The ISSO Exchange Team is here to support and guide you; however, in preparing for your Exchange, you will be responsible for managing most aspects of your application, travel, and academic processes independently. These responsibilities must be carefully considered as you begin to research, apply for, and embark on your Exchange.
Preparing for Your Exchange
Studying abroad is enriching, and often is a life-transforming experience where learning extends beyond the classroom walls.
Students are encouraged to review our Fall Exchange Roadmap or Winter Exchange Roadmap based on the term they are starting their exchange.
- Nomination and Application Process
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After students have accepted their exchange offer on Carleton Central, the nomination process will start. The Exchange Team will nominate exchange students following each individual partner’s processes and timelines. After being nominated, students will receive a confirmation email from the Exchange Team, outlining next steps.
Students will then be required to complete an application to the partner institution by their deadline. We ask that you wait until you hear from us with information on next steps to start the application process with your host institution.
The timeline to submit your application to the host institution will vary depending on which term you will be starting your studies:
- Fall term students will receive application instructions in the spring prior (around March/April).
- Winter term student will receive application instructions in the fall prior (around September/October)
Once your application is received and accepted by the host institution, you should receive an official letter of acceptance. We strongly recommend that you do not book your flight until you receive your 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.
- Pre-Departure Orientation
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All students approved for an exchange will be required to complete a mandatory Pre-Departure course on Brightspace and attend an Orientation Session. More information on these will be emailed directly to exchange participants around March. 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)
Students must also review and complete the steps outlined in the Pre-Departure Exchange Checklist, including finalizing course selection, creating a budget, and finalizing flights/accommodations.
- Visa and Accommodations
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It is the students’ responsibility to research visa requirements for the country they are travelling to, as well as apply for any needed visas. Students are encouraged to contact the appropriate Embassy or High Commission to find out what documentation is required in order to apply. Please note that, if applying for a visa, you will need to submit your letter of acceptance, which will only be received after the application process.
In terms of accommodations, the host institution might have on-campus residence available to exchange students. If this is the case, you’ll receive information on how to apply for residence. For off-campus accommodations, please consult your host institution for any resources and guidance.
More resources on visa and accommodations can be found at our Exchange Partner Institutions & Programs Website, under your host institution’s specific webpage.
- Course Selection and Equivalencies
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Undergraduate Students:
- Depending on the Partner Institution, registration for courses may occur before or after the start of your exchange. Information about course catalogues, selection, and registration can often be found in the Factsheet or exchange website linked in the Partner University Profile. If you cannot find the information you are looking for, you can contact the exchange team at the Partner Institution directly.
- Submit required course information in the Outgoing International Exchange in Carleton Central. Detailed instructions can be found on the Registrar’s Office International Exchange Webpage.
- If you are missing course information, please contact the Partner Institution directly, or when possible, the course instructor.
- After all courses have been evaluated and approved, the Application Status in Carleton Central will change to “Course Evaluation Complete.”
- Once you are registered in your courses at your course institution, please confirm registration in Carleton Central.
Changes to Registration: If there are any changes to your registration for exchange, email the Registrar Specialist to let them know.
Graduate Students:
Students are required to submit their course selection for approval by the Faculty of Graduate and Postdoctoral Affairs (FGPA) via the “Approval Form for Outgoing Graduate Students” before departing for exchange.
This process is outlined in the Course Equivalencies Section of the Outgoing Exchange Pre-Departure Orientation Brightspace Course, including information on selecting courses and how to obtain credits upon your return to Carleton.
Changes to Registration: If there are any changes to your registration for exchange, email your Graduate Administrator and Faculty Advisor for advising.
Please note that it is important that you track and meet all responsibilities and deadlines related to exchange. Failing to meet pre-departure requirements may result in your removal from the Exchange Program. 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.
Questions? Contact us!
If you have questions, you can email exchange@carleton.ca or book a meeting with the Global Learning Coordinator!
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