Application Guide

Version 2.0

October 30, 2024

 .

Funded by the European Union. Views and opinions expressed are however those of the author(s) only and
do not necessarily reflect those of the European Union or the European Education and Culture Executive
Agency (EACEA). Neither the European Union nor EACEA can be held responsible for them.
Contents

1 General description 1
1.1 Curriculum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.2 Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
1.2.1 Participation fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
1.3 Funding plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.3.1 EMJM scholarship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.3.2 Consortium scholarship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.3.3 Other scholarships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.4 Calendar and deadlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2 Selection procedure 5
2.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
2.2 Administrative evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.2.1 Eligibility criteria for admission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.2.2 Eligibility criteria for EMJM scholarship . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2.3 Academic evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
2.3.1 Evaluation of the written application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
2.3.2 Evaluation of the oral interview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
2.3.3 Academic ranking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
2.4 Final selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2.4.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2.4.2 Edition size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2.4.3 EMJM scholarships allocation constraints . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2.4.4 Result . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.4.5 Acceptance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
2.5 Appeal procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

3 Application procedure 15
3.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.2 Application platform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.2.1 URL and browsers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.2.2 Help on the application procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.2.3 Submitting your application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.2.4 Modifying your application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.3 Personal details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3.3.1 Identity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3.3.2 Nationality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3.3.3 Correspondence address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3.3.4 Identity Document (passport or ID card) . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3.3.5 Photograph . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
3.3.6 Special needs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
3.4 Language Proficiency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

i
Contents

3.4.1 Certificate of an English Test . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

3.4.1.1 Accepted tests and minimum score . . . . . . . . . . . . . . . . . . . . . . . . . 20
3.4.1.2 Date of expiration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
3.4.1.3 Deadline for uploading the certificate . . . . . . . . . . . . . . . . . . . . . . . 20
3.4.2 Native English speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
3.5 Academic qualifications and Marks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
3.5.1 Requirements on the type of degree . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
3.5.1.1 Diplom Recency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
3.5.1.2 ECTS equivalence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
3.5.1.3 Eligible fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
3.5.1.4 Undergraduated Students . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
3.5.2 Scientific background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
3.5.3 Accredited university . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
3.5.4 Translation and Notarization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
3.5.5 Transcripts Of Acacademic Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
3.6 Personal presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
3.6.1 Curriculum Vitae . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
3.7 Scholarship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
3.8 References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
3.8.1 Choosing a referee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
3.8.2 Referees details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
3.8.2.1 General informations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
3.8.2.2 Institutional email address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
3.8.2.3 Informations about academic referees . . . . . . . . . . . . . . . . . . . . . . . 29
3.8.3 What is asked to referees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
3.9 Survey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
3.10 Documents required . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
3.10.1 Electronic documents for the application period . . . . . . . . . . . . . . . . . . . . . . . 31

4 Annexes 33
4.1 ECTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
4.2 Other scholarships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
4.2.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

ii
1. General description

1.1 Curriculum
The programme is open to all applicants around the world.

The MULTIPHASE programme proposes an Erasmus Mundus master in the booming field of Multiphase Sys-
tems, with the ambition of educating a new generation of industrial experts, engineers, and researchers, to
bring the Chemical Industry into a new age based on sustainable processes, circular economy and all the
potential of digital tools. The consortium of MULTIPHASE is composed of three highly experienced partners
in the field of advanced Chemical Engineering both in research and educational aspects: Ecole des Mines
de Saint-Etienne (France), Politecnico di Torino (Italy) and Technical University of Munich (Germany). It has
been designed to integrate their complementary strengths supplemented by numerous associated partners
(17 industrial companies, from SMEs to international groups, and 12 universities worlwide).

The programme is based on the established pillars: physico-chemistry of multiphase systems, eco-efficient
chemical technologies and modelling (High Performance Computing and Machine Learning) towards innova-
tion. It addresses aspects and applications ranging from basic research in physics and chemistry and beyond to
major grand challenges as energy, materials, health and environment, to which multiphase systems bring a lot.

The MULTIPHASE programme will help filling the skill shortage gap via the combination of strong research,
excellent teaching, novel didactics concepts, and intersectorality via a strong industrial involvement. High
level students with multifaceted qualification will be trained and accompanied so that they can (i) be re-
cruited in private companies active in the field of innovative chemical industry, (ii) embark on a top-class PhD
programme to later work in private companies or academia, or (iii) create a start-up.

The curriculum includes lectures, but also two Application Seminars, two Winter Schools, a Green-Line re-
search Project and master thesis internships. More details are available on the MULTIPHASE website by
clicking HERE.

On successful completion of the MULTIPHASE programme, students will be awarded three degrees:

■ Diplôme National de Master in Chemical and Biochemical Engineering delivered by IMT - Mines Saint-
Etienne
■ Laurea Magistrale in Ingegneria Chimica e dei Processi Sostenibili delivered by Politecnico di Torino
■ MSc. In Materials Science and Engineering delivered by the Technical University of Munich

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Chapter 1. General description

1.2 Costs
The following expenses are to be planned:

■ Participation fees (see section 1.2.1 on page 2)

■ Travels
■ Housing and living expenses

Please, note that there is no application fees (it is free to apply).

1.2.1 Participation fees

The participation fees:

■ cover
– tuition fees at each university
– participation in all teaching activities of the programme, including lectures, lab courses, visits of
industrial sites, application seminars and winter schools (1 per year)
– access to the university facilities
– assessment and degree awarding
– health and accident insurance
■ do not cover in particular
– travels
– housing and living expenses
– copies, books and some software
– installation costs (visa, ...)

The amount of the participation fees paid by a particular student depends on the category he.she belongs to:

■ a self-funded student, as for any traditional Master programme, who will pay standard fees
■ a self-funded student, who has been awarded a place with reduced fees (see section 1.3.2 on page 3)

■ a student, who has been awarded an EMJM scholarship (see section 1.3.1 on page 3)

The following table gives the participation fees for each student category:

Student category Participation fees (for 2 years)

Self-funded student (with standard fees) 9000 €
Self-funded student (with reduced fees) 2000 €
EMJM scholarship holder student 0€

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 1.3. Funding plans

1.3 Funding plans

Any student may apply and be selected as a self-funded student, as in any master programme. In addition,
since MULTIPHASE has been selected as an Erasmus Mundus Joint Master programme, it is financially sup-
ported by the European Union and funding opportunities are available:

■ EMJM scholarships (see section 1.3.1)

■ Consortium scholarship (see section 1.3.2)
■ other scholarships (see section 1.3.3)

These funding opportunities are described below. The procedure followed by the Selection Committe to
allocate the EMJM scholarships and the Consortium scholarships is detailed in section 2.4 on page 9.

1.3.1 EMJM scholarship

The EMJM scholarship is a very specific scholarship attributed to the best students selected in the Erasmus
Mundus Joint Master programmes funded by the European Union. It consists in:

■ a scholarship of 1400 € per month1

■ a free health and accident insurance

■ a waiver for the participation fees

The eligibility criteria for the EMJM scholarhsip are given in section 2.2.2 on page 7.

1.3.2 Consortium scholarship

A Consortium Scholarship can be awarded by the Selection Committee to self-funded students, that is to say
to students who do not benefit from the EMJM scholarship.

The Consortium Scholarship consists in a reduction of the participation fees. These reduced fees are given in
section 1.2.1 on page 2.

1.3.3 Other scholarships

In the annex, on page 34, you will find a list of funding organizations, that you may want to contact. This list is
obviously non complete. Please, feel free to inform us about funding opportunities specific to your country,
that may help other applicants to build a strong financial plan.

Please note that for most of these scholarships, the application shall made very early (often before or together
with the application to MULTIPHASE). In the application form, you can ask a conditional admission depending
on whether you get (or not) a scholarship through other funding institutions.

1 To be precise, the scholarship is calculated on a daily basis: roughly 46 €per day in the programme.

3
Chapter 1. General description

1.4 Calendar and deadlines

One application campaigns is organized every year - starting usually beginning of november and finishing end
of january.

The provisional calendar of the campaign will be indicated on the Website. All deadlines are strict..

A lot of time (weeks or months) is needed to perform some actions like translating and notarizing the doc-
uments2 , getting the reference letters and getting the certificate of proficiency in English. Therefore, we
strongly advise you to start the application as soon as possible. Starting the application process early will
avoid you following problems:

■ uneligible application because of missing mandatory documents

■ low quality application because of lack of time for proof reading
■ fatigue and sleepless nights because of high stress level

■ no help possible from us if a problem arises at the last minute

■ application not fully submitted because of internet issues like poor 3G/4G connectivity, server overload
problems, ...

2 On translation and notarization, please refer to section 3.5.4 on page 23.

4
2. Selection procedure

2.1 Overview
Even though we would be happy to welcome more students, due to logistical limits, pedagogical choices and
financial constraints, we have a limited number of places per edition1 . For this reason, the admission process
is highly selective and we can only offer a place to the very best applications.

As stated on page 4, two successive application campaigns are organized every year. They are independent,
which means that a student can apply to the second campaign, even if his.her application has not been se-
lected during the first campaign. The output of the selection procedure depends on the application campaign:

■ first campaign (autumn/winter): successful applicants are being offered a place in the MULTIPHASE
programme and an EMJM scholarship
■ second campaign (spring/summer): successful applicants are being offered a place in the MULTIPHASE
programme as self-funded students. Some Consortium scholarships can been awarded to self-funded
students.

The selection procedure starts right after each application deadline (see section 1.4). For your understanding,
you will find below the main steps followed by the Selection Committee for each application campaign:

■ administrative evaluation: each application is checked for eligibility (see section 2.2)

■ academic evaluation: each eligible application receives an academic score (see section 2.3)
■ final ranking: based on academic scores and other selection criteria (see section 2.4)
■ admission to the master and, possibly, allocation of a scholarship

The Selection Committee is composed of one professor for each full partner institution and the project man-
ager.

Throughout the selection procedure, applicants will be regularly informed by email of their application status.
Students who are admitted will have to confirm their participation (see section 2.4.5 en page 12) within 3
days (72 hours).

1 Edition is another word for cohort, or intake.

5
Chapter 2. Selection procedure

2.2 Administrative evaluation

Following the closure of the application campaign, the Selection Committee, and more particularly the coordi-
nating institution (Mines Saint-Etienne), begins reviewing each application and checks successively if it meets:

■ the eligibility criteria for being offered a place in the MULTIPHASE programme

■ the eligibility criteria for being offered an EMJM scholarship (only during the first campaign)

Note that students, who are ineligible for an EMJM scholarship can still be eligible for admission to the
MULTIPHASE master as self-funded students. They are equally welcome ,

2.2.1 Eligibility criteria for admission

An application will be declared eligible for admission if the formal check is positive and the admission criteria
are met.

The formal check is negative, and thus a ground for the application rejection, when one of the following situ-
ations is present:

■ the application is not submitted on due time2 : you need to click on the "Submit" button

■ the application is not complete: required information is missing or misfiled, compulsory documents not
provided, ...

■ the application is incorrectly completed: documents or information provided not in English, illegible
documents, unreadable files, ...

■ the information or documents are suspected to be fraudulent (see section 3.2.3 on page 17)

The admission criteria are of yes/no type:

■ your scientific background is aligned with MULTIPHASE master (see section 3.5.2 on page 23)

■ you have or expect to have a Bachelor of Science degree or an equivalent academic qualification in one
of the following fields

– Chemical Engineering (and all extensions such as Petrochemical Engineering, Chemistry...)

– Aerospace engineering
– Applied Mathematics
– Mechanical Engineering
– Physics
– Engineering Sciences

■ Your last diploma is not older then 3 years

■ your higher education corresponds to at least 180 ECTS

■ your degree or diploma is awarded from an accredited university (see section 3.5.3 on page 23)
2 For deadlines, see section 1.4 on page 4

6
 2.2. Administrative evaluation

■ your CGPA is equal to or better than 3.0 out of 4.0

■ your proficiency of English is either:

– English is your native language and you have obtained a higher education degree taught in English
– IETLS with a score equal or above 6.5
– TOEFL iBT : with a score equal or above 88
– PTE-A: with a score equal or above 65 (see section 3.4 on page 20)

The first criterion to be evaluated is the alignment between the MULTIPHASE programme and your scientific
background (see section 3.5.2 on page 23). All submitted applications are independently evaluated by three
evaluators from three different partner Universities. Applications with an average score below 50 % are
rejected and remaining applications are checked for the other admission criteria.

2.2.2 Eligibility criteria for EMJM scholarship

A student applying during the first campaign, and only the first, will be declared eligible for an EMJM schol-
arship under the following conditions:

■ be enrolled in the MULTIPHASE master course

■ have - at the date of enrolment - a first higher education degree (or demonstrate a recognised equivalent
level of learning according to national legislation and practices in the degree-awarding countries)
■ not have already benefited from a previous Erasmus Mundus Joint Masters (EMJM) scholarship in the
period 2021-2027
■ not benefit from another EU funded scholarship scheme to follow the same (or another) EMJM master
course (for the entire period of enrolment in the course)
Students are eligible for an EMJM scholarship even if:

■ they have benefited in the past from a scholarship given by any EU Program, including the EU Erasmus+
Program
■ they have already benefited from a previous Erasmus Mundus Joint Masters (EMJM) scholarship in the
period 2014-2020 or before

7
Chapter 2. Selection procedure

2.3 Academic evaluation

The academic evaluation of the eligible applications leads to the Academic Ranking.

2.3.1 Evaluation of the written application

Each application eligible for admission receives a "written application score" based on the following evaluation
criteria:

Evaluation criteria for written application

Scientific background relevance of previous study 30 %
Academic records marks, awards 30 %
University quality ranking 10 %
quality of the recommendation letters, H index of the aca-
External assessment 15%
demic referees, academic potential
Practical research experience publications, internships, jobs 15 %

The "scientific background" criterion has already been evaluated by three reviewers during the eligibility check
(see section 2.2.1 on page 6). The "academic records" and "university quality" criteria are each reviewed by
one evaluator, whereas the "practical/research experience", the "external assessment", the "Practical reserach
experience" criteria are each assessed independently by two evaluators from two different partner Universi-
ties. If two scores are close, the average value is taken. Otherwise, a discussion is open between all members
of the Selection Committee to make a common decision. Based on this single "written application" score, a
first ranking is produced, from which the Selection Committee establishes a short list.

2.3.2 Evaluation of the oral interview

Short-listed applicants will be invited to an oral interview in English by video conference3 or phone, with a Jury
appointed by the Selection Committee. During this interview, a 10 minutes presentation will be given by the
candidate, followed by 15 to 20 minutes of discussion and possible questions to assess scientific knowledge.
An "oral interview score" will be given by the Jury according to the following evaluation criteria:
■ Motivation to participate in MULTIPHASE
■ Consistency of the student project with the programme’s objectives

■ Critical thinking skills

■ Scientific background & general knowledge in chemical, computational and mechanical engineering
■ English language proficiency

2.3.3 Academic ranking

For each short-listed candidate, an academic score will be calculated with following weights:

■ 50% for the written application score

■ 50% for the oral interview score

Based on these academic scores, the Selection Committee establishes an Academic Ranking.
3 Please note, use of a VPN may interfere with the connection. We recommend that you log out of any type of VPN prior to starting

the oral interview.

8
 2.4. Final selection

2.4 Final selection

2.4.1 Overview
The final selection of the applications for admission is done by the Selection Committee. It is a complex
procedure, which could be seen as a constrained optimization problem by mathematicians ,. Indeed, the
Selection Committee has the mission to form editions with the highest possible academic level (highest aca-
demic scores), while meeting the following constraints and incentives:

■ respect the available number of places in MULTIPHASE programme (see section 2.4.2)
■ respect the available EMJM scholarships per country (see section 2.4.3)

■ promote inclusiveness and gender balance in case of ex-aequo academic score

2.4.2 Edition size

The number of students per edition is limited to 35. This number has been chosen in consultation with all
partners to ensure a high level in pedagogy quality and a smooth integration with other programmes open in
Saint-Etienne, Turin or Munich.

2.4.3 EMJM scholarships allocation constraints

The European Union strives to embark students from all over the world into the Erasmus Mundus excellence
programmes. In order to promote this goal, the MULTIPHASE Consortium has received a funding in form of
scholarships (see section 1.3.1 on page 3). The table below shows the number of available EMJM scholarships
for the four editions (2024-26, 2025-27, 2026-28, 2027-29).

Total EMJM scholarships Average EMJM

Student category
(for 4 editions) scholarship (for 1 edition)
Programme countries student 30 7.5
Partner countries student (any) 30 7.5
Partner countries student (NDICI) 27 6.75
Partner countries student (IPA III) 3 0.75

Though every applicant, from every country, is warmly welcome, the table shows that the chance to be se-
lected for an EMJM scholarship is higher if you are national from an IPA III or NDICI country (provided you
have excellent academic records ;-). This stems from the European Union international policy and its imple-
mentation in the Erasmus+ Programme.

It is worth noting that the principle of communicating vessels does not apply. It is not possible to give an
EMJM originally allocated for a given group of countries to a student belonging to an other group of coun-
tries.

The 10% rule is an other constraint that must be respected by the Selection Committee. In order to ensure
geographical diversity among students, no more than 10% of the total number of scholarships awarded during
the MULTIPHASE programme implementation should be awarded to candidates from the same nationality
(this rule does not apply to scholarships for IPA III and NDICI countries). Beyond this threshold, students can
be enrolled without scholarship.

Importantly, note that the 12-months rule, used in some older EMJM programmes, does not apply to the
MULTIPHASE programme.

9
Chapter 2. Selection procedure

Programme countries students are either:

■ nationals of one of the 27 EU Member States : Austria, Belgium, Bulgaria, Croatia, Republic of Cyprus,
Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia,
Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Swe-
den
■ nationals of one of the third countries associated to the Programme (also called the non-EU Programme
countries): Iceland4 , Liechtenstein4 , Norway4 , Turkey5 , Former Yugoslav Republic of Macedonia (FY-
RoM)5 and Serbia5

Partner countries students are all other students. Among the Partner countries, we may distinguish the so-
called Targeted Regions6 who are composed of:
■ IPA III countries7 :

– Western Balkans (region 1): Albania, Bosnia and Herzegovina, Kosovo, Montenegro
■ NDICI countries8 , who are in the following 8 regions:
– Neighbourhood South (region 3): Algeria, Egypt, Israel, Jordan, Lebanon, Libya, Morocco, Pales-
tine, Syria, Tunisia
– Asia (region 5): Bangladesh, Bhutan, Cambodia, China, DPR Korea, India, Indonesia, Laos, Malaysia,
Maldives, Mongolia, Myanmar, Nepal, Pakistan, Philippines, Sri Lanka, Thailand, Vietnam, Brunei,
Hong Kong, Japan, Korea, Macao, Singapore, Taiwan
– Central Asia (region 6): Afghanistan, Kazakhstan, Kyrgyzstan, Tajikistan, Turkmenistan, Uzbekistan
– Middle East (region 7): Iran, Iraq, Yemen, Bahrain, Kuwait, Oman, Qatar, Saudi Arabia, United Arab
Emirates
– Pacific (region 8): Cook Islands, Fiji, Kiribati, Marshall Islands, Micronesia, Nauru, Niue, Palau,
Papua New, Guinea, Samoa, Solomon Islands, Timor-Leste, Tonga, Tuvalu, Vanuatu, Australia, New
Zealand
– Sub-Saharan Africa (region 9): Angola, Benin, Botswana, Burkina Faso, Burundi, Cameroon, Cabo
Verde, Central African, Republic, Chad, Comoros, Congo, Congo Democratic Republic of the, Cote
d’Ivoire, Djibouti, Equatorial Guinea, Eritrea, Eswatini, Ethiopia, Gabon, Gambia, Ghana, Guinea,
Guinea-Bissau, Kenya, Lesotho, Liberia, Madagascar, Malawi, Mali, Mauritania, Mauritius, Mozam-
bique, Namibia, Niger, Nigeria, Rwanda, Sao Tome and Principe, Senegal, Seychelles, Sierra Leone,
Somalia, South Africa, South Sudan, Sudan, Tanzania, Togo, Uganda, Zambia, Zimbabwe
– Latin America (region 10): Argentina, Bolivia, Brazil, Chile, Colombia, Costa Rica, Ecuador, El Sal-
vador, Guatemala, Honduras, Mexico, Nicaragua, Panama, Paraguay, Peru, Uruguay, Venezuela
– Caribbean (region 11): Antigua & Barbuda, Bahamas, Barbados, Belize, Cuba, Dominica, Domini-
can Republic, Grenada, Guyana, Haiti, Jamaica, St Kitts and Nevis, St Lucia, St Vincent & Grenadines,
Suriname, Trinidad & Tobago

4 Members of the European Free Trade Association (EFTA) which are members of the European Economic Area (EEA)
5 Acceding countries, candidate countries and potential candidates
6 Please refer to pages 34-35 and 267 of the Erasmus+ Programme Guide (LINK).
7 IPA III stands for the 3rd edition of the Instrument for Pre-accession Assistance.
8 NDICI stands for Neighbourhood, Development and International Cooperation Instrument.

10
 2.4. Final selection

2.4.4 Result
Based on the Academic Ranking and on the different constraints explained above9 , each application receives
an admission status:

■ selected if the Academic Score is above the threshold10 , with two possibilities:

– admitted (main list)

– waiting (reserve list)

■ not selected if the Academic Score is below the threshold

The Final List, composed of the selected applications, will be published on the MULTIPHASE website on the
date specified in section 1.4 on page 4. If everything works fine, every eligible applicant will also receive an
email notification of his.her status. An example of Final List is given below.

MULTIPHASE Erasmus Mundus master - Edition 2024-25 (template)

ID Rank Country Category Admission status Scholarship status
5461 1 Venezuela Partner Admitted Fully-funded EMJM
10586 2 Spain Programme Admitted Fully-funded EMJM
.. .. .. .. .. .. ..
. . . . . . .
545 24 Nigeria Partner Admitted Self-funded Consortium
6175 25 USA Partner Admitted Self-funded Consortium
.. .. .. .. .. .. ..
. . . . . . .
8345 70 Poland Programme Admitted Self-funded -
461 71 Kyrgystan Partner Waiting - -
6692 72 Pakistan Partner Waiting - -
9486 73 Argentina Partner Admitted Fully-funded EMJM

A student being offered a place with an EMJM scholarship has 3 days (72 hours) after the publication of the
Final List on the MULTIPHASE website to confirm his.her participation in the MULTIPHASE master. If the
offer is accepted, the "admitted" status is confirmed. Otherwise , the place is freed and offered to an other
applicant from the waiting list (upgrade).

A student in the waiting list (=not yet admitted) will have two choices:

■ apply as a self-funded student (i.e. without EMJM scholarship) by sending a request to the Selection
Committee. This can be the case if the student wishes to secure a place. The demand will be accepted
on a first-come, first-served basis provided that the maximum number of students in the cohort is not
reached yet.

■ wait and hope for an upgrade to the main list. Upgrades happen when one place is freed by a student
withdrawing from the main list. Note that an applicant upgraded from the waiting list to the main list is
not necessarily the student with the best rank in the waiting list. Practically, the Selection Committee
will upgrade the first student (in descending rank order) who leads to a main list that complies with the
rules described in section 2.4.3.

Note on Consortium scholarship. On average, the first 10 self-funded students per edition will be awarded
a Consortium scholarhip (see section 1.3.2 on page 3).
9 See sections 2.4.2 and 2.4.3.
10 This threshold is not known in advance, depends on many factors and is likely to change over the application campaigns.

11
Chapter 2. Selection procedure

2.4.5 Acceptance
You may apply to as many Erasmus Mundus master programmes as you wish. If you are selected and offered
a place by two or more programmes, then you are lucky ,

In case you have accepted to join a programme A and then you are proposed to join a programme B, which is
more interesting for you, keep immediately informed the programme A that you withdraw your application
and go for programme B. When you have accepted a place in your most preferred programme, be kind to
notify any other programme, where you applied, that your application is not to be considered any more.

Students benefiting from an Erasmus Mundus scholarship cannot benefit from another EU grant while pur-
suing their Erasmus Mundus Master’s studies.

12
 2.5. Appeal procedure

2.5 Appeal procedure

In case of non-selection and if you have grounds to believe that your application file, although complete, was
not processed through the selection procedure or that you have been discriminated against unlawfully, you
may engage an appeal procedure by filling the form which you can download HERE.

This form should be sent to the Consortium Coordinator ([email protected]) no later than one week after
the decision notification. If the appeal is regarding the Coordinator, the written appeal should be directed to
the Steering Board.

Any appeal will be accorded thorough consideration and will normally be addressed within 28 calendar days
of receipt.

Please note that the appeal cannot concern the decision of admission/rejection itself, but only an alleged
error made in the process that has resulted in the contested decision.

13
Chapter 2. Selection procedure

14
3. Application procedure

3.1 Overview
In order to constitute a complete application file, applicants are invited to go through the following steps:

■ register to the online application system (see section 3.2 on page 16)

■ fill in the following forms:

– Personal details (see section 3.3 on page 18)
– Language proficiency (see section 3.4 on page 20)
– Academic qualifications (see section 3.5 on page 22)
– Personal presentation (see section 3.6 on page 26)
– Scholarships (see section 3.7 on page 26)
– References (see section 3.8 on page 27)
– Survey (see section 3.9 on page 30)

■ upload electronic documents (see section 3.10 on page 31)

■ submit online application (see section 3.2.3 on page 16)

15
Chapter 3. Application procedure

3.2 Application platform

3.2.1 URL and browsers
The application to MULTIPHASE master is exclusively possible on the platform available at
www.multiphase-master.eu
Please use Mozilla Firefox or Google Chrome browsers for the full functionality of the application platform.

3.2.2 Help on the application procedure

It is more than recommended to have this Application Guide open alongside the application forms. Since it
will be updated regularly, download the latest version at:
www.emse.fr/~bonnefoy/multiphase/download/Application_Guide.pdf

Here are some guidelines and informations:

■ all fields with a red star need to be filled in

■ each form must be saved before going to the next one; changes are otherwise lost

■ it is possible to modify your application before the application deadline (see below)

■ all the documents have to be in English

■ encrypted PDF files are not allowed. Use online services to unlock them

Please use as sparingly as possible the address [email protected] indicating your application ID.
In case you need to send heavy documents, please give a link to a downloadable file instead of attaching
them to the email.

3.2.3 Submitting your application

Applications that are complete (all mandatory fields completed and all mandatory documents uploaded) have
to be submitted before the application deadline. They will otherwise not be evaluated at all. It is thus essen-
tial that you perform manually this submission by clicking on the "Submit my application" button.

You will be asked to declare the correctness of the provided data by checking the checkbox "Yes" and finalize
the submission by pressing the "Submit my form !" button. The text that will be proposed for acceptance is
following:

I understand that, if I am selected (proposed for a scholarship, put on the reserve list, or enrolled as a self-funded
student) my data may be used for the purposes of evaluating the Erasmus Mundus Programme and will be made
available to the European Agency, the Erasmus Mundus national structures, the EU delegations and the Erasmus
Mundus Students and Alumni Association, acting as stakeholders of the programme.

I declare that all the information in this application is true, accurate and complete to the best of my knowledge and
I understand that withholding, misrepresenting, or giving false information will invalidate my application and make
me ineligible for admission.

By submitting this form, you are stating that you have completed the application procedure

16
 3.2. Application platform

Checkbox YES + field with title "Declaration and Post" and text "I hereby that the above information is, to the best
of my knowledge, correct. I am aware that penalties may be applied in the case of a false declaration."

You can check that your submission went properly by checking on your own on the platform. If our automatic
email server works well, you will even receive a confirmation email. Since we cannot manually check every
particular application, emails asking for submission confirmation will not be answered.

Only one application will be considered per candidate. If more applications are submitted, only the last one
will be considered. If the last application submitted is incomplete, it will not be eligible for admission and thus
not considered.

About fraud. Any fraud related to the informations provided on the application platform or to the docu-
ments uploaded is a ground for immediate application rejection. If the fraud is discovered lately, during the
master programme, the student will be referred to the Disciplinary Committee and punished accordingly.
Punishment can include immediate exclusion of the master programme and the obligation to pay back the
scholarship perceived so far.

Upon submission, we require every student to sign the Declaration of Honour that can be downloaded by
clicking HERE.

3.2.4 Modifying your application

When the application deadline is reached, the application platform is no longer accessible. Before this dead-
line, modifications are possible under certain conditions.

If the application is not yet submitted, any field or document of your application can be modified (completed,
corrected, updated, removed) at any time before the application deadline. There is only one notable excep-
tion: once a request for a recommendation letter is sent to a referee, it is not possible to change the referee
informations (email, ...). See section 3.8 on page 27.

After you have submitted your application, in the case you want to upload or change the documents or
data you previously provided, you must contact the admission center for furhter assistance. Your application
will be marked as incomplete, so you can go back and make the modifications. Importantly, once you finish
modifying your application, you must re-submit the application following the same process as the first time.

17
Chapter 3. Application procedure

3.3 Personal details

3.3.1 Identity
In this section, you will be asked to provide following informations :

■ Civility

■ First name

■ Last name (=family name)

■ Maiden name (if applicable)

■ Date of birth, exactly as it appears on you ID document that you will later upload

■ Country and city of birth

In case you have a middle name, do what makes most sense for you. In the First name field, you can either
write your first name only or write your first and middle name all in once.

3.3.2 Nationality
Please, give your nationality, as indicated on your ID document.

If you have two nationalities, please indicate your second nationality. Then, you will be asked under which
nationality (first or second) you want to submit this application. It has an influence on whether you are a
student from a Programme Country or from a Partner Country (see section 1.3.2 on page 3 and section 2.4.3
on page 9).

3.3.3 Correspondence address

Address contains following informations : Street address, ZIP code, City, State (if relevant) and Country.

For special issues, we may need to have a direct contact with you. That is why we ask you a phone number.
A cell phone with SMS capability is recommended.

Whatever your actual location (at the correspondence address or elsewhere), we will need to know your
residence time zone (example : GMT+3) so that we can propose you a meaningful timeslot for the interview
if you are pre-selected. You can check your GMT/UTC time zone with web based services such as this one.

3.3.4 Identity Document (passport or ID card)

A passport is needed for most people to travel among the three countries involved in the MULTIPHASE mas-
ter (France, Italy, Germany). For EU-citizens in the Schengen space, an identity card may be sufficient to travel.

As a consequence, non-EU applicants are required to give a copy of their passport and EU-applicants may
give either a copy of their passport or a copy of their ID card.

Whatever the document type (passport or identity card), you will be asked to give its number and upload a
scanned copy, with a resolution high enough to allow easy reading. For passports, it is only required to scan
the information page. Please, merge all scans (recto, verso,...) into a single PDF file.

In case your passport or ID card has expired and you are waiting for a new one, it is enough to upload the
scan of the old document before the application deadline. The uploaded ID document can be updated later.

18
 3.3. Personal details

3.3.5 Photograph
A recent photograph will be also asked. It will be used for the class book and to help us recognise you during
the first days of the programme ;-)

There are no requirements of any kind on the ID photo (background, size, color, glasses, ...). It can be a pho-
tograph for official documents but also a more personal view.

We only ask you to provide the photograph with a jpg, jpeg, gif or png format exclusively.

3.3.6 Special needs

Candidates with any kind of disability or need can send us a email to [email protected]. These
informations are treated as confidential by the consortium and not shared to anybody without prior explicit
consent of the applicant.

19
Chapter 3. Application procedure

3.4 Language Proficiency

Since the teaching activities will be conducted in English, it is important to have a good English proficiency.

The level of English is at the same time:

■ a requirement : in order to be eligible, it is required to have a minimum level equivalent to a strong B2

in the European CEFR1 scale (see skills by clicking HERE).

■ a criterion used by the Selection Committee to rank the eligible applications. If you are declared eligible,
your proficiency in English will be evaluated by the reviewers during the interview.

Your proficiency in English language can be demonstrated in 2 ways:

■ You have successfully passed one of the accepted English test (see section 3.4.1)

■ You are a native English speaker (see section 3.4.2)

3.4.1 Certificate of an English Test

3.4.1.1 Accepted tests and minimum score

Only 3 tests are accepted :

■ IETLS with a score equal or above 6.5

■ TOEFLiBT with a score equal or above 88

■ PTE-A with a score equal or above 65

3.4.1.2 Date of expiration

It is worth noting that the certificate expiration date is not taken into account. We consider and hope that
your level of English is at least as good as when you successfully passed the test ,

3.4.1.3 Deadline for uploading the certificate

Before the deadline specific for this certificate (see website), it is required to either:

■ upload a scan of the official certificate (ideal situation) or

■ upload a screenshot of the online result (deteriorated situation)

Please, keep in mind that a screenshot is only a temporary solution since the final selection will be confirmed
only upon reception of the official certificate. Failing to provide this certificate in due time will automatically
lead to the application rejection.

1 CEFR = Common European Framework of Reference for Languages

20
 3.4. Language Proficiency

3.4.2 Native English speaker

You have one of the following nationalities and you have obtained a higher education degree taught in English:

■ Australia
■ Canada
■ Ireland

■ New Zealand
■ United Kingdom
■ USA

21
Chapter 3. Application procedure

3.5 Academic qualifications and Marks

3.5.1 Requirements on the type of degree
3.5.1.1 Diplom Recency
Your diploma must not be older than 3 years.

3.5.1.2 ECTS equivalence

You have a Bachelor of science degree or a Bachelor of engineering: meaning that you studied at least 3 years
full time in an Higher Education Institution.
In European standards, it is equivalent to 180 ECTS (1 ECTS = 1 point in the European Credit Transfer System).

Degrees of Bachelor of Technology are not accepted. However, if you have a Bachelor of Technology, and, in
addition, a Master of Science or an Engineer degree, then you are eligible. In this case, once declared eligible,
both degrees (undergraduate and graduate) will be evaluated at the same level, that is to say with the same
importance.

3.5.1.3 Eligible fields

Your specialization is:

■ Bachelor degree in Chemical Engineering (and its extensions: Petrochemical engineering, Chemistry)

■ Bachelor in Aerospace Engineering

■ Bachelor in Applied Mathematics

■ Bachelor in Mechanical Engineering

■ Bachelor in Physics

■ Bachelor of Engineering Sciences

3.5.1.4 Undergraduated Students

If you are currently studying in a Bachelor of Science programme and do not have yet a degree, you can still
apply providing one of the following documents:

■ an official document proving that you are actually enrolled in an education programme. A certificate of
registration is most recommended.

■ an official student record book (provisional academic transcript)

These documents need to be translated into English but not necessarily notarized (see section 3.5.4 on page
23).

The final transcripts and degrees translated and notarized shall be provided by email by the 31st July. They
must be sent by email to: [email protected].

22
 3.5. Academic qualifications and Marks

3.5.2 Scientific background

Your scientific background must be aligned with the MULTIPHASE master so that you can follow smoothly
the lectures. This alignment is an eligibility criterion (see section 2.2.1 on page 6) as well as an evaluation
criterion (see section 2.3.1 on page 8).
You will be asked to fill in a form to demonstrate that the courses that you have followed so far put you in
a position to follow the MULTIPHASE courses with major difficulties. Four categories of courses are distin-
guished:

■ Mathematics

■ Fluid and Solid Mechanics

■ Chemistry, thermodynamics, heat- and mass-transfer

■ Programming

For each category, up to 5 courses can be detailed so, please, focus on the courses that are most able to show
your alignment with the MULTIPHASE programme. For each course, it is needed to give:

■ the course name as specified on the record of transcripts. Here, "course" means a module, a teaching
unit, ... not the whole program. Example : Algebra I

■ the content (up to 300 characters), as keywords

■ the hours : estimated total number of hours (e.g., 45 hours corresponding to 3 hours/week in a 15-week
semester)

The question whether you are eligible, from a scientific background perspective, will be answered by the
Selection Committee, at the end of the application campaign.

3.5.3 Accredited university

You get points if your Bachelor degree has been awarded by a University listed in: Times Higher Education
Enter the Name of your University and its ranking as stated on the Times Higher Education’s Website (see
section 2.3.1 on page 8). If

3.5.4 Translation and Notarization

The Selection Committee, mostly composed of French, Italian and German persons, is obviously not able to
understand every language of the world ,. For this reason, it is required that some documents are translated
into English to be considered for the application.

The highest possible degree of fairness is aimed at in the selection process. Recognizing the fact that some
applications are artificially good (i.e. fraudulous) and may be selected in place of truly excellent applications,
we require that some documents of your application have to undergo a notarization process. Despite the
burden that it can cause, it is the only mean available to us to have confidence in the information and docu-
ments that you provide. This guarantees you that a place offered in the MULTIPHASE master is well deserved.

Overall, the documents listed below have to be both translated into English AND notarized. In other words,
official documents natively written in English must still be notarized. The documents concerned by (translation
and) notarization are:

■ the obtained diploma and degrees (BSc, MSc, ...)

23
Chapter 3. Application procedure

■ the academic transcript of records of your whole Degree (lectures, credits, marks, rankings, ...), also
known as Graduate Report, along with the grading scale used

You are requested to upload two versions of each document on the application platform (ie two PDF files):

■ the original version: a scanned copy of the document, as given by your university, in the original lan-
guage

■ the notarized English version: a scanned copy of the notarized English version of the above document

Failing to provide the two versions of these documents in due time will automatically cancel your application.

Notarization is the official fraud-deterrent process that assures the parties of a transaction that a document
is authentic, and can be trusted2 . In practice, the usual procedure is:

1. make photocopies of the original document delivered by your university or print it if is in digital format.
Whether the copy is in color or black-and-white does not matter.

2. go to the appropriate third body:

■ if the language of the original document is English, go to any Notarization body

■ otherwise, you have two options:
– directly go to a sworn translator, who will do both translation and notarization
– go to any translator (sworn or not) and then to a notarization body. It is presumably more
expensive and time-consuming

3. give the original document and its copy

4. ask to certify that the original document is authentic. He will then apply a stamp on the copy and sign
it. The stamp is generally from the central government of the country

5. scan this notarized document as a PDF file

6. upload it together with the scan of the original document

Again, we strongly advise you to bring modifications (ink signature, seal, stamp) only on the copy. Try to not
alter the original document.

The notarization body is a third body accredited by a government authority. A third body is by definition
a body separate from your university. In other words, even if the document is attested, stamped, signed,
certified, ... by your university’s topmost officials, it is not considered as notarized. A notarization body, or
person, is typically:

■ a notary public

■ a sworn translator

■ a sworn lawyer

■ a sworn officer from the Ministry of Foreign Affairs

■ a sworn officer from the Higher Education Commission of the Ministry of Education

Since the translation and notarization process takes quite a long time, we strongly advise you to start it as
soon as possible.
2 Definition given https://www.nationalnotary.org/knowledge-center/about-notaries/what-is-notarization.

24
 3.5. Academic qualifications and Marks

3.5.5 Transcripts Of Acacademic Records

It is required to upload scanned copies of all higher education academic records in their original version: aca-
demic transcripts to the mentioned diplomas, including all completed courses at the time of application, not
only those of the current year.

If your transcripts are not issued in English, a translation in English is needed. If you do not have an official
translation, you can upload a non-official translation along with the original diploma. If you are pre-selected
for the course, an official translation will be required.

Documents should be accompanied by a (possibly certified/official) translation in English. Please note that all
selected students will have to provide a certified (legally attested) translation in the English language.

Applicants are also encouraged to provide their diploma supplement, if they have one.

All available grades should be provided as soon as available. Transcripts must be added through the platform
up to the application deadline. Then, only the grades received after the application deadline can be accepted.
They shall be sent to [email protected] with, as subject of the email, "LAST AVAILABLE TRAN-
SCRIPTS - JUST RECEIVED - YOUR NAME".

25
Chapter 3. Application procedure

3.6 Personal presentation

We would be very happy to know more from you ,

It will help us to better anticipate the fit between your project and personality and MULTIPHASE.

You are welcome to describe any valuable experience related to the MULTIPHASE field or because it gave
you the opportunity to develop or polish your skills, be it technical or linked to communication, leadership,
management, etc. It can be mentioned, together with your career project, in the video or in the motivation
letter, and you can join documents to your application.

3.6.1 Curriculum Vitae

Very classically, we would like you to prepare an up-to-date Curriculum Vitae.

Since every year, the reviewers read 100+ CVs, it is important for them to find rapidly the pieces of informa-
tion that matter. For this reason, it is compulsory to use the Europass format. Using other formats (Microsoft
Word template, ...) will make the reviewers angry and you definitely do not want that.

Europass CV service is accessible online at https://europa.eu/europass/en/create-europass-cv

A few guidelines:

■ there is no maximum number of pages

■ keep it pleasant to read by putting what is relevant and discard unncessary details
■ you can keep the Europass logo or remove it to gain place, at your convenience
■ there is no need to list your recommendations in the CV since they will be uploaded on the application
platform

Other guidelines:

■ Education and Qualifications: please complete this section as fully as possible indicating any relevant
Higher Education qualifications starting with the most recent. Complete the name of the Institution(s)
as it appears on the degree certificate or transcript
■ Employment and Experience: please complete this section as fully as possible with all employments
relevant to your course.
■ You should highlight your participation in conferences, internships, non-governmental organisations,
summer schools, and other socially sensitive or political activity; as well as any prizes/awards received
even if these activities are not specially connected to the area of MULTIPHASE

3.7 Scholarship
Extensive information about scholarships is given on page 3 and on page 9.

During the second application period (for self-funded students), candidates are asked to provide information
about their provisional funding plan. If a candidate plans to use an external scholarship for studying in the
MULTIPHASE programme, then further information about the scholarship must be provided (at least the
funding organization and the application deadline for a scholarship).

26
 3.8. References

3.8 References
To be eligible, your application must contain at least one recommendation from an academic staff. Two addi-
tional recommendations are possible.

The general procedure is as follows:

■ you choose a referee (see section 3.8.1)

■ you ask for a recommendation letter to support your application to MULTIPHASE
■ you enter his.her details on the application platform, including the email address (see section 3.8.2)

■ you click on the "Send Request for individual assessment" button

■ the referee receives an automatic email from MULTIPHASE. This email contains:
– an invitation to fill in a short form and write a free-text recommendation letter
– an hyperlink, where the letter should be uploaded
– a deadline (see section 1.4 on page 4)
■ the referee uploads the document as a PDF file on the MULTIPHASE website, with a link provided in
the email.
■ you regularly check on the application platform if the referee has uploaded the letter of reference

Importantly, it is good to know that, for eligible students, the referee will be contacted a second time to con-
firm that the reference letter received by MULTIPHASE has been effectively written by him.her.

Again, only applications with at least one uploaded academic letter will be taken into account by the Selection
Committee. So, please bear in mind that it is your responsibility to make sure that the referees you have
chosen upload their letters before the application deadline. We recommend a close contact with your referees
to ensure a smooth and timely process.

3.8.1 Choosing a referee

Think carefully about who you want to ask for these letters of reference. Your referees have to know you
personally and devote some time to understand the MULTIPHASE programme. They have to convince us
that you are a good choice for this particular programme. Typical examples of referees are:
■ a professor that lectured you in some course
■ a professor that supervised a long enough project

■ a work manager/employer

It is strictly required that at least one reference letter is written by an academic staff. If this condition is not
met, the application will be not eligible.

As stated in section 3.2.4 on page 17, once a request for a recommendation letter is sent to a referee, it is
not possible to change the referee’s information (email, ...).

27
Chapter 3. Application procedure

3.8.2 Referees details

Please fill this form on the application platform only after making sure that the chosen referee will be able
and willing to write a reference letter for you. There will be no change possible after you have submitted your
application.

3.8.2.1 General informations

For each referee, please indicate:

■ Details on the referee as a person:

– First and Last names

– Phone number with country code
– Institutional email address (see section 3.8.2.2)

■ Details on the referee:

– Position and title

– URL address of a web page containing professional informations (personal web page, Research-
Gate, Google Scholar CV, LinkedIn, ... )
– URL of web page proving membership in the organization (e.g. directory of university staff)
– H-index (only if academic staff)
– URL of a webpage showing this H-index (only if academic staff)

■ Details on the referee’s organization (university, company, ...)

– Organization name
– Country
– Address

Please double check the above information (especially the referee’s email address) to avoid delay in notifying
your referee and obtaining your letter of recommendation.

3.8.2.2 Institutional email address

Referees cannot use their personal email address such as Gmail, Yahoo, ... Instead, they must use their insti-
tutional (university or company) email address.

The only exception is when the person you want to get your recommendation letter from has retired or re-
signed from his organization so he.she does not have an official/institutional email ID any longer. In this case,
personal emails can be used but the referee must clearly explain in the recommendation letter in what posi-
tion and when he has known you.

The email is sent by our platform to the referee may not be delivered properly. So, please ask him.her check
in the spam folder. Those letters are one of the main "last-minute issue" encountered by the applicants.

Whatever the status of your online application (submitted or not), the referee can upload a reference letter
at anytime before the application deadline.

28
 3.8. References

3.8.2.3 Informations about academic referees

For academic referees, it is required to give the H-index (also called H-factor or Hirsch-index). This index
is "an attempt to measure both the productivity and impact of the published work of a scientist or scholar".
Various websites and tools are available to get this number. With Google Scholar (LINK), simply type the
name of the referee in the text box and choose the right one among those proposed, if more than one. The
H-index is given in the "All" column" (see figure 3.1 on page 29).

If the referee is not from academic world, just leave both fields empty.

Figure 3.1: Finding the H-index of an academic referee with Google Scholar.

3.8.3 What is asked to referees

The email automatically sent by the Selection Committee ([email protected]) invites the ref-
eree to fill in a template available HERE and, if he.she feels appropriate to write a standard recommendation
letter on institutional letterhead. It is up to you to convince him.her to do so , Finally, the referee will upload
a unique PDF file (after merging the form and the standard letter, if applicable) on the MULTIPHASE website.

29
Chapter 3. Application procedure

3.9 Survey
You can help us a lot to improve our recruitment campaign by answering the following questions :

■ How did you hear about this Master programme ? (our website, social networks, your institution like
a professor or the international department, Campus France catalogue, EduFrance office, French em-
bassy, EACEA catalogue of EMJMD masters, our brochures and flyers, advertisement in newspapers
and magazines, alumni or academic staff of the master, educational / student fair, ...)
■ In case your application is not selected for the MULTIPHASE programme, do you wish that your file is
transmitted to the full partners of the consortium, for potential application to other Master programmes
?
■ Do you apply for other programmes ? The answer to this question has absolutely no effect on your
application success rate. It is only meant as an indicator of the "competitors" of the MULTIPHASE
programme ;-)

30
 3.10. Documents required

3.10 Documents required

All documents must be in English. Some of them must be given in the original version and in the notarized
version (see requirements in each section).

3.10.1 Electronic documents for the application period

This part is just for information purposes and does not replace what is asked on the application platform :

■ a copy of your identity document (section 3.3.4 on page 18)

■ a photograph of you (section 3.3.5 on page 19)

■ a proof of your proficiency in English (section 3.4 on page 20)
■ documents on your academic curriculum (section 3.5 on page 22)
■ a Curriculum Vitae in Europass format (section 3.6.1 on page 26)

■ at least one academic reference letter (section 3.8 on page 27)

■ your Declaration of Honour (section 3.2.3 on page 16)

31
Chapter 3. Application procedure

32
4. Annexes

4.1 ECTS
The European Credit Transfer and Accumulation System (ECTS) is a student-centred system based on the
student workload required to achieve the objectives of a programme of study. Its aim is to facilitate the
recognition of study periods undertaken by mobile students through the transfer of credits. The ECTS is
based on the principle that 60 credits are equivalent to the workload of full-time student during one aca-
demic year (30 ECTS per semester).

If you come from outside of the European Union, please inform us on how to convert your course credits
into ECTS and how to convert/read your academic grades. For this purpose, use the "Optional Attachments"
section of the online application form. This information should mainly rely on official arguments and texts.
However, if such official documents are not available, consider that a full year (studying full time) at univer-
sity corresponds more or less to 60 ECTS. If a full year in your institutions to 40 local credits, for instance,
a reasonable conversion is 1 local credit equal 1.5 ECTS. If a full year corresponds to 120 local credits, the
reasonable conversion would be 1 local credit equal 0.5 ECTS... In some country, a full-time year of study
is composed of 15 modules each year (4 ECTS each on average). In other countries, the modules can be
only 6 with a lot of homework (each module corresponding to 10 ECTS...). You should thus make your own
assumptions and explain them.

For specific country information, you can refer to the ENIC-NARIC website.

33
Chapter 4. Annexes

4.2 Other scholarships

4.2.1 Overview

Country Funding org. Amount URL Comment

"Erasmus+ mobility schol-
arships" are only available
All countries Erasmus+ 300 €per month
for students without an
EMJM scholarship
All countries Eiffel scholarship LINK
All countries Campus France LINK
France LivinFrance LINK
FGYO (French German
France/Germany LINK
Youth Organization)
All countries German DAAD LINK
All countries TU Munich LINK
All countries Studienstiftung LINK
All countries Stipendium+ LINK
All countries HSS LINK
700 €/month + tuition
Colombia French embassy LINK
fees for the first year
700 €/month + tuition
India French embassy LINK Charpak programme
fees for the first year
860 €/month + travel fees
Indonesia French embassy LINK
For the first year
?? €/month + Participa-
Kosovo Government of Kosovo LINK Young Cell Scheme
tion fees
Taiwanese Ministry of
Taiwan LINK
Education (MoE)

34
4.2. Other scholarships

35