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Licence Management System for Beneficiaries User Guide 6.0

1. i Licence Allocation To Add new participants Participants Course Please write here the new participants email addresses for a given assessment language separated by or 7 Emalls Validate emanis Count 0 mall Language to test Licence Usage per Participant English months Deadline to take the test 1 i 2014 Expired Projects Expired Licences To allocate assessment licences to the selected project participants please indicate in the appropriate box all their email addresses separated by or N B you are requested to introduce together the email addresses of all participants who will be tested in the same language for example all participants taking their assessment in French If you have groups of participants to be tested in different languages repeat the following steps language per language a Home Licences Allocation To Participants Assessment 2014 1 HU98 KA103 000024 Licences Allocation To Remaining assessment licences 43 Participants Assessment Allocated assessment licences 57 Total Licences 100 x Licence Allocation To Add new participants Participants Course Please write here the new participants email addresses for a given assessment language separated by or Deadline to take the test Licence Usage per Participant 2014 Expired Projects Expired Licences Emalls Count 0 mall Language to test a Send assessment
2. nline ED Home A be 9ben07 mailinator com Report a Problem inguistic Support Licences Allocation To Participants Assessment Licence Allocation To Participants Course 2014 Expired Projects cd Records per page Call Code Search all fields ome word 10 2014 D All Rocoived Used Assessment Project Codo Completed Completed Rocoivod Used Assessment 1 Assessment 2 Assessment Courses Courses Courses Licence Licence Licence Licence Licence Licence Romaining Remaining Assessment 2014 2014 1 BE99 99 5 27 23 a 67 100 ll 88 VT001 00014 Page 28 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide When you click on the Details button you are redirected to a page showing the participant s data for this specific project It is the same information that you can find on the 4 tab Licence Usage per Participant without the resend function since the project has expired you can no longer invite mobility participants to take the 1 language assessment Project 2014 1 BE99 KA103 001769 Participants fall Records per page Call Tested Language Filter by Reached Level Search all fields Jo Jo 10 zl All Call Last Assessment Invitation Mob start Mob Assigned Course Course Name Invitation Expiration date duration Language Licence Licence Date Date i 2014 01 test testbenexpired01 mailinator com 25 05 2015 25 06 2015 Al
3. 25 05 2015 x 01 05 2015 31 07 2015 x 3 English YES 25 05 2015 months 2014 02 test testbenexpired02 mailinator com 25 05 2015 25 06 2015 Al 25 05 2015 x 01 05 2015 31 07 2015 x 3 English YES 25 05 2015 months m r Previous Next Several functions are available on your screen ca file by clicking on this button all information on Project s can be exported to an Excel e Records per page scroll down menu by clicking on this button you can change the number of projects records that are shown per page e Filter by Call scroll down menu by clicking on this button you can filter the projects by Call All 2014 2015 etc e Filter by Tested Language scroll down menu by clicking on this button you can filter the displayed entries based on the tested language e Filter by Reached Level scroll down menu by clicking on this button you can filter the displayed entries based on the level achieved in the first assessment e Search all fields field by using this field you can search with any data one word only e Previous and Next buttons by clicking on these buttons you can navigate across the different pages of the table Erasmus nline Linguistic Support Reporta Problem G Home i beggben07 mailinater com 2014 Expired Projects Home Licences Allocation Ta Participants Assessment Used Completed Completed Remaining Received Used Romaining Assessment Assaasmont 1 Assessment 2 Assessment Cours
4. Licence Management System for Beneficiaries User Guide You are also requested to select a Deadline to take the test To do so select the number of days or months given to the participants to take the test Please note that the deadline should be set before the participant s departure date especially for HE participants since the OLS assessment is a pre requisite for mobility Emails Count 3 Language to test Deadline to take the test English th Emails validated Ngus months example1 domain com example2 domain com example3 domain com Send assessment invitation s to the whole list Once the email list is validated the language to test and the deadline to take the test are selected the Send assessment invitation s to the whole list becomes active Review all information before clicking on this button to send assessment invitations to all validated email addresses Add new participants Please write here the new participants email addresses for a given assessment language separated by or Emails VAICHICE Elica Count 3 Language to test Deadline to take the test English months Emails validated example1 domain com example2 domain com example3 domain com Send assessment invitation s to the whole list _ Page 10 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Invitations are then automatically sent to the participants and a messa
5. 3 4 1 How to resend an assessment invitation to a participant If you wish to resend an assessment invitation to a participant click on the Resend invitation button blue button in the first column PEE Name Ox x Page 24 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Note that this is only possible if the participant hasn t started the test yet if the participant has already started the test the Resend invitation button won t be visible When clicking on the Resend invitation button a pop up message appears asking you to specify a new deadline to take the test The participant will receive another invitation with the new deadline to take the test By default the language to be tested remains the same as the one specified in the first invitation If you wish to modify this language you will have to delete the participant and then re invite her him to take the test in the new language in the Licence Allocation to Participants Assessment screen 3 1 A pop up message then confirms the invitation has been successfully resent to the participant e i Erasmus nl Resend invitation to this participant amp hubentesto1 essiah com An invitation was successfully resent to this participant f Licence Usage per Participant aa ge pe P cf Records per page Call Tested Language Filter by Reached Level Search all fields one word J
6. Assessment Licence Allocation To jkeen altissia com 27 01 2015 27 02 2015 B2 28 01 2015 16 01 2016 01 01 2015 21 01 2016 Participants Course 2014 C drick Fairon cedrick_fairon uclouvain be 21 10 2014 21 11 2014 C1 24 10 2014 15 06 2015 x x 01 06 2014 20 06 2015 13 English NO x 2014 C drick Fairon cfairon gmail com 21 10 2014 21 11 2014 Al 29 10 2014 13 02 2015 x x 01 12 2014 28 02 2015 3 Dutch NO x Licence Usage per Participant 2014 Juliette Keen juliette_keen hotmail com 06 02 2015 06 03 2015 Al 06 02 2015 16 08 2015 x x 01 05 2015 21 08 2015 4 English YES x 15 0 Hotmail 2014 first test15 cbounameaux 15 gmail com 24 10 2014 24 11 2014 x x 16 12 2014 x x 01 10 2014 31 12 2014 3 French NO x 2014 Expired Projects 2014 first last cbounameaux 16 gmail com 27 10 2014 29 10 2014 Al 27 10 2014 16 12 2014 Al 22 12 2014 01 10 2014 21 12 2014 3 French YES italian 27 1 2014 Nombo Leila leila nombo student uclouvain be 31 03 2015 31 05 2015 A2 31 03 2015 15 06 2015 B2 30 06 2015 01 04 2015 30 06 2015 3 English YES x 01 0 Expired Licences 2014 Cedric Bounameaux cbounameaux 17 gmail com 14 11 2014 24 11 2014 x x 13 02 2015 x x 01 12 2014 28 02 2015 3 French NO x 2014 Ben Mdm mdmben 50 gmail com 03 03 2015 03 04 2015 Al 05 03 2015 16 05 2015 x x 01 03 2015 21 05 2015 3 English NO x 2014 Bounameaux C dric cbounameaux 18 gmail com 20 11 2014 15 02 2015 Al 16 12 2014 16 01 2015 x x 01 01 2014 21 01 2015 13 Spanish YES French 16 1 m r
7. ClicRSag the following documents which explain how to handle your user interface in the OLS Licence Management System Please note Met you will not be able to use the Licence Management System unless NAs allocate you licences validation Reneficiaries BEN support area e BNL user guide June 2015 Technical Questions and Answers for BEN e Graphical tool kit for the promotion of the Erasmus OLS for Beneficiaries Visual identity guidelines for Beneficiaries OLS logo files OLS bird OLS graphics OLS video EN OLS videos 6 languages OLS presentations OLS language assessment presentation OLS language courses presentation and powerpoint template Mobility Participants MP support area Mobility Participants User Guide for Assessment fobility Participant User Guide for Courses Techical Questions and Answers for Mobility Participants Expired Licences Seneral information on the language assessment and course Preaentation of the Erasmus OLS language assessment d ss sf eee IAF Meida ru reo rn rr an Click on any tab to navigate between Home Licence Allocation to Participants Assessment Licence Allocation to Participants Course and License Usage per Participant 2014 Projects and Expired Licences 3 Using the Erasmus OLS back end features In this section the main functionalities of the Erasmus OLS back end are explained e 3 1 Allocating assessment licences to participants e 3 2 Modifyin
8. Licence Management System for Beneficiaries User Guide Resend invitation to this participant An invitation was successfully resent to this participant Close Please note e Participants who have started but not completed the 1 assessment within the specified deadline are not shown in this screen Their assessment licence is lost and these participants can only be re invited using a new licence and a new email address see point 3 1 e The reallocate feature from the Expired Licences page is a shortcut to redistribute a new licence to a selected mobility participant with the same language to test and from the same project This Expired Licences page does not allow you to change the language of an invitation If you wish to change the language of an invitation use the Licence Allocation to Participants Assessment tab and select the appropriate language to test see 3 1 e A participant who has been invited several times following the expiration of its previous invitations is listed several times Each row corresponds to an expired invitation Resending an invitation from this screen has several consequences e Anew email invitation to take the language assessment is sent to the participant e Anew licence is being used and your stock of licences decreases in number e lf there are no available licences left in that project a warning message will appear Page 34 Erasmus Online Linguistic Support Licence
9. Management System for Beneficiaries User Guide SE01 Impossible to allocate a new licence 2014 x x x Impossible to allocate a new licence to this participant from project 2014 1 5E01 KA103 000049 because there are no assessment licence left in that project If you wish to allocate a licence to this participant from another project please use the Licence Allocation To Participant page 2014 01 03 2015 30 06 2015 4 Close 214 Tee r patric stockhaus op t 0012015 28 02 2015 x x x SE01 KA103 000049 2014 2014 1 x x marcus johansson op fhs se 28 01 2015 28 02 2015 x x x SE01 KALO3 000049 The participant reappears on the Licence Usage per Participant page e The Reallocate button on the Expired Licences page disappears If you want to re invite the participant there are two possibilities o If the participant s new licence has not expired yet resend the invitation via the Licence Usage per Participant tab o If the participant s new licence has expired this participant appears on the Expired Licences page 3 6 2 How to reallocate a language course to a participant whose licence has expired First click on the tab Expired Licences LC Course If you wish to resend a language course invitation to a participant click on Reallocate Invitation blue button in the first column Call Project Code 2014 2014 1 BE99 Pr vT001 00014 A pop up message then confirms the
10. Participants Assessment Assessment Licence No data available in table Licence Allocation To Participants Course Previous Next Licence Usage per Participant 2014 Expired Projects Expired Licences You are now accessing the Expired 2014 Projects page You can access the following information for each participant on your screen e Call e Project Code e Received Assessment Licence e Used Assessment Licence e Completed Assessment 1 e Completed Assessment 2 e Remaining Assessment Licences e Received Course Licences e Used Course Licences e Remaining Course Licences Page 27 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide You can also sort the information by alphabetical chronological or numerical order by clicking on a column title GP Home nline Linguistic support Report a Problem pA erasmus uclouvain be Erasmus Licences Allocation To Participants Assessment Licence Allocation To Participants Course Licence Usage per Participant g 2014 Expired Projects 2014 Expired Projects d Records per page Call Project code 10 z 2014 z All z Search all fields one word Completed Assessment Licence No data available in table Previous Next g Expired Licences A button labelled Details is situated on the far right of the project row Erasmus
11. Password p Re type Fassword Contact Name BES BEN 01 Contact Number 123456739 7 EE If you tick this box you will receive an email notification whenever a participant has completed the first language assessment These notifications are not sent instantly but rather once every hour Please note this notification is sent to the main email address as well as to any aliases and additional email addresses linked to the profile When participants don t take the assessment within the deadline their access to OLS is deactivated and the licence automatically returns to your remaining assessment licences For instructions on how to re invite a mobility participant for the 1 language assessment see point 3 4 1 Page 12 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide 3 2 How to modify cancel an invitation and re invite participants When invitations are sent they cannot be edited or modified If you need to modify or cancel an invitation please follow these step by step instructions Licences can be cancelled provided that the participant s haven t started the language assessment yet Licences that have been cancelled automatically return in your remaining assessment licences To cancel the invitation s you need to enter the email address es of the participant s that need to be cancelled in the invitation box and click on Validate emails Add new participants Please writ
12. TOA g DIO Proje Homa Licence Allocation To Participants Course 2015 3 ATO1 KALOS 0OTOOOLL E 5 a E a i Pariscipants Aiietemant TALH Ee i rere Total licences mat fen fens berer Toca Bit preg ar E Ti F Fees oun Licence Mlocation To Participants Cour 2014 Laphred Projects Faplreed Licences To allocate a course licence to a participant click on Allocate on the right hand side of the participant s row A message then appears confirming that the course licence has been successfully allocated New Participants Records per page Filter by Tested Language Filter by Reached Level Search all fields 10 Y All Assessment Language Assessment 1 Result German Al v v All Esti ted starting date of ziehst a agi Period of Mobility Select All E the mobility Participant 1 2015 02 4 months Participant 2 Dutch Al 2015 02 5 months P q Participant 3 Spanish Al 2015 02 5 months a P Allocate O Page 19 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide When a participant has been allocated a course licence the related row disappears from the Licence Allocation to Participants Course table The participants also receive a link to access the Erasmus OLS language courses by email To allocate course licences to several participants tick the boxes related to those participants in the cells on the far right of the mobility participants r
13. YES 20 07 Expired Licences ekt sas z z z OO wm x x mdmben 2015 07 20 gmail com 04 09 2015 04 10 2015 x x x x x x x English NO x 2014 Steph Vde stephvanderelst 01 gmailcom 20 07 2015 20 08 2015 B1 23 07 2015 16 07 2016 x x 01 07 2015 21 07 2016 13 Dutch NO x 4 1i 3 4 2 How to delete an assessment invitation sent to a participant If you wish to delete an assessment invitation sent to a participant click on the red button in the first column Note that this is only possible if the participant hasn t started the test yet First a l Name x Qo x IN A pop up message appears asking you to confirm that you really want to delete the invitation Beware that no automated notification is sent to the participant explaining that her his invitation has been deleted Page 25 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide A pop up message then confirms the invitation has been successfully deleted s p i E Erasmus nl Invitation cancelled amp hubentesto1 essiah com C2 This participant s invitation was successfully cancelled Home Licence Usage per Participant Records per page Call Tested Language Filter by Reached Level Search all fields one word ls n im First Last Assessment Invitation 1 y 2 Assessment E zm Mob start Mob end Mob Mobility Course Local Coul Name Name invitation Expiration Assessment Assessment Invitation Date Ass
14. and powerpoint template Mobility Participants MP support area 2014 Expired Projects e Mobility Participants User Guide for Assessment e Mobility Participant User Guide for Courses e Technical Questions and Answers for Mobility Participants Expired Licences General information on the language assessment and course e Presentation of the Erasmus OLS language assessment Page 42 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide
15. invitation s to the whole list Page 8 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Before being able to move forward you are requested to validate the email address list by clicking on Validate emails A message appears when emails are successfully validated Then make sure the count of email addresses is correctly shown next to the Validate emails button Licences Allocation To Participants Assessment 2014 1 BE99 VT001 00010 Remaining assessment licences 16 Allocated assessment licences 5 Total Licences 21 Add new participants Please write here the new participants email addresses for a given assessment language separated by or Emails AAO Count 3 Language to test Deadline to take the test English months as a Emails validated example1 domain com example2 domain com example3 domain com Send assessment invitation s to the whole list You are now requested to select the language to be tested in the highlighted Language to test scroll down menu The language tested corresponds to the language the participants will use to study work or volunteer abroad and cannot be changed afterwards Emails Count 3 Language to test Deadline to take the test English months English French German Emails validated example1 domain com example2 domain com example3 domain com Italian Spanish Page 9 Erasmus Online Linguistic Support
16. 4 Pierre Yves Dufays _py dufays 3000 gmail com 04 08 2015 04 09 2015 x x 16 08 2015 x x 01 08 2015 31 08 2015 1 English NO x 3 5 How to monitor the expired projects In version 6 a new tab entitled Expired 2014 Projects was added to facilitate the monitoring of projects and mobility participants This allows your current projects Call 2015 projects to be kept separate from expired projects Call 2014 projects When projects have expired reached their contractual end date their content is moved to this new screen For projects that have expired it is no longer possible to invite mobility participants to take the 1 language assessment However mobility participants that have been invited to take the 1 language assessment before the project end date are still able to take the 1 and 2 language assessment and you are also able to invite them to follow a language course in the Licence Allocation to Participants Course screen under the tab of your 2014 project see point 3 3 Page 26 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide To access the Expired Projects section from your Home screen click on the 5 tab Expired 2014 Projects Erasmus nline Linguistic support Reporta Problem Home di erasmus uclouvain be wp 2014 Expired Projects g Records per page Call Project code Search all fields one word 10 zl 2014 zl All z Licences Allocation To
17. Allocation To Participants Assessment Licence Allocation To Participants Course Licence Usage per Participant 2014 Expired Projects Expired Licences Welcome IMPORTANT Only for HIGHER EDUCATION To simplify the management of language course licences and reduce your workload mobility participants who have obtained a result below or equal to B1 at their first language assessment are now automatically allocated a language course licence Please note that due to this change your language course licences may have decreased in number Welcome to Erasmus OLS Licence Management System Click on the following documents which explain how to handle your user interface in the OLS Licence Management System Please note that you will not be able to use the Licence Management System unless NAs allocate you licences validation Beneficiaries BEN support area e BEN user guide June 2015 Technical Questions and Answers for BEN e Graphical tool kit for the promotion of the Erasmus OLS for Beneficiaries Visual identity guidelines for Beneficiaries OLS logo files OLS bird OLS graphics OLS video EN OLS videos 6 languages e OLS presentations OLS language assessment presentation OLS language courses presentation and powerpoint template Mobility Participants MP support area Mobility Participants User Guide for Assessment Mobility Participant User Guide for Courses Technical Questions and Answers for M
18. Assessment 1 Select Local erris Mobili Language Result Language Select All E mobility ty guag sult guage ins 2015 09 10 months English c select F Daniel Baumler 2015 09 12 months English c select F M lanie Sedda 2015 09 13 months English c2 select FI Louise Macq 2015 09 13 months English B2 English A Page 18 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide On your screen several functions are available il by clicking on this button you can export all information on Licence Allocation to Participants Course in an Excel file e New Participants Records per page scroll down menu by clicking on this button you can change the number of Licence Allocation to Participants Course records that are shown per page e Filter by Tested Language scroll down menu by clicking on this button you can filter the displayed entries based on the language tested during the 1 assessment e Filter by Reached Level scroll down menu by clicking on this button you can filter the displayed entries based on the level achieved on the 1 assessment e Search all fields field by using this field you can search participants by any data one word only Previous and Next buttons by clicking on those buttons you can navigate in the different pages of the Licence Allocation to Participants Course table Erasmus nline Linguistic support Sqn EB eee db een munaton m ES TEOT Freia FEA
19. B2 and C2 in their first language assessment to follow a language course in their main language of instruction work OR in the local language of the country provided that the language is available in the OLS In the column Select Local Language a dropdown box gives you the option to select the course licence language that should be allocated For participants who have obtained a result equal to C2 no language is selected by default The mobility language language assigned for the assessment for all other levels is selected by default but this can be modified lf the mobility language same language as the first language assessment is selected both assessments and the courses will be in the same language If the Select Local Language language of the country in which the mobility occurs is modified this means the participant will have the option to access a course in a language other than that of the first assessment The participant however needs to take the second language assessment in the mobility language New Participants Records per page Filter by Tested Language Filter by Reached Level Search all fields one word 10 z All All z Estimated starting date of the mobility Period of Assessment Assessment 1 Select Local Mobility Language Result Language Rombouts Allocate E Daniel B umler 2015 09 12 months English C2 _ Allocate F M lanie Sedda 2015 09 13 months English C2 Allocate F
20. Ee Erasmus Online Linguistic Support Erasmus Support Licence Management System for Beneficiaries User Guide 6 0 Date 1 09 2015 Author Service Provider Public Beneficiary Institutions Organisations Page 1 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Table of Contents IVEY CIC TION e E ale uasainnesadatmensienestneeoahietaseaetadeaasasncn seston htcnentiutaeeposetemecebesteese 3 1 Access the OLS and log into the Dack Cnd ecccccsssecccesececceecceceesececeueceesenececeeeseceseuecessenecessenes 3 2 Str uct re OF EFASINUS OLS wossacvccnnchonsuidnticscaieadsiiatutnednube sadinaauiiesiedtoneemonativsseveskueuebyuneatevioniebesienteiedantaniuitsien 5 3 Using the Erasmus OLS back end features iacsianccsdacnncsssdvoncdudannseectaawaadsicadensiccd sopsauheddadnosesenettiaesunnnecanenene 6 3 1 How to allocate assessment licences to PALtiCIPANTS cceccccsssecccessececeeseceeeeeseceeeeseceeseneceesenes 7 3 2 How to modify cancel an invitation and re invite participants eeesesssessrrrrrrrrrrreeeeessrrrrrrrrrrns 13 3 3 How to allocate course licences to participantS sssssesesseesesrrresrresssreresererssreresrrrsssrereserresseeee 15 3 3 1 Important information for Higher Education Institutions automated allocation of course licences and language courses in the local language sesssessssrsesrrssrrssrrnserrrerrrssrrrerrrsrererrrsererss 15 3 3 2 Manua
21. OLS back end Expired Licences screen To access the Expired Licences section from your Home screen click on the 6 tab Expired Licences Erasmus nline inguistic upport Report a Problem F Home A erasmus uclouvain be Expired Licences LA Assessment Expired Licences LC Course Home Expired Licences A S E Records per page Call Tested Language Search all fields one word Licences Allocation To Participants Assessment 10 7 All 7 Call Project Code First Last Name Email Assessment Invitation Mobility Mobility Mobility Language Name Invitation Expiration start date end date duration months to learn Licence Allocation To _ Participants Course 2015 2015 1 Maryse Laurent maryse laurent student uclouvain be 16 07 2015 23 07 2015 01 09 2015 31 01 2016 5 English BEO1 KA103 013104 2015 2015 1 Mathieu Stichelbaut mathieu stichelbaut student uclouvain be 16 07 2015 23 07 2015 01 09 2015 31 01 2016 5 English i BEO1 KA103 013104 Licence Usage per Participant 2015 2015 1 Laurence Balis laurence balis student uclouvain be 16 07 2015 23 07 2015 01 08 2015 31 12 2015 5 English BEO1 KA103 013104 2015 2015 1 Aude De Dorlodot aude dedorlodot student uclouvain be 16 07 2015 23 07 2015 01 12 2015 31 01 2016 2 English 2014 Expired Projects 2015 2015 1 Alexandre Kaczynski alexandre kaczynski student uclouvain be 16 07 2015 23 07 2015 01 08 2015 31 12 2015 5 English BEO1 KA103 013104 2015 2015 1 arnaud vancampenhout arnaud va
22. Participant Total licences Spanish Total licences Participants Course New Participants 2014 Expired Projects Records per page Filter by Tested Language Filter by Reached Level Search all fields one word 10 All 7 All z Estimated starting date of Expired Licences the mobility Period of Mobility Assessment Language Assessment 1 Result Select Local Language Select All E In the lower part of your screen you see the list of participants related to the selected project who e Received an assessment licence e Have completed the first assessment e NB for HE participants only those having obtained a result between CEFR levels B2 and C2 at their first language assessment e Have not returned from their Erasmus mobility yet Page 17 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide For each of your participants the following information is available e Name e Estimated Starting Date of the Mobility e Period of Mobility e Assessment Language i e the mobility language allocated to the participant for his her language assessment e First Language Assessment Result e Select Local Language You can also sort the information by alphabetical or numerical order by clicking on a column title New Participants Records per page Filter by Tested Language Filter by Reached Level Search all fields one word 10 All z All l Estimated starting Period of Assessment
23. age scroll down menu by clicking on this button you can change the number of participants records that are shown per page e Filter by Call scroll down menu by clicking on this button you can filter the projects by Call All 2014 or 2015 e Filter by Tested Language scroll down menu by clicking on this button you can filter the displayed entries based on the tested language e Filter by Reached Level scroll down menu by clicking on this button you can filter the displayed entries based on the level achieved in the first assessment e Search all fields field by using this field you can search participants by any data one word only e Previous and Next buttons by clicking on those buttons you can navigate in the different pages of the Licence Usage per Participant table Erasmus nline Linguistic Support Reporta Problem f Home d hubentestor essiah com wp M Licence Usage per Participant gt ES Home Records per page Call Tested Language Filter by Reached Level Search all fields one word g a is is Call FirstName Last Name Assessment Invitation p 92 2 Assessment Mob start Mob end Mob Mobility Course Local Co invitation Expiration Assessment Assessment Invitation Date Assessment Assessment date date duration Language Licence Language Lid Date Date Result Date Result Date months Allo p 2014 Juliette Keen x x B English YES x 29 0 Licences Allocation To Participants
24. al Course First Time invitation Date Assessment Assessment date date duration Language Licence Language Licence connection spent on Result Date months Allocation to Courses platform Date 15 06 2015 Bl German YES x 00 00 00 15 06 2015 01 02 2015 30 06 2015 5 28 10 2014 24 11 2014 00 days 27 10 2014 03 11 2014 B2 01 11 2014 15 06 2015 B2 29 06 2015 01 02 2015 30 06 2015 5 German YES x 03 11 2014 03 11 2014 00days 00 00 00 Licence Usage per Participant 27 10 2014 03 11 2014 Bl 01 11 2014 15 08 2015 x x 01 03 2015 31 08 2015 6 German YES x 03 11 2014 06 11 2014 00 days 00 00 00 27 10 2014 03 11 2014 B2 31 10 2014 15 07 2015 B2 26 07 2015 01 03 2015 31 07 2015 5 German YES x 03 11 2014 30 11 2014 00 days 2014 Expired Projects 00 00 00 27 10 2014 03 11 2014 Bl 28 10 2014 15 06 2015 B2 17 06 2015 01 02 2015 30 06 2015 5 German YES x 29 10 2014 24 11 2014 00days 00 00 00 Expired Licences 27 10 2014 03 11 2014 Bl 30 10 2014 15 06 2015 B2 28 06 2015 01 03 2015 30 06 2015 4 German YES x 30 10 2014 26 11 2014 00days 00 00 00 27 10 2014 03 11 2014 Bl 02 11 2014 15 06 2015 B2 29 06 2015 01 02 2015 30 06 2015 5 German YES x 03 11 2014 30 11 2014 00 days 00 00 00 Page 23 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide On your screen several functions are available ca file by clicking on this button you can export all information on Participant s in an Excel e Records per p
25. ce Allocation To Participants 2014 1 BE99 VT001 00010 rf Page 16 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide In the upper right part of the screen a summary box also shows information on e Your BEN s remaining number of course licences i e the number of licences currently available for allocation to your Participants e Your BEN s total number of allocated course licences i e the number of licences already allocated to your participants e Your BEN s number of allocated course licences per language German English Spanish French Italian and Dutch e The total number of course licences granted to your BEN by your National Agency NA Erasmus nline Linguistic Support Reporta Problem Home d hubentestO1 essiahcom w 2014 1 HU98 KA103 000024 Licence Allocation To Participants Course 2014 1 HU98 KA103 000024 ob Henceforth language course licences will automatically be allocated to mobility participants who have taken their language assessment and have obtained a result that is less than or equal to B1 Please note due to Licences Allocation To these changes your language course licences may have declined in number Participants Assessment Remaining course licences Licence Allocation To Allocated course licences Total licences English Total licences French Total licences German Total licences Dutch Total licences Italian Licence Usage per
26. cee g Licences Allocation To Participants Assessment Call Last Assessment Invitation 2 a 2 4Assessment pn Pid Mob start Mob end Mob Mobility Course Local Cou Name Invitation Expiration Assessment Assessment Invitation Date Assessment Assessment date date duration Language Licence Language Lice Date Date Result Date Result Date months Alloca Da Licence Allocation To 2014 Participant Six s youxEN16 mailinator com 24 06 2015 24 07 2016 Al 24 06 2015 15 06 2016 x x 01 06 2015 20 06 2016 12 English NO x Participants Course OQO wu x x gschiano attissia com 26 06 2015 26 06 2016 x x x x x x x English NO x 2014 test test grrd adrien 5440 gmail com 30 06 2015 30 07 2015 Al 30 06 2015 15 06 2015 x x 01 06 2015 30 06 2015 1 French NO x Licence Usage per Participant O 2m x x mdmben lotl 2015 07 06 gmailcom 06 07 2015 06 08 2016 x x x x x x x English NO x 2014 Ben MDM mdmben lot2 2015 07 06 gmailLcom 06 07 2015 06 08 2016 Al 06 07 2015 16 07 2016 x x 01 07 2015 31 07 2016 13 English YES x 09 07 2014 Expired Projects 2014 Pierre Yves Dufays py dufays S000 gmail com 14 07 2015 14 10 2015 Al 14 07 2015 15 11 2015 x x 01 07 2015 30 11 2015 5 German YES x 11 08 2014 Pierre Yves Dufays _ py dufays 5001 gmail com 14 07 2015 14 08 2015 Al 14 07 2015 16 07 2015 x x 01 07 2015 31 07 2015 1 English NO x 2014 Stephanie Vander stephvanderelst gmail 20 07 2015 04 08 2015 A2 20 07 2015 16 07 2015 01 07 2015 31 07 2015 1 Spanish
27. e Allocation To Participants Course D 2014 2014 1 Piere Oprei popvouolsiimailinator com L9 02O1S L9 OB 2O1S OLDADIS OyOwy2O1S 3 English BESS wioo1 ela P ad 2014 2014 1 z popvostesthetad imailinatarcam 27 03 2015 FT05 x x x English Licence Usage per BEJG Participant WTOO1 RoOL4 2014 M11 x x dereldermanon testQacigmad com 26 03 2015 IONI x m x English BEIF s WTE Expired Projects Ga 24 w014 1 I E denddermanon testmailgaiamailmator ceom 26 04 0015 26 4015 I x I a wTODL Expired Licences titla Previous Ee Meki 3 6 1 How to reallocate a language assessment to a participant whose licence has expired The participants listed in this tab have missed the deadline to access the 1 language assessment and have never accessed the 1 language assessment Therefore the licence has expired and has been returned to you If you wish to resend an invitation for the language assessment to a participant click on Reallocate Invitation blue button in the first column Call Project Code 2014 2014 1 Pa BE99 VT001 00014 Note that when resending an invitation for the language assessment a pop up message appears asking you to specify a new deadline to take the test Reallocate license to this participant New deadline to take the test months A pop up message then confirms the invitation has been successfully resent to the participant Page 33 Erasmus Online Linguistic Support
28. e Linguistic Support Licence Management System for Beneficiaries User Guide On your screen for each of your participants you can see the following information e Resend invitation Cancel buttons e Call e First Name e Last Name e Email e Assessment Invitation Date e Invitation Expiration Date e 1 Assessment Result e 1 Assessment Date e 2 Assessment Invitation Date e 2 Assessment Result e 2 Assessment Date e Mobility Start Date e Mobility End Date e Mobility Duration months e Mobility Language e Course Licence e Local Language only applicable to certain HE participants e Course Licence Allocation Date e First Connection to Courses e Time Spent on the Platform i e total time spent by participants studying on the platform You can also sort the information by alphabetical chronological or numerical order by clicking on a column title Erasmus nline inguistic upport Report a Problem F Home s erasmus uclouvain be G3 fani Licence Usage per Participant os Home Records per page Call Tested Language Filter by Reached Level Search all fields one word 9 fa Licences Allocation To Participants Assessment 10 M All Assessment Invitation j Invitation Expiration Assessment Assessment Date Date Result Date Licence Allocation To 27 10 2014 03 11 2014 AL 27 10 2014 Participants Course Is a x x 2 Assessment 2a 2m4 Mob start Mob end Mob Mobility Course Loc
29. e Management System Click on the following documents which explain how to handle your user interface in the OLS Licence Management System Please note that you will not be able to use the Licence Management System unless NAs allocate you licences validation Licence Allocation To Participants Course Beneficiaries BEN support area e BEN user guide June 2015 e Technical Questions and Answers for BEN e Graphical tool kit for the promotion of the Erasmus OLS for Beneficiaries Visual identity guidelines for Beneficiaries OLS logo files OLS bird OLS graphics OLS video EN OLS videos 6 languages Licence Usage per Participant e OLS presentations OLS language assessment presentation OLS language courses presentation and powerpoint template Mobility Participants MP support area 2014 Expired Projects e Mobility Participants User Guide for Assessment e Mobility Participant User Guide for Courses Technical Questions and Answers for Mobility Participants Expired Licences General information on the language assessment and course e Presentation of the Erasmus OLS language assessment oe Mr r rr n ed bewee of iko lew eee c You are now accessing the Licence Allocation to Participants Assessment page If your institution organisation is part of several projects you can find several tabs on the top of the page By navigating through those tabs you can access the corresponding Licence Allocation to Part
30. e Management System Please note that you will not be able to use the Licence Management System unless NAs allocate you licences validation Licence Allocation To Participants Course Beneficiaries BEN support area BEN user guide June 2015 Technical Questions and Answers for BEN Licence Usage per Participant e Graphical tool kit for the promotion of the Erasmus OLS for Beneficiaries Visual identity guidelines for Beneficiaries OLS logo files OLS bird OLS graphics OLS video EN OLS videos 6 languages OLS presentations OLS language assessment presentation OLS language courses presentation and powerpoint template Mobility Participants MP support area 2014 Expired Projects e Mobility Participants User Guide for Assessment Mobility Participant User Guide for Courses Technical Questions and Answers for Mobility Participants Expired Licences General information on the language assessment and course Presentation of the Erasmus OLS language assessment The profile page is divided into 4 parts e BEN information includes your BEN PIC BEN Name and Country You cannot modify this information e Change BEN User information allows you to edit your profile information except the login Page 36 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide e Creation of additional users allows you to create additional users called aliases with the same acce
31. e here the new participants email addresses for a given assessment language separated by or Emails SP Bc cae Count 0 mail Language to test Deadline to take the test English months l example1 domain com example2 domain com Send assessment invitation s to the whole list A pop up message appears notifying that this these email address es has have already received a language assessment licence and asks you if you want to cancel the invitation Add new participants Please write here the new participants email addresses for a given assessment language separated by or Emails VELEN Ce turiicm Count 0 Language to test Deadline to take the test English months Following email s already received a licence but the language assessment has not been started yet Do you want to cancel the previous invitation s You will have to click on Validate emails to be able to send the new invitation s example1 domain com example2 domain com Cancel invitation s Check all emails example1 domain com example2 domain com Page 13 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide To cancel the invitation s click on the box next to the email address es to select the email addresses that need to be cancelled or click on check all emails Click on Cancel invitation s in order to cancel the invitations you sent to t
32. eeeeeeecseeseeeeeeeeeeeenes 39 3 7 4 How to delete additional users aliases ccssccccccssssecccceeessecceeeeeeecceeeeeeeecseseueneeeeeseeenes 41 3 7 5 How to add or delete additional email addresses for future notifications ccccceeee 41 A WA VC SS K E E E E E aan seeaseee 42 Page 2 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Introduction This user guide explains how to use the Erasmus OLS licence management system back end in your role as a Beneficiary BEN You will learn e How to log into the Erasmus OLS back end e How the back end is structured e How to use each feature namely o Allocating assessment licences to Participants o Allocating course licences to Participants o Monitoring the assessment and course licences used by Participants 1 Access the OLS and log into the back end To access the OLS go to the following URL http www erasmusplusols eu To access the login page click the Login button in the upper right corner of your screen English A A Login Home Language assessment Language Courses FAQ Contact us Erasmus nline Linguistic support READY TO EXPERIENCE SOMETHING NEW WITH ie ERASMUS as eee SERERREEEE What is the Online Linguistic Support Erasmus is the new EU programme for education training youth and sport for the period 2014 2020 Erasmus offers opportunities to study train gai
33. es Courses Courses Licens Licence Ucence Licence Licence dila 2014 1 AE99 90 5 17 72 aT 100 ii aa Licence Allocation To VIO01 00014 Participants Course Page 29 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide 3 6 How to monitor the expired licences With version 6 a new tab entitled Expired Licences was added to facilitate the monitoring of mobility participants who have missed the deadline to take the 1 language assessment or the deadline to start following the language course From this tab you can also re invite these mobility participants to the 1 language assessment or the language course When a participant receives an invitation to take the assessment he she has to take it within the deadline as specified when the invitation was sent see point 3 1 for all details about assessment allocation to participants If this licence is unused participant has never accessed the 1 language assessment it is considered to be expired Expired licences are returned to your institution organisation Note Participants whose language assessment or course licence is still active deadline not reached yet are not shown in this screen Equally participants who started the 1 assessment without completing it are not shown in this screen licence is lost These participants are shown in the screen Licence Usage per Participant The expired licences can be found in the Erasmus
34. essment Assessment date date duration Language Licence Language Lice Date Date Result Date Result Date months re Da Al x x English x Licences Allocation To 10 Participants Assessment Si 2014 Licence Allocation To Participant six S youxEN16 mailinator com 24 06 2015 24 07 2016 24 06 2015 15 06 2016 01 06 2015 30 06 2016 13 NO Participants Course OO wu x x gschiano altissia com 26 06 2015 26 06 2016 x x x x x x x English NO x 2014 test test grrd adrien 5440 gmail com 30 06 2015 30 07 2015 Al 30 06 2015 15 06 2015 x x 01 06 2015 30 06 2015 1 French NO x Licence Usage per Participant OO wm x x mdmben ot1 2015 07 06 gmailLcom 06 07 2015 06 08 2016 x x x x x x x English NO x 2014 Ben MDM mdmben lot2 2015 07 06 gmailcom 06 07 2015 06 08 2016 Al 06 07 2015 16 07 2016 x x 01 07 2015 31 07 2016 13 English YES x 09 07 2014 Expired Projects 2014 Pierre Yves Dufays _py dufays 5000 gmail com 14 07 2015 14 10 2015 Al 14 07 2015 15 11 2015 x x 01 07 2015 30 11 2015 5 German YES x 11 08 2014 Pierre Yves Dufays _ py dufays 5001 gmail com 14 07 2015 14 08 2015 Al 14 07 2015 16 07 2015 x x 01 07 2015 31 07 2015 1 English NO x 2014 7 Vander stephvanderelst gmail com 15 AQ 15 pi 15 01 07 2015 3 15 1 i YES Expired Lice Stephanie Pr 20 07 20 04 08 2015 20 07 20 16 07 20 x x 11 07 20 1 07 20 Spanish x 20 07 2014 Steph vde stephvanderetst 01 gmail com 20 07 2015 20 08 2015 B1 23 07 2015 16 07 2016 x x 01 07 2015 31 07 2016 13 Dutch NO x 201
35. g or cancelling an invitation and re inviting participants e 3 3 Allocating course licences to participants e 3 4 Monitoring the licences usage of the participants e 3 5 Monitoring expired projects e 3 6 Monitoring expired licences Page 6 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide e 3 7 Editing your profile and creating additional users 3 1 How to allocate assessment licences to participants The process of allocating licences occurs at different levels i e DG EAC NA BEN for more information on the process please consult your National Agency To allocate assessment licences to your participants please follow these step by step instructions To access the section Licence Allocation to Participants Assessment from your Home screen click on the 2 tab Licence Allocation to Participants Assessment Erasmus nline inguistic upport ReportaProblen Home hubentest01 essiah com gt aa Welcome IMPORTANT Only for HIGHER EDUCATION To simplify the management of language course licences and reduce your workload mobility participants who have obtained a result below or equal to B1 at their first language assessment are now automatically allocated a language course licence Please note that due to this change your language course licences may have decreased in number Licences Allocation To Participants Assessment Welcome to Erasmus OLS Licenc
36. ge pops up confirming the invitations were successfully sent The participants also receive an email containing their personal login and password needed to access the Erasmus OLS language assessment Remaining assessment licences 13 Allocated assessment licences 8 Total Licences 21 Add new participants Please write here the new participants email addresses for a given assessment language separated by or Emails VEC ELGE O Count 0 Language to test Deadline to take the test English months Assessment invitation successfully sent a Send assessment invitation s to the whole list If your participants have to be tested in several languages repeat the above instructions for each group of participants languages Should you wish to receive a notification once a participant has completed the first language assessment please click on your profile x Frasmus n li ne inguistic u ppo rt Report a Pralea Fi Home a beS4benOT g mailinator com gt Page 11 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide In your profile you have the possibility to tick the I want to receive a notification by email each time a participant has finished the first assessment box Further information is provided under point 3 7 BEN user Profile BEN Information BEN PIC 23 BEN Name Test BEN Q1 Country Belgium Change BEN User information Login meonent 1 apMallinator com
37. he participant s The licences automatically return to your remaining licences Following email s already received a licence but the language Following email s already received a licence but the language assessment has not been started yet Do you want to cancel the assessment has not been started yet Do you want to cancel the previous invitation s You will have to click on Validate emails to previous invitation s You will have to click on Validate emails to be able to send the new invitation s be able to send the new invitation s example1 domain com example1 domain com v example2 domain com r example2 domain com iv Cancel invitation s Check all emails C Cancel invitation s Check all emails Remove Remove Once you have cancelled the invitation the email address es concerned disappear from the pop up and still appear in the invitation box To send a new invitation to this these email address es click on Validate Emails and follow the steps explained previously at section 3 1 How to allocate assessment licences to participants Add new participants Please write here the new participants email addresses for a given assessment lan Emails VEC EICO Count 0 Following email s already received a licence but the assessment test has not been started yet Do you want to cancel the previous invitation s You will have to click on Validate emails to be able to send the new invitation s Cancel invi
38. he profile When participants don t take the assessment within the deadline their access to OLS is deactivated and the licence automatically returns to the remaining assessment licences tab This functionality can be very useful if you are a VET or Youth Beneficiary and you want to be notified on completed 1 language assessments so that you can invite your mobility participants for the language course no automatic language course allocation as for Higher Education Institutions 3 7 3 How to create additional users aliases It is possible to create additional users to facilitate and share the work of the OLS among members of the same Beneficiary An alias only has access to the project s of the OLS contact person to whom it is the alias of benefitting from the same rights and functionalities as that person Page 39 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Please note that in the OLS system email addresses are used to identify an OLS user according to four specific roles NA NA alias BEN BEN alias and mobility participant Every person thus every email address can only have one role Therefore aliases cannot be created for email addresses already in use as BEN contacts for 2014 or 2015 projects In the third part of your profile page click on Add New Alias to start creating an additional user for your BEN with the exact same access rights Creation of additional u
39. icipants Assessment page related to each of your projects Erasmus nline Linguistic support Reporta Problem Home amp erasmus uclouvain be wp Licences Allocation To Participants Assessment 2014 1 BE01 KA103 000056 Licences Allocation To Remaining assessment licences 199 Participants Assessment Allocated assessment licences 457 Total Licences 656 R Licence Allocation To Add new participants Participants Course Please write here the new participants email addresses for a given assessment language separated by or Emails VATA CET Ca Count 0 mail Language to test Deadline to take the test a f Licence Usage per English months Participant a Page 7 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide In the upper right part of the screen a summary box also shows information on e Your BEN s remaining number of assessment licences i e the number of licences currently available for Participants allocation e Your BEN s number of allocated assessment licences i e the number of assessment invitations already sent to your participants e The total number of assessment licences granted to your BEN by your National Agency NA Erasmus nline Linguistic support Reporta Problem f Home hubentest01 essiah com n Licences Allocation To Participants Assessment 2014 1 HU98 KA103 000024 Licences Allocation To Participants Assessment
40. ile BEN Information BEN PIC 8 BEN Name BEN Dummy 08 Country Kingdom of Belgium Change BEN User information Login be99ben05 mailinator com Password Re type Password Contact Name BE99 BEN 05 Contact Number 0 Page 38 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide 3 7 2 How to receive a notification each time a mobility participant has completed the 1 language assessment Should you wish to receive an email notification each time a mobility participant has completed the 1 language assessment you can tick the box I want to receive a notification by email each time a participant has finished the first assessment Once you have made the necessary changes click on Save Changes on the lower left hand side of the section A message then appears to confirm that the changes have been successfully saved BEN user Profile BEN Information BEN Pic BEN Name Test BEN OF Country Belgium Change BEN User infomation Login pennienitgmalinati com Password p Re type Fassword Contact Name BES BEN 01 Contact Number 0123456739 i i a7 Save Changes If you tick this box you will receive an email notification whenever a participant has completed the first language assessment These notifications are not sent instantly but once every hour Please note this notification is sent to the main email address as well as to any aliases and additional email addresses linked to t
41. ilter by Reached Level Search all fields one word g n b ia ial Licences Allocation To 10 Call First Name Licence Allocation To 2014 Juliette Participants Course b a zl Last Name Email Assessment Invitation 2 Assessment aud Mob end Invitation Expiration Invitation Date Assessment date Date Date Result Keen jkeen altissia com 27 01 2015 27 02 2015 B2 28 01 2015 16 01 2016 x x 01 01 2015 31 01 2016 13 cedrick fairon uclouvain be 21 10 2014 21 11 2014 C1 24 10 2014 15 06 2015 x x 01 06 2014 30 06 2015 13 cfairon gmail com 21 10 2014 21 11 2014 Al 29 10 2014 13 02 2015 x x 01 12 2014 28 02 2015 3 juliette_keen hotmail com 06 02 2015 06 03 2015 Al 06 02 2015 16 08 2015 x x 01 05 2015 31 08 2015 4 2014 first test 15 cbounameaux 15 gmail com 24 10 2014 24 11 2014 x x 16 12 2014 x x 01 10 2014 31 12 2014 3 2014 Expired Projects 2014 first last cbounameaux 16 gmail com 27 10 2014 29 10 2014 Al 27 10 2014 16 12 2014 Al 22 12 2014 01 10 2014 31 12 2014 3 2014 Nombo Leila leila nombo student uclouvain be 31 03 2015 31 05 2015 A2 31 03 2015 15 06 2015 B2 30 06 2015 01 04 2015 30 06 2015 3 Expired Licences 2014 Cedric Bounameaux cbounameaux 17 gmail com 14 11 2014 24 11 2014 x x 13 02 2015 x x 01 12 2014 28 02 2015 3 2014 Ben Mdm mdmben 50 gmail com 03 03 2015 03 04 2015 Al 05 03 2015 16 05 2015 x x 01 03 2015 31 05 2015 3 You are now accessing the Licence Usage per Participant page Page 22 Erasmus Onlin
42. invitation has been successfully resent to the participant Resend course invitation to this participant A course invitation was successfully resent to this participant Page 35 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Note The reallocate feature from the Expired Licences page is a shortcut to redistribute a new licence to a selected mobility participant with the same language to test and from the same project This Expired Licences page does not allow you to change the language of an invitation 3 7 How to edit your profile and create additional users If you need to edit your profile or create additional user aliases click on the Profile button in the upper right corner of your screen GB Home Report a Problem Erasmus amp hubentest01 essiah com op nline Linguistic support cr Welcome IMPORTANT Only for HIGHER EDUCATION To simplify the management of language course licences and reduce your workload mobility participants who have obtained a result below or equal to B1 at their first language assessment are now automatically allocated a language course licence Please note that due to this change your language course licences may have decreased in number Licences Allocation To Participants Assessment Welcome to Erasmus OLS Licence Management System Click on the following documents which explain how to handle your user interface in the OLS Licenc
43. ion on Licence s can be exported in an Excel file Records per page scroll down menu by clicking on this button you can change the number of participants records that are shown per page Filter by Call scroll down menu by clicking on this button you can filter the data by Call All 2014 2015 etc Filter by Tested Language scroll down menu by clicking on this button you can filter the participants by tested language All English French etc Search all fields field by using this field you can make a search with any data one word only Previous and Next buttons by clicking on those buttons you can navigate across the different pages of the Expired Licences table Home Expired Licences E Licences Allocation To Participants Assessment Ed Licence Allocation To Participants Course Licence Usage per Participant 2014 Expired Projects Expired Licences Page 32 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Erasmus nline Linguistic support Reporta Problem Home dap E E ab Expired Licence cil Records per page Gall Tested Language Search all felds one word Licences Allocation To 10 i 2014 i All Participants Assessment Call Project First Last Assessment Invitation Mobility Mobility Mobility Language Code Name Name Invitation Expiration start date enddate duration months to leam Date Date Licenc
44. itional email address for future notifications These notifications include among others the notification on project validation by the NA and the notification on completed 1 assessments see point 3 7 XX In the newly created line of the table enter the additional email address Additional Email for receiving notifications Email Delete No data available in table Previous Next Add New Notification Email Once you have entered the required data click on Save Changes on the lower left part of the page The added email address then appears on screen To edit the address click on it enter the corrected email address and click on Save Changes Additional Email for receiving notifications Email Delete No data available in table test600 domain com Cancel Previous Next Add New Notification Email Page 41 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Click on the Delete button next to the email address you would like to delete The email address then disappears from the list of notified email addresses Additional Email for receiving notifications Email Delete test600 domain com Previous Next Add New Notification Email To return from your profile to the Homepage of the Licence Management System click on the Home button Erasmu S N lj ne Nn g U iS C j C u 3 p O rt Report a Problem ae Home pA be99ben05 mailinator com iC 4 Helpdesk If
45. l 1015 13 months English B2 Louise Macq 2015 09 ngli 7 Page 21 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide To allocate a course licence to a participant first select the language you want to assign him her and then click on Allocate on the right hand side of the participant s row A message then appears confirming that the course licence has been successfully allocated New Participants Records per page Filter by Tested Language Filter by Reached Level Search all fields one word jos js Estimated startin Penod of Assessment Assessment 1 Select Local date of the Select All m mobility Mobility Language Result Language Jean S bastien 2015 09 10 months English a Rombouts select Daniel B umler 2015 09 12 months English c ae M lanie Sedda 7015 09 13 months English C2 Louise Macq 2015 09 13 months English B Allocate to all selected 3 4 How to monitor the licences used by your participants Once you have allocated assessment or course licences to your participants you can monitor the use of each licence in the Erasmus OLS back end To access the Licence Usage per Participant section from your Home screen click on the 4 tab Licence Usage per Participant Erasmus nline inguistic upport Report a Problem Fd Home amp hubentest01 essiah com Licence Usage per Participant A Home Records per page Call Tested Language F
46. l allocation of course licences ssssssssnsesssssseerresssssrsreresssssssrrereessssserereessssserereeessse 16 3 3 3 Only for Higher Education Institutions select the language of the course ccceeeeees 21 3 4 How to monitor the licences used by your participants ssessesessseseseeresrrererreresrrrsssrereserreeseeee 22 3 4 1 How to resend an assessment invitation tO a participant sssssessseesseessrererrersrersrereseeesee 24 3 4 2 How to delete an assessment invitation sent to a participant esesssessesesrrrserreresrrererrerese 25 3 5 How to monitor the expired projectS sssseesssreresrressrrresererssreressrerssreressrerssreressreesereresereesseeee 26 3 6 How to monitor the expired licences sessssssseeresrresssreressreresrrressrerssrrresrrersseeresrrressrereserersseeee 30 3 6 1 How to reallocate a language assessment to a participant whose licence has expired 33 3 6 2 How to reallocate a language course to a participant whose licence has expired 35 3 7 How to edit your profile and create additional USELS cccccceeececeeesecesecceeecseeescseeeeceeeeeeeenees 36 FY AN Howto a0 ema 01 0 alo a ements enc Te NATNR 37 3 7 2 How to receive a notification each time a mobility participant has completed the 1 Fella fed Uh Fe e aeS 0 8 ee ne ene ne nO ee ee eee ee 39 3 7 3 How to create additional users aliases ccecccccccssssecccceeeeeecceceeeeeecce
47. n work experience or volunteer abroad and one of its strategic objectives is to strengthen linguistic skills and support language learning Dae maara infarnantinan an leannanan i Page 3 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide To log in type in the Login and the Password you received by email tact efo ine Cortact us section ON thes Oo Passwort A y J In case you encounter problems you can contact the Helpdesk by clicking the Contact us button on the upper right hand corner of your screen English At A Login Home Language assessment Language Courses FAQ Contact us Erasmus nline Linguistic support Page 4 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide 2 Structure of Erasmus OLS The homepage of Erasmus OLS appears after you log in On the static toolbar on the upper part of your screen you have 4 buttons e Home button BB ome J click on this button to go to the OLS back end homepage e Profile button page 8 be99ben05 mailinator com bs F s it click on this button to go to your BEN user profile e Report a Problem click on the button to contact the Helpdesk for any technical problem e ESC hj click on the button to close your session Report a Problem inguistic support GB Home pA hubentest01 essiah com Erasmus nline Kn Home Licences
48. ncampenhout student uclouvain be 16 07 2015 23 07 2015 01 08 2015 31 12 2015 5 English Expired Licences BEO1 KA103 013104 2015 2015 1 Alexandra van der Essen alexandra vanderessen student uclouvain be 16 07 2015 23 07 2015 01 07 2015 31 12 2015 6 English BE01 KA103 013104 You are now accessing the Expired Licences page Page 30 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide By navigating through the tabs on the top of the page you can access the Expired Licences LA Assessment open by default and the Expired Licences LC Course related to each of your projects The two tabs show the list of participants with expired licences for language assessments or language courses These licences have been returned to your institution organisation Erasmus nline Linguistic support Reporta Problem Home dip erasmusf uclouvainbe w Home Expired Licences A On your screen for each of your participants you can see the following information e Reallocate Invitation button only for language assessment e Call e Project Code e First Name e Last Name e Email e Assessment Invitation Date e Invitation Expiration Date e Mobility Start Date e Mobility End Date e Mobility Duration months e Language to Learn Erasmus nline inguistic upport Report a Problem GB Home A erasmus uclouvain be Expired Licences LC Course Home Expired Lice
49. nces ES a Tu Te Records per page Call Tested Language Search all fields one word Participants Assessment xl 2015 Licence Allocation To Participants Course 2015 1 Maryse maryse laurent student uclouvain be 16 07 2015 23 07 2015 01 09 2015 31 01 2016 5 BE01 KA103 013104 2015 2015 1 Mathieu Stichelbaut mathieu stichelbaut student uclouvain be 16 07 2015 23 07 2015 01 09 2015 31 01 2016 5 English BEO1 KA103 013104 Licence Usage per Participant 2015 2015 1 Laurence Balis laurence balis student uclouvain be 16 07 2015 23 07 2015 01 08 2015 31 12 2015 5 English BEO1 KA103 013104 2015 2015 1 Aude De Dorlodot aude dedorlodot student uclouvain be 16 07 2015 23 07 2015 01 12 2015 34 01 2016 2 English 2014 Expired Projects SS 2015 2015 1 Alexandre Kaczynski alexandre kaczynski student uclouvain be 16 07 2015 23 07 2015 01 08 2015 31 12 2015 5 English BE01 KA103 013104 2015 2015 1 arnaud vancampenhout arnaud vancampenhout student uclouvain be 16 07 2015 23 07 2015 01 08 2015 31 12 2015 5 English Expired Licences BE01 KA103 013104 2015 2015 1 Alexandra van der Essen alexandra vanderessen student uclouvain be 16 07 2015 23 07 2015 01 07 2015 31 12 2015 6 English BE01 KA103 013104 You can also sort the information by clicking on a column title Page 31 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Several functions are available on your screen ds by clicking on this button all informat
50. obility Participants General information on the language assessment and course e Presentation of the Erasmus OLS language assessment ies Oe ee MNF Micdes On this page you find important information regarding updates forthcoming features of the OLS and system alerts as well as OLS communication materials facilitating your daily work Page 5 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Four tabs are available in the menu on the left hand side of your screen e Home tab 1 e Licence Allocation to Participants Assessment tab 2 e Licence Allocation to Participants Course tab 3 e Licence Usage per Participant tab 4 e Expired 2014 Projects tab 5 e Expired Licences tab 6 Ka g Licences Allocation To Participants Assessment Licence Allocation To Participants Course Licence Usage per Participant 2014 Expired Projects Erasmus nline inguistic upport Reporta Problem Home hubentest01 essiah com gt Welcome IMPORTANT Only for HIGHER EDUCATION ToNqplify the management of language course licences and reduce your workload mobility participants who have obtained a result below or equal to B1 at their first language assessment are now automatically allocate Na language course licence Please note that due to this change your language course licences may have decreased in number Welcome to Erasmus OLS Licence Management System
51. ows Then click on the Allocate to all selected button New Participants Records per page Filter by Tested Language Filter by Reached Level Search all fields Estimated starting date of Assessment Language Assessment 1 Result Period of Mobility Select All I the mobility ii Participant 2 Dutch Al 2015 02 5 months Allocate g Participant 3 Spanish ai L Allocate to all selected If you wish to allocate licences to all participants in the list you can select them all by clicking on the Select all button in the column title New Participants Records per page Filter by Tested Language Filter by Reached Level Search all fields x Estimated starting date of Assessment Language Assessment 1 Result Period of Mobility Select All I the mobility Participant 1 4 th pa ens Allocate Participant 2 Dutch Al 2015 02 5 months Allocate g Participant 3 Spanish Al 2015 02 5 months Allocate to all selected When participants do not connect to the language courses within 30 days after receiving the invitation their access is deactivated and the licence automatically returns to your remaining language course licences Page 20 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide 3 3 3 Only for Higher Education Institutions select the language of the course You may invite HE participants listed in this screen those who have obtained a result between CEFR levels
52. se in the OLS Licence Management System The language course can be in their main language of instruction work OR in the local language of the country provided that the language is available in the OLS In the 3 tab Licence Allocation to Participants Course you can also see HE participants who have obtained a between CEFR levels B2 and C2 at their first language assessment You are able to manually select the language of the courses for these participants For the specific instructions see point 3 3 3 Page 15 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide 3 3 2 Manual allocation of course licences Manual allocation of course licences applies to Youth VET and HE participants for HE only CEFR level B2 C2 To allocate course licences to your participants please follow these step by step instructions here below To access the section Licence Allocation to Participants Course from your Home screen click on the 3 tab Licence Allocation to Participants Course Erasmus nline Linguistic support Report a Problem Home a hubentestO1 essiahcom w Licence Allocation To Participants Course 2014 1 HU98 KA103 000024 cS Henceforth language course licences will automatically be allocated to mobility participants who have taken their language assessment and have obtained a result that is less than or equal to B1 Please note due to these changes your language cour
53. se licences may have declined in number Licences Allocation To Participants Assessment Remaining course licences 78 Licence Allocation To Allocated course licences 22 Participants Course SOE il Total licences French 0 Total licences German 2 Total licences Dutch 3 Total licences Italian 1 Licence Usage per Participant Total licences Spanish 5 Total licences 100 New Participants 2014 Expired Projects Records per page Filter by Tested Language Filter by Reached Level Search all fields one word 10 gt All z All Estimated starting date of the mobility Period of Mobility Assessment Language Assessment 1 Result Select Local Language Expired Licences You are now accessing the Licence Allocation to Participants Course page If your institution organisation is part of several projects you can find several tabs on the top of the page By navigating through those tabs you can access the corresponding Licence Allocation to Participants Course page related to each of your projects Expired projects projects having reached their contractual end date continue to be shown as a separate tab thus allowing you to continue allocating course licences to mobility participants who have not yet returned from their mobility For more information on expired projects please consult point 3 6 Erasmus nline inguistic upport Reporta Problem y Home AA be99ben05 mailinator com gt Home Course Licen
54. sers Login Password Email Delete test200 test200 domain com Add New Alias Save Changes In the newly created line of the table choose the credentials of the new BEN user account Enter a login may be different from the email address a password and an email address Once you have entered the required data click on Save Changes on the lower left part of the page The newly created user then appears on screen To edit the new user credentials after creation click on the fields you want to edit change the field information and click on Save Changes Credentials are automatically sent to the newly created user Creation of additional users Login Password Email Delete test200 test200 domain com test300 eevvecece test300 domain com Previous Next Add New Alias Save Changes Page 40 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide 3 7 4 How to delete additional users aliases In the third part of your profile page click on the Delete button next to the alias user you would like to delete The alias user then disappears from the list of additional users Creation of additional users Login Password Email Delete test200 test200 domain com test300 test300 domain com Previous Next Add New Alias 3 7 5 How to add or delete additional email addresses for future notifications In the fourth part of your profile page click on Add New Notification Email to add an add
55. ss rights as your current BEN user account e Additional Email for receiving notifications allows you to add email addresses Erasmus nline inguistic Support GB Home pA erasmus uclouvain be eh BEN user Profile BEN Information BEN PIC BEN Name Country Change BEN User information Login Password Contact Name Contact Number Creation of additional users Login test200 999980664 UNIVERSITE CATHOLIQUE DE LOUVAIN Belgium erasmus uclouvain be Bart Stoffels 0 Password Add New Alias Additional Email for receiving notifications Email No data available in table Add New Notification Email 3 7 1 How to edit your profile Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Email test200 domain com Delete Re type Password rh want to receive a notification by email each time a participant has finished the first assessment Delete Previous Next Previous Next Page 37 In section Change BEN User information you can edit your password The contact name and contact number are not editable as they are automatically imported from EPlusLink Once you have made the necessary changes click on Save Changes on the lower left part of the section A message then appears to confirm that changes have been successfully saved Erasmus nline inguistic support Report a Problem F Home beo9benos mailinator com 7 BEN user Prof
56. tation s Check all emails Q Remove example1 domain com Page 14 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide 3 3 How to allocate course licences to participants The process of allocating licences occurs at different levels i e DG EAC NA BEN for more information on the process please consult your National Agency 3 3 1 Important information for Higher Education Institutions automated allocation of course licences and language courses in the local language Automatic language course allocation Higher education participants who have obtained a result between CEFR levels A1 and B1 in their first language assessment are automatically allocated a language course licence As an HEI you do not need to take any further action in the OLS Licence Management System The language course allocated is in the mobility language chosen for the assessment Course licences are automatically deducted according to the total course licences allocated Therefore participants with a level of B1 or below do not appear in this section You are able to find these participants in the 4 tab Licence Usage per Participant OLS language course in the local language of the country Mobility participants who have obtained a result between CEFR levels B2 and C2 in their first language assessment are NOT automatically allocated a language course licence You may invite them to follow a language cour
57. you encounter any problem or issue when following the instructions above please contact the Helpdesk by clicking on the Report a Problem button in the header Erasmus nline inguistic upport Reporta Problem Home amp hubentest01 essiah com a Welcome IMPORTANT Only for HIGHER EDUCATION To simplify the management of language course licences and reduce your workload mobility participants who have obtained a result below or equal to B1 at their first language assessment are now automatically allocated a language course licence Please note that due to this change your language course licences may have decreased in number Licences Allocation To Participants Assessment Welcome to Erasmus OLS Licence Management System Click on the following documents which explain how to handle your user interface in the OLS Licence Management System Please note that you will not be able to use the Licence Management System unless NAs allocate you licences validation Licence Allocation To Participants Course Beneficiaries BEN support area e BEN user guide June 2015 Technical Questions and Answers for BEN e Graphical tool kit for the promotion of the Erasmus OLS for Beneficiaries Visual identity guidelines for Beneficiaries OLS logo files OLS bird OLS graphics OLS video EN OLS videos 6 languages Licence Usage par Participant e OLS presentations OLS language assessment presentation OLS language courses presentation

Licence Management System for Beneficiaries User Guide 6.0

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