This page contains instructions for completing your exchange application in the SoleMOVE system. For general instructions about applying, selection criteria, and attachments, see General instructions for applying.
Before you start
Employment contract at UEF: If you have or have had an employment contract at UEF (e.g. traineeship, research assistant), log in to SoleMOVE with your HAKA credentials and contact International Mobility Services ([email protected]) before applying – your SoleMOVE account may have mistakenly been converted to a staff account. Remember, that your contract must expire well in advance before the exchange begins.
Application deadline: Your application must be complete with all attachments and submitted before the application deadline. You cannot submit your application after the deadline, even if you started it before the time expired. We strongly recommend starting your application well in advance – the system may be congested during the final hours of the application period.
Logging in to the system
- Open SoleMOVE: https://saas.solenovo.fi/move/login/UEF (new tab)
- Log in under the heading Log in with SSO by clicking HAKA – Shibboleth.
- Use your UEF credentials to log in.
Good to know:
- You can explore SoleMOVE in advance – you can freely log in and out and edit your draft application before submitting it.
- Always use SoleMOVE’s own buttons to navigate the system. Do not use your browser’s forward and back arrows, as this may cause data loss.
- Remember to save your application regularly by clicking Save.
- Some fields display help text when you click on them – read the help texts, as they explain what information to enter and in what format.
Creating an application
After logging in, you will see the menu items Home, Applications, Learning Agreements, and Destination search on the left. You can start a new application either from the Applications section or from the front page by clicking Create new application below the My applications heading.
Selections when starting a new application:
| Field | Selection | Note |
| Application type | Normal student exchange | Always select this option, even if you are applying for short-term exchange or traineeship. |
| Mobility type | Study or Traineeship | Select based on the type of mobility. |
| Application period | Application form matching your application period | See detailed options below. |
Important: Do not select “short student exchange” – UEF does not have a separate application form for short-term exchanges.
Application period options:
- Application for Student Exchange – long-term exchange application form (all exchange programmes)
- Erasmus+ Traineeship Grant – Erasmus+ traineeship grant application form
- Erasmus+ Blended Intensive Courses – Erasmus+ blended intensive programme (BIP) grant
- Nordlys Short-term Grants – Nordplus grant for short-term exchanges in the Nordics
- Short-Term Bilateral Exchange Grant – grant for short-term exchanges outside Europe
Multiple applications for different purposes may be open at the same time – select the correct application period for your destination.
After you have made the preliminary selections, the application form will open. The form has different tabs for different information. Be diligent when filling out the form!
Personal data
Fill in your personal details, including date of birth, contact information, and study right number.
Study right number: Use the study right number of the degree during which the exchange will take place:
- If the exchange takes place during your bachelor’s studies → use your bachelor’s degree study right number
- If you will graduate with your bachelor’s degree before the exchange begins → use your master’s degree study right number
The student right number is important because the mobility record is transferred from SoleMOVE to Peppi and will appear on the Diploma Supplement of your degree certificate. The mobility record is registered under the degree during which the exchange is completed. Do not use your Student ID or Peppi ID – you can see the study right number for your current degree under the heading “Entitlements” in Peppi.
Phone number: Enter in international format without spaces, e.g. +358505555555.
Email address: We recommend using your UEF email (@student.uef.fi). However, use the address you check most actively – all information from both the home and host university is sent primarily by email. Follow your email actively throughout the entire exchange process!
Home institution information
Select your main subject unit from the list (organisational level: “unit”). Also add the name of your departmental coordinator.
Good to know:
- If you are unsure of your unit, select the closest option – International Mobility Services can check and correct the information if needed.
- SF KUOPIO12 is UEF’s Erasmus+ institutional code. The code is the same for both campuses – Joensuu units also use SF KUOPIO12.
- A list of departmental coordinators is available in Kamu.
Current studies
Fill in information about your studies at UEF:
- degree programme and major subject
- number of completed study years and credits
- count the number of completed years excluding the ongoing year
- language skills (self-assessment on the CEFR scale A1–C2) – the CEFR scale is available here (new tab)
- any previous exchange or study abroad periods
Tip: If you are at master’s level and also completed your bachelor’s degree at UEF, include the credits and years from your bachelor’s degree as well.
Degree/diploma you will be studying for during the exchange: Select the degree level you will be studying during the exchange:
- If you will graduate with your bachelor’s degree before the exchange begins → select 2 – Master
- If you will not complete your bachelor’s degree before the exchange → select 1 – Bachelor
EU subject area at home: Select the subejct that is closest to your major. All individual subjects are not on the list, so if your specific major is not included, select the option that is the most closest.
Exchange information – host university choices and study plan
On this tab, you add your host university choices and a preliminary study plan.
Duration of exchange:
Select the duration of exchange for your desired exchange period on a general level, so either autumn semester, spring semester, or full academic year. The actual dates and duration of your exchange will be determined by the host university’s academic calendar. At this stage of the application, you can select the general exchange duration at semester level.
Adding host university choices:
- Select Add new under the heading List of institutions you apply to.
- Select Normal as the exchange type (if applicable).
- Select the country where the host university is located.
- Select the host university (Institution).
- Select the exchange programme based on the university’s agreement.
- The exchange programme field may also auto-fill based on the selected host.
Important information about host university choices:
- You can apply to a total of 1–2 host universities or exchange programmes on the same application.
- The order of your choices matters: list the destination you prefer most as your first choice.
- You can change the order of your choices using the arrow buttons before submitting the application.
- Do not add destinations that you are not genuinely willing to go to.
- Indicate in your letter of motivation which destination is your first choice – especially if you are applying to two destinations in different exchange programmes.
Nordplus and Nordlys exchanges: Select Erasmus+ as the Exchange programme. (Nordic exchanges are funded by the Erasmus+ programme.)
ISEP and North2North exchanges: Add your host university choice as follows:
- First select your target country under Country.
- Under Institution, select the exchange programme as the institution: International Student Exchange Programme (ISEP) or North2North – not all partner universities are individually available in SoleMOVE.
- The Exchange programme field fills in automatically (ISEP) or select North2North from the options.
If you are applying with a friend: Both applications must clearly state who you are applying with. International Mobility Services cannot guarantee a shared exchange placement – the possibility depends on the number of available places and applications.
Preliminary study plan
There is a field on the Exchange information tab for your preliminary study plan. The study plan does not need to be added as a separate attachment.
Your study plan should include:
- what field of studies you plan to complete during the exchange,
- what level (bachelor’s/master’s) courses you plan to take,
- examples of courses offered by the host university to exchange students.
Important: Check at this stage that the courses you are planning are available to exchange students at the host university. Use the current academic year’s course catalogues, as catalogues for the next year are often not yet available.
For more information about studies during exchange, see Studies during exchange.
Enclosures – attachments
Attachments are added on the Enclosures tab. The mandatory attachments are:
- Transcript of records (PDF from Peppi)
- Letter of Motivation
For more information about attachments and the letter of motivation, see General instructions for applying.
Important: No other attachments are needed at this stage (e.g. language certificates or letters of recommendation), unless you are applying for:
- Erasmus+ short-term exchange grant (BIP), Nordplus grant for short-term exchange, short-term Bilateral exchange grant: acceptance letter for the short-term course is required
- Erasmus+ traineeship grant: confirmation of the agreed traineeship placement is required
Check and send application
On the last tab of the application form, you can check your application and submit it.
- If information is missing from any tab, it will be shown with an Incomplete marker.
- Missing mandatory fields are highlighted with a red border.
- All mandatory fields must be filled in before you can submit.
When your application is complete and there are no error messages, click Send Application.
Remember:
- You cannot submit your application if there is even one error message.
- You cannot submit your application after the application deadline, even if it is saved as a draft in the system.
- You cannot edit your application after submitting it – so be thorough.
After submitting your application
When you submit your application, you will not receive an automatic email confirmation from the system. However, the system will show that the application has been submitted, and you can see the submitted application on the front page.
Processing timeline:
- You will receive an email notification when a staff member begins processing your application.
- When your application has been processed, you will be notified by email whether your application has been accepted or rejected.
- Processing time is approximately 4–6 weeks.
Editing your application after submission:
- Within the first week: you may request small changes (e.g. the order of host university choices) by email at [email protected].
- After one week: no changes will be made to the application.
Accepting an offered placement
If your application is accepted, you will be notified by email. If you applied to two destinations, the email will tell you which one you have been accepted to.
How to accept your placement:
- Log in to SoleMOVE.
- Select the accepted application under the My Applications heading by clicking the pen icon.
- Click “I confirm” in the top menu to accept the place – or “I cancel my application” if you wish to decline.
Good to know:
- You are not obligated to accept the place – if your plans have changed, you can decline the offered exchange placement. Also inform International Mobility Services by email.
- Unfortunately, applications can also be rejected – in such cases, we will try to offer alternative destinations where possible.
Questions?
If you have questions about completing the application form or need assistance, contact: [email protected]