Departure services

Checkout meeting (mandatory) and administrative documents

In short:

  • Checkout meeting with your international administrative coordinator
    Make your booking approx. two weeks before you leave, see booking links below - will be updated shortly before the end of the term. Check the responsibility and locations!

Business, Business Information Systems, Information Technology, Engineering, Natural Resources:
Booking link via Doodle: https://doodle.com/poll/wvfpn9ydus8zisa7
Marianne Isola
Teuvo Pakkalan katu campus (B149.1) on Tuesdays
Kotkantie campus (F1420A) on Wednesdays and Thursdays

 

Health and Social Care, Media, Performing Arts, Oamk LABs, Professional Teacher Education:
Booking link via Doodle: https://doodle.com/poll/668tc949yqbrh4x7
Bastian Fähnrich
Kontinkangas campus (D1198) on Thursdays 

Kotkantie campus (F1420A) on Mondays, Tuesdays, Wednesdays and Fridays

 

  • Departure form via MoveON
    Please access this online form with your MoveON credentials (username = email and password) from your MoveON application, and submit it at least 3 days before the checkout meeting. The online form is required to process your trasncript of records and other relevant mobility documentation. In the online form we ask you to provide information including, e.g., your courses, stay, the address of your home university's international office.

  • Transcript of records
    Will be sent / handed out to you based on our 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.

    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 transcript of records according to our Erasmus+ or bilateral exchange agreement, applying also to free mover exchanges.

    Oamk's 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 Oamk's 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.


  • 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 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 and/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. 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 and/or traineeship. Please e-mail it only when you know all the final results (credits and grades) for Oamk's International Services to sign. You can send to your international administrative coordinator.

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In detail:

At the end of your studies or traineeship, please fill in and submit the so-called departure form via MoveON In addition, please book a checkout meeting - invitations and booking instructions are usually e-mailed to you approx. two weeks before the end of your exchange at Oamk.

Kindly note that physical presence is required for the whole term or sitting period of your exchange. You have to stay at Oamk 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 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 sitting period, and it will not have an impact on Oamk's statements of duration of your stay, e.g. Oamk's transcript of records or letter of confirmation. If you depart considerably earlier and based on our own decision (more than 5 days), then you may leave earlier, but this has to be documented and may have an effect on the Erasmus+ or equivalent grant issued by your home university or a third party. If learning activities last longer than planned, 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. Physical presence is required as long as learning activities last.

At the checkout meeting with your international administrative coordinator, you can already get a final transcript of records, if all results are available. You can get an initial transcript of records with partial results only if needed. 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 Oamk's template. Note that Oamk's transcript of records includes all relevant information about the results and duration of your studies and/or traineeship.

Oamk's 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.

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 transcript of records according to our Erasmus+ or bilateral exchange agreement, applying also to free mover exchanges.

Oamk's transcript of records will be emailed to you and a representative of your home university, and it will be sent (1 original copy) along with Oamk's 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. If you are relocating for some reason in your home country and cannot get the transcript of records from the international office of your home university, or if you have pursued a traineeship as a recent graduate, the transcript of records may be mailed also to your personal address.

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

Certificate charges

Certificates and transcripts are free of charge while you are an exchange student at Oamk. The transcript of records issued at the end of your exchange period and stating all your study attainments is also free of charge. You can pick up your transcript of records as an exchange student 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 your home university's international office (preferred) or to your personal address (if need be).

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 Oamk a Transcript 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.

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.

 

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).

Please agree on the mode of delivery with the International Services in advance. The receipt of payment can 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 Oamk 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 Oamk.

 

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.

 

Examination costs

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

 

(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.)