Applying to the Exchange Program

Step 1: Request Your References

You must submit two reference forms with your application:

1. Academic reference – from an academic instructor at UVic (professors, lab instructors, teaching assistants or other UVic academic educators)
2. Character reference – from a community member (past or current employer, supervisor, volunteer coordinator, coach, etc.)

• Academic Reference Form
• Character Reference Form

Please download and provide a copy of the relevant form to each referee, and then ask that they return the completed form to you. You will later upload the reference forms as part of your application package.

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 ICS Exchange Program, course registration, and other purposes consistent with the administration of this program. It may be provided to the relevant host university. If you have any questions about the collection and use of this information, please contact the ICS Exchange Team at goglobal@uvic.ca

Step 2: Complete Required Documents

Please complete the following documents as part of your application:

• Proposed Study Plan

The Proposed 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 and then go to the host university's exchange website for more information about courses.

• Budget worksheet

Prepare a budget worksheet identifying the potential costs of your exchange for your potential host university, as well as the financial resources available to you. Students can research online to learn more about the cost of living in your host country and region. The host university also provides information about costs on their website for incoming exchange students. 

• Statement of intent

Prepare a letter (one page maximum), addressed to the Exchange Selection Committee, that describes the following:

• Your motivations for wanting to participate in an international exchange opportunity.
• How the exchange will enhance your studies and compliment future career and/or life plans.
• Interest in other cultures and values, your previous travel to other countries, and/or involvement with international students.
  
  

• Student photograph

Submit a digital passport-style photo (head and shoulders) with your application. This does not need to be an official passport photo.

• Passport copy

Submit a photocopy of the picture page of your passport with your application. If you are in the process of applying for or renewing a passport, please indicate this information with your application and include a copy of your existing or expired passport.

Step 3: Submit Application Form

Once you've collected all of the documents above, you will be ready to submit your exchange application** and pay the application fee! 

• Application form submission:

Please submit the Online Application Form via the MoveOn portal, which summarizes your personal and academic information, and allows you to select your preference for a host university. You will select two universities as possible hosts for your exchange term(s), as your first choice may be unavailable. We cannot guarantee that you will receive your first choice. You will receive an email to confirm you've successfully submitted your application via MoveOn! 

• Transcript Review:

By submitting your exchange application, you are authorizing the ICS Exchange Team to review your unofficial UVic administrative transcript electronically, as part of the academic application requirements for exchange. You are not required to submit an official transcript as part of your application.

• Importance of email communication:

On the application form you are asked to provide a UVic email address; all correspondence regarding your application will be sent to this email. Gmail, Yahoo, Hotmail and other email services will sometimes reject emails sent from UVic or host universities, and should not be used for exchange correspondence.

• Fee:

All UVic students applying to for the Exchange Program are required to pay a non-refundable $100 CAD application fee, through this secure UVic payment page. If the application fee poses a financial challenge for you, please do not hesitate to contact the Exchange Team to discuss possible accommodations. We are committed to fostering inclusivity within our program.

**Steps 1-3 are required for your application to be considered complete!