INCOMING STUDENT EXCHANGE PROCESS
AT HAAGA-HELIA UAS
Sonja Valjus
Sonja Kuosmanen
April 4, 2017
INTRODUCTIONS
Organization
Haaga-Helia’s international team:
1 Head of International Affairs
7 International Coordinators located on 5 different campuses:
Pasila, Malmi and Haaga Campuses in Helsinki, Vierumäki campus and
Porvoo Campus
2016 Statistics
Outgoing exchange students over 3 months: 414 students
Incoming exchange students over 3 months: 284 students
Incoming student exchange
• One appointed main coordinator for the incoming student exchange
process as a whole.
• Each International coordinator is responsible for administrative tasks
(such as signing learning agreements) for a certain subset of incoming
students (groups are divided mainly based on campuses).
The incoming exchange coordinator…
• … Informs the Haaga-Helia international services team about
upcoming deadlines for internal processes.
• … Updates materials and informs partner universities about
nomination and application practicalities for incoming exchange
students.
• … Coordinates the selection process for incoming exchange students
in consultation with other international coordinators, as needed.
• … Coordinates Haaga-Helia’s cooperation with the Helsinki region
housing association HOAS, which provides accommodation for the
vast majority of incoming exchange students.
Incoming student exchange process
1. Partner university nominates students (separate DLs for autumn and spring)
and nominated exchange students fill in their application in the Mobility Portal.
2. Incoming exchange coordinator checks nominated students decides how
students are divided between campuses, consulting with the international
services team as needed, and informs selected exchange students.
3. Incoming exchange coordinator informs selected students about practical
matters and deadlines in preparation for their exchange period.
4. Exchange students arrive in Finland, attend the orientation at the beginning of
the semester, and begin their studies at Haaga-Helia.
5. At the end of the student’s exchange, the incoming exchange coordinator asks
for feedback for the student’s experiences. Student feedback is compiled,
analyzed, and shared across Haaga-Helia to help develop processes.
Channels of communication
Marketing materials (brochure, youtube videos: International, Porvoo campus)
Haaga-Helia website www.haaga-helia.fi/exch
Centralized email at [email protected]
Instruction emails
Facebook group
Orientation
Student intranet MyNet (practical information on studies, student activities,
events, etc.)
• Final feedback
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Communication in exceptional situations
Time for discussion!
Present yourself and your institution.
Share your practices with each other.
Find the best practices and ideas that you would like to bring back to
your institution!
The exchange students’
role and resposibility in
seeking information
Best practices of using
social media with
incoming exchange
students
How local students can
help incoming exchange
students integrate
Share your best
communication practices
for incoming student
exchange
Crisis management with
incoming exchange
students