SoleMove online application system

NB! If you are a member of staff at the university (e.g. a trainee, a research assistant) applying for student exchange, please contact international@uef.fi before starting your application! We need to switch your status from ‘staff member’ to ‘student’ in SoleMOVE in order to grant you access to the correct application form.

Please note that the SoleMOVE system is in English. A more detailed user guide in Finnish is available in the system, more information about this can be found at the end of these instructions.

NB!

• Is is not possible to submit your application after the application deadline has ended, even if the application has been started before the deadline!
  • If the application period ends at 3:00 PM, it is not possible to submit the application after this time, even if the application has been started before 3 PM. Please complete your application well before the deadline!

How to get started with SoleMOVE online application system

First of all, it is good to familiarise yourself with SoleMOVE in advance.

You can log in and log out of the system freely, and you can make changes to the application draft (before submitting it).

You cannot make any changes to the application after you have submitted it.

If you need to make minor changes to the application after sending it, please contact UEF International Mobility Services.

Please remember to send your application by the end of the deadline – it is not possible to send it after the application period has ended.

Please note that you should use Microsoft Internet Explorer 11 or newer, or Mozilla Firefox 4.0 or newer as the internet browser when using SoleMOVE. Cookies and javascript support are required.

Important to know about the online system and its functions

• Always use the ‘Return’ command for navigating in SoleMOVE. Do not use back and forward arrows of your internet browser, because this might cause data to be lost.

  

• Please remember to save your application by clicking ‘Save’ regularly.

  

• If in doubt, please click the nearby question mark icon (picture below). These icons provide additional information in some fields.

  

• Please make sure you know which enclosures are required for your application. These are listed in the call for applications, and you can find them on Kamu in Finnish and in English.
• You can get your application in the printable PDF format by clicking the PDF icon (before submitting the application).

  

You can find SoleMOVE using any one of these options:

• Directly: https://saas.solenovo.fi/solemove/.
• Kamu, in the page Applying for student exchange and traineeship in English.
• You can also google ‘Solemove’.

How to log in to SoleMOVE

1. From the list of universities, choose ‘University of Eastern Finland’.

   

   A tip: Before logging into SoleMOVE, you may read reports from previous exchange students. Simply select ‘University of Eastern Finland’ from the list of universities, then click ‘Exchange destinations Abroad and feedback’ in the top bar. Select the option ‘Search feedback’, and add any filters if you’d like, e.g. specific country/university/exchange programme/department. Finally, click ‘Start Search’.

   

2. On the log in using section, choose ‘HAKA – Shibboleth’.

   

3. On the Haka page, choose ‘Itä-Suomen yliopisto’ / ‘University of Eastern Finland’.

   

4. Use your UEF username and password to log in (same as in O365 and WebOodi).

   

How to create, fill in, and submit the application

The front page of SoleMOVE displays your earlier applications if you have any.

1. Click ‘Application form for outgoing student mobility’ on the left and/or click ‘+New’ to create a new application. Please note: even if you are applying for ‘Summer Courses in China/India’, please select ‘Application form for outgoing student mobility’ and not ‘Application form for short student mobility’.

   

   

   

2. For Mobility type, select S – Study (or in case of Erasmus+ training, P – Traineeship), and click ‘Save’. The application form opens. NB! Do not select C – Combined Study and Placement.
3. For Application period, select the one indicating the correct exchange programme. If you are unsure with programme to choose, please check Kamu in Finnish / in English.

   

   NB! If you are applying for 2 exchange places that are in different exchange programmes, you need to create two separate applications. For example, if you plan to apply for one host university in Erasmus+ programme and another host university in the FIRST+ programme, you need to create two applications (one with ‘Erasmus+…’ and the other with ‘FIRST+..’ as the Application period). You can write about both universities in the same Motivation Letter and attach this letter to both applications. Please remember to indicate the priority order of your applications in your Motivation Letter or in the Additional Data text box on the Enclosures tab.

   This is what the application form looks like.

   

4. For Duration of the exchange, select the correct period for your exchange. Exact dates are not required at this point, so please select either autumn semester, spring semester, or academic year. An exception is the call for Summer Courses in China/India for which you need to indicate the dates of the course you are applying for (option ‘Other, please specify’).
   NB! Please note that while you are applying using UEF’s academic calendar dates, the actual dates for your exchange will be according to your host university’s academic calendar.
   NB! Student number: please use the study right number for the degree that you will be present for during the exchange for this field. For example, if you have a master’s degree study right at UEF and your exchange will be during your master’s studies, please use the study right number for it. If you have both bachelor and master’s study rights and your exchange will be during your bachelor’s, use the number for your bachelor’s study right. Please only use the number for your degree study right, not your minors. You will find your study right number on Peppi. Do not use Peppi ID number or Student ID number, but specifically the study right number for your degree.

   

5. Fill in the other fields on the Personal data tab. Please fill in your phone number with the international code (+358 for Finland) without spaces between numbers. Please use your UEF student email address in your application. For Home Institution, click the pencil icon. Select your department/school from the list. Even if you apply for exchange to study your minor subject, choose the department/school here according to your major subject.

   

   NB! Please choose the most specific one: the ‘Organisation Level’ should be ‘Unit’. Note that not all options are on the first page, so please click the arrows at the bottom of the list to find more options.

   If you are having trouble finding the correct unit, please pick one that is closest to your major (‘Department’ level etc.).

   

   Departmental coordinator refers to the coordinator of international affairs at your subject/department/school. The departmental coordinators are listed on Kamu in Finnish and in English.

   

   

6.  Fill in the Exchange study information tab.
   • List of institutions you apply to: You may apply for 1-2 exchange places in the same application. List 1 or 2 universities (or in the case of ISEP, your top 2 countries) here. Always add the host universities/countries by clicking ‘Add new institution/enterprise’, not ‘Add new institution/enterprise (as freemover)’.
   • If you are applying for 2 exchange places that are in different exchange programmes, you need to create two separate applications. For example, if you plan to apply for one host university in Erasmus+ programme and another host university in the FIRST+ programme, you need to create two applications (one with ‘Erasmus+…’ and the other with ‘FIRST+..’ as the Application period). You can write about both universities in the same Motivation Letter and attach this letter to both applications.
   • NB! Please only add the institutions you are ready to travel to and study at into your application.
   • Study plans during exchange: your study plans do not need to be specific at this point; write briefly about what you would like to study at the host university. Please indicate that you have checked that the university/exchange programme offers studies that a) are suitable for you, b) are offered in a language you are capable of completing studies with, and c) are available for exchange students.
     NB! Please indicate in this field the level of studies you wish to study during your exchange (ie. bachelor, master). Course offerings may vary greatly between different host institutions: in addition, the Erasmus+ placements are specific to study level/cycle (bachelor/master/doctoral). Please remember to check that the institution you are applying to has placements specific to your study cycle. You will find this information in the Erasmus+ host institutions lists on Kamu, indicated with numbers after each institution.

     

7. Fill in the Current Studies tab.
   • EU subject area at home: if there is no exact match to your major on the list, please select the closest one.
   • Number of higher education years completed so far: If you are a first year higher education student, you can add here the number “0”.
   • Language knowledge: You can add more than one language; another slot appears when you click ‘Save’ after adding the first one.

     

8. Fill in the Enclosures tab. Please note that Motivation Letter and Transcript of Records are obligatory fields, so make sure you add both these enclosures. If you have anything to add to your application, write it down in the ‘Additional data’ field or upload a file under category ‘Other’.
   • A Transcript of Records can be obtained from Student and Learning Services or Peppi. An unofficial transcript that can be ordered from Peppi will be sufficient for the first application stage.
   • A Motivation Letter is a free-form application in which the student presents their reasons for applying for exchange at the host university in question and provides brief descriptions of the purpose of the exchange studies, their previous education, and how the exchange affects their study and career plans. The letter of motivation is written in English or in the language of the host university/country. The student may discuss both the first and second priority in the same letter of motivation. The letter of motivation will be read by the departmental coordinator and International Mobility Services, and it will not be sent to the host university.
   • A Confirmation of the Traineeship must be attached to an Erasmus+ traineeship grant application under category ‘Other’.

     

9. Save the application and when it is finished, submit it by clicking ‘Send application’.

   

Tips and useful bits

• Remember to save the application draft regularly!
• The red bullet points on the right indicate the missing data.
• The application cannot be sent if there is even one alert regarding missing data.
• The application cannot be sent if the application period has ended, even if the application is incomplete before the deadline.
• More information can be found by clicking the Question mark icons next to the fields.
• Please note that when listing e.g. languages or host universities, you need to click ‘Save’ after your first choice to be able to add a new entry.
• You can find lists of departments, universities etc. by clicking the pencil icon.
• By clicking the pencil icon, you can edit information and upload your enclosures on the ‘Enclosures’ tab.
• When you send the application, you will not get an e-mail notification from the system that the application has been submitted successfully.
• You will be notified by e-mail when the application is received by the officer.
• You will also be notified by a second e-mail whether your application is approved or not.

A more detailed user guide in Finnish is available; just click the Question mark icon next to the Home icon in the top bar of the system.

Need help? Send and e-mail to international@uef.fi.

For more information on student exchange, see Kamu: vaihto-opiskelu ja kansainvälistyminen (Finnish) / Study Abroad (English).