WELCOME TO APPLY TO THE UNIVERSITY OF HELSINKI!

Transcription

1 WELCOME TO APPLY TO THE UNIVERSITY OF HELSINKI! There are four steps in the application procedure: 1. Select your Country, Home Institution, Exchange program and Academic year at the online portal 2. Fill in the online registration form 3. Enter your applicant account 4. Complete your application A) Complete Personal Data B) Complete Learning Agreement C) Print Learning Agreement D) Print Application Form 1. SELECT YOUR COUNTRY, HOME INSTITUTION, EXCHANGE PROGRAM AND ACADEMIC YEAR AT THE ONLINE PORTAL To apply to the University of Helsinki, access the online-portal through following link pers=s First you need to choose at least your Country, Home institution, Faculty in the University of Helsinki, Exchange program and the correct academic year (2012/2013). Then, click Show exchange details and you are forwarded to the online registration form (You should first check with your home institution if you have the right to apply!)

2 NOTE! If you are applying to ISEP, Nordlys or North2North exchange, you need to click on the ISEP, NORDLYS, NORTH2NORTH -link on the upper right side, then ISEP Nordlys or North2North (see picture below). You are forwarded straight to the online registration form. For example, for a student from Universidad Complutense de Madrid, there are 12 Erasmus SMS exchange possibilities in the example below: Once the list of your own exchange opportunities is opened, please click on the GREEN lamp of your choice and a new window will open. This is the electronic registration form: 2

3 2. FILL IN THE REGISTRATION FORM All fields marked with an asterisk (*) are obligatory. 1. Data concerning the application 2. Personal Details Remember to check that you fill in your correct address! 3. Address details of the applicant 4. Data concerning the contact person in case of emergency Fill in the person you want to be contacted in case of emergency (e.g. mother, father) 5. Data concerning the current study 6. Data concerning the planned study Autumn semester in the University of Helsinki is 1 st of September 31 st of December. Spring Semester is 1 st of January 31 st of May. (Note that usually classes end before Christmas and do not start until after the first week of 3

4 January, in case you want to go home during the academic year. Check the exact dates with the Faculty you apply to. These dates might not be available until you arrive to Finland). Check the application periods accordingly in spring you can only apply for the whole academic year or autumn semester. Spring semester applications are sent in the beginning of autumn. 7. The Statement of Purpose Write the reasons why you wish to study at the University of Helsinki in your statement of purpose. Remember, that the minimum length is 200 words! You cannot make any changes yourself to your statement of purpose later on, so write it carefully. You can, for example, first write it to Word and then copy and paste it to the field. 8. Language competence 9. Other information I will participate in the mandatory Orientation Course at the beginning of the term in Helsinki field: REMEMBER! This Orientation Course is important for you to attend. It will help you adjust to the student life in the University of Helsinki and everyday situations that may vary from your home country, as well as help you with practical issues you will face once arriving to Finland (e.g. registration with the immigration, Finnish Social Security number etc.). If you do not attend the Orientation Course, you agree to study the Orientation Handbook and deal with all the practical issues on your own. Once you ve filled all of the fields, please click Send application -button. You cannot update the information in the registration form after sending it (please contact kvl-admin@helsinki.fi in case you need to update details in your application form). This is only a registration phase, and before completing the following steps YOU HAVE NOT YET COMPLETED AND SENT IN THE WHOLE APPLICATION! After you click Send application, you will receive the following message: 3. ENTER YOUR APPLICANT ACCOUNT You will receive an confirmation Confirmation of Registration. Click on link in the For registration, please click on this link. When you click on the link, a new window will open up (see below). Fill in your Date of birth (DD.MM.YYYY) and click Next step. 4

5 You will then be asked to create a login name and password (please see the picture below). Pick a login name that you will remember easily. The username and password you create must have minimum 8 and maximum 12 digits, at least one number, at least one upper case letter and no special characters. For example: Username1, password1. NOTE! It is recommended NOT to use special characters in your password (such as *, ), %, &, #) because you might not be able to log in later on. Then following view will open: Click on the Direct entry to Online portal -button (you re directed to your application account). You will receive another about the application procedure after this. All the following steps are explained in this . Once you have logged in, you will see the "Necessary steps" for your application and foreign stay to be completed. NOTE that the failure to complete all the mandatory steps jeopardises your application. 5

6 4. COMPLETE YOUR APPLICATION After you re directed to your application account, you need to select a security question (and answer for the question). You can also change your password if necessary: Save the security question or changes by clicking Submit changes. After that you can proceed with the application procedure by doing the necessary steps in your Application worklow. Click on the Reload Application Workflow All the necessary steps YOU need to do are above the black line. You are required to do the steps in that order. By clicking the Reload Application Workflow on the right, you will return to this view. 6

7 A) COMPLETE PERSONAL DATA Click Complete Personal Data -link to complete your personal details. You will get the following view: Save the data by clicking create and you will return to your application Workflow. B) COMPLETE LEARNING AGREEMENT You will need to fill in your preliminary Learning Agreement. Note that all Erasmus agreements are bilateral agreements and that they are made between Departments or Faculties. The Learning Agreement must always be approved by a member of staff (often either academic or administrative) of your home university. Changes to the initial Learning Agreement are likely and it is wise to talk about the possible revisions to the agreed Learning Agreement at the earliest possible instance. Click on the Complete Learning Agreement -link. You will then see the following view: Click on the (create new record) icon on the left to add new courses (please note that you will have to create the courses one by one). Find out which courses the Department or Faculty you chose offers and how the courses suit to your degree at home. Courses can be found at Remember that all of these courses might not be available since the information of the courses has not yet been updated. We cannot guarantee that the course you have chosen will be arranged every semester. Basic courses, however, usually remain similar. 7

8 Add the course unit code at the host institution, course unit title at the host institution, number of lessons at the host institution (can be left blank) and number of ECTS at the host institution. It is important to state the number of ECTS so that your co-ordinator can accept your learning agreement. The courses you add here will be added to your learning agreement. After inserting the first course, click Create. You will then see the following view: You can either go back to the general overview or go to the next insert and add a new course to your Learning Agreement ( Go to next insert ). You also can log out and complete your learning agreement later on (from the link you were provided in the second with your new username). If you decide to log out and finish the learning agreement later, you will see the workflow like this the next time you log in: 8

9 If you DID NOT finish your learning agreement, click Complete Learning Agreement and add the courses you wish. If you accidentally added a course you did not want to, you can delete it by clicking the bin icon (see below): You can also update the course information by clicking on the Update record -icon next to the bin icon. Once you have completed your learning agreement, go back to the general overview (click Reload Application Workflow or Cancel ). C) PRINT LEARNING AGREEMENT To be able to print the required enclosure you should have the Adobe Reader -program installed. You can install it (PC) for free on Mac-users can open the file with Mac Preview (installed with Mac s regular package). Click on Print Learning Agreement : The Learning Agreement will open in a new window. You can save it on your computer and print it, or print it later. Note that in the Learning Agreement Name of the course [home institution] and ECTS -credit [home institution] fields will be left blank. You have to discuss with your co-ordinator in your home institution about how these courses can be accepted in your degree. D) PRINT APPLICATION FORM Once you return to the workflow, you will see the following view: 9

10 To print the application form, click Print Application form. After you have printed the application form, you can either upload required application documents (saved in Pdf-form) or fax ( ) them to International Exchange Services. Remember that all required Application documents must be signed and stamped. Even if you filled in your learning agreement online, you need to print it, take it to your co-ordinator to be signed, then scan it and upload it to the electronic application in a Pdf-form OR fax it to the International Exchange Services. The application documents you need to upload at this point IF YOU COMPLETE THE WHOLE APPLICATION PROCEDURE ONLINE ARE: Transcript of Records Learning agreement (signed and stamped) Language certificate * Printed application form (signed and stamped) * Note that not all the Faculties/Departments require a language certificate. Please check the instructions for the language certificate at More info can be obtained from different Faculties or Departments. The language certificate itself can be found at Before uploading enclosures, please check that you have scanned them after they have been signed and stamped! You can also upload a copy of your passport (optional). If you DO NOT complete the application online, you nevertheless need to FAX ALL REQUIRED ENCLOSURES TO THE UNIVERSITY S EXCHANGE SERVICES. 10

11 QUESTIONS? In all questions regarding your exchange, please send to the appropriate coordinators at the following -addresses: Erasmus-students: Nordplus- and Nordlys -students: Other programmes (e.g. AEN, MAUI, University Bilateral, North2North, North South South): In case you want to update some details of your application, please contact With any technical difficulties, please contact 11