Departure services

Checkout meeting and administrative documents

Infograph: Steps for Checkout Meeting: 1) Check from your mobility documentation what kind of documents you need for your home university at the end or after your exchange 2) Submit your departure form via MoveON 3) Book your check out meeting with your international administrative coordinator 4) Come to your checkout meeting and get relevant documents at the meeting or afterwards from Oamk

1) Check from your mobility documentation what kind of documents you need for your home university at the end or after your exchange

2) Submit your departure form via MoveON

Log in to the departure form with your MoveON credentials (username = email and password) from your MoveON application. Submit it at least 3 days before your checkout meeting. The online form is required to process your letter of confirmation, transcript of records and other relevant mobility documentation.

3) Book your checkout meeting with your international administrative coordinator

Make your booking once you have received the email about the checkout meeting, approx. 2-3 weeks before the end of your exchange. If you are leaving at other times, then please agree by email or phone on an individual meeting with your international administrative coordinator. Check the responsibilities and locations hereafter:

  • Students taking part in Oamk's programmes in Business / Business Information Systems / Information Technology / Engineering / Natural Resources:

    > Book a time with Marianne Isola (Link to Doodle will be published 2-3 weeks before the end of your exchange.)
    Teuvo Pakkalan katu campus (B149.1) on Tuesdays (map)
    Kotkantie campus (F1420A) on Wednesdays and Thursdays (
    map)
  • Students taking part in Oamk's programmes in Health and Social Care / Media & Performing Arts / Oamk LABs (DevLAB, Game LAB) / Professional Teacher Education

    > Book a time with Bastian Fähnrich (Link to Doodle will be published 2-3 weeks before the end of your exchange.)
    Kotkantie campus (F1420A) on Tuesdays and Wednesdays (map)
    Kontinkangas campus (D1198) on Thursdays (
    map)

4) Come to your checkout meeting and get relevant documents at the meeting or afterwards from Oamk:

Letter of Confirmation or Departure Confirmation

Check with your home university whether you need a document giving proof of the duration of your exchange on your home university's template, and bring it to the checkout meeting or email it beforehand to your international administrative coordinator. Please note that this document is only issued by Oamk, if needed and available on the template of your home university. Oamk's transcript of records includes all relevant information about the duration and results of your studies or traineeship. In addition, you will receive Oamk's letter of confirmation.

 

Learning agreement (after the mobility)

Check with your home university whether you need this document on your home university's template for documenting the final results of your studies or traineeship. Please note that this document is only issued by Oamk, if needed and available on the template of your home university. Oamk's transcript of records includes all relevant information about the results and duration of your studies or traineeship. If required, please email it to incoming.students@oamk.fi only once you know all the final results (credits and grades) for obtaining the signature from Oamk's International Services.

 

Transcript of records

This document will be sent and/or handed out to you based on Oamk's assessment regulations and times set in exchange agreements between universities, see below. Oamk's transcript of records gives also proof of the duration of your exchange. The transcript of records includes the course and project work assessment results according to Oamk's grading scale and ECTS conversion tables, and/or course progress information. If you are pursuing an Erasmus+ traineeship at Oamk or a local company/organisation, you will usually also receive a traineeship certificate from your supervisor after completion of all traineeship tasks and once the assessment has been completed by the supervisor.

 

Mobility documentation policy:

  • We (Oamk) require physical presence of exchange students/trainees (you) during our official terms and mobility periods. The term and mobility periods have been planned so that you can complete your learning activities during the times given. The official exchange duration is documented, e.g., in your acceptance letter as well as your enrolment certificate, and/or learning agreements.

  • Once you have finished your learning activities in the frame of your studies or traineeship, teachers/supervisors have three (3) weeks (excluding holidays) for completing the assessment. Oamk’s international administrative coordinators then have another five (5) weeks (excluding holidays) to issue the transcript of records according to our Erasmus+ or bilateral exchange agreement.The assessment and service times apply also to free mover exchanges.
  • Documents such as the letter of confirmation and the transcript of records are handed out directly to you as hard copies, if available at the end of your exchange. In any other case, documents shall be sent as soft copies by email (encrypted) to you personally, and as original hard copies by regular postal mail either to your home university's international office (preferred) or to your personal address (if need be).
  • If your learning activities end earlier than planned on the part of Oamk, you can leave our university a few days (normally only 5 days) before the official end of the term or mobility period. This will not have an impact on Oamk's statements of duration of your stay, e.g. our letter of confirmation or transcript of records. In this case, an early departure shall not effect the Erasmus+ or equivalent grant issued by your home university or a third party.
  • If you end your learning activities and depart from Oamk on your own part considerably earlier than planned (more than 5 days before the official end of the term or mobility period), then this must be documented in Oamk’s statements of duration of your stay, e.g. our letter of confirmation and transcript of records. An early departure may have an effect on the Erasmus+ or equivalent grant issued by your home university or a third party.
  • If your learning activities last longer than the official end of the term or mobility period, then you must devise the learning agreement (during the mobility) and consult all parties at Oamk and your home university about an extension of your stay. An extension of your stay may have an impact on your Erasmus+ or equivalent grants of mobility schemes.

 In case you have questions, please contact our International Services (incoming.students@oamk.fi).

Certificate charges

The transcript of records stating your study attainments is free of charge while you are an exchange or degree student at Oamk. You can pick up your transcript of records from the International Services before your departure providing that all the study attainments have been assessed and recorded by then. Alternatively, the transcript of records can be sent either to your home university's international office (preferred) or to your personal address (if need be), once all results are available.

Additional copies of the transcript, or transcripts issued due to e.g. misplacing the documents, are subject to the fees mentioned herafter (e.g. a transcript of records costs 10 EUR + handling and delivery costs abroad 10 EUR = 20 EUR):

Fees

  • Transcript of records 10 EUR (1 copy, additional copies for more than 3 copies 1 EUR/copy)
  • Degree certificate with appendices 40 EUR (1 copy)
  • Reference letters or complementary certificates for working abroad 40 EUR (1 copy) and investigation and reports by the head of the degree programme 60 EUR/hour.

Delivery costs

  • Delivery as a registered letter to Finland 6 EUR and abroad 10 EUR
  • Delivery as a registered cash on delivery letter to Finland 10 EUR (not possible for international deliveries).

Please agree on the mode of delivery with the International Services in advance. The receipt of payment can be sent as an email attachment, or it can also be produced upon pick up, if copies or certificates are picked up in person. Cash payments are not accepted.

The International Services of Oamk certifies for a true copy only transcripts of records and degree certificates which they have copied themselves. Copies are given only of transcripts of records and degree certificates which are awarded and issued by Oamk.

Transcripts of records are usally issued as hard copies but these can be emailed (encrypted) also as soft copies, of course.

 

Instructions for payments 

Costs for copies of transcripts of records, degree certificates and potential handling and delivery fees are paid

  1. In advance as a bank transfer to the following bank account

    Beneficiary's bank: Osuuspankki/OP Bank
    IBAN: FI32 5741 4020 0600 54
    BIC: OKOYFIHH
    Beneficiary: Oulun Ammattikorkeakoulu Oy (Oulu University of Applied Sciences Ltd)

It is obligatory to mention in the message field of the payment: Oamk 10208


OR

 

  1. Cash on delivery
    Cash on delivery can be used only for letters which are sent to Finnish addresses

 

 

(Rector of the University of Applied Sciences 2013. Decision 10.4.2015 § 32. Similar fees are also charged from degree students of Oulu University of Applied Sciences.)