Student agreement

Each student will sign a student agreement with the IMLEX consortium. Below you can find a template of the student agreement for all enrolled IMLEX students: Erasmus Mundus scholarship holders and self-funded students. Each IMLEX student will sign the student agreement digitally. The signature link is sent to students some weeks after they have confirmed joining the programme.
IMLEX Student agreement template 2025

Master’s thesis guidelines

In Master’s thesis guidelines document, the main instructions, rules, submission and evaluation process are described. Master’s theses are jointly supervised and evaluated by the consortium partners. More information on theses and the thesis guidelines: https://www.imlex.org/studies/theses/

General

Semester 1 at University of Eastern Finland starts at the beginning of September and ends in mid-December. Exact dates can be found in UEF academic calendar (Autumn semester, 1st period and 2nd period). Studies take place in Joensuu campus.

Kamu student handbook is the main source of information for UEF study related instructions and guidelines. Kamu Orientation page and UEF general orientation days are highly recommended for all new students. In addition to the general orientation, IMLEX coordinator will send detailed information for the admitted students, and have regular meetings during the semester 1.
Smart Start is a guidebook to get started with the first IMLEX semester.
All new students have a student tutor at UEF. Tutors will contact their student group in June and will help in everyday matters, meet the student upon arrival, help getting settled in student housing and campus city.

To-do list before UEF semester start

• After admission results, confirm study place (instructions in the admission letter)
• Wait to receive your personal insurance documents by email
• Apply for residence permit, if relevant (see next paragraph)
• Apply for housing: https://www.joensuunelli.fi/en/
  • In the housing application, mention that you are an IMLEX student and will spend only one semester in Joensuu. This way, you may be offered housing with furniture.
• Join UEF pre-arrival webinars (schedules and links will be sent to admitted students)
• Provide verification of your educational documents: https://www.uef.fi/en/verification-of-official-educational-documents
• Pay IMLEX participation fee (relevant for self-funded students)
• Register as present student at UEF: https://kamu.uef.fi/en/tietopankki/registration-instructions-for-new-students/registration-for-new-students/ (Please see the paragraph below)

Visa / residence permit (non-EU/EEA students)

Migri website is the main source of information for obtaining a Finnish residence permit: https://migri.fi/en/residence-permit-application-for-studies

IMLEX consortium offers a travel and health insurance for all enrolled funded students (from intake 2025 onwards). The insurance documents will be sent to students soon after study place confirmation. The insurance coverage is sufficient for the residence permit requirements.

It is recommended to apply for the Finnish residence permit for student for the whole two-year study period: 1 September [year 1] – 30 September [after academic year 2]. When applying for the permit, you need to show funding for living costs for the first year only. Details of the income requirement on Migri website: https://migri.fi/en/income-requirement-for-students
EMJM scholarship holders can prove their income with the admission letter from UEF.

Student registration at UEF

All IMLEX students will be registered as present students at University of Eastern Finland throughout the two-year studies. For the first academic year, IMLEX students will register as present for the autumn semester and absent for spring semester, otherwise following the normal registration instructions. The spring registration status will be changed later. During the semesters spent outside Finland, IMLEX students will be exempted from paying the student union fee, and the programme coordinator will take care of the registration process.

Digital services at UEF

IMLEX students get a user account to UEF after student registration, and the user account will be valid throughout the studies, two academic years. Instructions to activate the account and contact information for UEF Digital Services can be found here: https://www.uef.fi/en/digital-services

Digistartti platform will help in exploring various digital services, including the student and course register Peppi, scheduling assistant Tuudo, etc. https://kamu.uef.fi/en/tietopankki/new-students/uef-digistart-course-for-new-student/

General

Semester 2 at University Jean Monnet starts at the beginning of January and ends in mid-June. Information on living costs, accommodation and other practical information is given at UJM website: https://www.univ-st-etienne.fr/en/campus-life/daily-life/daily-life.html

Visa / residence permit (non-EU/EEA students)

In case you have a residence permit in Finland covering at least the first academic year, you can use a mobility notification for the semester 2 in France, following the EU directive 2016/801. Nevertheless, obtaining a separate student visa for France may be beneficial. Personal instructions for the semester 2 mobility will be sent to students during the first semester.

Summer break from mid-June to the end of August can be used for an internship or a summer job. The internship is not part of IMLEX curriculum, and students can find placements freely anywhere, in companies, universities or research institutes. IMLEX consortium partners can offer internship topics, but students are responsible for finding an internship host or employer themselves, if they wish to have one. There is no requirement or template for an internship agreement from IMLEX consortium side.

General

Summer School at KU Leuven Ghent campus takes place in September, after the first academic year. The duration is two weeks, and exact dates are communicated to students well in advance. Practical information on housing and other arrangements will be sent to IMLEX students directly, and general information on Ghent campus is given at KU Leuven website: https://www.kuleuven.be/english/campuses/ghent/study

General

Semester 3 at Toyohashi University of Technology starts at the beginning of October (2nd academic year) and ends in February. Practical instructions for the semester 3 in Japan have been gathered in TUT IMLEX website: https://imlex.tut.ac.jp/english/guide/

Visa / residence permit

The process for the visa/residence permit for Japan will be done during the first academic year, with TUT administration contacting all IMLEX students in May of the first academic year. Students will need to apply for a Certificate of Eligibility (CoE), and this application is done by TUT on behalf of the students. Once the CoE has been issued, students need to submit it, along with other required documents, to the nearest Japanese Embassy or Consulate-General to complete the visa application process.