Managing Staff Features

• Receiving Staff
• Sending Staff

During the Orientation phase, Receiving Staff prepare their short programmes for publication and application management within the platform. This involves ensuring that programme information is available and correctly configured.

1. Upload Programme Data to the Data Hub

Before a short programme can appear in eJourney, it must first be created and published in the Data Hub, which is a separate platform.

Receiving Staff are responsible for:

• Uploading and maintaining the programme information in the Data Hub
• Ensuring that all required details are complete and accurate

If needed, support can be provided during this step.

2. Configure Programme Settings in eJourney

Once the programme has been published in the Data Hub, its data is automatically trans­ferred to eJourney.

Receiving Staff can then:

• Access their programme within eJourney in the ENGAGE.EU Admin menu
• Adjust and configure programme-specific settings via the Settings menu

These settings allow staff to tailor the application process and programme management according to their needs. 

Programme Settings

Receiving Staff can configure the following settings for each programme in eJourney:

• Capacity
  Maximum number of students who can be admitted to the programme.
• Application Start Date
  The date (inclusive) from which students are allowed to submit applications.
• Application End Date
  The last date (inclusive) on which students can submit applications.
• Nomination Deadline
  The last date (inclusive) by which sending institutions must complete the nomination of students.
• Admission Deadline
  The last date (inclusive) by which the host institution must decide on and confirm admissions.
• Admission Acceptance Deadline
  The last date (inclusive) by which admitted students must accept their offer to participate in the programme.

Application Summary Graph

During the application period, Receiving Staff have access to a visual summary showing how many applications have been submitted from each university.

This feature allows staff to:

• Monitor the distribution of applications across partner institutions
• Identify universities with comparatively low application numbers
• Adjust promotional or outreach efforts if needed

Important:
The graph reflects only applications that are currently in the system. Once applications are processed by the sending institutions, the corresponding counts may decrease and eventually drop to zero.

For this reason, it is recommended to:

• Review the graph during the application period for ongoing monitoring
• Review it again after the application deadline but before the nomination phase begins, in order to capture the final distribution of submitted applications

Admission Overview

The Admission Overview provides Receiving Staff with a consolidated view of all applicants who have been put forward by their home institutions.

Important:
This feature is only relevant after sending institutions have completed the nomination process. Until nominations have been finalised, no applications will be visible in this overview.

Once available, the Admission Overview displays all applicants across institutions who have been:

• Nominated, or
• Placed on the waiting list by their home institution

For each applicant, the following information is shown:

• Programme ID
• Programme Title
• Applicant Name
• Email Address
• European Student Identifier (ESI)
• Matriculation Number
• Birthdate
• Gender
• Degree
• Degree Level (e.g. Bachelor, Master)
• Current Funding (provided by the sending institution)
• Application Score (provided by the sending institution)
• Current Application Status

The Application Status field allows Receiving Staff to filter applicants based on whether they have been nominated or waitlisted.

In addition, hosting institutions may request the inclusion of further fields. If configured, these will also be displayed within the overview.

Download Admission Overview

Receiving Staff have the option to download the Admission Overview as an Excel file to then send out the admission offers.

The exported file includes all data fields available in the Admission Overview, enabling staff to:

• Work with the data offline
• Perform additional sorting, filtering, or analysis
• Share relevant information within their institution, if needed

Important:
The downloaded file does not include any application documents uploaded by applicants, such as trans­cripts of records or motivation statements.

These documents are only accessible to Sending Staff, as they are responsible for assessing the eligibility of applicants and making nomination decisions.

Application Overview

The Application Overview provides Sending Staff with a consolidated view of all applicants from their institution who have applied to programmes. 

This feature supports the nomination process by allowing Sending Staff to review and manage applications before submitting final decisions to the hosting university.

The Application Overview displays all applicants who have applied through the platform. For each applicant, the following information is shown:

• Programme ID
• Programme Title
• Applicant Name
• Email Address
• European Student Identifier (ESI)
• Matriculation Number
• Birthdate
• Gender
• Degree
• Degree Level (e.g. Bachelor, Master)
• Current Funding
• Application Score
• Current Application Status

Download Application Overview

Sending Staff can download the full Application Overview as a ZIP file for offline processing and record keeping.

The ZIP file contains:

1. An Excel file with all data from the Nomination Overview
2. Applicant-uploaded documents, including:
   • Motivation Statements
   • Trans­cripts of Records

Folder Structure of the ZIP File:

1. Programmes – Separate folders for each short programme, named by Programme ID
2. Applicants – Within each programme folder, separate folders for each applicant, named using ESI_last name
3. Documents – Each applicant folder contains their uploaded Motivation Statement and Trans­cript of Records

This feature allows Sending Staff to:

• Review application data and supporting documents offline
• Prepare and manage nominations efficiently
• Share relevant information internally within the sending institution

Important:

It is essential to extract the ZIP file, as otherwise the Motivation Statements and Trans­cripts of Records cannot be opened.