1. Introduction2. Sign up3. Log in4. Profile5. Search for Trainees6. Contact Trainees7. Manage Trainees
These Guidelines contains technical directions to the use of EU4EU Portal (www.eu4eu.org) and important information regarding the matching phase with candidates.
Read carefully in the Call for Host Organizations 2019 document rules, procedures and other information of the EU4EU project for Host Organizations.
- Complete the registration on EU4EU Portal (www.eu4eu.org) by the 29th October 2019 (12 noon CET);
- Search for candidate trainees from the 7th November;
- Send the Letters of Availability to the candidates in time to let them upload the Letter in the Portal by the 4th December (12 noon CET).
REMEMBER: Candidate trainees must win the scholarship in competition with other candidates. In this competition, the chronological order is a rewarding criterion:
the first you send the Letter of Availability to your candidate; the more chance you give him/her to win the scholarship.
To register on EU4EU Portal (www.eu4eu.org), you need to create an account first (sign up).
Once you create the account, you will receive an email with a confirmation link.
Once the account is confirmed, you will be able to log in and fill your profile.
The profile contains many fields, but no worry because everything is continually saved.
2. Sign up
To sign up, click on the link "TRAINEE/HOST Access" or "Login/Register".
Click on the link "Don't have an account yet? Sign up!".
Fill in all the fields and press "REGISTER".
You need to use a password with the following requirements "minimum 8 characters, at least one digit, one lower case character and one upper case character".
When you press on "REGISTER", and the account is created, you will see this page, and you will receive an email with a confirmation link.
Go to your email client and check the emails. Search for a mail coming from email@example.com. If you don't find it, search in the spam folder.
When you find it, click on the link in it to confirm your account.
When your account is confirmed, you will see this page:
3. Log in
To log in, click on the link "TRAINEE/HOST Access" or "Login/Register".
Fill in with the email address and the password you have chosen during the sign up.
When you login the first time, this is the only page you can visit. This page saves the information entered in the form's fields every 1 second so that you won't lose any data during the compilation.
Once you click on "Complete the registration", if you filled in all the required information you would be redirected to the Host Organization page, otherwise please search for any error messages on the page and follow the instructions.
This is your main page.
5. Search for Trainees - Matching phase
If your profile is approved, by the 6th November you'll be able to search for available candidate trainees.
Read carefully in the Call for Host Organizations 2019 document the requirements to be approved as a Host Organization, the deadlines and procedures for contacting and selecting candidates.
The candidate trainees you will find on the Portal meet the formal requirements to participate and are entitled to compete to win the scholarship. The submission of a Letter of Availability from a Host Organization is part of their application process.
In the Search Trainees Page you can filter the trainees and find their contacts by clicking on their names.
6. Contact Trainees
In the Trainee Page In the Trainee Page, you can find information and contact details.
Once you have identified one or more interesting profiles, take contact with the candidate trainees to propose a Skype interview. Remember: you are not allowed to host more than 10 students in a year.
Write in the title of your email "EU4EU internship offer - (Your Company name
You might also receive emails directly by some candidates that found your profile in the Portal. In this case, reply as soon as possible (maximum 5 days)
not only if you are interested in the offer, but also if you are not interested, in order to let the candidates have the opportunity to address in time to different Host Organizations.
Once you have selected a trainee who suits your needs you send her/him a Letter of Availability by clicking on the Create Letter of Availability button.
This is the Create Letter of Availability Page. Fill each field in agreement with the candidate and press Create Letter.
Now you created the Letter of Availability. You must download it, sign it and send to the trainee via email and wait for her/him to complete the application (if her/him agree).
7. Manage Trainees
Go back to your page; now you find the new Contacted Trainees button. Click it to access the list of trainees to whom you sent a Letter of Availability.
This is the List of your contacted trainees Page.
If the candidate completes the application and accepts your offer, you'll find her/his file uploaded in the "Letter of Availability (sent by the Trainee)" column.
Trainees candidates have time until the 5th December
(12 noon CET) to upload the Letter of Availability on their account, but remember: in the event of a balance between two or more candidate trainees, the ranking priority is established based on the order of arrival of the applications. So, the sooner you send the Letter of Availability to the candidate trainee, the better chance he/she has of being awarded the scholarship.
Please reply without delay to any candidate trainees that contact you even if you reject the application, in order to let them address to other Host Organizations.
When candidate trainees upload the Letter of Availability on the Portal, their profile disappear from the results of search in the Portal. So, when you receive emails from students proposing for an interview for a traineeship, first of all check if their profile is still visible in the Portal. In fact, if you delay in your answer, they might have already been accepted by other Host Organizations.
You'll find the "Evaluation Survey" available in the last column.