Receiving Staff Guide
Overview
The Application Overview provides Receiving Staff with a consolidated view of all applicants who were nominated or waitlisted by their home universities. Receiving Staff do not make any nomination decisions. Their task is to send out the admission offers and to move applicants up from the waiting list when spots become available.
Note: For this phase, the hosting/
coordinating university also holds the role of a home university for its own applicants. Please follow the Sending Staff Guide for those applicants.
Quick Reference
| Step | Action |
|---|---|
| 1 | Home universities have sent their applications – Application Overview shows all nominees and waitlisted applicants |
| 2 | (Optional) Download overview as Excel file |
| 3 | Click Send admission offers – all nominated applicants receive an email |
| 4 | Applicants confirm or refuse the offer in eJourney |
| 5 | Acceptance deadline passes – applicants who did not respond are notified automatically |
| 6 | (If needed) Change the admission acceptance deadline for the next round |
| 7 | Change status from Waitlisted to Nominated and click Send admission offers again |
| 8 | Repeat steps 4–7 until all spots are filled |
| 9 | Set the remaining Waitlisted applicants to Rejected and click Send admission offers a last time |
1. Accessing the Application Overview
Once the home universities have sent their applications, Receiving Staff can see all nominated and waitlisted applicants for their programmes in the Application Overview.
2. Information Displayed
For each applicant, the Application Overview shows the following information:
| Field | Description |
|---|---|
| Programme ID | Unique identifier of the programme |
| Programme Title | Name of the programme |
| Applicant Name | Full name of the applicant |
| Email Address | Applicant’s contact email |
| European Student Identifier (ESI) | Applicant’s ESI |
| Matriculation Number | Applicant’s student registration number |
| Birthdate | Applicant’s date of birth |
| Gender | Applicant’s gender |
| Degree | Applicant’s degree programme |
| Degree Level | e.g. Bachelor, Master |
| Current Funding | Applicant’s current funding status |
| Application Score | Score assigned by the home university; ranks applicants on the waiting list |
| Current Application Status | e.g. Nominated, Waitlisted, Rejected, Accepted, Refused, Deadline missed |
3. Downloading the Application Overview
Receiving Staff can download the Application Overview as an Excel file for offline processing and record keeping. The file contains all data from the Application Overview. Applicant-uploaded documents are not included.
4. Sending Admission Offers
Step 1: Send admission offers
Click Send admission offers. All nominated applicants receive an email and can confirm or refuse the offer in eJourney.
Once the admission acceptance deadline has passed, applicants who did not respond automatically receive an email and a status stating that they missed the deadline.
Step 2: Change the admission acceptance deadline
If needed, change the admission acceptance deadline before the next round of offers.
Note: A changed deadline only applies to the new round of offers.
Step 3: Re-nominate applicants from the waiting list
When spots become available, change the status of applicants from Waitlisted to Nominated and click Send admission offers again. Only the newly nominated applicants receive an email and can confirm the offer.
Step 4: Send final rejections
Once all spots are filled with confirmed nominees, change the status of the remaining Waitlisted applicants to Rejected and click Send admission offers one last time. This can be combined with re-nominating other Waitlisted applicants.
Note: The email and the status visible to the applicant will state that the applicant was rejected by their home university.