Application Deadline
There is only one application deadline each year, in January. However, we still have spaces left at several host universities, so you may be able to apply late for Fall 2013 or Spring 2014. Please check our Partner Universities page for the red notes indicating available spaces.
How to Apply
To apply for the Exchange Program, students are required to complete five steps. This section walks you through the process of completing each step.
Step 1 - Obtain the Forms You Need
Applying for an international exchange requires four forms:
- Application Form
- Proposed Study Plan
- Budget Worksheet
- Two Academic Reference Forms
Please download the forms from our website. You can also view university calendars and obtain any additional information at the International and Exchange Student Services office. We are located in the University Centre, Room A205.
Step 2 - Complete the Forms
Each of the forms includes directions on completing the form. Here are a few additional tips:
Application Form
The Application Form summarizes your personal and academic information, and allows you to select your preference for a host institution. It would be wise to select three optional universities for an exchange because we cannot guarantee that every applicant will receive their first choice.
Under "Personal Information," please note that every applicant must have and provide a UVic e-mail address because all correspondence regarding your application will use this e-mail. The University of Victoria provides every student with an e-mail address at no charge. We require students to set up an UVic e-mail address, because we find the UVic e-mail accounts much more reliable than hotmail or yahoo.
For your academic information, be sure to include your faculty, major subject area and minor subject area. And don't forget to sign and date this form.
Proposed Study Plan
The Study Plan is a preliminary list of relevant courses offered at the host university you have selected as your first choice. You will be able to find specific course information on the host university's website. Check out the list of Partner Universities for more information.
Budget Worksheet
You must research the potential costs of your exchange for your first choice host university, as well as the financial resources available to you. Students can find information about living costs on the websites for most overseas universities by checking the list of Partner Universities.
Academic Reference Forms (2)
Academic Reference Forms should be completed by two of your instructors, so you will need two blank forms. These individuals should be familiar with your academic performance, and may include professors, lab instructors, teaching assistants, or others. Please ask each instructor to send the completed forms directly to the IESS office by mail or fax.
Note on 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 International Exchange Program, course registration and other purposes consistent with the administration of this program. It may be provided to the relevant overseas university. If you have any questions about the collection and use of this information, contact the IESS Office at (250) 721- 6361.
Step 3 - Assemble Additional Information
In addition to the forms mentioned above, you will be expected to assemble other items for submission with your application.
Statement of Intent
Prepare a letter in your own words (one page maximum) addressed to the IESS Selection Committee that explains the following:
- Your reasons for wanting to participate in the exchange
- How the exchange will enhance your studies and future career and/or life plans
- Your previous travel to other countries, involvement with international students, or other type of exposure to cultures other than your own.
Be sure to sign and date this letter and include it with your application when you submit it to the IESS office.
Student Photograph
Submit two passport size photos (head and shoulders) with your application.
Student Transcripts
Download and print out an unofficial transcript through your My Page account.
Note: All first-year UVic exchange applicants must submit an interim grade for all year-long courses with their application.
Step 4 - Submit all Application Materials
By Step 4, you should have assembled the following completed forms and materials:
- Application Form, signed and dated
- Proposed Study Plan, completed with information about your first choice university
- Budget Worksheet, including total costs and resources
- Academic Reference Forms, from two of your instructors
- Statement of Intent, in the form of a one-page letter
- Two Student Photographs
- Student Transcripts - copy of "Unofficial Transcript " through 'My Page'
Check these forms and documents to make sure all blanks are completed. Use "NA" for blanks that are "not applicable" to your application.
Important Note: There is one application deadline each year, in the third week of January. There are always spaces available at various institutions (but not at all of them) after this date, so if you missed the deadline, please check our Partner Universities page for the red notes indicating available space, and get your application in as soon as you can.
Step 5 - Attend an Interview, if Required
The IESS Selection Committee may want to interview applicants. We will contact all applicants via e-mail regarding the outcome of their application, and arrange interviews at that time, if required.
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