Outgoing Exchange FAQ

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 at the ISSO’s International Opportunities webpage..

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.

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.

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.

No, students can only go out on exchange to one institution during their entire exchange period.

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.

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.

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)
• 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)
• 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.

Students would still be eligible to receive student loans, scholarships, bursaries, and awards while they are on exchange. Please check the Awards Office website for more information and any questions to be directed to the Awards Office at awards@carleton.ca

Late applications will not be accepted. Students must submit their application by the set deadline.

No. Please make sure your application is complete and accurate when you submit it. If you have any questions regarding your application, please email the Exchange Team at exchange@carleton.ca and include your name, Carleton ID number, and level of study (undergraduate or graduate).

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.

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 exchange@carleton.ca.

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.

Yes, you may withdraw from the exchange at any point in time; however, any requests for withdrawal must sent to the Exchange Team at exchange@carleton.ca. Please include your full name, Carleton ID number, and the name of your host institution.

Before withdrawing students should consider 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.

You will be accepted in one partner institution only.

It is possible to change your exchange institution, however, it depends on:

1. The availability of spots in the new institution
2. 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 exchange@carleton.ca.

There are events geared towards Outgoing Exchange such as the Exchange and Study Abroad Fair held in October and Exchange Information Sessions (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.

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 registrar@carleton.ca to explore your eligibility to go on exchange.

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 exchange@carleton.ca to ensure that your exchange process is not affected.

You should wait until you receive official acceptance from your partner university before purchasing a ticket. However, if you choose 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.

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 the details of your exchange. Please email your request for a Nomination Letter to exchange@carleton.ca

If for any reason you feel that you need to return home early, you should contact Carleton’s Exchange team directly (exchange@carleton.ca or 613-520-6600) to discuss your situation and options. Please include your full name, Carleton ID number, and the name of your host institution.

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:

1. Determine the advisory level for the countries you are planning to travel to.
2. Complete your Liability Waiver Form. This form will be available in the Outgoing Exchange Pre-Departure Orientation course in Brightspace.
3. Register for the International SOS app.
4. Register with the Government of Canada as a Canadian Abroad before your departure.
5. Ensure you have the correct travel insurance.
6. 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 exchange@carleton.ca.

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.

Yes, all exchange students are required to have adequate medical and travel 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).

OHIP

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. 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 exchange@carleton.ca to request this letter.
• Your health card proof of residency (e.g. mortgage, lease or rental agreement, property tax bill, valid driver’s license).

UHIP (International Students)

Please email isso@carleton.ca to know if it is necessary to keep your UHIP while abroad.

In the event of an emergency, please contact Carleton University’s ISSO office by email at exchange@carleton.ca or isso@carleton.ca or by phone at 613-520-6600. 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 sos@international.gc.ca.

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 Abroad before your departure.

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.

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.