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What stays the same for HEIs using the Dashboard prior to June 2021



The workflows for initiation and finalisation of OLA and IIA do not change. You and your colleagues using the Dashboard will, upon the creation or finalisation of IIA or OLA, receive the customary email notifications as usual ; and you will also be able to create, sign and update OLAs and IIAs with all the other HEIs connected to EWP Network the same way as it has functioned till now.



We trust this will help make the transition to EWP data exchange as  seamless as possible.

What changes

Only HEIs that are connected to EWP are reachable to their partners

What will change is that only the exchange of OLAs and IIAs will only be exchanged with nodes (HEIs) reachable via the EWP Network will be supported from now on. That means that each HEI has to decide how they are connected to EWP (via Dashboard, third-party solution or in-house system) and if the . If a HEI is not connected to the EWP Network as of yet - they would whether through their own system, the Dashboard or a third-party provider - they will not be reachable to their to electronically exchange data with you.

To make it as transparent as possible whether your partners are indeed reachable we have added a new set of filters to The behaviour in the Erasmus Dashboard and the OLA platform for students. This will ensure that the user is informed if certain action cannot be finalised (due the fact that the HEI is not in the EWP) so rest assured that the user interface on OLA and Erasmus Dashboard will guide the students and IROs through this transition.What it means more practically:being reachable through EWP). In practice this means: 

  • When a student initiates an OLA, they will be able to submit the document only if both of the HEIs, sending and receiving , HEI are in the EWP. If one of the partners is not connected to the EWP as of yet - they will see the following notification.

  • When an IRO initiates an OLA or IIA via the Erasmus Dashboard, they will be able to submit the document only if both of the partners are in



  • If the IRO attempts to create

    the document, yet have

    either document but has not not activated the OLA API or IIA API via the Dashboard or are connected to EWP via a third-party or an in-house system - the action will not be executed and they will be notified about

    the reasons

    this ocorrence

  • If the IRO attempts to create an OLA or an IIA, yet the partner HEI is not connected to EWP - the action will not be executed and they will be notified about the reasons.


The key goal is data integrity and ensuring that each HEI has the chance to determine how they want to be reached via EWP, hence not receiving the documents on several platforms. 

Erasmus Dashboard email notifications - only to the Dashboard users

The partners who are connected to EWP via other third-party providers and in-house systems will no longer receive email notifications from the Dashboard. Instead , the Dashboard will “talk” with their corresponding IT systems, which will be responsible for distributing notifications in to the receiving party in  the way that is customary for them. Such , ensuring such partners will essentially be informed as per their own internal workflows.


titleHow can I know who is in the EWP?


existing internal workflows.

Addressee for an invitation to sign OLA 

Following to popular demand, the The notification to review the OLA from now on will be sent to the contact person indicated in the OLA. The responsible can still be indicated as an optional field, but the contact person will henceforth be the one being notified.