Outgoing Exchange: After You Apply

After you have been accepted to the Exchange Program, the Exchange Team will nominate you to the partner institution. Once you have been nominated, you will be required to complete an application to that institution.

The timeline to submit your application to the host institution will vary depending on which semester you will be starting your studies:

• Fall term students will receive application instructions in the spring prior (March/April).
• Winter term student will receive application instructions in the fall before their exchange term (September/October)

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.

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 complete a mandatory course on Brightspace and attend a Pre-Departure Orientation Session. Failure to complete these requirements could result in your disqualification from the exchange program. 

Topics include:

• Risks and responsibilities
• Medical and Travel insurance
• Transition and Wellness
• Credit transfer (Registrar’s Office and FGPA)
• Scholarships, bursaries, and government student loans (Awards and Financial Aid Office)

Undergraduate Students

After the Pre-Departure Orientation Session, you will have access to your “Outgoing International Exchange Application” in Carleton Central which is overseen by Registrar’s Office. For questions regarding your transfer of credit equivalencies and your academic audit please contact registrar@carleton.ca or visit their International Exchange: FAQ page.

Review the Registrar’s Office Course Equivalencies Database for any courses from our partner institutions that have been assessed for Carleton credit in the past years. 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.

Graduate Students

Visit the FGPA Forms and Policies 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. Once signed by the Exchange Team 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.

All students are required to submit the following documents before departing for exchange:

• Liability Waiver: to be submitted in the Outgoing Exchange Pre-Departure Orientation course in Brightspace.
• CU Travel Registry: complete travel information in Carleton Central
• Proof of Insurance Form: to be uploaded as part of your CU Travel Registry

Failure to complete these requirements could result in your disqualification from the exchange program. 

Visit the Awards Office website for Students on Exchange for details on scholarships and bursaries available to you, including information on applying for OSAP while on exchange.

Undergraduate students may also be eligible to apply for the Scotiabank Outgoing Exchange Scholarship. Applications are currently open until February 3, 2023 for students completing their exchange during the 2022/2023 academic year.

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

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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. 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.

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. 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.

3. U-Pass

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.

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 email exchange@carleton.ca.