Table of contents:

Machine-readable course catalogue data is incredibly important to ensure good quality mobility processes, notably with regard to Learning Agreements and academic recognition. If you would like to learn more about this topic in the context of EWP you can find more information here.

Because many ECHE holders may lack the ability to exchange course data via an API – which is strongly recommended for all higher education institutions with such capabilities – a last resort solution is being introduced with the version 6 of the Dashboard, whereby we are enabling users to share this data in a simplified format via a file upload.

The data contained in such uploads is a subset of what is contained in the Open Course Catalogue API. This data will be used to support the mobilities of incoming and outgoing students using the Online Learning Agreement.

Access Course Catalogue

The EWP Dashboard users can access their HEI’s Course Catalogue functionality from the dedicated section in the left menu.

Open

Please note that the very first time your HEI’s Course Catalogue module is accessed, the section is actually empty and a message appears informing you that there has to be a connection established for your HEI to the Course Catalogue.

Open

In order to have access in first, and to be able to establish a connection, the user must have the new permission Manage Course Catalogue assigned to its user account Role. You may find more about Accounts & Access in EWP Dashboard here https://esci-sd.atlassian.net/wiki/x/BYAiAg.

Open

As soon as the connection has been established with the Course Catalogue, the section is going to have two options available, the Programmes and the Courses of your HEI.

Open

You can click on the corresponding button to manage those. When you click the button, the list of the existing Programmes or Courses appear.

Programmes

Clicking the Programmes button will show the list of available Programmes, if any, and their basic information. The information displayed is the Title, the rewarded ECTS credits of the programme and its ISCED code.

Open

Add new Programmes

There are two options available to add the programmes of the institution. Multiple programmes can be added in bulk via a CSV file upload functionality or a single programme can be added.

In Bulk via CSV

When multiple programmes have to be added, the button Upload allows to do that via a pre-filled CSV file.

Open

1. Click the Upload button and use the template guide to validate the content and the format of your CSV file.

The CSV files for creating prefilled Programmes have to follow a specific format that is illustrated in the Excel spreadsheet template. This template file can be used with the most of the spreadsheet software, including Excel, LibreOffice, Numbers and OpenOffice. The template can be used both by entering new values by hand or by pasting them from other files in bulk, but in the latter case make sure you are only pasting values, to avoid carrying over special formatting.

Keep the headers from the template file in the final CSV, otherwise the data won’t be read correctly!

To make sure you format the CSV correctly, please follow the template CSV sample for Programmes which can be found in the official EUF’s template webpage here https://templates.cc.uni-foundation.eu/ or simply check the Programme upload template file below:

Open

2. Click on Browse and choose the CSV file you want to upload. There is a link to the template CSV file here as well.

Open

3. Click the Upload button.

Open

Common errors and how to fix them

Please make sure to go through the material below to troubleshoot the process before reaching out.

Date

The date in the CSV file must be in format: d/m. This may cause issues when typing the date in Excel or while editing the CSV, because the software might recognize the input as a date and could format it using your national standard. In countries where this standard uses a different separator, for example, a period, the date may be formatted incorrectly.

To avoid this issue, change the format of the cell from Date to Text.

Single Addition

If a single programme is to be added then this can be simply done by clicking the button Add a new Programme.

Open

In the window that pops up please fill in all the mandatory fields as well as as many of the rest you wish.

Open

When all the information is filled in click the Add button to finish adding the new Programme. The new Programme appears in the list.

Edit Programme

If a Programme needs to be edited, this can be done by locating in the Course Catalogue>Programmes List and clicking the yellow pencil icon at the right of the Programme to be edited.

Open

A pop up window appears with the Programme information ready to editing.

Open

When the editing is done the changes can be saved by clicking the Save Changes button. The Programme then is updated.

Delete Programme

If a Programme is no longer available it can be deleted. To delete a Programme locate it in the Course Catalogue>Programmes List and click the grey bin icon at the very right-hand side.

Open

A pop up windows with a warning message the appears asking for confirmation that the Programme is about to be unpublished.

Open

By choosing Unpublish the Programme is being permanently deleted.

Courses

Clicking the Courses button will show the list of available Courses, if any, and their basic information. The information displayed is the Title, the code of the course and the language of instruction.

Open

Add Courses

There are two options available to add new courses. Multiple courses can be added in bulk via a CSV file upload functionality or a single course can be added.

In Bulk via CSV

When multiple programmes have to be added, the button Upload allows to do that via a pre-filled CSV file.

Open

1. Click the Upload button and use the template guide to validate the content and the format of your CSV file.

The CSV files for creating prefilled Courses have to follow a specific format that is illustrated in the Excel spreadsheet template. This template file can be used with the most of the spreadsheet software, including Excel, LibreOffice, Numbers and OpenOffice. The template can be used both by entering new values by hand or by pasting them from other files in bulk, but in the latter case make sure you are only pasting values, to avoid carrying over special formatting.

Keep the headers from the template file in the final CSV, otherwise the data won’t be read correctly!

To make sure you format the CSV correctly, please follow the template CSV sample for Courses which can be found in the official EUF’s template webpage here https://templates.cc.uni-foundation.eu/ or simply check the Courses upload template file below:

Open

2. Click on Browse and choose the CSV file you want to upload. There is a link to the template CSV file here as well.

Open

3. Click the Upload button.

Open

Single Addition

If a single course is to be added then this can be simply done by clicking the button Add a new Course.

Open

In the window that pops up please fill in all the mandatory fields as well as as many of the rest you wish.

Open

When all the information is filled in click the Add button to finish adding the new Course. The new Course appears in the list.

Edit Course

If a Course has to be edited, this can be done by locating in the Course Catalogue>Courses List and clicking the yellow pencil icon at the right of the Programme to be edited.

Open

A pop up window appears with the Course information ready to editing.

Open

When the editing is done the changes can be saved by clicking the Save Changes button. The Course then is updated.

Delete Course

If a Course is no more needed it can simply be deleted. To delete a Course locate it in the Course Catalogue>Courses List and click the grey bin icon at the very right hand side.

Open

A pop up windows with a warning message the appears asking for confirmation that the Course is about to be archived.

Open

By choosing Archive the Course is being hidden but the record is kept.