Application Next Steps
Congratulations on your upcoming exchange! Studying on exchange is enriching, and often is a life-transforming experience where learning extends beyond the classroom walls.
In order to prepare you for your upcoming journey, the Exchange Team has put together the following pre-departure checklist. Please note that it is important that you track and meet all responsibilities and deadlines outlined below. Failing to meet pre-departure requirements may result in your removal from the Exchange Program. Your host institution will also provide you with information about your upcoming exchange that may include important pre-arrival instructions. Please continue to check your Carleton email address regularly as you prepare for exchange to ensure you do not miss any correspondence from your Host Institution or from the Carleton University Exchange Team.
If your plans change at any time and you decide that you no longer wish to study abroad, you must notify the Exchange Team of your withdrawal as soon as possible by contacting firstname.lastname@example.org. Please include your full name, Carleton ID number, and the name of your host institution.
- Apply to your Host Institution
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.
- Attend the Pre-Departure Orientation Session
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 Pre-Departure session will be delivered via Brightspace.
- Risks and responsibilities
- Medical and Travel insurance
- Health & Wellness
- Credit transfer (Registrar’s Office and FGPA)
- Scholarships, bursaries, and government student loans (Awards and Financial Aid Office)
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 2022-2023 Virtual Pre-Departure Orientation.
- Finalize your Course Selection
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 email@example.com
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
Before leaving on exchange, Graduate students should visit the FGPA website and complete the Approval Form for Outgoing Graduate Students 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.
- Submit Required Documents
- Liability Waiver
All outgoing exchange students are required to review and sign the Liability Waiver. This form will be available in the Outgoing Exchange Pre-Departure Orientation course in Brightspace.
- 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.
- Proof of Insurance
All outgoing exchange students are required to complete the Proof of Insurance form. This form must be uploaded as part of your CU Travel Registry on Carleton Central no later than August 31 for fall term and full-year exchanges or November 30 for winter term exchanges. Read about the Consular Affairs Canada Travel Advisories, which are updated regularly.
- Budgeting: Scholarships and Bursaries
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)
- 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)
- 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 2022 term will apply for this award during the 2022-2023 academic year).
The scholarship will be awarded in the 2022-2023 academic year to one or more undergraduate Carleton students currently on/going on exchange during Fall 2022, Winter 2023, or Fall-Winter 2022-2023 term(s).
Details to come on the application process and timeline will be available in Fall 2022.
Please note that you will need to submit a copy of your most recent Carleton University transcript.
Other Potential Scholarship/Funding Opportunities (in order by country)
Scholarship Name Country Value More Information Canada-China Scholars’ Exchange Program China Global Affairs Canada and the Chinese Ministry of Education are offering short-term scholarships to Canadians wishing to study abroad in China. Scholarships are awarded for studies, research, language studies or a combination of studies and language studies at participating Chinese institutions. Government of Canada – Canada-China Scholars’ Exchange Program ICETEX Colombia Full scholarships for Spanish speaking (level B2 on DELE exam) foreign students interested in pursuing graduate diploma studies, Masters or PhD programs in the best universities in Colombia.
- Full tuition
- Living expenses
- Health insurance for the duration of the program
- Visa application
How to apply DAAD Scholarship Germany Monthly stipend of EUR 650, health, accident and liability insurance, travel allowance DAAD German Academic Exchange Service Augsburg Scholarship Germany 450 euros/month for 6 months Augsburg University Leipzig Scholarship Germany 350 euros/month, up to 1500 euros Leipzig University EDC International Business Scholarship International 30 awards at $4000 Export Development Canada EduCanada International International scholarship opportunities for Canadian students and researchers to study and conduct research abroad. EduCanada JASSO Scholarship Japanese Government Japan 80,000 yen/month JASSO MEXT Japan 120,000 yen/month MEXT Foreign Government Awards – Mexico Mexico The Government of Mexico is offering scholarships to Canadians for study or research at the Undergraduate, Master’s, Doctoral or Postdoctoral level in Mexico. Foreign Government Awards – Mexico BUTEX United Kingdom (member institutions only) 500 pounds BUTEX Killam Fellowships Program United States of America
- $5000 USD for one semester
- $750 USD Health Insurance Allowance
- Up to $800 USD for in-country travel
- Killam Orientation in Ottawa, ON
- Spring Seminar in Washington, DC
Killam Fellowships Program
- Prepare for Travel
- 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 firstname.lastname@example.org and include your Carleton student number and the name of your host institution.
2. International SOS App
Students must download the International SOS app and register using their Carleton University email address. 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 visit the ISSO’s International SOS webpage.
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.
4. 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).
Visit the Awards and Financial Aid 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.
6. 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 email@example.com.
- Travel Tips
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:
- Contact the applicable local emergency authorities (police, fire, ambulance) for assistance.
- 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 firstname.lastname@example.org.
- Speak to the contact person at your host institution.
- 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, 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.
- 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)
- 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 email@example.com.