me3 online application guidelines

8/15/2019 ME3 Online Application Guidelines

1/20

ON-LINE APPLICATION PROCESS FOR THE EUROPEAN JOINT MASTERS

IN MANAGEMENT AND ENGINEERING OF ENVIRONMENT AND ENERGY (ME3)

STEP-BY-STEP GUIDELINES

Last update: 10 December 2015

This document presents the step-by-step process to submit your on-line application for the ME3

programme.

It may be too much detailed but we prefer to give you too much information than too few.

To make easier your on-line submission, please read first the admission requirements and the list ofrequested documents, available at:

http://www.emn.fr/z-de/me3-site/index.php/apply/application-requirements

All pieces of information you enter are automatically registered once you validate

each step.

However you may change them until you make the final declaration and

validation of your application (Part O of the process).

Once your application is finally submitted, no more changes are possible.


2/20

On-line application process for ME3 – Step-by-step guidelines

p.2/20/

► Step 1: Registration

First of all, you have to create a student account.

Below is the information required to create your account:

The email you enter will be the one used for further communication with you, especially to send you

the confirmation of application’s receipt and later the result of your application.

For “Profile”:

Select EU student if you are coming from the following countries:

the 28 EU Member States : Germany, Austria, Belgium, Denmark, Spain, Finland, France,

Greece, Ireland, Italy, Luxembourg, the Netherlands, Portugal, the UK, Sweden, Cyprus, Estonia,

Hungary, Latvia, Lithuania, Malta, Poland, Czech Republic, Slovakia, Slovenia, Bulgaria,

Romania, Croatia

Select non-EU student if you are coming from another country.

For “School years”, only the option of the next intake is possible as it is the edition for which theapplication process is currently open.


3/20


p.3/20/

Once completed the information on this page, you will receive a first e-mail with a link to confirm

the creation of your account. After clicking on this link, you will receive a second e-mail with your

login and password.

You can then change your password in the section “My profile & documents” (see step 13 below).

Be aware that these e-mails may be recognised as spam by your mailbox so if you do not see them

directly check your spam folder.

► Step 2: “Part A - Personal Details”

This page is to enter your common details (gender, nationality, address, etc.).

“Passport Number”: this will be used for preparing the documents you will need for your visa for

entering Europe. In case you are a European student, just mention “European student” instead of this

number.

“Permanent address for correspondence” is an address you are sure you can be contacted at, even inthe future (so usually your parents’ address).

“Address for correspondence” is your current personal address.

Entering both addresses is required to go on with the process. In case both addresses are the same for

you, you have to enter twice the same address.

► Step 3: “Part B - Academic Qualifications”

This page is to enter your academic details. Here “Last University Degree” means your main (often

last obtained) degree. In addition to the information asked here, the copies of your degrees and

transcripts have to be uploaded (see step 13 for the uploading process).

For your transcripts, if you scan the different pages separately, then please merge them into one

single pdf file (you may use the following free software for that, Adolix Split and Merge:

http://www.adolix.com/split-merge-pdf/ ). If you upload several files for your transcripts, only the

first one will be included in the final file evaluated by the ME3 consortium.


4/20


p.4/20/

- type of degree: for example, Bachelor of Science, Engineering degree ;

- field: main field of your degree (for example, Chemical Engineering, Mechanical

Engineering, Civil Engineering, Environmental Engineering, Process Engineering, etc…) ;- institution, city, country, national ranking of your institution: details of your university /

school (caution: for national ranking, you have to enter a number only ; if you enter

another kind of character, you will get an error message) ;

- date attendance: when did you start the courses of this degree?;

- degree conferral date: when did (will) you graduate? ;

- effective / scheduled: effective if you already got your degree, scheduled if you will get it

soon (The school year starts in September in Madrid therefore the latest graduation date

authorized is 31st of August) ;

- global grade: please also specify the grade scale (for example: 3,3/4) ;

- global ranking (for example, 10 for top10%, 50 for top50%) (please enter a number, it will

directly be taken into account as a percentage ; the character “%” cannot be registeredand will lead to an error message);

You can enter the same information for another degree:

- detail grading: include here additional comments if relevant (for example, if you receive

special awards, etc…) ;


5/20


p.5/20/

► Step 4: “Part C - Language Proficiency”

In addition to the information asked here, the English certificate (e.g TOEFL, IELTS) has to be

uploaded (see step 13 for the uploading process). If you do not receive the certificate before the ME3

application deadline, please upload a screenshot of your online results and send a scan of your

certificate to [email protected] when you receive it.

This certificate is not required if :

- you are an English native speaker: in that case, please provide a pdf file with only written

“ English native speaker: English certificate not needed ” ;

-

or if you did your studies in English: in that case, you must provide as English certificate anofficial statement issued by your university confirming that the medium of instruction was

English.

For “English test score”, enter your score and the scale of the test (for example, 95/100).

For “English test name”, enter the name of the test you performed (for example, TOEFL, IELTS,

etc.).

In case you are an English native speaker or if your studies were in English medium, please

specify “native” or “studies in English” for both fields (“English test score” and “English test

name”). Preferred English certificates and minimum requirements:

• IELTS : 6.5

• TOEFL (paper based : 550, computer based : 200, internet based : 80)

• Cambridge English Test : B

Warning: the GRE test is not considered as an English proficiency measure nor as a plus for

your application.

In case you passed another type of English certificate (for example, TOEIC), it should be at least

nationally recognized. You may use it instead of the preferred ones (IELTS, TOEFL, Cambridge). If

you do not have any of the required English certificates but have worked or are working full time in

English you may provide a letter from your company stipulating for how long you have been workingin English and your English level. The above mentioned documents will be considered, but be aware


6/20


p.6/20/

that you will probably get less points for your English proficiency than if you had given a score for

one of the preferred certificates.

You can enter the same information for other languages (French, Spanish, Swedish, Hungarian most

welcomed). If you want to give information about more than two additional languages, please include

this in your CV.

► Step 5: “Part D - Curriculum Vitae”

This page is to provide information about your main professional experiences. You will also have to

upload your whole CV according to the Europass standard/template:http://europass.cedefop.europa.eu/europass/home/vernav/Europass+Documents/Europass+CV.csp?loc=en_GB

(see step 13 for the uploading process).


7/20


p.7/20/

Please specify for each type of experience (internship, academic, etc.), your cumulated experience in

terms of months or years.

► Note: the Part E is not needed anymore in the application process. So the process goes on

directly with part F.

► Step 6: “Part F - References”

This page is to provide the personal details of the two persons who wrote you a recommendation

letter. At least one of your referees should be an academic (teachers, supervisors, head of your

department, etc).

There is no particular template for reference letters for our program. However we require that the

letter includes the letterhead of the referee’s organization/company as well as his/her signature.

The letter is to be addressed to the ME3 Consortium.

For the field “Title/position”: please mention here the title and/or position of your referee (forexample, full professor, associate professor, head of the department, etc…).

Two options are possible to submit your reference letters:

1) your referee gave you her/his letter of recommendation, then you can upload it directly

yourself in the section “My profile & documents” (see step 13) ;

2) your referee wants the letter to remain confidential an e-mail will be sent to her/him

directly once you have saved this page (to the e-mail address you indicated for your referent);

in this e-mail, your referee will receive the confidential link where she/he will be able to

upload directly the reference letter (as this is the “confidential option”, you will not be

allowed to see this document, but you will receive an e-mail confirming the reference letter

has been uploaded in your application file, as soon as your referee will have uploaded it)

CAUTION 1: An automatic e-mail will be sent to the e-mail address you indicate for each referee.

To avoid any misunderstanding with your referee, please indicate the e-mail address

consistent with the option you choose:

- option 1 (you upload directly the reference letters yourself) indicate your e-mail address

(not the one of your referee, to avoid her/him to receive the automatic e-mail ; you will then

receive the automatic e-mail with the confidential link, but you do not have to use it, you candirectly upload the reference letters in the section “My profile & documents”)

- option 2 (your referee uploads the reference letter through the confidential link) indicate the

e-mail address of your referee (she/he will receive the confidential link in the automatic e-

mail)

CAUTION 2: Be aware that the automatic e-mails will be sent each time you save this page.

So be careful of saving this page only once (if you save it again, your referee may receive again

the automatic e-mail).

In case you want to change one of your referees, you can change the details and then save again the

page. In that case, put your personal e-mail for the details of the other referee so that you willreceive the automatic e-mail (and not your other referee who already got it when you first saved the

page).


8/20


p.8/20/

► Note: the Part G is not needed anymore in the application process. So the process goes on

directly with part H.

► Step 7: “Part H - Motivation Letter”

As for the previous step, you are asked to upload a document (here your motivation letter).

The motivation statement in English should present your career project and motivate your application

(2000 words max.).

For the uploading, see the process described in step 13 below, and select “Letter of motivation” as

document type/title.


9/20


p.9/20/

► Step 8: “Part I - Scholarship”

This page is to provide information about your possible application(s) for an Erasmus Mundus

scholarship.

For more details about Erasmus Mundus scholarship (eligibility conditions, etc…):http://www.emn.fr/z-de/me3-site/index.php/apply/scholarships-and-funding/scholarships

If you want to apply for an Erasmus Mundus scholarship (Partner country or Programme

country), please fill in and sign the Erasmus Mundus form and upload it.

You can find the Erasmus Mundus form here:

http://www.emn.fr/z-de/me3-site/index.php/apply/how-to-apply

Be also aware that the number of available Erasmus Mundus scholarships is very limited compared

to the number of applications we receive. So we strongly encourage you to look for alternate funding

from now. See more information here:http://www.emn.fr/z-de/me3-site/index.php/apply/scholarships-and-funding/other-scholarships


10/20


p.10/20/

- “Erasmus Mundus Scholarship”: please select one (and only one) of the three possible choices

(Partner country, Programme country, do not wish to apply) ;

- “Programme country details”: in case you have a nationality different from one of the 28

European Union Member States, Iceland, Norway, Liechtenstein, Turkey, Switzerland or Former

Yugoslav Republic of Macedonia, and that you are eligible for a Programme country scholarship,

please give here the details about your stay of more than 12 months over the last five years in

European Union, Iceland, Norway, Liechtenstein, Turkey, Switzerland and/or Former Yugoslav

Republic of Macedonia;

► Step 9: “Part J - Financial Information”

This page is to give indications about how you will finance your master studies, and also to remind

you the financial conditions of the master.

Application Fee and Deposit

Once accepted to the programme, participants will be charged a non-refundable placement fee to

confirm participation in the programme. This deposit will be deducted from the ME3 programme

participation cost. More details will be given to the future ME3 students when they receive their

acceptance letter.

Financial Statement

Students must be able to finance their study and living expenses. This is one of the requirements forbeing granted a residence permit. As a guideline, a single student needs approximately €12,000-

14,000 per year to cover living and other expenses. This is in addition to the ME3 programme

participation cost. See more information here

http://www.emn.fr/z-de/me3-site/index.php/apply/tuition-and-cost-of-living

Statement of financial resources

This section is to add complementary information about how you plan to fund the M3E programme

participation cost and living expenses during the two years of the ME3 programme (for example,

public or private scholarships, loans, past savings, family support, etc…).


11/20


p.11/20/

► Step 10: “Part K - Survey”

This page is to indicate how you got to know us. As only one choice is possible, please select the

main (or first) contact type you had.

► Step 11: “Part L – Choose your option”

Four study tracks will be available, as explained on the ME3 website:

http://www.emn.fr/z-de/me3-site/index.php/study-tracks

The different study tracks proposed for the ME3 programme are:


12/20


p.12/20/

• Option 1-A: Foundations of Management (UPM), Eco-Technologies and Environmental

Process Engineering (EMN) and Sustainable Energy Engineering (KTH)

• Option 1-B: Foundations of Management (UPM), Eco-Technologies and Environmental

Process Engineering (EMN) and Engineering and Modelling of Energy Technologies (BME)

• Option 1-C: Foundations of Management (UPM), Eco-Technologies and Environmental

Process Engineering (EMN) and Energy Systems and Services for Efficiency (EMN)

• Option 2: Foundations of Management (UPM), Chemical and Process Engineering (QUB) and

Energy Systems and Services for Efficiency (EMN)

You have to indicate your choice regarding these options at this stage of the application process.

For unknown technical reasons, even once you have saved this page, when you come back to it, thefields to enter will appear blank again. But do not worry, the information you have entered are saved

in our database, even if the page appears to be empty. And if you wish to change the information you

entered, just enter the new information. It will replace the old ones in the database.

Sorry for this inconvenience.

► Step 12: “Part M - Did you apply for another program?”

This page is to give complementary information about possible other applications you have done or

you are planning to do. It is not taken into account for the evaluation of your application.


13/20


p.13/20/

Like for the previous step (part L – Choose your option), for unknown technical reasons, even once

you have saved this page, when you come back to it, the fields to enter will appear blank again. But

do not worry, the information you have entered are saved in our database, even if the page appears tobe empty. And if you wish to change the information you entered, just enter the new information it

will replace the old ones in the database.

Sorry for this inconvenience.

► Step 13: “My profile & documents”

(First section in the menu on the left of the pages)

This is the page used for uploading the required documents.

The red crosses on the left side indicate the documents that are still missing for your application

(it turns to a green sign when the document is uploaded). The documents with a red star on the

right side are required (if missing, the application cannot be completed).

The uploading process is the following.


14/20


p.14/20/

1) choose the type of document: here “Copy of your degree” ;

2) add, if you wish, complementary description (for example, “it is a temporary certification as

I will graduate next June”) ;

3) browse your computer (with the “Parcourir…” button) to find the file to be uploaded ;

4) Validate with the “Submit attachments” button.

Be aware that only pdf files are allowed. No other format of document will be accepted.If you need to convert your word files, pictures or other types of documents into pdf files, you can

download the free software PDF creator at: http://sourceforge.net/projects/pdfcreator/

CAUTION: please ensure that your pdf files are not encrypted or protected.

Indeed the process to produce your application file will merge your different pdf files. Therefore if

one or several of your files are protected against merging they will appear as blank pages in your final

application file used for the evaluation by the ME3 consortium.

Likewise take care of selecting the right document type (see point 1 above). Your documents are

merged following a given order, thanks to these document types. If you don’t select the gooddocument type, then your documents will not be merged in the right order, and your application file

may not be evaluated for that reason.


single pdf file (you may use the following free software for that, Adolix Split and Merge :



Once you have uploaded a document, it will appear in the list of “published items” at the bottom of

this page. You can delete a document (for example, to replace one of the uploaded documents), as

long as you have not finalized the application process.

You can also use this page to change your profile and your picture, using the “Edit” menu.

2

3 4


15/20


p.15/20/

Page to change your profile :

Page to change your picture:


16/20


p.16/20/

Note that uploading your picture is required to submit your application.

The file for your picture has to be a picture file (for example, jpeg). This is the only non-pdf file

you are allowed to upload in your application file.

► Step 14: “Part N - Checklist”

This page gives you an overview of all information and files you already provided (green-checked)

and these still missing (red-checked).

When submitting your on-line application, it is not necessary to send your paper documents by

post mail. Uploading the scanned documents is sufficient.

The following documents are required (= must be uploaded) before finalizing your application:

- copy of your degree (if you did not receive it yet, please provide a certificate or attestation

from your university stating that your graduation is pending);

- English translation of transcripts for the last 4 years of your higher education (done by your

educational institution or by an official institution) (again, please provide temporary

transcripts from your university if the final one is not available yet);


17/20


p.17/20/


single pdf file (you may use the following free software for that, Adolix Split and Merge:



- English certificate: it is the certificate stating your English score. If you followed your studies

in English language, please provide a statement from your university. If you are an Englishnative speaker, please provide a pdf file with only written “ English native speaker: English

certificate not needed ”.

- Up-to-date curriculum vitae: please provide your CV according to Europass template1 in

addition to the information given for step 5 ;

- Letter of reference 1 and letter reference 2 (made on letterhead paper, and signed by your

reference persons) see step 6 (part F – References) above about the two possible options

(uploading the letters yourself, or sending a confidential link to your referents) ;

-

Letter of motivation (2000 words maximum) ;

- Copy of your passport ;

- Photo (see step 13 above).

- A residence certificate (with translation in English) that stipulates the CITY and

COUNTRY where you live, this can be one of the documents below:

a residence certificate issued in accordance with the candidate's municipality normal

registration rules;

a certificate from the candidate's place of work, study or training issued by th

e employer or institution in question. This can be a letter from your company or

university stipulating your place of work or study, respectively. This document has

to allow us to verify your place of residence (city and country).

Both documents must have been issued within 12 months before the submission

deadline.

Finally you may also upload other non-required documents: additional language certificates (for

example for French, Spanish, Swedish or Hungarian), additional higher education degrees, additional

letters of reference or other documents justifying statements in your CV.

However be aware that non relevant documents (for example high school academic records,

training certificates) will not be considered and can even lead to the rejection of your

application.

1 For more details see:

http://europass.cedefop.europa.eu/europass/home/vernav/Europass+Documents/Europass+CV.csp?loc=en_GB


18/20


p.18/20/

Once you save this page, the site will check whether all required information and documents were

provided (final check before the final submission). If required documents are still missing, then a

message like the one below is displayed.

For example, here the photo is still missing.

► Step 15: “Part O - Declaration & Post”

This is the final step!

This is to declare that all provided information is correct and complete.

Once you save this page, your application will be finalized.

This means that your application will be automatically sent to the ME3 management team and also

that you will no longer be able to change any information or document submitted.

So please make sure all the information and documents are correct before saving this page.


19/20


p.19/20/

In addition to the final declaration, we also ask you to mention whether you agree that your application

could be transferred to the Master Courses of the ME3 institutions.

CONGRATULATIONS!!

When you save the above page, your application is submitted to the ME3 management team.


20/20


You will then receive an automatic e-mail confirming that your application was registered in our

database. You will be contacted by e-mail about the result of your application (delay may be up to 2

to 5 months) ; in case you need a result urgently to apply for a scholarship or funding (other than the

Erasmus Mundus), send an e-mail to [email protected] mentioning “URGENT : application

deadline for a scholarship” in the title of your message.

Due to the high number of applications we receive each year, we will not answer e-mails asking for

application receipt (the automatic e-mail is your application receipt), neither to e-mails asking for

application’s results. As long as you do not receive any news, it means the evaluation is still being

processed.

Only very specific questions (not dealt with in these application guidelines or in the ME3 website

http://www.emn.fr/z-de/me3-site/ ) will be answered via the e-mail address [email protected]