Departure services

Checkout meeting (mandatory) and administrative documents

In short:

  • Checkout meeting with your international administrative coordinator
    Make your booking approx. one month before you leave, see booking links below - will be updated shortly before the end of the term.

  • Departure form
    Provide your international administrative coordinator with this form and relevant information (address of your home university, list of your courses or traineeship pursued at Oulu UAS, duration of exchange etc.) before the checkout meeting!

  • Transcript of records (initial and final versions)
    Will be sent / handed out to you based on our assessment regulations and times set in exchange agreements between universities. Oulu UAS transcript of records includes proof of the duration of your exchange.

  • Letter of Confirmation or Departure Confirmation
    Check with your home university whether you need this or other relevant documents giving proof of the duration of your exchange on your home university's template, and bring it to the checkout meeting or e-mail it beforehand to your international administrative coordinator. Please note that this document is only issued by Oulu UAS, if needed and available on the template of your home university - Oulu UAS' transcript of records includes all relevant information about the duration and results of your studies and/or traineeship.

  • Learning agreement (after the mobility)
    Check with your home university whether you need this document on your home university's template, and bring it to the checkout meeting or e-mail it beforehand to your international administrative coordinator. Please note that this document is only issued by Oulu UAS, if needed and available on the template of your home university - Oulu UAS' transcript of records includes all relevant information about the results and duration of your studies and/or traineeship.

 

In detail:

At the end of your studies or traineeship, please fill in the so-called departure form and e-mail it to your international administrative coordinator. In addition, please book a checkout meeting - invitations and booking instructions are usually e-mailed to you approx. a month before the end of your exchange at Oulu UAS.

Kindly note that physical presence is required for the whole term or sitting period of your exchange. You have to stay at Oulu UAS to complete all learning activities as planned in your learning agreement and based on the implementation of your studies and/or traineeship in our university. This guarantees that the aims of your studies or traineeship can be met by all parties, and that you are able to fulfill the requirements of, e.g., the Erasmus+ or other mobility schemes.

In case learning activities end a few days earlier than planned on the part of Oulu UAS, you can leave our university a few days before the official end of the term or sitting period, and it will not have an impact on Oulu UAS' statements of duration of your stay, e.g. Oulu UAS' transcript of records or letter of confirmation. If learning activities last longer than planned, then you must devise the learning agreement (during the mobility) and consult all parties at Oulu UAS 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. Physical presence is required as long as learning activities last.

At the checkout meeting with your international administrative coordinator, you will be able to get Oulu UAS' initial transcript of records, which gives also proof of the duration of your mobility at Oulu UAS. In case you need the Erasmus+ learning agreement (after the mobility) or other documents, such as a letter of confirmation for Erasmus+ etc. on the template of your home university, please indicate this to your international administrative coordinator before the checkout meeting. You will also receive a Letter of Confirmation on Oulu UAS' template, if need be. Note that Oulu UAS' transcript of records includes all relevant information about the results and duration of your studies and/or traineeship.

Oulu UAS' initial transcript of records includes the course and project work assessment results according to Oulu UAS grading scale and ECTS conversion tables, and/or course progress information. If you are pursuing an Erasmus+ traineeship at Oulu UAS 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.

Kindly note that our teachers/supervisors have three (3) weeks (excluding holidays) for completing the assessment after the last course assignment has been handed in or after the last exam has been taken by the student/trainee. Our international administrative coordinators then have another five (5) weeks (excluding holidays) to issue the final transcript of records according to our Erasmus+ or bilateral exchange agreement, applying also to free mover exchanges.

Oulu UAS final transcript of records will be e-mailed to you and a representative of your home university, and it will be sent (1 original copy) along with Oulu UAS' letter of confirmation (1 original copy) by regular postal mail to the international office or another representative of your home university. Please mention the correct address in your departure form.

In case you have questions, please contact Oulu UAS' International Services (incoming.students@oamk.fi) respectively your international administrative coordinator at Oulu UAS.

Certificate charges

Certificates and transcripts are free of charge while you are an exchange student at Oulu UAS. The transcript of records issued at the end of your exchange period and stating all your study attainments is also free of charge. Additional copies of the final transcript, or transcripts issued due to e.g. misplacing the transcripts or certificates, are subject to the fees mentioned below (e.g. a transcript of records costs 10 EUR + delivery costs to abroad 10 EUR = 20 EUR). 

Fees

A degree certificate with appendices 40 euros
A transcript of records 10 euros

For a student of Oulu UAS a Trascript of Records is free of charge. If the student needs more than three copies at a time, the fee is 1 EUR/Transcript of Records.

Complementary certificates or reference letters for working abroad 40 EUR and investigation and reports by the head of the degree programme 60 EUR/hour.

Delivery costs

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


Examination costs

Taking an examination in Oulu UAS's examination event for students who are not students of Oulu University of Applied Sciences: 50 EUR


For a present student a transcript of records (one copy) is free of charge. If the student needs more than three copies at a time, the fee is 1 EUR/Transcript of Records.

A resigned student gets a resignation certificate with a free transcript of records. An original degree certificate is also free of charge to a graduating student. 

A transcript of records issued to an exchange student stating all his/her study attainments at the end of his/her exchange period is also free of charge and can be picked up from the International Services before returning home (providing that all study attainments have been assessed and recorded by then), or it can be sent either to the student him/herself, or to his/her home university's international office.

The transcripts of records and the copies of the degree certificates can be picked up from the International Services offices of Oulu UAS, or they can be sent as a registered letter to your home address (or to the international office of your home university). Please agree on the mode of delivery with the International Services in advance. The receipt of payment should be sent as an e-mail 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 Student or International Services of Oulu UAS certify for a true copy only degree certificates and transcripts of records which they have copied themselves. Copies are given only of degree certificates and transcripts of records which are awarded and issued by Oulu University of Applied Sciences.

 

Instructions for payments 

Costs for copies of degree certificates, transcripts of records 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

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

 Cash payments are not accepted.

 

(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.)