Calls for applications and application period
Calls for exchange applications are programme-specific information notices, that include information about each exchange programme’s placements and host universities, application deadlines, and other important information related to the application. Calls for applications are published at the beginning of the application period in the Calls for applications for student exchange section. The first calls for applications are for exchange studies in the following autumn semester, in the following academic year, or the spring semester of the following academic year. The second calls for applications are usually for exchange studies taking place in the spring semester of the following academic year. For more information about UEF’s annual application periods, please see Application Periods on Kamu.
NB! As a general rule, the application period ends on the last day of the application period at 3 PM (15:00). After the application period has closed, it is not possible to submit an application, even if it has been started prior to the deadline. The deadline is set for the afternoon so we will be able to advise applicants until the last minutes in case of technical issues.
Exceptions to the 3 PM deadline may occur if the last day of the application period is during the weekend. In these cases, the application period may be extended until the next business day. It is important to carefully read through the calls for applications, as they include more information about the deadlines.
Application instructions
You should start planning your studies abroad well in advance, preferably a year or so before you intend to start your exchange.
The application process for studies abroad always consists of two stages. First, UEF candidates for exchange will be selected in an internal call for applications. The number of candidates selected is equal to the placements at the host university or in the exchange programme. The students selected in the internal call for applications then apply for the actual exchange placement at the host universities. Application instructions for the host university and exchange programme are sent to the student by UEF or by the host university. The final decision on accepting the student is always made by the host university.
Stage one of the application process (application to UEF)
The application for exchange for the internal call for applications via the online application system SoleMOVE (new tab) during UEF’s annual application periods.
Instructions for the application (with screenshots) can be found on the Study Abroad section in Kamu, with the heading SoleMOVE online application system. Be diligent about reading the instructions while compiling your application!
You can enter one or two host universities from the same exchange programme on the application form. Enter your first priority of host university first on the form. First-choice applications are given precedence if the number of applications exceeds the available places. Students may apply to two different exchange programmes with the same application form. You should specify which host university is your first and which your second priority, either in the letter of motivation or the additional information field of the application.
If the student is not selected as a candidate for the first-priority organisation, the second priority indicated in the application will be processed. In other words, a student can only be selected as a candidate for one host university for the same period of time.
Please make sure you only add institutions you are ready to travel to and study at into your application.
Students who wish to apply for two host universities for different periods of time (such as one host university for the autumn semester and another for the spring semester) should state this in their letter of motivation and complete two separate applications in the system, as only one exchange period can be entered in an application. The student is responsible for ensuring in advance that the semesters of the two host universities do not overlap.
The student should discuss the study plan for the exchange with their departmental coordinators of international matters in order to agree on the recognition of the studies and their suitability for the student’s degree at UEF. The study plan is made on the Learning Agreement form in the second stage of application or as instructed by the home university.
NB! Students from outside the EU/EEA should also discuss with their departmental coordinator or study programme coordinator if the exchange period will affect their degree studies at UEF and their tuition.
This application is used to apply for exchange (the first stage = to be accepted as a UEF candidate for exchange) and for an internship grant under the Erasmus+ programme. Please make sure to select the correct application period for your application.
Data protection (in Heimo, requires login, the link opens up to a new window).
Attachments
A transcript of records and a description of the reasons for applying for student exchange (Letter of Motivation) must be enclosed with the student exchange application. A confirmation of the internship must be attached to an Erasmus+ internship grant application.
The Transcript of Records can be obtained from Peppi. In the first stage of the application process (application to UEF), you can download your transcript from Peppi either from the Studies tab, or from Atomi. Transcripts from Atomi are electronically verified.
The Letter of Motivation should be 1-2 pages (A4) in length. The letter of motivation is written in English or in the language of the host university/country. The letter of motivation will be read by the student’s departmental coordinator and International Mobility Services at UEF, and it will not be sent to the host university.
The letter of motivation is a free-form application in which the student presents their reasons for why they should be selected for exchange at their host institution of choice. Students can describe, for example, what they could study at the host university or how the university’s course offering for exchange students suits their studies, and why they have selected this particular university. If applying for two host universities, the student should discuss both the first and second priority in the same letter of motivation – please make sure to be clear about which institution is your first priority. Those applying for ISEP Exchange should describe why they want to apply for the ISEP programme and to which country/countries they wish to apply for via ISEP.
The contents of the letter of motivation are at the student’s own discretion, and it is possible to highlight the points that the student considers most important regarding the exchange. If applying for exchange with a friend, both students must write their own letters, in their own words.
If applying applying for two host universities in different exchange programmes, you may use the same letter of motivation for both applications.
NB! Do not use AI (ChatGPT etc.) to write your motivation letter. Motivation letters are used as selection criteria and it is very important that the letter is by the student themselves.
Selection criteria
Students who meet the following basic criteria can be selected as UEF candidates for exchange:
- the student is enrolled as a degree student at UEF
- the student has completed a minimum of one year’s academic studies prior to the exchange period
- the duration of the exchange is 3 months in minimum and no degree shall be awarded by the host university
- the studies completed abroad will be included in the degree at UEF
- the department/school of the applicant gives an approval for the exchange
- the student will be a full-time student during the exchange
The following criteria may also be considered in the selection process:
- letter of motivation
- progress of the studies (the number of completed credits in relation to the duration of studies or scope of the degree)
- current phase of the studies
- language skills (for example: if the host university has a requirement for specific level of language proficiency)
- earlier studies abroad
- grades (for example: if the host university has specific admission criteria for grades or if there is significant competition for the placements)
- other relevant criteria supporting the selection.
Applicants can also be interviewed. In the selection process, the main emphasis is on the Letter of Motivation and possible interview. If distinction between applicants is not possible for competitive placements, grades and current phase of studies will be used in the selection.
Second stage of the application process (application to the host university)
Once the student has been selected as UEF’s candidate, they will proceed to the second stage of the application process. Depending on the exchange programme, the student will submit an application to the host university directly or to the exchange programme (ISEP).
The application is done during the semester prior to the exchange. Because the second-stage application is completely dependent on the host university in both details and schedules, the student will receive instructions by email. It is critical that students regularly check their email during the entire exchange process, because both home and host university will communicate primarily through email. NB! It’s also very important to check the junk folder, as important messages may be redirected there.
The host university will make the final decision on admission – the exchange is confirmed only when the host university officially accepts the student.
Questions?
If you have questions about applying for exchange, contact International Mobility Services.