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Outgoing Exchanges
Information
Student exchanges allow you to swap your place at Douglas College with a student at an offshore institution that you wish to attend. You pay Douglas College tuition and fees*. However, you are responsible for paying all costs for traveling and living abroad during your exchange. Douglas College has exchange agreements with institutions in South America, North America, Europe, Asia, Australia, and Africa.
If you are applying for an exchange you should do so by May 31 for the Winter semester, October 31 for the Summer semester and January 31 for the Fall semester. Plan to spend at least one semester but not more than two abroad (Note: in some cases you can combine student exchange with working overseas, see Section: Work & Learn). The following steps will guide you in organizing your exchange:
Step 1: Select your preferred destination and timing for your exchange
Step 2: Sign up for a “Student Planet” briefing session
Step 3: Submit your application
Step 4: Prepare for your exchange
Douglas College has a number of agreements with offshore institutions allowing you to take courses at their institution while paying Douglas College tuition and fees.
In many cases, you can take courses at prestigious universities and colleges in exciting locations for a fraction of what you would pay as an international student. Some exchanges allow you to choose from courses across the institution, while others are tied to specific programs at Douglas College.
Eligibility
To be selected as an outgoing exchange studens from Douglas College, you need to meet these eligibility requirements:
Canadian citizens, permanent residents, and visa students who are currently enrolled at Douglas College and have completed at least 15 credits of coursework at Douglas College can apply for the student exchange program.
When you apply, you must have a minimum 2.5 cumulative grade point average (GPA) or higher as required by the partner institution. Visiting students who are not enrolled in a degree, diploma or certificate program are not normally eligible to participate in student exchange.
Acceptance into an exchange is based on the general eligibility requirements. However, selection for an exchange to a specific partner institution may be competitive because each institution limits the number of exchange students they accept. Selection is based on the general eligibility requirements for exchange as well as academic performance, motivation, academic references, and any additional requirements of the specific partner institution.
Participants in student exchanges must ensure that they meet the academic and residency requirements of Douglas College.
Timelines
It is extremely important to get your required documents in to Douglas College before the deadlines listed below to remain in the running for an opportunity to study abroad.
Costs
As an exchange student, you will be responsible for the following costs during your half-semester abroad:
For most exchanges you pay the same tuition and fees as if you were studying at Douglas College. While you are away you will pay fees for 15 credits plus all student and administrative fees. Tuition may vary for part-time studies taken as part of a work/study opportunity or short-term program.
Some partner institutions may charge additional fees for specific activities and services. When you are abroad you will be registered at Douglas College and remain eligible for local scholarships, awards, and financial aid.
Note: In most cases, you must show that you have the financial resources to support yourself for your full exchange period before governments will issue a student visa.
Applications
Before You Apply
Choose classes from partner institutions which are transferrable for credit toward your program at Douglas College, making the exchange a part of your program rather than extending the amount of time needed to complete your program.
The actual credit you receive for your courses while overseas will be determined after you return from the exchange and your transcripts/course outlines can be reviewed and evaluated by the relevant departments. However, you can take some steps before you go to estimate the amount of credit you will receive.
Review your academic standing to help decide which courses you need. It is a good idea to check with your academic advisor to review your program.
Take a look at the courses offered at your first choice institution abroad to see if any match your needs. To get maximum transfer credit, choose courses to fulfill your Douglas College program requirements in this order, from easiest to most difficult:
- Electives
- 100 or 200 level
- 300 or 400 level
- Specific upper level courses needed to meet degree requirements
If a course is similar to one for which you have already received credit at Douglas College, credit will not be issued again. The course would be recognized as a duplicate.
To be eligible to receive a credential, students must complete a minimum residency of 25% of coursework taught by Douglas College faculty. With the approval of the chair of their department of study, students may count up to 30 exchange credits toward their credential, as long as you are able to meet the residency requirement.
With good planning, courses taken abroad can be used towards a Douglas College credential and need not extend the student’s study time. The Study Plan (included in the application process) provides an opportunity for students to work with academic advisors and their department to ensure exchange courses can be transferred to their Douglas College program.
Application Process and Forms
When you apply for an exchange you must have the following attachments (in PDF format) ready to submit with your online application form:
Passport
Upload the photo identification page of your current passport. For your exchange term, your passport may need to be valid up to six months past your expected date of return to Canada. It is your responsibility to ensure your passport is valid.
If you have applied but not received your passport, indicate this on the student exchange application (where it asks for current passport number) and forward this information when you receive your new passport.
Transcript
Upload one copy of your Douglas College transcript showing your current GPA and at least 15 credits completed at Douglas College (unofficial is acceptable). If you have taken courses at other post-secondary institutions that could help support your application you can also attach copies of these to your submission.
Virtual Interview
A 250-500 word statement about why you want to go on the exchange. Include where you want to go and why, the significance of the exchange to you, your studies and your employment plans. Explain anything additional you believe should be considered when your application is reviewed. Exchanges may be competitive so it is important to explain yourself fully.
You will also need a study plan identifying the courses you want to take abroad and their transferability to your program at Douglas College. This study plan should be completed with the assistance of a Douglas College advisor. It is your responsibility to check that courses taken abroad meet the requirements of your program at Douglas College. (Note: this will likely take the most time to complete so begin it early in the application process).
Two references: one academic reference from an instructor who has taught you a course at Douglas College, and one community or work reference which speaks to your employment, volunteer, or community participation experience and general character.
References can be a letter or email indicating how, and for what length of time they have known you, why they would recommend you for an exchange, and your strengths and weaknesses. References should include contact information (address, phone, email).
Budget
Research and create a budget for your exchange term(s). You can find out about housing, transportation and daily living costs from the partner institution’s web site, and from the internet.
If you need to apply for a student loan to cover costs, contact the Financial Aid office at Douglas College to determine eligibility for financial aid. For information on funding to support student exchange such as awards, financial aid and scholarships visit the Awards and Bursaries section of the Douglas College website.
You are now ready to go online and submit your application (hotlink to application form)
Selection Process
Once we receive your completed application it will be reviewed by Douglas College International to ensure that it meets the requirements and then you will be placed at your selected institution if there are sufficient openings to accommodate the request.
If there are more applicants than openings at a particular institution, you will be chosen on the strength of the information in your virtual interview attachment. Unsuccessful applicants can choose an alternative destination or apply for the next semester opening.
You will be notified by email and in writing of Douglas College International’s decision approximately 6-8 weeks after the application deadline. You will receive:
- A formal notification
- Exchange institution agreement letter
- information/application package
After You Are Accepted
Once you have been accepted to either study abroad or participate in an outgoing exchange, it’s important that you follow these steps:
Douglas College International sends information to the partner institution nominating successful applicants along with each student’s completed application package. The processing time varies but it is usually up to six weeks from the time the institution receives your information until the time that they contact you regarding your admission.
Make sure to check out the host country’s embassy website to determine what documentation you will need to obtain a student visa once you have received your letter of admission from the host institution.
Some countries do not require a student visa, while in other countries, student visas can only be obtained after you arrive at the host institution. The most up-to-date information regarding visas will be found on the host country’s embassy website. Check the DFAIT website for links to Embassy sites.
Review your selected courses with the appropriate academic department to determine course suitability for Douglas College credit. Exchange credit is determined by the academic department that offers instruction in that subject at Douglas College.
For example: a Mathematics course at an Australian university will be evaluated by the Mathematics Department, even if the course is being taken to meet a Business degree requirement.
Request preliminary evaluations for two or three more courses than you plan to take. This will give you some flexibility during registration at your overseas institution. You can receive preliminary evaluations from the appropriate Douglas College department by contacting the Chair of the department.
If you are considering transferring to another university (eg. UBC, SFU) after completing your diploma or associates’ degree at Douglas College, make sure that your exchange courses fit the program requirements of your intended transfer institution. A Douglas College academic advisor can help with this process.
Be prepared to be flexible with your course selections because you will be working with different university or college systems, and what you want may not be offered or classes may be full.
Tip: Choosing courses as electives gives you the greatest flexibility, more selection, and greater chance of receiving transfer credit.
Credit will be transferred to your Douglas College record, but the grades will not. Your grades will be recorded as Pass or F (Fail). This means your overseas experience does not affect your grade point average, with the exception of failing grades. A failing grade is noted on your transcript and will be calculated into your grade point average.
Timetable clashes, course cancellations, faculty illnesses and many other unpredictable and uncontrollable circumstances at our host institutions make it impossible to predict with certainty the transfer credit that will eventually be awarded. Therefore, transfer credit cannot be guaranteed.
