FAQ

OLA Access and upload

How do you make new OLAs?

Students can either log in here: https://www.learning-agreement.eu/, make an account and create an OLA, or their home institution can upload a CSV file with the student information in the Dashboard. The student will then get an email asking them to make an account and fill in the Learning Agreement.

How can I test the OLA?

Coordinators can create a user account as a student (preferably with a private e-mail) to make a test account to be able to view the OLA from the point of view of students. Agree with a partner university to test with them as a host university/coordinator. Alternatively, team up with a student and watch them fill out.

How do you gain access to the Dashboard?

All ECHE holders can apply for a main account, usually by the Institutional Erasmus Coordinator. The holder of the main account will give access to others, so contact your International Office to ask for access. The Dashboard can be accessed here: https://www.erasmus-dashboard.eu/intro

Note that the main account cannot sign agreements, but the main account user can make themselves a separate account to sign agreements.

Who can see the agreements in the Dashboard?

The main Dashboard user can give the relevant university staff access. They can then see all outgoing and incoming students at this university. It is currently not possible to limit access to only one faculty for example.

Who in the home institution can sign and reject agreements?

Everyone with access to mobilities can sign and reject agreements. The main Dashboard user can give this access to staff members. This makes signing easier if the student puts in the wrong contact information because a colleague can then log in and sign (and their name/contact information will show as the signatory).

How can students find the correct HEI in the list of institutions in the OLA?

Note that the names of institutions are often in the native language of the institution, so the students must search for that name. The list of institutions is provided by the European Commission and is the name is the same as in Mobility Tool. If the students start typing in this field, suggestions will appear.

Finding the correct contact persons in the host institution can be hard, how can I solve this?

Put information about your responsible persons on your website or make it easily available to your outgoing and incoming students and encourage your partners to do the same. Example: https://www.uib.no/en/education/87403/erasmus-learning-agreement#details-to-fill-in-your-ola

Why does the CSV upload not work? What should we do if we do not have all required information for all the fields in the CSV file?

The CSV works, but you need to fill out all fields (all fields required). The format of the start of mobility and end of mobility are wrong in the template, so make sure to convert these fields to the correct format before the upload (dd.mm.yyyy and not dd/mm/yyyy)

Signing and making changes

Can institutions add a comment to the OLA?

Currently it is not possible to add comments to the OLAs unless the agreement is being rejected.

Can two people in the same organisation sign the same agreement?

No, currently it is only possible to have one signature on the OLA for each institution (home and host), but you may fill in contact information of two persons per institution in the OLA; responsible person and administrative contact person.

Are coordinators able to edit the information that the student has entered in the OLA?

No, that is not possible. It is possible to reject the agreement and write a comment to the student asking them to change something.

If the student has put in the wrong responsible person, anyone within the HEI can still sign the agreement and their name will show up in the final version. It is not necessary to ask the student to change the email but it will still be necessary to contact the correct person and ask them to log in to the Dashboard and sign the agreement.

Is it possible to forward the OLA to my colleague if I am not the right person to sign?

It is possible to forward the email but the colleague (and the HEI) must have access to the Dashboard to be able to sign. They can also log into the Dashboard and search for the student. It is not necessary to use the link in the email.

How do you delete OLAs?

Currently that is not possible in the OLA 3.0

How can you edit OLA during mobility? Can you edit before it has been signed by everyone?

Students can log in and apply changes to the learning agreement during the mobility as soon as it has been signed by all parties in the Dashboard. If the host university has not signed or rejected the agreement, the student cannot make changes to the OLA. If the OLA is signed by all parties, the student will find the option to Apply Changes on the Online Learning Agreement.

Can the students update names when the responsible persons at sending institution change?

Only after the first OLA has been signed by all parties in the Dashboard. Then students may make changes to the contact persons. However, even though the students use an old contact person, any colleague at this same institution may log in and sign the new OLA with his/her name and contact details appearing at the OLA.

Is it possible to filter the students in the Dashboard so that e.g. the coordinator for business students only sees the LAs in that study field?

There is not an option to select a filter for specific faculties or coordinators, but it is possible to write “business” in the search bar to filter the students that way.

Is there a function in the OLA where you can only search for the learning agreements you have to sign without going through the whole list?

Yes, there are filters to search by agreement status for example, and academic year.

If the receiving institution declines an OLA what happens?

The signatures are erased, and the student gets an email. The student can then edit the agreement and make changes before signing it, and then it is sent to the home institution and again the host institution for signing.

Who gets a notification about the OLA and when?

Once the student has signed the OLA the Home Responsible Person gets an email that they can now sign the student's agreement. If that person rejects the agreement, the OLA goes back to the student, who gets an email and can make changes before sending the OLA again. If the responsible person signs the agreement, then the Responsible Person in the host institution gets an email asking them to sign. If the host rejects the agreement the student gets an email and can make changes before staring the same process all over. If the host approves and signs the agreement both the student and the home responsible person get an email telling them the agreement has been finalised. If the OLA is rejected, it is important to let the student know why, so use the comment field to explain.

Will students be able to download the final OLA or is it sent by email?

Students can access the final agreement through the E+ App and the Learning Agreement website, and they can download a pdf copy as well as to see the history. HEIs can also download the pdf from the Dashboard.

General questions

Is the OLA/Dashboard mandatory?

The use of the https://www.learning-agreement.eu/ and Dashboard systems is not mandatory but to the use of digital learning agreement will be mandatory. HEIs can use third party providers or their in-house systems if they prefer, but they need to be connected via EWP.

What will the new learning agreements look like?

https://wiki.uni-foundation.eu/display/EWP/New+LA+template

Can students randomly start filling out an LA without being accepted for Exchange studies?

Yes, currently everyone with a google account can make new agreements, but they will of course not be signed by anyone if they are not accepted as outgoing Erasmus students.

Is there any way to see the messages sent when declining the OLA after sending?

Currently only the students can see the message

How can I access the OLA 2.0?

Coordinators can access it in the Dashboard below the OLA 3.0 mobilities

Students can access their old agreements by logging in here: https://www.archive.learning-agreement.eu/student/home/login.php or selecting ELDER OLA on the website.

No new OLAs can be created in OLA 2.0 now, in the E+ Dashboard it is only used as an archive for coordinators

Abbreviations:

OLA: Online Learning Agreement

OLA2.0 older version of OLA

OLA3.0 newest version of OLA

EWP: Erasmus without paper

HEI: Higher Education Institution