In this section, the available filter options and the process of accepting or declining an OLA are described.

Table of Contents:

1 Process of Accepting or Declining an OLA
- 1.1 OLA Declined/Rejected for “Wrong Reasons”
- 1.2 Delegation to Sign
- 1.3 Limiting the Rights to Sign
- 1.4 Notification message next to the signing field
- 1.5 Notifications
  - 1.5.1 Quick Guide

Process of Accepting or Declining an OLA

The Outgoing or Incoming students sections under the OLA header illustrates all the students affiliated to the given HEI.
Use the filters and search to navigate the student list or use a direct URL in order to access the specific document. Please, note that a link to a specific OLA can be shared among the colleagues who will be able to interact with the specific document directly upon login (no need for search/filter of the OLAs).
Open the OLA by clicking it, review and accept or decline the document. Please, note that coordinators no longer sign OLAs by drawing their signatures, they have to simply click the ‘Decline’ or ‘Sign OLA’ button.

In case of rejection, upon clicking the ‘Decline’ button a pop-up box appears in order to fill in all necessary information for the student regarding the rejection reason and suggestions for edits/changes that should be done. The OLA becomes declined once the ‘Reason for Declining’ is filled in and the coordinator clicks the ‘Decline’ button.

OLA Declined/Rejected for “Wrong Reasons”

What should you do when a wrong contact person has been indicated by the sending institution?

If the wrong contact person is indicated by the sending institution, there is no need to reject the learning agreement for studies as a change in contacts will not result in a new version of the learning agreement for studies. The student/sending institution can be contacted to change the contact and an updated learning agreement for studies can be retrieved by the receiving institution.

What should you do when a wrong mobility duration has been indicated by the sending institution?

The learning agreement for studies specifies in which academic year the mobility will take place. It also includes a reference to the indicative duration of the mobility. The duration can be provided by giving exact dates (optional) or by indicating month and year. If the preliminary dates change you do not need to reject the learning agreement or change them at the level of the learning agreement for studies.

Delegation to Sign

In order to ensure that the right contact point can sign the OLA without restarting the process to change the assignee, any of the Erasmus Dashboard staff member account can sign the OLA, as long as it has the necessary roles assigned to it, 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, have the most up-to-date information on the exact contact points for signing. Therefore, even if the email address of the person to sign the OLA was initially wrong, the correct person can simply log into the Erasmus Dashboard with its staff account, review and sign the OLA without the need of declining and restarting the process in order to allow the student to update the email address of the person that has to sign the OLA.

Please note that the main institutional account cannot be used to sign the Online Learning Agreements, only the designated staff accounts from Accounts and Access section with the sufficient permissions can.

Limiting the Rights to Sign

Currently, any of the staff members who have the permission for “Managing students” can sign an OLA and their commitment, as well as name and contact information, will be displayed in the OLA instead of the initial responsible person appointed to sign. If, however, you wish to disable such functionality for some of the colleagues who have access to the platform you can do so by simply changing the permissions from “Managing students” to “Viewing students” in the Accounts and Access>Roles menu section.

Notification message next to the signing field

The signing rights under OLA are reserved for staff accounts as indicated in the list of users in Accounts and Access>OLA menu option. The main institutional account holders are not able to sign the Online Learning Agreements.

If the current main institutional holder needs to sign Online Learning Agreements, follow these steps:

Appoint a new legal representative in the Erasmus Dashboard account. The previous main account holder will be removed from the position.
Add the previous main account holder as a “staff account” via “Accounts and Access”.

If you are accessing the platform via the direct link from an email invitation to review Online Learning Agreements, you might see an error message. Please log out from the session and log in with your email and password to review and sign/decline the Online Learning Agreement under OLA menu.

Please note that if you decline an incoming OLA, it’ll be no longer visible in EWP Dashboard until it is signed again by the student and the sending HEI.

Notifications

The notifications are triggered by any kind of signing process or when the OLA proposal is declined.

As a Sending Institution, you will receive an invitation to review and sign or decline an OLA when the outgoing student has finalized their OLA and has signed the document proposal.

Correspondingly, the Receiving Institution receives a notification when both the incoming student and the Sending Institution have signed the OLA.

The Sending Institution now also receives a notification when the OLA has been finalized and the Receiving Institution has signed it, keeping everyone involved in the loop.

The student receives a notification every time their OLA is signed or declined by either the coordinators from the Sending or the Receiving Institution.

The comments from coordinators as to why the OLA was declined are now also conveniently displayed to the student in the OLA platform finalization steps.