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Advice (about writing the letter and related)

Vulcanus in Japan 2017-2018 Forum.
The Programme's main forum.
Here you will find pretty much everything related to Vulcanus in Japan. Information about this session and also previous sessions - applications, shortlisting, selection, etc.

English is mandatory.

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Re: Advice (about writing the letter and related)

Postby reteka » 26 Dec 2013, 16:15

I'm confused right now, I asked to Margherita:

I have a question regarding the field B-C (Schools) of the application form.
Last year I filled it with the average final score for all of my high-school studies. But as is specified, it say "give final grades", should I write the final grade of each subject, or just the final average just as I did?


And Margherita answered:
dear student, we only need university grades


So, yeah, I think she made a mistake there, no? that field says "Schools +14", so it is logical to assume that it concerns to high-school ... my mind is going to blow xD
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Re: Advice (about writing the letter and related)

Postby kilia » 30 Dec 2013, 20:13

Yes I agree with you reteka, but I think they are not really interested in our high school grades, and they mainly want our university grades (that is what I understood from her response).

I also think you don't have to give all your high school grades, they ask just for the relevant one.
For example if you passed a final exam in high school (like our A level in France) you can mention it. But if you didn't take a final exam, well you can give your high school final average like you did previously.

Anyway I don't think you'll risk something by giving more grades ;)

As for me I have a problem at the B-A17 question, I don't have anything to write for this question, and like you said, blank spaces hurt my eyes too ><
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Re: Advice (about writing the letter and related)

Postby Angel_Mak » 30 Dec 2013, 23:19

Hello guys!

I really need help on this one - B-A9! Currently, I am nearly in the middle of my 3rd year which I will complete in June. I have not done any exams yet towards my year 3 although I am signed up for Masters which is my year 4 (next academic year if I don't do Vulcanus). My question is - what formula should I write in the box provided in that section of the form????
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Re: Advice (about writing the letter and related)

Postby castig » 31 Dec 2013, 12:48

Hello!
3 U I think, but you might not have enough academic years from what you wrote...
I don't know if it has been changed or not, but even the form says in B-A6 that applicants must be at LEAST in their 4th year, what you would start in fall... You can try at beast with 3 U + 0 M if you are already accepted for Masters.
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Re: Advice (about writing the letter and related)

Postby Ephel » 01 Jan 2014, 13:47

Is section "B-B Other Technical Course" reserved only for non-academical courses, or can I use it to highlight some academical courses with a strong technical content?
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Re: Advice (about writing the letter and related)

Postby Airdawg » 03 Jan 2014, 12:40

I will put CCNA there, as it is an extracurricular technical course.
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Re: Advice (about writing the letter and related)

Postby luciatahan » 04 Jan 2014, 17:52

Hi! I am new to the forums, my name is lucia :)

I am sure this must have been asked before but I couldn't find it:
how do you write the formulas for bachelor and master years if you are enrolled in a 5 or 6 year program with no differentiation between the two?
(I am talking about the old spanish university system, the german "diplom", etc)
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Re: Advice (about writing the letter and related)

Postby Ephel » 05 Jan 2014, 11:03

Ok, this may seem as an odd question...
In the Applicarion Form it's asked "Faculty - Department" in A10 and the "Faculty/Department" in B-A4.
Is this the same question?
My father thinks in the first case I should answer stating first my faculty and then the department, and that in the second I can choose to put any of the two. I think that's not the case and since now I've always put just the name of the department, that it's more specific.
What are your thoughts/experience about this?
Those who were shortlisted/selected can tell me what they wrote in these fields?
I'l sorry for bothering you for this trivial thing, but I'll soon hand in all the documents and you know how does it feel like.

TL,DR:
In fields "Faculty - Department" and "Faculty/Department" I compiled the application form stating only the department and not the faculty, is it Ok?
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Re: Advice (about writing the letter and related)

Postby Airdawg » 06 Jan 2014, 23:25

Hi, lucia, And welcome among us!

Image

5U = 5 is 100% accepted. :)

Ephel, from what I gather, either one is good. Try to put the same thing in both places though.
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Re: Advice (about writing the letter and related)

Postby castig » 07 Jan 2014, 08:52

I haven't read anywhere (yet), but shouldn't the graduation certificate (of the bachelor course) be attached somehow?
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Re: Advice (about writing the letter and related)

Postby Airdawg » 07 Jan 2014, 12:04

It's not required anywhere, but you can attach a copy of it at the end of the list of documents if you deem it relevant. Remember, everything you send is non-returnable.
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Re: Advice (about writing the letter and related)

Postby Ephel » 08 Jan 2014, 11:28

I put the standard bachelor's degree certificate issued by my school (plus standard translation) between the compulsory documents, where all academical records are required (following the full transcript for my bachelor and preceding the one for the MSc I'm following now). Did I do it wrong? Could this be a problem?

I interpreted "academical records" in the broad sense of "all my university grades", and since the final grade doesn't appear in the transcript and cannot be determined by the grades of the exams (part of it depends on the thesis), that was the only way to send it.

Maybe I was just a bit confused by the fact that transcript for international use are something new (in my University) and don't have the final grade, while the standard "Italian" and "Italian + translation" have it.
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Re: Advice (about writing the letter and related)

Postby Airdawg » 08 Jan 2014, 16:17

Ephel wrote:I put the standard bachelor's degree certificate issued by my school (plus standard translation) between the compulsory documents, where all academical records are required (following the full transcript for my bachelor and preceding the one for the MSc I'm following now). Did I do it wrong? Could this be a problem?.
Your method is the logical one, given your situation. I'm sure this is not a problem and it is actually the right way. I would've done the same if I were in your place, anyway.

Ephel wrote:I interpreted "academical records" in the broad sense of "all my university grades"
This is also the right way.
E.g. If I were, right now, in my first masters year, because the first semester ends after the deadline, I would've ended up with an empty transcript of records for my current enrollment, which would then force me to attach the bachelors transcript of records. Also, like reteka said earlier, they're interested in all University grades.
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Re: Advice (about writing the letter and related)

Postby Angel_Mak » 09 Jan 2014, 12:45

castig wrote:Hello!
3 U I think, but you might not have enough academic years from what you wrote...
I don't know if it has been changed or not, but even the form says in B-A6 that applicants must be at LEAST in their 4th year, what you would start in fall... You can try at beast with 3 U + 0 M if you are already accepted for Masters.



Oh, I found the answer in the little print in the same section. It says to write U4 even if I haven't started the 4th year yet, which makes sense because all of the UK unis finish the academic year in June.
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Re: Advice (about writing the letter and related)

Postby Angel_Mak » 09 Jan 2014, 12:47

How am I suppose to fit my nationality and full name on the usb stick with a permanent marker??? or do I have to write it elsewhere?
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Re: Advice (about writing the letter and related)

Postby Ephel » 09 Jan 2014, 14:18

Airdawg wrote:Your method is the logical one, given your situation. I'm sure this is not a problem and it is actually the right way. I would've done the same if I were in your place, anyway.


Thank you. I had already given the file to my University, but since they're sending it only tomorrow I was ready to march back to the office and ask to change things ^^''''

Angel_Mak wrote:How am I suppose to fit my nationality and full name on the usb stick with a permanent marker??? or do I have to write it elsewhere?


I've found a very long usb stick and managed to put everything there...
Do you have a very long full name? Have you tried name + surname on one side of the stick (in different rows) and nationality on the other side?
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Re: Advice (about writing the letter and related)

Postby Ephel » 09 Jan 2014, 14:19

A question from a friend of mine (could be too late, but still...)
He is in his third year of a Bachelor's Degree, this means that he could be at the first year of a master in 2013/2014. Still, since the time one takes to complete a bachelor's degree is quite variable (at least here in Italy), neither him nor the University can certificate that he will be at his "fourth year" in 2013/2014.
Is there something he can do to apply to Vulcanus without being automatically rejected?
We both suppose the answer is no, but I think asking won't hurt.
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Re: Advice (about writing the letter and related)

Postby Typhonarick » 09 Jan 2014, 18:19

Hello,

My professor and me don't agree with the question B-A7 :
"Official number of years of the course you are following"

I am in my second year in three of a French college (Grande école) after a "Classe préparatoire", so I will complete 4 years undergraduate in 2014.

I want to say 3 (because there are three years of study in my college (in total)) and my professor want to say 2 (because I am in my second year).

I thank you for the answer.
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Re: Advice (about writing the letter and related)

Postby Airdawg » 09 Jan 2014, 21:49

Angel_Mak, nobody said you have to have to use a fat sharpie to write on the stick :P . I could write a haiku on a stick with a 0.7 slim marker.
Reference:
Image

Ephel, we also have 3-year undergraduade studies here at our University - not in engineering, but in science. I'm not sure, but I believe the centre might require a student to be in his last undergraduate year, which, for engineering is the fourth. I say, your friend should try either way. He has nothing to lose.

Typhonarick, hi and welcome! If you're finishing this year, you should write something like:
B-A6: Level of course you are following: U
-> levels: U=undergraduate/S=Specialistation/M=master's/D=doctor
Official number of years: 2+2
-> at least in the 4th year - (2+2 for France)
B-A7: Official number of years of the course you are following: 4
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Re: Advice (about writing the letter and related)

Postby aphos » 12 Jan 2014, 13:11

hey guys,

another question here :)

it's stated multiple times that all documents send must be the originals. however, nothing will be returned. that's fine for most of the documents, of course, but what about my original grade transcripts? i mean, they're my original and i only own that one graduation grade transcript and can't just give it away like that... what was your solution to this problem?

great forum btw, very helpful!
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Re: Advice (about writing the letter and related)

Postby luciatahan » 12 Jan 2014, 14:21

aphos:

I think in most universities (at least in mine) you can get as many stamped official academic transcripts as you want. I had to fill a form to ask for it in my uni and pay 30 euros, and they had it ready in a week.

if it really is not possible, I suggest you bring a copy and the original to your uni and ask them to put a stamp on the copy. I think the Vulcanus comission would consider that an original, since it would have an original stamp.
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Re: Advice (about writing the letter and related)

Postby Typhonarick » 12 Jan 2014, 14:47

Hello,

I asked my university to certify my lists of grade with a stamp of the university as it is written in the "More information on compulsory documents" paper : "original, OR validated with an official stamp of the University".

I think it is better than give originals. :)

Edit: Oh I said the same thing, i didn't see the previous answer.
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Re: Advice (about writing the letter and related)

Postby aphos » 12 Jan 2014, 15:30

ah see, the problem is they are the final transcripts of my bachelor degree which i did in a different country. it came with my graduation certificate. english uni if this helps... I guess I'll just have to send them my original and then ask for a new one at my old university. bummer
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Re: Advice (about writing the letter and related)

Postby Airdawg » 12 Jan 2014, 15:40

aphos, I don't know how it is elsewhere, but at our University you can request as many transcripts of records as you like (in our mother tongue) and you receive a bilingual transcript of records at graduation (called a diploma supplement).

Although a little late, if you can, you could try and request an urgent grade list from your old university to be mailed to you. I don't think you get a second such diploma supplement.
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Re: Advice (about writing the letter and related)

Postby reteka » 12 Jan 2014, 23:00

Tips for a poor student:
I would like to add, that if you talk with your International Relations Office (If your university is going to send it), then try to make them ask for a copy of your transcript, if is the office the one requesting it for a scholarship or something similar (not for your personal use), you may have it for free ;)
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Re: Advice (about writing the letter and related)

Postby Airdawg » 12 Jan 2014, 23:10

Reteka, I don't think 30 euros are much, when you actually have to pay a 200€ deposit, a passport if you don't have one, a plane ticket to Japan, a return ticket to Brussels and god knows what else :D
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Re: Advice (about writing the letter and related)

Postby reteka » 12 Jan 2014, 23:17

You don't know how stingy I am. xDDD
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Re: Advice (about writing the letter and related)

Postby Airdawg » 12 Jan 2014, 23:54

Heh. You still don't match my International Relations Office. After presenting my intentions they immediately sent me to my faculty's deanship, informing me beforehand of any taxes that may arise in the aquisition of the transcript of records. Also, when I told them I want to sent my application through them it was as if I presented them a branding iron. I think I'll have to rain much artillery fire on them these next few days, before they'll actually accept sending my file.
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Re: Advice (about writing the letter and related)

Postby castig » 13 Jan 2014, 09:45

I wrote a letter to Ms. Rosada a while ago, 3 of these questions popped up here too. I got these answers (though I still got my concern about the 2nd question, my question b seems to be forgotten there):
"...my Bachelor (Undergraduate) was officially 7 semester long, so should I write here 3,5 U +...?

è yes


Secondly, regarding A10 and B-A4: What should be filled as "department"? My major belongs to Department "A" on the Faculty of Mechanical Engineering, but my specialization belongs to Department "B" on the Faculty of Electrical Engineering and Informatics. Should a department be named, or faculty is enough?

è Your decision, please make it as clear as possible

In the field B-C (Schools), in case of high school (14+): are the results of the high school diploma sufficient as final grades or is it to be detailed somehow?

è Final results are sufficient

In case of 2 letters of recommendation (H-C), how should the contact details of the 2nd professor be attached?

è We request one letter"
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Re: Advice (about writing the letter and related)

Postby Ephel » 13 Jan 2014, 10:38

reteka wrote:I'm confused right now, I asked to Margherita:

I have a question regarding the field B-C (Schools) of the application form.
Last year I filled it with the average final score for all of my high-school studies. But as is specified, it say "give final grades", should I write the final grade of each subject, or just the final average just as I did?


And Margherita answered:
dear student, we only need university grades


So, yeah, I think she made a mistake there, no? that field says "Schools +14", so it is logical to assume that it concerns to high-school ... my mind is going to blow xD


I just got back to look at this because I didn't give high school grades and, having already sent everything, I started to worry now ^^'''''

Looking back both at Margherita's answer (as reported in this forum) AND at the Application form, I notice that they don't say "Give final grades" but "Give final grades" (with an underscore!). I think this sentence is not there to require grades for each entry, but to require people not to give "partial" grades: where grades are due (and Margherita tells us high-school ones are not), only the final ones should be wrote in that field.

Does this make sense?
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Re: Advice (about writing the letter and related)

Postby reteka » 13 Jan 2014, 21:57

My final grades are on the academic transcript. I still think that field should be, as it is written "Schools +14", the high school grades, if not my mind is going to implode making a black hole.
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Re: Advice (about writing the letter and related)

Postby Airdawg » 13 Jan 2014, 22:44

I've written my baccalaureate grade. All other application forms I've seen until now have a baccalaureate grade and/or a high-school graduation grade. Nothing more. (Except those at masters, which also have a bachelor's grade)
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Re: Advice (about writing the letter and related)

Postby Ephel » 13 Jan 2014, 22:49

reteka wrote:My final grades are on the academic transcript. I still think that field should be, as it is written "Schools +14", the high school grades, if not my mind is going to implode making a black hole.


I think they want you to write your highschool in that field, but Margherita answer makes sense only if they don't care about highschool's grades. They already need a document just to understand your university grades (from different universities in different countries), why should they want to invest the same effort for the high school's grades?

I think the field is probably "+14" instead of "+18" so let people who took particular courses (like technical ones) to show it.
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Re: Advice (about writing the letter and related)

Postby aphos » 15 Jan 2014, 22:46

Ephel has a point, they probably won't understand the high school grades without doing some substantial research anyways... I just put my bachelor degree in the "other technical courses" field because that wasn't acquired at a school to be strict. But to be honest, if we are all so confused by this so will be the other applicants and I can't imagine them making a big deal of this particular point... as long as all the important grades are on there and it's understandable which is which I don't see a problem.

I know they're super strict but also still human, so... I guess I'm hoping for some understanding from their side as well ;)
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Re: Advice (about writing the letter and related)

Postby castig » 16 Jan 2014, 00:25

I'm getting so nervous... so should I write my bachelor degree into B-C, not B-A17? What could they mean by "additional academic result" other than that?
One last thing: did last year the placement document contain this few positions, or should we expect an update till 20?
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Re: Advice (about writing the letter and related)

Postby Airdawg » 16 Jan 2014, 07:34

The bachelor degree goes into B-C. I think B-A17 is for langugage tests and other certifications (in the curriculum) you got during university.
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Re: Advice (about writing the letter and related)

Postby LennaVN » 04 Jan 2017, 17:47

Hey, I have a question if I list some additional courses (technical and linguistic) in Application Form/CV should I attach any certificates? ^ ^
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Re: Advice (about writing the letter and related)

Postby zaragui » 07 Jan 2017, 14:45

LennaVN wrote:Hey, I have a question if I list some additional courses (technical and linguistic) in Application Form/CV should I attach any certificates? ^ ^


If they are relevant, you most certainly should - I attached my JLPT scores when I applied. Just be sure you're not sending them an entire booklet with all the certificates you've earned in your life haha.

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