Use Case "Applying for Study Grant" (SA UC2)

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Use Case "Applying for Study Grant" of the Studying Abroad Pilot (SA UC2) focuses on the procedure of applying for a study grant abroad. This procedure corresponds to the "Applying for a tertiary education study financing, such as study grants and loans from a public body or institution" procedure from Annex II of the SDGR. Slovenia and Spain are involved in this use case.

Pilot scenario

UC2 - Slovenia

Currently, no study grant application services exist in production in Slovenia that are suitable to Spanish users. Therefore, a service was set up at JSI for the project purposes where the students from Universitat Jaume I are able to submit applications for study grants. The applicants’ evidence (higher education diploma, large family evidence, and disability evidence) is retrieved from a trusted data provider in Spain via the DE4A OOP TS. The Spanish students authenticate at the JSI system using their eIDAS eIDs, they explicitly request the use of the DE4A OOTS to retrieve the required evidence from their home countries, and are then redirected to the competent authority responsible for issuing the evidence, where they Preview the evidence before being redirected back to the requesting competent authority in Slovenia.


Interaction pattern

This UC uses the User-supported Intermediation Pattern.


Data models

Higher education diploma

Large family



Here, the main steps of the process are briefly summarised:

  • A student accesses an eProcedure portal of a Data Consumer (DC) to apply for study grant.
  • The student is asked to authenticate at the DC using a legally recognized electronic identity (eIDAS identity).
  • After successful authentication the student is presented with a list of calls for grants. The student selects the desired call.
  • The student is asked to provide evidence, which is mandatory for the application.
  • The student explicitly requests that the DE4A Once-only Principle Technical System is used to retrieve the evidence from a Data Provider (DP) in his/her home country.
  • DC sends through the DE4A Once-only Principle Technical System a request to the DP that has the student's evidence and directs the student to DP's Evidence portal.
  • The student authenticates at the DP.
  • The DP matches the student's identity with his/her record, retrieves the students's evidence from a registry, transforms it into a canonical format according to the SA UC2 data model, and shows it to the student.
  • The student previews the evidence and gives consent for sending it to the DC.
  • The DP transmits the evidence to the DC through the Once-only Principle Technical System and redirects the students back to the DC.
  • The DC transforms the evidence from canonical format to local format and pre-fills an application form with the evidence attributes.
  • The student enters missing information that cannot be obtained from the DP, e.g. email address, contact phone number, in the form and submits the application.
  • DC validates the application and acknowledges receipt.

Legal status

Use case Applying for study grant
Data provider country Data evaluator country
Member State name Status in this use case Member State name Status in this use case
Spain Issuing real (anonymized) academic and fake non-academic (large family, disability) data. Slovenia Receiving real (anonymized) academic and fake non-academic (large family, disability) data. Received data is used for piloting only.
Identified risks / problems / incidents Implemented solutions or plan (note: use the same line as the risk/problem/incident, so

that the solution/plan matches the risk/problem/incident next to it)

[Member State(s) name(s)] Describe: dd/mm/yyyy, [description of the risk/problem/incident Describe: dd/mm/yyyy, [description of the solution or plan]

Additional notes:

[Provide any additional information that's required to describe the status of the use case, if applicable.]

Pilot risk status

Risk level Tick if this level applies (tick only one) Comments (if any)
Medium X

Measures taken

Measure description Tick if this measure was taken Description or comments (if any)
Piloting partners will communicate proactively towards each other on issues or incidents (always mandatory) x Will be done when issues arise, which is not yet the case.
Any real-life pilot participants (if applicable) are informed of the fact that they are involved in piloting activities,

including any risks and countermeasures taken, and the (lack of) legal effects and consequences of participation.

Appropriate documentation should be retained to demonstrate that this information has been provided.

(mandatory for medium and high)

x Students are informed about involvement in piloting activities at the Explicit request step, i.e. before requesting their data to be retireved from a competent authority in their home country.
If the piloting involves real-life persons, piloting should be organised under the supervision of a DPO.

(mandatory for medium and high)

x Hans Graux
If the piloting would be done on a production environment, all pilot partners should notify any operators of such environments in advance.

Appropriate measures should be taken that piloting activities do not result in negative legal or practical consequences for any real-life persons, real life data, or production environments.

The production environments should be cleaned if the piloting activity was not intended to have long term legal or practical consequences.

(mandatory for medium and high)

x Piloting is not done on a production environment. Applications for study grants do not have any legal or practical consequences for the students.
All piloting activities should be monitored by pilot partners (each solely in relation to such components of the piloting activities which are under their responsibility)

in a manner that allows any incidents to be detected and remedied (including by contacting any affected real-life persons where needed).

(mandatory for medium and high)

x Piloting activities are monitored by pilot partners.
The DE4A project DPO (Hans Graux) should be informed prior to initiating piloting activity, and of any incidents that are reasonably likely to create legal effects or practical impacts on any real-life persons

(mandatory for high)

x This wiki informs the DPO.
Implementation of a pilot monitoring and remediation strategy to assess whether exchanged evidences are reasonably capable of satisfying the requirements for high risk piloting documented in the deliverables,

and to ensure that any errors in the piloting activity can be detected and remediated in a manner that eliminates any negative legal or practical consequences.

(mandatory for high)

x Piloting activities are monitored by pilot partners.