Checklist for outgoing students

Once you have made the decision to go abroad, you can use this page to find the relevant information in all phases of the exchange process, starting from the submission of the application and ending to the feedback report.

The exchange process will be coordinated in the Mobility Online system.

Please note that there are various steps throughout the exchange process.

In Erasmus+ exchanges, part of the mobility grant will be paid after the exchange period when all the required steps have been completed.

Before the exchange

1. Apply for exchange

Application to Diak and, if necessary, a separate application to partner institutions after nomination.


2. Fill in the forms:

  • Learning Agreement in Erasmus exchanges (found in Mobility Online)
  • separate forms for student exchange and practice placement.

3. Attend the orientation course

PRO1 course for Asian and African exchanges, ODE course for other exchanges. The orientation course gives you valuable knowledge about global environment but also practical information concerning the well-being abroad, insurances and grants, for instance.


4. Inform Kela about the changed circumstances

If you are entitled to Kela study grant during your studies in Finland, you have to notify Kela about your changed circumstances. You can do it via the  Kela’s online service.


5. Apply for study grant

Apply for the grant in Mobility Online. The grant application can be made once the previous steps have been completed. You are only entitled to one of the grants listed below; the type of the study grant is determined by the exchange programme.

Please enter the exact days of the exchange period (not an estimation), as your travel insurance will only be in place for the days specified in the grant form. Please check that you have entered your bank account information in the IBAN form.

Apply for one of the following funds:

Diak study grant

For students who do not qualify for an Erasmus grant (normally for any destination outside Europe)


Erasmus Study Grant

For students participating in the Erasmus Studies Programme (normally any university exchange in Europe). Every now and then it is also possible to attend the global Erasmus+ exchange.


Erasmus Work Placement Grant

For students participating in the Erasmus Work Placement Programme (normally any work organization placement in Europe)


6. Arrange tickets, work permits, residency permits and visa

The student is responsible for buying travel tickets and applying for work permits, residency permits and visas as applicable. Please note that bureaucratic processes take time, and it is advisable to start early. Should you need some official statements, you can get those from the international office.


7. Find out about insurance cover

Diak has insurance cover provided by LähiTapiola Ltd.

The students of Diak are insured against accidents also while studying and/or completing practical training abroad. The insurance policy covers medical expenses, daily allowances, permanent disability and death caused by an accident if the accident occurs during curriculum-based activities or travel directly related to such activities.

Students may choose the doctor or place of treatment themselves. The treatment fees must be paid on the spot, and compensation cannot be claimed until the student has returned home.

We recommend that outgoing exchange students should also obtain their own travel insurance for additional coverage. For example, luggage is not covered by Diak’s insurance.

Important: Please note that if you are not a member of the Finnish social security system Kela and you don’t have permanent residence in Finland, Diak cannot provide travel insurance for you.

In this case, you should obtain travel insurance cover for the entire exchange period, including travel from Finland to the destination and back.

If you are going to another EU country and are a citizen of a member state, you are normally entitled to public health care services in acute cases on the basis of the Finnish health insurance scheme provided that you are a member.

Note: The level of health care compensation or treatment may not be equivalent to that provided by health care services in Finland.​

More information about insurance cover.


8. Apply for a European Health Insurance Card

In order to prove your right to medical care, you must apply for a European Health Insurance Card from Kela. The health insurance card is free of charge.


9. Apply for a criminal record extract

This document can be obtained from the Suomi.fi online service center if your practical training involves working with children.


10. Send a travel notification to Formin

All students (including non-Finnish citizens) must notify the local Finnish embassy about their stay in the area. For instructions and forms, see formin.fi.

During the exchange

1. Inform Diak about any changes

Please inform Diak if there are any changes in your mobility once you are abroad. It is advisable to maintain regular contact with the international office – all feedback and observations are welcome.


2. If there are changes to the study modules, amend your Learning Agreement

If you are taking an exchange period under the Erasmus+ program and there are changes to your courses or program, you will have to complete a form to amend your Learning Agreement. This document must be signed by the departmental coordinator at Diak and in the host institution.

In addition, if the dates of your exchange period change, please inform the international office immediately.


3. What if I decide to come home in the middle of the exchange period?

If you come home significantly earlier than planned, you may have to pay part of the grant back.

If something is unclear to you during the exchange, do not hesitate to contact the international office.

After the exchange

1. Credit transfer

Students must deliver the transcript of records and the signed learning agreement to the international coordinator via email or by uploading them directly to the Mobility Online system.

You can ask your study counsellor to help you with the credit transfer process. Please note: the credits will not be transferred automatically.


2. Participate in a post-exchange review session

Upon your return from the exchange period, you should participate in a review session either in a group or individually. If you are unable to attend a group session, you must contact the international coordinator to schedule a personal appointment.


3. Fill in an exchange report

The exchange report is a mandatory part of your exchange process. You are expected to submit your exchange report without delay after your return. The guidelines for writing the exchange report are available in the orientation portal.


4. Return your insurance card

If you have a physical insurance card, please return your insurance card to your international coordinator.


5. Share your experiences!

As part of the exchange process, all Diak exchange students are expected to share their experiences with other students who are considering an exchange period.

An invitation to the information sessions and/or to the orientation of the next outgoing exchange group will be sent by email in the coming semesters.