IRIS - Administration help
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Accounts
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As an ERASMUS institution, you automatically have an account on the IRIS system.
The username for the account is the same as your institution's ERASMUS code, except that the space following the country code is replaced by a dash.
For example, if your university's ERASMUS code is:
N BERGEN01
your administration username is:
N-BERGEN01
(i. e., with a dash instead of a space). The username is always in uppercase letters.
Passwords and logging in
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As an IRIS participant, you should have received your account name and password from your SOCRATES/ERASMUS national agency.
To log in, select "login" from the Quick Links on the right. You will be prompted to enter your administration username (remember to use capital letters, as the login process is case sensitive) and password (this is also case sensitive and may consist of both capital and lowercase letters as well as numerical characters. You must enter it exactly as given to you). You will then be taken to the main university administration page, from where you can create, review, and administer reports for students from your institution.
Changing passwords
The first time you use the system and at regular intervals (for each reporting round), you should change the passwords for the administration account. You will have the option to do so from the main page in the university section. This is to promote security. Please remember to memorize the new password, or write it down in a safe place. If you forget or lose your password(s), contact either your ERASMUS national agency or e-mail iris@siu.no (technical administrator).
Preparing reports
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From the main university page, you may select "Prepare Reports". You will be taken to a page where you enter basic information for each outgoing student. This includes the student's first and last name, possibly a student ID number, the student's e-mail address, the code for the host institution, the student's gender, study area, and the dates of the ERASMUS exchange period. All are required except the student ID number and the e-mail address. It is, however, highly recommended that you do enter the student's e-mail address, as this will enable you to automatically send e-mails to students with links to their reports.
Unless there is an error with the report, when you save the information you will automatically be taken to a new report, allowing you to register a series of students in quick succession. If there are any problems with the information, you will be returned to the current report and given further details on what is wrong.
Report Status
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From the View Reports page, you see all reports registered under your institution's ERASMUS code. There are four states of a report:
Open (e-mails not sent)
Open (e-mails sent)
Completed
Published
A report will have the status of "Open (e-mails not sent)" when it is first created.
When e-mails with report links have been sent, a report is labeled "Open (e-mails sent)". As long as a report is "Open", the student can edit it.
A report with the status of "Complete" has been marked as finished by the student, and it is now up to the ERASMUS coordinator to review and publish the report. It is available to the public, with the exception of prose questions.
A report with the status of "Published" has been approved by the ERASMUS coordinator and will be publicly available in its entirety, including prose questions.
Personal data is always anonymised in public reports.
The Flow of the Reporting Process
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The coordinator begins by creating preliminary reports, either by entering the information manually or by submitting an Excel file with basic student data (see "Importing Report Data" below).
Each report you create initially has the status of "Open (emails not sent)". On the View Reports page, you can see all reports according to status. Open reports have two "Actions": View and Edit. You can use View to see the basic details entered for the student, and also to delete erroneous reports. Use Edit to change the basic details if necessary.
An open report has a link associated with itself, which you should mail to the student along with instructions (see "Automated e-mailing" below).
You can see the link to a report by selecting "View" beside the student's name, or select "Links to the open reports" at the top of the View Reports page.
"Publish" and "Make editable"
After a student has marked a report complete, you may then select the Action "Review" to check the entire report. Once you have ensured that the report does not contain any objectionable or erroneous content, you may select "Publish" at the top of a report to make it publicly available. NOTE: Once you have published a report, it may no longer be edited or deleted. The content of published reports will be available to the public, although they are anonymised.
If you use the completed student report as a criteria for paying the last part of the ERASMUS grant, this provides a simple way to see which students have submitted a valid report.
You may also choose "Make editable" to return the report to "Open" status. This would be useful if the report contains frivolous or objectionable content, or other content that is for some reason illegal or inappropriate in your country/location. If you do this, you must contact the student so that he or she can make the necessary changes, and then again mark the report finished.
After a report is published, you may again choose the "View" action, this time in order to see the entire report and not just the basic data as is the case with an open report.
Only Published reports will be fully available to other students and the public, after anonymisation. Completed reports are available, but prose (open-ended) questions are hidden until published. Open reports are only visible to the institution that created them in the first place.
Automated mail
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IRIS provides automated e-mailing of report links. Go to "Mail" in the navigation bar to find instructions.
When the student receives the report link, he or she simply opens the link in his or her web browser. The student then fills out the report, and marks it finished when it is completed and error-free. Once the student has marked the report finished, it will show up under the "Completed" heading on the View Reports page.
Importing Report Data
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If you have a large number of outgoing students (40+), it may be most efficient to enter the information into a spreadsheet file and then send it to IRIS for import. This saves the time compared to filling in the information using the online forms, and also reduces the workload on the IRIS server.
To manage the import of data in an efficient manner, it must be submitted in the proper format. If you wish to have reports imported from a spreadsheet file, download the example file below (Excel format) and make sure that your data uses the same structure. Required columns have red headings - the e-mail address and student ID number are not required, but it is strongly recommended that you include e-mail addresses for automated mailing functions.
Afterwards, send an e-mail to iris@siu.no and attach the spreadsheet file with the student data you wish to have imported. We will register the data as quickly as possible.
We can not guarantee that data will be imported correctly ,or that it will be imported at all, if you do not supply the data in the same format as the example file.
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