 months and 11 days for example will be rounded down to 18 months When a master s degree programme has a duration of 18 months and 15 days you are allowed to round up the duration to 19 months Make sure you fill in the correct details in the course details In the field minimum number of participants you can put the number of fellowships that you need to let the course take place If the selection grants less fellowships to a course of yours than you entered as the minimum in Atlas then these fellowships that the course would had have will automatically be redistributed among other courses from all institutions The field maximum number of participants is for the number of fellowship holders you can accommodate in a certain course at the most All fellowships that the selection would have had awarded to that course above the maximum will be redistributed among other courses from all institutions It is possible to make changes to the minimum and
14. Remarks amp Mar 2013 nominated Surname O 2 Registered Course16 2423423 Semmens 16 Jan 1950 Male Indonesia 1 6 Aug 2014 Registered Course16 3423434 Surname 1 Apr 1979 Female Afghanistan 1 6 Aug 2014 Registered Course16 3423434 Surname 1 Apr 1979 Female Afghanistan 1 6 Aug 2014 O 8 Registered Course16 24 Jan 1950 Female Ethiopia 1 5 2014 E Reg iopia 1 Aug All candidates have the status registered before you make changes You can sort and filter candidates by asigning them a different status The following statusses are available for initial sorting Registered Complete and Discarded Candidates that you might want to nominated can be assigned the status Pre nominated You can always change any status until your application is submitted or the application deadline has passed You can view the details of applications by clicking on the pictogram The uploaded documents are viewable by clicking on them 22 NFF MA 13 2015 Persons demis Eurnsms Given mamic Gander Deta of birth 31 Jen 1220 of birih Benin E mail sddrece ams Telephone SHEE Remix Endy Inchtution Frat Dan Course 25 Sep 2174 28 Bep 2075 Documents The documents need bo In pdf forest and shoa not exceed 2 Copy of paccport Doamiced anika document Employer cizipmant candidate document BDeowarnmment Dowrnicad mikst
15. by institutions in SK123 are included in the imported data in Atlas as much as possible PhD studies are not registered in SK123 For this reason you can make the registration form available for all PhD candidates right away Instead of choosing a course from the list of available courses the PhD candidate is requested to fill in the name of his research proposal 14 The range of the start dates of courses for the 2015 2016 deadlines is outlined in below scheme Deadline Subprogram Range start dates courses NFP SC 24 February 2015 27 July 2015 NFP PhD 1 January 2015 31 December 2015 MSP 24 February 2015 27 July 2015 28 July 2015 23 November 2015 28 July 2015 28 November 2015 28 July 2015 23 November 2015 24 November 2015 23 February 2016 24 November 2015 27 July 2016 24 November 2015 23 February 2016 This means for example that NFP short courses that belong to the November 2014 deadline should start between the 24 of February 2015 and the 27 of July 2015 Courses with a start date after the 277 of July will be part of a later deadline Courses entered in SK123 are only imported in Atlas once per deadline Therefore it is important to check the course offer of your institution in Atlas In addition to that it is possible to add courses in Atlas which were not imported and cancel courses you wish to withdraw from participation in NFP Cancelled courses will not be offered on the candidate registration form
16. can also be found on these websites If you have questions about Atlas please consult the user manual and the FAQs first If you cannot find a solution to your question or problem the manual and the FAQs contact the NFP team via nfp fellowships nuffic n 31 0 70 42 60 167 An instruction on how to request a new account or change your account is included in the Atlas user manual Select your institution and the deadline for which you want to administrate the course offer and press search 15 Version 1 0 0 0 nu fic Atlas My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Search for courses Institution InstitutionO 1 iv Add new course Search Course Start date Sub programme Course115 5 Aug 2014 NFP SC This pictogram means you want to see the details in this case of the course to its right Click on the pictogram and the screen with the course will open MSP RES Version 1 0 0 0 sta Atlas c My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Course Name Course115 Institution Institution01 Sub programme and deadline NFP SC 2 Jan 2015 5 Aug 2014 2 Jun 2015 Duration 190 Days Tuition fee 190 00 Tuition fee adjusted for NFP MSP 180 50 Discipline Engineering Minimum number of participants 3 Maximum number of participants 8 E learning 0 Instruction language English
17. for this 34 Submit Grant Application Application number NFP MA 14 0001 Contact Address Addresss from Institution number 01 E mail address grant application CCH Ginstitution01 nl IBAN account number 3452453456345 Account holder InstitutionO1 Maximum number of nominees 15 Number of applications 4 Submit Cancel Check and complete the Submit Grant Application screen If everything is correct and complete press the green Submit button Your grant application has then been submitted to Nuffic and is visible to Nuffic staff You will receive a confirmation of receipt e mail from Atlas Submit Grant Application The grant application is successfully submitted A confirmation of receipt is sent Application number NFP MA 14 0001 Contact However the grant application will not be processed until the deadline has passed Before that time you have the opportunity to withdraw your grant application make corrections to it and submit it again provided you submit before the deadline has passed 35 6 3 Withdraw the submitted grant application To withdraw the grant application go to the tab Nominate candidates and select the subprogram deadline for which you want to withdraw the grant and press Search Nominate candidates InstitutionO1 NFP MA 13 Apr 2015 Institution 4 4 Sub programme deadline Course select Status select 5 Surname Date of birth Gender
18. how the chosen program can contribute to solving the problem outlined snec fic achievable and relevent Look at Measurability 512 timeframe of implementation Relevance Achievability Poor not assessed Fair Good Excellent To what extent is the motivation af the candidate m accordance with mission activities and ambitions of the employer 45 Each question has to be answered with one of the ratings shown in above screen Each answer indirectly leads to a number of points These points are weighed per question as the questions have different degrees of importance for the total assessment of the application The weighed points are added before the selection and constitute the total rating of an application The assessment questions can be found on the NFP website for institutions 7 5 No assessment of eligible applications If fellowship officers do not assess the application if they do not answer the assessment questions the application will participate in the selection with the lowest rating The chances of such anapplication being selected is very low although there is still a possibility that it will be selected depending on whether it fits into one or more of the priority areas 46 8 Selection and Grant Award This chapter is about the timeframe marked blue in 11 Nuffic prepare below scheme for deadline ae SECT TCC Ure Candidate us prid Whe
19. only person who needs access to Atlas To prevent unauthorized access requests for a new Atlas account changes to existing accounts or requests to close accounts can only be submitted by the CCI using the Atlas account form on http www nuffic nl nfp institutions which must be sent to nfo fellowships nuffic Account holders can change their password in the same way the CCl s can please see Annex 1 Atlas your account and password Further differences in authorization between and a normal user account will be explained further when applicable 3 Important information on and MSP which is not included in this manual This manual gives you information on how to use Atlas as administrative application for NFP and MSP Important legal documents you should take note of are the Grant Conditions the Privacy Policy and the Code of Conduct The Grant Conditions form part of the grant award for Dutch institutions It provides the obligations arising from the acceptance of the grant By submitting an NFP grant application in ATLAS the Dutch institution has hence accepted these grant conditions The NFP Grant Conditions are also applicable to the MENA Scholarship Programme MSP The MSP follows the procedures for NFP Short Courses unless explicitly mentioned otherwise Candidates have to agree to the NFP MSP Privacy Policy when they are applying with the candidate registration form for an NFP or MSP fellowship NFP pri
20. provide additional information in Atlas On the basis of these applications for nomination you can make a short list of candidates you want to continue the process with Chapter 5 guides you through the preparatory work for the grant application in Atlas Chapter 6 describes what to do once all preparation for the grant application has been done Which candidates out of the potential NFP MSP fellowship holders will you nominate Chapter 7 gives you a quick insight in the NFP and MSP work of the Dutch Embassies Chapter 8 outlines how Nuffic puts Atlas to do the selection subsequently checks if the selection meets the requirements of NFP and MSP and approves the selection How the selections is made known to the institutions and the embassies is also explained in this chapter Chapter 9 is about the monitoring and follow up It explains how you have to inform the candidates of the selection results and what changes you have to register during the grant period and how How you prepare and submit the report s and what you and Nuffic will do after the grant period 2 Getting access to Atlas 2 1 Access to Atlas for the Central Contact Institutions CCI Each employee who works in Atlas needs his her personal account which is a unique combination of an account name and an email address Your institution has appointed one central contact person for Atlas Accounts CCl This person manages your institution s account Furthermore to ensure Atlas
21. the decide which candidates on the short list he should include in the grant application The easiest way to get an overview of the work all colleagues have done until the submission is to make an export to excel If you want to see a list of only the applications with the status pre nominated set the filter on status pre nominated and press Search then do the export 32 EH kd apoi naminatetandidaces 2018 07 17 Alleen lezen Excel START INWCE EN PAAA NOE ING FORMULES GFGEWVEIS CONTROLEREN i N Kapat a oe 1 pz Calibri A A m t Tekstteruglenp E A a gt oh b Kopien 7 x Docrecenen E Plakken EIFU T Comenmemenencenercn Eo 6 a Voorwoandelgke Cebtgles voegen Verwderen pmaak E plaklorn y DETIENE apmaak ile Till S A 1 f B C n F G ki d 1 surname Jiven Gender Date of birth Place of birth Nationality Email address Telephane InstiTute Course name Stam date Goura Tithe PAD research propos Start date study programm End date study pragramm Star date sc 2 turname2mGbeenmames 2 2 1979 PlacecfBsrih Afghanistar 223456 7X8 Universiteit Twent Coursil 23 3 2014 1 umame3 G
22. 10 GivenNames1 2 Feb 1979 Male Ethiopia S Selected Course01 NFP MA 111 Sumame1 11 GivenNames1 2 Feb 1979 Male Ethiopia Find a replacement If you want to replace a fellowship holder who has withdrawn go to the screen Replace candidates This is only possible if there is a suitable replacement candidate i e an applicant who applied for a course which is the same or a lower price than the course of the original 56 candidate and if the course has started less than seven days before you search for a replacement Chose the applicable subprogramme and deadline and select the candidate you want to replace musa Atlas a My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Version 1 1 5 0 Replace candidates Institution InstitutionO1 Sub programme and deadline select Candidate X 102 GivenNames1 Atlas will give you one replacement at a time Please contact the candidate Atlas selected as replacement and inquire whether the candidate accepts the fellowship If the replacement candidate is available push the green available button and then confirm the safety question aun Atlas a My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Version 1 1 5 0 Replace candidates Institution InstitutionO1 Sub programme and deadline NFP MA 1 Jan 2015 t Candidate Surname102 GivenNames1 t Found an eligible c
23. 1980 GivenNames5 Name Date of birth Surname2 2 Feb 1979 GivenNames2 Surname4 4 Apr 1979 GivenNames4 Surnames 5 Jan 1980 GivenNames5 Gender Female Female Male Gender Female Female Male lt gt New candidate 1 15 pre nominated Country of employer Nederland 0 Nederland 0 Nederland 0 Instituti Institutic Institutic Institutic New candidate 1 15 pre nominated Country of employer Nederland 0 Nederland 0 Nederland 0 Instituti Institutic Institutic Institutic If you had sorted the applications on status then the applications will not stay the same place 5 3 Enter an application acting for a candidate If a candidate should somehow not be in the position to enter his application through the web form you can decide to enter his application for him Selecting New candidate will lead you to an empty web form for applicants 2 Version 1 0 0 0 Atlas My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Nominate candidates Institution Institution01 v Sub programme and deadline NFP MA 13 Apr 2015 iv Course select v Status select Surname Date of birth Gender Female Reference number Please read the NFP and MSP registration instructions for candidates for information on how to fill in a candidate web form 5 4 Selecting th
24. 2 Make changes to esee 24 5 3 Enter an application acting for a esee 27 5 4 Selecting the applications that you take into consideration for the grant application 28 5 5 Apply for additional housing for short 30 Submitting the grant appliCallOli s uso ter HE eub petet e E Rest beaten c en 32 6 1 Determine the most favorable 32 6 2 Check apa submit the ute tto o leas 33 6 3 Withdraw the submitted grant application 36 Assessment by the Dutch Emb3aSSIGS oe iE e 38 rT PASSCSSINGNL SCICON DE 39 LZ INOCECNOIDIC AD ONCATON Pr 42 TB INO GIOP COCK a M 44 7 4 Assessment of eligible applications 44 7 5 No assessment of eligible applications 46 Selection ddpnd Gant AWO Fou D Ue 47 61 TNE selector algon gg m 47 Atlas user Manual NFP and MSP Dutch Higher Education Institutions version 1 6 8 2 Nuffic checks and approves
25. Article 26 of the Grant Conditions Netherlands Fellowship Programmes and MENA Scholarship Programme determines The NFP grant recipient is explicitly responsible for informing all nominated candidates for an NFP fellowship individually on the outcome of the selection The NFP grant recipient will inform selected candidates sending an NFP fellowship award letter candidates who have not been selected and candidates with a non eligible application including informing them of the reason their application is non eligible You can do this as soon as you have received the grant award only then is the selection definite Informing not nominated applicants The Grant Conditions do not obligate you to inform the applicants you have not nominated It is up to you if you wish to contact these candidates 49 Informing not eligible nominees The Grant Conditions obligate you to inform the nominated candidates who are not eligible for NFP 2 and MSP 2 of their non eligibility and of the reason s for which they are not eligible On the NFP MSP institutions website you can find the Letter template Non eligible candidates The easiest way is to download the template customize it to fit your institution the subprogramme deadline and the way you decided to approach not eligible candidate e g to invite them to try again next time or to urge them to read the eligibility criteria and save the template See example below name applicant
26. SP Institution01 Please make sure that you have prepared the requested information Before you start completing the form we advise you to prepare the motivation questions in advance and have the necessary documents ready to upload The documents need to be in pdf format and should not exceed 2 MB Please read more detailed instructions here Please check your country s policy regarding government statements here Please download the proper format for your employer statement here Sub programme The candidate agrees that this information can be used by the Dutch higher education institution to apply for an MSP or NFP subsidy The candidate agrees to the MSP amp NFP privacy policy The candidate certifies that this information is true complete and correct 012345878901234567890123458789012345678901234586789012345878901234587890123458789012345878901234587890123458789012345878901234587890123458789012345878901234587890122 The logo and contact instructions will be shown on all pages of the candidate registration form of your institution 4 3 Communication with candidates There is a choice you have in how you want to approach potential candidates You can publish all information about NFP and MSP openly e g on your institution s website and or actively approach candidates who fit into the target group of NFP or MSP e g by e mail You can let your decision depend on the number of nominations you are allowed to make for a
27. address Telephone Institute Course name Start date Coura Tithe research propos Start study programm End date study pragramm Start date sc 3 Surname 2 2 1979 PlacecfBirih Afghanistar 223456 7X8 Universitet Twent Couroetd 24 3 2014 i Surnames Givenhamesd M 31 2 1979 PlaceOf irtn Albania randidatei3ieemall cor 323455789 Universiteit Twent Coursedl 24 3 2014 4 amp urnamed GivenNamesd F 44 1979 Blarecf irthe Algeria candidate 473456789 Undversitelt Twent Gourpedl 14 32 2014 3 5 Surnames M 51 1980 PhaceDfBarh Armeni candidatebiemall cos 523456793 Universiteit Twent Courre 243 2014 a 8 7 5 10 This functionality is especially handy if you want to save the names of candidates which you did not include in your current short list but who you want to remember in case you would like to invite them to apply again in a future deadline Applicants who were not nominated by the institution will be deleted from the Atlas database after a certain period You can also use the excel document to get an idea of the percentage of applicants who meet one or more of the policy themes and country foci 5 2 Make changes to applications If you already know the personal details of the applicant you want to look up you can enter his details in the filter and then push Search If you want to see only applicants with a certain status or characteristic select the
28. al responsibilities of Dutch institutions in the implementation of the and MSP are described in the NFP grant conditions The relationship between this manual and other documents with relation to NFP and MSP especially the Grant Conditions will receive more attention in chapter 3 Please note that the document contains hyperlinks for easy access Process Overview The process of NFP and MSP starts with getting access to Atlas How to get access is described in chapter 2 Before getting started in Atlas it is important to take note of the other essential documents regarding NFP and MSP A list with useful documents for your reference is provided on www nuffic nl nfp institutions The Dutch institutions work for NFP and MSP starts before the opening of each NFP and MSP deadline Before the date on which the deadline opens a couple of actions need to be taken You should check whether the information on your institution as stated in Atlas is up to date And you should check if the course offer in Atlas is correct and complete and amend the course offer of your institution if this is not the case In this phase you can list short courses for MSP Above that it is possible to customize the candidate web form for your institution and inform potential fellowship holders Chapter 4 explains these actions in more detail On the day the deadline opens potential NFP and MSP fellowship holders can start to enter their personal details and
29. ames1 2 Feb 1979 Female Ethiopia 5 Graduation expected shortly _ Course12 NFP SC 4747 Surname4747 GivenNames1 2 Feb 1979 Male Ethiopia 63 If you made changes that are not in accordance with the rules or MSP Atlas will give you a warning with a comprehensive list of all data you need to change before you are able to make the report Lock Report It is not possible to lock the report A number of candidates do not meet the requirements Surname4742 GivenNames1 2 Feb 1979 Ethiopia Surname4747 GivenNames1 2 Feb 1979 Ethiopia The start date of the scholarship may not be before the start date of the course The end date of the scholarship may not be after the end date of the course Unfunded extension do not have to be reported Please use the field funded extension to submit funded extensions The start date of the scholarship may not be before the start date of the course The end date of the scholarship may not be after the end date of the course Unfunded extension do not have to be reported Please use the field funded extension to submit funded extensions 64 After correcting the data you can lock the report Lock Report Application number Contact Address E mail address grant application IBAN account number Account holder Maximum number of applications Number of applications NFP Short courses 14 0062 Addresss from Institut
30. ample username usemame domain DOMAINWwsemame Click on Next An email with a Verification Code will be sent to you Email Verification The verification code has been sent to r pho Enter the received code in the Verification Code field and click Next Verification code Resend You receive an email with a Verification Code Atlas Self Password Reset test5 Aan r nieuwhof hotmail com adaxes noreply nuffic nl adaxes noreply nuffic nl Toevoegen aan contactpersonen 16 40 Verification code k2ASx After a password change please wait 15 minutes before you try to login to Atlas Otherwise your new password will not work If you didn t initiate password reset please ignore this email 75 Enter this Verification Code and click on Next Ed O O lt o lt Reset Password Email Verification The verification code has been sent to r ho com Enter the received code in the Verification Code field and click Next Verification code k2ASx Resend You are now asked to answer the two Security Questions d Security Queshons Question 124 2 Whar vein pour chiidhosd nicknams EE Security Questions Question 2 012 What is the name of your favorite cousin oes 76 After answering the Security Questions you will be asked to provide new password Reset Password Reset Password Please use the form bel
31. and MSP process and Atlas thoroughly For Dutch institutions nominating candidates means applying for a grant and agreeing to the Grant Conditions as drafted by Nuffic For Dutch embassies assessing candidates as not eligible means that those candidates will not participate in the selection process and will be informed of your decision accordingly The assessment of applications done by the embassy largely determines the outcome of the selection Using Atlas means that you agree to the user policy for Atlas General information about NFP and MSP and news are available on www nuffic nl nfp institutions www nuffic nl nfp embassies The user manual and the user policy can also be found on these websites If you have questions about Atlas please consult the user manual and the FAQs first If you cannot find a solution to your question or problem in the manual and the FAQs contact NFP team via nfp fellowships nuffic ni 31 0 70 42 60 167 An instruction on how to request a new account or change your account is included in the Atlas user manual It is possible to reset your password yourself if you wish to For an instruction on how to reset your password please see Annex 1 Atlas your account and password If additional colleagues need access to Atlas the can request additional accounts for each colleague as described below 2 2 Atlas accounts for colleagues In the majority of cases the CCI will not be the
32. andidate as a replacement for the selected candidate Study programme Startdate Ref No Name Date of birth Gender Country of employer 8 Course01 24 Mar 2015 NFP MA 119 Sumame1 19 GivenNames1 2 Feb 1979 Female Ethiopia V Not available i Available 57 Available This candidate will be selected for a feliowship Are you sure you want to select this candidate No The replacement candidate now has the status selected Version 1 1 5 0 Atlas My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Manage grants Institution InstitutionD1 E Sub programme and deadline 1 Jan 2015 Course select T Status select Surname 119 Date of birth Gender Male Female Reference number Search Status Study programme Ret Ho Date of birth Gender Country of employer Selected 119 119 GivenNames1 2 1979 Female Ethiopia X Export to Excel If the replacement candidate that Atlas suggested is not available you must cancel his her application by pushing the grey not available button and confirming the safety question 58 Not available This candidate will be withdrawn and will no longer be eligible as replacement Are you sure vou want to withdraw this candidate This candidate will get the status withdrawn which cannot be changed back Atlas will give you a new candidate immedia
33. andidates which you and other institutions nominated sorted by employer s country The lists with nominees will only be visible to the embassies in their Atlas screens after the deadline for submission has passed 37 7 Assessment by the Dutch Embassies This chapter is about the timeframe marked blue in below Institution scheme Nuffic prepare 11 for application period P EE Fur After the deadline for submission of the grant application has fellowship passed the nominees on the grant applications of all institutions will be forwarded to the Dutch Embassies for assessment Each nominee is assessed by the Embassy that m is responsible for the country in which the nominee works nominat Subsequently the Embassies have four weeks to check the a eligibility of the nominated candidates judge If the Embassy _ applications can be assigned to one or more of the policy T 4 themes as defined by the Ministry of Foreign Affairs and assess the eligible application based on the assessment PT questions In Atlas 5 Selection T 7 Grant award s When answering the assessment questions the fellowship officer will assess the application in its entirety the quality of the answers to the motivation questions the quality of the employer s statement how the chosen course programme or research fits with the
34. can continue processing applications without interruption a second with the same rights CCI V is registered in Atlas To enter Atlas go to the Nuffic homepage for Dutch Higher Education Institutions www nuffic nl nfp institutions For an instruction on the first log in please see Annex 1 Atlas your account and password On this page general information on NFP and MSP will be published and the link to Atlas is provided see screen shot E Information for Dutch institutions bir nogmaggaga Information for Dutch institubons about the implementation of the Abcan IL ard MSP and MSP Donder for lpn Ono In amp cmmatscn for et 1 Jui 2013 erar prase of fa ME embassies and il This nac changer wiicf wil fingi i oe Pett acd Ao moeolant change sj imt Tailor Made Training P umini remain an impariani target group mihn NFP ia cunis peogeamme rana perire MAP 1125 UH Women SE plate vil i Study n Bu mi about HEP and Peace and Security MENA Bas rm E pp programme hee al fas deadline of 4 2074 ABRI will spoon NEP IN procerum H _ SOL applegten in the Facto Logan rubed an
35. ck the applicants eligibility before nominating them instead of waiting for the embassies to carry out the check on the candidates you nominated Including a non eligible candidate in your subsidy request is a wasted spot for someone who could have been awarded a fellowship You can find the eligibility criteria in the Grant Conditions and on Nuffic s institution webpage 5 1 Gain an overview over the applications received To see a list of all candidates who have applied for the current deadline go to the tab Nominate candidates choose your institution the sub program and deadline and push Search Other deadlines than the current deadline will not appear in the drop down list of this tab 21 Version 1 0 0 0 uuu Atlas Dc My institutions Edit course offer View candidates Manage grants Replace candidates Nominate candidates Institution Institution 1 Sub programme and deadline NFP MA 13 Apr 2015 Course select iv Status select Surname Date of birth Gender 1 m Female New candidate Reference number Change status for 0 candidates 1 15 pre nominated Status Study programme Ref No Name Date of birth Gender Country of employer Institution remarks Registration O Complete Course16 234234 Surname 3 Jan 1950 Male Armenia 2 5 Aug 2014 O Registered Course16 23423423 Surname 31 Jan 1950 Female Armenia 2 6 Aug 2014 8 Pre Course16 3 Mar 1979 Male Ethiopia 1 Institution
36. correct please send your change request to nfp fellowshipstnuffic nl 4 2 Screen My institutions 4 2 Personalize the web form for candidates The last two fields are for personalizing the candidate registration form of your institution Under Contact details for the candidate web form you can enter an instruction for candidates on how to contact your institution in case of questions You can also add the logo of your institution to the web form by uploading it under Logo for the candidate web form The maximum size of the logo you are allowed to upload is 250 KB with a maximum height of 200 pixels You can check at any time if the changes you made to the candidate registration form were successful whether there is an open deadline or not by opening the form Follow the link under Candidate web form URL and the registration form is shown the same way candidates will see it The URL is the same for every deadline of all sub programmes but is different for each education institution 10 No open application period no logo and contact details provided Candidate registration form Netherlands Fellowship Programmes NFP Institution15 The institution is currently not accepting registrations from NFP candidates Please contact your institution for more information Open application period logo and contact details added Candidate registration form Netherlands Fellowship Programmes NFP and MENA Scholarship Programme M
37. e applications that you take into consideration for the grant application It is possible to sort the applicants by column If for example you want to sort out candidates who applied after the deadline you set for applying in Atlas you can click on the column name Registration date click twice and the sorting will reverse If you give the candidates who applied too late the status discarded you and your colleagues will know that those applications do not have to be checked In order to prepare the grant application you have two ways to get down to a short list You can temporarily give all good candidates the status pre nominated and delete candidates from the short list later on until you have the permitted number of nominations As can be seen on the screen shot it is possible to have more applications with the status pre nominated than it is actually possible to nominate Reference number b Change status 0 candidates 18 15 pre nominated Status Study programme Ref No Name Date of birth Gender Country of employer Institutio Pre testbv 4134 3 1950 Armenia 21 Or you can change the status of those candidates you definitely want to include in the short list from registered or complete to pre nominated When you determine what candidates you include in the short list take all features of the application into consideration that have influence on the likeliness of them being selected l e
38. e assessment with the new course and the candidate might hold his fellowship wrongfully The employer nominated his employee for the original course Therefore it is necessary that you request a new employers statement in which the employer declares his consent to the change of course Nuffic can ask to see the new employers statement if you are selected for the random check after the submission of the grant report 61 E Leaving the Netherlands before or after completing the study in the foreseeable future with or without diploma There are different ways in which a student can terminate his studies Should a student leave before the end of the course or programme you should give the fellowship holder the status withdrawn and register the his personal course end date in Atlas For the intermediate and or final report the fellowship costs will automatically be adapted to the fellowship holders date of cancellation otudents who stay until the end of the study get the status Graduated if they completed their study successfully or Finished without diploma if they completed their study without a diploma Graduation expected shortly should be given to fellowship holders who do not complete their study within the grant period plus extension but will complete their study in the near future You should keep the status of a candidate up to date as Nuffic bases its reports to the Ministry of Foreign Affairs and the tracer studies and alumni wo
39. e document Admission of Suparvleor Ogiional candidate document Khetan Whatic the Ircus or problem you want ip address In your How will this ncursa you in addes this of employing Country of smpicying organicaBon Armenias 23 If you want to have list of candidates who match your filter i e who are visible in the screen Export to Excel after you filtered on certain characteristics you can push the button on the bottom of the page An excel document will be downloaded to your computer which gives you an easy overview over the registered candidates In contrast to the screen in Atlas the excel documents shows all filled in fields of an application experi naminateCandidates 07 17 Alleen lezen Excel RESTAND START IMORGEN FA FORMULES GORENG CONTROLEREN 75 Krippen li m Teistteruglonn E E LM ri 2 TUE A E b Kogiiren 1 y Chl Deore ipai X eri E et gi SETHE ESPEN en re s E E S Msn Spi f f fi 5tijlen Cen Dewerkers 1 Hh B C n F F G ki E N 1 surname Gender Date of birth Place of birth Nationaliby Email
40. e4712 GivenNames1 2 Feb 1979 Female Ethiopia 8 Graduated Course1 1 NFP SC 4717 Surname4717 GivenNames1 2 Feb 1979 Female Ethiopia E Finished without diploma Courset 1 NFP SC 4722 Surname4722 GivenNames1 2 Feb 1979 Female Ethiopia 8 Graduated Course12 NFP SC 4727 Surname4727 GivenNames1 2 Feb 1979 Female Ethiopia 3 Graduated Course12 NFP SC 4732 Surname4732 GivenNames1 2 Feb 1979 Male Ethiopia 1 Graduated Course12 NFP SC 4737 Surname4737 GivenNames1 2 Feb 1979 Female Ethiopia 8 Graduated Course12 NFP SC 4742 Surname4742 GivenNames1 2 Feb 1979 Female Ethiopia Graduation expected shortly Course12 NFP SC 4747 Surname4747 GivenNames1 2 Feb 1979 Male Ethiopia 0 Unlock report Print report A Submit report Export to Excel When you push the 779 putton Atlas will make an intermediate or final report in PDF format stating the candidates that were selected their status and the costs that were made for them For grants that do not need to be checked by an accountant you will need to print the report sign and stamp it and then scan and upload it 4 Submit report To upload a report push the button on the same page 67 A Submit report Cancel and back A field in which you can upload the signed and stamped report will open Push on the blue Submit report button and Nuffic will receive your request to settle the grant If your grant needs to be accompanied by an assurance report scan the report fro
41. egory 1 country as well If more than one candidate suits the profile the one with the highest score will be selected Regarding MSP the algorithm replaces the withdrawn fellowship holder by a not selected fellow country man with the highest score If there is no not selected candidate for the same country a replacement will be chosen from the country with the least fellowships If you wish to inform candidates of the possibility to be selected as a replacement you are free to do so The advantage is that it is more likely that not selected candidates are still available at a later stage The disadvantage can be that candidates may persistently enquire about the availability of fellowships Informing fellowship holders After you received the grant award you will want to inform the fellowship holders as soon as possible The embassies are already aware of the results of the selection There is a Letter template Selected candidates on the NFP MSP institutions website which you can use along with the document Obligations for NFP and MSP Fellowship Holders to inform selected candidates In article 6 of the latter document is a short list with the obligations of the institution The document sums up the obligations of the fellowship holder and you can commit the students to agreeing to them before you prepare for their stay and arrange for their arrival in the Netherlands 9 2 Registering changes in the grant There are a number of cha
42. er that date Web form URL candidates need to know the URL of the web form so they can enter their grant application The NFP and MSP registration instructions format employer s statement and format government statement may be helpful to generate applications with a certain quality Course offer as soon as the course offer is imported from SK123 to Atlas and you have checked and completed the list of courses you want to participate with in NFP and MSP you can make a list or refer candidates to www studyfinder nl Fellowship amount the Grant Conditions state that you inform candidates in advance of the amount they can expect in case they will receive a fellowship You can find an overview of the fellowship amounts for all sub programmes in the Grant Conditions The objectives and target group of the programmes to save non eligible candidates the effort to prepare an application without prospect it is advisable to inform candidates in advance if they meet the eligibility criteria for NFP and MSP or not 12 4 4 Determination of the maximum number of nominations The maximum number of nominations you get per sub programme deadline depends on the number of fellowships that can possibly be awarded for the current budget of the deadline and the number of fellowships you were awarded in the same deadline of the previous year For this year because there is no comparable deadline in the academic year 2013 2014 the maximum number of nomi
43. er the start of the application period These courses can still be registered for MSP as well It is not possible to un register courses for MSP in Atlas You can however decide not to nominate candidates for a specific course in your MSP application 18 Version 1 0 0 0 ata Atlas Dc My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Course Name Course115 Institution Institution01 Sub programme and deadline NFP SC 2 Jan 2015 Start date 5 Aug 2014 2 Jun 2015 Duration 190 Days Tuition fee 190 00 Tuition fee adjusted for NFP MSP 180 50 Discipline Engineering iv Minimum number of participants 3 Maximum number of participants 8 E learning 0 Instruction language English iv Number of candidates report 0 iv Duration in NFP country 190 Days Cancelled This course must also be available for 5 Eg Save and retum Cancel Changes made to the course in either NFP or MSP for a specific deadline will automatically be applied to both programs The maximum and minimum number of participants applies to the sum of fellowships for NFP and MSP Please note that courses still have to meet the eligibility criteria for MSP as stated in the Grant Conditions If you try to register a course that does not meet the MSP criteria you will get a warning from Atlas stating why the changes are not allowed and it will not be possible to submit
44. es not to invest in the eligibility check of NFP MSP candidates the application will be given the status not eligible when the deadline for the assessment passes These applications will not participate in the selection The rejection reason of these applications is in the same column as the applications that were actively rejected by fellowship officers 7 4 Assessment of eligible applications If the fellowship officer marks an application eligible the assessment questions will unfold 44 Embassy Embassy reference number Policy thames Food security Securty and rule of lew Remarks embassy Eligibility Eligible Not eligible Score criteria To what extent does the application fit into ane more of the policy principles of the Ministry of Foreign Affairs Food security sexual and rule of law water Poor not assessed Fair Good Excellant extent does the application fit into the bilateral development cooperation policy of the embassy faccording to the country focus document Poor not assessed Far Good Excellant what extent is the descr ption of the problem out ned specific and relevant What What do want to accomplish Why Specific reasons or benef ts of accomplishing the goal Who Who is Involved Winera identity a location Which Identify requirements and constraints Poor not assessed Far Good Excellant To what extent is the description of
45. f the application is not eligible the fellowship officer will mark it not eligible Through this action a list with rejection reasons will unfold It is mandatory to choose at least one rejection reason to be able to save the eligibility decision 42 Eligibility Eligible Not eligible ae Employer statement does not mention the name of the candidate 1 Employer s statement is forged O Employer s statement is expired Employer s statement does not include the commitment to retain the candidate s job O Employer s statement does not describe a plan of implementation after return to candidate s homecountry O Employer s statement does not describe the benefit of the course for the employing organization O Employers statement is not written by the candidate s current employer O Employer s statement does not mentioned why the candidate is the most suitable person to participate in the course 1 Employer s statement is not provided O Employer s statement is not readable Employer s statement is not signed and stamped Employing organization could not be verified 1 Employing organization could not be reached by phone after three attempts Employing organization is not officially registered O Employing organization has its own staff development facilities and is therefore considered not eligible for NFP O Government statement is not from competent authority O Government statement is not provided 1 Government statement is not readable
46. hat the password must be at least 8 characters cannot contain the user s account or full name must contain at least three of the following four character groups English uppercase characters A through 2 English lowercase characters a through z Numerals 0 through 9 Non alphabetic characters such as must be changed at least every 182 days cannot be changed until at least several minutes since it was last changed cannot repeat any of the previous 20 passwords You are encouraged to enroll in the Password Self Service With this service you can change reset your own password when necessary 71 Self Password Reset Enroll m Please enroll into the Password Self Service This will enable you to reset your password if you forget it without any assistance from the outside Enrollment is a simple process and only takes a few minutes AJl H Later You may choose here for Later In that case this pop up will be shown again on next use of the account When you choose to Enroll Now you are requested to define and answer two Security Questions Password Self Service Self Service Password Reset Enrollment Please specify your secret questions and answers If you forget your password you will be asked these questions to verify your identity The answers you provide must be at least 3 characters long 72 Question 1 Question What was your childhood nickname B Answe
47. her with their employer and their supervisor at the institution for how long they want to go You have to register the period spent in an NFP country in the field Duration in an NFP country Remarks internal remarks from the Institution Fellowship information Status change Funded extension Month s Thesis compensation Yes Fellowship amount current 22664 00 D change of course data or changes to the start and end date of a PhD study For short courses and Master programmes the data of the training will probably not change very frequently after the submission of the grant application Should it be necessary however it is possible to change the start and or end date of the training Go to the screen Edit course offer gt After grant award chose the course you want to modify and enter another date The change will be implemented in the individual applications automatically Make sure you enter dates that fit within the possible deadline start dates If the start date is not within the permitted timeframe you will be able submit the course however you will not be able to submit the report at a later stage In any case you will get a notification from Atlas immediately that the dates are not permitted You can find the permitted start and end dates per deadline on our website 60 Warning With these values the course can not be submitted Start date For PhD students it is more common that t
48. hey start on a different date than the one originally registered in Atlas during the application process If you want to change the data go to the screen Manage grants select the applicable candidate push the edit button and enter the correct start and end date Under certain circumstances it might be necessary to cancel a course Nuffic tries to prevent cancellations of courses after the selection by offering institutions the possibility to enter a minimum number of fellowships for each course before submitting the grant application If however the cancellation of a course is unavoidable you will have to give each fellowship holder the status withdrawn in the Manage grants screen in Atlas It is possible to select replacement candidates for a different course of the same deadline if the fellowship costs are the same or less and the course has started less than 7 days before Give all candidates of the cancelled course the status withdrawn If possible Atlas will give you replacements candidates for another course In very exceptional circumstances it is permitted to change the course of a fellowship holder To do this go to the tab Manage grants edit the details of the fellowship holder and select the course to which the fellowship holder wants to switch Please keep in mind that the selection of a fellowship holder is based on the assessment of his application by the embassy Changing the course means that the embassy might not have given the sam
49. ia is To be eligible a nominated candidate must have an official and valid passport There are many ways in which an applicant cannot meet this eligibility criterion Subprogramme for Denotative description Precise description for which this rejection of the embassy the rejection letter reason is applicable checkbox coupled to the denotative description NFP SC NFP MA Identification document is The identification document NFP PhD MSP SC expired which you attached is expired NFP SC NFP MA Identification document is The validity of your NFP PhD MSP SC forged identification document could not be confirmed NFP SC NFP MA Identification documentis The identification document NFP PhD MSP SC not official you attached is not an official document of identification in your country NFP SC NFP MA Identification document is You did not provide an NFP PhD MSP SC not provided identification document NFP SC NFP MA Identification document is NFP PhD MSP SC noi read oie The identification document you attached could not be opened or proved to be unreadable For the complete table of rejection reasons and the text to which they are coupled please follow the link which is given at the beginning of the chapter As soon as the selection is known it is possible to send the rejection letters emails 7 3 No eligibility check In case a fellowship officer fails to do the eligibility check or the embassy choos
50. ich you can change the data of fellowship holders with a few exception like for example the date of birth after submission of the grant application are in green letters While preparing the grant application Between your submission of the grant application and Nuffic the grant award From the grant award until making the intermediate report you are required to register all changes For an explanation of changes please see A to E in the following paragraph Between the start of the check of the and the accountant if applicable of an intermediate report and Nuffic sending the intermediate grant decision Between the intermediate grant decision and the start of the check of the CCI and the accountant if applicable of the final report you are required to register all changes For an explanation of changes please see A to E in the following paragraph After the CCI and the accountant if applicable have started the check of the final report 52 If Nuffic rejects your submitted intermediate final reports and asks for corrections then you are able to make changes again until the CCI and the accountant if applicable have started checking the revised intermediate or final report Changes that always have to be registered in Atlas are A withdrawal of a fellowship holder before the start of the training and if possible replacing him B financed extension of a fellowship periods abroad
51. il Augustus November Peer eee November sian l April August November This chapter is about the timeframe marked blue in below scheme 4 1 Check info about your institution Before the start of the application period you should check if the information about your institution is still correct 5 To do this choose the tab My institutions only visible to the CCl If the information is not correct please contact Nuffic It is important to keep this information up to date as Nuffic will use the information for example for the grant award name and address of the institutions the reminder and appeal procedure name e mail address and contact person of the Executive 4 1 Overview 11 weeks before the deadline until 9 weeks before the deadline Institution15 Short name Institution15 Type University of Applied Sciences PhD institution iz MSP institution SK123 ID 20015 Executive board Board15 Executive board E mail address Contact person ContactPerson15 Address Address from Institution number 15 City City15 Zip code ZipCode15 E mail address mail address15_nl Website hitp Avww nuffic nl Candidate web form URL https acc atlas candidate nl Index 15 Contact details for the candidate web form Logo for the candidate web form Browse Eg Cancel If any of the information stated on this page is not
52. ion number 01 maiitomeGyyy com NL35 ABNA 4327683247 SCHOOL A 0 8 press lock report to continue to the next step 65 submit the report Lock Report The grant application is successfulhy locked for report Application number Contact Address E mail address grant application IBAN account number Account holder Maximurm number of applications Humber of applicatians A Submit report export the list of candidates to Excel Export to Excel 66 Short courses 14 0062 Acddresss fram Institution number 04 malitamecyyy com NL35 4327683247 SCHOOL 8 press OK to proceed to the screen from which you can unlock the report in case you noticed that it was not complete or correct yet print the report to check it and give it to the accountant for the assurance report 5 Unlock report Print report fic Atlas Version 1 1 5 0 a My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Manage grants Institution InstitutionO1 Sub programme deadline NFP SC 11 Nov 2014 Course select Status select Surname Date of birth Gender Female Reference number Search Status Study programme Ref No Name Date of birth Gender Country of employer I3 Withdrawn Course11 NFP SC 4707 Surname4707 GivenNames1 2 Feb 1979 Female Ethiopia Graduated Course11 NFP SC 4712 Surnam
53. ip holder participated in the course Fill in O if the fellowship holder did not come The fellowship costs will be adapted to the shorter stay of the student automatically for the intermediate and or final report 55 Duration in country Status Funded extension Additional housing compensation Fellowship amount current Fellowship amount submit 2876 00 Institubiong 1 Course Research Methods and Skills RMS 5 Aug 2014 34 2014 Start date scholarship 5 Aug 2014 End date scholarship Duration scholarship Reference number Documents The documents need to be in pdf format and should not exceed 2 MB As you can see from the screen shots the status will change to withdrawn in the overview Atlas My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Version 1 1 5 0 Manage grants Institution InstitutionO1 Sub programme and deadline NFP MA 1 Jan 2015 Course Course01 Status select Surname Date of birth Gender Male Female Reference number LJ Status Study programme Ref No Name Date of birth Gender Country of employer S Withdrawn Course01 NFP MA 102 Sumame102 GivenNames1 2 Feb 1979 Female Ethiopia S Selected Course01 105 Surname105 GivenNames1 2 Feb 1979 Male Ethiopia 21 Selected Course01 NFP MA 107 Sumame107 GivenNames1 2 Feb 1979 Female Ethiopia Selected Course01 NFP MA 110 Sumame1
54. irements as mentioned above It is possible that the requirements cannot be met This can happen in the event that there are too few candidates from Sub Sahara Africa or a category 1 country But also if there are too few candidates that fulfill the food security policy theme and or female gender requisite If this is the case the selection will not be altered however the Ministry of Foreign Affairs will be informed that the requirements have not been met for one or more subprogrammes After the accountable programme administrator has given his pre approval of the selection it is forwarded to the mandate holder and approved 8 3 Publishing the selection in Atlas and sending the grant decision Through approving the selection Altas gets the order to turn the status of selected candidates from nominated to selected and the status of not selected candidates from nominated to not selected All other statuses will remain the same discarded complete not nominated You can see all candidates and their current statuses in the View candidates screen and you can see all candidates that have been selected at one point or the other in the screen Manage grants You will not see them in your Nominate candidates screen anymore as this step of the process is completed Furthermore approving the selection enables Atlas to generate the grant awardsThose are checked by the programme officer the financial officer and the mandate holder and are sent by email
55. ivenNames M LISS PlaceOft irth Albania tandidatei3gemall cor 323455783 Universiteit Twent courteti 24 13 2014 4 F 4421979 BlareOff rtt Algeria randidatedigenmail cor 473456789 Lniversibeit Twent Courona t gt 5uma maeb5 GhmenNamess M 11350 PlaceOFBarth Armenia Candidates 523456799 Universipelt Tent 24 3 2014 amp 10 The export is done in Excel so that you can use the document to make your own statistics on the short list A column with the institution remarks is also included in the document so that these can also be taken into account during the definite selection If your institution finds it practical the remarks field can be used to convey a ranking of the applications to the For example a ranking based on quality in a way the selection algorithm also sorts applications based on the assessment the embassies make Another way of using the remarks is a simple preference colleagues can convey to the CCI in case he has to take candidates off the short list 6 2 Check and submit the grant application Every time data in an application or in a course are changed in a way that makes it not eligible Atlas will give a notification after the Save button is pushed It is possible to save these changes but it is not possible to submit the grant application with these data If unacceptable data was saved frequently you will get a long list of invalid a
56. m Atlas together with the assurance report of the accountant and upload them as one document Nuffic will check your report within 10 weeks and will notify you if the report is approved and whether you are required to make any corrections 68 Annexes 69 1 Atlas your account and password Procedures for institutions 1 First time use of account 2 Log in in Atlas 3 Password Self Service 1 First time use of account The account holder receives an e mail with Username temporary Password and url of the selfservice and logs in httos selfservice nuffic nl atlas default aspx Welcome Please Sign In Support How to sign in as the current user Sign In Username Example username username domain DOMAIN username Password Forgot your password Fill in the Username and the temporary Password that you received by email and click on Sign In On first use of your account you are required to change the temporary password to one of your own choosing 70 A You are required to change your password at the first logon Change Password User test Old password New password Confirm new password Fill in the temporary Password in the field Old password your new Password in the field New password and Confirm Make sure you meet the Password Policy Restrictions see below Click on Change Password Policy Restrictions The password policy requires t
57. maximum number of fellowships until you submitted the grant application Please note that after the opening of the deadline it is not possible to change the name of the course or Master study If you change the course in a way that makes it not eligible for NFP or MSP it is possible to save these changes However it will not be accepted when you try to submit your grant application Warning With these values the course can not be submitted course type You can add a course to the course offer in Atlas until the subsidy application deadline closes by pushing the button Add new course next to the Search button 17 ata Atlas My institutions Edit course offer Search for courses Institution Sub programme and deadline Course s Course115 View candidates Nominate candidates Institution 1 NFP SC 2 Jan 2015 Start date 5 Aug 2014 Manage grants Replace candidates Sub programme NFP SC Please note that these courses will not be imported to SK123 4 6 Register courses for MSP Version 1 0 0 0 iv Add new course Search SK123 does not have a functionality to subscribe courses to MSP The only way to register short courses for participation in MSP is to check the box in Atlas This course must also be available for MSP Itis only possible to register courses for MSP until the start of the application period Exceptions are NFP short courses that you entered aft
58. n the deadline for the embassies to assess the nominees has passed Nuffic s generates the LM ena selection Nuffic checks whether the selection meets Instituti the requirements of NFP2 and MSP2 and approves des the selection After the selection is definite it is made candidates visible in Atlas and the Grant Awards will be sent to EM PM Embassy hecks eligibilit cing application T 5 Selection T 7 Grant award Monitoring Follow Up 8 1 The selection algorithm Four weeks after you submitted your grant application the embassies will have completed their assessment In this phase it not possible for either the embassies or institutions to make changes to the applications The complete eligible and assessed applications can now be ranked by Atlas in order to make a selection When the program administrators of NFP and MSP push the button execute selection the first thing Atlas does is calculate the fellowship costs for each individual eligible nominee For NFP 2 Atlas ranks them according to the score into which the assessment of the embassies has been translated and by a random number in case candidate have the same calculated score Then it will pick candidates from this sorted list until the deadline budget is used up While picking candidates Atlas takes into account three policy themes 1 At least half of the budget per sub programme per deadline must be alloca
59. nations is based on the previous two years To find a suitable total number of nominations for all institutions that take part in the sub programme deadline the budget for the whole sub programme deadline is divided by the average price of a fellowship for that deadline That is the number of fellowships that could be awarded for that amount of money Then this number is multiplied by a factor around 4 to make sure that the total number of nominees is sufficient to choose from in order to be able to accomplish a selection that meets the criteria of the programme as set by the Ministry of Foreign Affairs even when a number of nominees has been rejected by the embassies All institution will get a fixed number of nominations to make sure that institutions that did not participate in NFP or MSP before and institutions that did participate before but did not receive any fellowships also get nominations The maximum number of nominations per institution for the November 2014 until the August 2015 deadline is calculated as follows 1 Each institution get the fixed number of nominations ca 10 for short course 3 for MSP and 2 for PhD 2 Then Nuffic determines the percentage each institution had of the total of fellowship holders the past two years 3 Each institution will receive this percentage of the total number of nominations plus the fixed number of nominations each institution gets For the deadlines after August 2015 the maximum n
60. network This way the employing organisation directly invests in staff development and the fellowship holders invest in their further career For the Netherlands this programme amongst others serves to strengthen ties with the fellowship holder s country After completing the education fellowship holders return to their original workplace This ensures the training is embedded within the organisation The Middle East and North Africa MENA Scholarship Programme or MSP offers scholarships to professionals from ten countries The overall aim of the MSP is to contribute to the democratic transition in the participating countries and to help form a positive image about the Netherlands MSP aims to build capacity within organizations by enabling employees to take part in diploma or other courses The NFP and MSP is initiated and fully funded by the Dutch Ministry of Foreign Affairs of the budget for development cooperation About this NFP manual This document is intended for the Dutch institutions involved in the implementation of the Netherlands Fellowship Programmes NFP and the Mena Scholarship Programme MSP The manual is applicable to the NFP sub programmes Master s degree programmes Short Courses and PhD The aim of the manual is to provide insight to Dutch institutions on the procedures of and MSP and on how to perform their tasks with regard to these programmes in the supporting application Atlas The tasks and form
61. nformed you sulficiently websibe Kind regards trust to have indormed you amp utficsentiy Kind name and signature of mandate holder Export the list of non eligible candidates from your screen View candidates Column AS shows the reason for rejection Use a mail merging programme to send individualized letters automated Informing not selected candidates The Grant Conditions obligate you to inform the nominated candidates who were not selected as fellowship holders for NFP 2 and MSP 2 On the NFP MSP institutions website you can find the Letter template Non selected candidates For the easiest approach of sending the letters automated see the description in the previous paragraph Please be aware that all not selected candidates can be reserve candidates It depends on the qualities of the withdrawn fellowship holder and whether there is a suitable replacement candidate among the remaining not selected candidates The replacement algorithm always looks for a candidate who applied for the same institution 50 Regarding Atlas will replace fellowship holder from Sub Sahara Africa with someone who also comes from Sub Sahara fellowship holder whose application contributes to Food Security with someone who also contributes to Food Security fellowship holder who is female with another woman fellowship holder from a category 1 country with someone who is from a cat
62. nges that can happen before and during the grant period It is important to register them in Atlas as soon as you are aware of them These will be processed in the final report and the preliminary report if applicable automatically The accountant will check if these changes have been performed correctly For more information on what Nuffic means by rightful and correct please see the Grant Conditions There are limitations to the possiblity to register changes as soon as you come to know them In certain periods it is not possible to change all candidate or course programme details This is the case because making changes may interfere with the actions of say the fellowship officers or programma administrators For example if you were to change the period abroad for a prospective fellowship holder while Nuffic was preparing the grant awards the fellowship costs of this fellowship holder would change while Nuffic was still preparing the grant award 51 Another example while the CCI of your institution checks the final report in order to submit it to Nuffic it is not possible for colleagues with a basic account to register extensions or make other changes The CCI would otherwise be responsible for submitting a change that was made while he was checking the report and therefore could not see Periods in which you cannot change the candidates details personal or concerning the fellowship are in red letters in the scheme below Periods in wh
63. oad candidate document Download candidate document Ethionia is Africa 5 oldest independent country and its second largest in terms of population Apert from a five year occupation by Mussolini s it has never been hes a unique cultural heritage being the home of the Ethoopian Orthadox Church of the oldest Chistian churches and monarchy that ended only in the coup of 1874 served as a symbol of African independence How will this course enable you to address this How will you address this issue with your position within your organisation throughout the colonial pernod and was a founder member of the United Netons and the African base for many international organisations Embassy Embassy reference number Policy thames Food security Sexual and reproductive health and rights Security and rule of lew Water 2 Eligibility Eligible Not eligible Please note that fellowship officers can see your institution s reference number but they cannot see the remarks you made about an application It is therefore not possible to communicate with an embassy about an application through Atlas The difference with your detail screen is the passage with the heading Embassy After screening the application the first step for the fellowship officer is to decide whether the application is eligible by clicking Eligible or Not eligible at the bottom of the screen 7 2 Not eligible application I
64. ogramme are outlined in below schedule The application deadline refers to the day on which you can submit your grant application until 23 00 CET After that point it is not possible to submit any grant application for this deadline Fp Master s degree programmes Short courses fo ee Institution Nuffic prepare T 11 for application period Candidate T 9 registers for fellowship EQ TIT Institution submits grant T request nominates candidates Embassy checks eligibility T 4 and assesses application T 5 Selection 7 Grant award NFP and MSP deadlines closing months Deadlines close on the first Tuesday of the month For each deadline the application period starts two months earlier April August oe Apr
65. on InstitutionO1 Course Reference number testbv Documents PhD applications have additional fields which have to be filled in by the institution The reason that you can make changes to the data that applicants entered is that you submit the grant application and all information in the grant application is your responsibility If information that an applicant entered is incorrect you can either change the data if that makes them correct or decide not to include the application in your grant application If you encounter the application of a candidate whose application is incomplete and which is in your opinion worth the while of improving them it is possible to make changes to the application The candidate cannot do this himself For example if a candidate fits the objective of NFP or MSP perfectly and would be of added value to your course but failed to provide a government 25 statement which is mandatory in his country you have the option to contact this candidate ask him to send the missing government statement to you and then add it to his application After checking an application you can give it one of the four available statuses You and your colleagues will see this status e Discarded for applications that you do not want to include in your grant application e Complete for application that you have found to be eligible and complete e Pre nominated for applications you suggest to include in the grant application e Regi
66. ons with nominees that were valued by the embassies for their potential to contribute to the development of their country will receive more fellowships in proportion to their number of nominations than institutions with nominees that were assessed poor The institutions with the high quality nominees and therefore more fellowships in relation to the number of nominations will get more nominations for the next comparable deadline If you have a very uneven distribution of fellowships between the deadlines and you are planning on deferring an important course to a different deadline please contact us We want to avoid that a course for which you always had a lot of fellowships will be transferred to a deadline for which you will have very few nominations However due to the fixed number of nominations every institution receives each deadline regardless of previous successes and the factor by which the number of fellowships is multiplied it will most likely not be necessary to adjust the number nominations manually 4 5 Check and complete course offer The courses which are visible to you in your institution account and later on in the web form for candidates are imported into Atlas from SK123 two weeks before the start of the application period Atlas imports only those Masters and short courses from SK123 which you marked for participation in the NFP Nuffic will import Masters and short courses into Atlas per deadline so that the changes made
67. ory Female For example Candidate 14 with a rating of O will only be preferred to candidates with a higher rating as long as the selection comprises less than 50 Sub Sahara Africa candidates less than 35 Food Security candidates less than 67 candidates from category 1 countries and less than 50 women 29 If the selection was made with 6 possible fellowships and above list of candidates and assuming that all fellowships cost the same 1 2 6 and 7 would be selected to fulfill the requirement that at least 5096 of the budget are spent on candidates from Sub Sahara Africa 3 would be selected to make sure 3596 of the budget is spent on candidates that fit the policy theme Food Security With this selection 6796 of the budget would already be spent on category 1 countries and 5096 of the fellowships go to women After that there is budget for one more fellowship which will be awarded to candidate 4 because he has the highest score For comparison 10 and 14 whose applications fit all four policy themes but were of poor quality have not been selected 5 5 Apply for additional housing for short courses For short course the candidate application details screen is the place where you can apply for additional housing You have to do this before submitting the grant application After submitting the grant application it is no longer possible to apply for additional housing Applying for additional housing has to be done pe
68. ow to reset your password New password amp Confirmation a Generate Spell Out View Password Polic Click on Next Reset Password Operation succeeded Your password has been successfully reset Now you may log in using your new password You will receive a confirmation by email Annex 1 1 First log in to Atlas As soon as your Atlas account is created you will receive an automatically generated from nuffic accountbeheer noreply nuffic nl Dear NFP contact An Atlas account has been created for you 77 User name test Temporary Password T Password When logging in for the first time you must change the temporary password To do that go to the account selfservice https selfservice nuffic nl atlas default aspx Fill in the User name and Temporary password in the field Old password and enter a new password that meets the Password Policy criteria The password policy requires that the password e must be at least 8 characters e cannot contain the user s account or full name e must contain at least three of the following four character groups o English uppercase characters A through Z o English lowercase characters a through z o Numerals 0 through 9 o Non alphabetic characters such as e must changed at least every 182 days e cannot be changed until at least several minutes since it was last changed e cannot repeat any of the previous 20 password
69. pplications in your notification It is only possible to submit the grant application if all unacceptable data has been changed or if unacceptable applications are deleted from the grant application 33 Submit Grant Application The number of pre nominated candidates exceeds the maximum number of nominations 15 Surname2 GivenNamesz2 2 Feb 1979 Nederland The course start date is not within the specified range Surname4 GivenNames4 4 Apr 1979 Nederland The course start date is not within the specified range Surname5 GivenNames5 5 Jan 1980 Nederland The course start date is not within the specified range Print printje 24 Jan 1979 Indonesia The course start date is not within the specified range 4134 1234 3 Jan 1950 Armenia The employer organisation type is not eligible for nomination For this reason it is advisable to start in time with the preparation of the grant application If you want to check the number of invalid applications occasionally you can start to submit the grant application but cancel the process when you get to the notification If there is no invalid application in your grant application left you can push the green Submit application button without notification Make sure that the grant application is complete is in accordance with the grant conditions the additional housing allowance is applied for if applicable and the data is correct The CCI is responsible
70. r candidate because it is possible that you need housing only for a certain number of fellowship holders not for all The default for additional housing is no Place of birth a Nationality Guatemala E mail address Telephone 1 Remarks Internal remarks from the institution Fellowship information Additional housing compensation study programme Institution Institution 1 If you need more than 32 Euro allowance because you cannot find appropriate housing that fits the budget you can apply for additional housing allowance if the course duration is less than 42 days Push the edit button at the bottom or top of the page and choose yes 30 Remarks Internal remarks from the institution Fellowship information Additional housing compensation Study programme Institution InstitutionO1 The additional housing allowance is a standard amount that depends on the course duration For further information please see the Grant Conditions 31 6 Submitting the grant application Institution Nuffic prepare T 11 for application period Candidate T 9 registers for fellowship bs Institution submits grant T request nominates candidates Embassy T 4 checks eligibility and assesses application 5 Selection T 7 Grant award e Follow Up This chapter is about the timeframe marked blue in below scheme The and the
71. r eseese Confirm amp Question 2 Question What is the name of your favorite cousin 1 Answer sss amp Confirm esses an Click on Save You have successfully enrolled for self service password reset You can now reset your password if you forgot it without any assistance Actions User Management Reset Password 2 Log in in Atlas To login in in Atlas go to https atlas nuffic nl 73 Enter your Username and Password Click on Log on When the login fails the user should go to the Password Selfservice see below for a password reset 3 Password selfservice When the user tries to log in in Atlas and enters a wrong password or has forgotten the password he she can reset the password In case the user is not enrolled in the Password Selfservice the user can not reset the password Please contact Nuffic to have your password reset When the Security Questions have been defined you can go to password Selfservice httos selfservice nuffic nl atlas default aspx Fill in the Username and not the password because you have forgotten it Sign In Username 12510 Example username usernameqzdomain DOMAIN wsemame Password Forgot your password Click on Forgot your password 74 Welcome to the Password Reset service This wizard allows you to reset a forgotten password or unlock a locked out user account Please enter your user name and click Next Username 12510 Ex
72. regarding the NFP and MSP process and Atlas thoroughly For Dutch institutions nominating candidates means applying for a grant and agreeing to the Grant Conditions as drafted by Nuffic For Dutch embassies assessing candidates as not eligible means that those candidates will not participate in the selection process and will be informed of your decision accordingly The assessment of applications done by the embassy largely determines the outcome of the selection Using Atlas means that you agree to the user policy for Atlas General information about NFP and MSP and news are available on www nuffic nl nfp institutions www nuffic nl nfp embassies The Atlas user manual and the user policy can also be found on these websites If you have questions about Atlas please consult the user manual and the FAQs first If you cannot find a solution to your question or problem in the manual and the FAQs contact the NFP team via nfp fellowshipsG amp nuffic nl 31 0 70 42 60 167 An instruction on how to request a new account or change your account is included in the Atlas user manual As fellowship officers may work for more than one country they can filter on country Further filters are sub programme and deadline surname status date of birth their own reference number and the policy theme Eligibility check Eligibility check Country Ethiopia Sub programme and deadiing a Status select
73. rk on this data 9 3 Submitting an intermediate or final report The Grant Conditions list the rules when to submit an intermediate or final report The manual explains how to prepare a report how to check it and how to submit it Making an intermediate or a final report comprises the same actions in Atlas The only difference is that after an intermediate report you will continue to register any changes to the grant award and after the final report you will not be able to make any more changes Please be aware that only the are able to make the reports Colleagues with a basic account will not see the screens that are described below In order to make a report go to the screen Manage grants and chose a subprogramme deadline If you do not choose a subprogramme deadline the button for making a report will not appear For all candidates with the status Withdrawn who did not attend the study programme the duration must be adjusted to O Travel and visa costs of withdrawn candidates who did not attend the study programme should be mentioned separately and adjusted manually in the final report if applicable see figure 62 8 201527 2015 SURE pem eme pum ns em f pem pom mm oma pos 8 mn B b B jm mj L RF ps a eee eepe 1 92 1
74. s 78
75. status or characteristic first and then push Search etc Aui Atlas My institutions Edit course offer View candidates Nominate candidates Manage grants Replace candidates Nominate candidates Version 1 0 0 0 Institution Institution01 iv Sub programme and deadline NFP MA 13 Apr 2015 Course Course16 iv Status select Complete Surname Discarded Pre nominated Date of birth Registered Gender New candidate Reference number Search You can make changes to an application by clicking the pictogram and push the Edit button on the top or on the bottom of the screen with the personal details of the applicant 24 Deadina NFF MA 13 Apr 2015 Pesonel deiis Female 31 Jen 1550 Fisza of birth E mall Telephone Before the deadline of an application period closes you can change all fields in an application including the uploads If you are done with the changes press Save or Save and Close Every application has a field for a reference number and for remarks that are for the institutions own administration and which cannot be seen by the fellowship officers of the embassies You can ask applicants to register their reference number already when they fill in the form so you can identify them easier E mail address 1132412 b nl Telephone 5345 Remarks Internal remarks from the institution Study programme Instituti
76. stered for applications you want to reset to the default status To change the status of one or more applications 1 check the box es in front of the application s Status select n Surname Date of birth Gender Male Female New candidate Reference number V Change status for 2 candidates 1 15 pre nominated Status Study programme Ref No Name Date of birth Gender Country of employer Instituti v 5 Discarded 01 Surname2 2 Feb 1979 Female Nederland 0 Institutic GivenNames2 Registered Course01 Surname4 4 Apr 1979 Female Nederland 0 Institutic GivenNames4 o B Registered Course01 Surname5 5 Jan 1980 Male Nederland 0 Institutic GivenNames5 2 click on the drop down menu between the filter and the list of candidates and choose the correct status 26 Status select Surname Date of birth Gender Male M Female Reference number Change status for 2 candidates Pre nominated Discarded dy programme Ref No Registered Complete 01 Select all irse01 Deselect All O Registered Course01 Status select Surname Date of birth Gender Male Female Reference number b Change status 0 candidates Status Study programme Ref No i Complete Course01 Complete 01 Registered Course01 Name Date of birth Surname2 2 Feb 1979 GivenNames2 Surname4 4 Apr 1979 GivenNames4 5 5
77. tasks of the candidate to what extent the position of the applicant allows for a good implementation and dissemination of the newly acquired knowledge in his daily work to what extent the application fits into the objective and target group of NFP or MSP respectively and or one of the policy themes of the programmes as far as NFP is concerned and or the country focus or MSP in order to contribute to the development of the country how well the plans for the time after returning to the employer are described and how easily they can be implemented Both the eligibility reasons and the assessment questions are specific for each sub programme 38 71 Assessment screen The Dutch Embassies fellowship officers have the same welcome screen as account holders of the Dutch education institutions except for the tab s in which they work Fellowship officers have a single tab in which they do all their work Atlas Eligibility check Welcome to Atlas Version 1 0 0 3 This is the homepage of Atlas for Dutch Higher Education Institutions and Dutch Embassies Atlas is the administrative tool of the Netherlands Fellowship Programmes II and the MENA Scholarship Programme MSP II It facilitates the application and selection part of the programmes as well as the financial monitoring and follow up Actions in Atlas can have irreversible consequences We advise you to read the following information
78. ted to applications from Sub Sahara Africa 2 At least 3596 of the budget must be allocated to applications that fit the policy theme Food security 3 At least 67 of the budget must be allocated to fellowships from countries in category 1 47 After these three policy themes have met their required quota and the deadline budget is exhausted Atlas exchanges the male selected candidates with the lowest score for female not selected candidates with the highest score until the selection meets the fourth policy theme 4 At least half of the fellowships must be allocated to women Regarding MSP 2 Atlas sorts the candidates by country and within each country list sorts them by the score into which the assessment of the embassies has been translated and by a random number in case students have the same calculated score The top candidates of each country will be picked in turns until the deadline budget is used up and the countries have an equal number of fellowships If the budget cannot accommodate an equal amount of fellowships for each country the candidate with the highest score of any country will be selected next Finally Atlas exchanges the male selected candidates with the lowest score for female not selected candidates with the highest score from the same country 8 2 Nuffic checks and approves the selection Although Atlas does the selection on the basis of a fixed algorithm which will ideally make a selection that meets the requ
79. tely Be careful not to repeat pushing the not available button without contacting the new replacement candidate provided by Atlas B extensions of a fellowship financed and unfinanced For the rules regarding financed and unfinanced extensions of the fellowship please consult the Grant Conditions You do not need to register an unfinanced extension in Atlas nor do you need to inform Nuffic A maximum unfinanced extension of 90 days for short courses 3 months for Master programmes and nine months for PhD is always added to the grant period To register a financed extension go to the screen Manage Grants and select the fellowship holder whose fellowship you wish to extend Push the edit button and scroll down to the field Funded extension For short course you can choose the number of days you wish to extend the fellowship with If the extension concerns a Master or a PhD fellowship chose the number of months you wish to extend the fellowship with Fellowship information Piease ba aware that only Duration in NFP country exceptional cases are eligible for funded extension This extension will ba added to Status tha duration of the course or scholarship period for funding Funded extension Thesis compensation Yes Fellowship amount current 22664 00 59 C Studying abroad Both Master fellowship holders and PhD fellowship holders can conduct part of their studies or research in an NFP country They decide toget
80. the 48 8 3 Publishing the selection in Atlas and sending the grant decision 48 9 and Se tou 49 9 1 Informing the applicants of the selection eese 49 9 2 Register changes MING boo paste om dac ep es cenas HE buts 51 UVLO KAW a CANIGIAIC 53 Fna M EOS 56 9 3 Submitting an intermediate or final sees sessi 62 ANNEXOS E 69 dbi e 70 1 1 ec loo Romi 77 Atlas user Manual and MSP Dutch Higher Education Institutions version 1 6 1 Introduction The objectives of NFP and MSP II The Netherlands Fellowships Programmes promote capacity building by providing training and education fellowships for professionals within organizations in 51 countries that are important to the Dutch development cooperation policy Fellowship holders will improve their knowledge and skills learn about relevant global developments in their field and build an international
81. the grant application 19 Waming With these values the course can not be submitted course type 4 7 Cancel course Under certain circumstances you may want to withdraw a course or programme from the NFP MSP course offer Both before and after the start of the application period it is possible to withdraw a course through ticking the box cancelled on the bottom of the detail screen of the applicable course After cancellation the course will not appear in the list of courses on the web form for candidates Candidates who have already applied for the course before it was cancelled will have to be informed by you When you cancel a short course please be aware that the course will also be taken off the MSP course offer A course that was cancelled in one year can be put on the list of the next year s deadline without restrictions 20 5 Preparing the nomination short list This chapter is about the timeframe marked blue in below scheme T 4 5 T 7 Institution Nuffic prepare for application period Candidate registers for fellowship Institution submits grant request nominates candidates Embassy checks eligibility and assesses application Selection Grant award As soon as your institution receives the first applications from candidates in Atlas you can start to check the applications on eligibility and quality It is useful to che
82. to the of the respective institution as well as any other persons whom have been given contactperson privileges at the time of the grant application 48 Monitoring and Follow Up 6 Institution Nuffic prepare for application period Candidate T 9 registers for fellowship Institution submits grant T request nominates candidates Embassy T 4 checks eligibility and assesses application T 5 Selection T 7 Grant award Follow Up This chapter is about the timeframe marked blue in below scheme After you have received the grant award all nominated candidates must be informed of the status of their application and arrangements for travel and accommodation must be made by the institution for selected fellowship holders Parallel to this and during the stay of the fellowship holders up until the end of the grant period you have the task of registering the developments with regard to the fellowships in Atlas This chapter explains what to register when to register those changes how to process the changes in Atlas and why you have to keep the administration of the grant in Atlas up to date It will also touch upon the consequences of not following the procedures correctly and directs to the applicable sections in the Grant Conditions and or the NFP and MSP reminder procedure 9 1 Informing the applicants of the selection
83. umber of nominations per institution is the same percentage of the total of nominations as the percentage of the fellowships an institution had in the previous comparable deadline taking into consideration the fixed amount of nominations as described above For example in the deadline August 2016 Institution1 had 60 fellowships and Institution2 had 40 of the 100 fellowships for that deadline That means that Institution had 60 of the total number of fellowships in the August 2016 deadline and Institution2 had 4096 of the total number of fellowships in the August 2016 deadline Assuming that the budget for the deadline decreased a little and the average fellowship costs dropped a little it is calculated that 100 fellowships could be awarded in the August 2017 deadline Multiplied by factor 3 there are 300 nominations to be divided among Institution1 and Institution2 The fixed number of nominations is set on 15 Then Institution1 would get 15 nominations and 6096 of the 300 nominations 154180 In total Institution1 gets 195 nominations to make for the August 2017 deadline Institution2 get 15 nominations too plus 4096 of 300 which is 120 In total Institution2 get 135 nominations The number of nominations does not tell you a lot about the actual number of fellowships an institution will receive because this depends mainly on the quality of the applications 13 This system for the distribution of nominations is demand driven Instituti
84. urse01 115 Surname 15 GivenNames1 2 Feb 1979 Male Ethiopia S Selected Course01 NFP MA 116 Sumame116 GivenNames1 2 Feb 1979 Male Ethiopia S Selected Course01 117 117 GivenNames1 2 Feb 1979 Female Ethiopia S Selected Course01 NFP MA 120 120 GivenNames1 2 Feb 1979 Male Ethiopia LI Sie a 1 9 Export to Excel Open the candidate application details screen push edit and scroll to the field Status Choose the status withdrawn 54 Candidate application details Deadline NFP MA 1 Jan 2015 E undi Personal details Surname Sumame102 Given name s GivenNames1 Gender Female Date of birth 2 Feb 1979 Place of birth PlaceOfBirth2 Nationality Ethiopia E mail address candidate2 email com Telephone 223456789 Remarks Internal remarks from the institution 21814 0000 2 Fellowship information Duration in NFP country Please select the current status of Month s the application Status lt No change Finished without diploma Funded extension Graduated Graduation expected shortly Thesis compensation E Fellowship amount current 22664 00 In the field End date scholarship register the date on which the fellowship holder left the Netherlands or in case the fellowship holder did not come leave the field vacant In the field Duration scholarship fill the number of days or months depending on the sub programme that the fellowsh
85. utton for establishing their own archive and making their own statistics By clicking on the to the left of an application the screen with the details of the applicant and the application opens 40 Given name s Gender Date of birth Place of birth Nationality E mail address Telephone Institution Title PhD research proposa Discipline Start date scholarship End date scholarship Duration scholarship Field research period Tuition Fee Supervisor name Supervisor e mail address Co supervisor name Co supervisor e mail address Reference number Name of employing organisation Type of employing organisation Country of employing organisation Name of superior 55 of superior Telephone of superior E mail a Worku Meseret Male 1 Jan 1870 Ethiopia abera ethiopia et 012 314522145 Wageningen University 7 Agriculture and environment 10 2014 10 2018 48 Month s 12 28606 00 supervisor 1 supervisorl eathiopia_et cosupervisor 1 cosupervisorl ethiopiaet 1262 employer 1 Govemment sami government Ethiopia position 1 tmsk 1 superior 1 superior 1t employer at 0121 5236523 41 The documents need to be in pdf format and should not exceed 2 MB Admission letter letter of Supervisor Optional Mativation What is the issue or problem you want to address in your country Download candidate document Downl
86. vacy policy the candidate declares that all information provided in the candidate registration form is true and accurate The candidate is explicitly responsible for the completeness and correctness of the information The information in the candidate registration form will only be disclosed to process data for administrative assessment and selection of NFP or MSP applications The candidate s personal information will not be traded or rented to third parties The information will be treated in accordance with the Dutch privacy law The candidates contact details will be used to inform the candidate about their NFP or MSP application The candidate agrees that his or her personal data will be entered and will be used by the NFP and MSP programs the Ministry of Foreign Affairs the Netherlands embassies and Dutch institutions for administrative assessment selection and alumni purposes For using SK123 you need to have agreed to the Code of Conduct with respect to international students in Dutch higher education On the website www nuffic nl nfp institutions you will find the latest information on NFP and MSP and a number of documents which can support your work Other important sources of information are the meetings that Nuffic organizes for contact persons of NFP and MSP and the monitoring visits Nuffic staff carries out throughout the year 4 Preparing for the start of the application period The deadlines for NFP and MSP per sub pr

Atlas user manual for NFP and MSP Dutch Institutions

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