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FAQ about the uni-assist online portal for applicants

 


 

Link to the uni-assist online portal for applicants

 


 

Registration, Activation, Login


What do I have to bear in mind when registering?
What happens if I register more than once?
What do I have to do if I have forgotten my password?
What do I have to do if I have forgotten my user name?
Can I change my user name?
I have not yet received an activation e-mail.
My activation link leads to the following message: User not found or account already activated

 

Applying via the uni-assist online portal


I have registered. What do I have to do next?
Do I have to apply online?
How does "Search Study Offers" work?
How can I sort the results?
I cannot find the course I am looking for.
How do I create an application?
I cannot create an application for a certain degree course.
I created an application. What do I have to do next?

I created applications for several universities, but the questions in the forms are different from each other.
I changed my address data but when creating a new application, there is always my old address.
I have already submitted my application. Do I have to submit a new application if something has changed?
Do I have to upload all my application documents into my online account?
How can I keep myself up-to-date with the current status of my applications?
I already submitted my application online, is this sufficient?

If I apply online in time, may I then submit my documents after the deadline has expired?

I submitted new documents, why has the status of my application not changed?

I would like to edit my application.
I would like to delete my application.
I would like to delete my account.

 

Error Messages


I cannot upload my file.
I cannot allocate any files to my application.
My activation link leads to the following message: User not found or account already activated
Another error occurred.

 


 

Registration, Activation, Login



What do I have to bear in mind when registering?

Please consider the following suggestions when registering:

1. Fill out all mandatory fields. Many of them will accept a restricted number of characters. In this case please shorten your data if possible.

2. Please be aware of the way you enter your date of birth. It is required to enter it in the form dd.mm.yyyy (01.04.2012). Alternatives like 01.April 2012 or 2012-01-04 or 04-01-12 will be rejected by the system.

3. Please use only letters found in the German alphabet to spell your name. The system is currently unable to process special or additional characters.

4. If you already have an applicant number, please always use it in your correspondence with uni-assist.

 

Please do not register more than once! All your applications for all semesters will be processed with the same applicant number.

 


What happens if I register more than once?

If you register more than once in the uni-assist online portal for applicants, all entered data have to be checked manually and your accounts have to be merged. This can take several days and you cannot use your account within this period and cannot submit any application. Therefore do not register more than once. All your applications via uni-assist from all semesters will be processed with the same applicant number.


What do I have to do if I have forgotten my password?
 
Use the function "forgotten password" to receive an e-mail that will enable you to establish a new password. Indicate either your applicant number or the e-mail address you used when registering for our online system. You will then receive an e-mail with which you will be able to set a new password.


What do I have to do if I have forgotten my user name?
 
If you forgot your user name, it is also possible to use your uni-assist applicant number together with your password to log into your account. After doing so you will find your user name in the menu on the left side.

Use the function "forgotten password" to receive an e-mail that will enable you to establish a new password. Indicate either your applicant number or the e-mail address you used when registering for our online system. You will then receive an e-mail with which you will be able to set a new password.

In case you forgot your user name as well as your password and the applicant number, you have to register again.
Please note: If you register more than once in the uni-assist online portal for applicants, all entered data have to be checked manually and your accounts have to be merged. This can take several days and you cannot use your account within this period and cannot submit any application.


Can I change my user name?
 
No. Since a user’s identity consists of the combination of their user name and password, only the password may be changed. The user name may not be changed.


I have not yet received an activation e-mail.

There could be several reasons for this:
1. It can take some time (20 to 30 minutes) before the e-mail arrives in your inbox.
2. Maybe the e-mail went to your spam box?
3. Your e-mail address may contain a typo. Please double-check that you have entered the correct e-mail address.

If the problem persists and you do not get any activation e-mail, please register again.


My activation link leads to the following message: User not found or account already activated

You must click on the activation link within 48 hours of its arrival. If you click on it after this time period has elapsed, the link will no longer be valid. You will then need to register again.

 


 

Applying via the uni-assist online portal



I have registered. What do I have to do next?

First of all, please answer the questions under „Basic Questions“ regarding your prior education. uni-assist has various online application procedures for different types of applicants. It is important that you complete the „Basic Questions“ section, in order for you to be directed to the application version that applies to you.

After completing the questions, please click on „Save and Continue“, this will take you directly to the next step of your application.


Do I have to apply online?

The member universities of uni-assist have decided that an online application via the uni-assist online portal for applicants will be mandatory starting with summer semester 2014:
Register in our online portal, create your application form and submit it electronically to uni-assist. Then print the application form, sign it and send it together with your documents to uni-assist.

Enquire at the university you would like to apply for whether you have to hand in the university's own specific application form. If this is the case, please have the application form sent to you or download it from the university's website. This application form must then be submitted additionally.

How does „Search Study Offers“ work?
 
Choose one of the following search parameters or a combination of several. Always additionally choose the semester of application as you would not get any result without this.

Qualification: You will see all courses offering this final qualification.

University: You will see all courses being offered by a particular university.

Academic field: Here you can enter general search terms when searching for courses. If you cannot find the course you are looking for using the general search, please use the field directly below to enter the exact name of the course, or a combination of letters that appear in the course name.

Please note: The course names are often only given in German. Course names given in English are usually - although not always! - an indication that this course will be taught in English or will be an international course. For more information about international programmes please consult the universities or the DAAD database "International Programmes".


How can I sort the results?
 
Please click on a column header in the table to order your search results (e.g. clicking on "Academic field" will sort all courses into alphabetical order).


I cannot find the course I am looking for.
 
Maybe one of these hints are helpful to you:

1. Try to use less parameters in your search, for example if you select only a university, you will find all offered study programmes from the selected institution. You may narrow the results further by choosing the degree you want to obtain; in this case do not fill in the field „subject“.

2. Some of the listed study courses are abbreviated. Please choose the corresponding abbreviation.

In case you still cannot find the study programme of your choice, you have to check if the application period for this course has already begun. In this case, please contact the university of your choice and ask them when an online application via the portal of uni-assist will be possible.


How do I create an application?

In the table of search results, please click on a result in order to create an application for that course of study. Use the „Add Course“ button to enter any additional minor or combination subjects for your chosen course and then click on "Add Course". If your chosen course only consists of one subject, please click on "Create Application".

If you wish to create an additional course application for this university, please click on "Search Study Offers" and create another application.



I cannot create an application for a certain degree course.

In case, an error message informs you that uni-assist is not responsible for your application, you may have made a mistake when registering your data. Please check your statements concerning your eligibility for German universities in the "basic questions" section. Please note that for some universities we do not evaluate all applications. In some cases applicants with a German educational background cannot apply via uni-assist. Please verify who is in charge of your application.

It is also possible that for the programme of your choice the application period has not yet begun. In this case, please contact the university of your choice and ask them when an online application via the portal of uni-assist will be possible.

The number of possible applications per semester may be limited by the university. In this case, please delete old applications that you do not need any more in order to be able to create new applications.


I created an application. What do I have to do next?
 
Click on „Application“ on the left-side menu and you will get a list of all your applications. Then choose the application you wish to edit and proceed step by step: „Edit application data“ - „General questions“ - „Allocate files“- „Submit online“ - „Print application form“.

Please be aware that your application will reach uni-assist only if you submit it electronically. To do so please tick the box and then select „submit electronically“  in order to submit your online application.

 

 

I created applications for several universities, but the questions in the forms are different from each other.

Each university may modulate its own online application in the uni-assist online portal for applicants. This also includes the possibility to drop standard questions and to add new questions. Many universities use this possibility especially for applications for master degree courses and add questions that refer to the applicant's special qualification for the chosen degree course.



I changed my address data but when creating a new application, there is always my old address.

You probably have changed your address only in the basic questions section. In order to carry the new address out into your applications, you have to delete your old application and create a new one.  If you changed the address in the basic questions section the new address will automatically be shown in any further new application being created for the same semester.

By the way, this also works for any other change in your application: If you update your specifications, then the changes will automatically be taken into all applications being created afterwards.


I have already submitted my application. Do I have to submit a new application if something has changed?

Normally this is not necessary. It is important that you fill in your application form completely and truly. A typo is not a problem. Even if something has changed afterwards, f.ex. you got a new language proficiency certificate, you do not have to submit a corrected application form. All relevant data – proof of your educational background, grades and language proficiency – have to be attested anyway.


Do I have to upload all my application documents into my online account?

No, it is not necessary to upload all application documents but you may upload those documents which don't have to be certified or don't need an original signature. This way you do not only save shipping costs but also time: Documents that have been uploaded via our online portal are immediately at our specialists' disposal and will automatically be factored in evaluation. If you send your documents via our contact form, it will take at least some days until they will be matched to your file.


How can I keep myself up-to-date with the current status of my application?

If you have already registered online, then please log in into your account. In case you have not yet registered online, then please register now and indicate the applicant number you received from uni-assist.

After login, go to "Applications" in the left-side menu for a list of all your applications and in the column on the right side you can see the current status of your application.


I already submitted my application online, is this sufficient?

No. We can finalize processing of your application only if you send us hard copies of all required documents together with the printed and signed application form by the end of the deadline. Your certificates must be handed in authenticated and translated by a sworn translator. The handling fees must also be completely booked into our account by the end of the deadline.

Sending the application form electronically is sufficient only for few programmes. The university of your choice will provide you with all relevant information in this regard.


If I apply online in time, may I then submit my documents after the deadline has expired?

No. Your application has to arrive at uni-assist completely and in the required form – this usually means authenticated and in paper form – before the deadline expires. The payment of the handling expenses must also be booked in full into our account. If something is missing or your shipment will not be delivered in time, then the requirements of the university are not met, unfortunately, and we cannot forward your application to the respective university.

 

 

I submitted new documents, why has the status of my application not changed?

 

The status of your application does not change automatically by receipt of new documents but only after uni-assist has processed your application. Because only after the check of all new documents is it that we know whether your application is now complete – then a new status will be set -, or whether still something is missing or has not been submitted in the required form. in this case the status will furthermore be „faulty“.


I would like to edit my application.
 
As long as uni-assist has not yet started processing your application, you may edit it by deleting the application and creating a new one: Click „Applications“ in the left-side menu for a list of all your applications. Then choose the application you wish to delete and click „delete application“ at the bottom of the page. You may now create a new application for your new study wish.

If the processing of your application by uni-assist has already started, this is no longer possible. However, you may inform us about your new study wish via our contact form as long as your application has not been forwarded to the university.


I would like to delete my application.

As long as uni-assist has not yet started processing your application, you may edit it by deleting the application and creating a new one: Click „Applications“ in the left-side menu for a list of all your applications. Then choose the application you wish to delete and click „delete application“ at the bottom of the page.


I would like to delete my account.

As long as none of your applications have been processed and/ or no money has been transferred, your account can generally be deleted without any difficulty.

Please send us a message to this effect by post or fax, with an explicit request and stating your full name, date of birth and applicant number. Alternatively, you can always send us a message via our contact form. In this case it is important that you indicate the e-mail address you used when registering in our online portal.

If we already processed an application for you, it it not possible to delete your account. In this case, our Data Privacy Policy will apply.
 


 

Error messages



I cannot upload my file.
 
Maybe one of these hints can solve your problem:

1. We can only accept the following file formats: 7z, avi, doc, docx, flv, jpg, mov, mp3, mp4, odt, ogg, pdf, png, rar, wma, wmv, zip

2. It is not possible to upload blank documents.

3. Every applicant is allowed to upload a maximum total of 100 MB for all documents, 10 MB for each one.

4. Maybe your firewall does not allow you to upload your data and you receive an error message called „bad request“. In this case, this problem is not caused by uni-assist but the computer you use to upload your files.

5. In case you have sent your application only via mail to uni-assist, your documents can only be attached online by using „upload data", not directly to the application form.

If the above mentioned suggestions did not solve your problem, please send us the URL address along with the exact wording of the error report or send a screenshot of the page that causes your problem.


I cannot allocate any files to my application.
 
If you have only sent your application to uni-assist by post, then you can only upload files for that application via the menu link “Upload and Manage Files”, not via the „Application“ section.


Another error occurred.
 
Please send us a message via our contact form and describe the error message as precisely as possible. If you receive an error message, please send us the URL address in your browser and the exact wording of the error message. If possible attach a screenshot to your message. We will then try to solve your problem as soon as possible.

 


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