Checklist for outgoing exchange students

Before your exchange: start planning

Start planning your exchange by considering these questions:

• Why do you want to go on exchange? What are your goals?
• Where do you want to go – close by or further away?
• At what stage of your studies would you like to go?
• What do you want to study during your exchange? Your major, minor, the local language, or something else?
• What language do you want to study in – English or another language you know?
• Would a one-semester or a full academic year exchange suit your plans better?
• How will you finance your exchange?
• Do you want to go alone or with a friend, spouse, or family?
• Do you need accessibility support?

During the application process

1. Choose your host country, language of instruction, and potential host universities. Find out whether the university you are interested in offers suitable courses for exchange students in English or another language you know.
   • NB! If you wish to study a specific subject during your exchange, for example your major, check the host university’s course offerings for exchange students carefully. Not all courses taught at the host university may be available to exchange students.
2. Discuss your exchange with your departmental coordinator of exchange studies and the inclusion of exchange studies into your degree.
   • Non-EU/EEA students: Before applying, discuss with your study programme coordinator whether exchange could extend your studies and/or affect your tuition fees at UEF.
3. Phase 1: Fill in the application form on SoleMOVE carefully and well in advance before the application deadline.
4. Phase 2: When you receive application instructions from International Mobility Services and/or your host university, complete your application to the host university, obtain the required enclosures, and submit all documents according to the instructions by the deadline.
5. Plan your studies at the host university and prepare your Learning Agreement.
6. Plan your exchange funding in advance.
7. If you need letters of reference for your application, request them well in advance.
8. If you need a TOEFL or IELTS certificate for your application, book your test appointment as early as possible.

Remember that the final decision on accepting you as an exchange student is always made by the host university.

Before your departure

Practical preparations

• Research your host country, region, and host university in advance.
• Set personal goals for your exchange period.
• Make a checklist and a list of important deadlines for yourself.
• Start strengthening your language skills early – consider enrolling in courses offered by the Language Centre.

Registration and forms

• Register as a present student at UEF for the full period of your exchange and pay the Student Union fee – this is mandatory.
• Submit the required forms to International Mobility Services.
• Take a certificate of registration and an up-to-date transcript of records in English with you. You can obtain these from Peppi Atomi service.

Orientation and health

• Participate in the pre-departure orientation for exchange students.
• Contact the Finnish Students’ Health Service (Travel Health Advice (opens in new tab)) for health-related guidance.
• Get the required vaccinations, renew your medical prescriptions, and take enough medication with you.
• For EU countries, you will need the European Health Insurance Card (EHIC (opens in new tab)) issued by Kela.
• Make sure you have comprehensive insurance cover (including e.g. ambulance flights) – contact your insurance company for advice.

Kela and financial aid

• If you receive financial aid from Kela (opens in new tab), notify them about your studies abroad, and enclose the mobility grant certificate (Certificate) you receive from International Mobility Services.
• If needed, request an English-language certificate of your financial aid from Kela.

Travel and accommodation

• Check that your passport is valid for long enough (often at least 6 months after the end of your exchange) and renew it if necessary.
• Take care of any visa or residence permit matters well in advance.
• Ask your bank for the most affordable way to manage your finances while abroad.
• Arrange a power of attorney if you need someone to take care of your affairs in Finland.
• Find out whether your host university assists with housing or whether you need to find accommodation on your own. Be prepared to stay in a hostel initially if needed.
• Confirm the date by which you need to arrive at your host university and inform them of your arrival time.
• Also confirm when your studies end – take exam periods into account.
• Plan your travel and compare prices for different travel options.
• You may need an international student card (ISIC card (opens in new tab)) for travel.

Final checklist before departure

• Make an ICE card (in case of emergency) and carry it with you.
• Take several passport photos, a copy of your passport, and proof of insurance. You may need these if your passport is lost and you have to apply for a new one through an embassy.
• Take the contact details of your home university with you.
• Update your contact details: postal service, Peppi, Kela, Digital and Population Data Services Agency.
• Save your most important contact details and documents to a cloud service or your email.
• Submit a travel notification to the Ministry for Foreign Affairs. This allows the Ministry to reach you in an emergency or crisis situation. A travel notification is especially recommended if you are travelling to a risk-prone area.
• Check the travel advisory for your host country on the Ministry for Foreign Affairs website.
• Pick up University of Eastern Finland brochures from International Mobility Services to take to your host university.

Set off with an open mind! Studying abroad offers you new perspectives, life experience, and language skills.

During your exchange

• Register at your host university and contact the host university coordinator.
• Participate in the orientation and other welcome events.
• If there are changes to your Learning Agreement, complete the Changes to Learning Agreement.
• If you are going to an EU country, register with the local authorities.
• If significant changes occur during your exchange (e.g. interruption, shortening, or extension), contact both International Mobility Services and the host university coordinator.
• Keep clear records of the courses you complete abroad, including their content, exams, and grading.
• Before returning, make sure you obtain the documents verifying your exchange.
• Bring back brochures, guides, and other materials about your host country and host university.

After your exchange

• Get your exchange studies included into your degree: contact your departmental coordinator of exchange studies.
• Upload all required exchange documentation and complete the report on the After Exchange and Feedback tabs in your SoleMOVE application.
• Participate in the post-exchange career orientation organised by International Mobility Services.
• Stay in touch with the friends you made during your exchange!
• Continue internationalising at your home university – for example, become an international student tutor or participate in the Student Union’s activities.
• Make the most of your experience – put the good practices and ideas from your exchange to use!