10.1 INK-NL-Bachelor's

Students with a Dutch previous education that is not sufficient for direct admissions (also called deficient INK-NL students) have to apply through the INK-NL application process. They are informed by Student Admissions about their admission decision. Students with a sufficient previous education can apply directly, and are processed by the Central Student Administration. 

There are four possible reasons why a student is considered deficient when they apply for a Bachelor's programme, namely:

  1. VWO-different profile: students have obtained a VWO diploma, but it is not the required profile for admission (find an overview of required courses per programme here). Therefore, they are admitted based on the VWO diploma + additional certificates, such as VWO deelcertificaten (see also below);
  2. HBO-propedeuse (HBO-p): students are admitted based on the HBO-propedeuse or HBO-p + additional certificates;
  3. HBO Bachelor: students are admitted based on the HBO bachelor or HBO bachelor + additional certificates;
  4. Colloquium doctum: student is 21 years or older and has none of the above mentioned qualifications. These students are admitted based on certificates or certificates + any other diploma that is not mentioned above (example: MBO/Havo + certificates). An admission based on colloquium doctum is not always mentioned in the decision. You can assume the admission is based on CD if the aforementioned applies to the application.

VWO deelcertificaten are not considered regular VWO results, and they are not centrally verified, so they are considered additional certificates.

Adding additional information/vrije velden
1. Preparations

1. Open the informing filter in Osiris (see https://trello.com/c/sAeJkp2J/26-filters) Run the filter AO informeren student toelatingbesluit niet selectief NL (facultair)

2. Go to View > Sort > Extensive, and sort the list by Section/Rubriek > Process > Name of degree program

3. Divide the tasks with your colleagues 

4. If applicable you can filter further by adding to the process filter INK-NL-BACHELOR, this way you can focus on processing NL-deficient Bachelor applications only. 

Note: you will see both regular (INK-NL-BACHELOR) and Selection and Placement Bachelor applications (INK-NL-BACHELOR-NF) in the filter. You can sort by process to differentiate between the two types, or change the search query in the filter by writing only INK-NL-BACHELOR or INK-NL-BACHELOR-NF in the Process line.

5. Download the automatically generated Excel file from Osiris Application by clicking the excel sheet icon at the top of the applications window. Then add the columns to the following template: https://trello.com/c/krGqvhHb/290-instructions

2. Filling in admission requirements/ Vrije velden

1. Open an application from the list by clicking on the round black circle

 

2. Go to Studentgegevens>Personalia 

Check the field: Nationaliteit/Nationality and write in the excel if the student is EU/EEA or non EU/EEA (UK is considered non-EU) in the MVV column. 

All students from EEA countries are allowed to follow the same deadlines as EU students. Therefore, when a student is from an EEA country, they are considered "EU". See https://trello.com/c/jnQii1EG/176-eu-eea-countries-list for the list of EU and EEA countries.

3. Go to

OSIRIS application > Application

OSIRIS aanmelding > Aanmelding 

First check Checklist: Besluit toelating door Toelatingscommissie. The status should be (Voorwaardelijk) toegelaten 

Then check Checklist Informeren door Admission Office. The status should be 'To inform/Informeren'  

4. Write yes in the Selection & Placement (S&P) column in the Excel if the student has applied to a S&P programme. For a list of S&P programmes, see https://trello.com/c/yN53wArX/64-selection-and-placement-programmes

5. Check and copy the admission requirements that are filled in under Checklist: Besluit toelating door Toelatingscommissie into your Excel. The different admission requirements are:

If one of the admission requirements is not provided or not clear (for example by requesting a diploma that the student did not obtain, or by not specifying whether or not there is an English language certificate needed), you can return it to the faculty for clarification. See 10. Informeren student over toelatingsbesluit door Student Admissions for more information on the procedure.

When the student has applied for different programme, make sure to write the degree programme code before the requirements, for example: Example:  NWI-B-BIO.

Additionally: add an asterisk (*) before every requirement and a dash (-) before every requirement within the requirement (grades within a diploma or specific courses).

2.1 VWO with different profile, HBO-p & HBO Bachelor
Diploma Toelating: check if diploma has been verified/already obtained

If the diploma mentioned is a VWO, HBO-propedeuse or HBO Bachelor, you need to check if the diploma has been already obtained and verified

To check this go to

Opleiding > Vooropleiding

Degree programme > Prior education 

Note: if the student has been admitted based on a HBO-propedeuse but you do not see it in prior education, it means that the student has not obtained it yet. You will only be able to see the separate HBO-propedeuse line after the student has obtained their propedeuse. If they have not yet obtained the propedeuse, you will only see a HBO Bachelor line.

When a diploma has been obtained and verified centrally (via DUO) you see the following:

- Eindexamendatum has been filled in 

- Diploma behaald? is Ja 

- Status verificatie is Diploma centraal

- Geverifieerd op has been filled in 

Additionally, for VWO diplomas you should be able to see not only the taken courses but also the obtained grades

When a diploma has not been verified, you see one or more of the following:

-Status verificatie is either Vooropl. Centraal or Niet geverifieerd 

-Eindexamendatum is empty

Additionally, for VWO diplomas you are not able to see the grades, but only the courses that the student is taking.

If the diploma has been verified: you do not need to write it under requirements as it has been processed already.


If the diploma has not been verified/obtained: please write it under the requirements as - 

diploma, school/hogeschool name, year of graduation.

Examples:

  •  VWO, Olympuscollege, 2021 
  • HBO-p, Toegepaste Psychologie, HAN, 2021
  • HBO Bachelor Laboratorium onderzoek, Hogeschool Utrecht, 2021 

Write this requirement in your Excel

Engels Taaleis

Normally the faculty accepts VWO deelcertificaten for English. 

If an English certificate is required, please visit the specific Bachelor’s website for the requirements and copy the English certificate requirements. 

Write this requirement in your Excel

For an example for the English language requirements, please visit https://www.ru.nl/opleidingen/bachelor/biomedische-wetenschappen/toelatingselectie-plaatsing/. See the PDF for (different) VWO profiles and HBO-p.

For INK-NL BA processes if the student is exempted based on previous education for Engels taaleis, you do not need to add it anywhere in vrije velden, even if the student has not graduated yet. UNLESS there is a grade requirement.

Wiskunde certificaat & overige voorwaarden (if applicable)

1)   Already obtained accepted certificates + grades cijferlijst

A faculty may request a certificate or transcript of grades that a student has already obtained, which means that we need to receive a certified copy of the certificate or transcript.

This should be written as: 

  • Deelcertificaat Wiskunde B, Biologie, Engelse taal en Cultuur, 2018 
  • Cijferlijst Deelcertificaat Wiskunde B, Biologie, Engelse taal en Cultuur, 2018 OR,
  • CCVX Wiskunde B, 1 Januari 2020 
  • vavo Natuurkunde certificaat, 1 Augustus 2019 
  • VWO deelcertificaat Scheikunde, 1 Juni, 2017 

Write these requirements in your Excel

2)   Certificates to be obtained

A faculty may also request a certificate that the student did not yet obtain, but should obtain for their enrolment. This should be written as:

  • Een Natuurkunde certificaat van….(add specified certificate: example: vavo, CCVX, BoswellBeta) 
  • Een Wiskunde A of B certificaat van CCVX test, een Boswell-Bèta test, een OMPT-A toets of OMPT-B)

Write these requirements in your Excel

Please go to the specific Bachelor’s website so you can write the required the certificates as they mention them. See for example the Mathematics requirements:

3)   Other requirements

The faculty can also mention other requirements, such as a medium grade (gemiddelde cijfer), which are mentioned in the field Voorwaarde omtrent gemiddelde, or an intake interview. 

Write these requirements in your Excel

If there is a medium grade required, the student needs to not only provide their diploma, but also a certified copy of their transcript of grades. See 9. Cijfergemiddelde voor INK-NL studenten for more information on the process.

Voorwaarde omtrent gemmidelde

In some cases the faculty may request the students to meet a medium grade requirement in the hbo-p.

This is often the cases for student applying to Bachelor's from the law faculty

Add these requirements to your excel

2.2 Colloquium Doctum
Diploma Toelating

If the field Diploma toelating mentions colloqium doctum or a different diploma than a VWO, HBO-propedeuse or HBO-Bachelor, you need to add colloquium doctum as previous education.

 In order to do this, do the following: 

  1. Go to Opleiding > Vooropleiding or Degree programme > Prior education
  2.  Use a “dummy” diploma in “Opleiding/vooropleidingen”, this is because otherwise you will not succeed into enrolling the student, because Osiris will ask for a “proper” education. 
  3. Click on the green + symbol and look for "601 (COLLOQUIUM DOCTUM)"
  4. In Eindexamendatum you fill in 31-08-2022 
  5. In Eerste vooropleiding you select Ja. Select Nee in other previous education 
  6. In School you write 21PM00 (this is the code from RU) 
  7. Click on top right Opslaan/Save

Add the requested diploma (for example HAVO) in your Excel

You do not have to add the diploma if it has already been verified. To check, please consult Diploma Toelating: check if diploma has been verified/already obtained

Taaleis Engels

If an English certificate is required, please visit the specific Bachelor’s website for the requirements and copy the English certificate requirements. 

Write this requirement in your Excel

For an example for the English language requirements, please visit https://www.ru.nl/opleidingen/bachelor/biomedische-wetenschappen/toelatingselectie-plaatsing/. See the PDF for colloquium doctum requirements.

For INK-NL BA processes if the student is exempted based on previous education for Engels taaleis, you do not need to add it anywhere in vrije velden, even if the student has not graduated yet. UNLESS there is a grade requirement.

3. Add requirements in Osiris
  1. Go to Student Information > Additional Information or Studentgegevens > Vrije velden 
  2. Click on Toevoegen vrije velden/Add additional information  
  3. Select and add Voorwaarden Toelatingsbeschikking 
  4. Select and add Aanvraag MVV if the student is non-EU (check the student's nationality in Studentgegevens > Personalia under Nationaliteit/Nationality, see also
    2. Filling in admission requirements/ Vrije velden
Voorwaarden Toelatingsbeschikking
  1. Add the diploma requirements from your excel (if diplomas has not been verified or obtained) 
  2. Add any other additional information and required certificates (accepted and yet to be obtained). Differentiate different requirements with * (asterisk)

If the student has obtained an English language certificate that can already be verified, make sure to verify and print the certificate or otherwise save it in the folder: \\ru.nl\wrkgrp\StudentAdmissions\1. Admissions Office\Printing documents\English certificates working from home.

MVV field

Most applicants in the INK-NL process are Dutch. However, you may come across an international non-EU/EEA student, who will need the MVV field added. This is crucial for the visa procedure and the enrolment deadline. 

After you have added the MVV field, you need to select one of the four options described here: https://trello.com/c/R8bilHnn/247-mvv-field 

You never select Niet-momi, as this may cause a student to not have their residence permit arranged. In case of doubt, consult with a coordinator or choose Momi, wacht op groen licht.

Sending admission decision

To keep the four eyes principle, you cannot email a student if you have added the requirements. Therefore, please first check that you have not filled in vrije velden (additional information) for the student you are emailing. To do this, right click in the Admission requirements field in Osiris and click on Toon audit informatie van het vrije veld, you will then be able to see who has filled in the requirements.

Please also make sure to use the Excel informing template: https://trello.com/c/krGqvhHb/290-instructions

Preparations before emailing
  1. Study the dossier: check the nationality (EU/EEA), requirements (filled in by the faculty) and programme name, etc. See also 2. Filling in admission requirements/ Vrije velden for a list of what to check
  2. Double check the requirements filled in previously by your colleagues, these include:
    1. Diploma(s)
    2. Language requirements and/or verified certificates
      1. Check saved English certificates in the following workgroup folder: wrkgrp\RAOAdmissionsServices\1. Admissions Office\Printing documents\English certificates working from home  
      2. This is to ensure the English certificate has been previously saved by your colleague. If a certificate has not been saved, please verify and save the certificate
  3. Internal notes, both in the application and in the student dossier, see also https://trello.com/c/MuKoDZ1F/81-internal-notes
  4. Selection & Placement programme? Make a note of this in your excel. See https://trello.com/c/yN53wArX/64-selection-and-placement-programmes for an overview of S&P courses.
  5. MVV field (if applicable, for non-EU/EEA)
  6. Check prior education (vooropleiding). Has it been correctly edited, and/or has it already been verified?
  7. Enrolment deadline:
    1. EU: 31 July for Numerus Fixus & 15 August for regular Bachelor’s
    2. Non-EU: for most students it is 1 June  however there is one exception for when the MVV is Groen licht diploma niet behaald. See for explanation examples https://trello.com/c/R8bilHnn/247-mvv-field
  8. Checklists: there should be a decision (voorwaardelijk) toegelaten and the status should be Informeren/To inform

If the application contains a Checklist: Hogerejaarsverzoek or a Checklist: Verzoek tot Verlate Inschrijving (both are located above the admission decision checklist)consult this article for further instructions.

Check and gather all the information as expressed above. Once this is done and you have prepared all the information in your Excel sheet, you are ready to email the student! 

Ready to email

To email the student, click on the top right envelope icon.

Now, select the AO-BA-NL-ADMISS - ADMISSION template from the list of templates. If you have used it once, it will appear at the top as recently used template. If you are using the template for the first time, you will have to scroll down the list below E-MAIL until you find the correct template.

Once you have selected the correct template, click on Volgende/Next, which will open the email so that you can edit the template according to the instructions in the next section.

Editing the email template
Part 1 - Personal details

There are several parts in the template that have to be edited. While doing so, please also consult the information that you noted in your Excel. The parts that have to be edited are: 

  1. Date: Add the date on which you are sending the email in the following format: dd/mm/year, so for example 25 December 2021
  2. Please select the correct paragraph (alinea). The first one is for regular Bachelor’s (number 2), the second one (number 3) for S&P. Edit the <opleidingnaam> and add the name of the programme.
  3. Where it indicates “degree” write the degree name. Examples:
    • Bachelor Economics
    • Bachelor Wiskunde
    • Bachelor North American Studies
    • Bachelor Rechtgeleerheid
  4. Where it indicates “Enrolment deadline” leave the correct deadline
  5. Selection and placement paragraph - please leave only in case of Selection and Placement Bachelor's

See also https://trello.com/c/XGa3EDsb/24-enrolment-deadlines for an overview of enrolment deadlines. When in doubt, ask a colleague or coordinator for help. This part is crucial and especially important for MVV applicants to make sure that their residence permit process will not have any issues or delays due to the wrong deadline being listed.

Part 2 - Admission requirements

1. Annotate the requirements that are written in Vrije Velden/Additional requirements, which you have also noted in your Excel file.

2. There are some additional notes under the admissions requirements: you can remove these if they are not applicable. If one of them is applicable, please leave the text.

3. Add the same deadline of enrolment as you did in part 1.

The last part of the email does not have to be edited, as this is information that applies to all students.

Sending the email

1. After you have checked the email, all the data and spelling/syntax, you can send the email by clicking on Versturen/Send. 

Did you make a mistake while sending an admission decision (for example, you named the wrong start date, or you forgot something)? Check the instructions here for information on what to do: https://trello.com/c/CIfrGsHb/19-made-a-mistake-in-an-email.

2. Copy the Opleiding code of the programme you just sent an email for. You can find the Opleiding code in the application line next to the start and end date. 

3. On the left-hand side menu go to Degree programme > Admission decision or Opleiding > Toelatingsbeschikkingen

4. Click on the top green button with a + symbol (see photo below). A line for the admission decision will appear 

5. Paste the Opeliding code. Please note that Osiris is spaces sensitive, so there should not be any spaces before or after the code. Press the Tab on your keyboard. 

6.  Usually several options for degree programmes will appear, in this case you need to select the programme with the same Croho code and Name Degree Programme that appears in the application. See example below: 

7. Click ‘OK’ 

8. In the drop down menu Approved? or Akkoord? select: 

  • Conditionally” or “Voorwaardelijk” if the student is conditionally admitted and still has to meet requirements, such as sending their diploma
  • "Yes" or "Ja" if the student is unconditionally admitted (meaning that they have met all the admission requirements already)

9. Fill in the box below as follows/copy paste the following information:

  1. Verstrekt door faculteit: the first letters form the Degree programme or Opleiding, for example: NWI (press Tab on your keyboard)
  2. Verstrekt door onderdeel: RU (press Tab on your keyboard)
  3. Afgiftedatum: write t and press the Tab button of your keyboard or write the date of the email you sent in European format, for 1 March 2022 you write: 01-03-2022 (day-month-year)
  4. Start date degree programme/Aanvangsdatum opleiding: write 01-09-2022
  5. Enrolment possible from/Inschrijvingen mogelijk vanaf: leave empty (it will be automatically fill in if the admission is unconditional)
  6. Valid till/Geldig tot: 31-08-2023
  7. Herkomst student: Select either Option 1) VWO, 2) HBO-pb, 3) HBO-BA or  4) CD depending on the admission conditions (see second photo below for options)                  

8. Click on Save. 

9. Go to OSIRIS Application > Application or OSIRIS Aanmelding > Aanmelding 

10. Go to the application line and under “Decision” or “Besluit” and select:

  • “Conditionally Admitted/Voorwaardelijk Toegelaten” if the student is conditionally admitted and still has to meet requirements, such as sending their diploma
  • "Admitted" or "Toegelaten" if the student is unconditionally admitted (meaning that they have met all the admission requirements already)

11. Scroll down to Checklist: Informeren student door Admission Office and in “Status” select “Email sent” or “Email verstuurd” 

12. Save the changes 

Editing Inschrijving/Enrolment

After you have sent the email and added the admission decision, there are a few more steps to take to ensure all settings are correct. One of those steps is to edit the menu inschrijving/enrolment. To do so, go in the left hand menu to Inschrijvingen Croho > Inschrijving

Enrolment Croho > Enrolment 

Regular Bachelors

1. In the field “toelatinggevende vooropleiding” search with the magnifying glass and select the diploma based on which the student has been admitted, and save the changes.

If a student has been admitted based on a HBO propedeuse but has not obtained it yet, please leave this field empty! That is because it will not appear in vooropleiding and you cannot add this manually

NF - Selection and Placement Bachelors

1. In the field “toelatinggevende vooropleiding” search with the magnifying glass and select the diploma based on which the student has been admitted, and save the changes.

2. For Selection and Placement students, you also have to change the status of the field Status vooropleiding into Voorlopig niet deficient instelling. If the diploma has been verified already, the field should automatically change into “sufficient” 

If a student has been admitted based on a HBO propedeuse but has not obtained it yet, please leave this field empty! That is because it will not appear in vooropleiding and you cannot add this manually

Editing Instellingstatussen/Workflows

After you have sent the email and added the admission decision, there are a few more steps to take to ensure all settings are correct. One of those steps is to edit the menu instellingstatussen/workflows. To do so, go in the left hand menu to

Inschrijvingen Croho > Instellingstatussen

Enrolment Croho > Workflows 

Regular Bachelors

Change the status of the workflows to:

  • VOORWAARDELIJK if the admission is conditional
  • SUFFICIENT if the admission is unconditional

Once you have selected the correct status, save your changes. 

NF Selection and Placement Bachelors

For Selection and Placement students, change the status of the workflows to:

  • NF-VOORWAARDELIJK if there are admission requirements in vrije velden 
  • NF-SUFFICIENT if the admission is unconditional