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Exchange Partners: How to nominate

Step-by-step guide on how to nominate and other useful information for our exchange partners.

Nomination periods

Autumn semester or full academic year15 March - 15 April
Spring semester1 September - 1 October

Other procedures apply for Music Studies: Applicants to Music performance and Music composition should not be nominated by their home university, but must apply in the joint international application form by 1 March every year.

Application periods

Autumn semester or full academic year15 March - 15 April
NEW deadline from 2019!
Spring semester1 September - 15 October

The Exchange portal contains all relevant information for future exchange students.

How to nominate

Step 1 - Log in

Log in to Nomination web

Nomination web supports Internet Explorer 8 or newer versions, along with most other browsers (e.g. Safari, Opera, Firefox, Chrome).

Username

Your username is your email address or joint institutional email address.

Password

  • First time login: You must order a password at the login page. Enter your username and choose Send password.
  • Forgotten password: You must order a new one at the login page. Enter your username and choose Send password.

Problems? Check out the FAQ.

Step 2 - Nominate student

1. Choose agreement

When you are logged in, you will see an overview of the agreements you can access with your username. Select the relevant agreement and choose Add new nomination to nominate a student on the agreement.

2. Register student with

  • Email address
  • Name (as according to passport)
  • Gender
  • Date of birth in the format YYYY.MM.DD
  • Citizenship
  • Semester/s for admission
    • autumn/ autumn+spring
    • spring/ spring+autumn

Check that all the data is correct. Choose Add nomination.

3. Email to student

The nominated student will receive a confirmation email (cc to nominator) approximately 30 minutes after you have added the nomination. The email will describe the application procedures and include other practical information.

The students you nominate can apply in our online application form from the day you nominate them and until:

  • 15 April for students starting in August (NEW deadline from 2019!).
  • 15 October for students starting in January.

Problems? Check out the FAQ.

Step 3 - Upload documents

Partners can upload some or all of the required application documents on the student's behalf in Nomination web.

Documents required for all applicants

  • Transcript of records in English or Scandinavian language
  • Passport or national ID card

Applicants required to upload additional documents

Documents uploaded by partners

We accept unofficial transcripts, translations, and documentation of funds when uploaded by our partner universities on behalf of the student.

Step 4 - Application status

Students' application status

You can keep track of each student's application status on Nomination web at any time.

You can see all relevant agreements and the application status of your nominated students under Available agreements and admission: nominated, applied, admission granted, withdrawn etc.

Letter of Acceptance

Students will receive their Letter of Acceptance online at their application profile in the period:

  • 1 May to 20 June for students starting in August.
  • 15 October to 20 November for students starting in January.

Add another nomination

Complete steps 2 and 3 for each student you wish to nominate for exchange. You can log in later to nominate additional students as long as it is within the nomination period.

Frequently asked questions FAQ

Login and access Nomination web

I'm not able or permitted to log in to Nomination web. What do I do?

First make sure that you are using an up-to-date web browser such as Internet Explorer 8 or newer versions, Safari, Opera, Firefox, or Chrome.

Use lower-case letters (e.g. a instead of A) when entering your username. Unfortunately our system can't handle capital/upper-case letters. 

If all else fails, email us at incoming@uib.no and we will check whether your email is registered correctly in our database and make all the necessary changes.

What do I do if I can't find the relevant agreement/ subject area in Nomination web that I'm responsible for?

Email us at incoming@uib.no and we will check whether your email is registered correctly in our database for the correct agreement and subject area/s.

Nominating students

Can I nominate students by email?

No, it is only possible to nominate through Nomination web.

Can I nominate students using MOVEONNET?

No, we do not accept nominations through moveonnet.

I entered incorrect data about the student. How do I fix it?

Unfortunately you cannot make changes to the submitted nominations. If you entered incorrect data, you should choose Delete nomination (red circle with the white cross) for the particular student and nominate the student again.

If you are not able to delete the nomination, email us at incoming@uib.no for assistance.

I can only nominate our student for one semester and I need to nominate the student for two semesters. What do I do?

Please nominate your student for one semester and then email us at incoming@uib.no and explain the situation. We will make the necessary changes in the system.

Can I nominate students starting their exchange studies in January in the period 15 March to 15 April?

No, you must wait until the nomination period for the spring semester opens on 1 September. The deadline for spring nominations is 1 October.

Application status and Letter of Acceptance

Will you send us the student's Letter of Acceptance when it is ready?

No, we don't send Letters of Acceptance to our partners. They are only published in our application system on the student's profile and the student can download the letter as a pdf. If you need a copy of the letter, please contact your student/s.

You can check your students' application status when you log in at Nomination web at any time during the process.

Only two of our five students have received their Letters of Acceptance. Is that normal?

Students from the same home university will not necessarily receive their Letter of Acceptance at the same time. We publish Letters of Acceptance once or twice per week throughout the admission period as soon as the applications have been processed, regardless of which home university the students belong to.

The processing of a student's application can be delayed for several reasons, the most common one being that we are missing one or more of the required documents. In these cases we will email the student directly with information about what is missing and what the student should do next.

Please ask your students to check their email regularly, including the spam filter.

Did you not find the answer to your question above?

Email us at incoming@uib.no.