Sending Staff Guide
Overview
The Application Overview provides Sending Staff with a consolidated view of all applicants from their institution who have applied to programmes. It supports the nomination process by allowing Sending Staff to review and manage applications before submitting final decisions to the hosting/
Note: For this phase, the hosting/
coordinating university also holds the role of a home university for its own applicants.
Quick Reference
| Step | Action |
|---|---|
| 1 | Application phase starts – Application Overview becomes available |
| 2 | Review applicant data and documents |
| 3 | Set status (Nominated / Waitlisted), score, and notes only for applicants to nominate or waitlist |
| 4 | (Optional) Download overview as ZIP (Excel + documents) |
| 5 | Extract ZIP file before opening documents |
| 6 | Adjust status entries as needed (not yet final) |
| 7 | Click Send to host once all decisions are entered |
| 8 | Unset applicants are auto-rejected and notified |
| 9 | Decision is final – no further changes possible |
1. Accessing the Application Overview
Once everything has been set up and the application phase has started, Sending Staff can oversee all applications submitted by applicants from their own university via 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 during review |
| Current Application Status | e.g. Nominated, Waitlisted, Rejected |
3. Reviewing Applications
After the application phase has started, Sending Staff survey the applicants' submitted documents directly within the Application Overview in preparation for the nomination decision.
4. Setting the Application Status
For each applicant they wish to nominate or waitlist, Sending Staff must enter a decision directly into the Application Overview. This is a core step of the nomination process.
Note: It is not necessary to set a status for every applicant. Only set a status for applicants you want to nominate or waitlist. Any applicant left without a status will automatically be set to Rejected once the applications are sent to host — see Sending Applications to the Host University.
- For applicants to be nominated or waitlisted, select the applicant's status:
- Nominated
- Waitlisted
- Add a score for the applicant, used to rank applicants for the waiting list.
- Optionally, add notes for internal reference.
Note: Status, score, and notes can still be changed at any time before sending to host — nothing is final until that step.
5. Downloading the Application Overview
Sending Staff can download the full Application Overview as a ZIP file for offline processing and record keeping.
The ZIP file contains:
- An Excel file with all data from the Application Overview
- All applicant-uploaded documents
Folder structure of the ZIP file:
| Level | Structure |
|---|---|
| Programmes | Separate folders for each short programme, named by Programme ID |
| Applicants | Within each programme folder, separate folders for each applicant, named using ESI_last name |
| Documents | Each applicant folder contains their uploaded material |
This feature allows Sending Staff to:
- Review application data and supporting documents offline
- Prepare and manage nominations efficiently
- Share relevant information internally within the sending institution
Important: The ZIP file must be extracted before opening its contents — otherwise the documents might not open correctly.
6. Sending Applications to the Host University
- Once all nominees and waiting list candidates have been decided on and entered into the system, click Send to host.
- This action will:
- Automatically set the status of all applicants without a set status to Rejected
- Automatically notify those applicants of their rejection
- Send all entered information to the hosting/
organising university
Important: Sending the applications to the hosting university is final. Changes will not be possible afterwards!