Selection Procedure

The selection procedure is established according to the minimum requirements set out by the European Commission. The selection procedure as described guarantees the transparency of the selection process and an equitable treatment of individual applications. All the applications are submitted online via the project website. The applicants receive an acknowledgement of receipt via mail, which includes a copy of their application form in pdf and a project number for future communication. The application procedure is publishes on the website, also as ‘guidelines for application’.

The project coordinator has access to all the electronic files in the project database whereas the partner universities have limited security rights and can only access files of applicants from or for their own university. They can only edit certain parts of the application form (validation of evaluation). The files are assigned to the partners after the closing of the call (application deadline).

Validation

The files of the applicants are first screened on a technical basis. Files are validated by the home universities for TG1. The TG2 are validated by the joint coordinator and TG3 by the home university or the joint coordinator, depending their origin.
 
The validation criteria is completeness of the file:
  • are all the required documents present and valid
  • are all the questions answered
If an application is not valid, it is not considered any further.

Evaluation

After validation the coordinating team assigns lists of the validated students in the EConsort database for evaluation by the host (potentially receiving) university of the first and second choice. The host university is not obliged to consider the second choice grant applicants, if there are enough first choice applicants. The host universities evaluate and rank their applicants. A selection committee at the local university does the evaluation on a standardized evaluation form. The criteria used are academic merit (40 points), language skills (30 points) and motivation (30 points).

The scores given imply a ranking: the highest score is the highest ranked for that university. The host university has the right to reject the file of an applicant because of various reasons such as the student is not eligible for the programme requested, the programme is not available, documents are missing, or full capacity of the programme has been reached. The reason for the rejection has to be indicated in the project database (via a drop down list) and will be automatically communicated to the applicant when notified about the selection decisions.

In order to have an objective and standardized evaluation score throughout the consortium and the project, we have indicated general definitions for the grades given. Once all the files have been validated by the relevant parties in each host university the Local Management Team (LMT) and/or the local selection committees of each host university make up final lists per type of mobility, ranking from high to low.

Selection process

The selection committee is composed of representatives of the coordinator, the joint coordinator, at least one more Indian and 2 European members, preferably academic staff members from different fields of expertise.

The selection committee will have ranked lists per type of mobility at its disposal, based on the rankings of all the partner universities. The rankings are based on the first choice host’s results, the score of the second choice ( if applicable) will be listed in an extra column.

Then the selection committee will make ranked lists per type of mobility. Starting base for awarding the scholarships is the ranking, but also the following criteria will be used:
  • TG3 (priority formulated by the European Commission)
  • Gender balance (a priority formulated in our application)
  • Disadvantaged groups in TG1 and TG2
  • Distribution over partners in Europe and in India
  • Spread in study fields (with eventually priority to those fields prioritized in the application of the project)
The members of the selection committee sign the minutes of the meeting (including an absence of conflict of interest) and the final selection list. The final selection list is sent to the Project Coordination Team (contact persons from all partners) for final approval.

Information to applicants

All applicants are informed by email of the selection decision. This mailings are done automatically via the project database. The non-selected candidates are informed of the reason of rejection or non-selection. They have the right to contact the coordinator in case of appeal. If applicable, the coordinator will contact the relevant partner if further information is needed. Applicants who wish to file an appeal can send a letter via registered mail to the This email address is being protected from spambots. You need JavaScript enabled to view it. . The letter should state the reason of their appeal, including proof or supporting documents if applicable. The appeal has to be sent within 10 working days. The secretariat will react within 15 following working days.
 
The selected applicants receive instruction on how to proceed (online via the grant holder pages) and should also contact their host university. They have to confirm their acceptance of the scholarship within a deadline that will be communicated with the information of their selection.