Student admission process to joint programme

From design to enrolment


The admission process for Joint Programmes involves careful consideration and collaboration among the partner universities. It encompasses various stages, including the design phase, the actual admission process, and post-admission responsibilities. This chapter outlines the essential aspects that universities should consider when creating a joint programme, particularly in relation to admission criteria and procedures. The following sections provide detailed guidelines for each stage. To identify any disparities between access legislation and specific requirements among the universities, please consult the Joint Programme Design Filtering Tool  here (indicated with * in the list below).


Design phase Admission phase Enrolment phase

Design phase

During the initial design phase of the Joint Programme, the partner universities must reach a consensus on the following aspects:

A. Admission Criteria:

  1. Access criteria in each country/university*: All partner universities must agree which minimum access requirements enable candidates to be eligible for admission in each respective university.
  2. Number of places: The partner universities should determine the maximum number of available places, depending on the selected funding source, and allocate the number of places for each programme mobility track, if applicable. It should also be agreed upon whether the admission process allows for accepting more candidates than the total number of available places, considering the possibility of some candidates not enrolling. In such cases, the extent of overbooking should be decided.
  3. Admission criteria* - Specific bachelor's degrees granting access to the master's programme: If there is a list of bachelor's degrees that grant access to the master's programme, it should be incorporated into the consortium agreement. Additionally, if certain bachelor's degrees require the completion of specific courses for admission, the list of these courses should be provided.
  4. Admission criteria*/evaluation criteria/ - Assessment of each candidate and candidate prioritisation: The partner universities should agree on the elements that will be considered in assessing the candidates, such as bachelor's degree qualifications, CV-work experience, letter of motivation, minimum level of English language requirements, etc. A clear scoring system should be established for each selection criteria.
  5. Conditional admission for candidates who have not completed their bachelor's degrees: The partner universities should decide whether they allow conditional admission for candidates who have not finished their bachelor's degrees at the time of application. If conditional enrolment is permitted, a maximum date for submitting the bachelor's degree award should be agreed upon.

B. Documentation:

  1. Compulsory and optional documents*: The partner universities should agree on the required documents for the application process. It should be determined whether original documents or copies are necessary for each document. The decision should also be made regarding whether the coordinator will retain authentic or plain copies of the documents.
  2. Custody requirements for admitted candidates*: It is essential to establish a platform for sharing access documentation to ensure that all partner universities have access to copies of the candidates' access documents.
  3. EHEA vs Non-EHEA candidate's documentation*: If there are specific document requirements for non-European Higher Education Area (EHEA) candidates, they should be clearly outlined. Additionally, any requirements for document legalisation for non-EHEA candidates should be specified.
  4. Language documentation: Any requirements regarding the language of the candidate's documents should be defined. It should be clarified if an official translation is necessary for documents in specific languages.

C. Procedure:

  1. Admission procedure: the consortium should agree how to run the admission procedure. Typically, it is a centralised procedure where the coordinator takes the main responsibility of the overall management from admission to selection and release of results. Still, the participating partners have a role, for example, in the evaluation of eligible applicants. Centralized admission procedure (application portal, administrative screening of documents etc) supports the transparent and equal treatment of applicants.
  2. Admission commission: The partner universities should identify the members of the Admission Commission, ensuring representation from both academic and administrative staff. It should be decided if each university will be equally or proportionally represented.
  3. Application fees*: The partner universities should determine whether they would charge candidates for the admission process. If fees are applicable, the taxation and management procedures should be agreed upon.
  4. Admission calendar: A mutually compatible calendar for the admission process should be established, taking into account the different academic calendars of the partner universities.
  5. Admission process map: A clear admission process map should be designed to assist candidates and the academic and administrative staff of the partner universities.[3] 
  6. Dissemination of the admission process: A comprehensive communication plan should be developed to disseminate information about the admission process. This should include details about the calendar, required documentation, access and admission criteria, etc.
  7. Scholarships for candidates: The joint degree programme should consider offering specific scholarships for candidates. It should also clarify whether candidates can apply for regional scholarships.


 



Admission phase

During each admission process, the partner universities should ensure agreement on the following aspects:

  1. The Admission Commission should determine a specific admission calendar for the upcoming academic year.
  2. All partner universities in the joint programme should have access to the platform where access documents will be securely stored.
  3. All members of the Admission Commission should have access to the platform, enabling them to track the admission process effectively.
  4. Scholarships: Procedures should be in place to assist admitted candidates in applying for specific or regional scholarships.
  5. Acceptance letters: each partner university should issue an acceptance letter to the applicants admitted to their university. This might vary based on programme structure and study tracks (if applicable).
  6. Transparent communication: The resolution of admissions should be communicated transparently to all candidates. Moreover, a procedure should be established for allocating vacancies to candidates on the waiting list.



Enrolment phase

Following the completion of the admission process, the partner universities should ensure agreement on the following aspects:

  1. Supporting office for incoming students: Each partner university should establish the supporting services to assist incoming students with legal residence documentation (visas, medical assurance), accommodation, and extracurricular activities.
  2. Welcome pack: All partner universities should provide a comprehensive welcome pack to new students. The pack should include information about language courses, cultural activities, and campus services such as libraries and IT facilities.
  3. Academic tutoring and peer support: Each partner university should provide academic and peer support. This could be achieved in several ways. For example, by assigning an academic tutor to new students before enrolment, and/or support provided by a senior student on a peer-to-peer basis.