Step-by-Step Procedures

• Check your eligibility for participation on a School of Business exchange program
  • BCom and MBA students, including international students, can all potentially participate on exchange.
  • Applicants are required to complete at least their first year of studies in the Alberta School of Business before they are eligible to participate on exchange.
  • Candidates should have a minimum GPA of 3.0.
  • Applicants must be registered in an ongoing Bachelor of Commerce or MBA degree at the UofA with at least *3 credits remaining before completing degree requirements.
  • Students in the Co-op program are eligible to also participate on an exchange, but must work out timing and coordination with both offices to ensure all requirements and obligations can be met for both programs.
  • Please see the Eligibility section of the FAQ page for more information on common eligibility questions. 
    
    
• Gather information on the program(s) you wish to apply for by:
  • searching the School of Business Outgoing Exchange website & associated links
  • speaking with the exchange coordinator to clarify options and details of participation
  • collecting information from the host institution website and other resources
  • reviewing feedback from student reports and speaking with past participants of your preferred destination (ask coordinator for contacts)
    
    
• Make an appointment and meet your academic advisor (BCom or MBA Office)
  This is important in order to ensure that you understand how an exchange can affect your degree program. You should consult your academic advisor to review your program flowchart and remaining credit options. This will help you see what kind of flexibility you have, clarify any transfer credit limits you’re approaching and let you discuss program requirements and how to best plan your remaining semesters to incorporate an exchange.
  You won't be able to request transfer credit at this point (see Step 6), but ensuring you plan it out properly and are informed about what courses you can and cannot take from the beginning will allow you to move forward confidently and help the transfer credit approval process go smoothly later on.
  
  
• Read the Student Terms of Participation
  This document outlines the official University of Alberta procedures and conditions of participation in Study Abroad and Exchange programs. All students applying to participate are required to read the appropriate section of this document before meeting with an exchange coordinator or submitting an application and will be required to sign a form indicating they have read and agree to the conditions it contains.  Please note that specific details of the application process as well as certain standards and requirements may vary between University-wide Education Abroad Program Office-run programs and those administered by the Alberta School of Business.

*All of the items in STEP 1 must be completed before you will be able to begin an application for exchange. Applications will be accepted beginning on November 1 of the academic year prior to exchange.

• Complete the Pre-application Profile Form & attach most recent set of U of A transcripts
  Transcripts do not need to be official for this stage of the application. Unofficial records printed from your Bear Tracks account will be accepted.
  
  
• Schedule an appointment to meet with the exchange coordinator for a preliminary interview
  The easiest way to schedule an appointment is to secure an available spot in the International Office calendar. Please see the Appointments page of the International Programs website for availability and more information. You may also contact the exchange coordinator to schedule an appointment directly.
  
  
• Attend your Preliminary Interview
  This is the first formal stage of the application process. General questions about an applicant’s motivations, preparation, background and goals will be asked in order to assess initial candidacy and suitability for an exchange. The interview is also used to ensure applicants are aware of all important aspects related to participation on exchange and to clarify any questions the applicant might have. Preliminary interviews usually last approximately 30 – 40 minutes and are informal. Interviews take place in the International Programs Office, BUS 3-21B unless otherwise noted.
  
  
• Complete the main ASB Exchange Application Package
  Candidates who successfully pass the interview stage must then complete and submit the International Student Exchange Application Form, along with all supporting materials by the appropriate deadline. The online application form will require applicants to upload the following documents:
  1. 1. a Budget Form outlining expected expenses and resources for the exchange program
     2. Up-to-date UofA Transcripts
     3. Letter of Intent
        This is a formal written statement of an applicant's motivations and purposes for wanting to participate. It should include what an applicant hopes to get out of an exchange, how it will benefit them, fit with their goals and why they would be a good candidate. The letter of intent should also show specific advantages offered by the host institution for which they are applying, reasons for choosing that destination and how attending it will help an applicant achieve their goals.
        There is no set length or format for the letter of intent. 
     4. Personal Résumé / CV
     5. Passport ID page — used primarily to confirm your name and personal info to ensure it matches your nomination details and ultimately, your admission and immigration documents for a potential exchange. If you do not have a current or past passport available, you may provide another piece of government-issued ID with the info as it will appear on your passport or other travel document(s).
        
        
• An Application Fee of $75* (non-refundable) will also be required to complete an application for exchange. 
  *Upon acceptance by the host institution an additional $175 is required. Total fees for an exchange: $250.

The deadline for submitting completed application documents is March 1^st for Summer, Fall term and full year exchanges, and September 15^th for Winter term only exchanges, although spots are limited and spaces can fill up and close early. Some deadlines may vary. Please see exchange coordinator to confirm.

See the Application & Selection section of the FAQ page for more information on common inquires on this subject.

• Application Review
  Once submitted, exchange applications are reviewed in the order they are received. Applicants are evaluated on a number of criteria, including academics, preparation, motivation, adaptability, extracurriculars, planning and overall impressions based on the interview and written materials of what kind of representative the candidate will be. Those identified as exceptional candidates may be awarded early selection. The remaining available spots in the exchange program will be allocated according to the outcome of the reviews at the end of the application period. Early application is strongly encouraged, but does not guarantee selection. Successful application will depend on the quality of the application, and for destinations in high demand, the timing of its submission as well.
  
  
• Selection
  Upon review, applicants will be notified via email regarding their selection status and informed of any amendments to their application or further steps required. This will confirm approval on the University of Alberta side.
  Please Note: selection from the Alberta School of Business does not guarantee admission to the partner institution. Only the host university can grant admission to study at their school. Your final acceptance and confirmation of participation therefore, can only come for the host (see Step 6 below).

• Successful applicants will be formally recommended to the partner exchange institution by official nomination process according to the host timeline. After nominations have been made, further instructions on how to complete the host institution's materials will be given to exchange nominees which must be returned to the Exchange Coordinator or submitted directly online by the deadline given. *Because some institutions have pre-set nomination periods and internal selections from the Alberta School of Business can be made early, there can potentially be an extended waiting period for some applicants between the time they receive approval from the Alberta School of Business and when they can move forward with the next step in the process at the host institution.

• Completing the Host Exchange Process
  The second stage application process will vary according to the destination chosen. Some institutions have a very simple process that can be completed quickly. Others involve a more thorough screening of nominees and require more documentation and effort. Most partner institutions have an online process, but some destinations might still require hardcopy materials that could include things such as essays, letters of recommendation, CVs and ID photos. Applications for housing, course registrations, etc. are sometimes included in the main host application process, while this is done separately after formal admission or even immediately prior to arrival at other destinations.
  
  
• Submission of Host Institution Application
  Completed host institution application materials are either returned to the Alberta School of Business International Office for submission to the partner or completed online directly by the student. This second stage application must be completed by the deadline given, after which nominees will await formal acceptance from the host institution.

• Letter of Acceptance
  When the host process has been completed, the partner institution will review nominations/applications and issue formal letters of acceptance according to their internal timeline. The Letter of Acceptance is the official notification of admission to the partner institution and final confirmation of the exchange. The Letter of Acceptance will sometimes be in hardcopy and mailed directly to the Alberta School of Business International Programs Office, although most are sent electronically. If in hardcopy, students will be notified upon its arrival and must come pick it up from the Exchange Coordinator. *If received directly in electronic format, students should notify the Exchange Coordinator and provide a copy of the Letter of Acceptance as this will be needed in order to move forward with the next steps on the University of Alberta side.
  The host institution's Letter of Acceptance is often required to apply for a student visa or other processes and should be kept with you when travelling to the host country for confirmation of study. Other items such as information of course registration, housing and/or welcome materials are often received with the Acceptance Letters.
  
  
• Credit Approvals
  Exchange nominees should look into formal transfer credit approvals at this stage, if they have not already done so. Official requests for undergraduate transfer credit approval can be made via the Transfer Credit Request Form and submitted to the BCom Office for review. The formal process for this and guidelines for completing the form can be found on the Bachelor of Commerce website. MBA transfer credit approvals will be done in direct consultation with the MBA Office.
  *Please note: courses taken on exchange must be passed with a minimum UofA equivalent of a C- (BCom) or C+ (MBA) in order to count the credit towards your degree, according to University of Alberta policies.
  
  
• Part II Exchange Fee
  Upon receipt of official acceptance/admission from the host institution, the second exchange fee of $175 is due and must be submitted to the Exchange Coordinator.
  
  
• Exchange Registration
  Participants should ensure that they have completed a signed UofA Exchange Registration Form (available from Coordinator) at this time. They can then be registered in an exchange term at the University of Alberta by the Alberta School of Business International Office. Students are not permitted to add the exchange term themselves on Bear Tracks so this must be done manually, which will maintain enrolment at the UofA and generate the tuition for the exchange period.
  
  
• Visa Application
  Contact the appropriate Embassy or Consulate of your host country to confirm requirements and apply for the appropriate student visa or entry permit, if necessary. It is the sole responsibility of the participating student to ensure they have the proper immigration status to enter and study in their destination country for the duration of the exchange period. As visa/entry permits to some destinations can take longer than expected, this should be started as soon as possible after receiving your official admission/acceptance letter to avoid complications.

• Finalize Credit Approvals
  If not already completed, exchange participants should ensure that they have confirmed and finalized all transfer credit approvals with the BCom/MBA Program Office prior to departure to ensure courses taken on exchange will count towards their UofA degrees.
  
  
• Tuition Payment
  Except for a few select summer programs, exchange participants pay tuition and fees for their exchange term to the University of Alberta. Participants should make appropriate arrangements for tuition payment(s) prior to leaving on exchange. The amount of tuition is assessed according to the type of exchange course(s) a student is registered in and is due according to the regular UofA payment schedule, regardless of the when the exchange term actually starts. For more information on tuition & fees for a formal exchange program, please see the Costs page of our website. 
  
  
• Pre-Departure Forms & Procedures
  Complete the University of Alberta's risk assessment and pre-departure travel requirements as required by the current travel policy. This includes an online eClass and risk management plan, among other items.
  
  Submit a completed Pre-departure Checklist form along with a copy of your Education Abroad Waiver/Risk Management Agreement Form and any other required materials to Exchange Coordinator before departing for exchange. Ensure all items necessary to facilitate your exchange have been completed. 

• Other Preparations
  Participants should investigate and secure any necessary insurance coverage, vaccinations, and make appropriate travel arrangements, if not already done.
  
  
• Register in the UofA Off-Campus Travel Registry
  Prior to departure, please complete the University of Alberta ("UGo") Off-Campus Travel Registry through the Horizons portal. We strongly recommend that you register in Registration of Canadians Abroad as well in case of an emergency abroad, such as an earthquake or civil unrest, or an emergency at home. In addition, please ensure that you inform your family & friends of where you'll be on a regular basis so that contact can always be made in case of any emergencies.

• Maintain contact with the Alberta School of Business Exchange Office and your Program Office
  We understand that it takes some time to settle in and there is lots to see and do while abroad, but this is important in in order to receive academic counseling as needed and assistance in your return to the University of Alberta.

• Registration Changes & New Credit Approvals
  If you have to make changes to your course registrations after arrival at the host institution, you must contact your Program Office (BCom or MBA) immediately to obtain the necessary credit reassessment. Course syllabi, reading material, and contact hours should be part of the information you forward. New credit approvals will be determined as quickly as possible but cannot be guaranteed.
  
  
• Feedback During Your Exchange
  We will usually ask for feedback after completion of an exchange program, but it is often helpful to receive feedback and input from your exchange experiences while you are currently on exchange. We might ask for your help in advising other Business students interested in the institution you are attending, and hope you will agree to respond to inquiries from them as well. We will also sometimes have students do a School-hosted blog over the course of their exchange.

• Exchange Transcripts
  Please ensure that you make a request for your host institution transcripts to be sent to the International Programs Office upon completion of your exchange term. Many institutions are in the practice of sending the transcripts automatically, but it is the responsibility of the participating student to make sure a transcript is received for courses taken abroad. Official copies of your host institution transcripts are required in order to confirm and process transfer credit for pre-approved courses. Without this, credit cannot be granted for coursework completed on exchange. You might also want to request an extra copy for your own records, but make sure that an original is sent directly to the Alberta School of Business as well. The Registrar’s Office will usually not accept a transcript unless we can ensure it was received directly from the partner and not through the participating student.
  
  
• Written Report
  We require all participants to submit a Final Report summarizing their experiences upon return from an exchange program. This written feedback allows us ensure a positive and healthy relationship with our partners and also provides lots of practical insight, advice and pertinent information to other students interested in participating on an exchange in the future. Among things to include are your academic and personal experiences, things you wish you had known prior to going, an approximate budget, and general information on preparations, arrival, housing, registration, extra-curricular/social activities, health & safety, language & culture and other details you think the School of Business/future students/others would benefit in learning about your exchange.
  
  
• Information & Promotion
  In addition to the written report, we ask that returned exchange participants submit a Returnee Survey and assist with the promotion of the international program and advising of outgoing students, when possible. Although not mandatory, we hope that you will be willing to provide additional feedback when needed and act as a resource for other students looking into, exploring or preparing for an exchange. Through participation in organized events and informal discussion, your knowledge and first-hand experiences will be extremely useful to those interested in an exchange of their own. Even if you have graduated, we would appreciate your assistance.
  
  
• Continued Involvement after your Return
  After your return, you can play a very important role in enhancing the international culture of the Alberta School of Business. Through participating in the School’s international events such as exchange fairs, the international photo contest and assisting with services & orientation for incoming exchange students to the School of Business, we hope that you will remain involved. Joining the activities of the Business Exchange Association such as the Buddy Network and International Case Competition is also a great way to transition and even prolong your intercultural experience by connecting with like-minded individuals, both Canadian and international, and continuing to contribute to the internationalization of the School.
  
  
• MBA Double Degree Participants
  Students who have participated in the MBA dual degree program: It is your responsibility to ensure a certified copy of your degree parchment and your final official transcript from the University of Alberta are received by your host institution after you have completed the credit transfer process at the University of Alberta so that your degree will be issued by the host university.