Provide access to OLS

Basics

Participants in eligible Erasmus+ or European Solidarity Corps activities have access to the language courses in the Online Language Support platform, known as EU Academy.

EU Academy requires users to have an EU Login account to access courses. Most/certain courses will be freely available to the public. For courses with restricted access, such as OLS courses, it will be possible to pre-authorise participants to access language courses in EU Academy from the project details in Beneficiary module. 

The beneficiary organisations must enter information of each participant and can indicate whether a participant is eligible for OLS as an OLS Learner, by checking the OLS flag when providing information on the participant, mobility activity, etc. 

When a beneficiary enters the participant data in their project (mobility activities, participations, etc.) it is not known whether the participant has an EU Login account. An automated service will allow the enrolment of the participant, using their e-mail address, in EU Academy with the specific learner role within the specific scope (account, programme, sub-programme and project), along with the rest of the required participant information, such as first name or last name. 

Staff from the beneficiary organisations will be able to view the language learning progress of their participants through EU Academy. Additionally, more for the VET, SCH, ADU and European Solidarity Corps sectors, Learning Managers will be able to download learning material and deliver off-line language learning. In Beneficiary module the contact persons of participating organisations can be flagged as OLS administrators.

When a project becomes available in Beneficiary module, the role of OLS administrator is automatically assigned to the contact marked as OLS contact person in the NA's project management system. Contacts of participating organisations flagged as OLS administrator can be provided with access to OLS from Beneficiary module. 

Roles

OLS Learner

An OLS Learner has access to OLS courses and materials for individual learning.

OLS Administrator

The OLS Administrator can provide access to OLS. The administrator also has access to course content (as a learner and observer), statistics and is able to track, supervise and assist the relevant users (from their projects only) in OLS. 

The OLS Administrator is able to create learners access and send invitations to individual learners for OLS in the EU Academy platform from Beneficiary module. 

Enrol OLS Learner in EU Academy

It is possible to enrol learners for OLS in the EU Academy for individual mobility activities and participations as well as for multiple mobility activities and participations at once from the project details in Beneficiary module. 

Enrol individual learner

In individual mobility activities or participations, the button Provide access to OLS may be available when accessing the participant details.

The Provide access to OLS button will display after the OLS flag (check box) is ticked and if the logged in user, contact of the beneficiary or participating organisation with edit access in the project, is flagged as OLS Administrator within the project. 

In this example, the button is available, as the OLS check box is ticked. After the button Provide access to OLS is clicked on, a success message displays. The button Provide access to OLS and the OLS flag become disabled after the participant's data is successfully sent to EU Academy. 

While the learner information is sent to EU Academy, a notification displays in the Mobility activity details.

When the information is successfully sent to EU Academy, the Provide access to OLS button in the mobility activity details is greyed out. 

In case an error occurs during the sending of the learner information to EU Academy, the button will be active again and an error message will be displayed. You can click on the Provide access to OLS button again to make another attempt to enroll the learner for OLS in the EU Academy.

Enrol multiple learners at once (bulk option) - Call 2022 only

In the list of individual mobility activities, participations etc. in your project, the button Provide access to OLS is available, if the logged in user, contact of the beneficiary or participating organisation with edit access in the project, is flagged as OLS Administrator within the project. 

Clicking on this button will result in: 

• An automated check in which individual mobility activities, participations etc. available in the project have been flagged for OLS
• For all of the ones flagged for OLS, the required user information, such as e-mail address, first name, last name, mobility ID, language, sending Organisation ID, scope (OLS, NA code, Project code) is sent to EU Academy
• Within EU Academy, a basic user account is created, and an e-mail is sent to the participant’s email address with a personalised link to the login process
  
  • The participant can from this moment on use their personalised link to login to EU Academy.

Here is an example of the Provide access to OLS button available in the list of Mobility activities in a KA121-ADU project. After the Provide access to OLS is clicked on, a success message displays.

While the learner information is sent to EU Academy, a notification displays in the individual Mobility activity details when you open them in view or edit mode.

In case an error occurs during the sending of the learner information to EU Academy, an error message is displayed within the individual mobility activity. You can click on the Provide access to OLS button from the list again to make another attempt to enroll the learners for OLS in the EU Academy. 

Enroll OLS administrator in EU Academy

It is possible to enrol OLS Administrators for individual contacts as well as for multiple contacts at once from the Contacts section in a project. 

Enrol individual OLS Administrator 

When adding or updating a Contact in a project, it is possible to flag the contact as OLS Administrator and provide them with access to OLS, using the Provide access to OLS button.

The Provide access to OLS button will display after the OLS administrator flag (check box) is ticked and if the logged in user, contact of the beneficiary or participating organisation with edit access in the project, is flagged as OLS Administrator within the project. 

In this example, the Provide access to OLS button is available, as the OLS administrator flag (check box) is ticked for the contact person. After the Provide access to OLS button is clicked, a success message displays. The button Provide access to OLS and the OLS administrator flag become disabled after the contacts information is successfully sent to EU Academy. 

While the relevant information is sent to EU Academy, a notification is displayed.

When the information is successfully sent to EU Academy, the Provide access to OLS button in the associated persons details is greyed out. 

In case an error occurs upon sending of the information to EU Academy, the button will be active again and an error message is displayed. You can click on the Provide access to OLS button again to make another attempt to enroll the associated person as OLS Administrator in the EU Academy.