Outgoing Exchange: After You Apply

After you have been accepted to the Exchange Program, the Carleton University Exchange Team will nominate you to a partner institution. Once you have been nominated, you will be required to complete an application to that institution. Some applications can be completed entirely online by the student. In other cases, you may need to complete a hard-copy application for the host institution.

The timeline to submit your application to the host institution will vary depending on which semester (Fall or Winter) you will be starting your studies. Students beginning their exchange in the Fall term will typically receive application instructions in the spring prior (March/April). Students going on exchange in the Winter term will typically receive application instructions in the late summer or fall before their exchange term. Make sure to check your Carleton email regularly in case of any updates from the Exchange Team or from the partner institution.

Final confirmation of your participation in the Exchange Program is at the discretion of the partner institution. This can take several weeks or months depending on the partner’s internal timelines. We strongly recommend that you do not book your flight until you receive your official letter of acceptance from the host institution. If you wish to book early before receiving your letter in order to take advantage of discounted flights, consider purchasing cancellation insurance (note: always consult with the insurance provider before purchasing flights and insurance to confirm you will be covered for all application contingencies).

Paul Menton Centre (PMC) Students

PMC students should note that not all host institutions will be able to provide accommodation in the same manner as Carleton. You must contact the accessibility services office at the host institution to determine what services are available and arrange for those accommodations. To facilitate this process, your PMC Coordinator can provide you with a copy of your documentation and a letter outlining the accommodations you receive at Carleton. For more information, please visit the Paul Menton Centre.

All students approved for an exchange will be required to participate in a mandatory Pre-Departure Orientation Session. Failure to participate in this event could result in your disqualification from the exchange program. Due to COVID-19 the ISSO is reviewing and adapting the Pre-Departure Orientation, including the possibility of virtual delivery, and additional details will be provided to you via email in the upcoming months. 

Topics Include:

• Credit transfer (Registrar’s Office)
• Risks and responsibilities
• Travel insurance
• Health & Wellness
• Scholarships, bursaries, and government student loans

Pre-Departure Orientation Package

Outgoing exchange students will receive a Pre-Departure Orientation Package at the session. This package includes important information as well as mandatory forms that must be returned to the ISSO. More information on these forms is available below (“Submit Required Documents”). Read over the information in this package carefully and make note of any forms that must be returned and their applicable deadlines.

Access the slides if you would like to revisit any of the information covered during the Pre-Departure Orientation.

After the Pre-Departure Orientation Session, you will have access to your “Outgoing International Exchange Application” in Carleton Central to view the equivalency list as well as add and create courses you wish to take while on exchange (for approval by the Registrar’s Office).

The course approval status will be communicated to you via your “Outgoing International Exchange Application” in Carleton Central. Check your status regularly. For questions regarding your transfer of credit equivalencies and your academic audit please contact the registrar@carleton.ca.

The Registrar’s Office maintains a Course Equivalencies Database which includes any courses from our partner institutions that have been assessed for Carleton credit in the past years. Please read the disclaimer carefully before exploring this resource. We recommend also visiting the partner university’s website and researching their current/past course offerings to get a more complete picture of what might be available to you during your exchange. It is important to remember that the availability of specific courses at a partner institution can vary from year-to-year and semester-to-semester.

We also recommend visiting the International Exchange: FAQ page maintained by the Registrar’s Office to get a better understanding of how credits earned during exchange transfer back to a Carleton degree

Graduate Students

Before leaving on exchange, Graduate students should visit the FGPA website and complete the Approval Form for Outgoing Graduate Students form under “Int’l Exchange Program Forms”. You must obtain the appropriate permission from your Faculty Advisor and Department Administrator. Submit the form to the Exchange Program Coordinator at the ISSO for signature, who will then submit the form to the FGPA. Once completed, the Faculty of Graduate and Postdoctoral Affairs will process your registration. Make sure to check your Carleton account regularly to review the number of course registrations and to arrange fee payment.

1. Liability Waiver

All outgoing exchange students are required to review and sign the Liability Waiver. This waiver must be witnessed by an ISSO staff member. These forms will be distributed, signed, and witnessed at the mandatory Pre-Departure Orientation Session.

2. CU Travel Registry

All outgoing exchange students must complete their travel information to the CU Travel Registry in Carleton Central. In the event of a natural disaster or emergency in your location, the University will make every effort to communicate with you as soon as possible using this information and will offer any feasible assistance. It is essential that you include updates to your travel plans in the registry as soon as they occur. 

3. Proof of Insurance

All outgoing exchange students are required to complete Proof of Insurance form. This form must be uploaded as part of your CUTravel Registry on Carleton Central no later than August 31 for fall term exchanges and full-year exchanges or November 30 for winter term exchanges. Read about the Consular Affairs Canada Travel Advisories, which are updated regularly.

4. Certificate of Arrival at the Host Institution

All outgoing exchange students must have the Certificate of Arrival completed and signed by the exchange coordinator at their host institution within 2 weeks of their arrival. The completed form must be uploaded as part of your CU Travel Registry on Carleton Central.

• • 2021-2022 Certificate of Arrival

5. Certificate of Departure from the Host Institution

All outgoing exchange students must have the Certificate of Departure completed and signed by the exchange coordinator at their host institution prior to their departure at the end of their study term. The completed form must be uploaded as part of your CU Travel Registry on Carleton Central.

• • 2021-2022 Certificate of Departure

While students participating in the Exchange Program pay their standard full-time tuition to Carleton University, there are many other expenses that should be considered and budgeted for when preparing for exchange. Expenses you will want to consider when preparing your budget include:

• Additional fees required by your host institution (e.g. health insurance; residence fees; etc.)
• Passport/visa application fees
• Cost of travel (e.g. return airfare)
• Insurance (e.g. travel & health insurance)
• Cost of living (e.g. rent; groceries; cell phone; etc.)
• Tourist and social activities

CU Exchange / International Experience Bursary

These bursaries are facilitated by the Awards Office. Interested undergraduate students should visit the Awards Office website for further details and application instructions. Bachelor of Global and International Studies students should also visit the BGInS website for program-specific details.

Scotiabank Exchange Scholarship

Awarded annually to one or more undergraduate student(s) participating in an official exchange as recognized through the exchange agreements with partner universities in countries where Scotiabank operates. The total value of the award is $4,000 and the funds may be used for a student(s) embarking upon an approved exchange. The eligible recipient(s) must meet all the requirements for a formal exchange and demonstrate academic excellence. Students apply for this award during the academic year they are on/going on exchange (e.g. a student on exchange during the Fall 2021 term will apply for this award during the 2021-2022 academic year).

The scholarship will be awarded in the 2021-2022 academic year to one or more undergraduate Carleton students currently on/going on exchange during Fall 2021, Winter 2022, or Fall-Winter 2021-2022 term(s).

Deadline to Apply: Monday, February 28 2022

Please note that you will need to submit a copy of your most recent Carleton University transcript.

Graduate Students

Graduate students should visit the FGPA Awards and Funding page for funding opportunities or contact graduate.studies@carleton.ca  for program-specific scholarship/bursary options.

Other Potential Scholarship/Funding Opportunities

(in order by country)

A|B|C|D|E|F|G|H|IJ|K|L|M|N|O|P|Q|R|S|T|U|V|W|X|Y|Z

1. Obtain your Passport and Apply for Student Visa

Make sure your current passport is valid (or apply for a passport well in advance of your anticipated departure date if you do not have one already). The expiry date on your passport must be at least 6 months beyond your expected date of return. Canadian passport applications are handled by Service Canada.

In some cases, a student visa is required to study in the country of your host institution. After you receive a copy of your Letter of Acceptance from your host institution, you can apply for a student visa from the Embassy or High Commission of your country of destination.  Contact the appropriate Embassy or High Commission to find out what documentation is required in order to apply for your student visa.

Note: Students applying to the French student visa must present a Nomination Letter from Carleton University as well as the Letter of Acceptance from the host institution to have a successful visa application. To request a Nomination Letter, please email exchange@carleton.ca  and include your Carleton student number and the name of your host institution.

2. CU Travel Registry

All outgoing exchange students must complete their travel information to the CU Travel Registry in Carleton Central. In the event of a natural disaster or emergency in your location, the University will make every effort to communicate with you as soon as possible using this information and will offer any feasible assistance. It is essential that you include updates to your travel plans in the registry as soon as they occur. 

3. International SOS App

Students must download the International SOS app, and register using your Carleton University email address, here: http://app.internationalsos.com  International SOS can connect you with medical, safety and security advice while you are overseas, including the ability to connect you with expert recommendations and incident reports occurring in the region/country that you are visiting. For more information about the International SOS program, please see here: https://carleton.ca/isso/international-opportunities/travel-tips/international-sos/

4. U-Pass

Consult the U-Pass website to see if you are eligible for a refund for the academic term(s) during which you will be on exchange. Students participating in the exchange program are not required to complete the opt-out form because their opt-out will be processed automatically by the U-Pass Administrator in Student Affairs. Students going out on exchange in the Winter term are required to return their U-Pass to the Campus Card Office (407 University Centre) by the specified exemption deadline indicated on the U-Pass website if they wish to receive a refund.

5. Tuition Fees

Make arrangements to pay your Carleton University tuition and other fees for your term(s) abroad. Carleton fee payment deadlines apply even if your term(s) at the host institution does not match with Carleton’s calendar. You are required to pay full-time tuition to Carleton University while you are on an exchange (and must take the equivalent of a full-time course load at the host institution).

6. Finances

Visit the Awards Office website for information on your government student loan, Carleton renewable scholarship, and/or Carleton bursaries for your exchange.

We also recommend that you arrange for someone (e.g. Power of Attorney, if required) to take care of your finances while you are abroad. Contact the Awards Office for more details on this process.

7. Provincial Health Insurance

Notify OHIP (or your provincial health insurance program) if you are out of province for more than 212 days (or approx. 6 months). If your provincial health insurance program requires a letter of support to maintain your coverage while you are abroad, please visit the ISSO (128 UC) or email exchange@carleton.ca.

It is important that Carleton students who are abroad on international programs, such as exchange, remember to check their Carleton email regularly in order to stay connected to the Carleton campus. We also recommend that you photocopy all important documents and leave the copies at home with someone you trust. Ensure that you have adequate travel insurance including, health insurance, trip cancellation insurance, property insurance, etc.

In Case of an Emergency

Don’t forget to drop by the ISSO to pick up a card from Foreign Affairs and International Trade Canada that lists “In case of an emergency abroad” information. In case of an emergency while out of country students should contact the following authorities, as appropriate:

1. Contact the applicable local emergency authorities (police, fire, ambulance) for assistance.
2. Contact the local Canadian Embassy/Consulate. If the emergency occurs out of office hours and you need consular assistance you should contact the Department of Foreign Affairs and International Trade Canada 24-Hour Emergency Duty Officer at +1 (613) 996-8885. Collect calls will be accepted*. They can also be contact by email at sos@international.ca.
3. Speak to the contact person at your host institution.
4. Contact Carleton’s Campus Safety Office at +1 (613) 520-4444 to receive assistance and report the incident. Collect calls will be accepted*.

* If you are unable to make a collect call from your current location dial the Canada Direct access number for your location to be connected with a Canadian operator.

Remember, in the case of an emergency situation such as an earthquake etc. try and contact your family members at home as soon as possible and let them know that you are safe. We also ask that you contact Carleton’s Campus Safety Office (as per your Emergency Contact Card) to confirm your safety.

Useful Resources

• Travel warnings and country travel reports, including health and safety information from the Government of Canada.
• Country facts and cultural information on the countries of the world from Global Affairs Canada.
• Health Canada travel health information and advisories.
• Global Affairs Canada’s Registration of Canadians Abroad (ROCA)
• Canadian Offices Abroad (including embassies, high commissions and consulates)
• CBC
• British Broadcasting Corporation (BBC) World Service news and shortwave radio listings

If you have any questions, please contact the International Student Services Office, 128 University Centre, at isso@carleton.ca.