This page gives you an overview of how the exchange process works, step by step. Make sure to read the detailed instructions carefully before starting your application – you can find additional guidance in Kamu on the General instructions for applying page.
These instructions primarily describe the process for long-term exchanges (one semester or a full academic year). Short-term exchanges may involve similar steps, but within a shorter time frame.
1. Plan your exchange
Start planning your exchange early and consider the following:
- When? At which point in your studies would an exchange fit best? Check your personal study plan (PSP) and consider flexibility in your schedule.
- Where? Which destinations are available to you? Some exchange places may be specific to your field of study.
- What? What courses would you like to or could you complete during your exchange? Browse the current course catalogues and study guides of host universities you are interested in and look for information aimed at exchange students.
- Why? What motivates you to study abroad?
- Discuss your exchange plans with your departmental coordinator for exchange studies.
2. Apply for exchange (1st stage application)
Submit your application within UEF’s application periods during the academic year before your planned exchange.
- For example, if you plan to go on exchange during the academic year 2027–2028, you should apply during the 2026–2027 application periods.
- Exception: during the autumn supplementary application period, you can apply for the spring semester of the same academic year.
- You cannot apply for exchange years in advance – the earliest possible application period is always during the academic year before your planned exchange.
Submit your application with all required attachments in the SoleMOVE system.
3. Your application is processed
- You may be offered a preliminary exchange placement at one host university or exchange programme.
- You will be notified of the results by email.
- Accepted: Accept or decline the placement offered to you.
- Rejected: You may change your application to a host university that still has available places, or reapply during future application periods.
4. Your details are sent to the host university (nomination)
International Mobility Services will send your preliminary information to the host university – this is called a nomination. It takes place during the semester before your exchange.
You will receive instructions and deadlines for the 2nd stage application by email.
5. Apply to the host university (2nd stage application)
- This application is submitted during the semester before your planned exchange (i.e. during spring for an autumn exchange, during autumn for a spring exchange).
- Application deadlines and instructions vary depending on the host university.
- You will receive application instructions after the nomination either directly from the host university or from International Mobility Services at UEF.
Follow the instructions carefully and submit your application with all required documents.
6. The host university reviews your application
- The host university will review your application and may ask for additional information or documents.
- You will receive an acceptance letter from the host university, along with information about practical arrangements (e.g. accommodation and arrival).
- If the host university rejects your application, the situation will be handled on a case-by-case basis.
7. Apply for a mobility grant
When you are accepted as UEF’s candidate for exchange in the 1st stage of the application process, you are awarded a mobility grant determined by your exchange programm. Once you have been accepted by the host university, submit the required documents for your grant to International Mobility Services. You will receive instructions by email.
- The grant is paid approximately one month before your exchange begins, provided that you have submitted all documents on time.
- During holiday periods (late June to early August and end-of-year holidays), grant payments may be delayed.
8. Take care of practical arrangements
Before you leave, make sure to arrange at least the following:
- travel (tickets and other travel arrangements),
- accommodation (if the host university has not already provided instructions),
- insurance,
- register as a present student at UEF.
9. Go on exchange!
The exact dates and duration of your exchange are determined by the host university’s academic calendar.
10. Complete the post-exchange requirements (reporting)
Reporting is a mandatory part of the exchange process and a requirement for your grant.
- You will receive instructions and the necessary forms for reporting by email.
- Remember to apply for credit transfer of your exchange studies through your department.