technical regulations


Technical regulations

This document is a set of regulations for the operation of the information system by educational organizations for attracting and selecting applicants - citizens, foreign citizens and stateless persons (hereinafter referred to as the "System"). The System's address on the internet is www.ecsa.me.

The document is intended for employees of educational organizations of the Republic of Kazakhstan, the Russian Federation, near and far abroad countries, using the System.

Terms, definitions and abbreviations

The following terms and definitions are used in the document:

"System" - Informational system for attracting and selecting foreign applicants.

“System User” -  person who has access to the System.

"Educational organization" - an organization of the Republic of Kazakhstan, the Russian Federation, near and far abroad countries, engaged in educational activities.

"System Operator" - "ELECTRONIC SERVICE CENTER FOR APPLICANTS ECSA.ME" Limited Liability Partnership

"Employees of an educational organization" - employees of international departments, student affairs dean offices, vice-rectors, vice-rectors for international activities (in educational organizations where the relevant departments are organized and have corresponding positions), as well as other employees performing the functions of technologists and administrators of educational organizations’ information systems.

"Foreign applicants", "Foreign citizens" - foreign citizens, stateless persons, including those who have the status of compatriots, in accordance with the legislation of the Russian Federation.

"Limit on the admission of foreign citizens" - the maximum number of foreign citizens who can be accepted during the academic year to an educational organization (branch).

"CVE" – continuing vocational education.

"EGFSS" enlarged group of fields of study and specialties.

"FS (s)" – field of study (specialty).

"TIN, IIN" - taxpayer identification number, individual identification number.

"RRC" - registration reason code with the tax authorities.

"Full name" - surname, name, patronymic.

1.   General conditions

Employees of an educational organization receive access to the System after conclusion of the contract between the educational organization and the System Operator on the provision of services to attract citizens, foreign citizens and stateless persons to study in educational programs. An account is created for each employee in the System with an assigned role as "Educational organization administrator ", which allows performing specific set of actions in the System. Providing limited access to the System is possible at the request of an educational organization without concluding a written agreement; limited access to the System allows editing information about the educational organization that is publicly available in the System, but does not provide the opportunity to review applications from System Users about the study in the educational organization.

Employees of educational organizations add to the System and maintain the relevance of information about the educational organization provided to System Users, including those publicly available without registration; employees of educational organizations review applications received through the System.

Employees of educational organizations registered in the System receive an e-mail containing the login details to the System.

After authorization in the System, an employee of an educational organization has the opportunity to perform the following actions:

1.  Managing one’s own account.

2.  Correcting/entering the general information about the organization in Russian (Kazakh) and English languages, information about the organization's places in the ranking among universities (optional), information about the Head and the territorial location of the organization in the System.

3.  Correcting/entering in the System the parameters for admission of citizens, foreign citizens and stateless persons in the current academic year: tuition fee, the total number of foreign citizens whom an educational organization is ready to accept for its educational programs of secondary vocational education, higher education and further vocational education, divided into professions, fields of study, specialties and additional programs.

4.  Correcting/entering in the System the parameters for admission of citizens, foreign citizens and stateless persons to preparatory faculties: tuition fee, the total number of foreign citizens whom an educational organization is ready to accept for further educational programs that provide preparation to master professional educational programs in Russian language divided into sections of preparatory faculties.  

5.  Filling in the information for branches in 2-4 clauses, where the admission of citizens, foreign citizens and stateless persons is planned, or delegation of authority to employees of branches to fill in.

6.  Reviewing applications of applicants - "Approval" or "Rejection" of the candidate’s application in the System.

7.  Monitoring the enrollment and studies of applicants: enrollment of applicants for studying in the main, further educational programs and programs of preparatory faculties; expel students for non-fulfillment of the curriculum, for violation of the Charter of the organization, of their own free will and in other cases; completion of students' studies in the main, further educational programs and programs of preparatory faculties.

2. Employee account management

The educational organization ensures the accuracy of the data on employees registered in the system:

· Personal information: full name.

· Contact details: mobile phone number, e-mail.

· Place of work: position, work phone.

If desired, an employee of an educational organization may change the account settings:

· Change the email (login) which is used to log in to the System.

· Change the time zone.

· Change the password which is used to log in to the System.

3.  The educational organization general information management

An employee of an educational organization enters the following reliable information and data in the System about the organization:

· General information about the educational organization;

· Information about the Head of the organization;

· Data on the organization’s location;

· Information about the employees of the organization;

· Data on the organization’s branches.

The information may contain the organization's place in the ranking among international and Russian universities (optional).

In case of changes in the general data, contact information, data on educational programs and other information, an educational organization ensures to make changes in the System timely, within a period of no more than 5 working days according to the relevance of the information. The System Operator ensures that the information in the System is updated based on the data entered by the organization into the information and analytical system formation and distribution of the admission quota.

3.1. General information about the organization

Basic information about the organization is filled in and updated by an employee of an educational organization. Information is entered in two languages - Russian and English. The entered information about the educational organization becomes available for applicants to view in the navigator of the System’s educational programs.

General information about the educational organization includes the following information:

· Organization name;

· Organization Full name;

· Abbreviation;

· Abbreviated name for documents;

· Organization type;

· Parent organization (to be filled in for branches);

· Property;

· Founder;

· National Research University (sign yes / no);

· Federal University (sign yes / no);

· IIN, TIN, BIN;

· RRC;

· Educational organization website;

· Short description;

· Organization position in university rankings.

An employee of an educational organization, when filling in general information about the organization, shall take into account that this information should be oriented to the applicant. In the brief information about the educational organization, it is advisable to indicate the socio-economic characteristics of the city where the educational organization is located (average cost of grocery, transport accessibility), the number of foreign students, the country of permanent residence, the cost of living in a dorm, etc. This information will interest a foreign applicant to choose your educational organization.

3.2. Head of the organization

An employee of an educational organization enters (corrects) the data about the Head of the educational organization:

· full name;

· position.

3.3. organization location

An employee of an educational organization enters (corrects) data on the location of the educational organization:

· federal district; region;

· region;

· city;

· postcode;

· the address;

· latitude;

· longitude.

Information about the location of the educational organization is available to foreign applicants on the card of the educational organization in the navigator of educational programs.

Information about the latitude and longitude of the organization location is necessary to determine the exact location of the organization on the universities’ map.

3.4. Employees of the organization

The System shall contain information only about those employees of the educational organization who need access to the System.

An already registered employee of an educational organization can register a new employee of an educational organization in the System using the “Add” button on the “Employees” tab on the organization's card.

After successful registration, a letter will be sent to the specified e-mail address with a message about the registration in the information system for attracting and selecting applicants.

To exclude unauthorized access to the System in case of dismissal of an employee who has access to the System, or changes in the duties of such employee, if the employee’s new job duties do not require access to the System, the educational organization shall submit a request to the System’s technical support service within 5 working days about blocking an employee's account.

You cannot change the account data of one employee (full name) to the data of another employee. In case of dismissal of an employee and hiring a new employee, the account of the dismissed employee must be blocked, and a new account is created for the new employee.

3.5. Branches of the organization

It is necessary to enter information to the System only about those branches to which the admission of applicants is planned.

An employee of an educational organization enters (corrects) information about branches of the educational organization that plan to accept applicants. Information about the branch of the educational organization is filled in in the same way as the information about the parent organization.

The data on branches to which the admission of applicants is planned can be filled in either by an employee of the parent organization, or by an employee of the branch (at the discretion of the organization). If the functions of filling in the information about branches are transferred to employees of branches, these employees must be added on the cards of the corresponding branches.

An employee of an educational organization shall add accounts of employees of branches to provide them access to the System.

4. Entering data on the admission of foreign citizens

An employee of an educational organization enters and updates in the System the following information and data about the organization:

· The maximum number of places for admission of foreign applicants (total limit) - the number of places for admission to the main educational programs under contracts for the provision of paid educational services through the System from the parent organization, excluding places, for admission to preparatory faculties, internships and further vocational education; excluding branches - data on branches is entered separately;

· Information about the cost of living in a dorm;

· Limits for certain fields of study (specialties) - the number of foreign citizens that can be accepted for each field of study (specialty) under contracts for the provision of paid educational services through the System; limits shall be indicated for each field of study (specialties) to which admission of foreign applicants is planned; admission is possible in fields of study (specialties) without limiting the general limit of the organization; if admission of foreign applicants is not planned in a certain field of study (specialty), the limit in this field (specialty) can be omitted;

· Tuition fee in certain fields of study (specialties) and further educational programs;

For educational programs requiring a special procedure for the implementation of state educational standards within the use of information containing scientific and technical information subject to export control, it is necessary to indicate the details of the educational organization’s commission meeting minutes on export control, which confirm the implementation of educational programs in an open analogue (otherwise the admission of foreign citizens is not possible);

· Data on the timing of additional admissions tests of a creative and (or) professional orientation, which are conducted independently by educational organizations;

· Data on programs of further vocational education: name, field of study, tuition fee, semester, duration of study, etc.

The number of limits for fields of study (specialties) shall be more or equal to the total limit of the organization. Automatic checks which are provided in the System will not allow placing more candidates to an educational organization than the number of places declared for admission of foreign citizens by an educational organization (general limit). If the admission of foreign citizens in the field of study (specialty) is not limited (educational and laboratory facilities, the number of teachers, etc. allow all students to be accepted in that amount which does not exceed the limit of organizations), then in this case it is recommended to indicate “Admission without restrictions within the general limit ".

When specifying educational programs that require applicants to have certain creative abilities, physical and (or) psychological qualities, it is necessary to indicate in the System the deadline established by the educational organization for passing additional entrance examinations on a creative and (or) professional orientation.

If the tuition fee in different educational programs is related to one field of study (specialty) differs, then the maximum tuition fee should be entered.  

5. Entering data on admission to preparatory faculties

If an educational organization accepts applicants to the preparatory faculty (department) for studying in further general education programs that provide preparation for mastering professional educational programs in Russian, then the employee of the educational organization enters in the System the information about admission to the preparatory faculty (department):

· The fact of the admission to the preparatory faculties (department) (button "Take part in the admission to the sub-faculty of DD.MM. YY");

· The tuition fee at the preparatory faculty (if the tuition fee differs, the maximum tuition fee is indicated);

The number of places for admission of foreign applicants for each profile of the preparatory faculty:

If admission according to the profiles of preparatory faculties is possible without restrictions, then in this case it is recommended to indicate "Admission without restrictions within the general limit".

6. Reviewing applications of applicants

Applicants - citizens, foreign citizens and stateless persons register in the System and fill in their dossier independently. The candidate's dossier consists of an application form and attached documents. The questionnaire contains the following information:

· Full name;

· Date of birth;

· Country of residence;

· The level of education to which the candidate applies;

· A field of study, specialty or program of study to which the candidate applies;

· Languages and the level of proficiency (including native language and the level of proficiency in Russian); if the candidate’s level of Russian language is not sufficient for mastering the main vocational education program, the need for the study at the preparatory faculty is additionally indicated in the application; 

· A list of educational institutions to which the candidate applies; each candidate has the right to indicate up to 6 educational organizations; organizations are indicated in the sequence corresponding to the priority of the educational organization upon admission; for each educational organization which is indicated in the questionnaire, the candidate's application is generated in the System; the first organization indicated in the questionnaire corresponds to an application with priority "1", the second organization - application with priority "2", etc.

The applicant's dossier is considered to be ready to send to educational organizations for consideration, if the candidate has filled in personal information, including contact details, information about the field of study (specialty) and the organizations in which he wishes to study, and has also uploaded his photo, a copy of his passport, and a copy of the education certificate. Verification of the specified conditions is provided by the System Operator in 2 stages: 1) initial automatic verification; 2) manual check by the employees of the Operator.

After concluding an agreement with the System Operator, an employee of an educational organization informs the System Operator about the period from which the organization is ready to consider the applicants' dossier in the next calendar year. Starting from the indicated date, candidates’ applications are transferred through the System by the employees of the System Operator to the organization for consideration.  

To view candidates’ applications, an employee of an educational organization must log into the System and open the list of applications that need to be considered.

An employee of an educational organization “Approves” or “Rejects” the candidate's application in the System. "Approval" of the application means the organization's readiness to accept the applicant for studying on the financial and other conditions provided by the organization; if the organization provides entrance tests according to the educational program chosen by the applicant, "Approval" of the application means the organization's readiness to accept the applicant to the entrance tests. If the data provided in the applicant's dossier is not enough to make a decision on the “Approval” or “Rejection” of the application, the employee of the organization contacts the System Operator to clarify the necessary information.

When sending the candidate’s application for consideration to an organization, the System Operator has the right to set a deadline for consideration.

If several educational organizations approve the applications of one candidate, the System automatically assigns the candidate to the organization with the highest priority. If the application with the highest priority is approved by the educational organization, then the pending the candidate’s applications in other educational organizations with a lower priority are automatically excluded from consideration.

After sending an application to an educational organization for consideration, the System can automatically reject the candidate's application. The reasons for automatic rejection by the System of the application are presented in the table.

Reason for rejection of the application

Description

Comment in the System

1

Excluded from consideration by FS(s)

The educational organization did not indicate in the current admission cycle about the recruitment to the field of study which is indicated in the candidate's application

The status has been changed. For the indicated field of study (specialty) in the educational organization, the recruitment of foreign citizens is not carried out    

2

Excluded from consideration by the limit of FS(s)

The educational organization has exceeded the limit (declared number of places) for the field of study (specialty) specified in the Candidate's application.

The status has been changed. According to the indicated direction of studies (specialty) in the educational organization, all places are assigned. 

3

Excluded from consideration by the general limit

The educational organization has exceeded the total number of places for foreign students of the educational organization.

The status has been changed. In the educational organization, all places for foreign citizens are assigned.

4

Excluded from consideration by the priority

The candidate's higher priority application has been approved by another educational organization.

The status has been changed due to the assignment of the candidate to another educational organization.

5

Not reviewed by the HEI

The educational organization did not review the candidate's application within the prescribed time limit.

The status has been changed due to the expiration of the candidate's application review term


When assigning the candidate's application, the total number of places available through the System for admission of an applicant under the Paid Service Agreement and the number of places in the field of study (specialty) declared by the educational organization will be decreased by one.

The educational organization cannot approve more applications of candidates than indicated in the System.

If the candidate’s level of Russian language is not sufficient for mastering the main professional educational program, the need for the study at the preparatory faculty is additionally indicated in the application; 

If the candidate does not speak Russian in a sufficient amount to master the main educational program in Russian, such candidate is directed to study in further general education programs at the preparatory faculty (department) in the same educational organization.

These candidates will be directed to the main educational program in a year after completing their studies at the preparatory faculty (department). Upon approval of the candidate’s application that needs to study at the preparatory faculty (department), the total number of available places for admission of foreign citizens and the number of places in the field of study (specialty) declared by the educational organization will not decrease. The number of available places for admission of foreign citizens will decrease in the next coming year. For the purpose of admission in the current year, the number of places for admission of foreign citizens in the next year is taken equal to the number of places declared by the educational organization in the current year; the actual number of places for the next year will be clarified when collecting data from educational organizations next year.

7. Monitoring the enrollment and studies of foreign applicants

An employee of an educational organization monitors the enrollment and studies of foreign applicants:

· Upon arrival and enrollment of the foreign applicant to the educational organization, the employee of the educational organization changes the status of the foreign candidate's dossier in the System to “Enrolled”, if the applicant arrives to study at the preparatory faculty, then “Enrolled in a sub-faculty”;

· In case of expulsion of students for non-fulfillment of the curriculum, for violation of the Charter of the organization, at their own request and in other cases, the employee of the educational organization changes the status of the foreign candidate's dossier in the System to "Expelled";

· In case of successful completion of the student's studies in the main or further educational program, the employee of the educational organization changes the status of the foreign candidate's dossier in the System to “Completed studies”, if the student completed its studies in the preparatory faculty program, then “Completed the sub-faculty”.

8. Moderation of information about the educational organization

The System Operator carries out post-moderation of information provided through the System by the educational organization in order to verify the correctness of the data published in the System.

The following information about the educational organization is subject to moderation:

· General information about the organization, including information about the Head and location;

· Information about the parameters of applicants’ admission to the main and further educational programs, including programs of preparatory faculties (departments).

If the organization has branches, then when information about the parent organization is sent for moderation, information about all its branches is automatically sent for moderation at the same time.

The initiation of the transfer of information about the organization for moderation is performed by changing the status of the information about the organization. When an educational organization is created in the System, the information about the organization is automatically assigned the status “Under editing”. In order to send information for moderation, an employee of the educational organization clicks on the "Submit for approval" button. After the page is refreshed, the status of the organization information will change to "On approval".

Within a period of no more than 3 working days, the information is checked by the moderator and their status changes, herewith the notification of the result of moderation is sent to the employee of the educational organization by e-mail.

If the status of information about the organization is “Agreed”, then the moderation procedure is over. In this case, the status of information about the organization in the System will change to "Approved", and a comment will be displayed under the status bar if it added by the moderator.

If the status of information about the organization is "Rejected", then it is recommended to edit the information in accordance with the comments provided and resubmit them for moderation. To change information about the organization, the employee of the educational organization clicks on the "Return for editing" button.

9. Submitting a request to technical support

In case of difficulties, questions about working with the System, an employee of an educational organization contacts the support service [email protected]

The support service receives requests in three ways:

· Using the form for sending a request in the System;

· By phone +7 708 983 14 04;

· By email: [email protected]