Hello beautiful people! In this post I want to help you out with your dilemmas concerning the document uploading process on the University Admissions’ website. As you might well know, applying to KI (or to most of the Swedish universities) has been made very simple as (in most cases) you can avoid snail mail and simply submit your supporting documentation online.
This is the way to go for most of the applicants who want to join our jolly crowd and although an online solution sounds simple, it still manages to confuse some of us. For instance, me! You know, the instructions on the website tell you several times that when you’ve uploaded your docs, it’s impossible to delete them. What’s done, that’s done – you might have uploaded your CV form to the wrong section – deal with it. Dayyum. Luckily, you can upload your correct doc to the correct section afterwards and name it accordingly so everyone can understand this is the final, updated version. Phew. But in the end – no-one likes clutter.
The admissions officers have to have a clear understanding of your documentation’s organisation, so it’s better to do everything right from the first step.
Let’s start. So, you’ve applied for a programme. You’ve finished writing your CV form, you have your proofs of work and research experience as well as the language certification and all the academic documentation that proves you’ve graduated from a high school or a degree programme. You’ve compiled all the documents having carefully followed the instructions on KI’s and University Admission’s websites. Everything’s ready.
1. Give your documents unique names which make their content apparent
In this way, you won’t mix up the docs while choosing which ones to upload from your computer, and the admissions officers know exactly what this or that file name represents. I marked down the type of the document and my full name. Since I applied to several Swedish universities, I also clarified the aimed university in the doc’s name (if it was a university-specific file, e.g. a motivational letter, a CV form, or a letter of recommendation). If you apply to a single uni, I would say this kind of a specification is an overkill :).
2. Upload all the stuff on the University Admission’s website under the ‘My Pages’ section called ‘Documents’
Don’t send stuff in via email. Sweden has a centralised system and everything will be dealt via one website – which is University Admissions. NB! If you are a special case and have to send in some stuff by regular mail, be sure to do so! Here I’m only talking about the online solutions!
3. Upload your English language certs under the section ‘English language proficiency’
In case you have to prove your language skills by uploading a KI-approved certification, this is the place. I know, it’s simple, but I wanted to make it as clear as possible. For example, I uploaded my scanned IELTS Test Report Form under this section.
4. Upload your passport’s scan under the section ‘ID documents’
This is the place to prove your identity (and for some of you the fact that you want to avoid application and tuition fees). The scan should follow the rules stated by the University Admissions like any other document, so be sure that all your personal data and photograph is visible, and you’ve uploaded the original scan, not a scan of the copy or anything like that.
5. Your transcripts and diplomas will go under the section ‘Certificates, diplomas and transcripts’
Again, pretty evident. If you’ve gone to an European uni that uses diploma supplements instead of transcripts (same point), this is the place for them as well. For example, here I uploaded the scans of my diploma in Estonian, my diploma’s official translation in English; my diploma supplement in Estonian, and my diploma supplement’s official translation in English. When uploading, the drop-down menu lets you choose between ‘Transcripts’ and ‘Certificates and diplomas’, so choose accordingly. They will both end up under the above-mentioned, unified section, though, so don’t be surprised by this.
6. Your CV form and proofs of work and research experience will go under the section ‘Other documents’
That’s usually the tricky part! ‘Other documents’ sounds so irrelevant, but in KI’s case – no-no-no! This is the place to send in the sweet talk. Remember to name the docs accordingly since the section has a very generic name.
7. The section ‘Mixed content’ is for files that comprise several types of documents
If you have files that include several types of documentation, for example when your diploma is attached to your transcript for what ever reason, this is the place for these kinds of files. (I didn’t use this section.)
8. The section ‘Appeals’ can be ignored during the application process (it might become important later on)
Another simple one – this section is evidently used for appeals in case you’re not satisfied by the admissions results etc. Don’t bother annoying the admissions officers before it’s really necessary 🙂
9. Get your supporting documents uploaded by the deadline for receipt of supporting documentation
This is another trickster – the application itself happens when you choose the programmes, rank them, and push the button. That has to be done by the application deadline which is (this time) on the 16th of January 2017 (for the Master’s and Bachelor’s First Admission Round for the next autumn semester). But! The supporting documentation i.e. basically all your docs can be uploaded until the supporting documentation deadline which is on the 1st of February 2017. So that’s good news as you have a bit of extra time after the application deadline in case of unplanned activities.
Be sure to check the key dates and deadlines for the programme you’re interested in on this page, because it might differ from the dates I mentioned in this paragraph. Also, I have to repeat that I’m describing solely the uploading process and nothing else.
10. Double- or triple-check that you’ve uploaded all the necessary documents as you’re the main person to assure yourself that you’ve applied appropriately
The truth is that there won’t be anyone sending you an email in case you forgot to upload something important, especially before the supporting documentation deadline. The central application system administrates the applications of thousands of aspiring students for all the Swedish universities and I suppose they don’t have a lot of time to check everyone’s applications several times. This means you will get to know whether you did everything right when the admission results are out – and you most probably did if you were eligible and followed the application guidelines. It’s truly not that harsh :).
University Admissions website has also a Support Centre which answers FAQ and where you can contact them via email, phone or chat if you have any doubts. This is another way to be assured you’ve done everything right. I used the chat function, and my experience was that they answered one question per chat and left to help another applicant, so I would suggest to use concise and spot-on questions when asking for help.
Of course, you’re always welcome to contact KI and all of the digital ambassadors including me if you need to know anything about the application and admissions process, or student life here, or what ever else you’re curious about KI!
The post was a long one but I hope I managed to clarify the application process as much as humanly possible for all of you who wrote me (and who didn’t but felt a bit confused, nevertheless). Who knows, maybe you’re even more confused now — but no worries! Ask me, or anyone from our team and we’ll be happy to help. Can’t repeat enough, huh? 🙂
MBE Digital Ambassador
Cover photo: © Paula Salme Sandrak