Creating and Managing Learning Opportunities

Overview

Managing staff can create and maintain Learning Opportunities (LO) in the system. This section explains how to access the admin area, create a new Learning Opportunity Instance (LOI), edit existing LOIs, and manage their subcomponents.

1. Accessing the Admin Area

All users who have been granted special staff permissions can see the ENGAGE.EU Admin menu item.

1. Log in to the platform using your staff credentials.
2. Locate ENGAGE.EU Admin in the main menu.
3. Click on it to view the list of all available Learning Opportunity types.

2. Viewing Learning Opportunities

1. From the ENGAGE.EU Admin menu, click on one of the listed Learning Opportunity types to manage it.
2. You will see all already available LOIs of this type, listed from newest to oldest.

Note: Staff can see all LOIs that have been created, regardless of which university created them. However, staff can only edit LOIs created by staff of their own institution.

3. Creating a New LOI

1. On the LO type overview page, click Create new LOI.
2. Fill out the required form fields. Required fields are marked with an asterisk (*).
3. Click Save to create the LOI. Once saved, the newly created LOI appears under the Info tab. 

4. Editing an Existing LOI

1. From the LOI overview list, click Info on the relevant item to open and edit it.
2. Make the necessary changes to the LOI details.

Note: Changes can be made up until the application phase for that LOI has started. Once the application phase begins, editing is no longer possible.

5. Managing Subcomponents

Some LO types include subcomponents (e.g. individual courses, modules, or tracks within a broader programme).

1. Open the relevant LOI.
2. Go to the subcomponents tab.
3. From here, you can:
   • Add a new subcomponent
   • Edit an existing subcomponent
   • Remove a subcomponent

6. LOI Management Tabs

When managing a LOI, the available tabs represent the different stages of its lifecycle. Users move through these tabs as the LOI progresses:

Quick Reference

Application Overview (Sending Staff Guide)

Overview

The Application Overview provides Sending Staff with a consolidated view of all applicants from their institution who have applied to programmes. It supports the nomination process by allowing Sending Staff to review and manage applications before submitting final decisions to the hosting/coordinating university.

Note: For this phase, the hosting/coordinating university also holds the role of a home university for its own applicants.

1. Accessing the Application Overview

Once everything has been set up and the application phase has started, Sending Staff can oversee all applications submitted by applicants from their own university via the Application Overview.

2. Information Displayed

For each applicant, the Application Overview shows the following information:

3. Reviewing Applications

After the application phase has started, Sending Staff survey the applicants' submitted documents directly within the Application Overview in preparation for the nomination decision.

4. Setting the Application Status

For each applicant they wish to nominate or waitlist, Sending Staff must enter a decision directly into the Application Overview. This is a core step of the nomination process.

Note: It is not necessary to set a status for every applicant. Only set a status for applicants you want to nominate or waitlist. Any applicant left without a status will automatically be set to Rejected once the applications are sent to host — see Sending Applications to the Host University.

1. For applicants to be nominated or waitlisted, select the applicant's status:
   • Nominated
   • Waitlisted
2. Add a score for the applicant, used to rank applicants for the waiting list.
3. Optionally, add notes for internal reference.

Note: Status, score, and notes can still be changed at any time before sending to host — nothing is final until that step.

5. Downloading the 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 Application Overview
2. All applicant-uploaded documents

Folder structure of the ZIP file:

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: The ZIP file must be extracted before opening its contents — otherwise the documents might not open correctly.

6. Sending Applications to the Host University

1. Once all nominees and waiting list candidates have been decided on and entered into the system, click Send to host.
2. This action will:
   • Automatically set the status of all applicants without a set status to Rejected
   • Automatically notify those applicants of their rejection
   • Send all entered information to the hosting/organising university

Important: Sending the applications to the hosting university is final. Changes will not be possible afterwards!

Quick Reference