Guide To Submitting Your Hardcopy Documents (AY17/18)

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German Institute of Science and Technology – TUM Asia Pte Ltd

Guide to Submitting Hardcopy Supporting Documents for Admission to TUM Asia Master of Science Programmes Academic Year 2017/18 (Updated as of July 2016)

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Contents

List of Documents Required ..................................................................................... 3

Requirements for Each Document ............................................................................ 4

Printed and Originally-Signed Online Application Form ........................................... 4

Letter of Motivation ................................................................................................... 5

Curriculum Vitae/ Résumé ........................................................................................ 5

Bachelor Degree Certificate ...................................................................................... 6

Letter of Recommendation ....................................................................................... 7

English Proficiency Certificate .................................................................................. 8

Akademische Pruefstelle (APS) Certificate ............................................................... 8

Passport Bio-Data Page Photocopy ......................................................................... 8

Passport-sized Photograph ...................................................................................... 8

Notarisation of Documents ....................................................................................... 9

Why do some of the documents need to be notarised? .......................................... 9

Which documents need to be notarised? ................................................................. 9

Where can the notarisation be done? ....................................................................... 9

How does an official notarisation look like? ........................................................... 10

Multi-Page Documents ........................................................................................... 12

Non-English Documents ......................................................................................... 13

Special Conditions for Certain Countries ............................................................... 14

English Proficiency & Akademische Pruefstelle (APS) ............................................ 15

Do I need to submit an English Proficiency Certificate? ........................................ 15

Do I need to submit an Akademische Pruefstelle (APS) Certificate? ..................... 16

Matriculation Documents ........................................................................................ 17

Summary ................................................................................................................. 18

Contact .................................................................................................................... 19

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List of Documents Required

Document

For the Purpose of Applying to the Programme

For the Purpose of Matriculating to the Universities*

1. Printed and originally-signed Online Application Form

1 set

-

2. Letter of Motivation 1 set -

3. Curriculum Vitae/ Résumé

1 set

-

4. Bachelor Degree Certificate/ Provisional Degree Certificate/ Enrolment Certificate

1 set

Additional 3 sets^ for joint degree programmes/ Additional 2 sets^ for pure TUM programmes

5. Bachelor Degree Academic Transcripts (at least 4 (for 3-year Bachelor Degree programmes)/ 6 (for 4-year Bachelor Degree programmes) semesters’ worth of Academic Transcripts)

1 set

Additional 3 sets^ for joint degree programmes/ Additional 2 sets^ for pure TUM programmes

6. Letter of Recommendation from your Employer/ Professor

Minimum of 2 different letters from 2 different employers/ professors

-

7. Original, Passed English Proficiency Certificate# (either IELTS or TOEFL)

1 set

-

8. Original, Passed Akademische Pruefstelle (APS) Certificate#

1 set

-

9. Passport Bio-Data Page Photocopy and Singapore Identification Card% Photocopy

1 set

-

Note: If you are applying to more than one Master of Science Programme in the same Academic Year, you are required to submit one set of documents per application. *You are only required to produce these documents, if you are admitted into the programme and will be matriculating to the programme ^Important: Please refer to Matriculation Documents for more information on these documents

#Not all applicants may be required to provide these documents. Please refer to English Proficiency & Akademische Pruefstelle (APS) to determine if you are required to provide these documents. %Only Singapore Citizen/ Permanent Residents are required to provide a Singapore Identification Card Photocopy TUM Asia does not return any document submitted to us nor assumes any liability for unsolicited original certificates. Please note that all application materials will be destroyed after approximately one year due to limited storage capacity.

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Requirements for Each Document You will be able to find the checklist of hardcopy supporting documents which you will have to submit on the first page of the application form. Please ensure that you submit all the documents in the checklist (if applicable) in their correct forms. Do not staple nor bind any document, unless the staple or binding was required by the notarising authority as part of the notarization process. See Notarisation of Documents.

Printed and Originally-Signed Online Application Form

Once you have submitted the online application on our portal, you may download the .PDF version of the online application form as shown below:

Sample .PDF version of Online Application Form Please print and check through the information captured in the application form. If any information was incorrect, you may make the amendment by striking off the wrong information and writing the correct one beside it. After which, please sign on the last page of the application form as shown below:

Sample .PDF version of the last page of the Online Application Form This application form must be submitted with all the pages intact and with the original signature.

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Letter of Motivation

The letter of motivation is a document, in which you state some relevant or interesting insights about yourself, why you are interested in this Master programme, how this programme would help you achieve your goals, and why you should be selected for this programme. You should keep the letter of motivation direct and to the point and avoid writing lengthy essays. An essay approximately one-A4-page-long should be sufficient. If you are applying to more than one Master programme, you should submit ideally separate letters of motivation, each tailored to one Master programme.

Curriculum Vitae/ Résumé

The résumé is a document, in which you state your academic and employment backgrounds and skills. You must indicate all information from pre-university and after without breaks in the timeline. If you took a gap year, you must indicate that you have taken a gap year as shown in the sample below:

March 2017 – Present

Engineering Technician Company X

June 2016 – February 2017 Gap Year

August 2012 – June 2016

Bachelor of Science in Physics with First Class Honours University Z

January 2012 – July 2012

Contract Staff Company Y

January 2010 – December 2012

GCE ‘A’ Level Junior College W

Sample Summary of Job Experiences and Academic Backgrounds without breaks in timeline

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Bachelor Degree Certificate

Please refer to the flowchart below to determine which document to submit. Please ensure that

the document is correctly notarised. See Notarisation of Documents.

Important: This flowchart can only be used for the purpose of applying to the programme only. For the purpose of matriculating to the universities, you are not allowed to submit just an Enrolment Certificate. See Matriculation Documents.

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Bachelor Degree Academic Transcripts Please refer to the flowchart below to determine which document to submit. Please ensure that

the document is correctly notarised. See Notarisation of Documents.

Important: This flowchart can only be used for the purpose of applying to the programme only. For the purpose of matriculating to the universities, you must submit the full academic transcripts. See Matriculation Documents.

Letter of Recommendation

The letter of recommendation is a document written by your (current or ex-) employer or professor about you. There is no specific format to the letter, however, your recommender may choose to include information such as how they got to know you, what is their evaluation of you and your skills and/or achievements, in general, a summary of why they recommend you etc. Similar to the Letter of Motivation, it should ideally be kept within one A4-page. The letter must include your name and application number (starting with ‘APPA’) and the contact details of your recommender (name, position held, e-mail address), in the event that our professors wish to contact them. Your recommender may send a softcopy of the letter to [email protected] directly.

mailto:[email protected]

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English Proficiency Certificate

If you are unsure whether you are required to submit an English Proficiency Certificate (TOEFL or IELTS), please see English Proficiency & Akademische Pruefstelle (APS). If you are required to but you have not submitted the certificate or a letter from your university, your application is not complete and will not be processed.

Akademische Pruefstelle (APS) Certificate

If you are unsure whether you are required to submit an Akademische Pruefstelle (APS) Certificate, please see English Proficiency & Akademische Pruefstelle (APS). If you are required to but you have not submitted the certificate, your application is not complete and will not be processed.

Passport Bio-Data Page Photocopy

You must submit a passport photocopy from your current passport which is still valid for at least another year from the date you submit your application.

Sample Passport Bio-data Page

If you are a Singapore Citizen or a Singapore Permanent Resident, please also submit a

photocopy of your Singapore Identification Card, in addition to your passport photocopy.

Passport-sized Photograph

You must submit a coloured, passport-sized photograph. The photograph must:- Be in colour and taken against a plain white background without shadows; and Show your full face clearly.

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Notarisation of Documents

Why do some of the documents need to be notarised?

We have the responsibility to ensure that all originals submitted to us are true originals and all

photocopied documents submitted to us are true and exact copies of the originals.

Which documents need to be notarised?

These documents must be submitted in the form of notarised photocopies.

Official Bachelor and/or Master Degree Certificate/ Provisional Bachelor and/or Master

Degree Certificate/ Bachelor and/or Master Degree Enrolment Certificate/ Enrolment Letter

Bachelor and/or Master Degree Academic Transcripts

Polytechnic/ Pre-University Diploma Certificate and Academic Transcripts

Post-Graduate Diploma Certificate and Academic Transcripts

Letter from the University stating Medium of Instruction throughout Bachelor Degree

programme is English

Where can the notarisation be done?

We only accept notarisation done by:

The awarding university;

A notary public; or

Any embassy in any country (preferably German Embassy).

Notarisation done by these authorities must have an official seal, which is usually round.

In no case will we accept notarisations from private individuals, solicitors, accountants, health

insurance funds, a priest's office or the AStA (student union executive committee).

The seal must be originally-stamped or embossed. Neither printed nor photocopied seals are acceptable. Stamps are also not acceptable.

http://www.auswaertiges-amt.de/EN/Laenderinformationen/DtAuslandsvertretungenA-Z-Laenderauswahlseite_node.html?letter=A

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How does an official notarisation look like?

Official notarisation has to bear an official seal. The seals are usually round and contain an

emblem of the authority.

The seal must be originally-stamped or embossed. Neither printed nor photocopied seals

are acceptable. Stamps are also not acceptable.

Samples of Acceptable Notarisations:

◄ Acceptable

◄ Originally-stamped seal issued by the

◄ awarding university

◄ Acceptable

◄ Originally-stamped seal issued by a

◄ notary public

◄ Acceptable

◄ Originally-embossed and -stamped seals

◄ issued by a notary public

√

√

√√

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Do not be confused between seals and stamps. Stamps do not have an

emblem. Stamps alone are not acceptable.

Samples of Non-Acceptable Notarisations:

◄ Not Acceptable

◄ (left) Printed seals are not acceptable;

◄ (right) Stamps alone are not acceptable

◄ Not Acceptable

◄ Stamps alone are not acceptable

◄ Not Acceptable

◄ Stamps alone are not acceptable

◄ Not Acceptable

◄ Photocopied seals are not acceptable

X X

X

X

X

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Multi-Page Documents

If your Bachelor Degree Certificate and/ or Academic Transcripts consist of more than one page,

every page must state your full name and/ or an enrolment/ matriculation number that is unique

to you. This is so that we can identify that every page of the document belongs to you. You will

then have to obtain the notarisation seal on every page of the document as shown below:

If your Bachelor Degree Certificate and/ or Academic Transcripts consist of more than one page

but not all the pages state your full name and/ or an enrolment/ matriculation number that

is unique to you, you must inform the notarisation authority to arrange the pages, fold their

corners and seal over the folded corners so that each page shows part of the seal as shown

below:

Picture credits: http://commons.wikimedia.org/wiki/File:Beglaubigte_Kopie.png

Wikimedia Commons, licensed under CreativeCommons-license by-sa-2.0-de, URL:

http://creativecommons.org/licenses/by-sa/2.0/de/legalcode

√√

√

√

√

√

√

http://commons.wikimedia.org/wiki/File:Beglaubigte_Kopie.png

http://creativecommons.org/licenses/by-sa/2.0/de/legalcode

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Non-English Documents

Documents not issued in English must be translated and notarised by a sworn translator

(registered at court, holder of an official seal). You must then submit notarised copies of both the

translated and the original documents.

Notarised Copy of Original Document Notarised Copy of Translated Document

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Special Conditions for Certain Countries Documents from Iran

Applicants who obtained a Degree from Iran must notarise their official Bachelor Degree

Certificate/ Provisional Bachelor Degree Certificate/ Enrolment Certificate/ Enrolment Letter and

Bachelor Degree Academic Transcripts at the German Embassy in Teheran.

Documents from China

Applicants who obtained a Degree from China must submit their official Bachelor Degree

Certificate/ Provisional Bachelor Degree Certificate/ Enrolment Certificate/ Enrolment Letter and

Bachelor Degree Academic Transcripts in the form of a 公证书 from an official 公证处. The

公证书 must bear a red, round seal and an embossed seal.

No other forms will be accepted.

Original embossed stamp on the cover of the

公证书 (Not visible in this scanned copy)

Red Round Seal on the Chinese Document

http://www.teheran.diplo.de/Vertretung/teheran/de/04__rk/Legalisationen/__Legalisationen.html

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English Proficiency & Akademische Pruefstelle (APS)

Do I need to submit an English Proficiency Certificate?

Please refer to the flowchart below to determine if you have to submit an English Proficiency

Certificate.

*Please refer to Notarisation of Documents for more information on acceptable vs. non-acceptable seals

English Proficiency Certificates must be submitted as originals and must not be issued more than 2 years from date of submission of the certificate.

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Do I need to submit an Akademische Pruefstelle (APS) Certificate?

If you obtained a Bachelor Degree from an university in China, Vietnam or Mongolia, you are

required to provide an APS Certificate.

You are encouraged to book a test date early with the APS centre, as the waiting time for a

test date can be at least six months. Your application is not complete without the APS

Certificate, if you are required to submit one.

More information can be found on APS China, APS Vietnam, and APS Mongolia’s websites.

APS Certificates must be submitted as originals.

Sample APS Certificate

https://www.aps.org.cn/

http://www.hanoi.diplo.de/Vertretung/hanoi/de/09-kultur_20presse_20wissenschaft/09-03_20studieren-in-deutschland/09-03-01_20APS_20Hanoi/APS.html

http://www.ulan-bator.diplo.de/Vertretung/ulanbator/de/10/Akademische_20Pruefstelle/__APS.html

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Matriculation Documents

If you are admitted into our Master Programme and you are joining us, you will have to prepare

additional documents for the purpose of matriculating to our universities. These documents

must be submitted in addition to the documents which you have already submitted for the

purpose of applying to the programme.

Document

Joint Degree Programmes MSc in Aerospace Engineering, Industrial Chemistry, Integrated Circuit Design and Green Electronics

TUM Programmes MSc in Transport & Logistics

Your Official Bachelor Degree Certificate1 if you have received it, or a Provisional Bachelor Degree Certificate and a Letter from your University stating you have completed the programme, no longer have any pending examination results, and the expected month and year in which you will receive your Official Bachelor Degree Certificate

1 original and an additional 3 correctly-notarised copies


Your Full Academic Transcript2



Letter from the University stating

ex-matriculation (for students

graduating from an university in

Germany only)



This list excludes other documents required for matriculation such as In-Principal Approval (IPA) letter or Embarkation/

Disembarkation Card. For the updated, complete list, please refer to the Pre-Departure and Arrival Handbook (issued to

you after you have accepted Offer of Admission) or e-mail us at [email protected].

1For the purpose of matriculating to our universities, you must have completed your Bachelor degree and no longer have

any pending examination results before 30 June of the year that you are joining us. You must submit either the official

Bachelor Degree Certificate or a Provisional Bachelor Degree Certificate with a Letter from your University, stating you

have completed the programme, no longer have any pending examination results, and the expected month and year in

which you will receive your Official Bachelor Degree Certificate. You are not allowed to submit just an Enrolment

Certificate nor just an Enrolment Letter. 2For the purpose of matriculating to our universities, you must submit the full set academic transcripts. No partial

academic transcripts will be accepted.


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Summary

Document Format Remarks

Online Application Form

Original

Printed and originally-signed

Letter of Motivation Original or photocopied

Curriculum Vitae/ Résumé Original or photocopied

Bachelor Degree Certificate/ Provisional Degree Certificate/ Enrolment Certificate

Photocopied with an originally-stamped seal from the awarding university/ a notary public/ an embassy (German embassy preferred)

Bachelor Degree Academic Transcripts

Photocopied with an originally-stamped seal from the awarding university/ a notary public/ an embassy (German embassy preferred)

At least 4 semesters’ worth (for 3-year Bachelor Degree programmes)/ 6 semesters’ worth (for 4-year Bachelor Degree programmes) of Academic Transcripts

Letter of Recommendation

Original or emailed scanned copy

Minimum of 2 different letters from 2 different employers/ professors

Must include recommenders’ contact details

English Proficiency Certificate (IELTS/ TOEFL) Or Letter from University indicating that Medium of Instruction of entire Bachelor Programme was English

Photocopied* Original with originally-stamped seal from the awarding university

Must meet minimum score requirements by TUM

Test date must be less than two years from the date of application

Akademische Pruefstelle (APS) Certificate

Original

Passport Bio-Data Page Photocopy

Photocopied

Validity of at least another year from the date of application

Passport-sized Photograph

Original

Coloured and taken within the last 3 months

*If you are submitting a TOEFL certificate, you must also authorise us to view your reports on the ETS Portal

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Contact If you are still confused, write to us and we will be happy to assist you: Address Office of Admissions, TUM Asia 510 Dover Road #05-01 SIT@SP Building Singapore 139660 Contact No. +65 6777 7407 E-mail Address [email protected] Working Hours Monday to Friday, excluding Singapore Public Holidays 9:00 AM to 5:30 PM (GMT +8)


Education

Guide To Submitting Your Hardcopy Documents (AY17/18)