We’re introducing a new Acceptable Use Policy as part of a broader effort to ensure consistent, secure, high-quality data exchanges for Erasmus Without Paper users.

Seamless data exchanges are critical for EWP users, as they underpin the reliability and efficiency of digital collaboration between nodes within the network.

Although in most cases EWP exchanges work seamlessly, any issue in the data exchanges via EWP can negatively impact the user experience for both students and staff. This is especially true when it comes to Digital Learning Agreements, where timely approvals are essential for students to plan their studies.

To mitigate these challenges, the EWP+ Consortium and DG EAC (European Commission department for education) are working closely with software providers to make sure errors are promptly addressed and resolved.

The Acceptable Use Policy sets out stricter processes for IT teams to follow up on interoperability issues, including clearly defined timelines that reflect the urgency for any such matters to be followed up in a manner that helps ensure a high-quality user experience.  

The policy was presented on April 9th during the Infrastructure Forum meeting, where the technical community involved in the deployment and upkeeping of EWP convenes on a monthly basis.

The EWP Acceptable User Policy will come into force on July 16 2025, following a consultation period held after the Infrastructure Forum meeting and a three-month grace period. This period should enhance the readiness of the teams operating IT systems connected to EWP.

The Acceptable Use Policy is the outcome of the pledge made in the Interoperability Action Plan roll-out to move decisively towards a rules-based network.

Since then, we’ve established an automatic monitoring system which  notifies providers on a weekly basis of any detected issues.

In parallel, EWP users have played a key role in identifying interoperability issues, which are subsequently followed-up with the relevant providers.

While these actions have led to notable improvements, not all providers have proven to be equally diligent in addressing errors. The Acceptable Use Policy

The Consortium hopes and believes that it will never have to resort to such drastic measures, but it’s important such options are available if circumstances require it.