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Applying to the Exchange Program

Process:

  1. UVic students must first apply to participate in the UVic International Centre for Students (ICS) Exchange Program by the deadline, using the steps below.
    • A student can apply for one or two exchange terms (2 terms max.)
  2. Once accepted, the ICS Exchange Team will nominate the student to their first choice host university (if possible).
  3. After being nominated, the host university will reach out to the student directly, asking them to apply to their exchange program by submitting supporting documents.
  4. Finally, the host university will review the student's application and notify them of their decision. 

ICS Exchange Program Application Deadlines:

  • February 1 for Fall term or two-term (Fall & Spring) exchanges
  • August 1 for Spring term exchange

Step 1: Request Your References

You must submit two reference forms with your application:

  1. Academic reference – from an instructor at UVic (professor, lab instructor, teaching assistant or other UVic educator)
  2. Character reference – from a community member (past or current employer, volunteer coordinator, coach, etc.)

Downloadable reference form templates: 

Please download and provide a copy of the relevant form to each referee, and then ask that they return the completed form to you. You will later upload the reference forms as part of your application package, using the link at the bottom of the page.

Freedom of Information: The information on the International Exchange Application Forms is collected under the authority of the University Act R.S.B.C. 1979, c.468 and section 26 of the Freedom of Information and Protection of Privacy Act. The information is used for the purpose of admission to the ICS Exchange Program, course registration, and other purposes consistent with the administration of this program. It may be provided to the relevant host university. If you have any questions about the collection and use of this information, please contact the ICS Exchange Team at goglobal@uvic.ca

Step 2: 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 on the host university's exchange website.

Budget Worksheet

  • Prepare a budget worksheet identifying the potential costs of your exchange for your potential host university. You will compare the costs of exchange, versus the financial resources available to you.
  • Students research online to learn more about the cost of living in their host country and region. Host universities usually provide information about anticipated costs on their website for incoming exchange students as well. 
Statement of Intent
  • Draft a formal letter of intent (one-two page maximum), addressed to the Exchange Selection Committee, that describes the following:
    • Your motivations for wanting to participate in an international exchange opportunity.

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

    • Interest in other cultures and values, your previous travel to other countries, and/or involvement with international students.

Student photograph

  • Scan a digital passport-style photo (head and shoulders), 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 with your application. 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 explain your situation to the ICS Exchange Team and provide a copy of your existing or expired passport with your exchange application for now. The new passport must be valid by the time you are nominated by the ICS Exchange Team to your host university. 

Step 3: Pay Fee & Submit Application Form

Fee

  • All UVic students applying to the ICS Exchange Program are required to pay a non-refundable $100 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.
  • On the form, you can select a second choice hot university, in case your first choice is unavailable. We cannot guarantee that you will receive your first choice.
  • You will receive an email to confirm you've successfully submitted your exchange application via MoveOn.

Transcript review:

  • By submitting your exchange application, you are authorizing the ICS Exchange Team to review your unofficial UVic administrative transcript electronically, as part of the academic application requirements for the program. Later, you may be asked by your host university to provide your official UVic transcript to complete their acceptance process. 

Importance of email communication:

  • On the exchange application form, you will be asked to provide your UVic email address; all correspondence regarding your application will be sent to this email address.
  • Gmail, Yahoo, Hotmail and other email services will sometimes reject or junk emails sent from UVic or host universities, and so they should not be used for exchange correspondence.

What Next?

  • The Exchange Team will wait until the application deadline (August 1st or February 1st) to collect all applications. 
  • After the deadline passes, you will be notified within 3 weeks regarding the outcome of your application. If there are any issues, the Exchange Team will reach out to discuss these with you! 
  • If successful, you will be nominated you to your first choice university, according to their nomination guidelines and deadlines (which vary from university to university).