Manual for Master-Online-Application Inhalt PART I: Overview of the different application steps: Step by step - Your online application.. 3 Step 1:... 3 Step 2:... 3 Step 3:... 3 Step 4:... 3 PART II: Detailed description of the individual steps during the online-application... 4 1. Personal data: Please enter the data as indicated in your passport/identity document... 4 2. Citizenship... 5 3. Graduate Studies... 5 4. Indication for application Graduate Studies... 5 4a. When applying for admission to the 1st programme semester... 6 4b. When applying for admission to a higher programme semester... 6 5. Address(es)... 7 5a. Postal address/semester address:... 7 5b. Home address: permanent address... 7 6. University entrance entitlement... 8 7. Present progression of studies... 9 8. Present progress of Studies: Did you complete or begin further studies?... 11 9. Stays abroad:... 11 10. Language skills... 11 11. Documents... 12 12. Further application documents regarding your qualification... 12 13. Online transmission of application... 13 14. Application form Application form for Master Application at the Friedrich Schiller University of Jena" 14 15. Confirmation email (+further instruction)... 15 16. Final application step... 16 PART III: Status of your Application:... 17 17. Checking the status of Your Application:... 17 17a. Status: Application received electronically... 17 17b. Status: Application document received... 17 17c. Status: Missing Documents... 18 1
17d. Status: Application handed over to committee... 19 17e. Admission or Rejection?... 19 Admission... 19 Rejection... 19 2
PART I: Overview of the different application steps: Step by step - Your online application For applicants coming from countries subject to visa requirements: Please, apply early enough, since visa processing can take several months and you won't be able to enter the country without a valid visa. Please, read the information the DAAD has provided at his website at "Applying for the correct Visa" The application process is organized in four easy steps: Step 1: Get registered. Then you will receive an email confirming the registration. In this email you will find your username and a system generated password as well as attached this MASTER-APPLICATION-MANUAL. Upon your first log in you will be asked to change the system generated password. This amendment is mandatory in order to continue with the application. Step 2: Please inform yourself about the required application documents for the master programme you wish to apply (see the specific website at the master portal). Prepare all required documents, scan these and save each document as one PDF (max. 5 MB). Please note: If you are interested in more than one masters programme and you believe to meet the requirements, then it is possible to apply for more than one programme. You have to register just once, log in and for every programme you want to apply, you have to do step 2 and step 3. Step 3: Fill in the online-application and upload the required application documents (see Step 2) at the intended space. The Application Assistant will guide you through the online-application. Before saving your application, please review your entries. (Please note: once you saved the application, you cannot upload any further documents to it!! Thus, if you want to add documents, you have to delete the saved application and have to apply again). Click the button "download application" and save the application document "Application form for Master Application at the Friedrich Schiller University of Jena". Print this form and sign it. Step 4: Submit only the original signed form "Application form for Master Application at the Friedrich Schiller University of Jena". Please send it by regular mail and not as pdf by email. The address of the Master- Service-Centre is entered automatically in the address field on the application form. Please do not send any other application documents. If you have applied for more than one programme: Of course you can send the different application forms (each signed) in ONE envelope and do not have to send them separately! Please note: Only after receiving your signed "Application form for Master Application at the Friedrich Schiller University of Jena" within the deadline (by reference of the postmark or delivery company stamp*) your application will process further and will take part in the selection procedure. *This is not valid for the M.Sc. Psychology!! There the deadline for receipt of the signed "Application form" by regular mail is at the latest on 31 May!) 3
PART II: Detailed description of the individual steps during the online-application 1. Personal data: Please enter the data as indicated in your passport/identity document Sample Country Surname: family name First name: given name Gender: Titel: e.g. Dr. for PhD Name affixes/name extensions only if included on your passport/identity document Date of birth: Place of birth: city, state Name of birth: e.g. maiden name or other name changes (please upload a corresponding certificate confirming the change of name, i.e. copy of the marriage certificate) 4
2. Citizenship Please enter your citizenship(s). If you have more than one citizenship, please enter them one after the other on the following pages. If one of your citizenships is German, please enter the German citizenship firstly. 3. Graduate Studies Please enter the details of your Graduate-Studies, for which you want to apply. Final degree: Master of Science/Master of Arts Field of study: the drop down list shows only the masters programmes for which the online-application-system is activated. Hence if a master programme is not listed there, you are applying during the wrong application period. See also the information on application periods at our website. 4. Indication for application Graduate Studies 5
Here you have to indicate for which programme semester you want to apply: Either for the first semester, viz. you want to start from the beginning OR for a higher semester, viz. you want to skip i.e. the first semester. Most of the applicants want to start with the beginning of the masters programme and hence are applying for the 1 st programme semester. There are also students already enrolled in a masters programme at another university, and have consequently already academic achievements, which can be credited and might enable them to be placed in a higher/advanced semester. 4a. When applying for admission to the 1st programme semester Enter YES, since you want to study from the beginning to the end. 4b. When applying for admission to a higher programme semester Enter NO, since you have already achieved credits during a corresponding masters programme and want them to be recognized in order to skip a semester, viz. get a placement in a higher programme semester. Programme semester: Please enter, in which semester you want to apply (i.e. 2 = 2 nd semester, viz. you want to start the programme with the second semester and hence skip the 1 st., because you think to meet the requirements for a placement in a higher semester). Please see for detailed information on Applications for admission to a higher programme semester our website at Notes on Your Application. 6
5. Address(es) 5a. Postal address/semester address: Please enter your correspondence address. You may enter also a care of address instead. Note that in the case of the care of address you have to enter the address of the person you will enter in the field Address affix (please see the information below on Address affix ). Please note: It is important to keep the correspondence address up to date in the online-application-system, since we will send official information (e.g. admission/rejection letter) only to the address entered in this field!! Postal zip: zip or postal code of the city Address affix: e.g. if you have indicated a care of address, then please fill in c/o + name of the person on the post-/mailbox, viz. c/o + name of the person who is actually living at the address you indicated in the previous address fields. c/o Samantha Simpleton (the name of the person, where you want us to send official letters). 5b. Home address: permanent address Most of the applicants enter in this section their parents address (home address). You may also enter the same address as in the section Postal address/semester address 7
6. University entrance entitlement Please enter the details of your secondary school education, viz. the degree which gave admission to attend university (e.g. secondary school leaving licence, baccalaureate, A-levels, high school graduation certificate etc.) State: fill in the state, in which you graduated from high school. Type of high school graduation: Date of graduation: please do not forget to insert the date of graduation from secondary school/high school. Grade: just fill in the grade according to the grading system of your university Certificate: Please upload the pdf of your secondary school leaving certificate. 8
7. Present progression of studies Please fill in your first undergraduate study programme, in which you were/are enrolled independently if actually completed or not. From = Beginning date of the undergraduate study programme To = (approximate) graduation date/end of studies. State: fill in the state, in which you graduated from university Type of graduation: Subject(s) of study programme: The subjects are in German; therefore it may be difficult to find your subject. In this case, just take the first one of the drop down list and fill the right subject of study programme in Type of study: Course description: Please fill in the actual name of your undergraduate studies, i.e. B.Sc. Psychology, BPharm, Specialist xy, etc. (this is necessary, particularly, when the right name of study programme was not/could not be found in the drop down list at Subject(s) of study programme) 9
Did you successfully complete your studies? YES: Date: Please fill in the actual date of graduation Result: passed Grade: final grade Transcript of records: Please upload your complete transcript of records (The transcript of records contains all the performance assessments decreed and credits of the corresponding degree programme and the current regulations) Certificate: Please upload your bachelor certificate or at least a provisional certificate of completion of studies NO (because still in progress): Date: please fill in the expected date of graduation Result: applied Grade:grade point average of the whole study period, viz. of the semesters shown on the transcript of records Transcript of records: Please upload the most current Transcript of records, which contains all the performance assessments decreed and credits of the corresponding degree programme and the current regulations Certificate: you do not have to upload any, since you did not complete your studies yet. NO (because you broke off your studies) Date: Result: finally failed/existing (please note: this information is only required for administrational purpose, in order to have a complete documentation of your university career for our files. The admission committee sees just the pdfs you have uploaded.) Grade: Transcript of records: Certificate: upload the pdf of your final university degree (at least provisional one) 10
8. Present progress of Studies: Did you complete or begin further studies? Possibility to indicate further studies, e.g. masters studies etc. If YES: Same procedure as in step 6 If NO: Press next 9. Stays abroad: This step is not mandatory. Thus you have to fill in information only if you think it might be relevant for the presentation of your subject specific qualification. If YES: Please fill in study visits outside your home country. If NO: Just press next 10. Language skills Language qualification: Please fill in your language proficiency, in particular mandatory language proficiency; according to the study regulations (see also the information at our master-service-centre website to the corresponding masters programme: www.master.uni-jena.de). Example: Please note: If you have no certificate, but for example the language proficiency proof can be seen in your high school certificate, or in your ToR, or you have a certificate issued by the University etc. just choose certificate and in the drop down list you will find the field other proof where you can enter manually a short information (i.e. see ToR, see University certification, etc.) 11
11. Documents Please upload now the application indicated at the corresponding site. Please make sure Please upload there the following application documents: Curriculum Vitae (CV): Please upload the pdf of your CV, including complete contact information, educational background, and professional experience (see also http://europass.cedefop.europa.eu/en/documents/curriculum-vitae for information on creating a CV) Letter of Motivation: Please upload the pdf of your letter of motivation, in which you describe your intention to pursue graduate studies in the field of your choice. 12. Further application documents regarding your qualification Possibility to upload further (mandatory or optional) documents, relevant for the presentation of your subject specific qualification (i.e. previous work and/or internship references). Example: Document: Please upload the pdf of the corresponding document. Name of document: Further document. Description: Short title/content of the document (not mandatory). 12
13. Online transmission of application You have completely filled in the online-application-form. Please review all data before transmitting the application online. If everything is correct, please SAVE your online application! By pressing the SAVE button your application will be transmitted to the Master Service Centre. Attention: Do not cancel your application by pressing the wrong button!! Your status of Application is now: applicationr received electronically Note, however, that after transmitting the online application, there are still some more steps to do. 13
14. Application form Application form for Master Application at the Friedrich Schiller University of Jena" By saving your online application it will be transmitted to the Master-Service-Centre. You will see the following site, with further information on what to do next: Please DOWNLOAD the application form, please SAFE the form "Application form for Master Application at the Friedrich Schiller University of Jena" on your computer, and please PRINT it. Example of the out print: Please note: Some information you entered in the system, will not be printed on the application form. So for example: if the applicant s University is a non-german Universities the fields "Name of University/College/Institution" and "Date of University entrance" under the heading "5. Previous Studies" remain blank on the application form. 14
15. Confirmation email (+further instruction) Immediately after transmitting the online-application, you will also get a confirmation email: Please read the information given in the email (see the standard email text below): Attention: Do not cancel your application by pressing the wrong button!! Only now your application will process further! 15
16. Final application step Please SIGN the printed Application form and SEND the SIGNED FORM BY CONVENTIONAL MAIL to the Master-Service-Centre. Do not send it by fax or email, since we need the originally signed form. See also information given in the confirmation email Application received (see above): 17. Please note: Some information you entered in the online system, will not be printed on the application form. So for example: if the applicant s University is a non-german Universities the fields "Name of University/College/Institution" and "Date of University entrance" under the heading "5. Previous Studies" remain blank on the application form. Please, sign here! Please note, only after the MSZ received the signed application form, your application will process further. As soon as we receive the signed application form by conventional mail, you will receive a confirmation email that your application form was received as well as further important information (see below). With this email you have the confirmation that your application will process further. And your status of Application is now: Application document received : After this, you have to wait, since we have to check the various applications received first formally, before we can forward them to the admission committee. Hence we kindly ask you to refrain from enquiries (telephone, in writing, by e-mail) pertaining to the current state of your status. You can check your status always by logging in our Master-Online-Application-System. For further information please see the next pont. 16
PART III: Status of your Application: 18. Checking the status of Your Application: You can get an up-to-date overview of the status of your application online, whenever you want. You have just to log in! Please refrain from enquiries (telephone, in writing, by e-mail) in regard of your application status! 18a. Status: Application received electronically Now you have to send the signed "Application form for Master Application at the Friedrich Schiller University of Jena" within the deadline. 18b. Status: Application document received The signed application form has reached the Master-Service-Centre. A confirmation email will be sent via the online-application-system. Now you have to wait! We will check if your applications is formally complying with the requirements (i.e. are all mandatory documents uploaded etc.). If there are documents missing (see explanation 17c), we will inform you by email via the onlineapplication-system. You have then the possibility to upload the missing document(s) into the onlinesystem. If you your application documents are complete, your application will be forwarded online to the admission committee (17d). 17
18c. Status: Missing Documents You will be informed by email if your application is incomplete, and hence documents missing. Please log in your application account: There you will find the masters programme s name with the information missing document. Further example: 18
18d. Status: Application handed over to committee Again: You have to wait, till the admission committee has come to a decision. Please refrain from enquiries (telephone, in writing, by e-mail) pertaining to when the admission committee will come to a decision! We cannot make any statements regarding this point! 18e. Admission or Rejection? Admission You will get a PDF of your admission letter along with the needed information regarding your enrolment. At the same time we will send the official admission letter as well the required enrolment information by regular post. For applicants coming from countries subject to visa requirements: Please, contact right away the German embassy in order to get an appointment to avoid long waiting times. Please read also the information on Applying for the correct Visa the DAAD has provided at his website. Rejection We have sent the rejection letter with the admission committee s reasoning for the rejection by regular post. 19