Applying to the Exchange Program

Application Deadline

February 1st - 11:59PM

• Fall term or two-term (Fall & Spring) exchanges

August 1st - 11:59PM

• Spring term exchange

*All deadlines are firm and late applications will not be accepted! 

Step 1: Exchange Advising

Advising is an important first step in the exchange process, which opens a conversation to learn more about the exchange program and get your questions answered. The adviser can provide you with additional information about host universities and review the application process.

All students must meet with the Exchange Adviser or attend an Exchange 101 session before applying:

👨‍💻Book an appointment with the Exchange Adviser (in-person or virtual)

• 20-30 minutes
• Four appointment slots available per day
• One-on-one conversation, bring questions! 
• Office located in the International Centre for Students (JCC B202d)
• Online appointments via Microsoft Teams platform

OR

🙋‍♂️Register for an Exchange 101 session (in-person)

• 60 minutes
• Held monthly
• Presentation style, with Q&A
• Sessions hosted in the The Welcome Centre (first floor of JCC)

Step 2: Request Your References

You must acquire two references to submit with your application:

1) Academic reference – provided by an instructor at UVic (professor, lab instructor, teaching assistant or other UVic educator)

• ⬇️ Download academic reference form 

AND

2) Character reference – provided by a community member (past or current employer, volunteer coordinator, coach, etc.) 

• ⬇️ Download character reference form

Step 3: Complete Required Documents

Please complete the following documents as part of your application:

📑 Proposed Study Plan

• Create a proposed study plan, which is a preliminary list of relevant courses offered at your first choice host university. Students should understand that this list is subject to change, as the course catalogue/timetable is eventually confirmed at their host university. 
• To find general course information, first check out the partner page for your host university. Then, look for more specific course information via the course catalogue on the host university's exchange website.

💲Budgeting Worksheet

• Prepare a budgeting worksheet identifying the potential costs of your exchange at the host university. You will compare the costs of exchange versus the financial resources available to you.
• Students should research online to learn more about the cost of living in their host country and region. For example, Numbeo is a useful cost of living comparison website.
• Host universities often provide information about anticipated costs and fees on their website for incoming exchange students.

• Draft a formal letter of intent (two-page maximum), addressed to the Exchange Selection Committee, that covers the following:

  • Your academic motivations for wanting to participate in an international exchange opportunity.

  • How the exchange will enhance your studies at UVic and compliment future career/life plans.

  • Highlight your interest in other cultures and values, your previous travel to other countries, and/or connections with international students.

📸 Student photograph

• Provide a digital passport-style photo (head and shoulder portrait on a white background).
• This does not need to be an official passport photo but should clearly show your face.

🛂 Passport copy

• Submit a copy of the picture page of your passport, which has an expiry date of at least 6 months from the end of your exchange period.
• Either scan or take a photo of this page but please do so in a well-lit area and avoid a flash! 
• If you are in the process of renewing your passport, please email the ICS Exchange Team to explain and provide a copy of your existing/expired passport with your exchange application.
• The renewed passport must be valid by the time you are nominated to the host university by the ICS Exchange Team. 

Step 4: Pay Fee & Submit Application Form

Fee

• All UVic students applying to the ICS Exchange Program are required to pay a non-refundable $150 CAD application fee, through the secure UVic payment page.
• If the application fee poses a financial challenge for you, please do not hesitate to email the ICS Exchange Team to discuss possible accommodations. We are committed to reducing barriers to participation and fostering an inclusive program.

Application Form

• Please submit the online application form via the MoveOn portal, using the button below. The form summarizes your personal and academic information, and allows you to select your preference for a host university.
• The form will allow you to upload all of your application documents to MoveOn. 
• Please select a second choice host university on the form, since the ICS Exchange Team cannot guarantee that your first choice will be available.
• You will receive an email to confirm you've successfully submitted your exchange application via MoveOn.

IMPORTANT NOTE: 

• For the Fall 2027 cohort, the ICS Exchange Program will be switching from MoveOn to a new application platform. 
• This platform will be ready by November 2026 and students will be able to submit their applications at that time.
• The deadline for the Fall 2027 exchange term will stay the same - Feburary 1, 2027. 
• In the meantime, prospective students can still work on their applications and gather all necessary documents.