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Exchange Studies Plan

Exchange Studies Plan

Students

1. Creating a New Exchange Studies Plan

Role: Student
Steps:

  1. Go to Documents → Applications → subsection SUBMIT NEW → Exchange studies plan.

  2. Click "Apply" to open the form for creating a study abroad plan.

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Empty study abroad plan

  1. Fill in the required fields:

    1. Form of mobility: Select "Semester studies abroad" or "Short-term/Blended Mobility."

    2. Name of the partner university (in English):

      1. Start typing the name of the partner university (a partial name is sufficient).

      2. The system will automatically display a list of matching universities (the list is based on partner institutions with an active cooperation agreement).

      3. Select the appropriate university from the dropdown menu.

      4. After selection, the Name of the partner university in the original language will be filled in automatically.

    3. academic year of exchange studies: Select the academic year from the dropdown menu.

      1. After selection, the following will be displayed:

        1. For semester-based mobility: select the semester from the dropdown menu.

        2. For short-term/blended mobility: enter the date range.

  2. Click “Save” to save the partner university information.

  3. Adding courses:

    1. Click "Add new course" to open a pop-up window for adding a foreign course.

      1. Enter the following information:

        1. non-TalTech course code (optional) – enter or search by course code.

          1. If the course is found, the following fields will be filled in automatically:

            1. non-TalTech course title in English

            2. non-TalTech course title in original language

            3. ECTS credits

          2. If the course is not found, fill in these fields manually:

            1. non-TalTech course title in English (mandatory)

            2. non-TalTech course title in original language (optional)

            3. If needed, click the "Same as in English" link to copy the English title into the original language field.

        2. ECTS credits – enter the number of ECTS credits (mandatory).

      2. Save the course information.

    2. Specify the equivalent TalTech course. Note: If the main specialization is not selected, the Study Information System (ÕIS) will display modules from all specializations — be attentive!

      1. Select from the dropdown the module the equivalent course belongs to.

      2. After selecting a module, a table will appear showing all courses under that module, including:

        • Course code and title

        • Whether the course is mandatory

        • ECTS credits

      3. Tick the checkbox next to the appropriate TalTech equivalent course. Note: If there are multiple equivalent courses tick the checkbox in front of all of them!

    3. Save the selection.

    4. Repeat the process until all courses are added.

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Course form

  1. Save the plan by clicking "Save".

  2. Submit the plan for approval by selecting "Confirm and submit to programme director."

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Filled out exchange studies plan

2. Modifying an Approved Exchange Studies Plan

Role: Student
Steps:

  1. Go to Documents → Applications and locate the approved plan.

  2. Click "Edit" next to the plan to open the detailed view.

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Approved exchange studies plan

  1. Make the necessary changes:

    • Add a new course by clicking "Add new course".

    • Delete an existing course by selecting the "x" in front of the row (a confirmation prompt will appear).

  2. Submit the modified plan for approval by clicking "Confirm and submit to programme director."

3. Modifying a Not Approved Exchange Studies Plan

Role: Student

Note: Read the programme director’s reasons for not approving the plan carefully. If the programme director deems the study abroad unnecessary, do not resubmit the plan—instead, consult with the programme director first.
Steps:

  1. Go to Documents → Applications and locate the rejected plan.

  2. Click "Edit" next to the plan to open the detailed view.

  3. Make the necessary changes:

    • Add a new course by clicking "Add new course".

    • Delete an existing course by selecting the "x" in front of the row (a confirmation prompt will appear).

  4. Submit the modified plan for approval by clicking "Confirm and submit to programme director."

Programme director

1. Approving or Rejecting an Exchange Studies Plan

Role: Programme Director
Steps:

  1. Go to Documents/Graduation → Exchange Studies Plans.

  2. Use the search filters, such as the student’s name or type of mobility, to find the plan.

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Exchange studies plans search view

  1. Click "View" next to the plan to open the detailed view.

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Exchange studies plans view

Choose one of the following actions:

  • Approve: Click "Confirm", confirm your selection, and the plan status will change to "Confirmed".

  • Reject: Enter a reason in the comment field, then click "Do not approve", and the status will change to "Rejected".

Mobility Centre

1. Rejecting an Exchange Studies Plan

Role: Mobility Centre
Steps:

  1. Go to Documents → Study Abroad Plans and search for the plan to be cancelled.

  2. Click "View" next to the plan to open the detailed view.

  3. Add a comment explaining the reason for the rejection.

  4. Click "Do not approve" and enter the justification for the cancellation (required).

  5. Confirm the action.

Dean’s office

1. Viewing an Exchange Studies Plan

Note: Exchange studies plan can only be viewed and not edited.

Role: Dean’s office

System: ÕIS3

Steps:

  1. Go to Academic mobility → Applications.

  2. Use the search filter Type of application value exchange studies plan to find the plans.

  1. Click "View" next to the plan to open the detailed view.