THE GUIDE FOR BASIC DOCUMENTS WHEN APPLYING FOR MOBILITY PROGRAMMES

UNIVERSITY OF SARAJEVO INTERNATIONAL RELATIONS OFFICE

Publisher: University of Sarajevo International Relations Office, © 2011 Obala Kulina bana 7/II Str., 71000 Sarajevo, Bosnia and Herzegovina With the support of King Baudouin Foundation Rue Brederodestraat 21 B-1000 Brussels, Belgium Editor-in-chief: Prof. dr. Faruk Čaklovica Editorial board: Jasna Bošnjović, Adnan Rahimić DTP: Adnan Rahimić Photographies: Internet Proofreading: Mirza Čerkez This material is prepared by International Relations Office at the University of Sarajevo and by the support of European Commission, ERASMUS MUNDUS Action 2 and King Baudouin Foundation. The information in this guide is presented for the personal and non-commercial use for students and staff members who participate in Erasmus Mundus Action 2 programme. No reproduction or republishing without the written consent of the editor is allowed. The editor would appreciate the notice "Information provided by the courtesy of the International Relations Office at the University of Sarajevo" being included with any reproduced or plagiarized work.

What Documents Are Needed? When applying online for scholarships, you will be asked for the various documents mentioned further below. Make sure there is an English translation (if not specified differently) provided so your file can be assessed. It is recommended that the translation is done by a court interpreter but it is not necessary. If the application is online, documents should be scanned and then uploaded, preferably as a PDF file. If however a document scan/copy consists of multiple images for each page, please upload them compressed into one zip file. Keep the originals of the scans/copies prepared and ready, so you can provide these whenever they are required later on, in the administrative procedure. The most commonly needed documents are:

o Motivation letter o Recommendation letters o Transcript of records o Learning Agreement o Language Certificate o CV resume (Europass format) o Student visa

1 Motivation letter The Motivation letter is probably the most important part of your application for a scholarship. Its aim is to represent you in the best possible way in order to convince the electoral commission to choose you for the scholarship/program. There is no standard form of its structure (like for CV) but some features are advisable:

o The motivation letter should not be longer than one page A4 format o It should be precise, synoptic, written in an understandable and logical way o It has to be personal, to show who you are, what you can and what you want

(mention the reason you are applying for that scholarship/program, how can you benefit from that scholarship/program but also how can you contribute to a certain program, how will you use the gained knowledge…); try to connect the goals of the institution whom you are sending this letter to with your goals

o Besides mentioning the professional qualifications that you possess and which are requested by the program you are applying for, you should represent yourself as a rational, optimistic and motivated person who is willing to learn and improve.

Clear writing is the result of clear thinking. The first and most important task is to decide what you want to say. This is a short essay. You must be highly selective. Consider carefully what you wish to impress upon the reader. Remember the nature of your audience. It is composed of people who are probably as intelligent as you are, well educated, and vastly experienced in this work. Do not try to fool or second guess your reader; you will seem silly

if you do. Do not write in a cute, coy, or gimmicky style: selection committees have heard it all already. Do show that you have thought deeply and broadly about what you have learned in your academic career and what you hope to learn next. Are your verbs strong and active? Have you removed unneeded qualifiers? Are you sure that each accomplishment and interest you mention supports one of your main ideas? Do not apologize. Do not misrepresent yourself. You are writing as an adult who wishes to join the community of scholars and other professionals. You must write as a peer and potential member of such a community. Correctness and style are vital. Neatness counts. Check and check again your spelling, the agreement of verbs and persons, syntax. Your thoroughness demonstrates that you have learned and mastered this art and that your future teachers and colleagues will not be troubled with sloppy thinking or writing. Ask several individuals whose judgment you respect to read and criticize a draft of your essay. Possible reviewers include faculty members, writing tutors, and friends who can assess how well your essay represents you." The main theme of the Letter of Motivation is your aim. You can mention what you study, how can it fit to a program you are applying for. Try to represent yourself as a unique person, exactly a kind of the electoral commission wants in a certain program/for the scholarship. Don’t forget that your letter of motivation will be one among hundreds, so take enough time to write it. You can write the first version, then after few days to write another one, compare them and write the best final version. You can use Internet to find some examples of motivation letters, read couple of them and then write something completely different! You need to stand above your competition; you need to be honest but also interesting in writing so that people who are reading your letter can feel a different vibe in compare with other applicants. Of course you will not always be successful but keep in mind the common phrase “He who dares, wins”! 2 Recommendation letters These letters are extremely important. Choose your recommenders carefully. Think of the letters as an integral part of a package that will present an accurate and complete picture of you and your qualifications. While maybe one letter of recommendation should be from an academic source, at least one should address your leadership abilities and commitment to the community if not advised otherwise

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First of all, the person who writes a recommendation for you should be someone who knows you relatively well. That doesn't mean that only long time associates qualify. It does mean that the recommender has had enough interaction with you to give a genuine assessment of your skills and achievements. Your letters of recommendations should come from teachers or academic advisors who are familiar not only with your academic abilities, but with your personal interests and background and how those relate to your ability to carry out the program of study you wish to pursue. If the teacher or academic advisor is familiar with your

extracurricular activities and leadership abilities, s/he should also incorporate that into the letter. The people you choose to write recommendations must have the ability to write well. These letters are very influential in your case for a scholarship and you need to be sure that your recommenders can translate their thoughts about you into writing. It may not always be possible to know how well people can write but, to the extent that you do know or can find out, try to select the best writers available to you. It is also very important that your recommenders can be relied upon to produce the necessary letters in the right timeframe. Again, there is no way to be sure on this point but it's sensible to avoid people who have the reputation of missing deadlines or being procrastinators. Sometimes, the Recommendation Letter should be written on special sheets in the application form. If it’s not the case, the recommendation letter should be printed on the memorandum of the university/institution/organization/company of the person who recommends you. Requesting a Letter of Recommendation First and foremost, please recognize that writing a letter of recommendation is not a simple task. You will be asking someone to work hard on a good letter that will represent you well. Approach your potential letter writers with a degree of humility and acknowledge upfront the commitment you are requesting and your appreciation for their help. How to ask for a letter of recommendation? Start early. Discuss your plans with your recommenders now, before the application is even available. Let them know what you would like to study and why you want to apply for the scholarship. These discussions can help you clarify your goals and plans as well. As soon as you have the application forms, schedule a meeting with your recommender. Give your recommender a written description of the scholarship and a copy of your personal statement and proposed academic program. You may also want to provide a copy of your transcript and an autobiography or resume highlighting activities and honors. You should also give your recommenders appropriately addressed envelopes with postage, if necessary. Give your letter writers as much lead time as possible, do not wait until the last minute. It is very likely that some of your letter writers have been asked to provide recommendations for others as well. Asking and providing materials early gives you the best chance of getting your recommendation letter on time. Plus, if your letter writer subscribes to the "first in-first out" inventory system, you may get your letter even more quickly. Check in with your letter writer at some point in the process to be sure he or she has everything needed. This check is both a supportive touch and also allows you to politely jog the writer's memory and be sure your letter is in the works. Be sure to ask that the writer use official letterhead if possible.

What if the letter does not address all of the necessary topics? This is tricky. If you know the letter writer well, you may be able to approach them, point out the problem and ask them to add some content on that topic. If you are uncomfortable with asking for a revision, you need to seriously think about whether or not the letter is usable. Your decision may depend upon whether or not you have alternative letter writers that you can ask and how much time is left before the application needs to be submitted. In a pinch, send the letter. It would be far worse to fail to submit the correct number of recommendation letters. What if there is some other problem with the letter? The support is lukewarm or the letter is not well written. Weigh the facts. If the letter is not supportive of you, look for another writer. If the contents won't win a Pulitzer Prize but the message of your worthiness for the scholarship comes across, it's probably okay. Writing the Recommendation letter by yourself In some situations the person you ask to write a recommendation letter for you, won’t have enough time to do it, so he/she will suggest you to write the recommendation letter by yourself and he/she will just sign it (in order to avoid uncomfortable situation - never suggest this solution!). In this situation pay attention to following:

o Be precise about the name, title and position of the person who recommends you. Also don’t forget to put his/her contact information in case the program/scholarship donors want to contact him/her;

o Mention how long does that person know you, what kind of cooperation did you have (student-professor, working on the same project…);

o The letter should give information about your knowledge, capabilities, activities, working habits, personal characteristics;

o The last paragraph should contain the conviction that you are the right person for the scholarship/program you’re applying;

o Don’t forget to put the date; o Use standard fonts (Ariel or Times New Roman) with a 10-12 font size; o Show the recommendation letter to the person in whose name you have written it,

so he/she has an opportunity to read it. For Academic staff For some programs, for mobility of academic staff, there is a need for a recommendation letter from the contact person at the host university signed and stamped (something as an invitation letter). In this case contact person should explain the importance of this mobility and how this mobility will improve any aspect of education on home or host university. 3 Transcripts of Records Many institutions produce a transcript of records for each student at the end of each semester or year. This is an important document for the student and institution. It ensures

that students have an accurate and up-to-date record of their progress, the educational components they have taken, the number of ECTS credits they have achieved and the grades they have been awarded. The Transcript of Records is such a certification, in an agreed format. It is an important formal document, providing evidence of progress and recognition. For mobile students, the home institution firstly issues the Transcript of Records and sends it to the host institution for each outgoing student before departure, to provide information about the educational components already completed their level and the results obtained. Subsequently, the host institution issues another Transcript of Records for each incoming student and sends it to the home institution at the end of their period of study, in order to formally certify the work completed, the credits awarded, and the local grades received during the mobility period. Since the Transcript is a vital document for recording the progress of all students and for recognizing learning achievements, it is crucial to determine who is responsible for producing it, how it is issued and how it is delivered. Institutions may choose to adapt the standard form (adding their logo and other specific information), but they should ascertain that it contains all the elements and that, as far as possible, the sequence is requested. 4 Learning Agreement Learning Agreement contain the list of course units or modules or other educational components the student is planning to take at the other institution, together with the code numbers and the ECTS credits allocated to the components. An ECTS Learning Agreement is drawn up for a semester or a year of study and must be signed by the home institution, the host institution and the student. Those signing on behalf of the two institutions must be in a formal position of authority which allows them to commit the institutions. For the host institution, the commitment is to register the incoming student in the planned course units/modules and to provide the required learning activities; for the home institution, it is to grant recognition of the credits gained at the other institution. A student should not be asked to negotiate academic recognition with individual academic staff members. The Learning Agreement, together with the Transcript of Records, is designed to guarantee full recognition of the program of study undertaken in the host institution. A program of study may need to be modified after the arrival of the mobile student. In such cases, the Learning Agreement should be amended as soon as possible and endorsed by the three parties: the home institution, the host institution and the student. Only in this way can the recognition of the period of study continue to be fully guaranteed. A model of the standard Learning Agreement can be found on the Internet. Institutions may choose to adapt the standard form (adding their logo and other specific information), but

they should ascertain that it contains all the elements and that, as far as possible, the sequence is requested. 5 Language Certificate For majority of scholarships you will be asked to provide some proof of your knowledge of some foreign language on which lectures are organize. Usually it is English but it can often be German, French, Spanish or Italian. Sometimes you can use transcript of records to verify your knowledge of English if you have studied it on your faculty, but for majority of scholarships (especially the good ones) you will need to have an official language certificate. Bellow you can see some of the most common international certificates. English IELTS - International English Language Testing System IELTS is available in two test formats: Academic or General Training. All candidates take the same Listening and Speaking modules but different Reading and Writing modules. Listening, Reading and Writing must be completed in one day. Depending on your test centre, the Speaking test may be offered on the same day or up to a week before or after the other parts. The Academic format is for those who want to study or train in an English-speaking university or Institutions of Higher and Further Education. Admission to undergraduate and postgraduate courses is based on the results of the Academic test. IELTS uses a 9-band scoring system to measure and report test scores in a consistent manner. You receive individual band scores for Listening, Reading, Writing and Speaking and an Overall Band Score on a band scale from one to nine. There is no pass or fail in IELTS. Scores are graded on the 9-band system. Each educational institution or organization sets its own level of IELTS scores to meet its individual requirements. To find out more, search the IELTS Global Recognition System (at www.ielts.org) for specific organizations and scores and for upcoming dates for your country. The TOEFL® Test - Test of English as a Foreign Language™ If you are planning to study abroad, the TOEFL test is the one test that can take you anywhere. In fact, more institutions accept TOEFL test scores than any other test scores in the world — more than 7,000 colleges, universities and licensing agencies in more than 130 countries, to be exact. See University Directory (PDF) (at www.toefl.org) The TOEFL Paper-based Test (PBT) has 3 sections (Listening Comprehension, Structure and Written Expression and Reading Comprehension) plus a 30-minute writing test, the TWE® (Test of Written English™), which is required of everyone who takes the paper-based test.

Listening Comprehension 30-40 minutes 50 questions Structure and Written Expression 25 minutes 40 questions Reading Comprehension 55 minutes 50 questions Writing (Test of Written English) 30 minutes 1 topic The TOEFL Internet-based Test (iBT)

Section Description Testing Time Questions Score Scale

Reading 3-5 passages from academic texts;

approximately 700 words long; 12-14 questions per passage.

60-100 minutes 36-70 questions 0-30

Listening

4-6 lectures, some with classroom discussion; each 3-5 minutes long; 6

questions each. 2-3 conversations; each 3 minutes long; 5 questions each.

60-90 minutes 34-51 questions 0-30

Break - 10 minutes - -

Speaking 2 tasks to express an opinion on a familiar

topic; 4 tasks to speak based on what is read and listened to.

20 minutes 6 tasks 0-4 points converted to 0-30 score scale

Writing 1 task to write based on what is read and

listened to; 1 task to support an opinion on a topic.

50 minutes 2 tasks 0-5 points converted to 0-30 score scale

Total score - - - 0-120

You can also review sample test questions (at www.toefl.com) to become more familiar with how the TOEFL iBT is structured and formatted and what type of content it contains. Cambridge ESOL exams Cambridge ESOL (English for Speakers of Other Languages) is the part of the University of Cambridge that provides qualifications for learners of English. The exams are well known for their high quality assessment of real English, as used in everyday work, study and leisure situations. First Certificate in English (FCE) is an exam for people who can use everyday written and spoken English at an upper-intermediate level. It is an ideal exam for people who want to use English for work or study purposes. Certificate in Advanced English (CAE) is an exam for advanced users of English. This exam is aimed at people who can use written and spoken English for most professional and social purposes. It is widely recognized for work or study purposes. Certificate of Proficiency in English (CPE) is Cambridge ESOL's most advanced exam. It is aimed at people who use English for professional or study purposes. You can take Cambridge ESOL exams at authorized centers all over the world. There are over 2000 centers in 130 countries. You can find the centers in your country at www.cambridgeesol.org! When you have found a centre, they will be able to give you more detailed administrative information about your chosen exam, such as dates and costs. They will also be able to help you if there are any special circumstances, for example if you have a disability.

French TEF (test d'évaluation du français) is a test of French language knowledge and it is the only certificate recognized at the same time by French education ministry, federal government of Canada and by companies. TCF (test de connaissance du français) is a test of French language knowledge and is valid for two years. Inside the TCF program there is a special program for Quebec and it is called TUF Quebec. DELF/DALF - DELF (Diplôme d'études en langue française) and DALF (Diplôme approfondi en langue française) are official diplomas of the French Ministry of Education. They enable those who are learning French to make their knowledge of the language official. DELF/DALF is the most useful because it does not have limit of validity and most of people are passing this DELF/DALF, which is also less expensive than TCF/TEF. More at www.ciep.fr Spanish DELE - Diploma de Español como Lengua Extranjera You can take the DELE test or preparatory courses at any Cervantes Institute in the World. The price depends on the language level and the country where the exam is being taken. DELE diploma is an official document of international character issued by Cervantes Institute in the name of Spanish Ministry of Education, Social Policy and Sport. There are different levels - A1, B1 (beginner), B2 (intermediate), C2 (advanced) If you wish to check your knowledge of Spanish go to http://ave.cervantes.es/#prueba For materials needed to prepare for the test go to http://diplomas.cervantes.es/candidatos/recursos.jsp For any additional information go to www.cervantes.es German TestDaF Anyone who wants to study at a German university in German Language must demonstrate sufficient language skills. This proof can be provided by the TestDaF. In general, sufficient TestDaf level for admission is 4. The TestDaF is offered in more than 80 countries in officially

authorized test centers. More at www.testdaf.de! Candidates can take the examination in their home country. The test results are mapped in all four parts (reading, listening, writing and oral expression) of an examination of three levels:

o TestDaF Level 3 (TDN 3) o TestDaF Level 4 (TDN 4) o TestDaF-Level 5 (TDN 5)

Anyone who is just beginning to learn the language, should first postpone the enrollment for a while, and improve his knowledge of German. For more information about the necessary language skills check out the TestDaf placement test at www.testdaf.de. How to prepare? Take a course To increase your language skills to a level suitable for academic study, you are strongly advised to undertake an intensive course at an official language school. Depending on your starting level, this may be for 3-12 months part-time or 1-3 months full-time. Choose a language school which offers courses leading to a specific (and recognized!) qualification. If there are no suitable language schools in your area, you might consider following an online course. If you search internet, you can find hundreds of options. Again, look for an organization which offers courses leading to real qualifications, and check if the organization providing the online courses is accredited by independent, external standard-setting agencies, for example: ITTA (International TESOL accrediting authority) or IADL (International Association of Distance Learning). Another way to quickly improve your English is to attend a residential school in an English-speaking country. Check this website for some options: http://www.englishuk.com. You can live with a British family during your studies, which gives extra opportunity to practice and accelerates your learning even more. Practice and Prepare For Tests In addition to language-school courses, many books and CDs are available for self-study and to practice for tests. If these are difficult to find in your country, you can order them from an internet bookstore. Also, don’t forget that the publishers of English course books often provide extra support and resources on their websites which are linked to specific books, offering online practice materials, exercises, etc.

6 Student Visa? What is a visa? Visa is an endorsement made in a passport that allows the holder to enter a specific country and stay there for a certain period of time. Countries that do not belong to the European Economic Area (EEA) have to obtain a ‘Schengen Visa’ to enter EEA Countries. The countries that have signed the Schengen Visa Scheme are: Austria, Belgium, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Lithuania, Luxembourg, Malta, The Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden and Switzerland. A Schengen visa issued by any of the Schengen countries is relevant to all Schengen countries and gives entitlement to travel in all Schengen countries. What type of Schengen visa should I apply for? The types of visas are based on the purpose of travel or stay: There are four types of visas: Type A: It is an airport transit visa; it allows you to pass through the international transit area of airports with no access to the Schengen space. Type B: It is a transit visa; this visa allows you to pass through Schengen area on your way to non-Schengen country, it can be valid for up to 5 days Type C: It is a short stay visa; this visa allows you to travel freely within the Schengen countries up to a maximum of 90 days in any six month period. From 2010 Serbia is on a White Schengen list which means that their citizens, with Serbian nationality and new biometric passports, by default have type C Schengen visa. Type D: It is a long stay or a national visa; it allows you to stay more than three months, for purpose of studying, working, retire, etc. Schengen participating states, in accordance with their own national legislation, can issue this type of visa to travellers allowing transit from a non-Schengen nation to their country within five days of issuance. The traveller may travel to other Schengen nations only after obtaining a residence permit after arrival in the initial destination country (or obtaining a different visa). Student Visa Students that travel to Schengen countries for study related purpose have to apply for a long term/type D visa. Students from EU and other countries do not need visas for Bosnia and Herzegovina, however we recommend to check your country’s embassy or your Ministries for foreign affaires whether you need visa for Bosnia and Herzegovina. Once the

candidates have received an official confirmation that they have been accepted, they should obtain a visa in their home countries via the embassies of their host country. It is very important to start the visa procedure on time. Therefore, we would strongly suggest you to contact the embassy of your host country as soon as you get confirmation that you have been accepted. You will receive an invitation letter from your host university which will make your visa application process easier. In some situations the embassies will receive a list from your host university so they will be informed that you will come. For a student visa you will in general need the following documents:

o A passport, valid for at least one more year o Two visa application forms and two recent passport size pictures o An invitation letter o A certificate of good conduct (or the local equivalent of this document) if you are

over 21 dating from no more than six months prior to the date of application and covering the previous five years.

o A pledge of financial support for students, this will be indicated in the invitation letter o A travel/health insurance o A travel ticket o Some embassies, e.g. Belgium, require a medical certificate obtained from the doctor

designated by their embassy or consulate (see list on the website the embassy) All of the documents you provide must be original. If you wish to study abroad for longer than three months you will have to obtain a residence permit, the instructions for this will be provided after your arrival by the host university. Before you start with the application process make sure that you have all required documents. Many embassies have online portal where you can find blank application form and details of the application process. You will have to book an appointment, you should be able to do this calling a phone number, and then you go to the embassy/consulate of your destination Schengen state with all of the appropriate documents and a completed application. Make your application well in advance. Only complete application files will be examined. Visa fees You will have to pay a fee in order to cover the administrative costs, prices are determined by embassies and are same for all Schengen countries, but there are some exceptions to the rule. In some cases you will get the refund for your visa application related costs, this depend on scholarship you are applying for. Note: if your visa is refused, the fee will not be refunded. Also, the payment of the fee does not give you any guarantee nor right that the visa will be granted.

FAQ About Visa Where to apply for a Schengen Visa? You need to apply at the embassy/consulate of particular country, usually at the embassy/consulate of your main destination. If you are visiting several countries you will need to apply at the embassy of the country you are spending the most time in or of the country you will enter first. How long will my application take? It depends on the embassy you submit your application. In some cases the visa application procedure may take a long time so you should submit your application as early as possible. Visas can take anywhere from one day to ten weeks to obtain. Do I need a Schengen visa? Unless you are a resident of one of the Schengen countries you need a Schengen visa. Do I have to make an appointment? Yes, you will need an appointment before going to the embassy. It should be made via the telephone. Is it compulsory that one applies in person? Yes, everyone has to apply in person, not by email, fax or similar. If I have received visas in the past, do I have to submit a full set of documents when applying for a new visa for another trip? Yes, you have to submit all the necessary documents again and the documents have to be the recent one. What is a visa invitation or confirmation? Visa invitations/confirmations are documents, often directly approved by the Foreign Ministry of the country to be visited, that authorizes a particular traveler to visit that country. They typically state the dates and cities you are visiting, the name of a hosting organization, as well as an "official" reference number and seal of approval. Can I travel out of the Schengen area and back in again with my visa? If you have a single entry visa you cannot travel between the Schengen and non-Schengen countries. Once you are outside of Schengen zone you can not return again.

If the visa is valid for multiple entries, it allows you to travel freely within the Schengen countries. Note: B&H’s citizens with new biometric passports by default have type C Schengen visa which allows multiple entries within 90 days. What should I do if my passport and visa get lost or stolen? You must report the theft or loss to the police, who will draw up a statement. You should then apply to your country's embassy for a new passport. Useful tips Keep a copy of your application form and any document you send with it. Process time can vary, be sure to apply well in advance. Do not engage the consular officer in an argument, be friendly and courteous. Try to organize your documents neatly and logically. How to "Read" Schengen Visas 1. Valid For - Indicates the countries for which the visa is valid. May list only one country or "Etats Schengen" which indicates the visa is valid for all Schengen countries. 2. From - Indicates the date on which the visa becomes valid. To the right is the date on which the visa is no longer valid. 3. Number of Entries - Indicates how many times the visa holder may enter the Schengen area. 4. Issued In - Indicates where the visa was issued. 5. On - The date on which the visa was issued. 6. Type of Visa - Indicates the visa type. 7. Names - Indicates the name of the applicant.