solemove instructions for uef outgoing exchange …
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SoleMOVE INSTRUCTIONS FOR UEF OUTGOING EXCHANGE STUDENTS – SHORT EXCHANGES NB! If you are a staff member at the University of Eastern Finland (e.g. a trainee, a research assistant) applying for student exchange, please contact [email protected] before starting your application! We need to switch your status from staff member to student in SoleMOVE so that you will have access to the correct application form.
Important to know about the application • You can log in and out of the system freely, and you can make changes to your application draft before submitting it. You cannot make
any changes to the application after you have submitted it. • Please check which enclosures are required for your application; the calls for applications can be found in Kamu in Finnish and in English.
• If you need to make minor changes to the application after sending it, please send email to [email protected] . • If you need to make major changes to the application after sending it, please submit a new application and send email to
[email protected] about this. • Please remember to send your application by the end of the deadline – applications submitted late will not be considered.
Important to know about SoleMOVE
• Always use the Return command for navigating in SoleMOVE. Do NOT use the back and forward arrows on your internet browser, because this may cause application data to be lost.
• Please remember to save your application by clicking Save every time you make changes to the application.
• A question mark icon provides additional information on some fields.
• You can upload your application in printable PDF format by clicking the PDF icon before submitting the application. Please note that SoleMOVE supports the newest versions of Google Chrome and Mozilla Firefox. Cookies and javascript support are required.
How to log into SoleMOVE?
SoleMOVE login address • Direct link: https://saas.solenovo.fi/solemove/ • Just google SoleMOVE
1) From the list of universities, choose University of Eastern Finland (UEF).
2) On Log in using, choose ‘HAKA – Shibboleth’.
3) On the Haka page, choose 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? If you have earlier applications in SoleMOVE, you will find them on the front page of SoleMOVE. 1) To apply for short-term student exchange (e.g. summer schools), click Application form for short student mobility on the left and click New to create a new application.
2) For Mobility type, select S – Study and click Save. After this, the application form opens.
NB! Do not select T – Training or C – Combined Study and Placement.
This is what the application form looks like.
4) For Duration of the exchange, select Other, please specify, and add the exact dates of your short-term exchange.
5) Fill in the other fields on the Personal data tab.
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.
The Organisation Level should be Unit. Note that not all options are on the first page; please click to find more options. To see the full names of the departments, you can widen the column Name by clicking and dragging the arrow between Name and Country.
Departmental coordinator refers to the coordinator of international matters at your subject/department/school. You can find the departmental coordinators in Kamu in Finnish here and the departmental coordinators in Kamu in English here.
6) Fill in the Exchange study information tab. You may apply for 1 or 2 short-term exchange options during the same application period. If you have a second option, write it down in the Additional Information text box. Add the (first) option by clicking Add new institution/enterprise (as freemover). Due to technical reasons, the exchange program shows as Training here. For example:
7) Fill in the Current studies tab.
An example of previous exchange.
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. Learning Agreement (LA) is required to the application for short-term exchange. The Learning Agreement form may be found in Kamu. Fill in the information of the course(s) you will be taking during the short-term exchange, print the form, sign it, and contact your departmental coordinator to get the LA signed by the department. After this, scan or take a photo of the LA and upload it to your application. If you have anything to add to your application, you may write it down in the Additional data field or upload a file 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.
• More information can be found by clicking icons.
• 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.
• Add the phone numbers with a + sign and without spaces; for example, +35840…
• Please note that 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 email when the application is received by the officer.
• You will also be notified by a second email whether your application is approved or not. A more detailed user guide in Finnish is available; just click this question mark icon on the top bar:
Need help? Send email to [email protected]
More information on student exchange in Finnish is available in Kamu. Direct link: https://kamu.uef.fi/opkirja-kategoriat/vaihto-opiskelu-ja-kansainvalistyminen/
More information on student exchange in English is available in Kamu. Direct link: https://kamu.uef.fi/en/opkirja-kategoriat/study-abroad/
One More Tip: Reports of Previous Exchange Students Before logging into SoleMOVE, you may read reports from previous exchange students. First, select University of Eastern Finland from the universities’ menu, then click Exchange destinations Abroad and feedback in the top bar. Click Advanced Search and add suitable filters, e.g. a specific country/university/exchange programme/department. Finally, click Search.
For example:
Click the name of the university. After this, click Feedback available or scroll down the page. You can open a report by clicking Read more.