Step-by-Step - Häme University of applied sciences
Step-by-Step
hamkin opiskelijoita
hamk students

Step-by-Step

Step-by-Step Process

You should start planning your exchange period at an early stage of your studies. Below you will find step-by-step instructions to make it easy for you to get started. HAMK International will help and advise you when you wish to complete studies or work placement abroad or if you are not sure which alternative is the best for you.

Please note: International degree students who have completed their HAMK studies online elsewhere than in Finland (= have not yet arrived in Finland) must first come to Finland to study before they can go on an exchange period abroad.

Application deadlines for exchange studies

Spring schedule

  • The application period ends on 15 March 2021
  • HAMK International will process the applications on 16 March 2021
  • The degree programmes will process the accepted students in SoleMOVE by 30 March 2021

Autumn schedule

  • The application period ends on 30 September 2021
  • HAMK International will process the applications on 1 October 2021
  • The degree programmes will process the accepted students in SoleMOVE 8 October 2021

Remember to also check the host university’s application instructions and deadlines.

Application deadlines for work placements abroad

Work placements abroad can be completed at any time of the year. In any case, please remember the following deadlines:

  • Contact your International Officer immediately after you have agreed on the placement with the employer, in any case at the latest one month before the beginning of the placement.
  • The placement must always be approved in advance by the degree programme and this requires you to complete an application in SoleMOVE and add all the necessary documents.
  • Submit the SoleMOVE application as early as possible, but at latest two weeks before the beginning of the placement.
  • The processing time of the application is two weeks and the grant is not paid retrospectively. See more about grants and grant conditions here.

Student exchange briefly:

  • you study in a foreign partner higher education institution
  • you can go after the first year of studies has been completed
  • recommended duration 3-12 months
  • produces 5 credits/month
  • studies completed abroad in a foreign higher education institution are fully recognised as part of the HAMK degree

Who can go abroad to study?

All degree students who have completed their first year of studies and have progressed successfully according to their personal study plan are eligible.

Selection criteria

In general, all students can go to the destination they have chosen. If there are more applications than places available at the destination, the selection criteria are as follows:

  • First-time: students who are applying for an exchange period abroad for the first time take precedence over students who have already been on an exchange period abroad in the past.
  • Stage of studies: preference is given to students who are further advanced in their studies and it is their last chance to go abroad before they graduate.
  • Progression of studies: students going abroad must have progressed in their studies according to the curriculum.

If it is not possible to make the selection according to the above given criteria, then we will also interview the applicant. The interview will determine the student’s readiness to go on an exchange period abroad, their motivation and reasons for the exchange period, and whey they have chosen the particular destination.

Where can I go?

HAMK has around 100 partner institutions around the work. There are many partner universities in Europe and also some outside Europe. For further information, please see the tab “Before”.

What can I study abroad and what about my studies at HAMK?

Check first what courses the university abroad offers. Together with the international officer, choose the courses that best suit your degree. Before going abroad complete a Learning Agreement where you, HAMK and the host university agree on the content of the exchange period. When you carefully plan your studies abroad and they are fully recognised toward your HAMK degree, the time spent abroad will not cause any delays in graduating.

When should I start planning my exchange period?

You should try to start to prepare for your exchange period at an early stage, for example during the first year of your studies. Carefully read the information on the tab “Before” and check what our partner institutions offer. Get in contact with the international officer of your degree programme when you are planning your exchange period. Together you will most certainly find the best alternative for you!

Before

You will find the necessary forms and instructions for SoleMOVE and SoleGRANT under the tab “Documents and Instructions”.

STEP 1: HAMK application in SoleMOVE system

  1. Find out in which country you wish to study abroad and assess your language skills. Check our partner institutions and student feedback in the SoleMOVE system. You can find further information about SoleMOVE under the tab “Documents and Instructions”.
  2. When you have decided on your host university and duration of studies, go through the courses offered together with the international officer of your degree programme. When you know which courses are available for you, contact your guidance counselor for drafting a Learning Agreement. The Learning Agreement should be signed by the guidance counselor, the host institution and you.
  3. Ask the student affairs office for a copy of your HAMK Transcript of Records or you can upload a digitally signed Transcript of Records in Peppi.  Then fill in the application form in the SoleMOVE system. You can find the SoleMOVE instructions under the tab “Documents and Instructions“. Upload in the “Enclosures” section the HAMK Transcript of Records and the  Learning Agreement for Studies signed by all three parties.
  4. Write the preliminary start and end dates of your studies in your SoleMOVE application. The official dates will be given in the Acceptance Letter sent to you by the host institution.
  5. You will receive an email from SoleMOVE stating whether or not your application has been accepted.
  6. Confirm your exchange in SoleMOVE according to the instructions given in the email.
  7. Remember to enrol on HAMK’s semester as “present” (läsnäoleva) even though you’ll be studying at another university!
  8. Enrol on the Living and Learning Abroad course. For more information please contact Kirsi Liimatainen.

STEP 2. Separate application to host institution

  1. Together with the international officer, complete the application of the host institution according to their instructions.
  2. When you have received the acceptance letter from the host organisation, complete the grant application in SoleGRANT. Add the the start and end dates of studies as stated on the acceptance letter.
  3. If you have applied for a visa, wait until you have received it before completing the grant application.
  4. If you are going to Europe as an Erasmus student, you then must complete a compulsory online language assessment. You will receive a link to the assessment via email. The results of the assessment, however, do not prevent you from taking part in the exchange period. Further information can be found under the tab “Documents & Instructions”.
  5. Find out about the culture of the host country. Also check the start date of studies, accommodation, price level and other important practical matters.
  6. Book your flight tickets and find out whether you need a visa or residence permit.
  7. ​Make sure you have sufficient insurance coverage. You may not go abroad if you do not have your own travel insurance! For further information about insurance, please see “Insurance, visa, permits etc.”
  8. Complete the Kela OTM form and inform about temporary residence abroad. More detailed information can be found on Kela’s website.
  9. Check that you passport is valid and that the necessary vaccinations required by the host country are valid.
  10. Print the Letter of Confirmation and take it with you. The host institution completes this at the end of your study period and you upload it in the “Enclosures” section of SoleMOVE. The actual start and end dates are checked from this certificate.
  11. Remember to be open-minded abroad and enjoy your exchange studies!

During

During your studies abroad

  1. If you make any changes to the original Learning Agreement for Studies, remember to immediately inform your international officer. Upload the revised and signed Learning Agreement to SoleMOVE.
  2. If you have any problems, get in contact with your international officer. Remember to inform your international officer if you shorten or lengthen your exchange period – it may affect the amount of your grant!
  3. Remember to ask for your Transcript of Records towards the end of the exchange period.
  4. Remember to have the Letter of Confirmation completed and signed by the host institution during the last week of studies.

Remember that you should complete 5 credits per month during your exchange period abroad.

After

When you return

  1. Complete the “After Exchange” section in SoleMOVE. Within one month of your return, upload the following documents in SoleMOVE: Letter of Confirmation, updated Learning Agreement signed by all parties, and Transcript of Records. Please note that the exact start and end date of studies must be seen on the Transcript of Records or the Letter of Confirmation since the grant is calculated based on these dates.
  2. Complete the “Feedback” section in SoleMOVE. Your feedback is important for other students interested in studying abroad.
  3. For recognition of studies, please apply for credit transfer at Pakki. You can find application instructions here. The recognition of studies is done together with the study advisor of your degree programme.
  4. If you were on an Erasmus+ exchange, answer the EU Survey that will be sent to you through the Mobility Tool+ system. This has done be completed in addition to your feedback in SoleMOVE. A complementary EU survey will be sent to students whose recognition process was not completed at the time of the original EU survey. This second one is a voluntary survey and does not have an effect on the final instalment of your grant.

Termination or Shortened Length of Studies

If you terminate your studies abroad or the duration of studies shortens compared to the original plan, you should then:

  • inform the international officer of your degree programme
  • be prepared to repay part of the grant
  • inform KELA
  • add the required documents to the After exchange section in SoleMOVE

Work placement briefly

  • all or part of work placement abroad
  • full-time work placement
  • duration 2-12 months
  • produces 6 credit/month
  • is fully recognised as part of your HAMK degree
  • you can go during your first year of studies
  • if you get a grant from HAMK, then you cannot receive any other financial support from HAMK or the Finnish National Agency for Education
  • you can be paid a wage/salary by the employer and still receive a grant from HAMK

Who can go abroad on work placement?
All degree students who have have progressed successfully according to their personal study plan are eligible.

Why should you go?
There are many reasons to go abroad. To improve language skills, to gain experience, to become independent… Whatever the reason, the time you spend abroad studying or training will really be an exceptional experience. And in the future when you start looking for work, your international experience might just be the crucial factor in getting a job. During your exchange period abroad you will study and spend your free time in international groups and you may make friends that last for a lifetime. This way you will also build international networks profitable for your future tasks!

Where can you go?
The placement can be completed in an enterprise or organisation in another country, for example enterprises, training centres, research centres and other organisations. There are many opportunities around the world!

Check out the these webpages to look for traineeships abroad:
Erasmus-intern
Work and Travel (in Finnish)
Trainee+Up Erasmus+ placements

Please note that there are some organisations that are not eligible as Erasmus+ placements:

  • European Union organisations listed here 
  • Organisations administered by the EU (e.g. national agencies)

However, embassies and consulates of the student’s home country and organisations representing the student’s home country (e.g. cultural and scientific institutes, regional offices, schools, export centres) are acceptable if the work placement includes multicultural components.

Erasmus+ Digital Opportunity Traineeships
This EU-funded training initiative aims to help companies fill vacancies with digitally competent candidates. Digital skills are not only required in the ICT sector, but increasingly across all sectors. Knowledge of cybersecurity, data analytics and machine learning, for example, are needed in fields as diverse as banking and manufacturing, farming and health. A computer-literate workforce is vital to maintain Europe’s global competitiveness in a fast-changing world. Digital skills can include the following: digital marketing (e.g. social social media management, web analytics); digital graphic, mechanical or architectural design; development of apps, software, scripts, or websites; installation, maintenance and management of IT systems and networks; cyber-security; data analytics, mining and visualisation; programming and training of robots and artificial intelligence applications. NB: Generic customer support, order fulfilment, data entry office tasks are not considered in this category.

If the traineeship can be considered a Traineeship in digital skills it should be indicated by checking “yes” in the relevant field on the Learning Agreement. The European Commission gathers only statistical information concerning digital skills.

How do I start planning my work placement period abroad?
Start planning your exchange period at an early stage of your studies. Carefully read the information on the tab “Before”. Get in contact with the international officer of your degree programme. Together you will most certainly find the best alternative for you! 

Before

You will find the required documents and instructions for SoleMOVE and SoleGRANT under the tab Documents and Instruction.

Before you leave

  1. Find out about the country in which you wish to complete your work placement and assess your language skills. Contact the work placement coordinator of your degree programme, discuss the matter also with the international officer of your degree programme. Most often the students themselves find the organisation or enterprise for the placement period.
  2. Read through the exchange reports of student who have been abroad. You can find them in the SoleMOVE system.
  3. When you have decided on the place and duration of work placement, complete the Learning Agreement for Traineeship. It has to be signed by the guidance counsellor of the degree programme, the employer abroad and by yourself. The signed Learning Agreement has to be uploaded to SoleMOVE before that beginning of the work placement.
  4. Upload digitally signed Transcript of Records from Pakki. Then fill in the application form in the SoleMOVE system. In the “Enclosures” section, upload the Transcript of Records and the signed Learning Agreement for Traineeship. The application has to be submitted well in advance before the beginning of the work placement.
  5. You will receive an email from SoleMOVE stating whether or not your application has been accepted.
  6. Confirm your work placement period abroad in SoleMOVE according to the instructions given in the email.
  7. Remember to enrol on HAMK’s semester as “present” (läsnäoleva) even though you’ll be studying at another university!
  8. Complete the grant application in SoleGRANT well in advance before the beginning of the work placement.
  9. If you are going to Europe on an Erasmus work placement, then you will have complete a compulsory online language assessment. The results of the assessment, however, do not prevent you from taking part in the exchange period. Further information can be found under the tab “Documents & Instructions”.
  10. Find out about the culture, price level etc. of the destination country.
  11. Book you flight tickets and find out whether you need a visa or residence permit.
  12. Make sure you have sufficient insurance coverage. Check with your employer that you are covered by liability insurance. If not, then you may not go on work placement abroad. You must take care of your own travel insurance. For further information, please see “Insurance, visa, permits etc.” on the right.
  13. If you are eligible for Kela student aid, complete the Kela OTM form and inform about temporary residence abroad. More detailed information can be found on Kela’s website.
  14. Check that you passport is valid and that the necessary vaccinations required by the host country are valid.
  15. Print the Traineeship Certificate and take it with you. The employer completes and signs it. It states the actual start and end dates of the work placement period.
  16. Enrol on the Living and Learning Abroad course. For more information, please contact Kirsi Liimatainen. 
  17. Remember to be open-minded abroad and enjoy!

During

During your work placement abroad

  1. If there are any changes to the original Learning Agreement for Traineeships, remember to inform your international officer immediately.
  2. If you have any problems, get in contact with your international officer. Remember to inform your  international officer if you shorten or lengthen your exchange period – it may affect the amount of your grant!
  3. Remember to ask your employer to fill in the Traineeship Certificate towards the end of the exchange period.

After

When you return

  1. Complete the section”After Exchange” in SoleMOVE within one month of your return. Upload the Traineeship Certificate to SoleMOVE.
  2. Submit your exchange report and Traineeship Certificate to your work placement coordinator for credit recognition.
  3. For recognition of work placement abroad, please apply for credit transfer at Pakki. You can find application instructions here. The recognition of studies is done together with the guidance counsellor or work placement supervisor of your degree programme.
  4. Fill in the “Feedback” section in SoleMOVE. Your feedback is important for other students interested in work placement abroad.
  5. If you were on an Erasmus+ exchange, answer the EU Survey that will be sent to through the Mobility Tool+ system. This has done be completed in addition to your feedback in SoleMOVE. A complementary EU survey will be sent to students whose recognition process was not completed at the time of the original EU survey. This second survey is voluntary and does not have an effect on the final instalment of your grant.

Termination or Shortening of Work Placement

If you terminate your work placment abroad or the duration shortens compared to the original plan, you should then:

  • inform the international officer of your degree programme
  • be prepared to repay part of the grant
  • inform KELA
  • add the required documents to the After exchange section in SoleMOVE

Would you like to increase your competence and also develop your international skills? You can do that by completing a double degree.

A double degree is a form of cooperation between HAMK and a foreign partner higher education institution where the student can complete an agreed share of studies at both institutions and receive a degree certificate from both. It is a form of student exchange but the content of studies is very specific and the double degree takes at least one year to complete. One year is equivalent to 60 credits and studies must be recognised at both institutions.

The basic requirements for completing a double degree is that you have successfully completed two years of studies at HAMK and you have sufficient language skills. You can ask for additional information from your own degree programme’s international officer.

Double Degree Partners

Partner ​Country ​HAMK Degree Programme
Thomas More Kempen University of Applied Sciences Belgium Business Information Technology
University of West Bohemia Czech Republic Business Administration
Hochschule für Wirtschaft und Gesellschaft Ludwigshafen (HWG) Germany International Business
Technische Hochschule Deggendorf ​Germany ​International Business
Hochschule Niederrhein ​Germany ​International Business
Hochscule Worms Germany International Business
Hochschule Offenburg Germany Business Information Technology
​​Bern University of Applied Sciences ​Switzerland ​Business Administration;
Business Information Technology;
International Business

Erasmus+ work placements for recent graduates

You can complete an Erasmus recent graduate’s work placement in a programme country after your graduation through the Erasmus+ programme. The work placement must take place within 18 months of your graduation and you must apply while still being enrolled at HAMK.

If you have used up your Erasmus months (= 12 months) per study cycle (bachelor/master/doctoral), then it is not possible to receive a grant as a recent graduate.

Recent graduates are entitled to same Erasmus+ grants as enrolled students during their work placement. The duration of recent graduate’s work placement is 2-6 months.

NB: HAMK’s insurance does not cover the work placement period of recent graduates. Read more about insurance here.

If you are interested in completing a recent graduate’s work placement abroad after your graduation, please contact the international officer of your degree programme well in advance before graduation.

Short study exchanges

HAMK students are entitled to apply for grants for short exchanges. A short exchange period can be, for example, a summer school or intensive course (including a virtual component)  in another higher education institution abroad. Completed studies (min. 3 credits) are to be recognised in the degree.  Grants for short exchanges are not paid retrospectively.

If you are interested in completing a short exchange abroad, please contact the international officer of your own degree programme.

Documents for Studies Abroad

Documents for Work Placement Abroad

Before you leave

Documents for Europe
Learning agreement for traineeships
Erasmus+ Student Charter
Additional support for student with children

Documents for outside Europe
Learning Agreement for Traineeships (word)

During your stay

When you return

Traineeship Certificate (Europe)

SoleMOVE – When you return

SoleMOVE, SoleGRANT and Erasmus Language Assessment Instructions

SoleMOVE instructions

Short-term studies and work placement

SoleGRANT instructions

Erasmus+ OLS language assessment only for Erasmus students

Erasmus+ Online Linguistic Support OLS – Language assessment and language course

The language assessment is compulsory for all participants of Erasmus+ mobility activities (studies / work placement) with one of the following languages as their main language of study or work placement: English, German, Spanish, French, Italian, Dutch, Czech, Portuguese, Polish, Greek, Danish, Swedish, Bulgarian, Estonian Croatian, Hungarian, Latvian, Lithuanian, Maltese, Portugal, Romanian, Slovak, Slovenian.

Erasmus+ mobility students must take complete the assessment before the beginning and voluntarily at the end of their mobility period – in order to monitor their progress in the language of their mobility programme. Voluntary language courses are automatically allocated to mobility participants who have taken their language assessment and have obtained a test result of A1-B1. If the test result is B2-C2, the voluntary language course can be taken in the local language of the country.

Only the student and HAMK International receive the result of the language assessment. The results of the language assessment do not prevent students from taking part in the mobility activity.

Once it has been confirmed that you have been accepted to study or complete work placement abroad (you have received the acceptance letter or the LA for traineeships has been signed by all parties) and you have applied for a grant via SoleGRANT, the link to the test will be sent to you via email.

 The Erasmus grant will be awarded to you only after the language assessment test has been taken.

HÄME UNIVERSITY OF APPLIED SCIENCES