Submitting an application for extension

Transcription

1 Submitting an application for extension Requirements You should have already submitted at least one application for personal funding via the Portal. Extensions are valid in your funding programme. Procedure 1. Start by clicking on "Application and funding overview" in the "Personal funding" tab. 2. If you have already submitted several applications, first select the funding programme that is currently funding you and for which you wish to apply for an extension. If you have already applied for extension, select your current extension. The selected application will then be shown in brown/orange. 3. To navigate to the extension area in the portal click on the triangle before "Extension" in the navigation menu on the left. This will expand all your extension options. Page 1 / 11

2 If you want to apply for an extension for an In-Country/Third-Country Programme your extension options will differ slightly as you will not have the option Cover sheet Extension. In an In-Country/Third-Country Programme you do not need to send a Cover sheet to the DAAD by post. The procedure to apply for an extension inside the DAAD Portal however is the same. Please check the document Instructions Extension (SPDL) which includes the mandatory documents you have to upload as attachments additionally to the Questionnaire Extension (SPDL). 4. In the extension area you will find the option to "Application Extension" to actually send your application via the DAAD Portal. Additionally there are three documents offered for download. "Instructions Extension" "Questionnaire Extension" "Cover sheet Extension" To apply for an extension it is necessary to download and fill out the forms "Questionnaire Extension" and "Cover sheet Extension". The Microsoft Word form "Questionnaire Extension" has to be downloaded, filled out and saved as a pdf file. This file has to be included as an attachment during the application process via DAAD Portal. The Word file "Cover sheet Extension" has to be downloaded, filled out and printed to be included with those documents which additionally have to be mailed by post to the DAAD. In the pdf file "Instructions Extension" the process of the application for an extension is outlined including the description of all the necessary attachments. 5. To download each of these documents click on the respective selection, for example on "Instructions Extension". Page 2 / 11

3 6. To start the actual download, click on the link (in our example Download Instructions Extension ) provided in the popup window. 7. After you have downloaded, reviewed or filled in and transformed into pdf all necessary documents mentioned in step 4, you may start the extension application process by clicking on Application Extension. 8. Hereby you will leave the "Application and funding overview" to get to the section "Extension request for individual funding". Page 3 / 11

4 In this section you first will have to confirm the settings preselected based on your earlier selection of the funding programme in the Application and funding overview. To confirm click on "Continue" in the upper left-hand corner. The next step of the application process is filling in the application form for your extension. In the DAAD Portal this is divided into three main steps: Step 1: Download the form to your computer and fill in the required information Step 2: Upload the form Step 3: The system will check your form automatically You can navigate from step to step by clicking on or. The current step ready for interaction will be shown with a white background. In the screenshot below the active step is 1 (Download form). Step 2 and 3 are not ready for interaction. Page 4 / 11

5 9. Click on the "Click here" link in step 1 (Download form) to download the application form for your extension to your computer. After you have downloaded the application form, you can fill it in and save it on your computer. To fill it in there is no need to be logged in the portal. 10. In step 2 (Upload form) you can select the completed form on your computer using the "Browse " button in the portal and the "Open" button of your computer's file manager. Page 5 / 11

6 11. To upload the selected file, click on "Upload". The uploaded form is now checked automatically to ensure that it is complete. Any problems or errors diagnosed are listed and the number of the question in the form is given as well to locate the problem. In the example displayed below mandatory fields in question 1 have not been filled in. Page 6 / 11

7 If the form check lists any problems or errors, please make sure that you download the current form via the link "Download current application form". Do not use the version of the file already saved to your computer. Please correct any errors in the current form and use the "Save as" function to save the new, corrected document in a location of your choice. This ensures you are able to upload the most recent version to the portal. 12. To upload the corrected form, click on This will take you back to step If your corrections are successful, this will be displayed at step 3. Clicking on "Continue" will then take you to the "Add Attachments" section, the third part of the application for extension process. In the "Add Attachments" section, you can add the required attachments to your extension request. Page 7 / 11

8 To ensure that we can process these attachments in our digital files, please upload them in PDF format only. Any other file format will need to be converted beforehand. Please note that changing the end of the file name (e.g. from "doc" to "pdf") is not a viable way of converting files in this case. Current versions of most Office suites offer a "Save/Export as PDF" function. Additionally, there are several freeware programs which can be used to convert Word documents to PDF. Please also make sure that the PDF files you upload are NOT encrypted and do NOT have any commenting restrictions on them. It is also advisable to check documents which you have already received in PDF format. These PDFs cannot be processed in our system, so we would have to ask for the document to be resubmitted. 14. To add attachments, first choose the type of attachment from the dropdown menu. To expand the menu click on the down-pointing triangle on the right. Page 8 / 11

9 15. Click on "Browse " to find and select the pdf file on your system. After that, enter a unique, specific name, under which the attachment will be filed and click "Add Document". There is a restriction of the number of files to be uploaded and the file size itself. Those numbers may vary per attachment type. For each selected attachment type those values are displayed below the attachment type selection menu. In the example screenshot below it's 5 documents each with a maximum file size of 5MB. In the upper left corner you will see a confirmation that your attachment has been added to your application. The uploaded attachment now appears in the list of added documents. Furthermore a progress bar shows how many kilobytes have been uploaded and if the maximum size of all added documents has been hit. Page 9 / 11

10 16. After you have uploaded your required attachments, click on "Continue" in the navigation menu in the top left. This will take you to an overview of your application process so far. Page 10 / 11

11 Here you can access your application form and the uploaded attachments before you actually submit it to the DAAD. If you wish, you can edit your entries to the form or upload further attachments. 17. You can now submit the application via the button "Send Documents". 18. You will now view a text confirming that your application for an extension has been submitted successfully. 19. A few minutes after sending your application for extension, you will be able to view a message of conformation in the "Application and funding overview". Additionally an will inform you that you've received a new message in the portal. 20. In the messaging area located below the applications you will find the confirmation of your submitted application including the filled in form and all uploaded attachments. If you have already submitted more than one application, you will first need to select the correct one to view your messages. Page 11 / 11

12 21. To open the message, please click the black triangle in front of it. Page 12 / 11