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ONLINE COMMUNITY HELP CENTRE

Your question is not listed here? Don’t worry, just get in touch with the Community Board (eu-alumni@giz.de). We are constantly improving our Help Centre, so your question might also help other members!





General

What is the EU ALUMNI Initiative?

EU ALUMNI is a European Union (EU) funded project aiming at connecting alumni from different EU programmes worldwide and strengthening the relationship between them and EU institutions. The initiative offers exchange tools and spaces for alumni to stay in touch with the EU, meet inspiring people and learn about EU activities around the world. It also supports EU staff to identify and connect with interesting audiences, experts and potential cooperation partners by providing them with the EU Alumni Relations Database.

The EU ALUMNI Online Community is the heart of the initiative, where alumni can network virtually among each other and with representatives of the EU.

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What does the EU ALUMNI Online Community offer?

The EU ALUMNI Online Community is a network for EU Alumni who want to stay in touch with other fellow alumni, connect with new people and connect with EU institutions and representatives. Members of the Online Community can create profiles presenting some information about themselves – where they live, their interests, qualifications, and skills etc. – follow each other, chat bilaterally or in groups, share content in the personal feed and find attractive online content and activities from EU institutions.

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Who can join?

The Online Community is exclusively for EU Alumni and representatives of the EU. EU Alumni are former participants of EU funded programmes and initiatives. Membership eligibility will be randomly reviewed from time to time.

Examples of EU programmes and initiatives are:

  • Erasmus+ (Student mobility & Jean Monnet Actions)
  • European Union Visitors Programme
  • Horizon 2020/Europe (incl. Marie Skłodowska-Curie Actions)
  • Global Cultural Relations Programme
  • Fulbright Schuman Program
  • EU-China Interpreter Training Programme
  • Model European Union
  • ...

Also, participants from seminars and trainings, study tours to Brussels and traineeships at European Institutions and Delegations worldwide are welcome to join.

If you are not sure, whether you belong to the group of EU Alumni, do not hesitate to ask the Community Board (eu-alumni@giz.de).

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Is there a certain minimum duration of my participation in the EU programme/initiative to join the Online Community?

Participants of EU funded programmes/initiatives that lasted more than 1 day are considered EU Alumni.

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In which countries is the Initiative active?

The EU ALUMNI Initiative is active globally and the Online Community is open to anyone who joined an EU programme/initiative regardless of their country of residence.

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Who is an EU representative?

An EU representative is a person working for any of the EU institutions, such as the EU Delegations, European Commission, European Parliament, European External Action Service, etc.

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What is the EU Alumni Relations Database?

The EU Alumni Relations Database is an internal tool for EU staff, helping them better manage and use the alumni data. It is connected to the Online Community, which means the core information the members provide in the Online Community is transferred to this database, which is then accessible to designated EU officials. The database enables them to easier connect with EU Alumni via email or other means for further collaboration and engagement by enabling them to access, search and manage the data much more efficiently and compliant with data protection legislation. It also allows the EU officials to tailor engagement opportunities based on the alumni’s interests, location and more, in order to invite them to specific events and activities conducted by EU institutions.

Thus, every member of the Online Community is automatically listed in this database. If you want to know more about the data processing and about how we protect your data, please check out our Privacy Statement.

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Account and Functionalities

How can I register and join the Online Community?

Visit our login and registration page. In order to create your account, you require an “EU Login”, the European Commission's user authentication service, which allows the users to access a wide range of Commission web services, using a single email address and password. If you do not have one yet, please choose “create an account” on the login page and follow the instructions - the process is very simple and fast. You will then be directed to the EU ALUMNI registration form, where you must add only a few more details to complete your sign-up.

In case you have already an EU Login, you can skip one step. Click “Continue to EU Login”, sign-in into your EU account and you will directly reach the EU ALUMNI registration form.

If you represent an organisation and you want to register, please see I’m not a member of the Online Community and would like to create an account for my organisation. How should I proceed?

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I haven’t received a confirmation e-mail about my registration. What should I do?

You should receive a confirmation e-mail while signing up (please also check your spam folder). In case you didn’t, please contact us at eu-alumni@giz.de.

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What is the difference between the two account types “Organisation” and “Alumni”?

...and which one should I choose?

On the registration form you can choose between registering as “Alumni” (by default) or as “Organisation”. The two account types have slightly different functionalities and permissions.

If you participated in an EU funded programme, please select “Alumni”, if you represent a EU institution, unit or programme, please create an organisation account. The latter must be approved by the Community Board before they can be activated. See also What is considered an “Organisation”?

For those who are alumni but also want to represent an organisation, we recommend to register as “Alumni” - especially when your organisation already has an EU ALUMNI account or when you want to represent an alumni organisation. Why? Representatives of organisations can loose their eligibility as a member when they change or leave their position. All representatives in the Online Community must be connected to at least one organisation account.

Once you are member of the Online Community, your organisation can still add you as representative. If you want to create an account for your alumni organisation, you can do that from the inside, so after you signed up as alumni. See I already have an alumni profile and would like to create an account for an organisation. How should I proceed?

In case of doubt, please contact the Community Board at eu-alumni@giz.de.

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How can I change my password and/or email address?

If you forgot your password, please click on “Lost your password?” under the login box and follow the steps described.

If you are already logged in you can change your password/email address by clicking on the profile picture at the top right and then on “Settings & account” --> “Manage account” --> “Edit”. You will then be forwarded to the settings of your EU Login for the next steps:

  • To change your password, please click the settings icon at the top right and then “Change password”.
  • To change your email address, please click “Configure my account”.

Please note that the respective action changes your password/email address for the EU Login and hence for other applications you might use under the EU Login.

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How can I delete my account?

You can delete your account by clicking on your profile picture at the top right, then on “Settings & account” and on the menu item "Delete account". Within the next days, you will receive the confirmation about the deletion of your account from the Online Community Board. Please be aware that this cannot be undone, so your account and all your content will be deleted irreversibly. However, you can leave your data in the EU internal Alumni Relations Database (see: What is the EU Alumni Relations Database?), in case you wish to stay on EU internal mailing lists and receive invitations every now and then. You can choose this option during the deletion process. In case of doubt, please contact the Community Board at eu-alumni@giz.de.

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How can I change my notification settings?

You can choose if and how you want to receive updates on your Online Community account by clicking on your profile picture at the top right and then select “Settings & account”. In the section "Notifications: Onsite" you decide which notifications you want to receive as internal messages in your EU ALUMNI mailbox (accessible via speech bubble icon); in the section "Notifications: Email" you select the ones you want to get via email.

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How can I connect with other members?

To find people inside the Online Community you can use the search (top right) or click “Alumni” or “Organisations” in the menu to browse or through or filter user profiles. You can easily follow other members by clicking the yellow “Follow” button below their profile picture. If you would like to start a conversation with somebody, click the button with the speech bubbles in the top bar, indicate the name of the person (pencil icon) and confirm (checkmark icon). Then enter your message below in the input field. This messenger also works for conversations with more than one person!

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What happens when I “follow” other members?

As soon as you follow a person, the posts of this person are displayed in your personal feed from now on and thus you can stay up to date on his or her activities. Of course, you can react on their content with emojis or comments, also you can repost their posts and share it with your own followers.

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How can I "unfollow" someone?

Click on the button “Following” below the person’s or organisation’s profile picture to unfollow. This action will not trigger a notification to the corresponding user. In case you’d like to follow this member again, click again on “Follow”. In the latter case, a notification about the new follower will be sent to the corresponding user.

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Who can see my profile and my posts?

In our network, we value transparency and exchange – this is why all members can see anyone’s profile details and posts by default. So, if members visit your profile, they can browse through your feed and your profile, even without following you. Followers just receive your posts directly in their own feeds – and vice versa: You will receive the posts of the people you follow in your feed.

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How can I delete a post?

To delete a post, click on the three dots on the top right of the post, and then "Delete post".

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How do I report a member / abusive post?

To report a member, please click on the “report" button below the post that infringes our community rules, and we will review the request as soon as possible.

Please read our Community Guidelines in order so see what kind of content and behaviour we assess as not appropriate.

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How can I change my name?

Go to your profile and click ‘Edit Profile’ below your profile picture, then "My personal data". After having changed your name, scroll down and click "Save & update".

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What are the dimensions of the profile picture?

The system will automatically adapt the picture, which should be at least 400 pixels in width and height and with a close-up of your face.

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Is there a limit to the size of attachments I can send in messages?

Yes, the maximum file size is 120 MB both in the chat and feed.

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Can I publish events in the section "Upcoming Events”?

Publishing events is restricted to Organisations (see: How can an organisation add an event to the section „Upcoming Events”?), so individual members unfortunately cannot do that by themselves. However, if you want to share information on an alumni event which is not yet in our public list, you can contact the Community Board (eu-alumni@giz.de). Please note, that the Community Board needs enough details on the event and make sure to also submit some credentials (e.g. via a link to a website).

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I received an email stating I have to update my consent to the EU internal Alumni Relations Database. What does that mean?

According to the European data privacy legislation, we have to make sure that everybody is aware of and agrees to the data processing necessary to perform the community services. During your registration, you gave consent to the data processing of this initiative and agreed to the transfer of your data to this database (see: What is the EU Alumni Relations Database?). Yet, this consent expires after three years of inactive membership. This means, that inactive members who have not logged onto the Online Community for three years must renew their consent manually and confirm that their data can continue to be stored.

Please be aware that this consent is crucial for using the Community – if you do not react before the expiry of the three-year period, all your data will be deleted irreversibly from the system, and you will no longer have access to the EU ALUMNI Online Community. In case this happened accidentally, of course you can register again at any time and make a fresh start!

For more information, please take a look at our Privacy Statement.

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For Organisations

What is considered an “Organisation”?

An organisation in our Community is either an EU Delegation, an EU Programme or other EU institution or an alumni organisation. The alumni organisation must consist of EU Alumni, at least to a large extent. In case of any uncertainties, please contact the Community Board (eu-alumni@giz.de), which checks all registrations of organisations and must approve them.

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I'm not a member of the Online Community and would like to create an account for my organisation. How should I proceed?

In order to register and create your Community account, you need an EU Login (see: How can I register and join the Online Community?). If you do not have one yet, please choose “Create an account” and follow the instructions, if you do have an EU Login already, click “Continue to EU Login”, sign-in, and you will directly reach the EU ALUMNI registration form.

On the registration form please choose “Organisation” at the top of the form. Fill in the required data about yourself and your organisation and submit. The Community Board will check if your organisation is eligible for access and will approve your request as soon as possible. This takes a few days at most.

In case of questions, please contact the Community Board at eu-alumni@giz.de.

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I already have an alumni profile and would like to create an account for an organisation. How should I proceed?

To create an organisation profile, click on your profile picture on the top right, then on “create organisational profile” in the dropdown menu and fill in the required fields. The Community Board will evaluate your request and will contact you with further information.

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What is the difference between the two profile types “Organisation” and “Representative”?

In our Online Community we distinguish between the “organisation profile” as the official channel of your institution, and the “representative profile” where the points of contact of the organisation become visible. This means, one organisation can have several representatives who can share the responsibility for the account. This also means, that you can always choose whether you want to navigate with your organisations branding or act as yourself and the role you hold in your organisation. To switch between the two profile types, use the button “Switch” behind your profile icon at the top right of the menu. You can see at any time which profile type you are currently using by looking at the profile icon at the top right.

In case of questions, please contact the Community Board at eu-alumni@giz.de.

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What does the “Switch”-button mean?

By clicking on the “Switch” button you can change between your “organisation profile” and your “representative profile”. See also What is the difference between the two profile types ‘Organisation’ and Representative’?.

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What are the rights & permissions of the representatives?

Using their representative profile, they have similar rights as alumni members; they can for example

  • publish content on their behalf
  • engage with other users in chat/feed
  • follow other members.

Using the organisation profile, they can

  • post content on behalf of their organisation
  • publish events on behalf of their organisation,
  • edit the organisation profile,
  • answer chat questions and engage with other users on behalf of the organisation,
  • follow other users on behalf of the organisation.

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How can an organisation add further representatives to its profile?

Open the menu by clicking on the profile picture at the top right; click “Manage representatives”. You can add Community members to become representatives or invite external contacts (your colleagues that do not have an account yet) via e-mail.

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How can an organisation delete and/or change its representatives?

Open the menu by clicking on the profile picture at the top right; click “Manage representatives”. Here you can delete and change your organisation’s representatives.

Important: Make sure that you inform the respective representative in advance. If the representative changes the organisation (e.g. moves from one Delegation to another), be aware that the representative has to be added to the new organisation before you delete him/her as a representative to avoid a deactivation of the respective profile.

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What are the different roles of representatives for?

Representatives are the faces of organisations, they post content on behalf of organisations and can post content on their behalf. In order for an organisation account to work, it must at least have one representative linked to the organisation. This representative has the “primary role”. (If you have more representatives, you can decide which colleague should take over this primary role. All representatives have the same rights.) Please be aware: Removing the representative that has the primary role without transferring that role to another representative first will result in the deletion of the organisation's profile.

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How can an organisation add an event to the section “Upcoming Events”?

First, make sure you are using the organisation profile not your representative profile (check which profile picture you see at the top right; see also What does the “Switch” button mean?). You can now click on “Events” in the top bar and then on the yellow button “+ Add event”, fill in the form and click “Save” at the bottom of the page. Your event will now be visible on your organisation’s profile page and will also appear in the event search function.

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How can I use the online registration form for my event?

All organisations can create events by clicking on “Events”, then “+ Add events”: Fill in the form and publish it by clicking on “Save” at the bottom of the page. You can still edit it later on, if you click on the event announcement. EU Delegations and programmes can also use the internal registration tool. Of course, you can also refer to external registration links.

The event will be automatically posted in your feed, so your followers or profile visitors will be informed right away.

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What does the label “approved” on some event announcements mean?

This means that the event has been approved by the EU ALUMNI Community Board to be visible in the Online Community.

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