Outgoing Exchange: Preparing for Your Exchange

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.

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 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.

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.

Undergraduate Students:

• Select courses based on your informal course selection preparation.
• Depending on the Partner Institution, registration for courses may occur before or after the start of your exchange.
• 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 advsing.

Carleton scholarships and bursaries Information will be shared at the Pre-Departure Orientation, but you can review the resource below for opportunities that might be available. Please note students are responsible for researching and applying for any scholarships and bursaries available to them.

Carleton University Funding Opportunities:

CU Outgoing Exchange Bursary:

• Bursary recipients will be required to demonstrate financial need; awarding of bursaries is subject to the availability of funds
• Application available on Carleton Central
• Deadline: June 30

CU General Undergraduate Bursary:

• Students who have not applied for the CU Outgoing Exchange Bursary are encouraged to apply for the CU General Undergraduate Bursary
• Students must indicate that they are participating in an exchange in their application
• Application available on Carleton Central
• Open between September and October

Scotiabank Scholarship:

• Open to undergraduate students participating in an exchange with partner universities in countries where Scotiabank operates
• Eligible students will be notified once applications open in November
• Deadline: February 2

Government Student Aid:

OSAP:

• Students can still apply for OSAP while on exchange, so ensure you apply early to receive your funding before your exchange
• It is recommended you submit your OSAP application by June 30
• Remember to put Carleton University as the post-secondary school you plan on attending
• Contact the Awards and Financial Aid Office to make sure you have completed all requirements before your exchange

Out of Province:

• Out-of-province students will need to apply for funding directly through their home province
• All supporting documentation will be submitted directly to your Student Support Branch in your home province