Application Guide for the Stipendium Hungaricum Programme (including the Students at Risk Subprogramme)

Application Guide for the Stipendium Hungaricum Programme (including the Students at Risk Subprogramme)

Welcome to the official Application Guide for the Stipendium Hungaricum Programme, including the Students at Risk Subprogramme. This guide is crafted to help prospective students understand the steps, requirements, and processes necessary to complete a successful application. Whether you are applying to bachelor’s, master’s, doctoral, or non-degree programs, this guide will take you through each section of the online application system, detailing the data entry, documents needed, and timelines for each stage.

As you proceed with your application, make sure to review the Call for Applications, which outlines the eligibility requirements and submission guidelines specific to each country and study level. This essential document can be accessed on the Stipendium Hungaricum website and provides critical details about available programs, key deadlines, and application rules.

Before Applying

Before you start your application, take the time to read through the Call for Applications carefully. It provides crucial information about eligibility, available study programs, and specific requirements for applicants from different countries or regions. Here are some initial steps to help you get started:

• Verify Eligibility: Check the Call for Applications to confirm your eligibility based on nationality and educational level.
• Set Up a Reliable Email: Ensure that your email address is accessible at all times. Avoid temporary email addresses or those linked to institutions, as you will need access throughout your application and studies.
• Limit to One Application: Each applicant can only submit one application per cycle. Multiple applications may result in automatic disqualification.
• Prepare for Document Uploads: Have all required documents ready for upload. Ensure any documents in languages other than English, Hungarian, or the language of instruction are translated by a certified translator.

For specific details on each step, refer to the links in the Call for Applications:

• Call for Bachelor’s, Master’s, and Non-Degree Programs
• Call for Doctoral Programs

Structure of the Online Application System

The Stipendium Hungaricum application portal is user-friendly and organized into sections for ease of navigation. Below is an overview of the main components:

1. Your Account Settings: Once logged in, access your profile information, update your password, review data protection terms, and view your unique Applicant ID.
2. Core Application Features:
   • Find Programs: Search for eligible programs across partner institutions.
   • Browse Institutions: View information on participating universities and their offered study programs.
   • My Applications: Track the status of your application, including the specific stages it is in.
   • Offers: View any scholarship offers extended to you.
   • Tasks: This is the primary workspace for uploading and managing required documents.
   • Messages: View notifications and emails from the Tempus Public Foundation or the selected universities.

Important Tips for Re-Applicants

If you have previously applied through the system, you can use your existing account. Simply log in with your registered email, and the system will allow you to clone your previous application. This feature automatically fills out common fields, which can then be edited as needed. Ensure you only submit one application; multiple submissions may lead to disqualification.

Step-by-Step Guide to Completing the Application Sections

Each section in the application requires specific information. Here’s how to approach each part:

Priorities:

• Select up to two study programs, in order of preference. You may choose programs within the same institution or across different institutions.
• For applicants interested in doctoral studies, note that you cannot apply for a master’s or bachelor’s level program within the same cycle.

Profile:

• Personal Information: Provide accurate details matching your passport.
• Parental Information: Complete fields about your parents’ names, as requested.
• Social Security Number: Only fill in if applicable in your country.
• Identification Documents: Upload your passport information. If you don’t have a passport at the time of application, an ID card will suffice temporarily.
• Birth Details: Include your place and date of birth as per official documentation.

Contacts:

• Email: Use a reliable, long-term email address (preferably Gmail).
• Address: Enter your permanent address.
• Emergency Contact: Provide an emergency contact, ensuring this person is informed of their role as your emergency point of contact.

Education:

• List your previous and current education chronologically, starting from your most recent academic experience.
• If you have studied in Hungary previously, provide details, including any relevant Hungarian identification numbers if applicable.

Languages:

• Enter details about your language proficiency, including test scores where applicable.
• Specify whether you plan to study in Hungarian. If not, be aware that you may still need to complete a Hungarian language and culture course.

Employment and Activities (optional):

• Enter work experience and relevant extracurricular activities if you believe they will enhance your application.

Residences:

• Provide information about extended stays abroad, excluding short trips or tourism.

References:

• Only fill this section if the study program requires recommendations. In this case, send reference requests to your professors or supervisors through the portal.

Motivation:

• Write a motivation letter that clearly outlines why you are a suitable candidate, addressing questions such as why you chose Hungary, your specific program, and your career goals.

Additional Sections for Doctoral and Art Applicants

For doctoral applicants, include a Letter of Recommendation, Statement of the Supervisor, and a Research Proposal. Art applicants must submit a Portfolio showcasing their work.

Document Uploads and Checklist

All required documents must be uploaded by January 15, 2025, except for the medical certificate (due by April 15 if nominated) and, if applicable, the supervisor’s statement (due by March 15). If you are missing documents, you may submit a declaration stating your intent to provide them by August 1, 2025. Use the Tasks section to monitor uploads and completion status.

Note: You cannot submit your application until all required fields are complete. If the application is “Blocked,” check for missing fields or documents in the Tasks section.

Required Documents for All Applicants

To complete your application, you must upload several essential documents. Below are the general instructions and specific requirements for each document:

School Certificates

• Upload a scanned copy of your original high school, bachelor’s, or master’s degree certificate (depending on the program level you’re applying to) and a certified translation if the document is not in English, Hungarian, or the study program language.
• If you haven’t received your certificate yet (e.g., you are in your final year), upload your highest available school certificate and a signed declaration stating when you expect to receive your final certificate.

Proof of Language Proficiency

• Upload a copy of your language proficiency certificate meeting the minimum level required by the host institution.
• Translations are needed if the original certificate isn’t in English, Hungarian, or the language of the program.
• If you have not yet received your language proficiency results, submit a declaration indicating when you expect to provide them.

Copy of Identification Document

• A valid passport copy is preferred, but a national ID can be uploaded temporarily if your passport is unavailable.
• If you upload your national ID, you will still need to provide your passport before admission.

Transcript of Records

• Upload your transcript of records showing all academic results from previous studies (high school or university) along with a certified translation if necessary.
• Make sure this transcript includes all completed courses to date.

Mandatory Medical Certificate

• For nominated applicants only, upload a completed Medical Certificate by April 15, 2025, signed by a physician and showing a clean bill of health regarding specific conditions. This form will become available after nomination results are released.
• The medical certificate does not replace the mandatory health examinations conducted by the university upon arrival.

Additional Required Documents

For Doctoral Applicants

If applying for a doctoral program, the following documents are also required:

• Letter of Recommendation: Signed by a former or current academic supervisor familiar with your work. The letter should be written in English, Hungarian, or the study program language.
• Statement of the Supervisor: Certain doctoral programs require an acceptance statement from a Hungarian supervisor. If you need more time to obtain this, upload a declaration stating your intent to submit it by March 15, 2025.
• Research Proposal: Upload a proposal outlining your research topic, objectives, and methodology (minimum 2 pages). Detail why this research is essential, your approach, and a timeline of the planned research steps.

For Art Applicants

If you are applying to an art program, submit a Portfolio (photos, sketches, or recordings of your work), either as a direct upload (max 4 MB) or as a link to an external file storage if larger.

For Self-Financed Students Continuing Studies in Hungary

If you are already a self-financed student in Hungary and wish to apply for the scholarship, include a recommendation letter from your current Hungarian institution. This recommendation confirms your academic performance is above the program average and your eligibility to apply for the scholarship at the same study level.

Missing Documents

If you are unable to provide certain documents by the application deadline, upload a signed declaration explaining the reason and stating that you will submit the missing documents by August 1, 2025. Accepted missing documents include:

• School Certificates
• Proof of Language Proficiency
• Passport

Note: The transcript of records and other supporting documents are not accepted as late submissions.

Checklist and Final Submission

Use the Tasks section in the application portal to ensure you’ve completed all necessary steps. Each task will include options to confirm:

• If a document is uploaded.
• If a translation is included (when needed).
• If you’re uploading a declaration for missing documents.

Blocked Application Warning: If you see a “Blocked” status, check for incomplete fields or missing required documents. Once resolved, you can proceed with your final submission.

Important Dates and Deadlines

Here’s a quick summary of key deadlines:

Submitting and Withdrawing Applications

1. Download and Print: Once complete, you can download and print your application for your records.
2. Withdraw Application: If you decide not to proceed, you may withdraw your application anytime before final submission. If you've already submitted the application, notify your Sending Partner.

Assistance and Contact Information

If you have additional questions, contact the Tempus Public Foundation at:

• Email: stipendiumhungaricum@tpf.hu
• Phone: +36 (1) 236 5040
• Skype: stipendiumhungaricum

Required Documents for All Applicants

To complete your application, you must upload several essential documents. Below are the general instructions and specific requirements for each document:

School Certificates

• Upload a scanned copy of your original high school, bachelor’s, or master’s degree certificate (depending on the program level you’re applying to) and a certified translation if the document is not in English, Hungarian, or the study program language.
• If you haven’t received your certificate yet (e.g., you are in your final year), upload your highest available school certificate and a signed declaration stating when you expect to receive your final certificate.

Proof of Language Proficiency

• Upload a copy of your language proficiency certificate meeting the minimum level required by the host institution.
• Translations are needed if the original certificate isn’t in English, Hungarian, or the language of the program.
• If you have not yet received your language proficiency results, submit a declaration indicating when you expect to provide them.

Copy of Identification Document

• A valid passport copy is preferred, but a national ID can be uploaded temporarily if your passport is unavailable.
• If you upload your national ID, you will still need to provide your passport before admission.

Transcript of Records

• Upload your transcript of records showing all academic results from previous studies (high school or university) along with a certified translation if necessary.
• Make sure this transcript includes all completed courses to date.

Mandatory Medical Certificate

• For nominated applicants only, upload a completed Medical Certificate by April 15, 2025, signed by a physician and showing a clean bill of health regarding specific conditions. This form will become available after nomination results are released.
• The medical certificate does not replace the mandatory health examinations conducted by the university upon arrival.

Additional Required Documents

For Doctoral Applicants

If applying for a doctoral program, the following documents are also required:

• Letter of Recommendation: Signed by a former or current academic supervisor familiar with your work. The letter should be written in English, Hungarian, or the study program language.
• Statement of the Supervisor: Certain doctoral programs require an acceptance statement from a Hungarian supervisor. If you need more time to obtain this, upload a declaration stating your intent to submit it by March 15, 2025.
• Research Proposal: Upload a proposal outlining your research topic, objectives, and methodology (minimum 2 pages). Detail why this research is essential, your approach, and a timeline of the planned research steps.

For Art Applicants

If you are applying to an art program, submit a Portfolio (photos, sketches, or recordings of your work), either as a direct upload (max 4 MB) or as a link to an external file storage if larger.

For Self-Financed Students Continuing Studies in Hungary

If you are already a self-financed student in Hungary and wish to apply for the scholarship, include a recommendation letter from your current Hungarian institution. This recommendation confirms your academic performance is above the program average and your eligibility to apply for the scholarship at the same study level.

Missing Documents

If you are unable to provide certain documents by the application deadline, upload a signed declaration explaining the reason and stating that you will submit the missing documents by August 1, 2025. Accepted missing documents include:

• School Certificates
• Proof of Language Proficiency
• Passport

Note: The transcript of records and other supporting documents are not accepted as late submissions.

Checklist and Final Submission

Use the Tasks section in the application portal to ensure you’ve completed all necessary steps. Each task will include options to confirm:

• If a document is uploaded.
• If a translation is included (when needed).
• If you’re uploading a declaration for missing documents.

Blocked Application Warning: If you see a “Blocked” status, check for incomplete fields or missing required documents. Once resolved, you can proceed with your final submission.

Important Dates and Deadlines

Here’s a quick summary of key deadlines:

Submitting and Withdrawing Applications

1. Download and Print: Once complete, you can download and print your application for your records.
2. Withdraw Application: If you decide not to proceed, you may withdraw your application anytime before final submission. If you've already submitted the application, notify your Sending Partner.

Assistance and Contact Information

If you have additional questions, contact the Tempus Public Foundation at:

• Email: stipendiumhungaricum@tpf.hu
• Phone: +36 (1) 236 5040
• Skype: stipendiumhungaricum

This guide has covered all essential steps for successfully completing your Stipendium Hungaricum application. Following each part carefully will help ensure your application is as strong as possible. Good luck!

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How to Handle Missing Documents

In the event that you are unable to provide certain documents before the application deadline of January 15, 2025, you must take specific actions to avoid having your application automatically rejected. Here’s how to handle missing documents:

Which Documents Can Be Submitted Later?

• The following documents can be uploaded after the January 15 deadline, provided that you submit a signed declaration before the deadline:
  • School Certificates (e.g., final high school diploma or bachelor’s/master’s degree)
  • Proof of Language Proficiency (e.g., language test results)
  • Valid Passport

How to Submit a Declaration

• If you are missing any of the documents mentioned above, upload a signed declaration by January 15, 2025, to the respective document task in the application system.
• The declaration should state:
  • The reason you cannot submit the document by the deadline.
  • A commitment to provide the missing document by August 1, 2025.

Instructions for Different Document Types

• Missing Final School Certificates:
  • If you are in your final year of high school or university studies, upload your most recent transcript or certificate and a declaration about the missing final certificate.
  • Example: If you are a high school student applying for a bachelor’s program, upload your latest high school transcript and a declaration about your upcoming diploma.
• Missing Language Proficiency Proof:
  • If you are waiting for the results of a language proficiency test, upload a declaration stating the expected date when you will receive your results.
• Missing Passport:
  • If you do not have a valid passport yet, upload a copy of your national ID along with a declaration. You must then provide your passport by August 1, 2025.

Uploading the Declaration

• Upload the signed declaration directly into the Tasks section for each missing document.
• If multiple documents are missing, you must provide a separate declaration for each.

What Happens if You Don’t Submit a Declaration?

• Failing to upload a signed declaration by the January 15 deadline will result in your application being considered incomplete, and it will be automatically rejected during the technical check.

No Extensions for Other Documents

• Remember, only the documents mentioned above can be submitted after January 15, 2025, if a declaration is provided. Other required documents must be submitted by the application deadline.

Tracking Your Application Status

After submitting your application, you can monitor its progress through the My Applications section in the online portal. Here’s what to expect:

Application Status Terms:

• Saved: The application has been saved but not yet submitted. Only submitted applications are reviewed.
• Submitted: The application has been submitted successfully and is ready for review.
• Blocked: Indicates that mandatory information or documents are missing. Address any missing elements in the Tasks section to unblock your application.
• Follow-Up Required: Indicates that certain documents or information will need to be provided later (e.g., missing documents to be submitted by August 1).
• Under Review: The application is being reviewed by your chosen universities and the Tempus Public Foundation.

Receiving Updates:

• You will receive notifications through the Messages section in the application system for important updates, such as the need to provide additional information or the status of your application.

Submitting Your Final Application

Review Your Application Thoroughly:

• Make sure all mandatory fields are filled out and all required documents are uploaded.
• Confirm that you have provided translations for any non-English, non-Hungarian documents.

Click 'Submit':

• Only submitted applications are considered for the scholarship. Applications saved but not submitted will not be reviewed.
• Once submitted, you cannot make changes to your application unless specifically allowed by the application process.

Save a Copy:

• Download or print a copy of your application through the View option. This serves as a record of your submitted information and may be useful for future reference.

Final Tips for a Successful Application

• Double-Check Details: Ensure all your information is accurate, as inconsistencies could delay or block your application.
• Stay Organized: Keep track of deadlines and the documents you have submitted versus those you still need to provide.
• Follow Up with Your References: If your program requires recommendation letters, ensure your referees submit their feedback on time.
• Be Proactive: Reach out to your selected universities if you have questions about their specific requirements.

By following this guide carefully and ensuring all required materials are provided, you can increase your chances of a successful application for the Stipendium Hungaricum Scholarship. Best of luck, and we hope to welcome you to Hungary as a scholarship recipient soon!