The admission criteria differ from one EU country, university and study program to another. However, the broad criteria across all universities comprise entrance exam/aptitude test scores, academic qualification, language skills, the fulfilment of application formalities, documentation, payment of tuition fee, and financial capability to bear study and living expenses. It is always advisable to contact the university where you seek admission for latest and accurate information.
The application deadline again varies across EU countries, universities, study programs and semesters. They are also different for citizens, European students and Non-European students. It is important to meet these deadlines or else your application will not be considered for admission. Unless there is still a vacancy in the program or there are special circumstances (for example, COVID-19 situation), it is technically impossible to delay your application. However, sometimes, universities do accept late applications if you have a genuine reason and you can convince the university. You can even check with the university if they allow students to apply in the second round of admissions. Still, you must strive to apply within the stipulated timelines.
The application deadline again varies across EU countries, universities, study programs and semesters. They are also different for citizens, European students and Non-European students. It is important to meet these deadlines or else your application will not be considered for admission. Unless there is still a vacancy in the program or there are special circumstances (for example, COVID-19 situation), it is technically impossible to delay your application. However, sometimes, universities do accept late applications if you have a genuine reason and you can convince the university. You can even check with the university if they allow students to apply in the second round of admissions. Still, you must strive to apply within the stipulated timelines as applicable to you. The processing time for application varies based on university courses.
The standard procedure refers to filling up the application form as per the admission criteria and submitting it to university within the stipulated timeline. The standard procedure is mentioned on the official website of every university.
Depending on the university and type of study program, there might be a special procedure for application. For example, if you are applying for medicine or sports program, then you might need to submit additional documents or checks. It is advisable to check the official website of the university for special procedures listed for the study program you intend to pursue.
Reapplication for the same semester is not permissible if the university rejects your initial application for the course. However, the university may consider reviewing reapplication on request, provided you are an eligible candidate and your documents make a strong case. As an exception, they may allow you to reapply if they have a seat.
You can find here everything you need to know about document submission, certified copies and translations.
• Educational certificates
• Language certificates
• Certified copies and translations
• Other documents
a. Educational Certificates
The university where you want to apply will provide you with the list of all documents you need to submit. They will assess your documents based on their predetermined selection criteria. Here are the steps you need to follow:
Elaborate Your Education Background: List the details of the certificated from the last school of your graduation and then move to the present status of your ongoing university studies.
Submit All Certificates As They Are: Make sure to provide all certificates that the university has asked for along with the synopsis of subjects and grades. If the certificates include supplements or additional pages, you must include them too.
Submit Certificate Copies in Original Language and Translations: Ensure to submit all certificate copies in their original language as well as certified translations in either English, the local language of the destination country or any accepted language by the university.
You can scan and upload the copies online or send hard copies by post, as required by the university. You need to ensure that all these certified copies bear the original official stamp or embossed seal of the certifying person, public authority, public institution or notary.
Every university and its study program have a minimum limit for IELTS score as English proficiency criteria. You need to appear for academic IELTS, the results of which are valid for two years. The results are available online for easy verification of universities.
Every university and its study program have a minimum limit for TOEFL score as English proficiency criteria. You can appear for any of the three TOEFL tests: iBT (Internet Based Test), pBT (Paper Based Test) and ITP (Institutional Testing Program). Check with the university which of these three tests is acceptable as per their requirements. Usually, the test results remain valid for two years unless it is hosted by the university in which case the validity might differ.
If you have completed your graduation or other studies with the English language as a medium of instruction, some universities may accept this as proof of language proficiency. However, it may be accepted only from specific countries, which the university can tell you. Your final certificate must clearly mention the English language as the teaching language during your studies. If it is not the case, then the certificate must be accompanied by an attestation by the issuing university.
If you have studied the English language as a school subject, it might be acceptable proof of English language proficiency by some universities. It is advisable to check with the university whether they also accept Cambridge English language certificates FCE, CAE and CPE, and can verify them online.
Very few universities accept English proficiency language certificates other than the most common ones such as IELTS and TOEFL. However, some universities might grant exceptions for certain courses. You can check with the university.
Some study programs, especially ones that with a global perspective, may require you to have expertise in English and local language of the country. You can find out about providing other language proficiency requirements from the university where you want to apply.
A CV is a requirement for a few universities. Make sure that your CV is updated and includes information from your first school to the current studies. You need to mention details for all time frames. If there is a gap during any time frame, you need to either justify it with proof or simply mention that you did not pursue any studies or activities at that time.
Your CV should follow a chronological order, preferably in a table format:
• Personal information such as name, address, date of birth, place of birth and nationality
• Academic information such as university studies
• Professional development information: on-the-job experience and practical
• Additional qualifications/skills such as IT skills or languages spoken
The letter of motivation specifies your purpose to choose the specific study program from the specific university. It should also explain why you are a qualified candidate to join this program. The letter of motivation should be one or two pages in length and include the name of the university and course of study on the top in bold print and highlighted.
A letter of recommendation is a requirement by several universities. It enables the universities to assess your qualification and potential as a student of their program. You can get a letter of recommendation from your former school teacher/principal, university professors/dean or employer.
The copy of your passport that you need to submit to the university should include only the page with your photo and personal information.
You may need to submit your photo to the university if required. Please check with the university whether you need to submit a digital photo or a hard copy, and if there are any specific guidelines you need to follow for the photo.
If your name on application differs from that on documents, then you would be required to provide a legal record of name change to the university. The record change document should mention the reason for the name change – marriage, divorce or any other.
If you have done internship/any kind of job or the study program is such that you need work experience, then some universities may ask for certified copies as proof. You may need to submit a certified translation of the document in English or requested language, as the need may be.
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GMAT (Graduate Management Admission Test): This test evaluates your aptitude for a master’s course in business administration. Today, several EU universities put GMAT scores as pre-requisite for a few master’s programs.
GRE (Graduate Record Examination): This is a test similar to GMAT, only the difference being that it is not restricted to a specific subject. Usually, universities which accept GMAT also consider GRE as valid scores.
Ask your university if you need to submit your portfolio in print or on a disc. You usually have to submit portfolios and design documents directly to the university.
If you are pursuing a course such as sports medicine or any other study program that requires you to be physically fit, then the university can ask you to furnish a doctor’s note. Check with your university what fitness parameters you need to include in the note and which type of doctors/medical specialised doctors are qualified to provide this note.
There are courses such as art and related fields, for which you need to appear for an aptitude test to prove whether you are suitable to pursue it. The university would need proof of this aptitude test.
How do you need to get the copies certified?
The certified copies must bear the original official stamp or embossed seal with the original signature of the certifying person. If the document contains multiple pages, then every page must be certified similarly. You can ensure the certification of copies in the following manner:
• Using the Official Stamp: Since the official stamp must be visible on all pages of the copies, the certifying authority will arrange all the pages in a way that they don’t miss out stamping any other page. The certifying authority puts declaration and signature only on one page, usually the first page.
• Using a Ribbon and an Embossed Seal: If a notary attests the copy using a ribbon and an embossed seal, only one page requires the certification declaration and signature.
It is always advisable that you run a check yourself to ensure that all copies and pages have been stamped and certified properly.
Where can I have my documents certified?
You can get your documents officially certified through any of these institutions:
• Embassies and consulates
• Issuing schools or universities
• The ministry of education in your country of origin
• The department of cultural affairs of the embassy of the country in which the certificate was issued
• Public authorities and notaries which are authorized to supply official certifications in your country of origin
Important: Translators are not authorised to certify documents in their original language.
How do I submit certified copies?
You can send the officially certified copies to universities online by scanning and uploading or by post in the form of hard copies. You can check the process with the university.
You need to submit the certificates in their original language along with their translation in English or the language required by the university.
Universities accept translations of certificates and copies of translations from the following sources:
• Embassies and consulates
• Issuing schools or universities
• The ministry of education in your country of origin
• The department of cultural affairs of the embassy of the country in which the certificate was issued
• Public authorities and notaries which are authorized to supply official certifications in your country of origin
Do note that universities do not accept non-certified translations from standard translation agencies. Translators can put their original stamp on copies of translations which they translate themselves. However, they cannot certify documents in their original language.
The fourth step after gathering information on study program and deadlines, planning your application and collecting documents and getting translations of copies done is to start applying to the university.
You can fill the application form on the official website or portal of the university. You have to follow these steps:
• Register on university website/portal or as required.
• Fill in your personal information and educational details.
• Select your university and course of your choice under course catalogue.
• Choose your desired course of study. Make sure that you answer all questions without omissions.
• Upload each document only once. Give your documents an unambiguous name in English or requested language.
Is an online application enough or do I need to send all documents by post as well?
Check with the university! Some universities just accept online applications, some need hard copies by post and some require students to submit online as well as in paper form within the stipulated deadline. Either way, make sure that documents carry the original signature and original official stamp of the certifying institution.
Many universities require you to pay non-refundable application or registration fee to process your application. Generally, you need to pay a separate fee for each application and study program.
If you are applying through third-party companies as recommended by the university, you may need to pay a separate fee to these companies.
If you have sent the application online, then you will get an email confirmation along with a tracking number. You can track the status of your application on the university or third-party website as soon as your payment is confirmed.
If you sent the hard copies of documents via post, do remember to keep the airway bill number or any tracking number provided by the shipment company. Check with the shipment company how much time it will take your documents to reach the destination country so that you can meet the deadline accordingly. In case you do not hear from university within three weeks of sending the documents via post, check your spam emails or follow up with the shipment company/university.
