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Quality Management

What does quality management mean at the University of Eastern Finland?

Quality at the University of Eastern Finland means aligning performance with the objectives to achieve top level education and research that has societal impact.

University’s mission is to educate experts and people with competence who have needed skills for society’s different tasks. The education and research must be high quality and fullfill the criterias set to the content, quality and learning outcomes of the degrees. It is the society’s guarantee that the university can be trusted. Quality management is embedded in all the university’s activities. For the students it shows for example so that the teaching responds the criterias and learning outcomes set from the authorities and working life.

Quality management is a way of ensuring that the right things are done at the right time in the right way. It ensures that the university has justification for its practices and is in control of them. Quality management lets us know whether we are achieving our objectives or if we need to change our approach.

The university’s quality culture refers to the supportive atmosphere of the university community. The quality culture reflects the commitment of the university’s staff and students to their work and studies. Together they uphold and work by the common values and objectives set for the university. Common practices are developed on the basis of feedback from customers and continuous evaluation, and those deemed good are efficiently shared within the university.

Quality policy sets the quality objectives, principles and division of responsibilities governing the university’s activities. Under the quality policy, the university’s activities are based on openness, equality, participation and communality. The university promotes the well-being of its staff and students and takes into consideration the principles of multiculturalism, global social responsibility and sustainable development.

For the students this shows by taking into account student well-being and multiculturalism in different ways, for example they are supported in several ways at the university, with the support of many actors, and through various services and as a increase of the amount of the courses in english. The principles of the sustainability and responsibility are to be seen in the contents and methods of the teaching and in the amount of the sustainability and responsibility related courses. These themes are shown in the strategic focuses of the research. Also the goal of the university becoming carbon neutral by 2025 is a part of this.

Quality System

The quality system (i.e., integrated management system) provides the framework and assigns the responsibilities and procedures for effective quality management, which we use to maintain and improve the quality of the university’s activities. The policies and procedures recorded in the university’s quality system help us ensure that we are on the right path and will achieve our strategic objectives. The quality system’s descriptions and metrics enable us to react to the targets for development identified.

The university’s activities and their development are based on the principle of continuous improvement
Plan – Do – Check – Act and Improve (i.e. the Deming cycle).

Quality management and the principle of the continuous improvement shows in different phases of the studies througt the whole studies. It shows in the fair and appropriate student selection processes having clear selection criteria and in the contents, quality and diverse teaching methods and in the support services of the teaching. Students are involved in institutional and performance development groups and they can especially influence the quality of teaching by giving the feedback from teaching and its support services, which is utilized in developing these prosesses.

Quality Documentation

Processes

Quality Management Responsibilities

The Board of the University of Eastern Finland is responsible for the university’s quality principles and policies. The UEF Leadership Group is the steering committee for the university’s quality work and carries out management reviews at the university. The university’s rectors are responsible for quality work according to how the tasks have been divided between them.

The division of responsibilities for the quality system adheres to the division of responsibilities of the university’s leadership while being integrated into normal management procedures. The faculty deans, heads of departments and units, and directors of each branch of the University Services are responsible for the performance outcomes and quality of their own unit’s activities. The Faculty Council, the steering committees of each degree programme and the Research Council are important administrative bodies in quality assurance.

Everyone at the university is responsible for the quality and development of their own work and its outcomes, including teachers, researchers, administrative staff, support service staff and students.

Quality Group
The university’s quality work and its development are coordinated by the Quality Group, which comprises representatives from the university’s faculties, University Services, independent institutes, service centres and the Student Union. The Quality Group is chaired by the university’s director of administration, whose area of responsibility as the director of University Services includes quality management. The quality team’s rapporteur and secretary is the quality coordinator.

The tasks of the quality team are to:
- Acting as a group, develop, coordinate and support the operational side of the university’s quality work
- Act as an audit steering committee in FINEEC audits
- Acting as a group, carry out the preparatory work for quality management measures that require decision-making by the university’s leadership

The quality coordinator coordinates consistency with quality management principles and procedures in the practical, operational side of quality work in cooperation with the faculties and units and is responsible for the updating of university-level quality documentation, internal audits at the university and measures related to preparing for FINEEC audits. The University of Eastern Finland has two quality coordinators, one on each campus.

The faculties have appointed quality contact persons to act as leaders of the faculties’ own quality teams or groups and as contact persons for audits, for example. They are also responsible for preparations related to the management reviews of faculties in cooperation with the persons in charge of quality in the units.

The units have designated persons in charge of quality and the deputies, who coordinate the practical side of quality work in their units and are responsible for the updating of their unit’s quality documentation. Persons in charge of quality also participate in the preparatory measures for FINEEC audits.

The university has internal auditors, who represent various personnel groups and act as auditors in the university’s internal audits together with quality coordinators.

The faculties’ quality contact persons and persons in charge of quality and the auditors perform their duties in addition to their main job.

Staff and students participate in the university’s quality work, for example by providing feedback on the university’s activities, participating in the university’s administrative bodies and development projects, and taking part in the university’s audits. If necessary, the students also act as internal auditors, especially in the audits of units that concern them, such as the Student and Learning Services.

The faculty websites in Heimo contain information on the composition of each faculty’s quality team and the persons in charge of quality in the units.

How can quality be evaluated and enhanced?

The University of Eastern Finland’s activities and their development are based on the principle of continuous improvement, i.e. the Deming cycle: Plan – Do – Check – Act and Improve

Systematic evaluation and development of one’s actions is an integral part of the quality work of all the operational units and people at the university. The Quality Group and quality coordinators are responsible for comprehensively developing the quality management system in accordance with the guidelines of the university’s Board and Leadership Group.

Management reviews
Management review is the systematic assessment of the suitability, sufficiency, effectiveness and efficiency of the quality management system with respect to the university’s quality policy and quality objectives and the university’s strategic objectives. Management reviews provide the university with information on the quality of its activities and the related development needs. They are carried out with a bottom-up approach from units to faculties to university leadership, and there is also student representatives in the university leadership group.

Audits and evaluations
An audit is a systematic, independent and documented process in which the audit evidence acquired is assessed to determine the extent to which the agreed audit criteria have been met. Audits examine whether the organisation’s quality assurance system complies with the objectives and is effective and fit for purpose.
Audits are based on quality documentation and the selected standard or assessment model. Audits do not take a stand on the objectives or outcomes of the activities. They assess the processes that the university uses to manage and develop the quality of research, education and other activities.

Internal audits
An internal audit is a periodic, independent development procedure for assessing the compliance of the organisation’s quality management system with the agreed practices, stakeholder expectations and regulatory requirements. Internal audits are also performed to demonstrate that the quality management system meets the needs of the university/unit.

The auditors of internal audits are the university’s quality coordinators and internal auditors representing the university staff, who may be joined by representatives of the university’s students, if necessary. A report is drawn up on the audit and discussed in the unit, where the necessary measures and their monitoring and evaluation are also agreed.

Benchmarking refers to comparing one’s own activities with those of others, mostly with the corresponding best practice. The university and its units aim to identify good quality cooperation partners both nationally and internationally and to carry out benchmarking with them. Internal benchmarking means comparing the functions of one’s own organisation. It is a good way to identify and disseminate common best practices.

External audits and other evaluations
Universities have an obligation under the Universities Act to regularly participate in an external evaluation of their activities and quality systems. The results of the evaluations must be public. Audits have been carried out in Finland since 2005 in accordance with the principles of enhancement-led evaluation. The Finnish Education Evaluation Centre (FINEEC) is responsible for evaluating education and training nationally.

Universities and other higher education institutions can choose to have their quality systems certified by an external certification body in accordance with, for example, the ISO 9001 quality standard. They may also seek accreditation for individual degree programmes or their laboratory activities from a Finnish or international accreditation body. Accreditation, i.e. the verification of competence, is a procedure based on international criteria that enables the competence of an operator and the credibility of the certificates it issues to be reliably established.

Other evaluations
The university regularly carries out self-assessments of its functions, such as leadership and management at the university, for continuous improvement of its activities. The self-assessments also include examining and evaluating the university’s societal engagement and the impact of its activities on society. Annual evaluations and regular international peer reviews are carried out to assess the research performed at the university. The university also participates in evaluations of education, training and learning outcomes and various thematic and field-specific evaluations that the Finnish Education Evaluation Centre carries out nationally.

FINEEC Audits
The Finnish Education Evaluation Centre (FINEEC) is responsible for evaluating education and training nationally. FINEEC audits assess the scope, functionality and effectiveness of the quality systems of higher education institutions (HEIs). The audits are carried out using the evaluation procedure of FINEEC and a set of criteria, which follows the European University Association (EUA) and European Higher Education Area (EHEA) guidelines and recommendations (ESG: Standards and Guidelines for Quality Assurance in the European Higher Education Area) and focuses on a student-centred approach to learning and education and the related quality assurance in higher education.
The purpose of the audit model is to assess whether the HEI’s quality work meets the European quality assurance standards, whether the quality system produces relevant information for the implementation of the strategy and the continuous development of the HEI’s activities, and whether it results in effective enhancement measures.

FINEEC audit at the University of Eastern Finland
The quality system of the University of Eastern Finland was first audited in late 2010. The university passed the audit. Carried out every six years, the second audit took place in late 2016. It was an international audit in which some of the auditors in the audit team were international quality experts and the audit language was English. The Higher Education Evaluation Committee confirmed that the university passed the FINEEC audit on 21 April 2017. The quality label received is valid for six years, until 21 April 2023.

The next audit of the quality system of the University of Eastern Finland will take place in late autumn, 9–10 November 2022, and it will be an international audit. FINEEC will appoint the audit team during spring 2022. The audit will be carried out either on site on the university campus or remotely between FINEEC and the university.
The audit is based on FINEEC’s audit framework for 2018–2024 and the evaluation criteria of the audit manual for higher education institutions 2019–2024.There are three evaluation areas of FINEEC audits which are:
I HEI (Higher education Institute) creates competence
II HEI promotes impact and renewal
III HEI enhances quality and well-being
IV HEI as a learning organization
The fourth evaluation area is selected by the HEI (The University of Eastern Finland) and it is an international theme ’University of Eastern Finland as a learning and working environment for international students and employees’, whitch is an important theme also as an strategic point of view.

The current FINEEC audit process includes a benchlearning process. The University of Eastern Finland’s partner university in the benchlearning process carried out in 2021 was the University of Jyväskylä. The benchlearning process focused on continuous learning, including stakeholder cooperation. In the benchlearning process, the University of Eastern Finland’s main focus for developing its activities was on open university education, while the University of Jyväskylä focused on continuing professional education. The universities drew up a final report on the process together.

There are three levels of the assessment scale for the evaluation areas of FINEEC audits and they are excellent, good and insufficient. In order for University to pass the audit the evaluation ares l-lll should reach at least the level good. Area lV the university’s own choice won’t affect passing the audit. After passing the audit, the HEI will receive an audit certificate and FINEEC’s quality label, which will be valid for six years from the decision of the Higher Education Evaluation Committee.

Study regulations (mainly revoked 31.12.2023)

1 August 2022

I General

Section 1. Scope of application of the Study Regulations

Under Section 14 of the Universities Act (558/2009), the Board of the University of Eastern Finland has, on 14 December 2020, adopted the following Study Regulations which are applied at the university, alongside the provisions laid down in acts, decrees and the university’s rules of procedure.

These Study Regulations apply to degrees completed at the University of Eastern Finland (UEF) and the studies leading to the degree, and, where applicable, to specialisation studies, other studies not leading to a degree, and studies organised as Open University education and continuing professional education. Where applicable, the Study Regulations also apply to entrance examinations. In these Study Regulations, the term ‘faculty’ refers to the university’s faculties and, where applicable, to the Language Centre, the Library and the Centre for Continuous Learning.

The Rector decides on the general policies for lower university, higher university and postgraduate degrees after consulting the faculties. More detailed provisions concerning degrees, the studies included therein and the contents of the education offered are provided in faculty curricula. Independent institutes and service centres issue more detailed provisions concerning the education they offer.

These Study Regulations serve as the university’s degree regulations referred to in Section 41 of the Universities Act.

Section 2. Definitions

In these Study Regulations,

‘student’ refers to a person who has been granted the right to complete a degree or the right to pursue studies at the university
‘right to study’ refers to the right to complete a degree and the right to pursue studies
‘degree programme’ refers to a study programme, education organised based on a subject and other education entities for which the faculty awards a lower university degree, higher university degree or a postgraduate degree
‘faculty curriculum’ (Section 9 of the university’s rules of procedure) refers to a description of the educational mission of the faculty and its departments/schools, defining, inter alia, the degree-awarding education that can be completed in the faculty and the languages in which the degrees can be completed
‘degree programme curriculum’ refers to the entity comprising the degree structure, degree requirements, and the learning objectives, contents, assessment methods and modes of teaching for the degree and its components
‘syllabus’ refers to teaching offered over the course of an academic year or a longer period of time
‘study attainment’ refers to a course or study unit completed by a student, the extent of which is measured in ECTS credits. A study attainment may be an examination, an assignment, an essay, a learning diary, a demonstration of skills or other mode of completion defined in the curriculum, and any combination of these. It may also refer to studies recognised as completed elsewhere or other demonstrations of learning required by the curriculum (e.g. a maturity test, licentiate thesis or doctoral dissertation).
‘subject’ refers to an entity which is taught and included in faculty curricula

II Degree education, specialisation studies and education

Section 3. The university’s educational responsibilities

According to Section 7 of the Universities Act, educational responsibilities are enacted by the Ministry of Education and Culture Decrees. After consulting the faculties, the Board decides on proposals on educational responsibilities, for submission to the Ministry. After educational responsibilities have been conferred upon the university by Decree, the Rector determines how these responsibilities are assigned to the faculties.

Section 4. Establishing and discontinuing degree programmes

According to Section 9 of the University Regulations, the Faculty Council makes decisions on the introduction and discontinuation of a major subject within the scope of educational responsibility. Provisions on the discontinuation of education and the related transition period are laid down in Section 7b of the Universities Act.

If a degree programme is discontinued, the faculty shall provide all students who have been granted the right to study in the programme to finish their studies while taking into account the normative duration of the relevant degree studies and the possibility to be granted an extension for completing the degree. If a subject other than a major subject is discontinued, the faculty shall provide all students who have begun studying the subject as a minor subject with the possibility of completing their studies within a reasonable time. In both cases, the Faculty Council shall determine arrangements for the transition period.

During the transition period due to changes to the degree structure or academic subjects affecting Open University or commissioned education, as defined in Section 9 of the Universities Act, students participating in Open University or commissioned education shall be provided with the opportunity to study in accordance with the curriculum and transitional provisions in force.

Section 5. Tuition fees and the scholarship system

The provisions on charging a tuition fee per academic year are laid down in Section 10 of the Universities Act. The Board decides the amount of tuition fee to be charged. The Rector decides on the university’s scholarship system, the related policies and the amount of tuition fee charged per academic year per programme, and makes the decisions to grant scholarships.

Section 6. Organisation of specialisation studies and commissioned education

Specialisation studies are governed by Section 7a of the Universities Act, and commissioned education by Section 9. The Faculty Council decides on the specialisation studies and commissioned education organised at each faculty, the curricula and admissions criteria for these studies, and the maximum number of students for the taught courses. The Dean accepts the students for the taught courses.

Section 7. Higher education cooperation

According to Section 7a of the Universities Act, universities may organise education in cooperation with another university or university of applied sciences or procure it from one of these institutions to meet their educational responsibility. Higher education cooperation may be arranged with both Finnish and foreign higher education institutions (HEIs). Higher education cooperation (including joint degree programmes) is subject to separate agreements between the universities involved. Students participating in education organised through higher education cooperation are subject to the administrative authority of the HEI that offers the education.

Section 8. Open University studies and continuing professional education

The university shall organise Open University education for the degree components specified in the faculty curricula. The university shall also organise continuing professional education. Unless prohibited by law, fees may be charged for Open University studies and continuing professional education.

Section 9. Summer School

The university has a Summer School, which is tasked with promoting the university’s internationalisation, international mobility, and the provision of summer courses to degree students. The Summer School’s courses are offered in English, and they are comprised of teaching offered by the university’s academic units. The Summer School has a steering committee, whose task it is to compile the teaching offered at the Summer School together with the academic units and to issue general guidelines concerning the Summer School’s operations. Decisions about the Summer School’s fees and student admissions are made by the Rector.

Right to study

Section 10. Right to study

Students must have the appropriate right to study required for the study attainment.

Section 11. Changing to another degree programme or faculty

As part of the admission criteria, the Faculty Council shall define the principles based on which students may change to another degree programme within the faculty, and the principles based on which students from other faculties may be admitted to pursue a degree at the faculty.

Section 12. Separate right to study for the faculties and the Language Centre

For a justified reason, the faculties and the Language Centre may grant a separate right to study for their taught courses. A separate right to study shall only be granted for a specific course or programme and it shall be in force for a limited time. Unless prohibited by law, a separate right to study may be subject to a fee.

With the exception of the Summer School, a separate right to study is granted by the faculty’s Dean or the Director of the Language Centre. The Faculty Council shall confirm the admission criteria concerning a separate right to study, except in cases where the right to study is based on an agreement for higher education cooperation or the arrangement of education, on a student exchange agreement, or in cases of complementing a completed degree in accordance with the principles set out by the Faculty Council. A separate right to study granted for the Language Centre’s taught courses shall be based on the agreement for higher education cooperation.

Where applicable, the provisions of the Study Regulations shall apply to persons who have been granted a separate right to study.

Studies may only be pursued by students who have been registered as attending students in the university’s student register, and who have been granted the right to study required for the study attainment.

Section 13. Pedagogical studies for teachers

The Philosophical Faculty shall organise pedagogical studies leading to a teacher’s qualification, decide on the student admission criteria for these studies and grant the right to pursue these studies.

The Faculty of Health Sciences shall organise teacher training in health sciences for students majoring in nursing science. The Faculty Council of the faculty that organises the training shall decide on the distribution of study places after hearing the other faculties.

Section 14. Right to pursue minor subject studies

Minor subject studies at the university are open to students without any limitations, with the exception of fields in which the student admission procedure involves an aptitude test or an entrance examination, or if there is some other justifiable reason to limit the right to pursue minor subject studies. Possible limits to the right to pursue minor subject studies are defined in the curriculum. Minor subject studies may also be offered in the form of cooperation between academic subjects, or as separate minor subject modules tailored for certain major subjects.

Section 15. Limiting the right to study

A student may only hold one right to study at a time, leading to the same lower or higher university degree within the same major subject, or to an academic or professional postgraduate degree of the same level, at the University of Eastern Finland.

A new study right with a similar content shall not be granted to an applicant for the same or similar degree programme or other academic education referred to above which the applicant in question has already completed, unless otherwise set forth in the admission criteria of the faculty.

Section 16. Termination of the right to study

The right to complete a degree terminates when the degree for which the right has been granted has been completed. A student, who has completed a Licentiate or Doctoral degree, Master’s degree or a Bachelor’s degree with no right to complete a Master’s degree at the University of Eastern Finland has the right to complement their studies free of charge during the academic year in which the degree was completed and the following two academic years by enrolling as a student (continued right to study).

Section 17. Waiver or forfeiture of the right to study

A student may waive his or her right to study by submitting a written notice to the university. In such a case, the right to study shall be recorded as having terminated on the date on which notice was sent, and the right to study cannot be restored.

According to Section 43 of the Universities Act, students forfeit their right to study if they neglect to enrol with the university after accepting a study place, neglect to register as attending or absent at the beginning of each academic year, fail to complete the degree within the time or extended period of time specified in the Universities Act, or have not been granted an extension to the duration of their studies.

Students may apply for an extension to the duration of studies for completing the degree in accordance with Section 42 of the Universities Act. An updated study plan and a statement on the reasons for the delay in completing the degree must be attached to the application for an extension to the duration of studies.

If a student who has lost their right to study due to neglecting to register as attending or absent later wishes to start or resume their studies, they must reapply for admission to study at the university with Student and Learning Services. Reinstating the right to study does not require participation in the student admissions procedure. If a year or longer has passed since the student’s previous registration as attending or absent, Student and Learning Services shall consult the faculty before reinstating the student’s right to study. The student is required to present an updated study plan.

III Teaching and studies

18 § Application of the regulations on teaching and studies

The following provisions apply to the right to complete a degree and the right to pursue studies referred to in these Study Regulations.

Section 19. Student enrolment

The Rector shall decide on the enrolment of students who have been admitted to the university and on their registration as attending or absent for each academic year.

Organisation of teaching and planning of studies

Section 20. Curricula and syllabus

The faculty curriculum defines the degrees that can be completed at the faculty and the languages in which the degree programmes are offered. The faculty curriculum comprises the curricula for each degree programme and common provisions that apply to all degree programmes.

A curriculum shall be prepared for each degree programme, and these curricula shall be evaluated and developed regularly. Statistical data and feedback on teaching, studies, guidance and degrees are utilised in the development work.

The degree programme curriculum shall include the following information:

the task of education
the academic and professional goals of education
the degree structure (i.e. courses and their extents), the degree requirements, and the learning objectives, contents, assessment methods and modes of teaching for the degree and its components
the names of the degrees, study modules and courses in Finnish and in English
the course descriptions in Finnish and in English
a plan for major and minor subject student guidance and the organisation of student guidance
the provisions concerning studies and degrees, such as the principles of recognising studies completed elsewhere, and the provisions on the expiration of studies, the number of completion attempts per study attainment and exams conducted for distance education
Transitional provisions, if any.

Every year, by the end of October, the Rector will issue instructions regarding the curricula and syllabi, including common guidelines and regulations on studies. The Rector shall confirm the curricula of the faculties’ jointly offered education for the coming academic year by the end of February.

Faculty Councils shall confirm the coming year’s curricula and syllabi for the faculties in accordance with a schedule determined by the Rector. The curriculum, or part thereof, may be confirmed for more than one academic year at a time.

On the basis of faculty decisions, the Centre for Continuous Learning, shall confirm the Open University’s action plan for the coming academic year. The action plan shall include all Open University education organised by the university, either independently or in cooperation with partner institutions.

Where applicable, the above provisions shall also apply to education not leading to a degree.

Section 21. Organisation of teaching

The faculties shall organise teaching and study guidance so that full-time students are able to complete each degree in the normative time laid down in the Universities Act, in an appropriate order and without interruption. Teaching shall be organised in line with the approved curricula. The teacher in charge of the course, in an individual case, may give permission to deviate from the method of completion described in the curriculum for a very compelling reason. However, even then, the learning objectives set for the course concerned must be attained. A student may be granted individual arrangements upon application.

The university’s academic year shall be divided into four teaching periods. Teaching may also be organised in the summer.

If all the students who have signed up for a teaching group cannot be admitted to the group, the students must be admitted based on uniform criteria. When deciding who to admit to the group, priority shall be given to students for whom participation in the course is compulsory on the basis of their right to study and the related curriculum. If all the students falling into this category still cannot be admitted to the teaching group, the students must be admitted based on uniform criteria. Faculties and academic units may issue more detailed provisions on the admission criteria for teaching groups and other relevant signup practices.

Section 22. Courses

The university organises education in the form of taught courses. Continuing professional education curricula shall always be structured in the appropriate manner.

Academic units shall define the way of completing studies (individual courses and theses) in their curricula. Students may complete studies on their own or in groups orally and in writing in the form of, inter alia, lectures taken during a course or based on reading materials, essays, seminar work, work carried out during an internship or in a laboratory, e-learning, or work placement, and as various combinations of these.

With the exception of the maturity test, the extent of each course shall be at least one ECTS credit. Each course may comprise smaller partial attainments. Learning objectives and a designated person in charge shall be determined and recorded for each course. Each course description shall indicate the language of instruction. If the language of instruction is other than Finnish, the course description shall indicate in which language the student can take an exam or complete other study attainments included in the course. With the exception of the maturity test, doctoral dissertation and licentiate thesis, the extent of each course shall be expressed in the form of ECTS credits.

Section 23. Internship included in studies

The faculties shall prepare their curricula in a way which allows an internship to be included in Bachelor’s and Master’s degrees, as a compulsory or an optional part of the studies. An internship included in a degree may be completed according to the curriculum, either in Finland or abroad.

Students from the UEF’s international partner universities, who are completing their internship at the UEF may also be enrolled at the UEF.

Section 24. Study guidance for lower and higher university degree students

Students must be provided with study guidance at all stages of their studies. The Faculty Council shall decide on the principles of study guidance, including the rights and obligations of teachers and supervisors, and the instructions for the drafting, approval and updating of personal study plans. The principles of study guidance may constitute part of the curriculum or a university-level overall guidance plan approved by the Rector.

Personal study plans shall be drafted in accordance with the curriculum so that the plan matches the scope of the degree.

Section 25. Study guidance for postgraduate degree students

Postgraduate degree students shall be provided with guidance for both their research work and their postgraduate degree studies. At least two supervisors, one of whom is the main supervisor, shall be appointed for each postgraduate student.

Section 26. Academic postgraduate degree education

The university has a Doctoral School, the task of which is to provide transferable skills studies to all of the university’s doctoral students and to prepare common operating principles for the doctoral programmes. Academic postgraduate degree education shall be organised in the form of doctoral programmes. The faculties may organise doctoral programmes independently, or joint national or international doctoral programmes in cooperation with other faculties. Each doctoral programme shall have a director and a steering committee. The task of the doctoral programmes is to arrange discipline-specific scientific doctoral studies at the university and to ensure that a main supervisor in charge of study guidance is appointed for each postgraduate student.

Steering Committee of Doctoral Programme

is responsible for the organisation of studies in its discipline and field of research and for developing postgraduate education within its sector
handles the preparation of the doctoral programme’s student admission criteria and curricula for the Faculty Council
evaluates the applications for the doctoral programme and drafts a proposal on the eligible candidates to the faculty

Monitoring the progress of studies

Section 27. Monitoring the progress of studies

The study progress of a student pursuing a lower university degree, and a higher university degree or a postgraduate degree shall be monitored at predefined stages, or at different stages of the studies. The Rector shall define how the progress of studies is monitored.

Language of instruction and studies

Section 28. Language of instruction and degrees

The language of instruction and degrees at the University of Eastern Finland is Finnish. The Faculty Council may decide on the use of an additional language for degrees when approving the curriculum, while taking into account the duty to fulfil its educational responsibility in Finnish. Otherwise, students are mainly required to be able to complete their studies leading to a degree in Finnish.

Section 29. Language of studies

Students shall have the right to pursue their studies, both orally and in writing, in Finnish or in some other language specified in the curriculum, unless the purpose of the study unit requires otherwise.

Theses shall be written in the language specified in the curriculum. The head of the unit in charge of the studies concerned decides whether the student has the right to use a language other than the one specified in the curriculum.

IV Assessment of learning outcomes and grading scales

Section 30. Storage of study attainments

Study attainments must be stored for at least six months from the date on which the results are made public. In systems for electronic exams (e.g. EXAM), study attainments shall be stored for eight months from the date of taking the exam. Documents related to studies are stored in accordance with the university’s regulations on document management.

Section 31. Opportunities for completion

Students shall be provided with sufficient opportunities to successfully complete a study unit while taking into account the normative duration of degree studies. The number of attempts that students are given to complete a study unit or raise grades may be limited in the curricula.

If the opportunity to complete a study defined in the curriculum is cancelled due to an unforeseen event, students must be guaranteed the opportunity to complete the study unit in another appropriate and non-discriminating manner.

Section 32. Examinations and their organisation

The time and duration of exams shall be determined in the curricula.

Written or other corresponding exams related to instruction shall be held at least twice within the period of one year after the instruction was given. Written and other corresponding exams shall be organised in a way which allows students sufficient preparation time.

If, for compelling reasons, the time of the exam needs to be changed, the exam must be postponed until a later date, and all students who have signed up for the exam shall be notified of the postponement two weeks before the exam, if possible.

Students may only leave the exam after thirty (30) minutes, after which students arriving late will no longer be allowed to take the exam. Students may only bring the equipment and supplies needed to take the exam. When a system for electronic exams is used, students may leave after they have completed the exam.

Electronic exam systems have real-time, recording camera surveillance. Students taking an electronic exam are obligated to prove their identity if requested to do so in the manner specified.

Students must request the individual arrangements granted to them to be implemented no later than 10 days before the teaching/study attainment.

Students taking an exam must be able to prove their identity, if necessary. When an exam is held, a list of the participants shall be compiled. The identity of students who took an electronic exam can be verified by comparing access control, camera surveillance and exam system data.

The faculties shall issue more detailed provisions on the organisation of exams for distance education courses in their curricula.

Students shall sign up for exams included in the curriculum ten days before the exam date. Deviating or clarifying provisions may be issued in the curriculum while taking into account the best interests of the students. Sign-up for electronic exams shall take place in the electronic exam system, and the deadlines are dependent on the system.

Section 33. Grading scales and grades used in the assessment of study attainments

Study attainments, including Bachelor’s and Master’s degree theses and theses included in minor subject studies, are assessed using a 0–5 scale, which includes the following grades: 5 = excellent, 4 = very good, 3 = good, 2 = satisfactory, 1 = sufficient and 0 = fail. When it is not appropriate to use the numerical grading scale, the study attainment may be graded pass or fail. Grade 1 equals pass. The minimum requirements for passing are defined in the curriculum.

Approved licentiate theses and doctoral dissertations can also be assessed using the following seven grades: approbatur, lubenter approbatur, non sine laude approbatur, cum laude approbatur, magna cum laude approbatur, eximia cum laude approbatur and laudatur, or on the scale pass–pass with distinction.

The assessment of language skills in the second domestic language uses the scale satisfactory–good, as laid down in the Act on the Knowledge of Languages Required of Personnel in Public Bodies (Laki julkisyhteisöjen henkilöstöltä vaadittavasta kielitaidosta 424/2003) and the Government Decree on the Demonstration of Proficiency in the Finnish and Swedish Languages in the Civil Service (Valtioneuvoston asetus suomen ja ruotsin kielen taidon osoittamisesta valtionhallinnossa 481/2003).

Section 34. Assessment of study attainments

The assessment of study attainments is based on the course description confirmed in the curriculum. Study attainments or parts thereof must be completed and submitted by the deadlines specified.

If a student has retaken a study attainment and received a different grade or a different number of ECTS credits for the one and the same study attainment, the study attainment with the most ECTS credits shall be the final one, regardless of the grade. If the number of ECTS credits are the same, the study attainment with the highest grade shall be the final one, unless otherwise requested by the student. If both the ECTS credits and the grade are the same, the latest study attainment shall be the final one.

Section 35. Publication of exam results

The results of a study attainment shall be published no later than three (3) weeks after the exam, in the university’s electronic student and study register. For a special reason, the teacher defined in the syllabus as the teacher responsible for the course may extend the publication of the results by one (1) week. The extension of the deadline and the grounds for extending the deadline shall be communicated to the students enrolled on the course as soon as the need for extension is discovered, no later than within three (3) weeks of the exam date.

The Dean or the director of the unit responsible for the teaching may still grant an extension to the publication deadline, when there are particularly weighty reasons for doing so. However, the result shall be published no later than five (5) weeks after the exam date. The extension of the deadline and the grounds for extending the deadline shall be communicated to the students enrolled on the course as soon as the need for extension is discovered, no later than within four (4) weeks of the exam date.

As regards electronic exams (e.g. EXAM), more detailed information about deadlines is available in the procedural instructions for electronic exams.

Both passed and failed study attainments are recorded in the electronic student and study register. Information on the breakdown of grades and the number of study attainments graded fail shall be posted on an electronic platform. Students will receive notification of their study attainment being recorded in the electronic student and study register to their email account provided by the university.

The grounds for the assessment of study attainments are public information. Students shall have the right to review their assessed study attainments and the grounds for the assessment. To do so, they must contact the teacher who assessed the study unit concerned. Students must be given the opportunity to review their study attainment after it has been assessed. The assessment shall be in writing or recorded by other means. Students are entitled to a copy of their answers or other results of studies free of charge.

The above deadlines do not apply to times when teaching is not organised in accordance with the Rector’s decisions, or to the period from 15 June to 15 August.

If an exam has been assessed by several teachers and they have not done so collaboratively, the names of the teachers who participated in the assessment shall be indicated.

Section 36. Examination and assessment of thesis included in advanced studies

Students may complete the thesis included in advanced studies independently, in pairs or by participating in a broader research project. This shall be decided by the main supervisor of the thesis within the limits specified in the curriculum. In the case of collaborative theses and research projects among two or more students, the input of each student must be distinguishable, so that it can be assessed.

A thesis included in advanced studies may be accepted as the final thesis for two different major subjects (“double thesis”). The prerequisites for a double thesis shall be decided by the Faculty Council as part of the curriculum.

Theses included in advanced studies are public final theses and they shall be published with the student’s permission in the Library’s electronic publication system.

Two examiners shall be appointed for theses included in advanced studies. As a rule, the thesis supervisor should be one of them. If the thesis supervisor is disqualified under Section 28 of the Administrative Procedure Act, the director of the unit shall appoint another examiner in their place.

Examiners shall be appointed as soon as the student has submitted the final version of their thesis for examination. The examiners for theses included in advanced studies shall draw up a written statement on the thesis, and in the case of a Master’s thesis, propose a grade within one month of the examiners’ appointment.

The student shall be given the opportunity to write a rejoinder before a decision on the assessment of the thesis is made. Enough time shall be reserved between proposing the grade and submitting the rejoinder so that the student can properly review the grounds for the assessment. The decision shall be delivered to the student electronically.

The originality of Bachelor’s and Master’s theses shall be tested by using an electronic plagiarism detection system selected by the university. The student shall answer for the originality of their final thesis.

Section 37. Examination and grading of licentiate theses and doctoral dissertations

The faculty’s Dean shall appoint two examiners for the examination of a licentiate thesis.

The faculty’s Dean shall appoint two examiners for the preliminary examination of a doctoral dissertation.

The preliminary examiners of licentiate theses and doctoral dissertations shall make their statements within two months of the final thesis’ being sent to them. The Dean may extend this time, if necessary.

Licentiate theses and doctoral dissertations are public final theses. Doctoral dissertations shall be made available for public viewing at the university’s Library as an electronic or paper version no later than 10 days before the public examination.

Each doctoral dissertation shall be submitted for a public examination. The faculty’s Dean shall appoint at least one opponent from outside the University of Eastern Finland, who should hold at least a docent’s qualification or a corresponding academic qualification. The faculty’s Dean shall appoint a custos to represent the university at the public examination.

Within two weeks of the public examination, the opponent(s) appointed by the faculty shall issue a written statement to the faculty on the doctoral dissertation and its defence. Any remarks presented in the public examination shall be delivered in writing to the faculty, within two weeks of the public examination. Faculties may issues more detailed instructions on any other statements required.

The opponent or a member of the Faculty Council who is entitled to make decisions concerning the doctoral dissertation in question may make a written, justified proposal for rejecting the dissertation.

The originality of licentiate theses and doctoral dissertations shall be tested by using an electronic plagiarism detection system selected by the university. The student shall answer for the originality of their final thesis.

Section 38. Interrupting the thesis assessment process

When the student receives notification of the examiners’ statement and proposed grade, they have the opportunity to interrupt the thesis assessment process (not applicable to Bachelor’s thesis). by submitting a request in writing. The process shall then be halted.

A student may halt the assessment process for their final thesis only once.

The student may resubmit their final thesis for assessment, provided that it has been at least partly rewritten. The extent of the rewritten section shall be assessed by the thesis supervisor.

If the thesis is not accepted for assessment, the related decision shall be open to appeal.

Section 39. Recognition of studies completed elsewhere or prior learning demonstrated in some other manner

Studies completed elsewhere or prior learning demonstrated in some other manner may be counted towards a university degree. This shall require that the studies completed elsewhere or prior learning correspond to the learning objectives set for the degree and its components.

V Quality and quality management

Section 40. Quality management responsibilities in education

The university shall be responsible for the overall quality of its education and for the resources allocated to it. Each faculty shall be responsible for the quality of the degrees it confers, for ensuring that the agreed objectives are met and

for appropriately focusing and prioritising the funds allocated to the faculty. Each academic unit shall be responsible for the quality of the education it provides. Each academic unit and its director shall be responsible for the quality of the education the unit provides and the related study attainments.

Each academic subject shall have a person in charge of the quality of the subject’s teaching and the coordination and development of the quality of teaching, in particular. Each teacher shall be responsible for the quality of teaching situations, the development of teaching methods and the assessment of learning. Each student shall be responsible for their own learning and advancing their own studies.

Section 41. Management of teaching activities and expert bodies

The Rector shall be in charge of the development and evaluation of teaching and guidance. The Rector may set up committees for development and evaluation purposes.

Teaching activities shall be managed at university level, in the faculties, departments, schools and other units offering education. The university has a Council for Teaching and Guidance appointed by the Rector, which is tasked with the preparation and particularly the follow-up of strategic policies concerning teaching at the university, dealing with the university’s policies concerning studies and teaching, and the promotion and monitoring of the quality of teaching, guidance and learning. Each faculty, independent institute and service centre has one or more committees appointed by the Dean or the director. The committees are tasked with the preparation of matters related to teaching and guidance in the said faculty. The Dean responsible for education shall lead the faculty’s committee for the development of education. The Council for Teaching and Guidance and committees shall include representatives of the student body. The Dean responsible for education shall lead the faculty’s committee for the development of education.

Section 42. Assessment of education

The university’s education shall be assessed periodically, in pre-determined years. The Rector shall decide on the execution of the assessment.

VI Revocation of the right to study and ethical principles

Section 43. Revocation of the right to study and requesting an extract of a student’s criminal record

The revocation of the right to study is regulated by Section 43a, revocation-related access to information by Section 43b and the return of the right to study in Section 43c of the Universities Act. Section 2 of the Government Decree on Universities (valtioneuvoston asetus yliopistoista, 770/2009) defines the degrees which shall be subject to the sections regulating the revocation of the right to study.

The Rector shall issue separate procedural guidelines for revoking the right to study and requesting a criminal record extract.

Section 44. Ethical guidelines for teaching and studying

The Ethical guidelines for teaching and studying shall be confirmed by the university’s Committee on Research Ethics. The faculties shall ensure that the ethical principles of teaching, studying and research are known.

Cheating in studies

Section 45. Procedures in cases of cheating and disturbance

A study attainment may be rejected if a student is guilty of study-related or research-related misconduct, while completing the study attainment in question. The exam’s supervisor shall have the right immediately to remove from the exam any student who is suspected of cheating or otherwise disturbs the exam. The study attainment shall also be failed in cases where cheating is only discovered after the exam. If cheating is suspected when an electronic exam system (e.g. EXAM) is used, the suspected cheating shall be evaluated by reviewing the video recording of the exam. If the exam supervisor has interrupted a student’s exam due to disturbance or suspected cheating, the supervisor shall enter the reason for the interruption into the student’s exam papers, and also whether the student admits or denies making the disturbance or cheating.

In a case where a student is suspected of cheating or disturbing an exam, they must be offered the opportunity to be heard. If proven, the student’s misconduct shall be reported in writing to the Dean or the director of the academic unit concerned, who shall decide whether any further measures need to be taken.

The Dean or the director of the academic unit may, at their discretion, report the cheating to the Rector, who may take the disciplinary measure(s) referred to in Section 45 of the Universities Act.

VII Certificates and registration of study attainments

Section 46. Degree certificates

When a student completes their degree, the faculty shall issue a digital degree certificate to the student. Upon request, the student shall have the right to obtain a printed-out degree certificate. A Diploma Supplement for international use shall be automatically enclosed with all degree certificates. The Diploma Supplement includes all the necessary information on the university issuing the certificate, the content and results of the studies referred to in the degree certificate, and the status of the studies completed by the holder.

Section 47. Registration of study attainments

The exam date or the date of submitting a written assignment for examination shall be the completion date of the study attainment. The completion date of theses (excluding Bachelor’s theses) shall be the date of the decision on the grading of the thesis. If a study attainment has several parts, the date of the final part shall be the completion date of the study attainment.

Section 48. Rectification of study attainment data

The provisions of Section 29 of the Personal Data Act (523/1999) shall apply to situations where a controller of a register, on its own initiative, rectifies study attainment data. Students shall request that the unit that graded their study attainment rectify a flaw or defect, which the student has noticed. The request for rectification shall be made in writing. The request shall be handled without undue delay. If the student is not satisfied with the rectification decision, they may apply for a rectification from the Board of Appeal.

VIII Rectification procedures

Section 49. Rectification procedure in a case of forfeiture of right to complete a degree

According to Section 82(2) of the Universities Act, a student may apply to the university in writing for a rectification of a decision concerning the forfeiture of the right to study within 14 days of receiving notification of the decision. The request for rectification must be made to the university’s Board of Appeal. The student may lodge an appeal to the Administrative Court against a rectification decision made by the Board of Appeal within 30 days of receiving notification of the decision. The Administrative Court’s decision is not subject to appeal.

Section 50. Rectification procedure in a case of study attainment assessment

According to Section 82(4) of the Universities Act, a student dissatisfied with the assessment of a study attainment other than a doctoral dissertation, a licentiate thesis, a thesis included in advanced studies or a corresponding study attainment, may make a request for rectification of the assessment orally or in writing from the teacher who made the assessment.

The student must make the request for rectification within 14 days after having been given access to the results of the assessment and the grounds on which the assessment was made.

If the teacher who made the assessment is not available when the request for rectification is made, the request for rectification shall be submitted in writing to the university’s Registry Office. A decision concerning the request for rectification must be made within 14 days of submitting the request.

If the student says they are not satisfied with the decision made on the request for rectification, the teacher who made the assessment must put the decision in writing. During the rectification procedure, the student is entitled to receive a copy of all the papers related to their completed studies or any other corresponding documents free of charge.

A student dissatisfied with the decision made on a request for rectification may apply to the university’s Board of Appeal for rectification within 14 days of receiving notification of the decision. Requests for rectification addressed to the Board of Appeal shall be submitted to the Registry Office.

A student dissatisfied with the assessment of a doctoral dissertation, licentiate thesis or a thesis included in advanced studies may apply to the Board of Appeal for a rectification within 14 days of receiving notification of the decision.

The Board of Appeal’s decision is not subject to appeal.

Section 51. Appeals on decisions concerning the recognition of studies completed elsewhere

According to Section 82, subsection 4 of the Universities Act, a student dissatisfied with the recognition of studies completed elsewhere or of prior knowledge demonstrated in some other manner as part of their completed degree or studies may lodge a request for rectification of the decision orally or in writing. The request for rectification shall be submitted to whoever made the decision within 14 days of receiving notification of the decision.

The student may apply to the university’s Board of Appeal for a rectification of a decision made concerning the original request for rectification within 14 days of receiving notification of the decision. The Board of Appeal’s decision is not subject to appeal.

Section 52. Appeals on decisions concerning the choice of a major subject or specialisation

A student dissatisfied with a decision, made during their studies with respect to the subject which the student has applied to study and concerning their choice of a major subject or specialisation, may apply to the Board of Appeal for a rectification within 14 days of the decision being issued.

Section 53. Appeals on university decisions concerning a revocation of the right to study

A student may apply to the Students’ Legal Protection Board for a rectification of a decision concerning a revocation of the right to study referred to in Section 43a of the Universities Act within 14 days of receiving notification of the decision.

Section 54. Leave to appeal

According to Section 84 of the Universities Act, appeals against decisions made in a rectification procedure shall be lodged with an administrative court. However, leave to appeal shall not be granted for decisions on the assessment and recognition of study attainments made by the Board of Appeal in a rectification procedure.

IX Entry into force

Section 55. Provisions on the entry into force

These Study Regulations enter into force on 1 August 2022. These Study Regulations repeal the Degree Regulations adopted by the university’s Board on 1 January 2021.

Finding an exchange destination

Student exchange at the University of Eastern Finland is done in the framework of different exchange programmes. Host countries and universities vary greatly between programmes: exchange agreements are made on a subject/departmental level and also university-wide. Placements in subject/department specific agreements are available for students of these fields, while university-wide placements are available for students of all study fields.

Some fields of study may have a more limited range of options in terms of host universities: we encourage students to be flexible when considering their options! For example, in the Erasmus+ programme, host universities are subject/department specific. More information about possible exceptions is available on the Erasmus+ programme page in Kamu.

Host universities tend to have more limited course offerings to exchange students than they have for their own degree students. This is good to consider when planning the exchange: host universities have the right to independently determine which courses/fields are available to exchange students.

Language of tuition is also something that should be considered: tuition in English is available widely around the world, but it is not always a given. Make sure you know what the language of tuition is at your host university and check for any possible language requirements when planning you application.

Please note that you cannot have a valid employment contract at UEF during an exchange period nor can you graduate before or during an exchange period.

Picking a host university in different exchange programmes

Different exchange programmes have host universities all around the world. In the framework of these programmes, students can go abroad for a semester or a full academic year. Read more about each programme at their own pages on Kamu, under the heading Long-term Exchange Options. If you are interested in short-term exchanges (max. 1 month), please see Short-term Exchange Options.

Here is a summary of regions available within each programme:

Erasmus+: Europe
YUFE Alliance: Europe
Nordplus programme and Nordlys network: Nordics and Baltics
ISEP programme: United States and Asia
Bilateral exchange: Africa, Asia, Australia, Latin America, North America
north2north: Nordics and North America

Erasmus+

Exchanges in the Erasmus+ programme are based on subject/department-specific agreements. Students should select their host university from the list of their major subject/department primarily. During the exchange, students should complete studies within their own study field depending on the availability at the host university – it is generally not possible to go for an exchange at your own study field’s host university to complete courses from another study field.

Students can also apply for exchange based on their minor subject. In this case, the student will select a host university from their minor subject’s list and complete minor subject studies during the exchange. It is not possible to select a host university from a minor subject’s list and then complete courses from your major. If a student is applying via their minor, the minor must be:

Started at UEF before the exchange begins (=they must have completed courses for the minor in the registry)
Included in an approved PSP

When applying for exchange to a minor subject’s host university, the student is a secondary candidate for selection. Major students at each study field are always primary candidates for the host universities of each field.

Your study level is also relevant in Erasmus+ exchanges: some of the universities are only available for bachelor or master’s students, while some are available for all study levels. Placements for each study level are indicated with a number from 1 to 3 next to the name of each host university in the host lists; 1=bachelor, 2=master, 3=doctoral students.

YUFE Alliance

Exchange placements in the YUFE Alliance are available for students from all fields of study and of all study levels. Exchanges within YUFE are possible in one of two ways:

YUFE Student Journey exchange: the student will select their courses from the host university’s offerings (requires that the student has a YUFE Student Journey study right)

YUFE Minor exchange: the student will complete a fill minor during the exchange, AKA YUFE Minor (does not require a Student Journey study right)

As this is a university-wide programme, all host universities may not have all the same fields of study as UEF. More information about the YUFE Alliance and what they offer to students is available on YUFE’s Kamu page.

Nordplus programme and Nordlys network

The Nordplus programme in its entirety includes subject-specific networks and the Nordlys network. The programme is available for bachelor and master’s students. More information about the subject-specific networks and the Nordlys network is available at the programme page.

Nordplus subject-specific networks

Subject-specific networks are available for major students of each network’s field of study. In the framework of these networks, students will be able to complete courses within their field of study at network partner universities in the Nordics and Baltics.

Nordlys network

The Nordlys network is open to all students, especially to those whose field of study does not have its own network. Multidisciplinary studies are available at the Nordlys network partner universities, though some subject-specific restrictions may apply.

ISEP Exchange

The ISEP programme is available for bachelor and master’s students of all fields. The programme includes a lot of universities especially in the United States. For students interested in exchanges within Europe, we primarily recommend any of the European exchange programmes (Erasmus+, YUFE, Nordplus/Nordlys).

Through the ISEP Exchange programme, students do not apply for one specific host university: instead, students will apply for 5-10 universities with the same application. The final exchange placement is determined by the ISEP programme based on the student’s application. Only one semester exchanges are possible in the ISEP Exchange programme.

NB! Many ISEP host universities require students to submit an official English language test score with their application (i.e., TOEFL iBT or IELTS Academic).

Bilateral Exchange

Bilateral exchange is conducted based on bilateral agreements UEF has with several foreign institutions. Bilateral exchange is mostly available to students from all fields of study, though some agreements may be subject-specific. Most of the host universities are only available for bachelor and master’s students, the options for doctoral students are very limited.

All bilateral host universities are not available for application annually. Each application period’s available institutions will be listed in the calls for applications that are posted before each application period opens.

When considering bilateral exchange, it is good to consider course availability: some universities in Asia (especially in Japan) may have their own exchange programmes for exchange students with limited course offerings. All study fields offered by the universities are not automatically available for exchange students.

North2north programme

North2north is the mobility programme within the UArctic netowrk. In north2north exchanges, the theme is northern and arctic issues from different perspectives: for example, nature and wildlife, societies and native communities of the arctic/northern regions. Courses completed during the exchange should be somehow connected to arctic and northern issues.

North2north exchanges are available for students of all study levels. All institutions involved in the programme are not always open for application – specific information about host universities open for application during each application period is posted in the calls for applications before the application period opens.

Sustainable exchange

The sustainability of exchange studies can be viewed from several different perspectives. Ecological sustainability refers to the environmental effects of going on an exchange, such as emissions caused by travel and consumption related to the exchange. The social dimension, on the other hand, describes the effects of the exchange on local people, communities and, more broadly, on culture. Sustainability should also be considered in everyday life. Social responsibility is, for example behaving well while respecting local culture and customs. Financial responsibility encourages spending so that the locals benefit as much as possible and the money does not flow elsewhere.

The University of Eastern Finland is committed to promoting the UN Sustainable Development Goals in all its activities. Ecological, social, economic and cultural sustainability as well as equality and equality guide the university’s activities. The university strives to promote sustainable development by means of science, but also on a practical level in everyday life. UEF aims to be carbon neutral by the end of 2025, and therefore responsibility must also be considered from the perspective of internationalization.

On this page, you will find tips on how to take the different dimensions of sustainability into account during exchange studies as well.

How to consider sustainability in exchange studies

Before the exchange

It is possible to travel to some exchange destinations in other ways than by flying – you can easily get to Europe by ferry and train connection, and you will see interesting places at the same time. However, there are not always alternatives to flying, but you can influence the environmental effects of air travel, for example by preferring direct flights and, if you wish, by compensating for emissions. However, reducing and avoiding emissions is often more effective than compensating for them. If you’re considering an alternative to flying, nowadays you can find a lot of information about routes and schedules, for example, on the Facebook group “Maata pitkin matkustavat” (new tab) and different websites. When you travel other than by flying, you already see other countries and travel destinations on the way.

From Kuopio and Joensuu, the journey will probably continue beyond Finland’s borders from either Helsinki or Turku. Even within Finland, you should prefer traveling by land instead of flying, which can often also be cheaper.

Students who receive an Erasmus+ grant can receive additional support for traveling with green travel means. Read more about this below in the section Erasmus+ support for green travel.

During the exchange

During the exchange, you should not forget the good responsible habits that you have already formed in your everyday life at home. Not all of them can necessarily be implemented in the same way in the host country but try to do the best you can.

Many everyday things that are self-evident in Finland may be different in the host country; find out, for example, whether tap water is drinkable, and if not, how to recycle empty water bottles. Recycling and waste management are important issues in terms of preserving nature, so find out the possibilities for recycling other materials as well and do your best to follow them. In some countries, for example, plastic bags may also be free, and purchases may be automatically packed in plastic bags. Hence, it is a good idea to keep a reusable bag with you, which you can use, for example, at the grocery store.

In the exchange destination, you should prefer public transport, such as local buses and trains. If you are traveling from the host destination to nearby countries or cities, also prefer train and bus connections or carpooling instead of flying. The exchange period often also includes traveling in your free time, and it is usually easy to get to know many countries and cities. Would it be possible to avoid flying and travel by land on these trips as well? In this way, the trip itself is an adventure and at the same time you get to know places you might not otherwise end up.

Respect local culture, people and nature by learning about local customs and rules. If possible, you should direct your own spending to support local companies instead of international chains. Also try to avoid unnecessary spending during the exchange and favor local companies in this case as well. If you need something new, buy the products used or find out what local (responsible) companies have to offer. For example, you may find local student groups on Facebook where you can buy and recycle, for example, kitchen utensils and other consumables when other exchange students leave the destination. Remember this also at the end of your exchange and sell or give away the things you no longer need.

It is also possible to make responsible and sustainable choices while studying. Consider, for example, the use of course materials: are the materials available and can the course assignments be returned electronically? Also favor library services and the possible reuse of materials – take advantage of the cooperation with your fellow students!

Exchange student culture can be very different from the everyday life of locals, so try to experience life outside of the ”exchange student bubble”. Many host universities offer Buddy and Local Family services, through which you can interact with local students and families and get to know your destination through their eyes.

After the exchange

Family, friends and other people are often very interested in hearing your exchange experiences. Tell them about your experiences and make the culture of the exchange destination known to others as well. During the exchange, you can learn a lot of new perspectives and ways of being responsible. If possible, stick to the habits that you find useful even after returning home. Share the good experiences of the exchange with others and encourage them to make responsible choices even outside their own home!

Supporting sustainable exchange in the Erasmus+ program

Erasmus+ support for green travel

Students receiving Erasmus+ grant who travel more than half of the round trip to the exchange destination with green travel means (bicycle, train, bus, carpool) can apply for additional support for green travel. The green travel grant is applied for together with the usual Erasmus+ grant, and you can get instructions for applying from UEF International Mobility Services.

Erasmus+ Interrail pass

Erasmus+ exchange students are entitled to the Interrail Global Pass, which allows you to travel green in Europe by train for 4 or 6 days within six months during the Erasmus exchange period.

The Erasmus interrail pass enables an even easier way to travel to and from the exchange destination responsibly, using the green form of travel. Like other Interrail passes, you can take advantage of the youth discount for students under 28 years.

Read more detailed instructions and get a pass from the Interrail Pass for Erasmus+ website (new tab).

Announce your graduation on social media

Empty,phone,screen,in,woman,hands,with,space,for,text.

We have created a selection of images celebrating your graduation so you can showcase your achievement on Instagram, Facebook, and LinkedIn.
Download the image or images that suit you best and share your good news on social media! Remember to use the hashtag #madeinuef.

Graduation-related images for Facebook and Instagram posts

Using the right mouse button, open the image in a new tab, save a copy for yourself, and share it on social media!

Graduation-related images for LinkedIn posts

Using the right mouse button, open the image in a new tab, save a copy for yourself, and share it on social media!

Funding your studies abroad

General information about the costs of studying abroad

The tuition fees of the host university are waived for the outgoing exchange students who go on exchange via the exchange programmes or bilateral agreements of University of Eastern Finland. However, the outgoing exchange students should be prepared for other costs (study materials, membership fees, other administrative fees set by the host university etc.)

In most student exchange programmes and the majority of bilateral host universities, the students are required to cover their own accommodation and living costs during the exchange. Students are also required to cover their own travel expenses (and travel arrangements) as well as insurance costs.

In the ISEP Exchange programme, the student will pay an ISEP fee to University of Eastern Finland and the fee covers the accommodation and meal plan of an incoming ISEP student at UEF. Correspondingly, this incoming ISEP student pays the ISEP fee to their home university and this is used to cover the accommodation and living costs of the UEF student going on ISEP exchange. The ISEP fee is not a tuition fee or administrative fee, but instead, it is used to cover some of the costs of the student exchange in advance. This may be more affordable than paying the costs of living at the host country.

Students must secure funding for their student exchange beforehand, because obtaining funding in the host country can be difficult, even impossible. Some countries want to confirm in advance the student’s ability to support themselves and require documentation on the sufficient funds with the student visa application. The student may use UEF Certificate, Kela’s financial aid certificate in English, and the bank statement of the student or a family member to demonstrate the sufficiency of the funds.

KELA financial aid for students

Financial aid from Kela can be granted for student exchange if the exchange studies are equivalent to Finnish studies eligible for financial aid or are included in a Finnish degree.

Outgoing exchange students may receive the normal study grant from Kela for the exchange period. The housing supplement is normally a fixed amount, but can be smaller for some countries with lower level of rent. An increased student loan can be obtained for exchange studies.

The progress of studies (a minimum of 5 credits/month of financial aid on average) is a general requirement for granting financial aid. After the student exchange, the student should make sure that the studies completed abroad are recorded for the time of the exchange period, i.e. the studies should be recorded for the academic year in which they were actually completed. The student exchange must fit within the maximum period of financial aid which cannot be extended due to exchange studies.

Financial aid for studies abroad is applied for with a Notification of changes form (OTm) stating the types of aid applied for. The notification can be filed through Kela’s online customer service. Additional information is available on Kela’s website (the link opens up to a new window).

Mobility grant

All the students who go on exchange via the exchange programmes or bilateral agreements of University of Eastern Finland receive a mobility grant. The purpose of the mobility grant is to help subsidise the extra expenses caused by the student exchange (e.g. travel costs). The mobility grant is not intended to cover the normal costs of living in the host country. UEF does not have fully funded exchange programmes.

Before the grant can be paid, the student needs to submit to UEF International Mobility Services 1) a mobility grant form and 2) a copy of the acceptance letter/email sent by the host university. The grant can only be paid after the student has been accepted by the host university and no earlier than one month before the beginning of the exchange period. You should allow approximately 4 weeks for the processing of the mobility grant form. Payments can be delayed in the holiday seasons.

The precise sums of the mobility grants vary by year, destination, and exchange programme. For the academic year 2024-2025, the grants are:

Erasmus+: 490-540 € / month
Nordplus/Nordlys: 540 €/ month
YUFE (Erasmus+ funding): 490-540 € / month
Bilateral: 1200-1800 € / one semester, 1700-2300 € / full academic year
ISEP: 1200-1800 € / one semester
north2north: 1500 € / one semester (Nordics), 2000 € / one semester (North America)

Please see the exchange programme sites on Kamu for more details on grants.

Grant payments

UEF payment dates for mobility grants are twice a month, the 15th and last day of the month. If the payment date is on a weekend or midweek holiday, payment is scheduled for the previous work day. In long-term exchanges, grants are primarily paid approx. 1 month before the exchange at the earliest, provided that the student has completed and submitted all the required documents well in advance. In short-term exchanges, grants are primarily paid on the last payment date before the mobility starts, or one month before the mobility starts at the earliest, provided that the student has completed and submitted all the required documents well in advance. Grants are not paid retroactively after the mobility has ended – if grant documents have not been submitted in advance before the exchange, or immediately at the start of the exchange (in long-term exchanges in case of delays), grants will not be paid.

In addition to the UEF mobility grant, you should find out whether funding could be arranged from elsewhere. You may look for possibilities offered by various associations, foundations, funds, cities, municipalities, friendship societies etc. More information is available at the following sites, the links of which open up to a new windows: National Union of University Students in Finland (SYL) (new tab) and the Research.fi database of the Council of Finnish Foundations (new tab). The websites of the Finnish National Agency for Education (new tab) and Fulbright Center (new tab) also contain information on mobility grants.

Additional support for students with fewer opportunities

If the outgoing exchange students or trainees have fewer opportunities on participating in mobility, they may be eligible for additional support for the exchange in addition to the mobility grant. Additional support can be granted to students who belong to the groups mentioned below. The grant sums vary with the exchange programme. Eligibility for the additional support can be proven with the declaration on honour signed by the student and the sending organisation. For more information on the additional support, please contact UEF International Mobility Services.

Social obstacles:

Students with families (student has an underaged child or children). The additional support can be granted to the student regardless of whether the children accompany the student on the exchange or not.
Students who are family carers (student has an agreement of informal care with the municipality)

Disabilities:

Students with EU’s disability card or who have a right for the card
Disabled students (at least moderate functional deficiency)

Health obstacles:

Students having severe and/or chronic health problems (at least moderate functional deficiency)

Migrant background:

Students who have received international protection (refugees, asylum seekers, students who have been granted international, subsidiary or temporary protection, or the student has a refugee’s passport)

Inclusion support

If the outgoing exchange student has a disability, illness, learning difficulty, or other special need, they may be able to get inclusion support for the exchange period. Inclusion support can be issued to the student if the disability/illness/learning difficulty/other special need causes extra expenses during the exchange – e.g. accessible housing or mobility, or special arrangements for studying, such as study materials. Inclusion support can be applied even if the student also applies the additional support for students with fewer opportunities. For more information on the inclusion support, please contact UEF International Mobility Services.

Travel support and green travel support (Erasmus+)

In Erasmus+ funded mobilities, the student is entitled to travel support and two grant-funded travel days. In the Erasmus+ program, you can also apply for green travel support if most of the travelled journeys to and from the host organisation or at least one way of the round trip is traveled with low-emission (bus, train, carpool). It should be noted that a ship/ferry is not considered as a form of green travel. When traveling green, the student is entitled to increased travel support and up to six grant-funded travel days. The amounts for travel support and increased travel support are presented in the table below. The travel distance is calculated as the crow flies between UEF’s home campus and the host university.

Travel distance	Green travel	Standard travel
100 - 499 km	285 €	211 €
500 - 1999 km	417 €	309 €
2000 - 2999 km	535 €	395 €
3000 - 3999 km	785 €	580 €

Checklist for outgoing exchange students

Checklist: before your exchange

Start planning your exchange:

Why do you want to go? What are your goals for the exchange?
Where do you want to go?
What do you want to study during your exchange? Your major, minor, the local language, something else?
What language do you want to use when studying? English? Another language you know?
How long of an exchange would suit you best, a semester or academic year? Discuss with your study programme coordinator, amanuensis etc.
How are you financing your exchange?
Do you want to go by yourself or with your friend/spouse/family?
Do you require accessibility aid?

During the application process:

Plan your exchange well in advance. Search for information about the host country, region, and host university.
Find out if the host university you’re interested in has studies that would suit you in English or another language you know.
- NB! If you wish to study a specific subject during your exchange, for example your major, make sure you check the host university’s course offerings for exchange students. All subjects that are taught at the host university may not be available to exchange students.
Phase 1: fill in the application form on SoleMOVE well in advance before the application period closes.
Phase 2: when you receive application instructions to your host university from Int’l Mobility Services, complete your application with all necessary documents and submit your application according to instructions.
Plan your studies at the host university and make your Learning Agreement (instructions found here)
Plan your exchange funding in advance.
Discuss your exchange with your departmental coordinator of international matters and discuss the inclusion of exchange studies with them.
If you need a letter of reference etc. in your Phase 2 application, make sure you obtain it well in time to include it to your application.
If you need a TOEFL or IELTS certificate to your application, book your test appointment as early as possible!
The final acceptance from the host university usually arrives late in the summer/at the beginning of the year. You can start planning the arrangements even before the acceptance letter arrives; however, booking your plane tickets, giving away your apartment, or arranging anything permanent before you receive the final acceptance is done at your own risk.

Before your departure:

Remember to register as a present student at the UEF for the full period of exchange before your departure and pay the Student Union fee – mandatory!
Participate in the pre-departure orientation.
Make sure that your passport is valid for long enough (at least for the time you are spending abroad and the period mentioned in your residence permit; for example, your time abroad + extra 6 months afterwards).
Find out about the residence permit/student visa regulations of your host country from the embassy/consulate. If a residence permit is required, prepare the application before receiving the final acceptance from your host university.
Check the vaccination requirements in good time! Contact the Finnish Students’ Health Service (Travel Health Advice, the link opens up to a new window) or consult your doctor on health matters and renewing your medical prescriptions. Take enough medicine with you. Get a comprehensive insurance – it should cover e.g. ambulance flights. Ask advice from your insurance company. Also find out if Finland/your home country has a social security agreement with the host country and what this agreement covers.
If you receive a study grant from Kela, you may be able to get it for your studies abroad as well. More information KELA (the link opens up to a new window).
The total costs of living may be higher during your exchange. Make a budget and be prepared for unexpected expenses especially at the beginning of the exchange. In case you need extra funding, find out about the different possibilities before the departure.
If you need someone to take care of your matters in your home country or in Finland, remember to give a power of attorney to a reliable member of your family or a friend.
Ask your bank for the best solution to take care of your finances and banking while abroad. A credit card may be more useful than a debit card in some areas.
Keep the information of your permanent address (in Finland/your home country) updated in Peppi.
Compare the different ways and prices to travel. You might benefit from the international student card ISIC that you can order the card eg from Kilroy Travel Agency.
Persons travelling or moving abroad and especially to risk-prone areas can submit a travel notification (the link opens up to a new window) to the Ministry for Foreign Affairs or the mission of Finland in the host country.
Compile an ICE card for yourself. Keep it e.g. in your wallet.
Find out about the housing possibilities of the host university or in your host region. Be prepared to stay some nights in a hotel/hostel and to search for a flat on the spot.
Take a certificate of registration and a transcript of academic records in English with you. You can get these documents from UEF Student Services.
Bring along several passport photos, a copy of your passport, proof of your insurance, and guides, brochures, and other information about the University of Eastern Finland and Finland.
Keep scanned copies of important documents on a cloud service or on your email.
Make a list of important contact information (eg. the nearest embassy of Finland or your home country) and keep it with you.
Contact your host university and inform them about your arrival time (if requested). If possible, arrive on a working day and on reasonable time of day.
Participate in the orientation and/or other welcoming events organised by your host university.
Prepare to adjust to the new surroundings – travel with an open mind!

Checklist: after your exchange

Get your exchange studies included into your UEF degree – contact your departmental coordinator of international matters, as the process may vary between departments.
Upload all required exchange documentation and complete the report in your SoleMOVE application’s After Exchange and Feedback tabs.
Participate in the post-exchange orientation.
Don’t forget the friends you made along the way!
You can continue internationalization at your home university: for example, you can become a tutor for new international students or participate in the Student Union’s international activities (clubs etc.)
Use your experience: the good practices and ideas from your exchange period can be adapted to your life after exchange!

Including exchange studies into your degree

University of Eastern Finland assigns credits in accordance with the common European ECTS system (European Credit Transfer System). One UEF credit is equivalent to one ECTS credit. A year’s full-time studies correspond to 60 credits, i.e. roughly 1,600 hours of work. This estimated workload includes lectures, exercises, seminars, exams, and independent study. There are two methods of evaluating courses: 1) pass/fail or 2) a numeric rating on a scale of 0−5 (5 being the best grade). These grades have their equivalents in the ECTS grading scale.

The ECTS system and Diploma Supplement (English-language appendix to the degree certificate) are used by all the UEF faculties.

Studies and traineeships completed abroad in accordance with their study plan will be recognised by University of Eastern Finland and transferred to the student’s degree. All students are required to make a Learning Agreement on the exchange studies before the beginning of the exchange.

After completing their exchange, the students need to contact their department/school and make a request to get their studies completed abroad credited to their degree. More information on credit inclusion is available in Kamu.

NB! International Mobility Services does not handle matters regarding credit inclusions. Students should always contact their study programme/department at UEF after the exchange.

A transcript of records and an (approved) Learning Agreement are required in the process. The transferring of the studies varies according to the subject and phase of the studies. The credits can be transferred in two ways: a study unit can substitute a similar UEF course or it may be included as a new study unit. Studies can be included as a minor subject as well.

Studies completed during exchanges must be included into degree studies at UEF.

Grades and credits from exchange studies

For studies completed during student exchange, grades will be registered mostly as Pass/Fail, because different countries and universities have numerous differences in their grading scales.

European universities commonly use ECTS for credits. For example, one credit in Spain is also one credit at UEF. Outside of Europe institutions use different credit measures, so converting the credits to ECTS should be done before the credits are registered into Peppi at UEF. It is recommended to convert the credits when filling out the Learning Agreement form. Departmental coordinators are able to assist with credit conversions.

Exchange experiences

Feedback from previous exchange students

Feedback from previous exchange students is available in the SoleMOVE application system (new tab).

Select University of Eastern Finland from the drop-down options. You do not need to login in order to search for feedback. Once you have selected UEF, select the option Exchange destinations Abroad and Feedback that appear on the top of the page after you have selected UEF.

To find feedback, you can search by country etc. Click the name of the university you are interested in to see the university’s profile. If there is feedback available, it says so just below the university’s name in the profile. Not all host universities have feedback available from students, and most of the feedback may be in Finnish.

If you are looking for feedback for universities in a specific exchange programme, such as the YUFE Alliance, you can filter the results by clicking open Advanced Search options and selecting the exchange programme you are interested in as your filter.

Please note that this does not guarantee that feedback is available – student feedback is only published if the student has given permission for it.

Assessment and registration of study attainments and publication of exam results

According to the Education Regulations (2§) a study attainment refers to a course completed by the student.

Assessment

The teacher in charge shall be responsible for the assessment of the study attainment. If there are several implementations of the course, the teacher who was responsible for the implementation shall be responsible for the assessment. (Education Regulations 33 §)

The assessment of a study attainment shall be based on the course description confirmed in the curriculum. Learning outcomes must be set for each course. The assessment of learning shall focus on the learning outcomes specified in the curriculum, and the grade shall be given on the basis of the assessment scale laid down in the curriculum. (Education Regulations 33 §)

If a student has retaken a study attainment and received different grades for the same study attainment, the highest grade shall be the one recorded. (Education Regulations 33 §)

Scales and grades used in the assessment of study attainments

The numerical scale 0–5 shall be used in the assessment of study attainments, including Bachelor’s and Master’s theses and theses written for a minor subject. Grades have the following meaning: 5 = excellent, 4 = very good, 3 = good, 2 = satisfactory, 1 = sufficient and 0 = fail. Study attainments may be graded on a scale of Pass – Fail. The minimum requirements for passing shall be laid down in the curriculum. (Education Regulations 32 §)

Approved licentiate theses and doctoral dissertations shall be evaluated as pass with distinction, pass, or fail. (Education Regulations 32 §)

The scale for evaluating the proficiency in the second national language shall be fail, satisfactory or good, as laid down in the Act on the Knowledge of Languages Required of Personnel in Public Bodies (424/2003) and the Government Decree on the Demonstration of Proficiency in the Finnish and Swedish Languages in Civil Service (481/2003). (Education Regulations 32 §)

Publication and registration of study attainment results

The date of an exam or the date on which a study attainment was submitted for examination shall be the completion date of the study attainment. The completion date of theses (excluding the Bachelor’s thesis) shall be the date of the decision on grading the thesis. If a study attainment has several parts, the date of the final part shall be the completion date of the study attainment. (Education Regulations 40 §)

Course assessment results shall be published no later than three (3) weeks after the completion of the course by entering the grades in the university’s student and study register. For a special reason, the teacher in charge of the course may extend the deadline for one (1) week. Students who have enrolled in teaching must be immediately informed of the extension and its grounds. The dean or the head responsible for education of the department or the school that is in charge of teaching may extend the deadline for publishing the results on the basis of particularly weighty reasons. Students who have enrolled in teaching must be immediately informed of the extension and its grounds. (Education Regulations 34 §)

The deadline for publishing the results of electronic examinations shall be calculated from the 15th day of the month in which the examination was taken if the examination was taken before the 15th day. The deadline for publishing the results of examinations that took place on or after the 15th day of the month shall be calculated from the first day of the following month. (Education Regulations 34 §)

Information on both passed and failed study attainments shall be entered in the student and study register. The distribution of grades and the number of failed attempts can be seen on the electronic platform. A student shall receive a notification of the study attainment once it is recorded in the student and study register to the e-mail address provided by the university. (Education Regulations 34 §)

The deadlines do not include periods during which teaching is not provided in accordance with the decision of the Vice Rector for Education, nor the period between 15 June and 15 August. (Education Regulations 34 §)

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