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Documentation and formats

In order to evaluate your application quickly and fairly, we ask you to provide standard documentation, with defined formats, sizes, and file names. This ensures traceability, legal compliance, and rapid review by the Admissions, Scholarships, and RPL Committee.

Master documentation list.

  • Identification document (passport or national identity card).
  • CV (1–2 pages, updated, PDF).
  • Passport photo (plain background, recent).
  • Admission form completed.
    • University degree (bachelor's degree or higher).
    • Transcript (academic record).
    • Letter of professional experience (company) or work history/contracts.
    • Technical portfolio (if applicable).
  • Merit: certificates (e.g., PMP/BIM/IEC/ISO), awards, publications; cover letter.
  • Requirements: simple statement of income/expenses (or supporting documents), brief background information.
  • Company/Agreements: sponsorship letter/membership and billing information (if applicable).
  • Equivalency chart (GUTEC template).
  • Evidence of prior learning: syllabi, certificates, anonymized deliverables, role letters.
Tax information: company name, Tax ID/VAT number, country, address, and billing email address.

File specifications: format, size, and quality.

Scholarships

Accepted format: PDF / JPG / PNG
Maximum size: 5 MB
Quality requirements: Color scan, legible, no cropping

Transcript

Accepted format: PDF PNG
Max size: 5 MB
Quality requirements Complete; include caption/grades

Cartas de recomendación

Accepted format: PDF
Maximum size: 5 MB each
Quality requirements: Signed; contact details

RPL evidence

Accepted format: PDF / ZIP Maximum size: 20 MB Quality requirements: Anonymized, with role and date

CV

Accepted format: PDF
Maximum size: 5 MB
Quality requirements: 1–2 pages, legible font

Letter of experience

Accepted format: PDF
Maximum size: 5 MB
Quality requirements: On letterhead, signed, with contact details

Certificates (PMP/BIM/ISO, etc.)

Accepted format: PDF
Maximum size: 5 MB
Quality requirements: With credential number and date

Billing information

Accepted format: PDF Maximum size: 5 MB Quality requirements: Tax certificate, if applicable

University degree

Accepted format: PDF
Maximum size: 5 MB
Quality requirements Front and back if applicable

Technical portfolio

Accepted format: PDF
Maximum size: 20 MB
Quality requirements Index, key parts, anonymization

Passport photo

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Accepted format: JPG / PNG
Max size: 2 MB
Quality requirements Light background, 3:4 or 1:1, 600×800 px min.
  • If you use ZIP for evidence: organize it into folders and include a PDF index.
  • We do not accept: editable formats (docx/xlsx) as final documents, expiring links without a copy, blurry photos, partial screenshots. Whenever possible, use PDF.

File name conventions (nomenclature)

Use descriptive and consistent names, without accents, spaces, or special characters:

Examples

GARCIA_Perez_Laura_DNI_2025.pdf
GARCIA_Perez_Laura_CV_2025.pdf
GARCIA_Perez_Laura_Notas_2016.pdf

Content requirements per document.

  • Valid on the date of application.
  • Full-color scan, legible (no fingers, reflections, or cropping).
  • If your name varies between documents, add a simple statement of equivalence.
  • Encabezado con nombre, email, teléfono (prefijo país) y ciudad/país.
  • Formación, experiencia con logros (plazos, costes, calidad, seguridad, innovación).
  • Software/herramientas (nivel).
  • Certificaciones y premios (con ID/fecha).
  • Enlaces a portafolio/GitHub/LinkedIn (opcionales).
  • Official title or substitute certificate.
  • Grades with credit load/hours and scales.
  • If not in ES/EN, see §7 (translations).
  • On company letterhead, signed and dated.
  • Must include: position, duties, period (from/to), commitment, relevant projects/works, verifying contact.
  • If confidentiality is required, omit sensitive amounts and use generic descriptors.
Short template (text) I certify that [First Name Last Name], [Position], has worked at [Company] from [mm/yyyy] to [mm/yyyy] (or “present”), with [work schedule] dedication. Their duties have included: [3–5 key duties]. Main projects: [Project, role, date, result]. Contact for verification: [Name, position, email/phone number]. Signature and stamp.
  • Index, 6–12 items maximum, 1–2 pages per item.
  • For each item: title, objective, your role, tools, dates, result (metrics if possible).
  • Clean screenshots, without third-party data or trade secrets.
  • A PDF with bookmarks makes it easier to review.
  • 1–2 letters, relevant and recent.
  • Suggested structure: relationship with the candidate, observed achievements, skills, projection.
  • Equivalence map (what learning outcome you claim ↔ evidence ↔ page/link).
  • Evidence organized by module, with role and date.
  • If you provide syllabi from other institutions, include the number of hours/ECTS and the assessment scheme.
  • Merit: certificates, publications, awards.
  • Requirements: simple statement of income/expenses (without unnecessary sensitive data).
  • Company/Agreements: sponsorship/membership letter; if applicable, tax information.

Translations, legalizations, and authenticity.

  • For initial evaluation, we accept simple translations into ES or EN.
  • We will only request certified translation if it is essential (e.g., external validations or audits).
  • Only if necessary, we will request an Apostille from The Hague or institutional validation.
  • We will notify you in writing with instructions and a reasonable deadline.
  • GUTEC can verify documents with the issuing institution.
  • Any falsehood or impersonation will result in exclusion from the process (see Integrity).
Documentación

Anonymization and confidentiality (portfolio/evidence)

Remove customer names, personal data, amounts, and sensitive coordinates.

Replace with [CLIENT A], [BUDGET CONF.], [COORD. OMITTED].

If you need support, we can sign a confidentiality agreement. Please request it at admision@gutec.university.

Always add your actual role (partial or full authorship) and dates.

Scanning and image quality

Scan at 300 dpi in color, aligned, without shadows or fingerprints.

Avoid taking photos of paper documents with your cell phone. If there is no other option, use mobile scanning apps and check the legibility.

Check that names, dates, and stamps are clearly legible.

Accessibility and support.

  • We accept accessible files (tags, selectable text).
  • We can offer alternatives if you need help scanning or converting.
  • Indicate specific requirements on the form or write to support.

Uploading documents

  • Access your Candidate Portal.
  • Upload files by category (drag and drop).
  • The system validates format and size.
  • Mark each block as “Complete.”
  • Autosave and global progress bar.
  • Status: Pending → Received → Under review → Validated → Comments (if you need to correct anything).
  • You will receive email notifications if we need to expand or clarify anything.

Recommended deadline: complete your documentation 4–6 weeks before the target cohort.

Error messages and quick fixes

  • “Unsupported format” → Convert to PDF (or JPG/PNG for photos).
  • “Exceeds size” → Compress to 150–200 dpi or split into multiple pages.
  • “Illegible document” → Rescan in color at 300 dpi.
  • “Expired link” (if you provide links) → Upload a PDF copy or renew the link
  • “Invalid file name” → Use the naming convention in §3.

Data protection (GDPR summary)

  • Responsible: GUTEC University
  • Purpose: to manage your admission, scholarships, RPL, and enrollment.
  • Legal basis: consent and pre-contractual measures.
  • Retention: during the process and legal deadlines.
  • Recipients: strictly necessary technology providers and academic/business partners (with international guarantees).
  • Rights: access, rectification, erasure, objection, restriction, and portability at privacy@gutec.university.
  • Security: encryption in transit/at rest, access control, and consent logging.

Printable checklists)

  • Identity document (PDF/JPG)
  • CV (PDF, 1–2 pages)
  • Passport photo (JPG/PNG)
  • Completed admission form
  • University degree (PDF)
  • Transcript (PDF)
  • Letter of experience or work history (PDF)
  • Portfolio (PDF, optional but recommended)
  • Letter of motivation (PDF)
  • Documents of merit/income/sponsorship (PDF)
  • Equivalence map (PDF)
  • Anonymized evidence (PDF/ZIP)
  • Tax information and billing contact details (PDF)

Content requirements per document.

  • Professional goal and why this program.
  • Key achievements (impact, metrics).
  • How you will apply what you have learned and what you bring to the cohort.
(If scholarship is needed) Summary of financial situation and temporary context.
  • Letterhead, date, signature, and verifier contact information.
  • Period, position, duties, relevant projects.
  • (Sponsorship) Percentage of support and, if applicable, billing to the company.
  • Table: Learning outcome ↔ Evidence ↔ Page/Appendix ↔ Role ↔ Date → Conclusion (equivalent / partial / no).

Frequently asked questions.

We only accept photos if the quality is equivalent to a 300 dpi scan, without shadows or cropping. We recommend PDF.

Yes, for initial evaluation. If necessary, we will ask you for a certified translation or apostille.

Yes, but also upload a PDF with screenshots or exports to avoid expired links.

I cannot share confidential portfolio data.

Upload it as soon as you have it. The evaluation can be paused until it is received.

Yes, normally 50 MB per application (visible on your portal). Use compression when necessary.

Contact and help.

Admission

admission@gutec.university

Scholarships

scholarships@gutec.university

RPL

rpl@gutec.university

Technical support

support@gutec.university

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