Erasmus Mundus Action 2 / JoinEU-SEE>PENTA – APPLICATION MANUAL for STUDENTS 1

ONLINE APPLICATION MANUAL for STUDENTS This manual will help you with your JoinEU-SEE>PENTA application. By reading through the manual you will get an overview of the different sections you need to complete in the online application form. In order to create an online application account, you need to click the “Apply now!” button at www.joineuseepenta.eu.

When you click “Apply now!” you will be redirected to the online application tool, where you need to click “Apply now” again.

Erasmus Mundus Action 2 / JoinEU-SEE>PENTA – APPLICATION MANUAL for STUDENTS 2

A window will open where you are asked to introduce your data for the creation of an online application

account:

You have to read through and accept the terms of service before clicking the „Register“ button.

After you clicked the “Register” button, you will see the following notification:

Check your e-mail account for the email sent to you by the online application system. Read through the

information provided in the email. It contains the access data for your application account as well as a link

you need to click to activate the account.

You cannot log into your account before you’ve activated it by clicking on the activation link in the

email.

IMPORTANT: You cannot use the same e-mail address for two

or more accounts. Therefore, if you already applied at one of

the previous JoinEU-SEE calls, make sure to now use a different

e-mail address from the one you used previously. Using the

same e-mail address will lead to log-in problems.

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When you click on the activation link in the e-mail, you will be directed to the following window:

Click on the highlighted sentence in order to proceed with your application. In order to log in, please

introduce your email account and the password provided in the registration email. Then click “login”.

Activation link &

access data

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Once you’ve logged in, you will be directed to your account:

On the left side in your account, you can see all the different sections you have to complete in order to

submit your application. The sections are divided in STEP 1 and STEP 2:

Email Password

Main Data

Profile Language Skills

Application Documents

Priority 1, incl. motivation statement

View & Submit Your Application

Please note that you need to click on the “Finish Data Entry” button in order to complete STEP 1. It is

not possible to proceed to STEP 2 without having completed step 1. You have completed step 1 if all

marked sections have turned into marked ones. Once you have clicked on the “Finish Data Entry” button,

you will no longer be able to change any data introduced within STEP 1. Therefore, make sure to carefully

check the information you inserted in STEP 1, before proceeding to STEP 2.

STEP 1

STEP 2

STEP 1

STEP 2

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In STEP 2 you will have to upload your application documents and indicate the host university of your

choice.

Before you start with STEP 1, you are advised to change your password by clicking on “Password” on the left side.

MAIN DATA Click on Main Data (left menu) and complete all mandatory fields. Then click the “Save” button. Don’t forget to upload a picture (only .jpg format). As soon as you have saved your data entry, the will turn into . You can then proceed to the second section in STEP 1, Profile.

Erasmus Mundus Action 2 / JoinEU-SEE>PENTA – APPLICATION MANUAL for STUDENTS 6

PROFILE

Click the “Save” button once you’ve filled in all information. As soon as you have saved your data entry, the

will turn into .

Indicate at which level you are currently

studying or – if you are not currently

enrolled at a university – what the last

level of study is that you completed.

Only for applicants with a

Western Balkan nationality;

EU nationals don’t have to

answer this question.

More information on the

project website More information on the

project website

More information on the

project website

Drop-down for EU nationals

Drop-down for Western

Balkan nationals

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If you are applying for an undergraduate or master exchange, then you will be able to apply for two host universities. If you apply for a level of mobility other than undergraduate or master exchange, you can choose only one host university. If you choose undergraduate or master exchange in “level of mobility you apply for”, an extra drop-down will pop up where you can indicate whether you want to apply for one or two host universities.

Depending on your choice, STEP 2 of the application will offer you either one or two masks for choosing host universities. Once you completed the Profile section by clicking “Save” you can proceed to the section Language Skills.

LANGUAGE SKILLS

Erasmus Mundus Action 2 / JoinEU-SEE>PENTA – APPLICATION MANUAL for STUDENTS 8

After finishing the Language Skills section (by clicking on the “Save” button), you have completed STEP 1. In

order to proceed to STEP 2, you need to click on the “Finish Data Entry” button which you will find in the

center of the page which opens after saving the Language Skills section.

Before leaving STEP 1, you will be asked if you are sure you want to continue.

After closing STEP 1, you will no longer be able to make any changes in the sections Main Data, Profile

and Language Skills. When you are sure you are ready to proceed to STEP 2 of the application, click OK.

Erasmus Mundus Action 2 / JoinEU-SEE>PENTA – APPLICATION MANUAL for STUDENTS 9

APPLICATION DOCUMENTS After you have clicked the “Finish Data Entry” button in STEP 1, you will be redirected to the first section of

STEP 2 – Application Documents.

After clicking on “Upload new document” you will see the following window:

Please select the type of document, i.e. CV, passport, etc., you are going to upload and select the file. Note that you can only upload pdf documents.

In order to start with the

upload of the documents,

please click on „Upload new

document”.

Don’t forget to upload official

English translations of your

documents which are not in

English or the language of the

host country.

If you indicated in the Profile

section of STEP 1 that you belong to

a disadvantaged group, don’t forget

to upload a document confirming

this. Choose “Other Document” for

type when you upload the

document.

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You will see that the word “REQUIRED” has changed to “OK” and that the uploaded document appears in the table below. Continue to upload all the other documents by clicking on “Upload new document” and proceed as described before. The documents you have to upload vary according to the mobility you apply for (see http://www.joineuseepenta.eu/how-to-apply/documents-to-be-uploaded/).

When you have uploaded all documents,

click on „Continue to Application“. This

will take you to the section where you

can choose the host university/ies.

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CHOICE OF HOST UNIVERSITY, incl. MOTIVATION LETTER Applicants for an undergraduate or master exchange mobility who opted for one or two host universities in the profile section of STEP 1, now have to fill information for two host universities – priority 1 and 2 each including a motivation statement.

All other applicants can choose only one host university.

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After introducing the data and writing the motivation statement, click the “Save” button.

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Undergraduate and master exchange applicants must complete the Priority 2 section if they chose to apply for two host universities. Priority 2 has the exact same set-up as priority 1, including the motivation statement.

After clicking the “Save” button, you will be directed to this page:

Once you have completed STEP 1 and STEP 2, which means all have turned into you can click on “Finish Application” in order to submit your application. You have to submit your application before February 1, 2014 at 23.59h. No applications will be possible after that date!

When you click the “Finish Application” button, you will be asked if you are sure you want to continue to the next step, the submission of your application.

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Once you are sure you are ready submit the application, click “OK”.

Please note that once your application is closed, you will not have access any more to your

application, which means no more changes will be possible.

Your application status will change to “application sent” and you will receive a notification by e-mail.

Confirmation e-mail sent to you by the application system. Receiving the e-mail means that the submission of your application was successful.

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Should you experience any technical difficulties, please contact joineusee@uni-graz.at.

Applicants will be notified of the selection results by the end of May 2014 at the latest.

GOOD LUCK WITH YOUR APPLICATION!