DAAD-Portal – Application Extension
Submitting an application for extension
Requirements
You should have already submitted at least one application for personal funding via the Portal.
Extensions are valid in your funding programme.
Procedure
1.
Start by clicking on "Application and funding overview" in the "Personal funding" tab.
2.
If you have already submitted several applications, first select the funding programme that is
currently funding you and for which you wish to apply for an extension. If you have already
applied for extension, select your current extension. The selected application will then be
shown in brown/orange.
3.
To navigate to the extension area in the portal click on the triangle before "Extension" in the
navigation menu on the left. This will expand all your extension options.
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DAAD-Portal – Application Extension
If you want to apply for an extension for an In-Country/Third-Country Programme
your extension options will differ slightly as you will not have the option “Cover sheet
Extension”. In an In-Country/Third-Country Programme you do not need to send a
Cover sheet to the DAAD by post.
The procedure to apply for an extension inside the DAAD Portal however is the same.
Please check the document “Instructions Extension (SPDL)” which includes the
mandatory documents you have to upload as attachments additionally to the
“Questionnaire Extension (SPDL)”.
4.
In the extension area you will find the option to "Application Extension" to actually send your
application via the DAAD Portal. Additionally there are three documents offered for download.
"Instructions Extension"
"Questionnaire Extension"
"Cover sheet Extension"
To apply for an extension it is necessary to download and fill out the forms "Questionnaire
Extension" and "Cover sheet Extension".
The Microsoft Word form "Questionnaire Extension" has to be downloaded, filled out and
saved as a pdf file. This file has to be included as an attachment during the application
process via DAAD Portal.
The Word file "Cover sheet Extension" has to be downloaded, filled out and printed to be
included with those documents which additionally have to be mailed by post to the DAAD.
In the pdf file "Instructions Extension" the process of the application for an extension is
outlined including the description of all the necessary attachments.
5.
To download each of these documents click on the respective selection, for example on
"Instructions Extension".
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DAAD-Portal – Application Extension
6.
To start the actual download, click on the link (in our example “Download Instructions
Extension”) provided in the popup window.
7.
After you have downloaded, reviewed or filled in and transformed into pdf all necessary
documents mentioned in step 4, you may start the extension application process by clicking on
„Application Extension“.
8.
Hereby you will leave the "Application and funding overview" to get to the section "Extension
request for individual funding".
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In this section you first will have to confirm the settings preselected based on your earlier
selection of the funding programme in the Application and funding overview. To confirm click
on "Continue" in the upper left-hand corner.
The next step of the application process is filling in the application form for your extension. In
the DAAD Portal this is divided into three main steps:
Step 1: Download the form to your computer and fill in the required information
Step 2: Upload the form
Step 3: The system will check your form automatically
You can navigate from step to step by clicking on
.
or
The current step ready for interaction will be shown with a white background. In the
screenshot below the active step is 1 (Download form). Step 2 and 3 are not ready for
interaction.
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DAAD-Portal – Application Extension
9.
Click on the "Click here" link in step 1 (Download form) to download the application form for
your extension to your computer.
After you have downloaded the application form, you can fill it in and save it on your computer.
To fill it in there is no need to be logged in the portal.
10.
In step 2 (Upload form) you can select the completed form on your computer using the
"Browse…" button in the portal and the "Open" button of your computer's file manager.
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11.
To upload the selected file, click on "Upload".
The uploaded form is now checked automatically to ensure that it is complete. Any problems
or errors diagnosed are listed and the number of the question in the form is given as well to
locate the problem.
In the example displayed below mandatory fields in question 1 have not been filled in.
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DAAD-Portal – Application Extension
If the form check lists any problems or errors, please make sure that you download the current
form via the link "Download current application form". Do not use the version of the file already
saved to your computer.
Please correct any errors in the current form and use the "Save as" function to save the new,
corrected document in a location of your choice. This ensures you are able to upload the most
recent version to the portal.
12.
To upload the corrected form, click on
This will take you back to step 2.
13.
If your corrections are successful, this will be displayed at step 3. Clicking on "Continue" will
then take you to the "Add Attachments" section, the third part of the application for extension
process.
In the "Add Attachments" section, you can add the required attachments to your extension
request.
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To ensure that we can process these attachments in our digital files, please upload them in
PDF format only. Any other file format will need to be converted beforehand. Please note that
changing the end of the file name (e.g. from "doc" to "pdf") is not a viable way of converting
files in this case.
Current versions of most Office suites offer a "Save/Export as PDF" function. Additionally,
there are several freeware programs which can be used to convert Word documents to PDF.
Please also make sure that the PDF files you upload are NOT encrypted and do NOT
have any commenting restrictions on them. It is also advisable to check documents
which you have already received in PDF format.
These PDFs cannot be processed in our system, so we would have to ask for the
document to be resubmitted.
14.
To add attachments, first choose the type of attachment from the dropdown menu. To expand
the menu click on the down-pointing triangle on the right.
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15.
Click on "Browse…" to find and select the pdf file on your system. After that, enter a unique,
specific name, under which the attachment will be filed and click "Add Document".
There is a restriction of the number of files to be uploaded and the file size itself. Those
numbers may vary per attachment type. For each selected attachment type those values are
displayed below the attachment type selection menu.
In the example screenshot below it's “5 documents each with a maximum file size of 5MB”.
In the upper left corner you will see a confirmation that your attachment has been added to
your application.
The uploaded attachment now appears in the list of added documents. Furthermore a
progress bar shows how many kilobytes have been uploaded and if the maximum size of all
added documents has been hit.
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16.
After you have uploaded your required attachments, click on "Continue" in the navigation
menu in the top left.
This will take you to an overview of your application process so far.
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Here you can access your application form and the uploaded attachments before you actually
submit it to the DAAD. If you wish, you can edit your entries to the form or upload further
attachments.
17.
You can now submit the application via the button "Send Documents".
18.
You will now view a text confirming that your application for an extension has been submitted
successfully.
19.
A few minutes after sending your application for extension, you will be able to view a message
of conformation in the "Application and funding overview". Additionally an email will inform you
that you've received a new message in the portal.
20.
In the messaging area located below the applications you will find the confirmation of your
submitted application including the filled in form and all uploaded attachments.
If you have already submitted more than one application, you will first need to select the
correct one to view your messages.
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21.
To open the message, please click the black triangle
in front of it.
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