- When can I go on Exchange?
The Carleton University Exchange Program allows students to study full time at a partner institution for a single semester (fall or winter) or for a full academic year. Summer term is not included in the Exchange program. However, we do have short summer programs, which can be found here https://carleton.ca/isso/international-opportunities/
Note: Not all partner institutions follow the same academic year as Carleton. It is very important to consider approximate the terms’ start and end dates when planning for your exchange.
- Can I go on exchange to an institution that is not on the partner list?
No. If you wish to study at a university that is not listed as one of Carleton’s exchange partners you would need to contact the Registrar’s Office to explore the possibility of studying there on a Letter of Permission (LOP). Under these conditions, you would have to be studying at the overseas university as a fee-paying study-abroad student, rather than an exchange student.
- Can I study at an exchange partner institution on a Letter of Permission?
No, students wishing to study at one of Carleton University’s exchange partner institutions are required to apply through the formal exchange process and study during the fall and/or winter terms.
The Letter of Permission does not apply to exchange partner institutions. Further information is available through the Registrar’s Office.
- Can I apply to go on exchange to two different institutions for different semesters?
No, students can only go out on exchange to one institution during their entire exchange period.
- Is it possible to complete my final year while on exchange?
Students who plan to complete their final degree requirements on exchange are strongly advised to meet with their departmental advisor to ensure that their remaining course requirements can be completed at another university.
It is important to know that your exchange credits cannot be transferred until we receive an official copy of your transcript directly from your host university. In some cases, transcripts from the host exchange partner may arrive too late for processing in time for graduation. In these cases, you will be required to postpone your graduation until the following term.
- I am a new Transfer student to Carleton. Am I eligible to apply for exchange?
There are certain requirements that must be satisfied at the time of application in order to be eligible for exchange. These include the following:
- Undergraduate students must be registered full-time with minimum 2nd year standing.
- Undergraduate students must have completed at least one full academic year at Carleton University (= 4.0 credits)
- All students must have enough credits remaining in their degree program to study full-time at the partner institution.
- A minimum overall CGPA of 7.0 in current completed courses is required
As a new transfer student at Carleton you may have not yet completed one full academic year (4.0 Carleton credits) and do not have a Carleton CGPA. These are two of the requirements for exchange as noted above.
Cost and Budgeting
- How much doe an exchange cost?
While students participating in the Exchange Program pay tuition as usual 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. plane tickets)
- Insurance (e.g. travel insurance)
- Cost of living (e.g. rent; groceries; cell phone; etc.)
- Tourist and social activities
Outgoing exchange students are responsible for acquiring and covering the cost of their own accommodations, travel, and living expenses. Awards or bursaries may be available from some host institutions but are not guaranteed.
- Would I still be eligible to receive student’s loans, scholarships and bursaries while I am on exchange?
Students would still be eligible to receive student loans, scholarships, bursaries, and awards while they are on exchange.
- Can I submit a late application?
No late applications will be accepted. Students must submit the application by the set deadline.
- What additional supporting documents are required to be submitted to the Exchange application?
- ALL Outgoing Exchange Students (including graduate students) must download and print the Consent to Publish Form. Review document and sign page 2, Section C. Save pages 1 and 2 of the Consent form as one PDF document. Then upload this document into your exchange application in Carleton Central.
- Graduate Student Acknowledgement for Exchange. Download and print the form. Review document and sign. Scan and upload to your application.
- If you are applying to an Ontario Universities International (OJS, ORA, OBW, OIN) Exchange Program, you will need to complete and submit the program-specific application package (hard-copy) in addition toyour Carleton Central exchange application. Please begin your OUI application well in advance of the deadline to allow ample time for required documents to be collected.
- If you are applying to the Killam Fellowships Program, you will need to complete and submit the Killam Fellowships application package (hard-copy) in addition toyour Carleton Central exchange application.
- Can I make changes to my application once I have submitted it?
No. Please make sure your application is complete and accurate when you submit. If you have any questions regarding your application, please email the Exchange Team at email@example.com and Include your name, Carleton ID number, and level of study (Undergraduate or Graduate).
- How competitive is it to be placed in my first-choice institution?
We have a limited number of exchange spaces in each of our partner institutions, therefore placements are determined firstly by students’ CGPA ranking.
While the ISSO makes every reasonable effort to place accepted students at their preferred partner institution, due to the competitive nature of the Exchange Program we cannot make guarantees. Identifying three preferred partners helps the Exchange Team place you at a partner that is a good fit for your interests and goals.
- When will I know if I have been approved for Exchange?
Application decisions are available by mid-February. At this point you will be notified (sent to your Carleton email) whether you have been accepted to the exchange program and to which partner institution you will be nominated by Carleton University.
Once you have received your notification, accept or decline your nomination in Carleton Central. Accepting your nomination will progress your application to the next stage and the Exchange Team will nominate you to the host institution. Declining your nomination will close your application and you will need to contact the Exchange Team (ISSO, 128 UC) as soon as possible if you still wish to participate in exchange.
- Ontario Universities International (OJS, ORA, OBW, ORA): You will be notified by mid-February if you have been accepted to the Carleton University Exchange Program. Your Ontario Universities International results (including the OUI partner to which you will be nominated) will be available in March/April.
- Killam Fellowships Program: You will be notified by mid-February if you have been accepted to the Carleton University Exchange Program. The results of your Killam Fellowships application will be available in early April.
- What happens after I have been accepted to go on exchange?
- Apply to your host institution and wait to receive your official letter of acceptance from that institution. Application instructions will be forwarded directly by the partner institution or by the ISSO after nomination. Note: Students going out in the Winter term will receive application instructions in the early fall.
- Submit your course selections to the Register’s Office for approval via Carleton Central. Obtain your passport/ensure your passport is valid.
- Apply for any required study permits/travel visas from the appropriate Embassy or High Commission.
- Can I postpone my term/period of exchange?
If you would like to postpone your exchange from the fall term to the winter term of the same academic year, then there are generally no problems. You will have to email your request to firstname.lastname@example.org .
If you wish to postpone your exchange to the following academic year, then you will have to resubmit a new exchange application for the next exchange cycle.
- Can I withdraw from the Exchange Program?
Yes, you may withdraw from the exchange at any point in time; however, any requests for withdrawal must sent to the Exchange Team at email@example.com. Please include your full name, Carleton ID number, and the name of your host institution.
Before withdrawing students should considering the impact of their withdrawal on their current program of study.It is recommended that you speak to your advisor about a change in plans to ensure you are still on track with degree requirements.
- How many institutions will I be accepted in for exchange?
You will be accepted in one partner institution only.
- Can I change the institution that I have been placed at for my exchange? If yes, how do I do this?
It is possible to change your exchange institution however; it depends on a number of factors:
- The availability of spots in the new institution
- The offering of courses in your field of study. That is determined by the Registrar’s Office.
Requests to change institutions must be emailed to firstname.lastname@example.org.
- How can I connect with other Carleton students who have gone out on exchange or are going to the same host institution?
There are events geared towards Outgoing Exchange such as the Exchange and Study Abroad Fair held in October and the Exchange Information Session (usually runs from September-December). Attending those events are a great way to meet and connect with other exchange students.
In addition, you can: Explore stories and photos from Carleton students on their exchange
Note: You can always reach out to the Exchange Team in the ISSO to request to be connected to other students who attended or going to the same host institution.
- If my CGPA drops after I have been approved for exchange, am I still eligible to go?
Students are expected to maintain their good academic standing through to their departure on exchange. If your CGPA drops below the minimum requirement, you will have to contact the Registrar’s Office at email@example.com explore your eligibility to go on exchange.
- If I change my program of study after I have been approved for exchange, am I still eligible to go?
The change in your program of study may affect your choice of host institution. Some of the agreements we have with certain partner institution are restricted to specific faculties/departments and if your program of study does not align with the exchange agreement, the host institution might reject your application.
In the case that you decide to change your degree program, please notify the Exchange Team at firstname.lastname@example.org to ensure that your exchange process is not affected.
- When should I book my flight?
You should wait until you receive official acceptance from your partner university before purchasing a ticket. However, if you chose to purchase your ticket before you receive your acceptance, make sure you buy cancellation insurance.
It is extremely rare that a nomination wouldn’t be honored by a partner institution; however, a few students don’t look into their student visas requirements early enough and aren’t able to go because they don’t get their visa on time for their flight.
- Do I need a visa or study permit to go on exchange?
The visa application process varies by country and in complexity. 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. The Exchange team is not able to advise on student visas. You will have to contact the appropriate Embassy or High Commission to find out what documentation is required in order to apply for your student visa.
If needed, the Exchange Team can issue a Nomination Letter, which confirms that details of your exchange. Please email your request for a Nomination letter to email@example.com
- Are there any ISSO or departmental forms I must submit before and after my exchange?
Documents to be submitted before your departure:
- Exchange Assignment –All outgoing exchange students are encouraged to review and complete the Exchange Assignment. This document does not have to be returned to the Exchange Team but is a useful tool as you prepare for your departure.
- 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.
- 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 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.
Documents to be submitted during your exchange:
- 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.
- 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.
- What happens if I decide to return home early from my exchange?
If for any reason you feel that you need to return home early, you should contact Carleton’s Exchange team directly (email: firstname.lastname@example.org or phone: 6135206600) to discuss your situation and options. Please include your full name, Carleton ID number, and the name of your host institution.
Health and Safety
- Are there risks involved in going on exchange?
There are always risks involved with overseas travel. As a student participating in an exchange or study abroad program, Carleton University is here to support you; however, your safety and security is a mutual obligation and priority. Adequate research of your destination and pre-travel safety preparation are essential to your success. Follow these steps to prepare:
- Determine the advisory level for the countries you are planning to travel to
- Complete your Liability Waiver Form. An ISSO staff member must witness your signature on this waiver. These forms will be distributed, signed, and witnessed at the mandatory Pre-Departure Orientation Session.
- Register for the International SOS app
- Register with the Government of Canada as a Canadian Abroad before your departure.
- Ensure you have the correct travel insurance
- Look into health and vaccination resources and requirements for your host country
If you have questions about your travel safety and security preparations, contact us at email@example.com.
- What if I am a PMC student? Can I still study abroad?
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 your receive at Carleton. For more information, please visit the Paul Menton Centre.
- Do I need insurance to go out on exchange? If yes, what kind?
Yes, all exchange students are required to have adequate health insurance for the duration of their exchange. You can apply independently for an individual insurance plan through providers that work specifically with either exchange students or international travelers. You can also check your CUSA insurance plan or your family insurance plan if they offer out of country Medical and Accidental coverage.
Note: we recommend that you look into whether your host institution offers a student health plan (for certain institutions /countries, it is mandatory for exchange students to enroll in the national insurance plan).
- What happens to my OHIP/UHIP coverage when I am out on exchange?
If you are an Ontario Resident going out on Exchange for two consecutive terms (fall and winter), you must notify Service Ontario in order to keep your OHIP health coverage intact. See details here . In advance of your departure, be sure to notify Service Ontario that you will be out of the country for more than 212 days and request that your OHIP coverage remain active. You will need to visit Service Ontario’s Main Office with the following documents:
- A letter from the ISSO stating that you will be absent from Ontario for a 2 term exchange – kindly email firstname.lastname@example.org to request this letter.
- your health card proof of residency (e.g. mortgage, lease or rental agreement, property tax bill, valid driver’s licence) “
Please email email@example.com to know if it is necessary to keep the UHIP while you are abroad.
- What happens if there is an emergency while I am on exchange?
In the event of an emergency, please contact Carleton’s University ISSO office by email at firstname.lastname@example.org or email@example.com or by phone at 6135206600. It is also important that you familiarize yourself with the local emergency protocols for your host institution and region (e.g. local fire, police, ambulance, hospital services). In the event of a large-scale emergency, contact the Canadian Consular Services at 613-996-8885 or firstname.lastname@example.org.
Tip: Keep emergency contact numbers with you at all times while you’re away and make sure to sign up for the International SOS App and to register with the Government of Canada as a Canadian Abroadbefore your departure.
Course Selection and Equivalency Process
We recommend visiting the International Exchange: FAQ page maintained by the Registrar’s Office to get a better understanding on how credits earned during exchange transfer back to a Carleton degree.
After Completing Your Exchange
- When can I expect to see my exchange courses on my audit?
Your exchange courses will appear as current on your audit (with a grade of CEX) as soon as all of your courses have been evaluated and you confirm your registration via the Exchange Application page in Carleton Central. Your exchange credits will be transferred (with a grade of EXC) as soon as we receive an official transcript from the host university.
- Will you arrange to get my transcript?
Before you leave, you should make arrangements with the host university to have an official transcript sent to the International Student Services Office (ISSO). We also strongly recommend that you request multiple copies for your own purposes as they can sometimes be difficult to request after you leave and are often required for graduate school applications, for example. Please note that we are unable to provide certified copies of the transcript that is sent to the ISSO.