More detailed instructions for filling out the application form
Personal data
Tips for filling out this tab:
Duration of the exchange: choose the exchange semester according to UEF’s calendar. Remember that actual dates and duration of the exchange will be according to the host university’s academic calendar.
- If you are planning to apply for one exchange that lasts for one semester only, do not make two different applications for different semesters. If your studies are flexible enough to allow for exchange either during the autumn or spring semester, choose one that is the most convenient. If you are flexible with the semesters, add this information in the Additional data field in the Enclosures tab.
- If you are planning to apply for two exchanges that last for one semester each in different host institutions, submit two separate applications. It is the student’s responsibility to make sure that the host universities do not have any overlap in their semesters. Depending on the number of available placements, it is still possible that you will only be selected for one exchange. If you are submitting more than one application, make sure to include information about which application is your first priority in all your applications.
Phone number: write your phone number in international form (+country code) without any spaces.
Email: use the email address that you check most frequently. UEF student emails are preferred.
Student number: use the study right number for the degree during which your exchange would occur. If you are a bachelor student and the exchange occurs before you graduate, use the study right number for your bachelor’s degree. If your exchange would be during your master’s studies, use the study right number for your master’s degree. Do not use for example Peppi ID or Learner ID etc., use specifically your degree’s study right number.
Home institution: this field is for adding information about your major subject’s department. Add the information by clicking on the pen icon, this opens a table of all UEF subjects and units/departments.
Find the unit for your major subject or the unit closest to your major. Make sure that the Organisation level is Unit. You will be able to search for only unit-level targets in the table by selecting Unit under the heading Organisation level and then by clicking the magnifying glass icon on the same row as the selection.
It is possible to widen the columns, so if you cannot see the complete name of the unit, try to widen the Name column to show the full names of the units. Select the unit that is closest to your major.
If you cannot find your unit, select the one that is closest to your subject.
NB! All rows have UEF’s institutional Erasmus code, SF KUOPIO12. The code is the same for all units on both campuses.
Departmental coordinator is your departmental coordinator for international affairs. If you are not sure who your contact person is, all the contact persons have been listed in Kamu.
Exchange study information
On this tab, you will add the host institution(s) you are applying to and a preliminary study plan for your exchange.
List of institutions you apply to: add host university by clicking +Add new institution/enterprise.
You may apply to a total of two (2) host universities either within the same or separate exchange programmes. If you are applying for two universities in the same programme, you can add both universities to the same application form. If you are applying for host universities in different exchange programmes, you may add one university per application. When applying to two universities in different exchange programmes, you must submit two application forms, one for each programme.
When adding host institutions, make sure you put your first priority host institution as number one. The order of your list matters!
When you are adding the host university, select country, institution, and exchange programme. Save. You can add another institution after you have saved your first selection.
- NB! Nordplus exchanges are funded from either the Nordplus programme or Erasmus+ programme. Because of this, when you are applying to Nordplus exchange and adding host institutions to the application, the system may offer Nordplus, Erasmus, or both, as the exchange programme. If the system offers only Erasmus as the exchange programme when you are applying to Nordplus exchange, select Erasmus.
Only include the host universities you are committed to applying (and going) to in your application. Do not add any host universities you are not willing to commit to.
Study plans during exchange: briefly describe your study plan for your exchange, for example what courses/subjects you wish to study during the exchange, in what language you would be studying, and would you be doing bachelor or master’s level studies during the exchange.
- Host universities generally do not offer their entire study catalogue to exchange students. It is the student’s responsibility to research what kind of studies the host university offers to exchange students, and to make sure that their courses would suit you.
Current studies
This tab is for adding details about your studies at the University of Eastern Finland. If you have completed studies at another higher education institution, only add information regarding studies at UEF.
Degree you are studying for: select your degree level according to the level you are on during the exchange.
EU subject area at home: select the subject area that is closest to your major from the drop-down list. If your major is not on the list, select the subject that is closest to your field.
Previous exchange: if you have had previous exchange periods during your studies, add this information. If you have studied at another higher education institution and completed an exchange period before studying at UEF, please also include this information in this field.
Language proficiency: add your language proficiency information here. You can evaluate your own proficiency level using the CEFR table. You are not required to include official language test scores at this stage of the application process, self-evaluation is sufficient.
Enclosures
This tab is for adding the required attachments to your application: letter of motivation and transcript of records.
Additional data field can be used for including other information that is relevant to the application, for example the priority order of your host universities, additional information about your attachments (if relevant), if you are applying for exchange with a friend (include the name of the person you are applying with), etc.