Applying to a Programme

Overview

Learners who have discovered a Learning Opportunity they are interested in can apply once the application phase for that programme has started. If nominated, they will subsequently receive an admission offer, which they must respond to within the platform. This section explains the full journey — from starting an application through to responding to an admission offer.

1. Starting an Application

1. Log in to the platform.
2. Go to „Apply Here“.
3. Select the Programme Title you are interested in.

Note: Applying is only possible once the application phase for that programme has started.

2. Filling Out the Application Form

After selecting a programme, an application form is displayed.

Fields shown in the form correspond to the fields listed under Information Displayed in the Application Overview section, except for:

• Current Funding
• Application Score
• Current Application Status

In addition to the form fields, applicants can upload application documents, e.g.:

• Trans­cript of Records
• Motivation Statement

Note: Some information cannot be changed by the applicant, as it has been provided directly by their university via their identity provider during login.

3. Saving a Draft

If, while filling out the form, applicants notice that they still need to prepare documents, they do not have to complete the application in one go.

1. Click Save Draft.
2. To continue later, go to „My Applications“.
3. Select the draft application to continue filling it out.

4. Submitting the Application

1. Once all fields have been filled out, click Submit. The system will indicate if a required field has been missed.
2. After submission, an application cannot be changed.

Note: If a mistake was made and the application window is still open, the application can still be cancelled and a new one submitted — see Cancelling or Withdrawing an Application.

1. After submission, applicants receive a confirmation email.
2. The status of the application can now be tracked under „My Applications“.

5. Cancelling or Withdrawing an Application

Applications can be cancelled or withdrawn at any time in eJourney. Applicants should refrain from contacting staff directly via email for this purpose.

Cancellation vs. Withdrawal

Steps:

1. Go to „My Applications“.
2. Find the programme of interest.
3. Click the Action button to the right of the title.
4. Select „Cancel“ or „Withdraw“, depending on the stage of the application.
5. Confirm the action on the next screen.

6. Receiving Notification of an Admission Offer

Once an applicant has been nominated, the system automatically generates an admission offer and sends an automatic email notification to the applicant. This email informs the applicant that a decision is pending and that action is required in the system.

Note: No decision can be made directly from the email. Applicants must log in to the platform to respond.

7. Locating the Admission Offer

1. Log in to the platform using your credentials.
2. Navigate to My Applications.
3. Find the relevant application in your list. Its status will indicate that an admission offer is available for response.

8. Responding to the Offer

1. Next to the relevant application, click the Action button.
2. From the menu that appears, select one of the following options:
   • Accept the admission offer, or
   • Decline the admission offer
3. A confirmation prompt will appear. Review your selection carefully.
4. Click Confirm to finalize your decision.

Important: Once confirmed, this decision is final and cannot be changed within the system. Please make sure of your choice before confirming.

9. What Happens After Confirmation

Once the decision is confirmed:

• The system automatically sends an email notification to both the home university and the organising university, informing them of the applicant's decision (accept or decline).
• No further action is required in the system at this stage.

10. Next Steps

Further information regarding participation — such as arrival details, enrollment procedures, housing, or other logistical matters — is not managed within this system. Applicants who accept an offer will be contacted separately, outside of the platform, with the necessary next steps.

If you have questions about these next steps, please contact your organising or home university directly, as this information falls outside the scope of the application platform.

Quick Reference