Diploma Supplement (DS) Label icon

Diploma Supplement (DS) Label


Lifelong Learning Programme

Lifelong Learning Programme

Application Form

Diploma Supplement (DS) Label

Period 2012 – 2015

Please give the full and accurate reference of your ERASMUS University Charter:

      -IC-1-year-1-    -ERASMUS-   -1


12 JULY 2012

Please submit an electronic version of your application to the following address:


A Diploma Supplement label is to be awarded to Higher Education Institutions which deliver a Diploma Supplement, to all graduates in all first and second cycle programmes offered by that institution, in accordance with the model developed by the European Commission, Council of Europe and UNESCO.

Diploma Supplement applications must demonstrate that all the elements of the model developed by the European Commission, Council of Europe and UNESCO are included. This template must be respected throughout. Applicants are encouraged to consult the Diploma Supplement Explanatory Notes carefully when preparing their Label application (reproduced here as annex 2 of this application form).

More information is available on-line at:-


Diploma Supplement Label applications must provide evidence of best practice in two main areas:

  1. Public information relating to the Diploma Supplement on the applicant's website (in English and in the home language)

  2. Examples of actual Diploma Supplements issued to graduates from the applicant institution

Application and selection procedure

  • This form is to be used if your institution wishes to apply for a Diploma Supplement Label that is valid for the period 2012 – 2015.

  • The application form must be completed in one of the official languages of the European Union.

  • The Diploma Supplement Label can be applied for by an institution which has been awarded a Standard or an Extended Erasmus University Charter (Standard Charter and Student placements) until the end of the Lifelong Learning Programme (2013).

  • Preliminary applications should be sent by 12 July 2012 to the National Agency concerned. National Agencies will review all application and provide recommendations to applicants in order to ensure compliance with Label criteria.

  • The deadline for submission of all (final) applications by National Agencies to the Education, Audiovisual and Culture Executive Agency (EACEA) in Brussels is 1 October 2012 (as per postmark). Please note that all applications (preliminary and final) must be submitted to the National Agency of the applicant. National Agencies will then forward all applications for assessment to Brussels.

  • A European panel of independent experts will evaluate all applications in Brussels; this will be followed by a final decision by the European Commission and EACEA.

  • In accordance with standard European Commission/Executive Agency practice, the information provided in your application may be used for the purposes of evaluating the Lifelong Learning Programme (LLP). The relevant data protection regulations will be respected.

Any questions relating to this application should be addressed to

Ozan Revi

British Council

10 Spring Gardens




+44 (0) 20 7389 4621


Section 1 - Identification

1.1 Applicant Institution - Legal Representative of the Institution

(The same person as specified in the Erasmus University Charter application of your institution or his/her successor if applicable.). Please note that the details given here and in section 1.2 will be used in all subsequent correspondence (you should inform your National Agency in the event of any change).

Full legal name of the institution in the national language


Acronym of the institution, if applicable


Full name of the Institution in English (formal or informal translation)


Country code



(e.g. B BRUXEL01)


EUC code




Legal representative of the institution (head of the institution):

Last and first name



(e.g. Prof., Dr, etc.)



F (female)

M (male)



Official function within the institution


Legal address of the institution


Post code & town





Phone (including country and area codes)

+      /       /      

Fax (including country and area codes)

+      /       /      

E-mail address


^ 1.2 Applicant Institution - Diploma Supplement Coordinator (if different from the legal representative)

Diploma Supplement coordinator:

Last and first name



(e.g. Prof., Dr, etc.)



F (female)

M (male)



Official function within the institution


Correspondence address:


Post code & town





Phone (including country and area codes)

+      /       /      

Fax (including country and area codes)

+      /       /      

E-mail address




Please tick all applicable boxes below:

To tick the boxes on the forms, please double-click on the box. First a window will appear, then choose the 'checked' option

  • ^ This application form contains various references to “certified copies”. Certification is to be given by means of one official stamp, signature of the authorised person of the institution and date of the applicant institution (once for each DS copy provided). Copies that are not correctly certified will be considered ineligible.

  • Please note that applications that are incomplete and which do not provide all the information requested in the application form together with the required paper versions of duly completed, signed and certified copies of the Diploma Supplement as specified in 2.1 below, will be considered ineligible.

^ 2.1 Examples of Diploma Supplement issued

Diploma Supplements must respect the template given in annex 1 and the explanatory notes given in annex 2.

Please note that no originals of Diploma Supplements should be submitted with the application, but certified copies. If it is necessary to satisfy data protection requirements the Diploma Supplements may be anonymised.

The following documents have to be provided in order to allow the assessment of the application for a Diploma Supplement label:

  • Paper versions of completed, signed and certified Diploma Supplements.

Issued by the applicant institution in 2009, 2010, 2011 or 2012 (up to 31 May 2012).

Diploma Supplements must be provided for:

    1. Two students in different subject areas after completion of their first cycle studies


2. Two students in different subject areas after completion of their second cycle studies


One student after completion of his or her second cycle studies and one student after completion of his or her third cycle studies.

^ Applicants must ensure that four Diploma Supplements are provided in total.

Only in the event that the applicant institution has only a one cycle programme, Diploma Supplements must be provided for:

  • Four students after completion of their studies in different subject areas.

Only in the event that the applicant institution has less than four subject areas, Diploma Supplements must be provided for:

  • Four students after completion of their studies in all subject areas available at the applicant institution.

2.2 Confirmation

I confirm that:

 The paper versions comply with the Diploma Supplement model given in annex 1 and the explanatory notes given in annex 2.

 All students of the applicant institution receive a Diploma Supplement automatically and free of charge upon graduation. ('Automatically' meaning that the student is not required to make a request for the Diploma Supplement).

 The Diploma Supplement is issued in a widely spoken European language.

  •  All the examples of Diploma Supplements included in this application are certified copies of original, authentic Diploma Supplements, which were issued to students who have graduated from the applicant institution.

^ 2.3 Public Information on the Diploma Supplement

Web pages

I refer to the following web page(s) of my institution stating that the Diploma Supplement is issued in a widely spoken European language, given automatically and free of charge to every student upon graduation, and including a completed example.

The web page given here includes a full example of a complete, filled-in Diploma Supplement (including, if applicable, the Transcript of Records) available in a widely-spoken European language.



Section 3 - Declaration

To be completed by the person legally authorised to sign on behalf of the applicant institution, as mentioned in section 1.1

“I, the undersigned, certify that the information contained in this application is correct to the best of my knowledge.”

Place:       Date    /    /     (day/month/year)

Signature of the Legal Representative Stamp of the institution (optional)

Name and position in capitals


^ POSITION:      

Before sending your application, PLEASE ENSURE that:

All questions have been answered

The original version of the application form bears the original signature of the legal representative of the applicant institution. Two copies of the application form (with annexes) have also been provided.

Four examples of certified copies of Diploma Supplements issued to four students are enclosed

The web page with public information on the Diploma Supplement, including an example, is indicated and easy to trace (a few mouse clicks).

^ Please consult the following annexes:

Annex: 1: Diploma Supplement Model

Annex 2: Explanatory notes to the Diploma Supplement

Annex 3: Common pitfalls


Diploma Supplement Template

It is highly recommended that each Diploma Supplement starts with the preamble published on the European Commission, Council of Europe or UNESCO/CEPES websites. Diploma Supplements that do not include the preamble may, however, be accepted provided that they comply in every other respect with the Europass decision of 15 December 2004 1

Each Diploma Supplement must include the following eight sections:

^ 1. Information identifying the holder of the qualification
1.1 Family name(s):
1.2 Given Name(s):
1.3 Date of birth (day/month/year):
1.4 Student identification number or code (if available):

2. Information identifying the qualification
2.1 Name of the qualification and (if applicable) title conferred (in original language):

2.2 Main field(s) of study for the qualification:
2.3 Name and status of awarding institution (in original language):
2.4 Name and status of institution (if different from 2.3) administering studies (in original language):
2.5 Language(s) of instruction/examination:

^ 3. Information on the level of the qualification
3.1 Level of qualification:

3.2 Official length of programme:
3.3 Access requirements(s):

4. Information on the contents and results gained
4.1 Mode of study:
4.2 Programme requirements:
4.3 Programme details (e.g., modules or units studied), and the individual grades/marks/credits obtained (if this information is available on an official transcript this should be used here.):
4.4 Grading scheme and, if available, grade distribution guidance:
4.5 Overall classification of the qualification (in original language):

^ 5. Information on the function of the qualification
5.1 Access to further study:
5.2 Professional status (if applicable):

6. Additional information
6.1 Additional information:
6.2 Further information sources:

7. Certification of the supplement
7.1 Date:
7.2 Name and signature:
7.3 Capacity:
7.4 Official stamp or seal:

^ 8. Information on the national higher education system

NB: This template must be respected. All information contained in the Diploma Supplement must follow the Diploma Supplement Explanatory Notes as adopted by the Lisbon Recognition Convention Committee (set out in full below). Any additional information, if provided, must be given as annex to the Diploma Supplement and the content of this additional information will not be assessed for the purposes of the Label.


^ DIPLOMA SUPPLEMENT EXPLANATORY NOTES (updated version adopted by the Lisbon Recognition Convention Committee, June 2007, Bucharest)

N.B. Institutions that intend to issue Diploma Supplements should refer to the explanatory notes that explain how to complete them.

Since the Diploma Supplement was adopted in 1999, it has been adopted as part of national legislation in many countries. Since 1999, there have been significant developments within higher education, notably as concerns the development of joint degrees2 and of transnational or crossborder higher education provision3. Other significant developments include the development of external quality assurance and/or accreditation and the introduction, within the European Higher Education Area, of national and overarching qualifications frameworks. Within the Bologna Process, Ministers have committed to issuing the Diploma Supplement automatically, free of charge and in a widely spoken European language by 2005. The Diploma Supplement has also been incorporated in the Europass established by the European Parliament and the Council of Ministers in 20044.

Where qualifications are issued as joint degrees, double or multiple degrees or under transnational/borderless education arrangements, this should be noted in the Diploma Supplement, in particular in points 2.1, 2.3, 2.4 4.1, 4.3 6.1 and 8. Consortia offering joint degrees would be well advised to provide information packages on their degrees. Where relevant, these may be included with the Diploma Supplement.

(The numbers below refer to the numbered sections in the Diploma Supplement.)


1.1 Provide the full family or surname(s).

1.2 Include all given/first names.

1.3 Indicate day, month and year of birth.

1.4 This should identify the individual as a student enrolled on the particular programme which is covered by the Diploma Supplement, e.g. through the student’s personal code in the institution’s database. A national or State personal identification number could be included for those countries that have such systems of identification, in accordance with national legislation.


2.1 Give the full name of the qualification in the original language(s) as it is styled in the original qualification e.g. Kandidat nauk, Maîtrise, Diplom, etc. The original name of the qualifications may be transliterated into the alphabet or writing system used for the language in which the Diploma Supplement is issued (e.g. Latin characters for Supplements issued in English or Cyrillic for Supplements issued in Russian). Indicate if the award confers any nationally accepted title on the holder and what this title is e.g. Doctor, Ingénieur etc, and, if appropriate, a specific professional competence, such as “teacher of French”. Indicate if the title is protected in law. If the qualification is a joint degree, this should be indicated.

2.2 Show only the major field(s) of study (disciplines) that define the main subject area(s) for the qualification e.g. ^ Politics and History, Human Resource Management, Business Administration, Molecular Biology etc.

2.3 Indicate the name of the institution awarding the qualification in the original language. Where a degree is issued jointly by two or more institutions, the names of the institutions issuing the joint degree should be indicated, with indication of the institution at which the major part of the qualification has been obtained, if applicable.

The status of the institution refers above all to whether it has successfully undergone a quality assurance and/or accreditation exercise or procedure, and this should be clearly indicated. It may also be relevant to give the profile of the institution. If the provider is transnational or borderless, this should be clearly noted.

As a (fictitious) example, this information could be given in the following form:

“[Name of the institution] is a private non-university institution which has undergone external quality assurance by agency X in [name of the country] in 2003 with satisfactory results”.

2.4 This refers to the institution which is responsible for the delivery of the programme. This is often, but not always, the same as the institution awarding the qualification (see 2.3 above). Cases are known in which a higher education institution entitles another institution to deliver its programmes and issue its qualifications through a “franchise” or some type of “validation”, “affiliation”, etc. In some cases that other institution may be located in a different country. If this is the case it should be indicated here. If there is a difference between the awarding institution and the institution delivering the programme leading to the qualification indicate the status of both. , see 2.3 above.

2.5 Indicate the language(s) by which the qualification was delivered and examined.


3.1 Give the precise level of qualification and its place in the specific national educational structure of awards (explained and cross-referenced to the information in section eight). For countries that have established a national qualifications framework, give the place of the qualification within the national qualifications framework. The framework itself should be described in point 8. Include any relevant information on “level indicators” that are nationally devised and recognised and which relate to the qualification.

3.2 Explain the official duration or workload of the programme in weeks or years and the actual workload including information on any major sub-components i.e. practical training. Preferably, the workload should be expressed in terms of total student effort required. This consists of the normal designated time on the programme including taught classes and private study, examinations etc. Where possible, the effort should be described in terms of credit, and the credit system should be described. European countries should translate the workload required for the qualification into the European Credit Transfer and Accumulation System (ECTS)5.

3.3 List or explain the nature and length or workload of access qualification(s) or periods of study required for access to the programme described by this Diploma Supplement e.g. Matura (for access to a first degree programme) or Bachelor Degree (for access to a second degree programme). This is particularly important when intermediate studies are a prerequisite to the named qualification.


4.1 The mode of study refers to how the programme was undertaken e.g. full-time, part-time, intermittent/sandwich, e-learning, distance, including placements etc.

4.2 Where available, provide details of the learning outcomes, knowledge, skills, competencies and stated aims and objectives associated with the qualification. This information, which relates to outcomes rather than procedures of learning, will increasingly be the key basis on which qualifications are assessed. If applicable, provide details of the regulations covering the minimum requirements to secure the qualification, e.g. any compulsory components or compulsory practical elements, whether all elements have to be passed simultaneously, any thesis/dissertation regulations etc. Include details of any particular features that help define the qualification, especially information on the requirements for successfully passing it.

4.3 Give details of each of the individual elements or parts of the qualification and their weighting. For institutions that issue transcripts of studies, it will be sufficient to include the transcripts.

List the actual marks and/or grades obtained in each major component of the qualification. Entries should be as complete as possible and in accordance with what is normally recorded at the institution concerned. Cover all examinations and assessed components and/or fields of study offered in examination, including any dissertation or thesis. Indicate if the latter were defended or not. All this information is often available in the form of a transcript (a useful format for transcripts has been developed for the European Credit Transfer and Accumulation System [ECTS], see point 3.2 above). Many credit-based systems employ detailed transcripts that can be integrated into the wider framework of the Diploma Supplement. If information on the credit allocation between course components and units is available it should be included.

If the qualification is a joint degree, indicate what parts of the qualification have been earned at which institution.

4.4 Provide information on the grading scheme and pass marks relating to the qualification e.g. marks are out of a possible 100% and the minimum pass mark is 40%. Tremendous variations in grading practices exist within and between different national higher education institutions and countries. A mark of 70% in some academic cultures is highly regarded whilst in other countries it is regarded as average or poor. Information on the use and distribution of grades relating to the qualification in question should be included. If more than one grading scheme is used, e.g. in the case of joint degrees, information should be provided on all schemes used for the qualification in question.

4.5 If appropriate, indicate the overall classification for the final qualification i.e. First Class Honours Degree, Summa Cum Laude, Merit, Avec Distinction etc.


5.1 Indicate if within the country of origin, the qualification normally provides access to further academic and/or professional study, especially leading to any specific qualifications, or levels of study e.g. access to Doctoral studies in Hungary. If this is the case, specify the grades or standards that have to be obtained to allow progression. Indicate if the qualification is a terminal (end) award or part of a hierarchy of awards.

5.2 Give details of any rights to practise, or professional status accorded to the holders of the qualification, in accordance with national legislation. What specific access, if any, does the qualification give in terms of employment or professional practice and indicate which competent authority allows this. Indicate if the qualification gives access to a ‘regulated profession’.


6.1 Add any additional information not included above but relevant to the purposes of assessing the nature, level and usage of the qualification e.g. whether the qualification involved a period of study/training in another institution/company/country or, include further relevant details about the higher education institution where the qualification was taken. If the qualification is a joint or double/multiple degree, or if it was earned under a transnational or borderless education arrangement, this should be noted here.

6.2 Indicate any further useful information sources and references where more details on the qualification could be sought e.g. the department in the issuing institution; a national information centre; the European Union National Academic Recognition Information Centres (NARIC); the Council of Europe/UNESCO European National Information Centre on Academic Recognition and Mobility (ENIC) and relevant national sources.


7.1 The date the Diploma Supplement was issued. This would not necessarily be the same date the qualification was awarded.

7.2 The name and signature of the official certifying the Diploma Supplement.

7.3 The official post of the certifying individual.

7.4 The official stamp or seal of the institution that provides authentication of the Diploma Supplement.


Give information on the higher educational system: its general access requirements; the national qualifications framework (where applicable), types of institution and the quality assurance or accreditation system6. For countries party to the European Higher Education Area (EHEA), the national qualifications framework should be compatible with and refer to the overarching framework of qualifications of the EHEA adopted by Ministers in 20057. For countries which are members of the European Union or party to relevant EU programmes, the national framework should also be compatible with the European Qualifications Framework. This description should provide a context for the qualification and refer to it. A standard framework for these descriptions together with actual descriptions should be available for many countries. These have been created as a result of this project and with the co-operation of the relevant National (European Union and European Economic Area) Academic Recognition Information Centre (NARIC), European (Council of Europe/UNESCO) National Information Centre on Academic Recognition and Mobility (ENIC), Ministries and Rectors’ conferences.



Please read carefully this non-exhaustive list of the most frequent errors made by previous applicants.

  • Confirmation boxes are not ticked in the application form.

    • The Diploma Supplement does not follow the official template (sections or sub-sections have been added, or removed and/or the wording of headings has been modified).

    • The content of the sections / sub-sections of the Diploma Supplement does not include crucial information or information provided is not transparent (for example providing a website address for section 4.1 and 4.2 is not sufficient) (see explanatory notes).

    • When available, transcripts of Records are not included in the Diploma Supplement (including in the version published on the applicant's website).

    • The number of Diploma Supplements supplied is not sufficient.

    • The institution offers first and second cycle programmes and students have graduated therefrom. However, one of these cycles is not represented in the Diploma Supplements supplied.

    • The institution's website does not exactly state that the "Diploma Supplement is being issued in a widely spoken European language, given automatically and free of charge to every student upon graduation".

    • A completed Diploma Supplement example is not published on the institution's website, only a blank example is available.

    • Copies of the Diploma Supplement submitted with the application have not been correctly certified.

    • Reference is made in section 4.4 to the grading scale, which has now been substituted by a recommendation to use the grading table (ECTS Users Guide, annex 3).

Please also note:

^ The application form contains various references to “certified copies”. Certification is to be given by means of one official stamp, signature of the authorised person of the institution and date of the applicant institution (one for each DS copy provided).

1 Decision no 2241/2004/EC, OJ L390/6, 31.12.2004


2 See the Recommendation on the Recognition of Joint degrees, adopted by the Lisbon Recognition Convention Committee in 2004, available at http://wcd.coe.int/ViewDoc.jsp?id=836481&BackColorInternet=9999CC&BackColorIntranet=FFBB55&BackColorLogged=FFAC75

3 See the Code of Good Practice in the Provision of Joint Degrees, adopted by the Lisbon Recognition Convention Committee in 2001 and revised by the Committee in 2007, available at http://www.coe.int/t/dg4/highereducation/Recognition/Code%20of%20good%20practice_EN.asp#TopOfPage, and the UNESCO/OECD Guidelines for Quality Provision in Cross-Border Higher Education adopted in autumn 2005 in the framework of both Organizations, available at http://www.oecd.org/dataoecd/27/51/35779480.pdf.


DECISION No 2241/2004/EC OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 15 December 2004 on a single Community framework for the transparency of qualifications and competences (Europass).

5 http://ec.europa.eu/education/programmes/socrates/ects/index_en.html

6 Under the Council of Europe/UNESCO Convention on The Recognition of Qualifications Concerning Higher Education in the European Region (Lisbon Recognition Convention), signatories are committed to making arrangements for providing such information. The text of the Convention may be found at http://www.coe.int/t/dg4/highereducation/Recognition/LRC_en.asp.

7 http://www.bologna-bergen2005.no/EN/BASIC/050520_Framework_qualifications.pdf

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