Outgoing Exchange

To be considered for an exchange program you must:

• Be a full-time VIU undergraduate student, enrolled in 3-5 courses per semester
• Have completed 30 credit hours (credits) before the application deadline*
• Achieved a GPA of 3.0 or higher (on a scale of 4.33) in the past two full-time semesters (B average)
• Be planning to transfer credits back to complete a VIU degree or diploma.

*Recent transfer students to VIU with at least 30 credits maybe eligible, if:

1. They are enrolled at VIU full time when applying to the Exchange program
2. Their proposed Exchange does not interfere with the VIU residency requirement

The eligibility requirements are firm, however under particular circumstances, exceptions to the above may be considered. Contact InternationalMobility@viu.ca for more information.

We welcome inquiries and submissions for the semester exchange program all year, and review applications once per semester. 

Application Deadlines

Two intakes per year: September 25 and January 25 

Students can apply up to two semesters in advance:

Apply in Fall for the following Spring or Fall Semester

• Apply in Spring for the following Fall or Spring semester

*Some partners have specific application timelines (e.g. UMAP)

Step 1: research Exchange partner schools, semester dates and course offerings before you initiate your application to the VIU Exchange program.

Step 2: Log into the VIU Experience Hub

All International Mobility exchange applications and pre-departure processes are completed within VIU’s Experience Hub platform.

• Students may log-in to the VIU Experience Hub using their VIU Single Sign-on.
• Navigate to the Experiential Learning Module in the left-hand menu.

• View available Courses/Programs

• Select IMEX - International Mobility Exchange from the list of available Programs/Courses

• From the IMEX - International Mobility Exchange dashboard, you may  proceed with the following application workflow steps (please note: you must complete all of these steps by the application deadline, September 25 or January 25. You can begin an application and return later to resume your progress.):
  • Eligibility Self-Screening Checklist
  • Accept the Exchange Program Terms and Conditions
  • Attend an appointment with International Mobility Advisor
  • Attend an appointment with your degree advisor/program chair to discuss your plans for an Exchange semester abroad
  • Complete the Exchange Program Application Form (here you will rank your preferred partner schools)
  • Submit contact information for reference checks

• After the application deadline (September 25 or January 25), International Mobility will review all applications received through Experience Hub and assign students accepted onto the Exchange Program to an international partner school. Upon receiving your letter of acceptance, you may proceed with the workflow to complete mandatory pre-departure steps. 

Selection Process

Students will be selected based on a combination of the following criteria: application quality, references, preparedness, experience and linkage to identified goals. Successful applicants must participate in pre-departure orientation sessions and complete a series of checklist items prior to going abroad.

Missed the Deadline? 

1) Submit your completed application ASAP and you may be added to a waitlist.

In the case that a student withdraws from the Exchange program and a space becomes available (and timing allows, etc.), your application may still be considered. 

2) Apply for the next deadline. We have two deadlines per year, January 25th & September 25th.

Applicants should be advised that, while you can apply up to 2 semester in advance, early applications will:

• Secure a spot at your preferred school, rather than reducing your options to leftover spaces.
• Allow plenty of time to prepare for your Exchange (it can take a minimum of 3 months, and up to one academic year to plan for Exchange).

Where can I go?

Explore our list of VIU Exchange Partners.  

What if I want to study somewhere else? - "Visiting Students"

Sometimes students want to study at an overseas university that VIU does not have an exchange agreement with. In this case, students may be able to study abroad as a "Visiting Student" and pay tuition at the overseas institution, rather than to VIU (international fees apply). Note: Studying as a visiting student will affect your eligibility for student loans.

Costs

Exchange participants are subject to the Exchange Program Fee, which is equivalent to VIU Tuition Fees for 5 courses plus student/activity fees for each semester abroad.

Students are responsible for all other costs of the exchange, which may include but are not limited to the following:

• Passport & visa related expenses
• Travel medical insurance
• Guard.Me Medical Insurance - Plan A
• Return international transportation and related insurance
• Local transportation
• Accommodation
• Cell phone
• Books and supplies
• Food
• Entertainment

Funding

See a full list of funding opportunities.

Exchange Award 

10 lottery selected students participating on a VIU exchange program for one or two semesters will receive the Exchange Award of $1000 upon completion of their pre-departure checklist.  The Exchange Award is subject to funding.

Global Citizens Network Stipend

The International Education Department at VIU encourages education abroad by providing eligible VIU Students with a Global Citizens Network Stipend of $500. Conditions apply.

StudentAid BC (Student Loans)

Students on StudentAid BC funding may be able to continue their funding to include education abroad. Please contact the Financial Aid office for more information.

Eligibility Exceptions Apply

Not all institutions are designated to for StudentAID BC funding.  If your host university does not hold a current designation, you will not qualify for student loans for your exchange period. 

Important: If you intend to access StudentAid BC funding (Student Loans) for your exchange, use the search tool on the StudentAID BC website and check that your preferred host institution(s) are designated. 

Credits earned while studying abroad in the VIU Exchange Program may be used towards your VIU degree requirements. 

Students may wish to discuss their degree plans and interest in the Exchange Program with their degree advisor / program chair before applying to study abroad on Exchange.

• Find your Degree Advisor
• Find your Program Chair

Please be advised that VIU has an Undergraduate Degree Residency Requirement:

• At least fifty percent of all credits used towards a VIU undergraduate degree must be completed with VIU courses
• At least fifty percent of all upper-level courses used towards an undergraduate degree must be completed with VIU courses
• At least fifty percent of all upper-level courses used towards each major, minor or concentration of an undergraduate degree must be completed with VIU courses

Vancouver Island University cannot guarantee this credit will be accepted at another institution. The credits may transfer back as “unassigned” or “assigned/direct equivalent” credit:

Unassigned example: History Unassigned 3rd Year  3.00 
Assigned/Direct equivalent example: MARK 260 Buyer Behaviour  3.00

Prior to departure, accepted Exchange students are responsible for researching their courses and planning their studies and transfer credit with their Program degree advisor / program chair. A  Letter of Permission (LOP) will be developed between the student and degree advisor / program chair. The LOP outlines how the planned courses will transfer back to VIU. Planned courses may change and it is the student's responsibility to contact their degree advisor / program chair to update their plan and agreement while abroad.

Students are advised to save their course outlines in the event more information is needed in the transfer credit assessment upon return to VIU.

VIU’s Exchange Transfer Credit Guide

Please be advised, this tool does not offer a guarantee of transfer credit. All situations are assessed on a case-by-case basis, and decisions are finalized by the Registrar’s office in partnership with degree Advisors/Chairs.

VIU's Exchange Transfer Credit Guide

Life happens!    

If you need to make changes to your Exchange plans, you may request to defer or withdraw from the Exchange program. 

Deferral

Definition: to delay your study abroad term by one semester without having to reapply to the Exchange Program.   
 
How to Request a Deferral: 

1. Send us an email to InternationalMobility@viu.ca to make your request official as soon as possible. You may request a deferral for up to 1 semester, provided you continue to meet the eligible requirements of the VIU Exchange Program (e.g. Maintain your GPA!)
2. Confirm your study abroad destination or request a change from your original application and acceptance.
3. Please provide an updated unofficial transcript from your VIU student record to the Education Abroad office.   

Considerations: 

Deferrals are not guaranteed. International Mobility reserves the right to deny a deferral request based on space availability at the host partner, rationale for the deferral, and whether the deferral request has been received within a reasonable timeframe.

Students can only request a deferral once. If you wish to defer by 2 or more semesters, you will need to withdraw your Exchange application and re-apply at a later date.

Withdrawal

Definition: to withdraw your application or acceptance from the Exchange Program.   

1. Withdrawal from the Exchange program PRIOR to tuition paid to VIU and PRIOR to departure from Canada:

1. Send us an email to InternationalMobility@viu.ca to make your request official. Please include as much information about your reasons for withdrawing as possible. 
2. Contact the partner school to officially withdraw your application and withdraw from courses, housing, orientations etc.  VIU will not do this on your behalf.
3. Education Abroad will coordinate your withdrawal from EXCH 015 and remove associated tuition and fees for this course.
4. If necessary, cancel any flights, accommodations, and insurance policies (Guard.Me) you have purchased for your Exchange and travel.  You may be able to seek refunds for these purchases.
5. Meet with your Academic Advisor or Chair to review your VIU course registration and degree path/timeline after withdrawing from Exchange.
6. If applicable, update VIU financial aid, BC Student Loans and notify any donors for scholarships you have been awarded or have applied to. 

2.     Withdrawal from the Exchange program AFTER tuition has been paid, BEFORE VIU fee-lock date:

1. Send us an email to InternationalMobility@viu.ca to make your request official. Please include as much information about your reasons for withdrawing as possible. 
2. Education Abroad will coordinate your withdrawal from EXCH 015 and determine a refund or credit for tuition and fees paid to VIU (you may be subject to financial penalties depending on the timing of your withdrawal as outlined below).
3. Contact the partner school to officially withdraw your application and withdraw from courses, housing, orientations etc.  VIU will not do this on your behalf.
4. Cancel any flights, accommodations, and insurance policies (Guard.Me) you have purchased for your Exchange and travel.  You may be able to seek refunds for these purchases.
5. Meet with your Academic Advisor or Chair to review your VIU course registration and degree path/timeline after withdrawing from Exchange. Please note, depending on the timeline of your withdrawal from the Exchange program, you may not be able to register in VIU courses.  Please see your Academic Advisor or Chair to discuss the process for late registration at VIU.
6. If applicable, update VIU financial aid, BC Student Loans and notify any donors for scholarships you have been awarded or have applied to. 

3.   Withdrawal from the Exchange program AFTER departure, AFTER VIU tuition fee-lock date:

1. Send us an email to InternationalMobility@viu.ca to make your request official. Please include as much information about your reasons for withdrawing as possible. 
2. Contact the partner school to officially withdraw from courses, housing, orientations etc. Inquire about any exam invigilation processes or deadlines. VIU will not do this on your behalf.
3. You will be subject to the cancellation/withdrawal/refund policies of the host institution regarding housing or other services.
4. If withdrawing after the VIU fee-lock date, you will not receive a refund for EXCH 015.
5. Once you have returned to Canada, cancel any insurance policies (Guard.Me) you have purchased for your Exchange semester abroad.
6. If applicable, update VIU financial aid, BC Student Loans and notify any donors for scholarships you have been awarded or have applied to. 
7. Meet with your VIU Academic Advisor or program Chair to determine your plan for registration in VIU courses and to update your graduation timeline/path.

EXCH 015 Tuition 

As a VIU Exchange student you will pay tuition to VIU for enrollment in EXCH 015 (equivalent to 15 VIU credits). Refer to the standard tuition refund policies of Vancouver Island University.  If you withdraw from the Exchange program, you are subject to VIU refund policies and timelines.

EXCH 015 Tuition Refund Timelines

Partner school semester dates are applied to your VIU Student Record upon enrollment in EXCH 015. EXCH 015 refund dates are based on the VIU semester timelines but apply to the start date of the EXCH 015 course in SRS:

• Full refund before the start of the semester at the host school
• 90% refund in the first two weeks of the semester at the host school
• 50% refund the next X days*

*The number of days varies per semester. Contact Education Abroad to discuss your options.

 

Transfer Credit and Exams

In the case that you encounter difficulties during your time abroad and need to withdraw from the Exchange program, please consider the impact of your decision on transfer credit and exams.  You are required to maintain full-time enrollment status (as determined by the host institution) during your semester Exchange. 

Transfer credit

Only those courses that have been completed and are documented on the final transcript sent by the host university will be assessed for transfer credit at VIU. 

Exams

Students are expected to meet the attendance requirements of the host university, including exam periods. If you must return to Canada prior to completing your exams it is your responsibility to contact the host institution to learn about the process for requesting an exam accommodation or invigilation.

What is an exchange?

If you participate in an exchange, you switch places with a student at another university (host university) while earning VIU credit. VIU has over 30 Exchange Partners.

When is the best time to go on exchange?

Most undergraduate students go on exchange the year before their final year. Talk to your advisor about going on exchange to determine when would be best for you, with regard to your program requirements.

When do I apply for an exchange?

There are two deadlines per year (October 6 & February 6) and you may apply to go abroad on exchange up to 2 semesters in advance.

How do I choose a host university?

Consider things such as academic programs, culture, climate, costs of living, and language when selecting a host university. Check out the university websites and social media tools, talk to professors, friends who have visited the area, and your academic advisor.  Review a few schools that you are interested in, and then narrow your choices down to three.

Will going on exchange defer my graduation?

If planned carefully and in consultation with an academic advisor, most exchanges do not defer graduation. However, if you choose to go on exchange in the final semester of your program, delayed receipt of your transcript from the Host University and subsequent delays in the processing of transfer credits could delay graduation.

How do I get credit for the courses I take while on exchange?

To ensure you get the credits earned at the host school transferred back to VIU, speak to your advisor. Accepted students must complete a Letter of Permission with their academic advisor or program chair, which will outline the planned courses abroad and the corresponding approved transfer credit at VIU. 

I have had a change in my plans and need to cancel my plans to go on exchange.  How can I cancel my exchange?

Any requests to withdraw must be made in writing to the VIU Education Abroad office.  We will work with you to cancel your nomination to the host university and remove you from the Exchange Course at VIU.  It is recommended that you speak to your advisor about a change in plans to ensure you are still on track with degree requirements.

How much does it cost to go exchange? Is financial support available?

When going on exchange you can expect to incur additional costs such as airline tickets, accommodations and other living expenses – but don’t let this stop you from gaining an international experience! Funding may be available!

How many courses can I take on exchange?

You are required to take the equivalent of a full-time course load at your host university.  Tuition fee payments to VIU are based on five courses.

Do the grades from my exchange studies count towards my GPA at VIU?

No, the grades you receive at your host university do not count towards your VIU GPA but you will receive an official transcript from the host university showing the grades you received.  You may be asked for the transcript with GPA in future if you apply to graduate school.

Where can I get information about travel health?

See International Mobility Pre-Departure, including information about travel health and insurance.

International Mobility

VIU International
Building 255 Front Reception
InternationalMobility@viu.ca