STEP-BY-STEP GUIDELINES

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1 ON-LINE APPLICATION PROCESS FOR THE EUROPEAN JOINT MASTERS IN MANAGEMENT AND ENGINEERING OF ENVIRONMENT AND ENERGY (ME3) https://me mines-nantes.fr/ STEP-BY-STEP GUIDELINES Last update: November 2013 This document presents the step-by-step process to submit your on-line application for the ME3 programme. It may be too much detailed but we prefer to give you too much information than too few. To make easier your on-line submission, please read first the admission requirements and the list of requested documents, available at: All pieces of information you enter are automatically registered once you validate each step. However you may change them until you make the final declaration and validation of your application (Part O of the process). Once your application is finally submitted, no more change is possible.

2 Step 1: Registration On-line application process for ME3 Step-by-step guidelines First of all, you have to create a student account. Below is the information required to create your account: The you enter will be the one used for further communication with you, especially to send you the confirmation of application s receipt and later the result of your application. For Profile : Select EU student if you are coming from the following countries: the 27 EU Member states : Germany, Austria, Belgium, Denmark, Spain, Finland, France, Greece, Ireland, Italy, Luxembourg, the Netherlands, Portugal, the UK, Sweden, Cyprus, Estonia, Hungary, Latvia, Lithuania, Malta, Poland, Czech Republic, Slovakia, Slovenia, Bulgaria, Romania ; the EEA-EFTA states : Island, Liechtenstein and Norway. Select non-eu student if you are coming from another country. For School years, only the option is possible as it is the edition for which the application process is currently open. p.2/18/

3 Once completed the information on this page, you will receive a first with a link to confirm the creation of your account. After clicking on this link, you will receive a second with your login and password. You can then change your password in the section My profile & documents (see step 13 below). Be aware that these s may be recognised as spam by your mailbox so if you do not see them directly check your spam folder. Step 2: Part A - Personal Details This page is to enter your common details (gender, nationality, address, etc.). Passport Number : this will be used for preparing the documents you will need for your visa for entering Europe. In case you are a European student, just mention European student instead of this number. Permanent address for correspondence is an address you are sure you can be contacted at, even in the future (so usually your parents address). Address for correspondence is your current personal address. Entering both addresses is required to go on with the process. In case both addresses are the same for you, you have to enter twice the same address. Step 3: Part B - Academic Qualifications This page is to enter your academic details. Here Last University Degree means your main (often last obtained) degree. In addition to the information asked here, the copies of your degrees and transcripts have to be uploaded (see step 13 for the uploading process). For your transcripts, if you scan the different pages separately, then please merge them into one single pdf file (you may use the following free software for that, Adolix Split and Merge: ). If you upload several files for your transcripts, only the first one will be included in the final file evaluated by the ME3 consortium. p.3/18/

4 - type of degree: for example, Bachelor of Science, Engineering degree ; - field: main field of your degree (for example, Chemical Engineering, Mechanical Engineering, Civil Engineering, Environmental Engineering, Process Engineering, etc ) ; - institution, city, country, national ranking of your institution: details of your university / school (caution: for national ranking, you have to enter a number only ; if you enter another kind of character, you will get an error message) ; - date attendance: when did you start the courses of this degree?; - degree conferral date: when did (will) you graduate? ; - effective / scheduled: effective if you already got your degree, scheduled if you will get it soon (for example, by June 2014; latest graduation date authorized for the edition is 31 st of August 2014) ; - global grade: please also specify the grade scale (for example: 3,3/4) ; - global ranking (for example, 10 for top10%, 50 for top50%) (please enter a number, it will directly be taken into account as a percentage ; the character % cannot be registered and will lead to an error message); You can enter the same information for another degree: - detail grading: include here additional comments if relevant (for example, if you receive special awards, etc ) ; p.4/18/

5 Step 4: Part C - Language Proficiency In addition to the information asked here, the English certificate (e.g TOEFL, IELTS) has to be uploaded (see step 13 for the uploading process). This certificate is not required if: - you are an English native speaker: in that case, please provide a pdf file with only written English native speaker: English certificate not needed ; - or if you did your studies in English: in that case, you must provide as English certificate an official statement issued by your university confirming that the medium of instruction was English. For English test score, enter your score and the scale of the test (for example, 95/100). For English test name, enter the name of the test you performed (for example, TOEFL, IELTS, etc.). In case you are an English native speaker or if your studies were in English medium, please specify native or studies in English for both fields ( English test score and English test name ). Preferred English certificates and minimum requirements: IELTS : 6.5 TOEFL (paper based : 550, computer based : 200, internet based : 80) Cambridge English Test : B Warning: the GRE test is not considered as an English proficiency measure nor as a plus for your application. In case you passed another type of English certificate (for example, TOEIC), it should be at least nationally recognized. You may use it instead of the preferred ones (IELTS, TOEFL, Cambridge). It will be considered, but be aware that you will probably get less points for your English proficiency than if you had given a score for one of the preferred certificates. You can enter the same information for other languages (French, Spanish, Swedish, Hungarian most welcomed). If you want to give information about more than two additional languages, please include this in your CV. p.5/18/

6 Step 5: Part D - Curriculum Vitae This page is to provide information about your main professional experiences. You will also have to upload your whole CV according to the Europass standard/template: (see step 13 for the uploading process). Please specify for each type of experience (internship, academic, etc.), your cumulated experience in terms of months or years. Note: the Part E is not needed anymore in the application process. So the process goes on directly with part F. p.6/18/

7 Step 6: Part F - References On-line application process for ME3 Step-by-step guidelines This page is to provide the personal details of the two persons who wrote you a recommendation letter. At least one of your referees should be an academic (teachers, supervisors, head of your department, etc). The letters are to be printed on letterhead and signed. For the field Title/position : please mention here the title and/or position of your referee (for example, full professor, associate professor, head of the department, etc ). Two options are possible to submit your reference letters: 1) your referee gave you her/his letter of recommendation, then you can upload it directly yourself in the section My profile & documents (see step 13) ; 2) your referee wants the letter to remain confidential an will be sent to her/him directly once you have saved this page (to the address you indicated for your referent); in this , your referee will receive the confidential link where she/he will be able to upload directly the reference letter (as this is the confidential option, you will not be allowed to see this document, but you will receive an confirming the reference letter has been uploaded in your application file, as soon as your referee will have uploaded it) CAUTION 1: An automatic will be sent to the address you indicate for each referee. To avoid any misunderstanding with your referee, please indicate the address consistent with the option you choose: - option 1 (you upload directly the reference letters yourself) indicate your address (not the one of your referee, to avoid her/him to receive the automatic ; you will then receive the automatic with the confidential link, but you do not have to use it, you can directly upload the reference letters in the section My profile & documents ) - option 2 (your referee uploads the reference letter through the confidential link) indicate the address of your referee (she/he will receive the confidential link in the automatic e- mail) CAUTION 2: Be aware that the automatic s will be sent each time you save this page. So be careful of saving this page only once (if you save it again, your referee may receive again the automatic ). In case you want to change one of your referees, you can change the details and then save again the page. In that case, put your personal for the details of the other referee so that you will receive the automatic (and not your other referee who already got it when you first saved the page). p.7/18/

8 Note: the Part G is not needed anymore in the application process. So the process goes on directly with part H. Step 7: Part H - Motivation Letter As for the previous step, you are asked to upload a document (here your motivation letter). The motivation statement in English should present your career project and motivate your application (2000 words max.). For the uploading, see the process described in step 13 below, and select Letter of motivation as document type/title. p.8/18/

9 Step 8: Part I - Scholarship On-line application process for ME3 Step-by-step guidelines This page is to provide information about your possible application(s) for an Erasmus Mundus scholarship. For more details about Erasmus Mundus scholarship (eligibility conditions, etc ): If you want to apply for an Erasmus Mundus scholarship (cat. A or cat. B), please fill in and sign the Erasmus Mundus form and upload it. You can find the Erasmus Mundus form here: Be also aware that the number of available Erasmus Mundus scholarships is very limited compared to the number of applications we receive. So we strongly encourage you to look for alternate funding from now. See more information here: - Erasmus Mundus Scholarship : please select one (and only one) of the three possible choices (category A, category B, do not wish to apply) ; - Category B details : in case you have a nationality different from one of the 27 European Union Member States, Iceland, Liechtenstein or Norway, and that you are eligible for a category B scholarship, please give here the details about your stay of more than 12 months over the last five years in European Union, Iceland, Liechtenstein and/or Norway ; Step 9: Part J - Financial Information This page is to give indications about how you will finance your master studies, and also to remind you the financial conditions of the master. p.9/18/

10 Application Fee and Deposit On-line application process for ME3 Step-by-step guidelines Once accepted into the ME3 programme, students who are awarded an Erasmus Mundus scholarship will be charged a non-refundable placement fee to confirm their participation in the programme. This deposit will be deducted from the tuition fees. More details will be given to the future ME3 students who are awarded the Erasmus Mundus scholarships when they receive their acceptance letter. Financial Statement Students must be able to finance their study and living expenses. This is one of the requirements for being granted a residence permit. As a guideline, a single student needs approximately 12,000-14,000 per year to cover living and other expenses. This is in addition to the tuition fees. See more information here: Statement of financial resources This section is to add complementary information about how you plan to fund your tuition fees and living expenses during the two years of the ME3 programme (for example, public or private scholarships, loans, past savings, family support, etc ). Step 10: Part K - Survey This page is to indicate how you got to know us. As only one choice is possible, please select the main (or first) contact type you had. p.10/18/

11 Step 11: Part L Choose your option For the edition of the ME3 programme, 4 study tracks will be available, as explained on the ME3 website: The different study tracks proposed for the edition of the ME3 programme are: Option 1-A: Foundations of Management (UPM), Eco-Technologies and Environmental Process Engineering (EMN) and Sustainable Energy Engineering (KTH) Option 1-B: Foundations of Management (UPM), Eco-Technologies and Environmental Process Engineering (EMN) and Engineering and Modelling of Energy Technologies (BME) Option 1-C: Foundations of Management (UPM), Eco-Technologies and Environmental Process Engineering (EMN) and Energy Systems and Services for Efficiency (EMN) Option 2: Foundations of Management (UPM), Chemical and Process Engineering (QUB) and Energy Systems and Services for Efficiency (EMN) You have to indicate your choice regarding these options at this stage of the application process. p.11/18/

12 For unknown technical reasons, even once you have saved this page, when you come back to it, the fields to enter will appear blank again. But do not worry, the information you have entered are saved in our database, even if the page appears to be empty. And if you wish to change the information you entered, just enter the new information. It will replace the old ones in the database. Sorry for this inconvenience. Step 12: Part M - Did you apply for another program? This page is to give complementary information about possible other applications you have done or you are planning to do. It is not taken into account for the evaluation of your application. Like for the previous step (part L Choose your option), for unknown technical reasons, even once you have saved this page, when you come back to it, the fields to enter will appear blank again. But do not worry, the information you have entered are saved in our database, even if the page appears to be empty. And if you wish to change the information you entered, just enter the new information it will replace the old ones in the database. Sorry for this inconvenience. p.12/18/

13 Step 13: My profile & documents (First section in the menu on the left of the pages) This is the page used for uploading the required documents. The red crosses on the left side indicate the documents that are still missing for your application (it turns to a green sign when the document is uploaded). The documents with a red star on the right side are required (if missing, the application cannot be completed). The uploading process is the following. 2 1) choose the type of document: here Copy of your degree ; 2) add, if you want, complementary description (for example, it is a temporary certification as I will graduate next June ) ; 3) browse your computer (with the Parcourir button) to find the file to be uploaded ; 4) Validate with the Submit attachments button. Be aware that only pdf files are allowed. No other format of document will be accepted. If you need to convert your word files, pictures or other types of documents into pdf files, you can download the free software PDF creator at: CAUTION: please ensure that your pdf files are not encrypted or protected Indeed the process to produce your application file will merge your different pdf files. Therefore if one or several of your files are protected against merging they will appear as blank pages in your final application file used for the evaluation by the ME3 consortium. p.13/18/

14 Likewise take care of selecting the good document type (see point 1 above). Your documents are merged following a given order, thanks to these document types. If you don t select the good document type, then your documents will not be merged in the right order, and your application file may not be evaluated for that reason. For your transcripts, if you scan the different pages separately, then please merge them into one single pdf file (you may use the following free software for that, Adolix Split and Merge : ). If you upload several files for your transcripts, only the first one will be included in the final file evaluated by the ME3 consortium. Once you have uploaded a document, it will appear in the list of published items in the bottom of this page. You can delete a document (for example, to replace one of the uploaded documents), as long as you have not finalized the application process. You can also use this page to change your profile and your picture, using the Edit menu. Page to change your profile: p.14/18/

15 Page to change your picture: On-line application process for ME3 Step-by-step guidelines Note that uploading your picture is required to submit your application. The file for your picture has to be a picture file (for example, jpeg). This is the only non-pdf file you are allowed to upload in your application file. Step 14: Part N - Checklist This page gives you an overview of all information and files you already provided (green-checked) and these still missing (red-checked). When submitting your on-line application, it is not necessary to send your paper documents by post mail. Uploading the scanned documents is sufficient. The following documents are required (= must be uploaded) before finalizing your application: p.15/18/ - copy of your degree (if you did not receive it yet, please provide a certificate or attestation from your university stating that your graduation is pending); - English translation of transcripts for the last 4 years of your higher education (done by your educational institution or by an official institution) (again, please provide temporary transcripts from your university if the final one is not available yet);

16 For your transcripts, if you scan the different pages separately, then please merge them into one single pdf file (you may use the following free software for that, Adolix Split and Merge: ). If you upload several files for your transcripts, only the first one will be included in the final file evaluated by the ME3 consortium. - English certificate: it is the certificate stating your English score. If you did your studies in English language, please provide a statement from your university. If you are an English native speaker, please provide a pdf file with only written English native speaker: English certificate not needed. - Up-to-date curriculum vitae: please provide your CV according to Europass template 1 in addition to the information given for step 5 ; - Letter of reference 1 and letter reference 2 (made on letterhead paper, and signed by your reference persons) see step 6 (part F References) above about the two possible options (uploading the letters yourself, or sending a confidential link to your referents) ; - Letter of motivation (2000 words maximum) ; - Copy of your passport ; - Photo (see step 13 above). Finally you may also upload other non-required documents: additional language certificates (for example for French, Spanish, Swedish or Hungarian), additional higher education degrees, additional letters of reference or other documents justifying statements in your CV. However be aware that non relevant documents (for example high school academic records, training certificates) will not be considered and can even lead to the rejection of your application. Once you save this page, the site will check whether all required information and documents were provided (final check before the final submission). If required documents are still missing, then a message like below is displayed. For example, here the photo is still missing. 1 For more details see: p.16/18/

17 Step 15: Part O - Declaration & Post This is the final step! This is to declare that all provided information is correct and complete. Once you save this page, your application will be finalized. This means that your application will be automatically sent to the ME3 management team and also that you will no longer be able to change any information or document submitted. So please make sure all the information and documents are correct before saving this page. In addition to the final declaration, we also ask you to mention whether you agree that your application could be transferred to the Master Courses of the ME3 institutions. p.17/18/

18 CONGRATULATIONS!! When you save the above page, your application is submitted to the ME3 management team. You will then receive an automatic confirming you that your application was registered in our database. You will be contacted by about the result of your application (delay may be up to 2 to 5 months) ; in case you need a result urgently to apply for a scholarship or funding (other than the Erasmus Mundus), send an to mentioning URGENT : application deadline for a scholarship in the title of your message. Due to the high number of applications we receive each year, we will not answer s asking for application receipt (the automatic is your application receipt), neither to s asking for application s results. As long as you do not receive any news, it means the evaluation is still being processed. Only very specific questions (not dealt with in these application guidelines or in the ME3 website will be answered via the address p.18/18/

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