user guide - evet portal · user guide this document serves as a help document for evet platform...

1

User Guide

This document serves as a help document for eVET platform (evetportal.eu) users. This

platform is developed as part of eVET project (2017-1-TR01-KA202-046541).

eVET, online Vocational Education and Training platform, provides an online platform

for VET providers (VET schools, workplaces etc.) in one of the Erasmus+ Program

countries on which VET providers communicate, collaborate and develop KA1 VET

projects.

If you are a VET provider (VET schools, workplaces, governmental organizations,

VET centers, non-profit organizations, etc.) you can start preparing a KA1 project by

finding the most appropriate partners for your project via eVET. Just SIGN UP for

eVET!

2

1. General Operations

This part includes general operations such as signing up for eVET, logging in the

system and changing a password and obtaining help.

1.1 Sign Up

You can sign up for eVET platform individually or institutionally. If you create an

account for yourself, select “Individual” from the account type field. If you create an

account on behalf of your organization, select “Institutional” from the account type field.

Those signing up for eVET platform individually can only do some basic tasks such as

searching for vocational trainings on the platform. Those signing up for eVET platform

institutionally can benefit from many features of the platform such as searching for

vocational trainings, creating vocational trainings and applying for vocational trainings.

You must have a PIC number (Participant Identification Code) in order to sign up for

eVET institutionally.

What is PIC?

For more information about PIC and how to obtain it please click the link below.

https://ec.europa.eu/research/participants/portal/doc/call/fp7/fp7-ict-2013-sme-

dca/32991-obtaining_pic_and_ecas_en.pdf

You can get more info about Erasmus+ and PIC by contacting your National Agency in

your country. To find the information of your National Agency, please click on the link

below.

https://ec.europa.eu/programmes/erasmus-plus/contact/national-agencies_en

3

Step 1:

Click on Sign Up icon on the webpage.

Step 2:

You must fill in the fields with * sign.

By clicking on this icon, you can get help about filling in the fields.

Account Type:

Select account type from this field. If this account will be your personal account select

“Individual”. If you sign up for eVET platform on behalf of your organization select

“Institutional”.

PIC Number

This field appears if “Institutional” is selected as the account type

Enter the PIC number of your organization into the field.

4

To sign up for eVET on behalf of your organization (institutional account), you must

have a PIC number. How is a PIC number obtained? Read the explanation above.

When click on the icon, if this PIC is valid, some of the fields on the webpage will be

filled in automatically such as the name of organization.

Step 3:

Fill in these fields.

First Name:

(Individual Account)

Enter only your name into this field. Example: Gulden

(Institutional Account)

A legal person is any human being recognized as having privileges and obligations, such

as having the ability to enter into contracts. For example, the principal is the legal person

of a school. Enter only the name of the legal person into this field. Example: Gulden

Last Name:


Enter your surname into this field. Example: Cevahir


Enter the surname of the legal person into this field. Example: Cevahir

Title:


Enter your title into this field. Example: Teacher


Enter the title of the legal person into this field. The title of the legal person at a

vocational high school is "Principal".

5

E-Mail:


Enter your e-mail address into this field. Example: [email protected]


Enter the e-mail address of your organization or the e-mail address of the legal person of

your organization into this field. Example: [email protected]

Confirm E-Mail:


In order to confirm your e-mail, reenter it into this field.


In order to confirm your legal e-mail, reenter it into this field.

Phone:


Enter your phone number including the country code. Example: +902122223344


Enter the phone number of your organization or the phone number of the legal person

including the country code. Example: +902122223344

6

Password:

Enter a password into this field in order to log into eVET platform. Your password must

be at least six characters, including at least one uppercase, one lowercase and one special

character such as *,$,#

Confirm Password:

In order to confirm your password, reenter it into this field.

Organization Name:


Enter the name of your organization into this field. Example: Ortakoy Zubeyde Hanim

MTAL


When you have entered PIC number, this field is filled in automatically. You can

change the name of the organization by using this field. Example: Ortakoy Zubeyde

Hanim MTAL

7

Organization Type:

Select the type of your organization from this field. The appropriate type of organization

for a vocational high school is "School-Institute-Educational Centre- Vocational training

(secondary level)".

Field of Studies:

Select fields of studies in which your organization provides vocational education from

this field (You can choose more than one field of study). Example: Food processing,

Fine Arts. If you cannot find an appropriate field of study related to your organization,

select "Other".

Sector:

Select the sector in which your organization is from this field. For example, the sector

for a vocational high school is "Education". If you cannot find an appropriate sector for

your organization, select "Other.

Head Office Address:

Enter the address of your organization including the city into this field.

Example: Ortakoy Mh. Dereboyu Cad. No:24 34347 Besiktas Istanbul

8

Head Office Country:

Select the country where your organization is located from this field.

Example: Turkey

Website:

Enter the link of your website of your organization.

Example: http://besiktaszubeydehanim.meb.k12.tr

Hyperlinks:

Enter the hyperlinks of the web pages of the vocational trainings which your organization

give into this field.

Step 4:

Check the check box shown below to agree on the Terms and Conditions.

Step 5:

Click on Sign Up.

9

Have you received an error message?

If you do not meet the requirements of the fields, an error message will appear related to

that field on the top of the webpage.

Do not forget that you must fill in the fields with * sign.

Registration Completed?

When you have filled in the fields properly Registration Completed message box

will appear. This message box indicates that you have created an account, and a

verification e-mail has been sent to your legal e-mail address.

Step 6:

Log in your E-mail Address. Click on the e-mail sent by eVET Platform in the inbox of

your e-mail address.

Click on the link to verify your e-mail address

10

Step 7:

The last step of signing up for eVET is to wait.

Your account will be manually approved by administrators of the eVET platform as

soon as possible. When your profile has been approved by administrators of eVET

platform, you will receive an approval e-mail as shown below.

11

1.2 Log In

Step 1:

Click on Log In icon

Step 2:

Individual Account

Select Individual tab.

Enter your e-mail address and password and click on the log in button.

Institutional Account

Select Institutional tab.

Enter your PIC number and password and click on the log in button.

12

1.3 Password Recovery

If you have forgotten your password, you can use Password Recovery option.

Step 1:

Click on Log In icon.

Step 2:

Click Password Recovery link.

Step 3:

Fill in the fields of PIC Number or E-Mail Address and click on Send Password Reset

Link button.

13

Step 4:

Click on Reset Password Notification e-mail sent to your e-mail.

Step 5:

Click on Reset Password button in the e-mail.

Step 6:

Fill in the fields of your e-mail address, password and confirm password.

Your e-mail address is the legal e-mail address of your organization.

Enter a password and retype it into Confirm Password textbox to confirm it.

Your password must be at least six characters, including at least one uppercase,

one lowercase and one special character. Click on Password Recovery button.

14

1.4 Edit Profile

Step 1:

Log in the platform.

Step 2:

Click on Edit Your Profile button.

Edit My Profile page will appear.

In this page, you cannot change the following fields.

� PIC Number

� E-Mail

� Organization Name

You can update the following fields.

� Password (With Confirm Password)

� First Name

15

� Last Name

� Title

� Phone

� Organization Type

� Field of Studies

� Sector

� Head Office Address

� Head Office Country

� Website

� Hyperlinks

Step 3:

Click on Save button.

16

1.5 Create a Post of Training

To create a post of training on eVET, firstly you must create a training. Then, you must

add a training detail to this training. Thus, the post of training you have created will be

shown in the searches on eVET.

To create a post of training, follow A) Create Training and B) Add Training Detail.

A) Create Training

Step 1:


Step 2:

Click on Trainings button.

Step 3:

Click on Create a Training.

17

Step 4:



Fill in required fields and click on Create button.

Title:

Enter the title of the training into this field. Example: Istanbul Cooking Class

Description:

Enter the description of the training into this field. Example: Cooking Classes in Istanbul

Erasmus+ Projects:

Enter your Erasmus+ projects into this field. Example: KA1 Erasmus+ Project, KA2

Erasmus+ Project

18

When you have created a new training, this training will be added to My Training Offers

tab within Manage Training page. The status of this training will be waiting for

approval. When it is approved by the administration of eVET, the status becomes

Accepted as shown below.

19

B) Add Training Detail

Step 1:


Step 2:


Step 3:

Click on Manage Trainings.

Step 4:

From My Training Offers tab, click on Details button of the training which you want to

add training detail.

20

Step 5:

Click on Create a New Training Detail button.

Step 6:



Fill in required fields and click on Create button.

Title:

Enter the title of the training into this field. Example: Istanbul Baklava Cooking Class

Gender:

Select the gender of trainees from this field. If there is no restriction based on gender in

the training. Select "All".

Training Period Start Date:

Select the training period end date from this field.

Example: 30.06.2020

Training Period End Date:

Training period defines the date range in which the training is active.

Select the training period start date from this field. Example: 01.09.2019

21

Number of Training Days:

Enter the number of training days into this field. Only business days are considered when

calculating the number of training days. Example: 5

Age Range Start:

If there is a restriction based on age in the training enter the lowest age into this field.

This value cannot be lower than 12.

Age Range End:

Select the training period end date from this field. Example: 30.06.2020

Number of Trainees:

Enter the number of trainees into this field. Example: 12

Request Type:

Select the request type from this field. If you want to get the training, which you are

creating now, select "Sending". If you want to give the training, which you are creating

now, select "Receiving".

Project Type:

Select the project type based on trainees from this field. If trainees are students select

"Student Mobility". If trainees are personnel such as teachers, principals etc. select "Staff

Mobility".

Field of Study:

Select field of study of the training from this field. Example: Food processing. If you

cannot find an appropriate field of study for the training select "Other".

Sector:

Select the sector of the training from this field. Example: Food. If you cannot find an

appropriate sector for the training select "Other".

22

Training Place:

Select the training place from this field. Example: Factory

Qualification Level(s):

European Qualifications Framework (EQF)

EQF-1: Secondary Education



EQF-4: High School, Vocational High School

EQF-5: Associate Degree

EQF-6: Bachelor Degree

EQF-7: Master Degree

EQF-8: Doctoral Degree

You can select more than one EQF from this field.

For more info about the European Qualifications Framework (EQF) click the link below.

https://ec.europa.eu/ploteus/en/content/descriptors-page

Training Status:

Select the training status from this field. If you want the training which you are about to

create to be seen in the search results select "Published". If you do not want the training

which you are about to create to be seen in the search results select "Unpublished".

Country:

Select the country where the training takes place from this field. Example: Turkey.

Note: An organization cannot take a training in the country where it is located.

Language of Instruction:

Select the language of instruction of the training from this field. You can select more than

one language of instruction. Example: Turkish, English.

23

Note:

Enter your important note about the training into this field.

File(s):

Upload the documents about the training to this field. Example: Training Program.pdf

(jpeg, bmp, png, pdf, docx, xlsx)

Hyperlink(s):

Enter the links of the websites of the training into this field.

25

Now, you have created a post of training. Your post will be listed in the searches when

you have clicked on search button.

1.6 Manage Training

Step 1:


Step 2:


Step 3:


26

Step 4:

From My Training Offers tab, click on Edit button of the training which you want to edit.

Step 5:



Update the fields that you want to update and click on Save button.

Title:

Enter the title of the training into this field. Example: Istanbul Cooking Class

Description:

Enter the description of the training into this field.

Example: Cooking Classes in Istanbul

27

Erasmus+ Projects: =

Enter your Erasmus+ projects into this field. Example: KA1 Erasmus+ Project, KA2

Erasmus+ Project

Status:

Select the training status from this field. If you want the training which you are about to

create to be seen in the search results select "Published". If you do not want the training

which you are about to create to be seen in the search results select "Unpublished".

28

1.7 Search for a Post of Training

Step 1:

By logging in or not logging in the platform, start searching post of training

Step 2:

Search button lists search results. If you click on this button without entering any

data into this field, all posts of training are listed as new ones are seen first.

Enter keyword related to training you want to find into “Please enter keywords to search

for training...” field. Example: Baklava

Select a field of study from Field of Studies field. Example: Food processing.

Select a country from Country field. Example: Turkey

Do not forget that an organization cannot take a training in the country where it is

located.

Search page is consisted of two parts. The first part is Results. The other is Filters. If

you have searched posts of training without logging in the platform, filters part will be

invisible. You can narrow your search results by using filters.

29

Filters will be active after clicking on Filter button. If you want to clear filters click on

Clear button.

In Orders part of Results part, you can select how to list the results, No-descending is a

default choice.

30

1.8 Apply for a Post of Training.

Step 1:


Step 2:

Click on Details button of the training which you want to apply for.

Step 3:

Click on Apply button in the bottom of the page.

Step 4:

Click on YES from the message box.

31

Your application will be listed in My Training Applications tab in Manage Trainings.

1.9 Manage My Training Applicants

Step 1:


Step 2:


Step 3:


Step 4:

Click on My Training Applicants.

32

Step 5:

Click on Accept button to accept the application or click on Reject button and enter the

reason why you have rejected to reject the application.

1.10 Manage Agreements

Step 1:


Step 2:

Click on Manage Agreements button.

33

Step 3:

Click on Offered Agreements tab.

Step 4:

Click on Applicants button.

The page below will appear. You can change the status of applicant by using operation

buttons.

34

Or click on Details button.

Agreement Details page will appear.

Or click on Edit button.

Edit Agreement page will appear. Click on Save button to edit agreement.

user guide - evet portal · user guide this document serves as a help document for evet platform...

Documents