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.

Quick Reference

Step	Action
1	Open ENGAGE.EU Admin menu (staff permissions required)
2	Select a Learning Opportunity type
3	View existing LOIs (newest to oldest)
4	Click Create new LOI to start a new programme, or Info to edit an existing one
5	Fill out/edit the LOI form fields
6	Save the LOI
7	Manage subcomponents (if applicable) via the subcomponents tab
8	Edits allowed only until the application phase begins

1. Accessing the Admin Area

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

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

2. Viewing Learning Opportunities

From the ENGAGE.EU Admin menu, click on one of the listed Learning Opportunity types to manage it.
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

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

Field	Description
Course Type	Specifies the type of Learning Opportunity being offered. This field is pre-filled.
Host HEI	The Higher Education Institution (HEI) hosting this course/programme, identified by their institutional code. This field is pre-filled with the HEI of the creator. Only staff of this HEI will be able to edit this LOI!
LOS ID *	Unique identifier of the Learning Opportunity Specification (LOS) — the general, recurring description of the course, independent of a specific term or instance.
LOI ID *	Unique identifier of this specific Learning Opportunity Instance (LOI) — this particular run of the course in a specific term. We advise that LOS and LOI are the same.
Title of Course *	The name of the course or programme as displayed to applicants.
Description	Free-text description of the course/programme content, learning outcomes, and other relevant details.
LOS URL	Link to further information about the Learning Opportunity Specification (LOS), e.g. a general course catalogue page.
LOI URL	Link to further information specific to this Learning Opportunity Instance (LOI), e.g. the page for this particular run/term.
Language Code (2 letters) *	The language of instruction, given as a two-letter language code (e.g. EN, DE, FR).
Term Year *	The academic year in which the course takes place. For example 2025/2026. The system required the scheme [Year]/[Year]
Term Semester *	The semester in which the programme falls.
Start Date *	Date that the learning part of the programme starts at.
End Date *	Date that the learning part of the programme ends at.
External Applications Allowed	Check this box if external applications, i.e. without a university-associated account, should be allowed to apply for this course.
Delivery Mode *	How the course is delivered, e.g. on-site, online, or blended.
ISCED Code *	The ISCED (International Standard Classification of Education) code classifying the subject field of the learning opportunity. It is a four digits code. You can find the specific code under https://ec.europa.eu/assets/eac/education/tools/iscedf/codes_en.htm
Subject Area	Further specifies the academic subject area of the course.
EQF Level *	The European Qualifications Framework (EQF) level of the course. See https://europass.europa.eu/en/description-eight-eqf-levels
Engagement Hours	Overall time learners spend for this programme inside and outside the teaching facility.
Credit Scheme *	The credit system used for this course, e.g. ECTS.
Credit Level *	Bachelor, Master, PhD or Staff level
Credit Value *	The number of credits (in the selected Credit Scheme) awarded upon successful completion of the course.
Grading Label *	Grading Scheme used, e.g. e.g. 1–5, pass/fail, no grading.
Grading Description *	Description of the grading scale used for this programme, explaining how grades are assigned, e.g. very good = 1,0, good = 2,0, …
Capacity *	The maximum number of applicants who can be admitted to this course/programme.
Application Start Date *	Date (inclusive) from which onward, students are allowed to apply to this course.
Application End Date *	Last date (inclusive) on which students are allowed to apply to this course.
Nomination Deadline *	Last date (inclusive) on which the nomination of students can be decided.
Admission Deadline *	Last date (inclusive) on which the nomination can be accepted by the host university.
Admission Acceptance Deadline *	Last date (inclusive) on which an applicant can accept an admission offer.

4. Editing an Existing LOI

From the LOI overview list, click Info on the relevant item to open and edit it.
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).

Open the relevant LOI.
Go to the subcomponents tab.
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:

Tab	Purpose
Info	View and edit the core LOI details
Subcomponents	Add, edit, or remove subcomponents (if applicable to this LO type)
Outoing Applications	View and edit applications of the own institution.
Incoming Applications	View and edit nominated and waitlisted applications of all institutions. This tab is only visible to the institution that has created the LOI.
Reporting	Graph that displays the number of applications. This tab is only visible to the institution that has created the LOI.