Selected Students

Nominated to participate in the Exchange Program

If your U of S application is successful and you have been nominated to participate in the exchange program, there are number of steps that must be completed in order for you to be accepted by the Host University.

1. You will be asked to submit an 'Outbound Exchange Student Placement Acceptance Form' to the International Student and Study Abroad Centre (ISSAC). This form will let the U of S know that you are either accepting or declining the offer to participate in the exchange program.
2. Upon returning the Outbound Exchange Student Placement Acceptance Form, you will receive an Application Package to the Host University you have been selected to go.
3. You will be asked to complete the Application Package and return it to the International Student and Study Abroad Centre by the deadline requested by ISSAC.
4. You will need to order an Official Transcript as part of your Host Application Package. you can order your Official Transcript through PAWS, and have it sent directly to ISSAC office.
5. ISSAC will send your application package to the Host University on your behalf prior to the Host University application deadline.
6. You must also complete an 'Outbound Exchange Student Advising Agreement'. This document must be completed with your Academic Advisor in your college.
7. If your Host Application is successful, your Host Institution will send you a Letter of Acceptance.

Once you receive the Official Letter of Acceptance, you are officially accepted to that Host University through the Exchange Program. Congratulations! Now you can start planning your trip.

Steps to complete after receiving your Official Letter of Acceptance from the Host University 

Step 1. Attend a Pre-Departure Orientation (Mandatory):

If you are a student traveling on a university approved and/or funded trip, it is required that you attend a pre-departure orientation session. The session is designed to help you in your personal, academic and administrative preparation for a successful trip abroad and it covers many important topics such as risk management and the International Travel Registry.

Step 2. Read Preparing to Go Guides & Checklist:

Make sure you read the Preparing to Go Guides on our website to assist you in preparing for you study abroad experience. 

The pre-departure Checklist will help ensure you have completed all necessary tasks before departing. 

Step 3. Research different Financing options:

A student on exchange is still formally registered at the U of S and is considered a U of S student for the purposes of student Financial Assistance and Scholarships.

Study Abroad Assistance Fund:

Students who have successfully completed a study abroad program are invited to apply for a Study Abroad Assistance Fund. 

Scholarships:

Generally, exchange students can continue to receive and/or apply for scholarships. Please be sure to check the specific terms of your current scholarship to ensure that you are in compliance. 

Loans:

Student loans may be available to students participating in an exchange program. Students are strongly encouraged to explore their various options.

Students should browse the websites of the institutions at which they wish to study. University websites often include information on the cost of living for international and exchange students. Financial assitance may be available.

Step 4. Obtain Immigration Documents:

You are responsible for handling your own immigration matters and obtaining your own passport and student immigration documents. Once you have received a Letter of Acceptance from the Host Institution you need to contact the nearest Embassy or Consulate for the country you will be visiting for more details.

Passport

A Canadian passport is valid for five years. Renewing a passport abroad can be complicated, so ensure that your passport won't expire while you are abroad. In addition, some countries require that you passport is valid for at least six months after t he completion of your trip.  

Passport applications can be downloaded from the Passport Canada website. you must obtain your passport before you can apply for any student immigration documents.  

Student Immigration Documents

Each country has its own requirements for student immigration documents. It will be your responsibility to comply with these requirements.

Usually, you need to be formally admitted to the Host Institution before you are eligible for any student immigration documents. If you are admitted, the Host Institution will supply you with a Letter of Acceptance. The original of this letter must accompany your student immigration application to the nearest Consulate or Embassy for the country in which you plan to study. You may also need to provide other documents such as proof of financial support, health insurance, medical records, criminal records check, and/or birth certificate.

Step 5. Purchase Health and Travel Insurance

Students participating in an international trip will be required to obtain adequate medical coverage for travel outside Saskatchewan. This includes two types of insurance coverage:

1. Basic provincial health coverage; and

2. Extended medical coverage for travelers

You should already have basic provincial coverage, either from Saskatchewan Health or your province of permanent residence (to which you pay taxes). If you participate in an exchange program, you will also have to make arrangements for extended medical coverage.

Some Host Institutions will require exchange students to purchase a specific medical insurance plan before the university will issue a Letter of Acceptance.

Useful Resources  

Canadian Society for International Health

Public Health Agency of Canada - Travel health

International Association for Medical Assistance to Travellers

Step 6. Learn about Immunization

Please contact the International Travel Centre  to discuss your portential travel plans. They can provide you with health information about any country of interest including suggested and/or required vaccinations and potential illnesses of which you should be aware.

If you participate in a student exchange, study abroad or any other international program through the U of S, you are responsible for fully researching your personal health needs and concerns, including country-specific information.

Step 7. Register for Classes at the Host Institution

Each Host Institution has a different method of registration. In some cases, exchange students cannot register until they arrive and for others, course selection occurs well in advance of the student's arrival in the country. Registration into courses at the Host Institution will be your responsibility.

In order for the U of S to recognize your exchange, you will also be required to register for a specific Exhange Course through PAWS. This is the only registration through PAWS you will do. The courses you will take at the Host Institution will need to be registered through the Host Institution course registration process.

It will be important to have your Letter of Permission and your Advising Agreement completed. These documents will give you permission to receive transfer back to the U of S for the approved courses. You will work closely with your Academic Advisor in your college to complete these.

Students who are studying abroad will be responsible for meeting all required registration deadlines, including those of the semester following the semester or year abroad. You should make appropriate arrangements for receiving any necessary registration materials while you are overseas.

Step 8. Pay Tuition and Student Fees

If you go on exchange, you will be assessed full U of S tuition. Regardless of how many courses or credits you plan to transfer back to the U of S, you will be charged the equivalent of 15 credit units of instruction for each semester that you participate in the exchange. You are expected to transfer back to the U of S a minimun of nine credit units per semester of exchange.

You will not be assessed U of S Student Fees while on exchange. However, you may be required to pay student fees at the Host Institution.

Prior to your departure you must pay your first semester of tuition. Make sure you pay your second semester fees by published payment due dates. You will be able to register for the next consecutive semester without re-admission.

Step 9. Arrange Transportation and Flights

It is the student's responsibility to arrange for travel to the Host Institution. Do not purchase airline tickets until you have received a Letter of Acceptance from the Host Institution.

Step 10. Secure Accommodations

It will be the student's responsibility to arrange for accommodations while on exchange. Do not pay for accommodation until you have received a Letter of Acceptance from the Host Institution. General information regarding the various housing options at the Host Institution can be obtained from the Exchange Advisor. It is the student's responsibility to select his or her accommodation and to directly communicate this choice to the Host Institution. In some instances students can also choose meal plans, etc.

Student will be responsible for confirming their housing arrangements prior to departing for the Host Institution.

Other important things to consider

Meet all deadlines for Convocation

If you intend to graduate at the first convocation following your return from the exchange, you will be responsible for submitting an Application to Graduate by the required deadline. You will not be allowed to graduate until all of your transcripts have been received and evaluated by the University of Saskatchewan. Transcripts must arrive at least 12 calendar days prior to the first day of convocation. If the transcripts do not arrive in time, you will have to reapply for the next graduation ceremony.

Withdrawing from the Exchange Program

Any student who withdraws from an academic exchange is required to inform the Exchange Advisor and the Host Institution in writing. If a student withdraws after the last day to withdraw without financial and/or academic penalty (as set out in the Academic Calendar) they will be subject to all assessed penalties. If the student has been the recipient of student loans, scholarships and/or awards, he or she may be required to repay the amount.

Withdrawing during Pre-Departure

If a student withdraws during pre-departure (after notification of acceptance has been issued), he or she must complete a Logistical Changes in Study Abroad Program form. 

Withdrawing after Arrival

While abroad, an exchange student is registered as a U of S student. If the student withdraws from the program abroad, it is the same as withdrawing from the U of S. The student may not receive a tuition refund and may be required to reapply for admission. If the student is on student loans or was the recipient of a scholarship or award, he or she may be required to repay the full amount.

Any student who withdraws from an academic exchange must inform the Exchange Advisor and the Host Institution in writing.

Academic Probation

If at any time prior to departure an excchange student is placed on academic probation, becomes subject to dismissal, or is dismissed from the U of S, he or she will become ineligible to participate in the exchange.

Related content

• Student Exchange
• How to Apply
• Returning Home
• Commonly Asked Questions