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General questions

 What is the Erasmus Dashboard?

The Erasmus Dashboard (also known as the Erasmus Without Paper Dashboard) is tool available to all Higher Education Institutions in Europe and was designed specifically for institutions that are currently not using any digital solution to manage their Erasmus+ mobility management.

 What are the functions of the Erasmus Dashboard?

The Erasmus Dashboard has been developed with the support of the European Commission and can be used as the official tool to manage your Erasmus+ mobilities as per European Student Card Initiative roadmap.

Dashboard is a space to review, decline, comment, download and sign incoming and outgoing students Learning Agreements online.

It also connects to the European Commission's Erasmus+ Mobile App, allowing you to communicate with the incoming and outgoing students directly via the App.

Since February 2020 the Dashboard also hosts an EWP Inter-Institutional Agreement Manager which allows for the establishment of Inter-institutional Agreements. It is currently in beta and can be fully tested.

In addition, it also allows for HEIs across Europe to indicate their Erasmus+ Covid-19 Mobility Status that is freely accessible to all students and partners alike at: https://covid.uni-foundation.eu/

 Will the Erasmus Dashboard be upgraded with new functionalities?

Very much so – there will be many more services and functions to the Dashboard added with a view to support the integration of course catalogues in the OLA and in-depth integration of OLAs for traineeships. We are also working towards supporting the International Credit Mobility (KA107) and After Mobility or Transcript of Records part of the Online Learning Agreement.

We are also joining forces with the EWP network to provide you with tools to manage your Erasmus+ inter-institutional agreements online, ease the conversion of grades and allow electronic exchange of data with the Mobility Tool+.

Stay tuned!

 Who is developing the Erasmus Dashboard?

The Erasmus Dashboard was created in the framework of the Online Learning Agreement project by the European University Foundation and several partner universities, namely, Aristotle University of Thessaloniki (Greece), Erasmus Student Network (Belgium), Erasmus University of Rotterdam (The Netherlands), European University Foundation (Luxembourg), University of Alcala (Spain), University of Bergen (Norway), University of Luxembourg (Luxembourg), University of Marburg (Germany), University of Vienna (Austria), University of Warsaw (Poland), University Paris 1 Panthéon-Sorbonne (France).

The project is co-funded by the European Commission.

 How much does it cost to use the Erasmus Dashboard?

This tool has been developed with public funding and support from the Erasmus+ programme. Accordingly, it is and will remain free to both HEIs and students.

 Is it safe to manage the student information through the Erasmus Dashboard?

It is much safer than sending documentation by email or post. We take reasonable measures to protect student information from unauthorised access or against loss, misuse or alteration by third parties. All connections to the Erasmus Dashboard are encrypted and authenticated via a digital certificate; encryption is also used in the links circulated through the email notifications. The respective databases are registered with the Luxembourg National Commission for Data Protection and the legally binding terms of use forbid the EUF and the ESN to disclose student data to third parties (sending/receiving HEIs not included).

 Is it possible to integrate the Erasmus Dashboard into our higher education institutional platform?

Even though it is not possible at this stage to directly integrate the Erasmus Dashboard in your platform, this system will communicate with the EWP network through a set of specially developed APIs, which will enable HEIs using the Dashboard to exchange information electronically with partners using their own/commercial IT systems. The development of the EWP network is entering its final stage (official launch took place in late 2018) and you can consult the technical documentation of the project here and its source code here.

 How can I stay updated on the upcoming news regarding the Erasmus Dashboard and other topics related to the digitisation of higher education?

You can stay informed about our upcoming conferences on the Erasmus Without Paper Competence Centre, OLA and EWP via the EUF newsletter (subscribe here - bottom right corner). 

Your Erasmus+ National Agency and Digital Officers will also share important information about upcoming webinars on the above-mentioned infrastructure.

 Is there something else my university/HEI can do to support the digitisation of student mobility in Europe?

Yes! We have also launched the Open Source University Alliance to raise awareness about the potential of sharing the code of student information systems, APIs, and other interesting tools. We hope this will help populate the open source repository that has been launched in the context of the EWP project and we invite you to contribute to this game-changing initiative.

 When will the OLA be ready for use?

It is already ready for use.

 There is something important missing on the platform...

Please send us your ideas and suggestions and we will do our best to discuss your suggestions with wider group of HEIs and see how it fits in the development workplan.

In-depth questions

Access

 How can HEIs access the Erasmus Dashboard?

HEIs can create their main account here: Erasmus Dashboard. Please bear in mind that only institutional email addresses are accepted (e.g. no hotmail or gmail services). The registration process should be carried out by a manager from the International Relations Office, as this person will give access to other colleagues within the HEI so that they are able to access the Erasmus Dashboard using their own accounts.

After the registration of a HEI, the indicated data is checked before the account is validated. The notification will be sent to the main institutional email address with an invitation to create a password and instructions on the next steps.

Please also see more information here.

 Who can access the Erasmus Dashboard of my HEI?

After the validation of the main institutional account, the HEI can create as many individual accounts for their internal use as necessary, according to their specific management structures. HEIs internally assign different roles (e.g. manage the students lists or fill in the information about the HEI that will be displayed in the Erasmus+ App etc.) to their staff members ‒ coordinators, academic or administrative personnel ‒ by sending an email notification. After accepting this registration invitation, staff members will be directed to the Erasmus Dashboard and invited to create their login details to access the platform and use it according to the permissions assigned to them.

The holder of the main institutional account can edit the list of staff members and their permissions at any time, as well as nominate more people involved in the organisation of mobility.

Please also see more information here.

 We are a large and decentralised HEI – how can all the faculties and coordinators work with the system?

The current version of the Dashboard also includes a multiuser system where different levels of permissions can be granted.

This multiuser system is being developed further so that in the future faculties can see/work with their students only (currently all the students of a HEI are displayed together, although they can be filtered by subject codes).

 Why is the Erasmus Dashboard only in English?

At a time where we are invested in rapidly developing the Dashboard we do not have the resources to keep updated versions in all the EU languages, but a multilingual framework is one of the features we are keen to introduce in the near future. 

 Is it just for the EU countries?

Yes, for now just for the EU Programme countries – Erasmus Charter for Higher Education holders. Yet in the long run we would like to open it up to all HEIs worldwide.

Managing of OLAs

 Who signs the OLA?

In order to ensure that the right contact point can sign the OLA without restarting the process to change the signee, any of the Erasmus Dashboard staff accounts can now sign the OLA and their contact information will be displayed in the commitment area in the Learning Agreement.

As per the OLA survey analysis, it is still a common issue that neither the student, nor sometimes even the Sending Institution has the most up-to-date information on the exact contact points for signing. Therefore now even if the addressee was initially wrong, the correct contact point can simply log in to the Erasmus Dashboard and review and sign the OLA without the need for declining and restarting the process to allow the student to update the addressee.

Please see more information here.

 Who declines the OLA?

In addition to the colleagues indicated as “responsible person” and “administrative contact person” in the LA, any staff members of the concerned HEI registered on the Dashboard who are given the adequate permissions can decline LAs and comment on needed changes. The discussions with HEIs illustrated that such feature is appreciated – e.g. administrative staff can go through the LAs and see that e.g. wrong semester courses were chosen and inform the student on needed changes before signing the OLA.

 Will partners recognise digital signatures?

The Erasmus+ programme guidelines encourage the usage of digital and scanned signatures, and in most HEIs/countries this is an accepted practice. Some HEIs might still hesitate with regards to the usage of such systems, although this is part of a broader cultural change that will inevitably happen. From a legal viewpoint the OLA was designed to ensure no compliance issues would arise, notably with regards to audits, and after over 90,000 LAs signed online no problems have been reported.

 How can I see when students have been nominated/uploaded by me or initiated the process themselves?

There is a filter in the “Student list” that allows you to view these groups separately.

 Why can’t I edit the LA after it is uploaded?

HEIs can decline the LA (and comment on needed changes) which automatically deletes the signatures. The student can then edit the LA and introduce the changes proposed.

 What about additional documents to the LA – Grant Agreement?

Grant Agreements are not part of our workflow since they are dealt with locally and fall under the exclusive purview of national legislation.

 What are the sources of data offered in the drop-down menus?

Almost sets of data that are mandatory to be indicated are taken from MT+ templates, e.g. official ISCED list, cycle of studies according to EQF, language list and possible levels, nationalities, etc.

OLA 3.0 Updates

 What is the Mobilities (OLA 3.0) section on Erasmus Dashboard?

This is the space where you can manage the Online Learning Agreements from the updated Online Learning Agreement platform.

The Online Learning Agreement platform has experienced a complete make-over and since October 2020 has an enhanced engine. In practice, this means the tool is far readier to scale and support ever more students in the upcoming Erasmus+ Programme. The tool has a fully revamped codebase and alongside the more robust architecture, there is as well a new frontend and visual identity.

 Where can I read more information about the latest updates in Online Learning Agreement platform?

Please see more information in the Release Notes here as well as in Erasmus Without Paper Competence Centre here.

 How can I review the Online Learning Agreements from the Mobilities (OLA 3.0) section?

Colleagues who have to sign or decline the Online Learning Agreements need to log in Erasmus Dashboard to review the LA documents.

Please see more information here.

 How can the students access their Online Learning Agreements?

In line with the further developments in the European Student Card Initiative, the authentication solution for students has been updated and will be based on their academic credentials (eduGAIN).

There will be a transition phase to make sure no HEIs are left behind with regards to ensuring their students can access the OLA. Accordingly, until the beginning of 2021 students can also access the OLA platform with a Google login; from that point onwards a solution for ECHE holders who are not federated in eduGAIN will be made available.

Please see more information here.

 I didn't manage to join the Erasmus Goes Digital conference - where can I find the recording?

The recording of the Erasmus Goes Digital event on 5 November 2020 will be published here.

Follow the updates on upcoming events here.