Documents needed

Documents needed for the application

Scan of Identity Document

A passport is needed for most people to travel among the three countries involved in the MULTIPHASE master (France, Italy, Germany). For EU-citizens in the Schengen space, an identity card may be sufficient to travel.

As a consequence, non-EU applicants are required to give a copy of their passport and EU-applicants may give either a copy of their passport or a copy of their ID card.

Whatever the document type (passport or identity card), you will be asked to give its number and upload a scanned copy, with a resolution high enough to allow easy reading. For passports, it is only required to scan the information page. Please, merge all scans (recto, verso,...) into a single PDF file.

In case your passport or ID card has expired and you are waiting for a new one, it is enough to upload the scan of the old document before the application deadline. The uploaded ID document can be updated later.


A recent photograph will be also asked. It will be used for the class book and to help us recognise you during the first days of the programme ;-)

There are no requirements of any kind on the ID photo (background, size, color, glasses, ...). It can be a photograph for official documents but also a more personal view. 

We only ask you to provide the photograph with a jpg, jpeg, gif or png format exclusively.


Your proficiency in English language can be demonstrated in two ways:

  • a document proving that you have successfully passed one of the accepted English test
  • a document proving that you are a native English speaker out of one of the following countries: Australia, Canada, Ireland, New Zealand, UK, USA and you have followed a Higher Education programme (Bachelor or Master) in English 

The first option is recommended since the four abilities (speaking, writing, reading, listening) are tested in a quantitative way thus bringing the guarantee that you will be able to follow the teaching activities without any language obstacle.

Please, note that a certificate of English proficiency delivered by a university will not be accepted. 

More details in the Application Guide (see Useful Links in the footer).

Proof of Bachelor

If you have already graduated, it is required to provide a document proving that you have been awarded at least a Bachelor of Science degree or equivalent.

If you are currently studying in a Bachelor of Science Or bachelor of engineering programme and do not have yet a degree, you can still apply. In this case, before the application deadline, you must provide the following documents:

  • an official document proving that you are actually enrolled in an education programme. A certificate of registration is most recommended
  • an official certificate stating your expected graduation date
  • an official student record book (provisional academic transcript)

Some documents must be translated into English and notarized. Please refer to the Application Guide (see Useful Links in the footer).

Scientific background

You will be asked to fill in a PDF-form to demonstrate that the courses that you have followed so far put you in a position to follow the MULTIPHASE courses with major difficulties.

Five categories of courses are distinguished:

  • Mathematics
  • Fluid and Solid Mechanics
  • Chemistry, thermodynamics, heat- and mass-transfer
  • Programming
  • Other courses 

For each category, up to three courses can be detailed so, please, focus on the courses that are most able to show your alignment with the MULTIPHASE programme. For each course, it is needed to give:

  • the course name as specified on the record of transcripts. Here, "course" means a module, a teaching unit, ... not the whole program. Example : Algebra I
  • the content (up to 300 characters), as keywords
  • the hours : estimated total number of hours (e.g., 45 hours corresponding to 3 hours/week in a 15-week semester)

If you are unsure, whether your scientific background is suited, please, check basic literature on the concepts and fields listed above and compare them to the MULTIPHASE programme. 


Whatever its name (Cover Letter, Letter of Intent, Letter of Motivation or Statement Of Purpose), you are asked to express in this document your motivations to join the MULTIPHASE programme but also the reasons why the Selection Committee should select your application.

A few formal requirements: 

  • one full page is far enough to explain your motivation. Do not repeat the details that can be found elsewhere (CV, degree, ...). This is an exercise of synthesis and decision-making: what is important ? what is less important ? Stick to 1-page strictly ! Additional pages will not be evaluated
  • addressed : to the Selection Committee
  • font size : 11 or 12 points
  • font type : free, as long as it is easy to read
  • do not play abusively with the margins since a text that is too dense is unpleasant to read
  • avoid 1-paragraph fully-packed page
  • the cover letter must be signed, either with an ink-pen-on-paper or with a scan of your signature embedded in the PDF file

More details in the Application Guide (see Useful Links in the footer).

Curriculum Vitae

Very classically, we would like you to prepare an up-to-date Curriculum Vitae. 

Since every year, the reviewers read 100+ CVs, it is important for them to find rapidly the pieces of information that matter. For this reason, it is compulsory to use the Europass format. Using other formats (Microsoft Word template, ...) will make the reviewers angry and you definitely do not want that 

Europass CV service is accessible online by clicking on :

A few guidelines:

  • there is no maximum number of pages
  • keep it pleasant to read by putting what is relevant and discard unncessary details
  • you can keep the Europass logo or remove it to gain place, at your convenience
  • there is no need to list your recommendations in the CV since they will be uploaded on the application platform

Other guidelines:

  • Education and Qualifications: please complete this section as fully as possible indicating any relevant Higher Education qualifications starting with the most recent. Complete the name of the Institution(s) as it appears on the degree certificate or transcript
  • Employment and Experience: please complete this section as fully as possible with all employments relevant to your course.
  • You should highlight your participation in conferences, internships, non-governmental organisations, summer schools, and other socially sensitive or political activity; as well as any prizes/awards received even if these activities are not specially connected to the area of MULTIPHASE

Letter(s) of recommendation

To be eligible, your application must contain at least one recommendation from an academic staff. Two additional recommendations are possible.

The general procedure is as follows:

  • you choose a referee 
  • you ask for a recommendation letter to support your application to MULTIPHASE
  • you enter his.her details on the application platform, including the email address
  • you click on the "Send Request for individual assessment" button
  • the referee receives an automatic email from MULTIPHASE
  • the referee uploads the filled document on the MULTIPHASE website, with a link provided in the email

Getting these documents finalized often require a lot of time so we advise you to begin as soon as possible and to keep an eye on its progress status.

More details in the Application Guide (see Useful Links in the footer).

Academic transcript of records

It is required to upload scanned copies of all higher education academic records in their original version/language: academic transcripts to the mentioned diplomas, including all completed courses at the time of application, not only those of the current year.

If your transcripts are not issued in English, \textbf{a translation in English is needed}. If you do not have an official translation, you can upload a non-official translation along with the original diploma. If you are pre-selected for the course, an official translation will be required.

Documents should be accompanied by a (possibly certified/official) translation in English. Please note that all selected students will have to provide a certified (legally attested) translation in the English language.

Applicants are also encouraged to provide their diploma supplement, if they have one.

All available grades should be provided as soon as available. Transcripts must be added through the platform up to the application deadline. Then, only the grades received after the application deadline can be accepted. They shall be sent to This email address is being protected from spambots. You need JavaScript enabled to view it. with, as subject of the email, "LAST AVAILABLE TRANSCRIPTS - JUST RECEIVED - YOUR NAME".\\

About translation and notarization

The Selection Committee, mostly composed of French, Italian and German persons, is obviously not able to understand every language of the world. For this reason, it is required that some documents are translated into English to be considered for the application.

The highest possible degree of fairness is aimed at in the selection process. Recognizing the fact that some applications are artificially good (i.e. fraudulous) and may be selected in place of truly excellent applications, we require that some documents of your application have to undergo a notarization process: 

  • the obtained diploma and degrees (BSc, MSc, ...)
  • the academic transcript of records of your whole Degree (lectures, credits, marks, rankings, ...), also known as Graduate Report, along with the grading scale used 

These documents have to be both translated into English AND notarized. In other words, official documents natively written in English must still be notarized.

Notarization is the official fraud-deterrent process that assures the parties of a transaction that a document is authentic, and can be trusted. The notarization body is a third body accredited by a government authority. A third body is by definition a body separate from your university. In other words, even if the document is attested, stamped, signed, certified, ... by your university's topmost officials, it is not considered as notarized. A notarization body, or person, is typically:

  • a notary public
  • a sworn translator
  • a sworn lawyer
  • a sworn officer from the Ministry of Foreign Affairs
  • a sworn officer from the Higher Education Commission of the Ministry of Education

Since the translation and notarization process takes quite a long time, we strongly advise you to start it as soon as possible.

More details in the Application Guide (see Useful Links in the footer).