Manual for the on-line Registration and Application procedure for exchange students coming to University College Maastricht

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1 Manual for the on-line Registration and Application procedure for exchange students coming to University College Maastricht Application deadlines: 1 May for students starting in Fall (late August) 1 November for students starting in Spring (late January) Now that you have been nominated by your home university you can start your application for exchange at UCM. Before anything else you first need to register at Maastricht University (UM). After completion of the initial registration form, you will receive an containing your user ID number and password which you need in order to complete your application at UCM. Please note that your user ID number and Password will be blocked if you do not complete the application form within 7 days after the registration. If you have any questions concerning your registration and application at Maastricht University, please contact the International Relations Office via ucm-international@maastrichtuniversity.nl. Always mention your Maastricht University user ID number (starts with i60*****) in your s to us. If you want to change any information on your application form, please do not complete a new form and certainly do not withdraw your application but inform us about the change via ucm-international@maastrichtuniversity.nl and we will process the change in our system. For registration at Maastricht University please go to: Please make sure you completely enter your personal information (name and surname) correctly and as stated in your passport since this information will be shown on your student card and on your grade transcript! It also will be used to process your visa application (if applicable) In addition, don t use all capitals, but follow the example below: Initials = First letters of your first names (without any dots or spaces between the letters) Official first names = Identical to how your first names are printed in your passport Last name = Family name/surname Name (preferred first name) = Name you like to used EXAMPLE: Elizabeth Johanna Maria Edwards Initials = EJM Official first names = Elizabeth Johanna Maria Last name = Edwards Name (preferred first name) = Liz Please note that all fields with an asterisk (*) are compulsory! When you have completed all fields click on Submit Request process is completed successfully you will receive the following message: in the left corner of the page. If the 1

2 By clicking on Exit you will close this screen. Within 8 hours, you will receive an send to the address you just entered on the registration form (so make sure you enter a correct address!). This will contain your user ID number and password and a link to the My UM portal. Please follow the instructions in the in order to enter the application form. In case you do not receive any , check your SPAM-box as well as it might end up there. Application The application consists out of 6 steps: 1. Faculty/ Program Selection 2. Personal Data 3. Address Data 4. Communication/Additional Data 5. Review 6. Upload documents Make sure you fulfil all steps! Please go to the My UM Portal via this link: Logon with your user ID number (do not forget to put the "i" in front of your ID number and password: Click on Admissions Next choose "Admission Start" to go to the online application form. 2

3 Please click on New Application to enter Step 1 of the application. Please note that all fields with an asterisk (*) are compulsory! Step 1: Faculty/Program Selection Before entering any data, please read the instructions below this print screen. You should enter the following data: Faculty: *University College Maastricht Program of study: (Please make sure to choose the right program) *UCM: Exchange Program *UCM: Double Degree Program (if you are a Freiburg student joining the DD program) *UCM: Contract Program (if you are coming as a fee paying contract student) You have to fill out the Start and End date of your exchange period based on the semester you are coming to UCM. For Spring semester 2014/2015 you will use the following dates: Start: End: If you will attend course periods 4 and 5 only if you will attend course periods 4, 5 and 6 (including the project period). 3

4 Move on to Step 2 Personal Data or click on Step 2: Personal Data In this step you have to enter your passport or European ID card number. Again, only use capitals where it is applicable. If you have a double nationality, enter the one you will be using to travel to the Netherlands. If one of them is non-eu and the other is EU, we strongly recommend using the EU passport or identity card because of entry visa and/or residence permit issues and costs. Move on to Step 3 Address Data" or click on 4

5 Step 3: Address Data Move on to Step 4 Communication/Additional Data or click on Step 4: Communication/Additional Data Once you have finished this step, move on to Step 5 "Review or click on 5

6 Step 5: Review Review your program selection and if correct, submit your online application by clicking on the button Submit Application on top of the screen. Once submitted, you will receive the following message: After completing all abovementioned steps and submitting your application, you can upload the supporting documents. Supporting Document Requirements Passport Copy Make sure that the passport number, your name, date of birth and place of birth are clearly visible on the copy, as well as the period for which the passport is valid. All pages in your passport that hold any information (stamps, signatures, visa, and so on), should be copied and uploaded, as one single PDF file. Your passport must be valid until at least one month after the end of your registration period at Maastricht University, UCM. If your passport is about to expire get it extended as soon as possible. If it was already extended we also need a copy of the page that mentions the extension. Copies of an expired passport are not accepted. If you do not yet have a valid passport, you need to upload a copy of your birth certificate and request a new passport immediately. Your passport is required for visa/residence permit application and therefore a crucial document! If you do not have a valid passport at the time of application, please let us know via ucm-international@maastrichtuniversity.nl. EU citizens suffice by uploading a copy of their Identity (ID) Card. Double Nationality: If you indicated that you have a double nationality you need to submit only one passport or identity card if you are travelling on your European nationality. You will be registered as national of the country that issued that particular passport/identity card. Remember that EU citizens do not require entry visa or residence permits to study in the Netherlands. Passport Picture We will use your picture for your file and for your university identity/student card. Check below for our specifications carefully: Format; JPEG/.JPG Size; 40 x 30 mm Resolution; min. 150dpi Colour modus; RGB If your picture file does not fulfil above specifications, your application will be delayed. We cannot approve your application without a proper passport picture Latest academic transcript Upload your latest academic/grade transcript from current study, in English and certified by your home university. The transcript should clearly mention the name of courses, the grade you obtained for each courses and the obtained credits per course. If you desire a certain 6

7 course at UCM with specific prerequisites that are not noted on your latest transcript or work in progress list. Do upload a copy of the transcript that will serve as proof of proper prerequisites so you will be approved to attend that course. Important note: Without these required supporting documents a delay in your student exchange application will occur! Step 6. Upload Documents Click on Go to Upload to continue. Please make sure that you have a digital copy (on your computer) of all required documents at hand to finish your application. The required documents are: Passport photo (check specifications above) Copy all passport pages; ID page including all pages that contain immigration stamps due to traveling abroad and if applicable visa info (for EU citizens a copy of the national identity card is sufficient). o Your passport must be valid until at least one month after the end of your registration period at Maastricht University Latest academic transcript from current study, in English and certified o And other transcripts as proof of prerequisites if applicable Proof of English proficiency - TOEFL (Not required if native English or Home University teaches full degree in English) First select the type of supporting document you want to upload from the list: Then click on "Browse" to find the file on your computer and select this file. Click on the "Upload" button to submit the file. Important note: For the final document (TOEFL test p.e.) in the list above select the type other. Make sure that the FILENAME clearly indicates which document it is. When a document is uploaded successfully it will show up in: Overview uploaded documents Congratulations! Your application at Maastricht University, University College Maastricht, is now completed! Our International Relations Office will start processing your application now and will be in touch on a need to basis. Keep a close eye on the inbox of the address provided (also your spam folder) in the upcoming months in order to answer any questions we (or our visa office) might have. In addition any other information including s in regards to your course selection will be send to this address. We are looking forward to meeting you next semester! 7