User guide for the application process of the online application portal

Transcription

1 U N I V E R S I T Y O F C O P E N H A G E N User guide for the application process of the online application portal Applying through the online application portal This document is a user guide for how to create an application in Copenhagen University s new online application portal. This is a guide to the application from a general perspective, so please make sure to read the specific instructions that may apply to the particular educational programme to which you wish to apply. Although the application system displays all the educational offers in the same way, different programmes have different requirements about what you need to submit as part of your application. Please consult the website for the programme in question for details. Login The application system can be accessed either through a direct link to a single Master s degree programme, or by entering the general application portal. Direct link The most usual way to access the online application system is to follow a link on the website for a specific Master s degree programme, which will lead you to a page where that programme has been pre-selected for application. Once you have clicked on a link to enter the application system, the first thing that happens is that you will be asked to log in. Login is accomplished using the WAYF system, where you can either re-use your existing login for a Danish university, use your NemID, or create a new user profile. See the separate user guide for login through WAYF for more information about the login process. As part of the login stage, you will be asked to approve that your personal details like name and address will be transferred to the application system from your WAYF profile. Once you have logged in through WAYF with a direct link, you are taken to a page where the programme that matches the website you came from will be pre-selected from the list of available options for application forms. Your name, CPR-number and address will have been transferred from the information in your WAYF profile, and will be displayed at the top of the page. To proceed, click the button called Proceed to create the application. Application portal If you have followed a link to the application portal without coming from a specific programme website, you will be taken to your personal start page without an application form having been pre-selected for you. You normally start on a tab called See status of applications, which displays any applications you have submitted or saved previously. If you have not yet started on any applications, the list underneath this tab will be empty. 1

2 To start a new application, click on the tab called Create application. Your name, CPR number (if applicable) and address will be displayed at the top of the page. On the section of the page called Choose educational and training (name change coming soon), choose the relevant institution (i.e. Copenhagen University), and the type of programme you wish to apply for (ie. Master), then click Search. From the list that appears below, you select the specific Master s degree programme you wish to apply for, then click the button that says Proceed to create the application. Creating an application Because the information that the university needs from you will vary depending on what country you come from and your residential status, there is an initial question about nationality and residence permit before you are taken to the actual application form. At this stage, please enter or check your nationality, and note the box indicating if you have permanent residence in Denmark. Then click Proceed to create the application again. This will take you to the programme application form, which you have to complete in the same way as you would fill in any other paper or online application form. However, there are certain features and requirements that you need to be aware of while you are completing the form, which are described in detail below. Collection of data The first page of the application form is called Collection of data. The purpose of this page is to let you import any educational details you have from other Danish universities, so that you don t have to upload these manually. A successful data exchange requires the following two steps to be completed before the exchange is initiated. 1. Selection of the universities from which the data is to be collected. Copenhagen University will automatically be selected. If you have completed any exams at a different Danish university, please select these universities as well if they appear on the list of options. 2. Click the button marked Collect data. This is the button that starts the data exchange if the button is not clicked, nothing will happen. The status of the data exchange will be displayed in the column marked as Time of collection. If the collection has not been initiated, the status will be set to Not downloaded. Once the collection has started, the status will change to Data is being collected. 2

3 The collection is still in progress, but the status of the collection does not update itself while you are viewing the page. In order to confirm that the collection has been completed, you need to move on to the next page, fill in the required details, and then click back to the page Collection of data. If the data collection has changed to display the current date and time, it means that the data collection has completed successfully. The details of any in-progress or completed degrees you have obtained from the selected universities will then be automatically loaded in the relevant fields on the subsequent page Requirements and prerequisites. If the system has been unable to locate your data in the databases, a message giving this information will be displayed instead of the date and time. The following pages of the form will display a status message about the collected at the top of the form in red writing. If the data collection is not completed, but you have direct access to the programme to which you are applying, you need to upload a diploma or transcript in the Requirements and prerequisites part of the application form. Personal details The page Personal details should already be displaying details such as your gender and date of birth that have been passed on from your WAYF profile information. What you need to enter on this page is a phone number that you can be contacted on, and if your current address is not in Denmark, please enter this as well. Finally, you can select your communication language. If you are a citizen from a non-eu country, and you have indicated that you have permanent residence in Denmark, you will also be asked to upload a copy of your residence permit. Programme of study The page Programme of study is the first of two pages where you need to upload all the documentation that you wish to enter into consideration along with your application. Therefore, it is very important that you fill these pages in correctly. When you have read the next few sections of this user guide, please also read the section called About documentation and attachments and familiarise yourself with the principles for uploading documents. The page Programme of study will initially ask you if your Bachelor s degree qualifies you for direct access to the Master s programme for which you are applying. Information about which Bachelor s degrees give direct access to the Master s degree can be found on the website for the Master s programme in question or in the degree s programme of study description. An example would be that a BA in English from the University of Copenhagen gives direct access to the MA in English at the University of Copenhagen. 3

4 If your Bachelor s degree qualifies you for direct access to the Master s programme, you answer Yes, which means you can proceed to the next page of the form. If you do not have direct qualification, you will answer No, which means that you will be prompted to upload additional information for your qualifications for application. The kind of documentation you need to upload at this stage will vary depending on the programme to which you are applying, and you need to check the website for the programme to know exactly what is required. The following is a list of commonly requested forms of documentation. Statement of Purpose CV / Professional experience Documentation for relevant professional experience Other relevant documentation Requirements and prerequisites On this page you need to provide documentation for your educational background. If the system has imported data for you at the Collection of data stage, the information that has been collected will be presented here. Whether the system has collected any data for you, it is your responsibility as the applicant to make sure that all relevant information about your educational background is represented in the documents uploaded on this page. The most basic requisite for any Master s degree application is that you need to have a Bachelor s degree in order to be accepted. Therefore, all programmes require that you document this in the form of the following attachments. Diploma or documentation from your Bachelor s degree. Transcript of your grades and results from your Bachelor s degree. You need to upload these manually yourself if the data collection has not been made successfully. If your Bachelor s degree is in progress rather than competed, you need to upload the same documentation, but under the section In-progress academic degrees instead. Additionally, certain programmes may have additional documentation requirements. Consult the programme website for details. If there are any forms of documentation that you do not have available at the time of filling in the application, but which you will be able to get hold of before the start of study, please upload a document where you describe your circumstances and provide an expected date for when you will be able to provide the documentation. This will allow our caseworkers to keep your application active after the deadline, allowing you to edit the application at a later time in order to upload the necessary documentation. 4

5 Next, you will be asked if your Bachelor's degree is from a Danish educational institution. If it is, click Yes, then move on. If you click No, then the university will need documentation for how to understand and interpret the information given in your exam diplomas and other educational documentation. If you click No, you will therefore be asked to upload the following types of additional documentation. Description of credit system and grading system. Course descriptions in English, including ECTS credit values and curriculum details. Language requirements Unless your nationality is registered as Danish or from a Nordic country, you will also be asked to provide documentation for your language qualifications for enrolling in the programme. Some programmes require you to document your qualifications in English, and others require you to document your qualifications in Danish. Check the enrolment requirements for the programme in question before you apply. If you come from an English-speaking country and/or have completed your Bachelor's degree in English, this is considered to be sufficient documentation for English proficiency, and all you need to do is therefore to upload a document where you describe these factors and refer to your Bachelor's diploma certifying that your Bachelor's degree was taken in English. If you come from a non-english speaking country and have taken your Bachelor's degree in a language other than English, you normally need to have taken an English test in order to document your qualifications. Note that many programmes require you to have achieved a certain grade level in your English language tests. See the programme website for specific details regarding this. Documentation of Danish language skills can be done either through taking the Danish Studieprøve, or through completing an equivalent qualification such as a Danish A level course at Danish secondary school level. Attachments and documentation All forms of official documentation for diplomas, exams, grades, test scores and professional experience must be uploaded as PDF files. Self-produced texts like CVs and Statements of Purpose may also be uploaded as MS Word documents. Maximum file size is 20MB. Note! All uploaded official documentation is considered to be unverified and provisional. As such, all applicants are required to be able to present either the original documents or verified copies at the start of study, before starting the programme. 5

6 Note! For all attachments and documentation, if you do not have the appropriate documentation at the time of application, please upload a document describing the situation and giving an estimate of when you will be able to acquire the final documentation. If you do this, our case workers will make sure to issue a request for the missing documentation, which means that you will continue to have access to your application so that you may open it and upload the missing documentation when it becomes available. Other As the final part of the application form, you will be given the URL that is connected with the programme for which you are applying. This is where you will find information about which Bachelor's degrees grant direct access to the programme, and all specific application requirements. Review and Send Application The last two pages let you first inspect and review the information you have provided and the documents you have uploaded, so that you may check that everything is registered correctly. Once you have done this, the final page lets you submit the application to the University of Copenhagen electronically. Once the application has been submitted, you can no longer edit it, unless a case worker sends the application back to you asking for more information. However, you can always see and review any applications you have submitted or saved on the page See status of applications. Saving a draft If you would like to save a draft of your application, you can do so at any stage of the application process by pressing the button called Save draft. If you then exit the application and want to go back to your draft at a later time, you can do so on the page See status of applications. Once your application has been either saved or submitted, you must log out of the system by closing down all open windows of the browser you were using. If you have any questions about the application process, you can read more on the website for the programme you are applying for, or contact the university s IT service. Kind regards, The University of Copenhagen 6