Steps towards applying for an Overseas Exchange
Exchange for UTAS Students
15th March (for Fall commencement/August or September and for University of Ottawa applications)
1st August (for Spring commencement/January)
UTAS Applicants must:
- Be enrolled full time at UTAS (during your exchange period)
- Have successfully completed at least one full year (100% units) at UTAS before applying. Please do not apply if you’ve only completed 1 semester.
- Have a credit average (GPA of 5.0) or above
- Have no outstanding debts at UTAS
- Meet criteria that may be specific to their Faculty
- International students are welcome to apply (but cannot apply to go back to their home country)
STEPS 1: Applying for an Exchange Programme
a. Speak to your Course Coordinator and/or Faculty Officer to find out about Faculty specific eligibility requirements, unit requirements and your course structure so you can plan the best possible time for you to go on Exchange. Each faculty has different requirements and rules as to when and if you can go on an exchange. Approval to go on exchange is not guaranteed.
Faculty and School Contacts
- Kira White (Faculty of Law)
- All Officers (Faculty of Business)
- Jessica Burt (Faculty of Science, Engineering & Technology)
- Aemelia Hopley (Faculty of Arts)
- Greg Ashman (Faculty of Education)
- Rachel Farnsworth (Faculty of Health Science)
- Annette Marlow (Nursing)
- Ian Clayton (Architecture)
b. Research Partner Institutions and choose the one that offers Units that complement and can be credited towards your UTAS degree.
c. Download and complete the UTAS Outgoing Exchange Application Form Plus the Academic Reference form and give this and the required documents to the Study Abroad and Exchange Coordinator, International Services by the deadline date.
d. The Study Abroad and Exchange Coordinator will forward your application to your Faculty for assessment and approval. International Services will be notified of the results approximately 2 weeks after the deadline and you will then receive an email as to whether you have been accepted as an Exchange student or not.
e. If you are eligible for a Faculty Exchange Scholarship you will be notified in writing by your Faculty Officer at this stage or be asked to download a form and complete it.
STEP 2 Host Institution Approval
a. If successful as a UTAS exchange student, the next step is to obtain approval from the host institution. International Services will seek provisional approval from your first preference nominated host institution.
b. If provisional approval is given, International Services will provide information about the requirements for submitting an Application to your nominated Host institution.
c. If your application to the Host is successful, they will send an acceptance letter with your student ID, information about immigration and applying for a visa, housing, living expenses, and campus life. Please be aware notification of Acceptance by the host can take up to 10 weeks after your application is received by them.
STEP 3 Obtaining UTAS course approval
a. Download and complete the UTAS Course Approval for International Study form
b. Print off information about the units you want to study at the host institution. Make sure the information includes contact hours, course structure and credits.
c. Take the form and the above information to the Head/s of School in your faculty and obtain their approval/signature for each unit that you plan to study abroad. This is to confirm that you should receive credit for these units towards your UTAS degree. You should select one or two additional units in case your first choices are not available when you arrive at your exchange institute. (Sometimes you can’t do this before your leave because of restrictions or delays placed upon you from the Host Institution. If this is the case, you will need to email the completed UTAS course approval form to your UTAS Head of School from overseas).
d. Once all the units are approved you will need to make an appointment to visit your Faculty Officer again. They will give the final course approval and assist you in finalising your enrolment at UTAS for the semester/s that you will be away.
STEP 4 Preparations for departure
a. Your acceptance letter and other information sent to you should provide details about applying for a student visa. Please get this organised asap and make sure that your passport is up to date and valid for the duration of your time abroad (you can apply for a passport at any Post Office). Check relevant Embassies and Consulates.
b. After you receive your acceptance letter from your host institution and your visa is finalised, you can proceed to organise your flight. Your student visa will generally be valid for 1 month before your semester commencement and 1 month after your exchange period.
c. If you are receiving payment from Centrelink such as Youth Allowance you should visit the website. If you require a letter for Centrelink to confirm that you will be an Exchange Student, please contact the Study Abroad & Exchange Coordinator.
d. All host institutions require students to have health insurance. Please fill-in the appropriate forms that were given or recommended to you.
STEP 5 On return to UTAS
Ensure that your academic transcript of results from the exchange institute are received in the Faculty Office as soon as possible so that credit towards your UTAS degree can be finalised.
Please note that if your host University is unable to provide your academic results in English it is your responsibility to have them Officially translated by an independent third party.
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