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International programs & student supports

Preparing for your exchange

Exchange offer

Within 2–3 weeks of the application deadline, the ICS Exchange Team will confirm receipt of your application and notify you if you have been selected to participate in our exchange program. If selected, you will receive an offer to either your first or second choice of host university.
Important: Be sure to check your junk/spam folder of your email account provided in your application, as important messages may be redirected there.

Pre-departure orientation sessions

All exchange students must attend five mandatory pre-departure sessions:
Know Before You Go #1
  • Introduces the ICS Exchange Network, Global Experience BrightSpace course, timeline moving forward, and provides social time to connect with other exchange students.
Know Before You Go #2
  • In-depth overview of courses and credits on exchange.
    • Guests: OREM Records Officer and UVic Transfer Credit Clerk
Know Before You Go #3
  • Learn more about financial aid and funding options for exchange, including scholarship opportunities.
    • Guest: UVic's Student Award and Financial Aid office
Know Before You Go #4
  • Review of travel safety services and insurance requirements for exchange students.
    • Guests: International SOS risk management service and Alumo, insurance provider
Know Before You Go #5
  • Panel discussion and social event for previous exchange students to share their experiences with the new cohort of students.

Checklist

To help keep stay on track with your preparations, please utilize the exchange pre-departure checklist:  

Apply to the host university

After you have accepted your exchange offer, the ICS Exchange Team will nominate you to the host university. 
The host university will then reach out to students directly to ask that they complete their own exchange application. Each host university has its own application procedures and deadlines, and you will be responsible for completing all requirements.
You may need to complete the following tasks when applying to a host institution:
  • submit the host university application form
  • submit the on-campus housing application form, if applicable
  • submit course selection, if applicable
  • submit proof of medical/travel insurance
After reviewing your application, the host university will make a final decision of acceptance. You will be notified via email with a letter of acceptance/confirmation from your host university. 

Important documents

Before departing on exchange, you will receive a number of documents which will be important to keep with you. Over the coming months, assemble all documents relevant to your exchange, so that they are ready before you travel. 
All travel arrangements and documents are your sole responsibility.
Acceptance letters 
  • Your host university will issue an acceptance letter once you have been admitted to their institution. 
  • The ICS Exchange Team can also provide an exchange confirmation letter for UVic. 
  • One or both of these letters may be required for the application of a student visa, and for medical insurance coverage.
Passport
  • A valid passport is necessary when entering or leaving the host country.
  • Check your passport to ensure sure it will not expire for at least 6 months upon your return from exchange.
  • If you need to apply for a new Canadian passport, please do as soon as possible, as it can take a number of weeks to obtain one.
  • Passports are issued by Passport Canada. The Service Canada office in Victoria is located on the third floor of the Bay Centre mall downtown.
Student visa
  • Immigration documentation is required to study in another country.
  • Often, a student visa is needed by the immigration authority in order to enter the country.
  • The visa states that your passport has been examined and you have formal approval to enter the country for a specified period of time. 
  • To obtain a study visa, contact the embassy or consular office of the country in which you will be studying.
You may need other documents in addition to your passport and visa to enter the host country. The consulate for your host country can tell you exactly what documents are required. These may include:
  • medical certificates
  • immunization records
  • birth certificate
  • letter of admission to a university in the host country
  • exchange confirmation letter
Proof of sufficient funds
  • Some host universities and visa applications require proof of sufficient funds to support yourself during the exchange period. Such proof may include a copy of your bank statement or other evidence of funds.
Flights
  • It is not recommended to book flights or make other travel arrangements that cannot be changed before you have received your letter of admission from your host institution and your student visa from the country’s immigration department.
International driving permit (optional)
  • Some countries recognize a driving permit from Canada, some accept an international licence and some require you to take a test and obtain a licence in their country. An international driving permit is also a useful primary source of identification in other countries.
  • You can apply for an international driving permit from your local British Columbia Automobile Association (BCAA) office. You do not need to be a BCAA member to obtain a permit.
  • Two passport-sized photographs are required which may be taken at the BCAA office at the time of application. You must also take your current Canadian driver's licence with you when you apply.

Finances

Pay UVic tuition
You will pay UVic tuition for the academic year or term of the exchange before departure. UVic tuition fee payment deadlines are September 30 and January 31. If you are on exchange for a full academic year, make arrangements to pay for your second term while you are away.
You will retain registered status at UVic while you are away through a registration block called Approved Exchange Program. This block will allow for the correct assessment of 7.5 units per term worth of tuition fees for full-time exchange students, or 4.5 units per term for part-time exchange students, plus your University of Victoria Students' Society (UVSS) and student activity fees.
Be aware that you might not get full credit value for fees paid. The assessed tuition fees are not based on the number of courses you take, nor on the transfer credit that you will receive. It is still your responsibility to register in the appropriate number of courses at your host university to receive full UVic credit amounts for your paid fees. 
Pay debts to UVic
Make sure you pay all outstanding debts to UVic, including parking and library fines.
 
Arrange funding
Be sure your finances are in order before you leave. This can help prevent many headaches and disappointments.
You will most likely open a bank account while overseas. One easy way of transferring your funds to this account is to take traveller's cheques or a bank draft. You may also make arrangements to have money transferred directly from a Canadian financial institution into your foreign bank account. There is usually a $40 fee to transfer funds.
If you use a debit card to withdraw cash, be sure you have a 4 digit pin number. Many overseas bank machines do not accept 5 digit pin numbers. Also, you may want to increase your daily withdrawal limit before you go because you will be charged a fee of at least $5 per withdrawal transaction.
Arrange emergency funds
You may need currency when you first arrive and while you establish a bank account. It's a good idea to have instant access to emergency funds, such as a credit card, debit card or traveller's cheques.

Health & safety

BC Medical Services Plan (MSP)

You may remain eligible for British Columbia MSP coverage if you are registered full time at an accredited institution. You may also be covered by your parents' plan if they are BC residents. Be aware that you will still need additional health and accident coverage.

Health and accident insurance

Health insurance, in addition to your MSP coverage, is mandatory. If you travel without insurance, you accept the responsibility for all medical expenses incurred during your exchange.

You must make sure that your health insurance covers you during travel as well as during your stay in another country. Your insurance should be comprehensive enough to cover any medical or dental costs you may incur during your stay. In some cases, your host institution will require that you participate in their health insurance coverage.

Insurance is available from banks, travel agents and insurance companies. Find a company that will insure you for your entire visit and will allow you to extend your coverage while you're out of the country (in case you decide to stay longer). Get several quotes for your insurance and compare coverage and price.

Each country may have different health insurance requirements. For example:

  • in the United Kingdom, if you are a full-time student and in the country for more than 6 months, you are covered by the national health plan
  • in Australia, you must buy a mandatory package
In all cases, you must purchase short-term travel insurance for coverage during your journey and for the period before their long-term coverage becomes effective.

UVSS extended health and dental insurance

You are automatically charged for UVSS extended health insurance with your exchange tuition fees.

This insurance has a travel component. You can make special arrangements for this insurance to cover an additional 120 days before and after your program dates by presenting the UVSS with the acceptance letter from your host institution and a letter from the International Office.

It is your responsibility to understand what the UVSS insurance plan offers and decide if it will cover your health care needs in your particular destination. You may decide that you need additional coverage from a private plan.

Note: Opting out of the UVSS insurance is only allowed if you can demonstrate that you have other medical coverage for the whole 12-month period (e.g., if you are covered on your parents' extended medical plan through their workplace). Being an exchange student is not accepted as a reason to opt out, even if you buy your own private insurance.

Immunizations

You will want to consider what immunizations you need before you travel to another country, including before or after your exchange period.

Check the following websites for up-to-date information on vaccination recommendations for your destination:

Note: As of October 30, 2021, you must be fully vaccinated in order to board a plane or train in Canada. This includes boarding a flight to your host country. See COVID-19 Boarding flights and trains in Canada for more details. 

Dental and medical check-ups

Some countries require medical examinations for visa purposes. Even if your destination does not, you may want to make sure you are in good health, especially dental, before you leave Canadian medical services.

Medication

Prescription medications may be difficult to find and may be more expensive in other countries. It is a good idea to take what you need with you. Keep your medications in their original packages, with labels, to avoid problems with customs inspections at the border.

International Office at host institution

We suggest you bring contact information for your host institution, including the telephone number and email address of their International Office or international exchange coordinator. ICS can help you obtain this information.

Canadian Consulate

If you encounter any legal trouble or require other assistance while overseas, you will benefit from contacting the nearest Canadian Embassy or Consulate.

In the interest of your own safety, we suggest you record the address, phone number and fax number of the Canadian Embassy or Consular Office which is nearest to your host institution. Registration at the Embassy or Consular Office is highly recommended and has many benefits.