International Business Programme (IB)

If you're an IB student at JAMK this is the page for you!

Stages of Exchange

BEFORE YOU LEAVE


Forms and instructions for studies abroad:

  1. Apply for an exchange period via ASIO during the application period. Further information about the application process can be found in the section ‘Applying’.
  2. Fill in a Learning Agreement ECTS i.e. a study plan. If you go outside of the European Union, use the form Learning Agreement.
    • Draw up the study plan for your studies abroad together with the International Coordinator, Head of Department, student advisor or even with a teacher who coordinates study periods abroad
    • Return a copy of the first page of the Learning Agreement to your International Coordinator, who then forwards it to International Services. The document is then sent to the receiving institution for approval.
    • If/when the receiving institution returns the signed Learning Agreement, International Services sends it to the student scanned by email
      • -> However, if you haven’t received the document signed by all the parties before you go on your exchange, it means that despite requests the receiving institution hasn’t processed/returned the document. In such a case take your own copy of the Learning Agreement signed by the representatives of JAMK abroad with you, and ask the representatives of the receiving institution to sign it as soon as you’ve begun your exchange period
    • Deliver the document signed by all parties to International Services at JAMK no later than a month after the beginning of the studies (a scanned copy is just fine). The second page of the Learning Agreement is meant for possible changes to the original study plan after you have arrived and started your studies at the receiving institution. For more information, read the section ’When you are abroad’.Keep always yourself at least the copies of any LA-documents you have filled in. These documents are agreements between you, JAMK and the receiving institution concerning the studies you will complete during your exchange so you should always have at least one version of each document!
  3. Apply for a grant at least six weeks before departure with the form “Grant Agreement for Studying/Practical Training Abroad” and return it to the International Coordinator of your school
    • The grant is paid in two parts. Read the detailed grant instructionsin the “Guidelines for 2011-2012”. In it you can find the criteria for awarding the grants, the amounts and specific information on the payment practicalities of the grants concerning both studies and practical training abroad.
      Every student must read the guidelines before applying for the grant!
    • The grant is not paid without a filled-in electronic application in ASIO and a copy of the Learning Agreement, which is required as an enclosure in the form “Grant Agreement for Studying/Practical Training Abroad”. Nevertheless, if the receiving institution instructs the student to finalize the Learning Agreement only on location after the studies have started, a document (for example an email) should be enclosed to the “Grant Agreement for Studying/Practical Training Abroad” to confirm the belated making and signing of the Learning Agreement. On the basis of this confirmation, the first part of the grant also be awarded even without the Learning Agreement.
      However, a copy of the Learning Agreement signed by all parties has to be delivered to International Services at JAMK in a month after the studies have commenced at the latest.
  4. Fill in OT15 (OTm) Form (Notification of Change in Circumstances) for Kela Study Grants Centre
    • The forms for Kela can be found on their website at www.kela.fi
    • You will also need to attach the form The Certificate on an International Study Period to the OT15 Form
    • Both forms have to be delivered to the Secretary of the Financial Aid Committee at JAMK, Rajakatu 35, 40200 Jyväskylä. Contact information: phone +358 40 848 8605, email: opintotukilautakunta@jamk.fi. NB! Applicable only to students who are entitled to Kela’s student financial aid!
  5. In case you are entitled to the Finnish student benefits from Kela and your studying extends to the summer months (June – July – August), you will also need to fill in the form “Specification of Summer Studies”. The form is delivered to the Secretary of the Financial Aid Committee at JAMK, Rajakatu 35, 40200 Jyväskylä. Contact information: phone +358 40 848 8605, email: opintotukilautakunta@jamk.fi.
  6. Certificate of Attendance (Study Certificate) is usually not necessary, but we recommend you to take it with you on your exchange period abroad. With this certificate you can prove to the receiving institution that you really are a student at JAMK University of Applied Sciences. If you have applied for the grant in time, the Certificate of Attendance is automatically mailed to you with the letter ‘Decision on awarded grant’ that is sent to every applicant. Alternatively, you can get one at the International Services.
  7. ‘To whom it may concern’ certificate attests the acceptance of the exchange period and awarding of the grant to the exchange student. You might need the certificate on several occasions in the receiving institution. It will also be sent to every applicant in the letter ‘Decision on awarded grant’.
  8. When you are studying abroad, the insurances of JAMK University of Applied Sciences cover a certain part of your stay. You can find more information behind the link. However, note that they do not cover everything, which is why we strongly recommend you to get an insurance to cover your travelling and free-time. Turn to your own insurance company for further information and to find out your need for coverage.
  9. Find out about the required vaccinations. For more information, visit the website www.rokote.fi, for example.
  10. Find out about the conventions regarding visa and residence permit in the country you are going into. If e.g. a visa is required, apply for it in time! Check the need for a visa and other necessary travelling documents at the nearest embassy of the country in question. You can find the embassies here.
  11. Remember to leave your exact contact information at home. Update your contact information also in ASIO, so that the staff of JAMK can reach you, if needed!
  12. Take enough cash with you for the expenses of the first few days/weeks. Plan your spending in the host country.
  13. Be prepared for being asked a lot of questions about Finland, Jyväskylä, your family, school, field of study and so on. Take photos, brochures, posters, slides etc. with you. They will certainly be helpful, together with up-to-date knowledge about Finland. Ask your International Coordinator for available ready-made material. You can also find additional information on Finland for example on the websites www.cimo.fi and virtual.finland.fi.
  14. Start writing your report in ASIO or on the blog platform of JAMK (condition: you have attended a blog training and you use the blog platform of JAMK). Detailed information and instructions can be found under the heading ‘Reporting’.
  15. REMEMBER TO ENROL AS AN ATTENDING STUDENT IN ASIO BEFORE LEAVING FOR YOUR EXCHANGE PERIOD! Otherwise you will lose your study right. You have to be enrolled as an attending student at JAMK all through your exchange period abroad.

Information on practicalities can be found in several sources. Remember to check out also the ‘Links’ under the heading ‘Further Information’.

WHEN YOU ARE ABROAD (Changes LA, extension of exchange period)


Take the following things into consideration:

  1. Changes to the Original Learning Agreement
    • If the study plan (=Learning Agreement) changes at the beginning of or during your exchange period, you must fill in Changes to the original learning agreement form in which you declare the changes. Make all the changes regarding your courses properly all at once. Therefore, attend the courses for a while and once you are certain about the courses you want to complete and the ones you want to cancel, fill in the Changes LA
    • Delete the courses you had chosen in your original Learning Agreement but will not attend or complete. Also, if the course is cancelled, it must be deleted
    • Add the courses which you had not chosen in your original learning agreement but will attend and complete
    • Ask the representative of the host institution to sign the Changes LA and then send it to the International Services, who will then ask the International Coordinator and the Head of Department to process and sign it
    • After the Changes LA is settled by all the parties, one copy will be sent to you by the International Services
    • Please note, that the form needs to be returned to the International Services after one month you have started your exchange period
      Always keep, at the very least, the copies of any LA-documents you have filled in. These documents are agreements between you, JAMK and the receiving institution concerning the studies you will complete during your exchange so you should always have at least one version of each document!
  2. Always remember that you are our representative abroad. Be active and participate, but refrain from presenting strong opinions about delicate matters (e.g. politics, religion, racial issues etc.). When in Rome, do as the Romans do! In many countries the students’ status is not at all the same as in Finland and you may sometimes have to follow rules that can seem quite petty and small to you.
  3. On exchange your main duty is studying, but free-time activities are always worth joining in. There will most certainly be something for you as well. Also, promote your Finnish institution whenever you can. We want good exchange students to come to Jyväskylä, too, and you can do valuable PR-work – this is one way of securing the continuation of our exchange operations.
  4. Be prepared for some kind of a “culture shock”. However, you do not have to be alone with any possible problems; talk to your tutor, course leader or friends about any difficulties you might be facing.
  5. During your exchange period you are studying at an institution much bigger than your ‘home school’. Check the bulletin boards, follow the instructions given to you as well as deadlines set for assignments etc. Take care of yourself and see to your rights. Nobody else will do it for you – which could be the case in your small and secure home institution.
  6. Letter of Confirmation
    • After returning from your exchange period you have to submit a copy of the certificate of your exchange period (Letter of Confirmation) from the host institution stating the exact time of your exchange
    • Ask the International Coordinator of your host institution to sign a Letter of Confirmation which serves as a proof of your exchange period
    • Submit a copy of the certificate to the International Services at JAMK after you have returned
    • Remember to ask your host institution also for a certificate of the studies you completed before you start your journey back home
  7. Continue writing your exchange report when you are abroad.
  8. Application for extension of exchange period
    • If you have originally applied for an exchange for only one semester, but you wish to prolong your stay to the next semester in the same institution, you have to apply for an extension of the exchange period from JAMK and the receiving institution
    • Apply with the form ‘Application for extension of exchange period
    • If you are on exchange for the autumn semester and you wish to continue on to the spring semester, you have to apply for the extension by November 15 at the latest
    • If however you are on exchange for the spring semester and you wish to continue on to the autumn semester, you have to apply for the extension by April 30
    • NB! Learning Agreement for the new semester must be enclosed in the application!

AFTER YOU RETURN


  1. Finish your exchange report or blog and send it to the International Coordinator of your school via ASIO
    • More information about reports under the heading ‘Reporting’.
  2. Apply for accreditation of studies undertaken abroad from your Head of Department
    • Accreditation of studies is a term used by JAMK University of Applied Sciences to refer to the replacement of studies, inclusion of studies and recognition of prior learning
      • -> Replacement refers to the replacement of courses/studies being completed at JAMK by corresponding higher education courses/studies completed elsewhere in the field of study concerned
      • -> Inclusion refers to including higher education courses/studies completed elsewhere as part of the degree being completed in JAMK, mainly as elective studies
    • As you are applying for accreditation of the studies you completed abroad, you need to fill in a form either for the inclusion of studies completed elsewhere in the degree or for the replacement of studies.You can find the forms here. If needed, you can get assistance from your International Coordinator
    • Please note that accreditation is applied for from your School, so submit the documents straight to the person(s) indicated in them, not to International Services.
  3. Apply for the second payment of te grant
    • Instructions and forms for applying for the 2nd part:
      • -> Fill in the form ‘Application for the second part of the grant’ and deliver it with enclosures to International Services
      • -> A certificate of your exchange period (Letter of Confirmation) from the host institution stating the exact time of exchange delivered to International Services (plus, if needed, copies of airline tickets, see the guidelines for grants, paragraph 4.4.)
      • -> Electronic exchange report approved in ASIO (or an approved blog)
      • -> Possible Changes to the Original Learning Agreement with all the signatures delivered to International Services (additional information and form under the heading ‘When you are abroad’)
    • The 2nd part must be applied for from International Services no later than six months after the end of the exchange period
    • NB! Those who receive an Erasmus grant must apply for the final 20 % of the grant during the Erasmus period, i.e. by the end of September irrespective of the date of the end of the exchange
    • JAMK is not obliged to pay the final part of the grant if the application for the 2nd part of the grant is made later than 6 months after the end of the exchange / by the end of September for Erasmus
    • The 2nd part of the grant will not be paid if the documents are not submitted within the requested time. In some cases part of the grant paid in the 1st part will have to be repaid: for example, required documents have not been submitted or the duration of the exchange has been shortened. Decisions are made by International Services
    • Applications for the 2nd parts of grants are processed in the middle of the month and at the end of the month. From processing to actual payment may take of few weeks because of internal circulation of the grant documents.
    • NB! Even if a student does not apply for the 2nd part of the grant, he/she must still submit all the documents mentioned within the 6 months/by the end of September for Erasmus!
  4. Prepare to be invited to talk about your experiences abroad in different kinds of occasions. Your contribution would also be valuable in our tutoring activities designed for the foreign students and trainees studying at our institution. If you are interested in acting as an international tutor, you can find more information about it on the website of the student union JAMKO, which is responsible for international tutoring at JAMK.

REPORTS


One of your duties as an exchange student is to write a report of your exchange. You can either write an electronic report in ASIO or a blog on the blog platform of JAMK (NB: personal, unofficial blogs are not accepted!)

Instructions for writing the exchange report in ASIO

Once your application for exchange in ASIO has been approved, the menu with the option for reporting will automatically become available for you in the section ‘Student Exchange Application Form and Report’. You should start writing your report right away and continue working on it all the way through your exchange period. Take notice of the maximum number of characters in each field when you are writing the report in ASIO; it is advisable to first write the report with a word processor and afterwards copy it into the report form in ASIO. This way you will surely have the report safe in your files and you will not lose it completely, if technical difficulties occur when sending the report via ASIO.

The language of reporting is English. There are seven topics in the report and under each topic you can find some general questions that help you write an interesting and informative report.

Finish your report after you have arrived back in Finland. Once the report is finished, send it to your International Coordinator via ASIO, within a month after your arrival in Finland at the latest. NB! You can only send your exchange report after the final date of your exchange period (as marked in ASIO) has passed. Therefore, if the lenght of your exchange period has changed from the original plan, correct the accurate dates in the report form and immediately inform both your International Coordinator and International Services about it as well. At the end of the report you are asked for permission to publish it; by giving your permission to publish the report in ASIO, it will become available for other students of JAMK to read.

Instructions for writing the exchange report as a blog

Every student accepted for an exchange period abroad will be sent an invitation to attend a blog training before actually going on the exchange. It is only possible to write the exchange report as a blog on the blog platform of JAMK, and only if you have attended the blog training. Therefore, if you do not attend the training, you will have to write the electronic exchange report in ASIO. The blog trainings are held a couple months before the exchange period begin. Before the training, the students must order themselves the blog platform of JAMK, on which the blog is then written. The invitation to the training includes instructions for ordering the blog platform. Remember to send your International Coordinator the link to your blog before your exchange period begins!

The language of blogging is English. In the blog training you will receive more detailed instructions about what the blog should include in order to substitute for the exchange report in ASIO. Finish the blog after you have arrived back in Finland. Once the blog is finished, go and note down the link to your blog in the field “0: Practical arrangements before the exchange period” in the report form in ASIO. Then click the send button; your International Coordinator receives the link to your blog in ASIO and after reading it he/she can either accept it as such or ask for amendments via ASIO.

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