FAQ - Frequently Asked questions

Because there is a limited number of EMJM scholarships depending if you are a “EU Member States and third countries associated to the Programme” candidate or a “Third countries not associated to the Programme” candidate.

It is a scanned copy of an official document that certifies your residence and clearly states your actual place of stay.

A proof of residency can either be:

– a certificate of residence in line with the provisions of the municipality where the student is registered;

– a certificate confirming the place of employment or study/training, issued by the employer or the institution where the student studies/finished his/her studies.

It must be an officially notarized copy in English or an official English translation of the original document and must have been issued within 12 months before the application deadline.

The list of countries is provided on the European Agency website.

If you are a “Third countries not associated to the Programme” candidate,  you need to write and sign a letter where you state that “you are not resident nor have carried out studies or training work for more than a total of 12 months over the last 5 years in any “EU Member States and third countries associated to the Programme”“.

If this does not correspond to your situation, you will belong to the “EU Member States and third countries associated to the Programme” candidates category.

Yes

You should first apply online to the Europhotonics program. If you are selected, we will help you with your visa application.

Yes, of course. We know that most students who apply are currently enrolled for their last year or session of a BSc or BEng program or equivalent. In this case the diploma will be asked after selection.

Provide in that case your current certificate of enrollment as well as the expected date of graduation as well as all the transcripts already in your possession.

Depending on their ranking once the evaluation process has been completed, the students will either be proposed one of the three options: a scholarship position (Main List students), a self-funded position (Reserve List students) or no position at all (Non-Selected List students) to the Europhotonics program.

No. Your online application will be used to decide if you are accepted to the Program as well as if you are awarded an EMJM scholarship.

Please upload a text document in the optional documents section explaining the reason for which the English score is missing in your application : if you are selected, this score will be asked after the deadline of application.

No. If you have followed a bachelor’s or master’s programme at a University or Higher Education Institute (HEI) in your country and the language of all the courses has been English for at least 10 months of the program, then you can submit a certificate from your University or HEI stating this fact (English proficiency certificate).

We ask for a B2 level in English, that is 

• TOEFL (570 paper-based, 250 computer-based, 88 internet-based)
• IELTS (at least 6.5)
• Duolingo (at least 120)
• TOEIC (at least 785)

or equivalent proof.

Proving your English level is possible in several ways, not only by TOEFL / IELTS / Duolingo / TOEIC test certificates.

• If you have followed a bachelor’s or master’s programme at a University or Higher Education Institute (HEI) in your country and the language of all the courses has been English for at least 10 months of the program, then you can submit a certificate from your University or HEI stating this fact (English proficiency certificate). If you can add a TOEFL / IELTS / Duolingo / TOEIC certificate, this can add value to your application.
• If you have followed a program where the language of education was not English, but you have followed English Language courses as part of your curriculum or in a private or other institute, then this does not correspond to the criteria. You will need to pass a TOEFL / IELTS / Duolingo / TOEIC test.
• If you have not followed higher education in English but have for example several years of working experience in an English language environment, then this does unfortunately not meet the criteria. You will need to take a TOEFL / IELTS / Duolingo / TOEIC test.

Main instructions are given in your online application, “Application Forms” menu,  “References” section, top of the page (here is a screen copy).

In addition, here is a screen copy of the checklist page, showing you how you can check if your referees have sent their letters, and how you can upload letters by yourself if you have some extra ones.

Your referees should receive the recommendation request by email as soon as you have filled and closed the “References” form page. If they do not receive the email, it can be due to

• you have given a wrong email address for your referee.
• the email has been filtered by your referee’s email system. Tell your referee to check their email spam boxes.
• the email has been rejected by your referee’s email system (it can be due to a greylisting system, to the use of email protections such as boxbe, …).

As long as your application is in the incomplete status (not yet validated), you can send the request again:

• Go to Application form > References
• Check that the emails that you have given for your referees are valid (try to send yourself an email to these addresses and check that it is delivered). Many emails that we send to the referees get returned due to non-existent email address. We cannot deal with this problem.
• At the end of the page, click on “Send the request for individual assessment“. That should send again an email to the referees who have not already replied.
• After everything in your application is updated, and after your referees have received their email requests, submit your application again using the Checklist menu / Send your application.

If your application is in the complete status (already submitted), you can ask us to put it back in the Incomplete status. Do not forgot to validate your application again before the application deadline.

If you are unsuccessful with the previous way of submitting the reference letters, ask your referees to email their recommendation letter directly to us (see email on top of FAQ page). It is essential that they give in their email: your name, and the exact email address that you have used for your application.

Only the applications that are validated at the online applications deadline will be examined.

In order to check that your application is validated, connect to your online application. You should get at the top of the page the “Status of your actual application” ending with “Your file has been sent“.

• First of all, read the instructions that are given on the screen, if there are.
  If things do not behave as they should, restart your computer.
• Check that javascript is activated on your browser.
• If the problem persists, send us a report of your problem, telling us the URL (http://www.europhotonics.org/…) of the page that you are looking at, the actions that you try to do, and all the details that can help us to understand the difficulties that you get. Send us also the Operating System that you use, which browser you use and its version, if javascript is activated, what is your cookies configuration.

You should be able to change almost everything in the application documents. You can upload revised versions of the files that you have already uploaded. You can change them even if you have already completed your application. You can also delete previously submitted files. You can use the “Other document” to send extra information. See a screenshot example. But you will not be allowed to act on the recommendation letters sent directly by your referents.

Once you have completed your application you cannot change your “Forms“. If there is something wrong, you can

• Go to the “Checklist” tab, then submit a new attachment in the “Other document” section.
• Ask us to change minor things (be clear in telling us what should be suppressed and what should be added)
• Ask us to put your application back in the “Incomplete” status. You should then be able to make the corrections by yourself. And do not forget to validate your application again before the application deadline.

Please do not send any printed documents, the application is online only.
The originals printed documents will be asked after selection.

1. First of all, subscribe to our online application using an email address that do not use any filtering system (such as boxbe, …). Indeed, most of the emails will be automatically sent to you by our application, and if your messaging system rejects these emails, we have no way to send them again.
2. Check in the spambox of your webmail account, perhaps the email containing your password is there.
3. Then, if you use an email client (like Outlook, Thunderbird,…), check in the spambox of your email client, perhaps the email is there.
4. Then, go to one of the page: http://application.europhotonics.org/ , click on “login“, then click on “Forgotten Password?“.
   You will obtain a procedure to retrieve your password.

You can use the online services of Zamzar, ConvertFiles,…

To transform your printed documents in numeric format, take a picture with a digital camera. Check that the resulting quality is sufficient.