General instructions for applying

This page contains general instructions for applying for student exchange. Programme-specific instructions can be found in the calls for applications, which are published at the beginning of each application period under Calls for applications.

Application periods

During the application period, you apply for exchange for the following academic year. In the supplementary application period, you can apply for the following spring semester. Check the specific application dates on the Kamu page Application periods for exchange.

Good to know about application deadlines:

• The application period generally closes on the last day of the application period at 3:00 PM (Finnish time).
• You cannot submit your application after the deadline, even if you started it before the time expired.
• The deadline is in the afternoon so that International Mobility Services can still assist with technical issues until the last moment.
• If the last day of the application period falls on a weekend, the deadline may have been extended to the next working day – read the call for applications carefully.

Two-stage application process

Applying for exchange is always a two-stage process:

• 1st stage application (UEF’s internal application): You apply to become UEF’s exchange student candidate in the SoleMOVE system. UEF selects candidates for each host university placement.
• 2nd stage application (application to the host university): Once you have been selected as UEF’s candidate, you apply for the actual exchange place directly from the host university or the exchange programme (ISEP). The host university makes the final decision on the exchange placement.

Important: If you are accepted for exchange, you cannot apply again for a different destination for the same period without losing the place you have already been offered. You cannot have two exchange placements for the same period – you cannot apply for a second place “just in case”. If you are not selected, you can apply again during future application periods.

Also:

• For short-term exchanges, the process is also 2 stages, though in reverse order: you should first apply to the course, and then apply for the grant from UEF.
• In Erasmus+ traineeships, you also arrange for the placement first and then apply for the grant.

1st stage application: submitting your application

You submit your application in the SoleMOVE system during UEF’s application periods. Instructions for completing the application can be found on the Kamu page SoleMOVE application system. Read the instructions carefully when preparing your application.

Host university choices

• You can include one or two host university choices on your application.
• List your preferred destination as your first choice. The order of preference matters.
• You can apply to two different exchange programmes with the same application. Make it clear in your letter of motivation or in the additional information field which destination is your first choice and why.
• If you are not selected for your first choice, your application will be processed for the second choice.
• Make sure you only include destinations that you are genuinely willing to go to.

If you want to apply for different time periods:

If you want to apply to two destinations for different time periods (e.g. one for the autumn semester and another for the spring semester):

• Submit two separate applications in SoleMOVE, as each application can only include one exchange period.
• Mention that you intend to apply for two consecutive exchanges in your letter of motivation or the on the Additional information field on the application form.
• Make sure in advance that the semesters at the two destinations do not overlap.

Attachments

You need the following attachments for your application:

1. Transcript of records
   • You can download your transcript from Peppi: either a PDF from the “Study attainments” section or an official, digitally verified transcript via Peppi’s Atomi service.
2. Letter of Motivation
   • Recommended length: 1–2 pages (A4).
   • Write in English or in the language you plan to study in at the host university. Do not write your letter of motivation in Finnish.
   • The letter of motivation is read by your departmental coordinator and International Mobility Services – it is not sent to the host university.

Erasmus+ traineeships: Confirmation of an agreed traineeship placement is required as an attachment to the traineeship grant application.

Important: Do not use AI tools to write your letter of motivation. Letters of motivation are used as part of the selection criteria, and it is essential that your own voice is heard – written by you personally.

Letter of motivation: content

The letter of motivation is a free-form application in which you explain why you should be selected for your chosen destination. You can describe, for example:

• What you could study at the host university and how its course offerings fit your own studies.
• Why you have chosen this particular university as your destination.
• What motivates you to go on exchange.

If you are applying to two destinations: You can write about both destinations in the same letter of motivation – in that case, explain which one is your first choice and why. This also applies when the destinations are in different exchange programmes.

If you are applying for ISEP exchange: Describe why you are applying specifically for ISEP exchange and which country or countries you are interested in.

If you are applying with a friend: Both of you must write your own letter of motivation in your own words. Both applications must clearly state who you are applying with.

The content of the letter of motivation is ultimately at your own discretion – you can highlight the aspects that you consider most important for your exchange.

Application processing

1. Your application is first processed by your departmental coordinator, who either approves or rejects the application on behalf of the department.
2. The application then moves to International Mobility Services for processing.
3. The overall processing time is approximately 4–6 weeks – as a general rule, all applications are processed by the end of the month following the application period.
4. You will be notified of the results by email once all applications from the same application period have been processed.

Selection criteria

You can be selected as UEF’s exchange candidate if the following basic criteria are met:

• You are enrolled as a present degree student at UEF throughout the exchange period.
• You have completed a minimum of one year of academic studies before the exchange period begins.
• The duration of the exchange is at least 2 months and no more than 12 months, and it does not lead to a degree at the host university.
• The studies you complete abroad are applicable to your degree at UEF.
• Your department approves the exchange period.
• You will be a full-time student during the exchange.

In competitive situations, the following criteria are also considered

• Exchange study plan: Have you researched the host university’s course offerings for exchange students thoroughly? Does the host university offer suitable courses that are open to exchange students? Use the current academic year’s course catalogues and study guides to compile a preliminary study plan.
• Progress and current phase of studies: The number of completed credits in relation to the duration of studies and scope of the degree; whether you are at bachelor’s or master’s level.
• Possible earlier studies abroad: For example, in Erasmus+, a maximum of 12 months of funding is available per degree level (including any previous exchanges or traineeships). In competitive situations, earlier exchange applications may also be taken into account.
• Host university-specific requirements: For example, language proficiency requirements, grade point average requirements, or other conditions set by the host university.
• Letter of motivation
• Other possible criteria

Applicants may also be interviewed. In competitive situations, the aim is to find concrete differences between applicants based on the criteria listed above, the letter of motivation, and a possible interview. Comments from the department may also be considered. If no decisive difference can be established, the decision may ultimately be made by lottery.

2nd stage application: application to the host university

Once you have been selected as UEF’s candidate, you proceed to the second stage of the application process. Depending on the exchange programme, you submit a second application either directly to the host university or to the exchange programme (ISEP).

The application takes place during the semester before your planned exchange. You will receive detailed instructions by email, as the timeline and application procedures vary by host university.

Important

• Check your email regularly throughout the entire exchange process – both UEF and the host university communicate primarily by email.
• Also check your spam/junk folder – important messages may be redirected there.
• The host university makes the final decision on admission. Your exchange is confirmed only when you receive an official acceptance from the host university.

Study plan and credit transfer

Discuss your exchange study plan with your departmental coordinator to ensure that the courses are suitable for your degree and that credit transfer can be arranged. The study plan (Learning Agreement) is prepared during the second stage of the application process or according to UEF’s instructions. For more information about the Learning Agreement, see Studies during exchange.

Data protection

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Questions?

If you have questions about applying for exchange, contact International Mobility Services at [email protected].