OLS beneficiary user guide
Contents
1. A Welcome Welcome to Erasmus OLS Licence Management System User guides Licences Allocation To Click on the following link to download the BEN user guide 01102014 which explains how to use the functionalities of the Erasmus OLS Licence Management System Participants Assessment Please note that you will not be able to use the Licence Management System unless NAs allocate you licences validation New features e Delegation creation of users e Updating of BEN contact data e Reappropriation of expired licences when a participant doesn t use his her licence before the invitation expires for both assessment amp courses the licence returns to the remaining licences e Monitoring of used licence is renamed Licence usage per MP On this page the First connection to Courses date has been added Licence Allocation To Participants Course Licence Usage per MP Page 26 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide2. Erasmus Online Linguistic Support Erasmus Support Licence Management System for Beneficiaries User Guide 3 0 Version 3 0 Draft 9 03 2015 Revised by Approved by SS Beneficiary Institutions Organisations Page 1 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Table of Contents IG OCG CHOI a oaeesarecd gaitersare E E E E E en tasaentenoneatgatesan aaestaeedesketencsssaec 3 1 Access the OLS and log into the Dack Cnd cc eecccccsseccceessececeeseceeceeecceeeesececeeseceseeeceesauecetsegeceesenes 3 Dy SUP CLIC OT EAS US OLS a E EE E I E E O E A O 4 3 Using the Erasmus OLS back end featureS essseseseesesrersesreressrersrreresrrenssreressrerssreresererssrereserersseeee 6 3 1 How to allocate assessment licences to PALtiCIPANTS cccccccsssecccessececeeseceeeeeseeeeeeecetseneceeeeees 6 3 2 How to modify cancel an invitation and reinvite participants essessssseesssessrrrrrrreesssrreerrsesssn 12 3 3 How to allocate course licences to participantS sessesssseesssreresrrersrreresrrersrreresrresssrereserresseeee 14 3 4 How to monitor the licences used by your participants sessesesseeseseerssrrrssrreresrreesereresrrrsseeeee 18 3 4 1 How to resend an invitation to a participant ssseesseesssesererssressrrrsreresrersrrrssrersrersrrreseersee 20 3 4 2 How to delete an invitation sent to a participant sssssessesseesesrersssr
3. 2 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide On your screen several functions are available e Records per page scroll down menu by clicking on this button you can change the number of participants records that are shown per page cal by clicking on this button you can export all information on Participant s in an Excel file 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 both assessments e Search all fields field by using this field you can search participants by any data e 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 Nn line ing uistic u pport Report a Problem GB Home A be99ben05 mailinator com A Licence Usage per Mobility Participant Home Records per page Filter by Tested Language Filter by Reached Level Search all fields 10 v AD v AD v Licences Allocation To Participants Assessment Qo test160 test160 test160 essiah com 27 02 2015 27 03 2015 x x x x x tng sh NO x x test 161 essiah com 24 20 2014 24 11 2014 x x x x months French NO testl62 testl62 test162 essiah com 24 20 2014 2 11 2014 Ar 29 10 2014 x x Jmon
4. Allocation Date e First connection to Courses You can also sort the information by alphabetical chronological or numerical order by clicking on a column title Erasmus nline Linguistic support teport a amp bessben0s mailinator com Cc A Licence Usage per Mobility Participant ES Records per page Filter by Tested Language Filter by Reached Level Search all fields Licences Allocation To Participants Assessment QO test160 test160 test160 essiah com 27 02 2015 27 03 2015 English NO x x test161 essiah com aajsoy2014 24 11 2014 x x x x Jmonths French NO Licence Allocation To test162 test162 test162 essiah com 24 10 2014 2 11 2014 AL 29 10 2014 x x Jmonths Outch NO Participants Course x x test164 essiah com 21 20 2014 2 1 2014 Ci 24102014 x x 3 Ungish NO SS months x x test 165 essiah com 27 10 2014 29 10 2014 Al 27 20 2014 AL 22 12 2084 3months french ves zrnata 27 10 2014 x x example2 domain com 44 11 2014 24 11 2014 x x x x Jmonths French NO Licence Usage per MP x x example3 domain com 20 11 2014 20 12 2014 Al 16 12 2014 x x 3 Spanch ves LG 12 2004 16712 2014 months Participant Participant examplol domain com 16 12 2014 16 01 2015 A 16 12 2014 x x 3 English ves inyazaone 31 12 2014 1 1 months x x example4 domain com 22 12 2014 22 01 2015 x x x x Tmonths German NO Participant Participant exampleS domain com 27 01 2015 27 02 2015 82 28 01 2015 x x 3 English ves 29 01 2015 23 01 2015 3 3 months Preveous al
5. 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 i v Emails validated English months as English French 1 German example1 domain com example2 domain com example3 domain com Italian Spanish 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 can only be set before the participant s departure date Page 9 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Emails Count 3 Language to test Deadline to take the test i v Emails validated English as 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 addresse
6. address es concerned will 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 VEC ELG ut Count 0 Emails 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 invitation s Check all emails Remove example1 domain com Page 13 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 To allocate course licences to your participants please follow these step by step instructions 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 inguistic uppo rt Report a Problem GB Home pA be99ben05 mailinator com gt fh Welcome Welcome to Erasmus OLS Lic
7. been started yet Do you want to cancel the 1 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 Remove example1 domain com example2 domain com Page 12 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 the participant s The licences will automatically return in you 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 v example1 domain com v example2 domain com O example2 domain com v Cancel invitation s Check all emails Cancel invitation s Check all emails v Remove Remove Once you have cancelled the invitation the email
8. 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 e Previous and Next buttons by clicking on those buttons you can navigate in the different pages of the Licence Allocation to Participants Course table S be99ben05 mailinator com ae Home Erasmus nline Linguistic support Report a Problem C 2014 1 BE99 VT001 00010 Projects 2014 1 BE99 VT001 00011 Projects Course Licence Allocation To Participants 2014 1 BE99 VT001 00010 Licences Allocation To m Remaining course licences Allocated course licences Total licences German Total licences English Participants Assessment Licence Allocation To Participants Course Licence Usage per MP Erasmus Online Linguistic Support Total licences Spanish Total licences French Total licences Italian h oO OrFOoFrFON 0 Total licences Dutch Total licences N Records per page Filter by Tested Language Filter by Reached Level Search all fields 10 M All v All Estimated starting date of Assessment Language Assessment 1 Result LISTED me esis Period of Mobility Select All the mobility German Al Participant 1 2015 02 Allocate to all se
9. 001 00010 Projects 2014 1 BE99 VT001 00011 Projects a zis Licences Allocation To Participants Assessment 2014 1 BE99 VT001 00010 A Licences Allocation To Remaining assessment licences 16 Participants Assessment Allocated assessment licences 5 Total Licences 21 a Licence Allocation To ae Add new participants Participants Course Please write here the new participants email addresses for a given assessment language separated by or a x i Licence Usage per MP Emails ARAC Count 0 mail Language to test Deadline to take the test English as months D 1 Send assessment 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 VACA CE Elica Count 3 Language to test Deadline to take the test English months 1
10. S Licence Management System User guides Licences Allocation To Click on the following link to download the BEN user guide 011020714 which explains how to use the functionalities of the Erasmus OLS Licence Management System Participants Assessment Please note that you will not be able to use the Licence Management System unless NAs allocate you licences validation New features Licence Allocation To e Delegation creation of users e Updating of BEN contact data e Reappropriation of expired licences when a participant doesn t use his her licence before the invitation expires for both assessment amp courses the licence returns to the remaining licences e Monitoring of used licence is renamed Licence usage per MP On this page the First connection to Courses date has been added Licence Usage per MP a You are now accessing the Licence Usage per MP page Participants Course Page 18 Erasmus Online 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 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 Result e 2 Assessment Date e Mobility Duration e Assigned Language e Course Licence allocated or not e Course Licence
11. ailable in table Previous Next Add New Notification Email Save Changes Once you have entered the required data click on Save Changes on the lower left part of the page The added email address will then appear on screen To edit the address click on it enter the corrected email address and click on Save Changes Page 24 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Additional Email for receiving notifications Email Delete No data available in table test600 domain com Previous Next Add New Notification Email Save Changes Click on the Delete button next to the email address you would like to delete The email address will disappear 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 Erasmus nline Lin gu istic DU ppo rt Report a Problem GB Home Ge be29ben0s5 mailinator com iG Page 25 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide 4 Helpdesk If 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 Report a Problem GB Home Ge beosbenos mailinator com C
12. ation 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 assessment licences granted to your BEN by your National Agency NA Page 14 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Erasmus nline inguistic uppo rt Report a Problem oc Home pA be99ben05 mailinator com 2014 1 BE99 VT001 00011 Projects Course Licence Allocation To Participants 2014 1 BE99 VT001 00010 A Licences Allocation To Participants Assessment Ha Remaining course licences Allocated course licences Total licences German Total licences English Licence Allocation To Total licences Spanish Participants Course Total licences French Total licences Italian Total licences Dutch Total licences ke Oo OF OF OC N N Licence Usage per MP New Participants Records per page Filter by Tested Language Filter by Reached Level Search all fields 10 All v All p Estimated starting date Assessment Language Assessment 1 Result 7 ng Period of Mobility Select All of the mobility l In the lower part o
13. ection the main functionalities of the Erasmus OLS back end are explained e 3 1 Allocating assessment licences to participants e 3 2 Allocating course licences to participants e 3 3 Licence usage per MP e 3 4 How to edit your profile and create 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 Licences Allocation to Participants Assessment from your Home screen click on the 2 tab Licences Allocation to Participants Assessment Erasmus nline inguistic uppo rt Report a Problem d Home amp be99ben05 mailinator com A Welcome Welcome to Erasmus OLS Licence Management System Licences Allocation To 4 ick on the following link to download the BEN user guide 01102014 which explains how to use the functionalities of the Erasmus OLS Licence Management Participants Assessment System Please note that you will not be able to use the Licence Management System unless NAs allocate you licences validation New features Licence Allocation To e Delegation creation of users Participants Course e Updating of BEN contact data e Reappropriation of expired licences when a participant doesn
14. ence Management System n User guides Licences Allocation To Participants Assessment Click on the following link to download the BEN user guide 01102014 which explains how to use the functionalities of the Erasmus 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 New features Participants Course e Delegation creation of users e Updating of BEN contact data e Reappropriation of expired licences when a participant doesn t use his her licence before the invitation expires for both assessment amp courses the licence returns to the remaining licences Licence Usage per MP e Monitoring of used licence is renamed Licence usage per MP On this page the First connection to Courses date has been added 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 I Erasmus nline inguistic upport Report a Problem a2 Home pA be99ben05 mailinator com gt Home Course Licence Allocation To Participants 2014 1 BE99 VT001 00010 ofa In the upper right part of the screen a summary box also shows inform
15. erssreresrreessrereserereseerese 21 3 5 How to edit your profile and create additional USersS cccccesescceeececeescceeecceeenceeeueceeeeseeeuees 21 25 L OVP oedi your ProM sers 22 35 2 HOW tocredte additional USES siisisivvscvesnivresvecsevarsnadeceivccrsversnulersicssquveraerteceectemarernucieetens 23 3 5 3 How to delete additional users sssssesssssssseerresssssssrrreresssssrrresssssssererreesssserereessssserereeessse 24 3 5 4 How to add or delete additional email addresses for future notifications ccccccee 24 A REDAC K aerar S A E E ssedsosossntaecaeeeten 26 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 gt A A Login Home Language assessment Language Courses FAQ Contact us Erasmus nline Li
16. ess NAs allocate you licences validation Licence Allocation To New features Participants Course e Delegation creation of users e Updating of BEN contact data e Reappropriation of expired licences when a participant doesn t use his her licence before the invitation expires for both assessment amp courses the licence returns to the remaining licences Licence Usage per MP e Monitoring of used licence is renamed Licence usage per MP On this page the First connection to Courses date has been added The profile page is divided into 4 parts Page 21 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide 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 e Creation of additional users allows you to create additional users called aliases with the same access rights as your current BEN user account e Additional Email for receiving notifications allows you to add email addresses that will be notified Erasmus N li ne ingu ISCIC u ppo rt Report a Problem ae Home PA be99ben05 mailinator com G2 BEN user Profile 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 Save Change
17. f 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 test e Have not returned from their Erasmus mobility yet For each of your participants the following information is available e Name e Allocated Language i e the language allocated to the participant for his her tests e First Test Result e Estimated mobility starting date e Mobility duration 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 10 v All v All Estimated starting date of the mobility Period of Mobility SelectAll E Participant 1 German Al 2015 02 4 months Allocate g Participant 2 Dutch Al 2015 02 5 months Allocate g Participant 3 Spanish Al 2015 02 5 months Allocate g Allocate to all selected Previous Next Page 15 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide On your screen several functions are available e New Participants Records per page scroll down menu by clicking on this button you can change the number of pending new project records that are shown per page call by clicking on this button you can export all information on pending new projects in an Excel file e Filter by Tested Language scroll down menu by clicking on
18. ficiaries User Guide 3 2 How to modify cancel an invitation and reinvite 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 will 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 write here the new participants email addresses for a given assessment language separated by or Emails VEE ceric Count 0 mail Language to test Deadline to take the test English months example1 domain com example2 domain com l Send assessment invitation s to the whole list A pop up will appear notifying that this these email address es has have already received a language assessment licence and will ask 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 VEC ELUF O 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
19. k for any problem click on this button to go to your BEN user profile e ESC E click on the button to close your session Page 4 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Erasmus nline inguistic upport Report a Problem Jr Home A be99ben05 mailinator com b A Welcome Welcome to Erasmus OLS Licence Management System User guides Assessment Licence Click on the following link to download the BEN user guide 01102014 which explains how to use the functionalities of the Erasmus OLS Licence Management Allocation To System Participants Please note that you will not be able to use the Licence Management System unless NAs allocate you licences validation New features e Delegation creation of users e Updating of BEN contact data e Reappropriation of expired licences when a participant doesn t use his her licence before the invitation expires for both assessment amp courses the licence Allocation To returns to the remaining licences Participants e Monitoring of used licence is renamed Licence usage per MP On this page the First connection to Courses date has been added Licence Usage per MP Course Licence On this page you find important information regarding updates forthcoming features of the OLS and system alerts Four tabs are available in the menu on the left hand side of your screen e Home tab 1 e Licences Allocati
20. lected 4 months Participant 2 2015 02 5 months Participant 3 Spanish 2015 02 5 months Page 16 Licence Management System for Beneficiaries User Guide To allocate a course licence to project participants click on Allocate in the cell on the far right of the student s row A message appears confirming the course licence has been successfully allocated 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 Participant 1 jj Participant 2 Dutch Al 2015 02 5 months Allocate g Participant 3 Spanish m ii O Allocate to all selected When a participant has been allocated a course licence the related row disappears from the Licence Allocation to Participants Course table Simultaneously the participant receives his personal Login and Password to access the Erasmus OLS langue 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 students rows 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 start date of Assessment Language Assessment 1 Result vi arate onions aa Period of Mobility Select All E the
21. mobility Participant 1 e Allocate Participant 3 Spanish i i z I 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 Participant 2 Dutch Al 2015 02 5 months 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 sia ray Allocate Participant 2 Dutch Al 2015 02 5 months o Allocate to all selected Page 17 Participant 3 Spanish Al 2015 02 5 months Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide 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 3 4 How to monitor the licences used by your participants Once you have allocated assessment test 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 MP section from your Home screen click on the 4 tab Licence Usage per MP Erasmus nN li ne j Nn g U isti C U p pO rt Report a Problem ea Home PA be99ben05 mailinator com C2 a Welcome Welcome to Erasmus OL
22. nguistic support READY TO EXPERIENCE SOMETHING NEW WITH ERASMUS En 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 gain work experience or volunteer abroad and one of its strategic objectives is to strengthen linguistic skills and support language learning Dae maara infaenantian an Mennenisns 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 i Login to my account are a Nat 3 e fa Beneficia hou nave and a password to access the platform contact US USING the for the Contact us section on this ogin fy Dassw j k here to reset it LOGIN 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 AN A Login Home Language assessment Language Courses FAQ Contact us Erasmus nline Linguistic support 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 Yom click on this button to go to the OLS back end homepage e Profile button b222ben05 2malinatorcom N page e Report a Problem click on the button to contact the Helpdes
23. nt 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 new created user will then appear 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 Page 23 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Creation of additional users Login Password Email Delete test200 test200 domain com test300 CELIT test300 domain com Previous Next Add New Alias Save Changes 3 5 3 How to delete additional users 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 will disappear 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 5 4 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 additional email address for future notifications In the newly created line of the table enter the additional email address Additional Email for receiving notifications Delete Email No data av
24. o your participants e The total number of assessment licences granted to your BEN by your National Agency NA Erasmus nline inguistic uppo rt Report a Problem ae Home pA be99ben05 mailinator com gt BE99 VT001 00010 Projects 2014 1 BE99 VT001 00011 Projects Haan Licences Allocation To Participants Assessment 2014 1 BE99 VT001 00010 Remaining assessment licences Licences Allocation To SE Allocated assessment licences Participants Assessment i Total Licences Licence Allocation To Add new participants Participants Course oe P a Please write here the new participants email addresses for a given assessment language separated by or Emails VEC ELG UE O Count 0 mail Language to test Deadline to take the test Licence Usage per MP English months a Send assessment invitation s to the whole list Page 7 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide To allocate assessment licences to the selected project participants write 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 2014 1 BE99 VT
25. on to Participants Assessment tab 2 e Licence Allocation to Participants Course tab 3 e License Usage per MP tab 4 Erasmus Nn li ne ing U istic U pport Report a Problem Jx Home A be99ben05 mailinator com Welcome Welcome to Erasmus OLS Licence Management System Us x guides Licences Allocation To Click on the following link to download the BEN user guide 01102014 which explains how to use the functionalities of the Erasmus OLS Licence Management Participants Assessment System Please note that you will not be able to use the Licence Management System unless NAs allocate you licences validation ew features Licence Allocation To e Dw amp egation creation of users Participants Course e Updating of BEN contact data e Reappropriation of expired licences when a participant doesn t use his her licence before the invitation expires for both assessment amp courses the licence returns to the remaining licences e Monitoring of used licence is renamed Licence usage per MP On this page the First connection to Courses date has been added Licence Usage per MP Click on any tab to navigate between Home Licences Allocation to Participants Assessment Licence Allocation to Participants Course and License Usage per MP Page 5 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide 3 Using the Erasmus OLS back end features In this s
26. s Add new participants Please write here the new participants email addresses for a given assessment language separated by or J Emails VATRE Count 3 Language to test Deadline to take the test English months Emails validated amp l 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 message pops up confirming the invitations were successfully sent 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 CEIC ELGE UEL OES Count 0 Language to test Deadline to take the test English months Assessment invitation successfully sent 1 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 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 Page 11 Erasmus Online Linguistic Support Licence Management System for Bene
27. s Creation of additional users Login Password Email Delete test200 test200 domain com Previous Next Add New Alas Additional Email for receiving notifications Email Delete No data available in table Previous Next Add New Notification Email f Save Changes 3 5 1 How to edit your profile In section Change BEN User information you can edit your password contact name and contact number 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 the changes have been successfully saved Page 22 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Erasmus N li ne ing u istic U pport Report a Problem dJe Home bes9ben0S mailinator com 2 BEN user Profile 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 Save Changes 3 5 2 How to create additional users 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 users Login Password Email Delete test200 test200 domain com Previous Next Add New Alias Save Changes In the newly created line of the table choose the credentials of the new BEN user accou
28. stem for Beneficiaries User Guide By default the language to be tested will remain 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 3 4 2 How to delete an invitation sent to a participant If you wish to delete an 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 yet started the test x Qo x N A pop up message will appear asking you to confirm that you really want to delete the invitation Beware that no automated notification will be sent to the participant explaining that her his invitation has been deleted 3 5 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 Erasmus nline inguistic upport Report a Problem Ic Home pA be99ben05 mailinator com G2 A Welcome Welcome to Erasmus OLS Licence Management System User guides Licences Allocation To A 3 ms l Click on the following link to download the BEN user guide 01102014 which explains how to use the functionalities of the Erasmus OLS Licence Management Participants Assessment System Please note that you will not be able to use the Licence Management System unl
29. t use his her licence before the invitation expires for both assessment amp courses the licence returns to the remaining licences e Monitoring of used licence is renamed Licence usage per MP On this page the First connection to Courses date has been added Licence Usage per MP You are now accessing the Licences 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 Licences Allocation to Participants Assessment page related to each of your projects Page 6 Erasmus Online Linguistic Support Licence Management System for Beneficiaries User Guide Erasmus nline inguistic uppo HE Report a Problem F Home Ge be29ben05 mailinator com G2 Licences Allocation To Participants Assessment 2014 1 BE99 VT001 00010 Licences Allocation To Partici om t Remaining assessment licences 16 icipants men EAEE ER Allocated assessment licences 5 Total Licences 21 Licence Allocation To Participants Course 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 t
30. ths Ovtch NO Licence Allocation To x x tost164 ossiah com 202014 a04 Ca 24 10 2014 x x 3 Engin NO Participants Course CASE x x test 16S essiah com 27 40 2014 29 10 2014 Al 27 20 2014 AL 22 32 2034 months fronh ves 27 30 2084 27 30 2014 x x example2 domain com 14 11 2014 24 11 2014 x x x x Jmonths French NO x example3 domain com 20 11 2014 20 12 2014 al 36 12 2014 x x u Span ves 16 12 2010 16712 2014 Licence Usage per MP ere Participant Participant examplel domain com 16 12 2014 16 01 2015 A 16 12 2014 x x 3 English ves 17 12 2034 31 12 2014 1 1 months x x example4 domain com 22 12 2014 22 01 2015 x x x x Tmonhs German NO Participant Participant exampleS domain com 27 01 2015 27 02 2015 82 28 01 2015 x x E English ves 25 01 2015 23 01 2015 3 3 months E lt 3 4 1 How to resend an invitation to a participant If you wish to resend an invitation to a participant click on the Resend invitation button blue button in the first column gt 00 x 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 will appear 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 Page 20 Erasmus Online Linguistic Support Licence Management Sy
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