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 WebOodi.
- 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!