How Do I Prepare?

Preparations Before Leaving

During spring (usually in April) and autumn (usually in November) Hanken arranges a training programme (in Finnish) that is compulsory for Hanken's exchange students. The training programme covers areas such as culture shock and cultural differences and prepares the student for studying abroad. The training consists of a lecture and case study. Students that are working are asked to take a day off work to be able to participate. The training is arranged in the afternoon/early evening and usually takes a few hours. The training can also give useful skills which might be used in the workplace.

Detailed information about time and place will be given in the acceptance letter which is sent to all applicants at the beginning of April for exchange studies during autum, and in October for studies during the following spring.

Preparing for Departure

You have confirmed your exchange and you will soon be on your way to study as an exchange student at one of Hanken's partner universities. To make things as easy as possible, please read the information found under How do I prepare? And you should of course read the information for exchange students found on the home pages of your host university, as well as the information you are sent through the post or by email. And if you still have questions, you can always contact the International Co-ordinator at Hanken.

Start here:

• Take part in the preparatory workshop (in Finnish) arranged in April/November. All exchange students should participate. Areas dealt with are intercultural communication, culture shock etc. The workshop is intended to help you adapt to a new environment in an intercultural atmosphere. If you have already participated in a course, you can still contribute and take part in the discussions. You can never know too much about interacting in an international environment.

• Take part in the information on practical matters (in Swedish) offered by the International Co-ordinator at Hanken (April/November).

• Re-read the exchange reports that can be found in the Learning Lab in Helsinki and the Reading Hall in Vaasa. Now that you are actually on your way, you will read the reports with a fresh outlook.
  
  In these reports you can learn about various bureaucratic processes before your departure and on your arrival in your host country; you will get a lot of useful information about what to take with you (documents, forms, photographs etc.) New reports are continuously added to the collection.

• Read CIMO's brochures about studying in different countries. The brochures are called Opiskelemaan Saksaan or Ranskaan etc. They are written in Finnish and can be found at the Learning Lab in Helsinki and the Reading Hall in Vaasa as well as on CIMO's web site: www.cimo.fi - Publications.
  Read up particularly well on the various educational systems in different countries; this will help you when you choose your courses.

Scholarships

Hanken's scholarships for exchange students are paid at the beginning of July for those leaving for a university outside Europe, where the semester begins in July and August (eg. India, Canada, Mexico, Peru, South Africa and the U.S.A). Otherwise, the scholarship is paid to you on 1 September if you are going for the autumn semester or for the whole year, and 15 December if you are going for the spring semester.

Application Forms to your Host University

You may already have received some forms from your host university, such as the application form, the form for your choice of courses and a possible application form for a visa or for residence. When you have received the forms (April-June for the autumn semester and October -December for the spring semester), read all the instructions carefully, complete the forms and send them back immediately (Hanken does this for you only in special cases). Do not wait until the specified deadline - send them back as soon as possible. Don't forget to take copies of everything you send! (Unfortunately Hanken cannot take copies for you). Some universities require you to register online before you can send forms and attachments by mail.

• At many universities you are required to make your choice of courses as soon as you apply/register; within Europe this is called a learning agreement. If this is the case, discuss the courses with a professor/professors at Hanken first. You can then have the forms signed by the International Co-ordinators if this is required; you can do so at the Centre during office hours. Please check before coming so that you will be sure to find us there. If you can't come during the designated time and you would like to send us your forms for signing, please make sure that you allow enough time for us to get the forms back to you so that you can send them on to your host university well before the deadline. In other words, you yourself are responsible for sending the forms back within the time limit.
  
  Remember to take a copy of the learning agreement for Hanken's files.
  At some universities you choose your courses on arrival. If this is the case, please send a copy of your choice of courses, signed by the Co-ordinator at your host university, to the International Co-ordinator at Hanken.
  
  You should check the home pages of your host university regularly for information about courses etc. Many universities have all their forms on their web site; you can print the forms, complete them and return them to your host university.

• Some of the forms require the signature of the Departmental Co-ordinator/ECTS Co-ordinator and the Institutional Co-ordinator. The course choice form (called the learning agreement within Erasmus), is, for example, such a form. ECTS stands for the European Credit Transfer System, a system designed to facilitate the transfer of credits from one university to another.
  
  The Departmental Co-ordinator/ECTS Co-ordinator at Hanken/The Centre for Research and International Affairs is Margareta Granholm; the Institutional Co-ordinator is Johanna Lilius.
  
  In regard to housing, some universities have a "first come, first served" policy. The sooner you apply, the better your chances are for finding suitable housing.

Visa

Some desitantions may require that you apply for a visa.Ususally you need a Letter of Acceptance (a certificate from your host university stating that they have accepted your application). The Letter of Acceptance will be sent to you after registration or when you have handed in your application documents to the host university. Please, read the information about the visa application procedures provided by your host university.

The embassies usually also have useful information on their websites. By reading this information you can prepare your visa application while waiting for the Letter of Acceptance. Sometimes the ambassies require that you personally hand in your visa application, so prepare for this, in particular, if you don't live close to the embassy. Please, note that some countries (e.g. USA) require a certificate stating that you have particular sum of money.

The visa application procedures may take a long time, so please start the process in time!

Documents and Forms from Hanken

The International Co-ordinator with responsibility for outbound exchange students will send you the following forms by e-amil in June/July for the autumn semester and in November/December for the spring semester:

• A certificate in English stating that you are an exchange student and entitled to a scholarship. Students applying for visas will need this document (available May/October). Those not in need of a visa should take the document with them; it will be needed when reporting to the authorities.

• An application form for a scholarship. The form has now been signed by the International Co-ordinator. Don't forget to read this form thoroughly. It serves as a contract between Hanken and the exchange student. The grant means that you are obliged to study full time and on your return to write a report. More information can be found under How do I report?

• An Erasmus form. Exchange students in Europe, i.e. within the ERASMUS programme, will be sent an Erasmus form, showing the funds you will get from the Erasmus programme for your exchange studies. Complete this form, sign it and return it to the International Co-ordinator at the Centre for Research and International Affairs 14 August at the latest if your are leaving in the autumn and 10 December if you are going for the spring semester. This scholarship will be paid on 1 September or 15 December respectively, provided of course that you have signed and returned the form within the required time limit. The Erasmus rules requires you to sign this form as proof that you have received an Erasmus scholarship. There will be more information in the e-mail you will receive. If your scholarship comes from other sources than Erasmus, you will of course not be sent an Erasmus form, although you are still considered an Erasmus student if your host university is a European one.

• Erasmus Student Charter. Those of you travelling within the ERASMUS programme (i.e. within Europe) will also be sent an Erasmus Student Charter. This Charter specifies your rights and your duties as an Erasmus exchange student.

Keep Informed about Global Events

Keep informed about global events such as political instabilities, epidemics and natural disasters and check the Finnish and foreign authorities' recommendations concerning different countries. You should assess the situation in your host country and determine whether you want to go there as an exchange student. Here are some useful links:

1. The Foreign Ministry: www.formin.fi - Ajankohtaista- Matkustus (only available in Finnish/Swedish)

Please note that all students that are Finnish citizens or permanent residents in Finland who are going abroad are recommended to do a notification of travel (matkustusilmoitus/reseanmälan) to the Foreign Ministry. This means that you give the ministry your personal details, contact details abroad, and other details about the trip. This way the ministry can contact you in case of an emergency or crisis situation. Your personal details will never be given to anyone except necessary authorities.

The easiest way to do a notification of travel is by sending a text-message with your mobile phone. You can also use wap or submit the information by e-mail, fax or post. For specific instructions please see www.formin.fi -> Matkustusilmoitus

Please also always check the contact information of the embassy of your home country at your destination and notify the embassy of your stay in the country (dates for your stay, contact details etc).

You can also use these links:

2. The Ministry for Social Affairs and Health: www.stm.fi - International Co-operation

3. The National Institute for Health and Welfare: www.thl.fi

4. Worls Health Organization: www.euro.who.int

5. Foreign and Commonwealth Office: www.fco.gov.uk

6. Foreing and Commonwealth Office information about Mexico: www.fco.gov.uk/en/travelling-and-living-overseas/travel-advice-by-country/north-central-america/mexico

In the event that you should choose not to accept an exchange post because of acts of terrorism, a natural disaster or other similar events, Hanken can only in a very limited capacity try to find a new exchange post at a university in another country; this is dependent on the registration schedules maintained by the host universities.

Please note that it is also extremely important that you register with the authorities in your host country. You will receive instructions on how to register from your host university.

Insurance

Please check in advance to see how health care is organized in your host country, and whether Finland has any agreement with this particular country for Finnish citizens staying there. You can check this with FPA/KELA - The Social Insurance Institution in Finland at www.fpa.fi. If you are not a Finnish citizen, please check your insurance cover.

We recommend that you, regardless of the destination, have a valid insurance that covers e.g. travelling, belongings, health care, accidents and third party liability!

When you travel as an exchange student within Europe and you are a citizen of a European country, you should apply for a European Health Insurance Card from KELA/FPA. As some host universities require a copy of the Health Insurance Card when you fill in their application form, we recommend that you apply for the card at the latest when you receive the confirmation of your exhange study placement (in the beginning of april/october).

You are entitled to hospital and health care abroad during a temporary stay (such as for studies). The European Health Insurance Card guarantees you the same care and treatment that the citizens of that country enjoy, in accordance to the laws of the country. Please check with KELA to see what the regulations and benefits are in your host country. Should you seek the services of a physician or hospital not within the national health care system, you will have to pay your expenses yourself. Please note that the European Health Insurance Card only guarantees you the same care that the citizens of the country would be entitled to in the same situation. Should you for instance need special transportation to Finland due to illness or injury, you will have to pay for this yourself. It is advisable to purchase private travel insurance to cover any such possible costs. Take your Health Insurance Card with you when you leave.

You can find out more about the European Health Insurance Card on FPA'S/KELA'S web site. Here you will also find the application form to apply for the European Health Insurance Card.

We recommend that you purchase private travel insurance to cover possible costs for hospitalization, travel, luggage etc.

If you travel to a country outside Europe it is extremely important that you acquaint yourself with what your insurance covers. The insurance required by your host university is not always sufficient in case of illness or accident. Please contact your own insurance company and see that you have sufficient insurance. Don't forget your liability insurance.

Don't Forget to Register at Hanken Before You Leave

Don't forget to register as usual with the Office of Study Affairs before you leave! Please note that you can no longer register without paying. Everyone going on exchange abroad must be registered as present.

Information about Hanken

In case your host university arranges a Study Abroad Fair (an exchange studies fair) and invites exchange students to talk about their university, you will need material about Hanken and Finland.

• Information about studies, housing and other useful information for exchange students coming to Hanken can be found at www.hanken.fi - Information for students- Incoming exchange students. This is where you can find everything a foreign exchange student needs to know, all the forms an exchange student coming to Hanken should complete and information about courses that can be completed in English (under Subjects and Courses).

• Information about Finland can be found at http://finland.cimo.fi.

• A film and a power-point presentation about Hanken in general are found on Hanken's web site.

Applying for Student Financial Aid

Please note that you should clearly indicate that you will be an exchange student when you apply for your Student Financial Aid. The international co-ordinator will inform the financial aid secretary at Hanken about Hanken's exchange students.

Check List

This list will help you keep track of all the forms and procedures you will encounter.

April/May for the autumn semester and October/December for the spring semester

• Hand in the confirmation form stating that you accept/do not accept the exchange post according to the date on the form.

• Take part in the practical information given by the International Co-ordinator (given in Swedish).

• Participate in the preparatory workshop (culture shock etc) (given in Finnish).

• Check up on the courses offered by your host university (according to the instructions you may already have received).

• Complete the application forms of the host university if the deadline is in April or May (and if you have already received them).

• Make sure that your passport is valid for the entire duration of your stay. Please note that in order to obtain a visa to certain countries outside Europe, your passport needs to be valid for a certain length of time after your return. Check this information on the web site of the embassy in question.

• Apply for a visa (to countries outside Europe, e.g. USA, Australia, Mexico).

• Apply for a European Health Insurance Card (exchange students within Europe) from FPA/KELA or get a copy of the social insurance guaranteed Finnish citizens by law (some universities outside Europe).

• Check up on the social insurance guaranteed Finnish citizens in your host country (outside Europe). Students travelling to HEC Montréal need a KELA (The Social Insurance Institution) certificate affirming these rights.

• Purchase private travel insurance to cover possible costs for hospitalization, travel, luggage etc.

• See a doctor for a health certificate according to the instructions your host university may require (some universities outside Europe). Those travelling to Japan need this certificate in March/October. Please note that an HIV-test is required by some universities outside Europe.

• Check possible vaccinations with, for instance, the Student Health Care Centre. Please note that some vaccinations should be administered several times with a few weeks in between. Reserve enough time for this!

• Check flight prices. N.B.! Please check your host universities schedules for introductory courses for exchange students before the beginning of the semester and the last dates for exams before booking your ticket. Remember that your host university wants you to participate in the introductory courses.

• Make use of the fact that Hanken is an international university! Contact foreign students at Hanken or students at Hanken who have been abroad on an exchange at the university where you are going, if you haven't already done so. The International Co-ordinator can provide you with contact details.

• Please note that concerning exchange outside of Europe it is always the receiving university that makes the final decision on whether to accept you as an exchange student or not, and informs you of this.

May/July for the autumn semester or October/November for the spring semester

• If you haven'f done so already - check on the courses offered by your host university (according to the instructions you have received). Please note the deadline for sending your choice of courses to your host university.

• Read the information on transfer of credits available on Hanken's web site.

• Buy private insurance (travel, luggage, health and liability insurance). This concerns all exchange students!

• Complete the application forms of your host university if the deadline is at the end of May or June.

• Read about the educational system in CIMO's country reports (on CIMO's web site or in the Learning Lab in Helsinki and the Reading Hall in Vaasa).

• Read the exchange reports submittted by previous students once more.

Before you leave

• Acquaint yourself with the Hanken presentation (film and power point at the web site). You don't have to make up your own presentation, stick to the information this material gives (then dates and figures will be correct).

• Take a transcript of records (in English!) with you. This will help you when choosing courses. You might need proof of previous courses in order to be allowed to attend a specific course.

• Be sure to take with you the Hanken certificate stating that you are, indeed, an exchange student.

• And don't forget your letter of acceptance from your host university.

• Check up on global events and all students that are Finnish citizens or permanent residents in Finland who are going abroad are recommended to do a notification of travel (matkustusilmoitus) to the Foreign Ministry. The easiest way to do a notification of travel is by sending a text-message with your mobile phone. For specific instructions please see www.formin.fi -> Matkustusilmoitus

• Register at Hanken according to the instructions you have received (information also available on Hanken's web site).

On arrival at your host university

• Register with the authorities in your host country in accordance with the instructions from your host university.

• Send the International Programme Co-ordinator at Hanken your approved and final course selection.

• If you have any problems with your selection of courses, contact the International Programme Co-ordinator at Hanken.

• We rely on you to conduct your studies in a suitable and ethical manner.

• Remember that you are an ambassador for Hanken and for Finland. We hope you will adapt to the customs of your host university - and give others a good impression of Hanken and of Finland!

Before leaving for home

• Follow the instructions your host universities has given you.

• Take with you all the course descriptions and material from your host university so that you have "proof" of the contents of the courses and your own achievements when you apply for a transfer of credits.

• Prepare to share your experiences with other students at Hanken.

Good luck!