Each year, the International Programs Office (IPO) processes approximately 400 exchange applications and sends nearly 300 Arts and Science students on exchange and study abroad programs. Given the considerable number of students and the diversity of academic requirements, our office relies heavily on the guidance of departmental faculty and staff advisors to support students through their exchange journey.
We thank you for your commitment to student mobility and hope that the information provided on this page offers a clear understanding of the exchange journey and processes.
The IPO administers four exchange cohorts simultaneously on a yearly basis: inbound to the Faculty of Arts and Science, outbound from the Faculty of Arts and Science, returned cohort, and the group preparing to apply for the program. Students seek advisement at various stages of their exchange journey: during the application to the host university, and both before and after their arrival.
The following Exchange Timeline, influenced by the specific outgoing exchange cohorts, serves as a guide to the periods of increased demand for student advisement.
January: Exchange application deadline
Exchange applications for all programs are due on the second Friday in January. Late or incomplete applications are not accepted.
January-April: Transfer Credits for Returned Cohort
The returned Fall term cohort applies for transfer credits. Departments assist students in evaluating, confirming, and approving courses through the Post-Exchange Transfer Credit Form.
February/March: Exchange Offers
Exchange offers are sent; students have two weeks to accept or decline their offer.
April/May: Alternative Placements
IPO offers alternative exchange destinations to students on the waitlist. Some students may also seek independent study abroad opportunities via the International Letter of Permission (ILOP) at this time.
March-May: Fall Term and Full Year Nominations All outgoing exchange students are nominated to their host institution by our office and apply for admission. Generally, students must provide a study plan or select their courses at this time.
May-August: Transfer Credits for Returned Cohort
The returned Winter term and full year returned cohorts apply for transfer credits. Departments assist students in evaluating, confirming, and approving courses through the Post-Exchange Transfer Credit Form.
August-October: Fall Term and Full Year Pre-Exchange Transfer Credit Forms
Once enrolled in courses at their host university, Fall term and Full Year outgoing students should seek course evaluation and approval from relevant departments through the Pre-Exchange Transfer Credit Form.
August-November: Winter Term Nominations
Winter term outgoing students are nominated to the host institution by our office and apply for admission. Generally, students must provide a study plan or select their courses at this time.
November: Recruitment for the Next Cycle
In addition to recruitment on social media and at university-wide events throughout the year, IPO organizes a series of presentations on exchange programs and the application process.
December: Exchange applications open
Application open on our website at the beginning of the month.
December-March: Winter Term Pre-Exchange Transfer Credit Forms
Once enrolled in courses at their host university, Winter term outgoing students should seek course evaluation and approval from relevant departments through the Pre-Exchange Transfer Credit Form with relevant departments.
The mandate of the IPO is to prepare students for a successful exchange experience. We focus on facilitating a smooth academic transition through orientation events, informative documents, resources on our website, a preparatory onQ course, and more.
Please note that our office does not provide advice on the specifics of Academic Plans. We are unable to determine if an exchange is academically feasible for individual students or advise on their progress or course selections while abroad. For any questions related to Academic Plans, students should consult their home department.
Within our purview, we offer the following resources to students:
1. The IPO website features a comprehensive listing of our exchange programs and partner institutions, along with brochures and information on previously transferred courses. In addition to details about the application process, we provide several helpful resources for prospective exchange students, including:
- A document titled "Where to Go on Exchange Based on Your Academic Plan”
- A document titled “Spaces and Places” detailing the number of spaces we have per university for the upcoming cycle
- Application statistics from the previous year
2. We offer several orientation events to prepare outgoing students for their exchange experience, including:
- An academic orientation that explains what to expect from the exchange and how the credit transfer process works
- A safety abroad workshop to ensure students understand and comply with Queen’s Off-Campus Activity Safety Policy (OCASP)
- A networking event with Queen’s returned exchange students and incoming exchange students currently attending Queen’s.
- Decolonizing Global Engagement module, prepared by the Human Rights and Equity Office, that aims to help students understand how to ethically and respectfully engage in cross-cultural relationships, learning, and understanding.
These sessions are designed to provide essential information and support for a successful and safe exchange.
3. An Academic Parameters of Exchange document details the equivalent of a full course load and final grade for transfer credits at the host university. It also provides information on non-academic and non-transferable courses, Arts and Science regulations related to exchange programs as well as specifics about the host university. Each student receives a personalized copy of this document before departing for their exchange. The student must sign it to acknowledge their understanding.
4. Each outgoing cohort has access to an onQ course, which contains extensive materials relevant to the exchange journey. Students are enrolled in this course a few months before departure and are encouraged to utilize it throughout their exchange and after they return.
5. Peer Advisors are volunteers who have returned from exchange and now assist our office in promoting, advising, and guiding prospective and current exchange students. They hold weekly office hours to provide support.
6. IPO staff members are consistently available to answer questions regarding student mobility. Students can reach out via email, drop by during office hours, or make an appointment (virtually or in-person) for assistance.
The exchange journey for an Arts and Science student begins with the application process. To be eligible, students must be enrolled full-time in their second year of an Honours degree program in the Faculty of Arts and Science, be in good academic standing, and have a cumulative GPA of at least 2.8 at the time of the application deadline.
Third year applicants are welcome to apply but do not have priority for placement. They may apply only for a Fall term exchange of their fourth year, as Winter term requests will not be accommodated. Third year applicants must also submit a study plan signed off by the Undergraduate Chair of their home department at the time of application.
The application consists of four equally weighted components: a cumulative GPA, question 1 and question 2 as part of a statement of interest, and a research piece on the applicant's chosen universities. Students may select up to six universities in their application. The deadline for submissions is the second Friday in January, and late or incomplete applications will not be considered.
Each application is assessed by two independent reviewers in our office and the results are announced by the Friday before Reading Week in February. Students have two weeks to either accept or decline their exchange offer.
Our office processes transfer credits for courses taken on exchange. Arts and Science students can go on exchange either for a term or a full year. Historically, the majority of students choose the Winter term as their semester abroad.
Students select their host university courses at different stages of their exchange. Some may do so at the time of applying to the host university; others will register only when classes begin at the host institution. This means you may be contacted at various times of the year.
The transfer credit process is divided into pre-exchange and post-exchange parts:
Pre-Exchange
To ensure students select appropriate courses during their exchange, our office strongly encourages them to use the Pre-Exchange Transfer Credit Form for course validation and approval.
Students are reminded (through our communications and the Academic Parameters of Exchange document) that non-academic applied courses such as winemaking, dentistry, or volleyball are not transferrable. Similarly, courses that are not offered within the Faculty of Arts and Science such as law, education or journalism will not transfer. The only exception are Commerce courses.
The information on the Pre-Exchange Transfer Credit Form outlines the student’s information and the courses the student is planning to take. This information is to be completed by the student. Additionally, students must present the advisor with course materials, such as detailed course descriptions, course outlines or any other supporting documents that would make the assessment possible.
After evaluating the courses, the advisor completes their section of the Pre-Exchange Transfer Credit Form and returns it electronically to the student. Students are permitted to use the same form for all their course requests.
Note: There is no deadline for completing the Pre-Exchange Transfer Credit Forms.
Note: If a course has been assessed within the last 5 years, the student does not need to have the course evaluated. Students are instructed to check the Transfer Credit Reports on our website to see if the courses they intend to take have been already evaluated.
Post-Exchange
Students coming back from exchange are asked to submit their transfer credits through an Exchange Transfer
Credit application in SOLUS. Our office provides students with a guide on how to complete this process. Any courses already in the system from the past 5 years will be transferred without departmental consultation.
For any new courses, or courses evaluated more than 5 years ago, students are required to contact respective departments and obtain course evaluations, using the Post-Exchange Transfer Credit Form. The information collected on the Post-Exchange Transfer Credit Form outlines the student’s information and lists the courses the student took. This information is to be completed by the student.
Additionally, students must present the Pre-Exchange Transfer Credit Form, if completed by the student. This form serves as a reminder of what was discussed before the exchange. If there are no changes between the Pre- and Post-Exchange Transfer Credit Forms (the courses listed on both forms are the same), the departmental advisor can sign the Post-Exchange Transfer Credit Form so that our office knows we are authorized to approve the transfer credit application.
After confirming and evaluating the courses, the departmental advisor completes the Post-Exchange Transfer Credit Form and returns it electronically to the student. Students are permitted to use the same form for all their course requests.
Once the student uploads their host university transcript to the IPO’s onQ page and completed Post-Exchange Transfer Credit Form to their Exchange Transfer Credit application in SOLUS, the IPO will process the transfer credits for the courses that have been successfully completed and approved. The transfer credits are added to students’ Queen’s academic record.
Note: While there is no deadline for students to complete this process, we advise them to apply for transfer credits as soon as their host university transcript is obtained and before course registration for their final year.
Your cooperation and support are invaluable for expediting this process and once again, our office is grateful for your help.
Q: What study abroad opportunities exist for students on the waitlist or students who did not apply for exchange?
A: Students wanting to explore other study abroad options are encouraged to consider our summer language programs or short-term opportunities. Students have also the option of an independent study abroad where they can take courses at an accredited university on an International Letter of Permission. This guide outlines this process and highlights student’s responsibilities.
Q: Do students have to apply to their host university?
A: Yes. Being selected for exchange does not mean automatic acceptance by the host institutions. Students first apply for exchange to our office, then are nominated to their host university by our office. Finally, they apply to their host universities themselves.
Q: Do students need a reference letter for their application to the host university?
A: Some universities require a reference letter assessing student’s academic skills and suitability for exchange. We advise students to approach professors well before the application deadline.
Q: Does IPO provide advice on Academic Plan progress?
A: No, we cannot advise students on the particulars of their Academic Plan, course selection, or their suitability for exchange.
Q: Where can I see previously transferred courses?
A: You can check the Transfer Credit Reports, posted on our website.
If you have more questions, we encourage you to reach out to our office at ipo@queensu.ca