What stays the same
The workflows for initiation and finalisation of OLA and IIA do not change. You and your colleagues using the Dashboard will upon creation or finalisation of IIA or OLA receive the email notifications as usual and will 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.
The transition to exchanging OLAs and IIAs via the EWP only will be a seamless one in line with the established workflows.
Only HEIs that are connected to EWP are reachable to their partners
What will change is that only the exchange of OLAs and IIAs 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 HEI is not connected to the EWP Network as of yet - they would not be reachable to their partners.
The behaviour in the Erasmus Dashboard and OLA platform for students 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:
- When a student initiates an OLA, they will be able to submit the document only if both of the HEIs, sending and receiving, 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 the EWP.
- If the IRO attempts to create the document, yet have 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.
- 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 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 the way that is customary for them. Such partners will essentially be informed as per their own internal workflows.
How can I know who is in the EWP?
More information on that can be found in the EWP Registry, yet the workflows are set up in such a way that only partners who are in the EWP Network would be reachable, and the user, student or institution staff member, would be informed if the action cannot be executed.
Addressee for an invitation to sign OLA
Following to popular demand, 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.
All other workflows for notifications and finalisation of the document for OLA and IIA stay the same.