Described here is how the exchange process works in general. Please make sure to go through more detailed instructions before starting your application.
NB! This is a general description of long-term student exchange (semester/academic year) processes. Short-term exchanges may include similar steps, but in a shorter time frame.
1 Planning the exchange
- When is the best time for your exchange (which semester during your studies)
- Where do you wish to study during your exchange (exchange programme, host university)
- What do you wish to study during your exchange?
- research the current course catalogues and study guides of host universities you are interested in and search for studies available for exchange students
- Why do you want to study abroad?
- Discuss your plans with your departmental coordinator of international affairs
2 Starting the application process (1. stage application)
- Submit your application to UEF in the framework of UEF’s application periods during the academic year prior to the planned exchange (excl. autumn supplementary application period, when it is possible to apply for the next immediate spring semester)
- For example, if you plan to go for exchange during AY 2026/2027, you should apply during the application periods open in 20265/2026. It is not possible to apply for exchange many years prior to the exchange, only during the year prior to the planned exchange.
- The application (with the required attachments) is submitted in the SoleMOVE system
3 Application processing
- Student can be selected for one (1) preliminary exchange placement to one (1) host university or exchange programme
- Notification of results is done by email
- Accepted application: accept or decline the offered placement
- Rejected application: you will be offered the chance to change the application’s host universities to still available hosts, or reapply for exchange in the next application periods
4 Nomination to the host university
- International Mobility Services nominates the student as UEF’s candidate for exchange to the host university
- During the semester prior to the exchange
- The student receives instruction and deadlines for the 2nd stage application
5 Submitting an application to the host university (2. stage application)
- During the semester prior to the planned exchange (i.e., during spring for autumn exchange, during autumn for spring exchange)
- Instructions and deadlines specific to the host university
- Student receives application instructions from either directly from the host university or from International Mobility Services at UEF
- Follow the instructions and submit the application to the host university complete with all required documents
6 Host university reviews student’s application
- Host university reviews the application and asks for clarification or more documents if necessary
- Host university sends the student or International Mobility Services an acceptance letter and other information about practical arrangements (e.g. accommodation, arrival etc.)
- If the host university rejects the application, the situation will be handled on a case-by-case basis
7 Grant application to UEF
- After acceptance, the student should submit the necessary documents for the grant payment to International Mobility Services
- Instructions and forms will be sent by email
- The grant is paid approx. one month prior to the exchange, provided that the student has submitted all the required documents in time
- NB! During the holiday seasons (late June – early August, end-of-year holidays), grant payments may be delayed
8 Practical arrangements
- Travel arrangements (tickets etc.)
- Accommodation arrangements (if the host university has not instructed this matter earlier)
- Insurance
9 Exchange starts!
- Exact dates and duration according to the host university’s academic calendar
10 After exchange reporting
- Mandatory part of the entire process and a requirement for the grant
- Instructions and forms will be sent by email
- Contact the departmental coordinator of international affairs to have the studies completed during the exchange included into the degree at UEF