Student Mobility System – Student Manual

Version 2.7
Date 24-02-2014
Author P. Kerssens
Description First English translation of the Dutch SMS Student Manual

Table of contents

1.1 The system 3
1.2 The process 3
2.1 Interface for students 5
2.2 Summary of the types of assignments 5
2.3 Application (Form) 5
2.4 Assignment (Form) 7
2.5 Notification (Form) 9
2.6 Forms by e-mail 11


1 Introduction

1.1 The system

SMS is the system in which the internship and graduation process of most of the study programmes at the UT is administrated. This system is coupled to OSIRIS, which means that the up-to-date information about your study (progress) and your home address is available in SMS automatically.

SMS is divided into three parts: the Application Form, the Assignment Form and the Notification Form. All of these forms are used in the internship and the graduation processes.

More information about the procedures in the UT internship and graduation processes can be found on the external training website of the UT.

1.2 The process

0‑1 Overview of the Student Mobility System

As the picture above shows, the internship process involves various parties. These parties all have access to SMS and view and evaluate information, or contribute information. The most important parties involved are:

STUDENT: As a student user, you can enter three forms. When you start your preparations, you can indicate this using the Application Form. The moment of application can be half a year or more in advance of the actual assignment. Furthermore, an Assignment Form has to be submitted a few weeks in advance of the start of the assignment. Lastly, you have to submit a Notification Form within 14 days after the start of your assignment.

If you have submitted a form, the coordinator involved in your assignment will get an e-mail notification.

COORDINATOR: The coordinators and assistants can see and change all information in SMS. The forms submitted by a student become available as tabs for this group of users. If a coordinator indicates that you can do an internship, BOZ will be notified per e-mail. Then the BOZ employee can couple you to a course code in OSIRIS.

BOZ: The task of a BOZ employee is to couple assignments in OSIRIS to the assignments in SMS.

2 Student section

2.1 Interface for students

The SMS system for students can be accessed via the following link:

The SMS system is used throughout the UT and can also be accessed via the Student Portal (See: Appendix 0). As a student, you have to submit forms via the SMS system. You can choose between the Application form, the Assignment form and the Notification Form.

0‑1 SMS menu for a student

2.2 Summary of the types of assignments

Six sorts of assignments can be administrated in SMS: Minor, Internship, Graduation, Courses abroad, Other 1 and Other 2. The internship coordinator could choose to delete an assignment to make submission of a new assignment possible.

A submitted form cannot be adjusted or thrown away. Any possible change has to be done by an internship supervisor.

0‑2 Summary of the Assignment types

2.3 Application (Form)

An overview of the Application Form is shown in the three figures below.


0‑3 Application Form page 1


0‑4 Application Form page 2


0‑5 Application Form page 3

2.4 Assignment (Form)

An overview of the Assignment form is shown in the three figures below.

0‑6 Assignment Form page 1

0‑7 Assignment Form page 2

Opdracht 3.JPG

0‑8 Assignment Form page 3

NA “Print Assignmentform”

0‑9 Print of the Assignment Form

2.5 Notification (Form)

An overview of the Notification Form as it is available to students is shown in the four figures below.


0‑10 Notification Form page 1


0‑11 Notification Form page 2


0‑12 Notification Form page 3


0‑13 Notification Form page 4

2.6 Forms by e-mail

Whenever a form is sent, the form is filed in the SMS system. Your internship supervisor also receives an e-mail. If you are enrolled in multiple programmes, you can choose your internship supervisor yourself.

A Appendix: Access via the Student Portal

The Student Portal can be reached via

0‑1 Student Portal

B Appendix: Pass on errors

SMS can generate errors. These errors can be due to a programming error or a communication problem with a database.

If you receive such an error, ITCS would like to know the details of this error to prevent repetition of the problem in the future.

If you receive an error, then in the browser menu you should

  • Choose menu item View;
  • Choose the sub-item Source;
  • Keep the text file with the error and send it to the ICTS


0‑1 Collecting and sending an error