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Independent study away (Fall/Winter)

Eligibility

At the time of application and the start of your study away term you must:

  • Have a minimum CGPA of 2.7
  • Be registered as a full-time student in a Bachelor of Arts or Social Work degree
  • Have a minimum of 24 graded McGill credits prior to the start of your study away

Application Periods & Deadlines

  • FALL TERM ONLY: February 1 to July 15
  • FALL & WINTER TERMS: February 1 to July 15
  • WINTER TERM ONLY: September 15 to November 15

Application Procedures

1. McGill Study Away Application

Submit your Study Away application on MINERVA by the “Application Deadline” listed above.

  1. Log onto MINERVA, select Student Records Menu, then Exchange/Study Away Menu, then Request for Study Away.
  2. Follow the steps and refer to the provided information text and/or help keys. Check the attached list to ensure that your host school is part of the “Approved Host Universities” list before proceeding with your study away application. (See http://www.mcgill.ca/oasis/files/oasis/approved_host_universities_update...)
  3. All applicants who are applying for an independent study away for the Fall and Winter semesters must submit their completed Degree Planning Worksheet for Study Away to Arts OASIS when submitting the Minerva application as per instructions included on the worksheet.
    • In person: to Dawson Hall, Room 110 during regular office hours.
    • By email attachment: to adviser [dot] arts [at] mcgill [dot] ca (subject: Degree%20Planning%20Worksheet%20%5BFamily%20Name%2FFirst%20Name%5D%20%5BStudent%20ID%20number%5D) (adviser [dot] arts [at] mcgill.ca) in the following "Subject" format: Degree Planning Worksheet [Family Name/First Name] [Student ID number].
  4. Students are required to submit a statement of purpose in the Study Away application. This text area allows 4000 characters (about one page single spaced). We recommend that the statement of purpose be written before hand in a separate text editor (e.g. MS Word) to track the length of the essay, and to avoid being timed out and potentially losing work. If you are applying to multiple institutions you will need to submit a separate statement of purpose for each institution. If you are applying to multiple institutions you will need to submit a separate statement of purpose for each institution.
  5. Processing time is normally 5 to 10 working days of submission. If approved, you will be issued a Letter of Permission which you can download from your Minerva Study Away application.
  6. If approved, your McGill record will be updated to “Term Away” for the specific term(s), and your McGill courses for that term will be removed.

Refer to the Once approved page then the “Course Selection and Approvals” notes.

2. Letter of Permission

  • This letter grants you McGill authorization to take courses at the specified host university during the specified term as a Visiting student for the purpose of transferring course equivalences and credits toward your McGill degree in progress.
  • This letter should be submitted to the Host University’s Registrar's Office, Enrolment Services or International Study Abroad Office.
  • Please be advised that Arts OASIS does not fax Letters of Permission (LOP) to the host university. It is the responsibility of each student to submit their Letter of Permission directly to the host university.

3. Apply to Host University

  • Apply DIRECTLY to the host university as a Visiting student (or their equivalent to a non-degree student status) according to their deadlines.
  • Do not use a study abroad company or organization for your application; otherwise you risk not receiving transfer credits for your studies. Refer to the “Where can I go” side menu then the “Study Abroad Companies and Organizations” notes for details.
  • With your application, submit the Letter of Permission and any other requested documents.
  • If offered admission, register in courses according to the registration dates and conditions given to you.

4. Course Selection & Approvals

Your courses must be evaluated and approved for McGill equivalencies on the MINERVA Transfer Credit Assessment Form by November 15 for Fall and April 15 for Winter. At the bottom of your Study Away application you will find a link to the Transfer Credit Assessment Form. Since April 1st, 2015, the Transfer Credit Assessment Form (previously named Course Approval and Transfer Credit Form) is linked to the Course Equivalency Database.

  • On the Transfer Credit Assessment form you will be able to search for a course on the Course Equivalency Database by using the search box at the top of the form. Once you have found the course you will have to add it to your list in the form by clicking on the ‘add’ button.
    • If you intend to use this course as an elective, departmental approval will not be required on the Transfer Credit Assessment form if it is on the Course Equivalency Database and you were able to add it to the form.
    • If you intend to use this course towards a program requirement you will need to email the program advisor to get their approval on the Transfer Credit Assessment form once the course has been added to the form. Please consult the list of Departmental Program advisors here (link).
    • If this course is an online course, you will need to get permission from the Associate Dean. Send your email request to assistant-adstudents [dot] arts [at] mcgill [dot] ca. In your email indicate your reasons for wishing to take the course and attach the course syllabus and method of evaluation.
  • If you are NOT able to find a course on the Course Equivalency Database through the Transfer Credit Assessment form (which means the course was never assessed for equivalency before) you will have to request that a new equivalency assessment be done on the Transfer Credit Assessment form. The request will require that you upload a pdf of the syllabus which must include the textbooks, readings, method of evaluation, and any other relevant information.

    Once the equivalency has been assessed and approved, you will receive an email notification that it has been added to the Course Equivalency Database and you will need to go back to the MINERVA Transfer Credit Assessment form to add the course to your list.

  • If you are able to find a course (elective or not) on the Course Equivalency Database through the Transfer Credit Assessment form but the equivalence has expired you will have the option of requesting a reassessment.
  • Please note that courses listed on the MINERVA Transfer Credit Assessment form will need to receive “DEPARTMENTAL APPROVAL” ONLY if you will be using them to fulfill program requirements.
  • MINERVA Transfer Credit Assessment form Deadlines:
    • For Fall term: November 15
    • For Winter term: April 15
    • HOLD ON YOUR McGILL RECORD: If you do not complete this form deadline, a Registrar’s Hold will be placed on your record. This hold will prevent you from registering or ordering official transcripts on Minerva.

5. Pre-departure Information Session

  • If approved for a Study Away term outside Canada you are required to attend a mandatory Pre-departure session. Details.

International Travel Registry Form

  • If approved for a Study Away term outside Canada you are required to fill out the Minerva Travel Registry Form.
  • You will have access to this Form once your McGill record indicates “Term Away” for the specified term(s).

At the Host University

  • Keep all course materials (exam questions, graded work, methods of evaluation, reading lists, etc.) since McGill advisers may request them for further course equivalence evaluation.
  • Regularly check your McGill email for important notices.
  • Order an official transcript and have it sent directly to McGill University immediately after completing your studies. Refer to the “Transferring credits” tab above for the mailing address.

6. International Travel Registry Form

  • If approved for a Study Away term outside Canada you are required to fill out the Minerva Travel Registry Form.
  • You will have access to this Form once your McGill record indicates “Term Away” for the specified term(s).

Independent study away (Summer)

Eligibility

At the time of application and at the start of your study away term you must:

  • Have a minimum CGPA of 2.00
  • Be registered in a Bachelor of Arts or Social Work degree
  • Have a minimum of 12 graded McGill credits prior to the start of your study away

Application Periods & Deadlines

  • SUMMER TERM: February 1 to July 15
  • The maximum credits you are permitted for the summer term is 12, including any McGill courses.

Application Procedures

1. McGill Study Away Application

Submission

Submit your Study Away application on MINERVA by the “Application Deadline” listed above. The procedure is as follows:

  • Log onto MINERVA, select Student Records Menu, then Exchange/Study Away Menu, then Request for Study Away.
  • Follow the steps and refer to the provided information text and/or help keys. Check the attached list to ensure that your host school is part of the “Approved Host Universities” list before proceeding with your study away application. (See http://www.mcgill.ca/oasis/files/oasis/approved_host_universities_update_oct._2015.pdf)
  • Students are required to submit a statement of purpose in the Study Away application. This text area allows 4000 characters (about one page single spaced). We recommend that the statement of purpose be written before hand in a separate text editor (e.g. MS Word) to track the length of the essay, and to avoid being timed out and potentially losing work. If you are applying to multiple institutions you will need to submit a separate statement of purpose for each institution.
  • Your courses must be evaluated and approved for McGill equivalencies on the MINERVA Transfer Credit Assessment Form concurrently with the submission of your Minerva Study Away application.

Course Assessment

At the bottom of your Study Away application you will find a link to the Transfer Credit Assessment Form.

  • On the Transfer Credit Assessment form you will be able to search for a course on the Course Equivalency Database by using the search box at the top of the form. Once you have found the course you will have to add it to your list in the form by clicking on the ‘add’ button.
  • If you are NOT able to find a course on the Course Equivalency Database through the Transfer Credit Assessment form (which means the course was never assessed for equivalency before) you will have to request that a new equivalency assessment be done on the Transfer Credit Assessment form. The request will require that you upload a pdf of the syllabus which must include the textbooks, readings, method of evaluation, and any other relevant information.

    Once the equivalency has been assessed and approved, you will receive an email notification that it has been added to the Course Equivalency Database and you will need to go back to the MINERVA Transfer Credit Assessment form to add the course to your list.

    • If you intend to use this course as an elective, departmental approval will not be required on the Transfer Credit Assessment form if it is on the Course Equivalency Database and you were able to add it to the form.
    • If you intend to use this course towards a program requirement you will need to email the program advisor to get their approval on the Transfer Credit Assessment form. Please consult the list of Departmental Program advisors here (link).
    • If this course is an online course, you will need to get permission from the Associate Dean to take it. Send your email request to assistant-adstudents [dot] arts [at] mcgill [dot] ca. In your email indicate your reasons for wishing to take the course and attach the course syllabus and method of evaluation.
  • If you are able to find a course (elective or not) on the Course Equivalency Database though the Transfer Credit Assessment form but the equivalence has expired you will have the option of requesting a reassessment.
  • Please note that courses listed on the MINERVA Transfer Credit Assessment form will need to receive “DEPARTMENTAL APPROVAL” ONLY if you will be using them to fulfill program requirements..

2. Letter of Permission

Your application will be evaluated only once your application is complete and the courses listed on the Transfer Credit Assessment form linked to your Study Away application have been Faculty approved.

  • You will be granted a status of 'Approved' or 'Not Approved' in the 'Faculty Application Status' field of your Minerva Study Away Application. Processing time is normally 5 to 10 working days.
  • Once approved, your McGill record will be updated to “Term Away” for the specific term(s).
  • A Letter of Permission can be downloaded from your approved Minerva Study Away application. This letter grants you McGill authorization to take courses at the specified host university during the specified term as a Visiting student for the purpose of transferring course equivalences and credits toward your McGill degree.
    • This letter may be required by the Host University’s Registrar's Office, Enrolment Services or International Study Abroad Office.
    • Please be advised that Arts OASIS does not fax Letters of Permission (LOP) to the host university. It is the responsibility of each student to submit their Letter of Permission directly to the host university.
  • If your Minerva Study Away application is not complete or if the courses listed on the MINERVA Transfer Credit Assessment Form have NOT been approved by the deadline you have been given, your application WILL BE CANCELLED.

3. Apply to Host University

  • Apply DIRECTLY to the host university as a Visiting student (or their equivalent to a non-degree student status) according to their deadlines.
  • Do not use a study abroad company or organization for your application; otherwise you risk not receiving transfer credits for your studies. Refer to the “Where can I go” side menu then the “Study Abroad Companies and Organizations” notes for details.
  • With your application, submit the Letter of Permission and any other requested documents.
  • If offered admission, register in courses according to the registration dates and conditions given to you.

4. Pre-departure Information Session

  • If approved for a Study Away term outside Canada you are required to attend a mandatory Pre-departure session. Details.

International Travel Registry Form

  • If approved for a Study Away term outside Canada you are required to fill out the Minerva Travel Registry Form.
  • You will have access to this Form once your McGill record indicates “Term Away” for the specified term(s).

At the Host University

  • Keep all course materials (exam questions, graded work, methods of evaluation, reading lists, etc.) since McGill advisers may request them for further course equivalence evaluation.
  • Regularly check your McGill email for important notices.
  • Order an official transcript and have it sent directly to McGill University immediately after completing your studies. Refer to the “Transferring credits” tab above for the mailing address.

5. International Travel Registry Form

  • If approved for a Study Away term outside Canada you are required to fill out the Minerva Travel Registry Form.
  • You will have access to this Form once your McGill record indicates “Term Away” for the specified term(s).

McGill exchange programs

Eligibility

At the time of application you must:

  • Have a minimum CGPA of 3.00 or greater
  • Be currently registered as a full-time student in the McGill BA or BSW degree
  • Have completed or be in the process of completing at least 12 graded McGill credits. NOTE: If your Minerva record reports 12 or more graded credits at the end of Fall, this CGPA will be used to determine your eligibility. Mid-term grades WILL NOT be included in the calculation of your CGPA to help you reach 3.00

At the start of your exchange term you must:

  • Have a minimum CGPA of 3.00 or greater
  • Be currently registered as a full-time student in the McGill BA or BSW degree. If you will not be a full time student in the term immediately preceding your “Term Away”, you must provide Arts OASIS with a valid reason for your reduced course load.
  • Have completed at least 24 graded McGill credits 
  • Have a minimum of 30 credits remaining to complete for your McGill degree at the end of the Winter term. To be eligible for a McGill exchange, the selection process requires that you be flexible with the term that you study away. Therefore, if you are in your final year of study, you must have sufficient credits remaining to be a full-time student in either the following Fall or Winter terms. 

Application Deadline

  • FALL 2016 and/or WINTER 2017 semesters: January 15, 2016
  • There may be a "Second Round" of exchange applications for the "WINTER TERM only" limited to a small number of host schools.  Please consult the Arts OASIS homepage under "Announcements" at the end of the Winter term for further details.

Application Procedures

1. McGill Exchange Application

Step 1: You must attend a mandatory Arts OASIS information session prior to submitting your Minerva Exchange application.

Step 2: All applicants must submit their completed “Faculty of Arts OASIS – Bachelor of Arts – Degree Planning Worksheet for Study Away” to Arts OASIS by January 15, 2016 at 4 pm.

  • In person: to Dawson Hall, Room 110 during regular office hours.
  • By email attachment: to adviser [dot] arts [at] mcgill [dot] ca in the following "Subject" format:  Degree Planning Worksheet Family Name/First Name; Student Number.
 
Late submissions will not be accepted and will result in the cancellation of your application.

 

Step 3: Submit your Exchange application on MINERVA by January 15, 2016

  • Read the information on the international education website
  • To begin an exchange application, you must go to the Minerva Exchange Request Form. To access the request form, log on to Minerva and navigate to: Student Menu > Student Records Menu > Exchange/Study Away Menu > Request for Exchange.
  • Faculty of Arts students are eligible to select universities indicated as “General” ONLY.
  • A $150.00 non-refundable application fee will be charged to your student account.

Step 4: All Fall 2015 grades must appear on your Minerva record before a decision can be made on your application.

  • If your Minerva record reports 12 or more graded credits at the end of Fall 2015, this CGPA will be used to determine your eligibility. Mid-term grades WILL NOT be included in the calculation of your CGPA to help you achieve a 3.00.
  • IF YOU ARE COMPLETING YOUR FIRST TERM OF STUDY AT McGILL AND you will not have 12 graded credits at the end of Fall 2015 because you are registered in one or more full year courses (D1/D2) that end in April 2016:
    • You must ask your course instructor to send an email from their McGill email account confirming your mid-term grade for each full year course by January 15, 2016 to advisor [dot] arts [at] mcgill [dot] ca in the following “Subject” format: “Grade Confirmation in COURSE NUMBER for LAST NAME/ FIRST NAME; STUDENT NUMBER”.
    • Be sure to make arrangements with your course instructor well in advance of the deadline. If we do not receive mid-term grades by the January 15, 2016 deadline, your request may be refused.

Step 5: In order to be considered for nomination to the host partner, you must first be granted Faculty Approval by Arts OASIS. Your application will be evaluated for the required academic criteria and will be granted a status of “Approved” or “Not Approved” in the “Faculty Application Status” field of your Minerva Exchange Application. This is the first level of approval.

Step 6: Once the “Application Status” field of your Minerva Exchange Application reads “Approved”, your application will be reviewed by Service Point. Check your McGill email account for updates to the status of your Exchange application beginning mid-February.

NOTE: When you accept McGill's nomination to participate in an exchange program, your record will be updated to non-resident status for the equivalent McGill term(s) you will be away. This means that if you are already enrolled for courses at McGill during your exchange term(s), these will be dropped, your transcript will indicate "Term Away/Exchange", and you will not be able to register for courses in that term(s).

Please note the following:

  • due to limited exchange places, you may be nominated to a host institution or term which you did not select in your application
  • students will receive only ONE nomination per year
  • nominations cannot be deferred

 

2. Apply to Host University

  • Once you receive the McGill nomination you will be given emailed instructions on how to submit your application to the host university.
  • Refer to the Apply to Host School tab at the McGill international education website .

3. Course Selection and Approvals

  • After you accept the Nomination to the Partner Host University you must also complete the Minerva Transfer Credit Assessment form linked to your exchange application.
  • Your courses must be evaluated and approved for McGill equivalencies on the Minerva Transfer Credit Assessment form by November 15 for Fall and April 15 for Winter. At the bottom of your Study Away application you will find a link to the Transfer Credit Assessment Form. Since April 1st, 2015, the Transfer Credit Assessment Form (previously named Course Approval and Transfer Credit Form) is linked to the Course Equivalency Database.
  • On the Transfer Credit Assessment form you will be able to search for a course on the Course Equivalency Database by using the search box at the top of the form. Once you have found the course you will have to add it to your list in the form by clicking on the ‘add’ button.
    • If you intend to use this course as an elective, departmental approval will not be required on the Transfer Credit Assessment form if it is on the Course Equivalency Database and you were able to add it to the form.
    • If you intend to use this course towards a program requirement you will need to email the program advisor to get their approval on the Transfer Credit Assessment form. Please consult the list of Departmental Program advisors here (link).
    • If this course is an online course, you will need to get permission from the Associate Dean to take it. Send your email request to assistant-adstudents [dot] arts [at] mcgill [dot] ca. In your email indicate your reasons for wishing to take the course and attach the course syllabus and method of evaluation.
  • If you are NOT able to find a course on the Course Equivalency Database through the Transfer Credit Assessment form (which means the course was never assessed for equivalency before) you will have to request that a new equivalency assessment be done on the Transfer Credit Assessment form. The request will require that you upload a pdf of the syllabus which must include the textbooks, readings, method of evaluation, and any other relevant information.

    Once the equivalency has been assessed and approved, you will receive an email notification that it has been added to the Course Equivalency Database and you will need to go back to the MINERVA Transfer Credit Assessment form to add the course to your list.

  • If you are able to find a course (elective or not) on the Course Equivalency Database though the Transfer Credit Assessment form but the equivalence has expired you will have the option of requesting a reassessment.
  • Please note that courses listed on the MINERVA Transfer Credit Assessment form will need to receive “DEPARTMENTAL APPROVAL” ONLY if you will be using them to fulfill program requirements.
  • MINERVA Tranfer Credit Assessment form Deadlines:
    • For Fall term: November 15
    • For Winter term: April 15
    • HOLD ON YOUR McGILL RECORD: If your Form is not completed by the deadlines a Registrar’s Hold will be placed on your record. This hold will prevent you from registering or ordering official transcripts on Minerva.

4. Pre-departure Information Session

  • If approved for an Exchange Program outside of Canada you are required to attend a mandatory Pre-departure session.

5. International Travel Registry Form

  • If approved for a Exchange Program outside Canada you are required to fill out the Minerva Travel Registry Form.
  • You will have access to this Form once your McGill record indicates “Term Away” for the specified term(s).

Quebec university studies

The Québec Inter-University Transfer Agreement (IUT) allows you to take one course or a full course load at another university in the province of Québec.

Important Policies

There are policies and regulations [PDF] you MUST know before applying for any type of study abroad activity.

Eligibility

At the time of application you must:

  • Have a minimum CGPA of 2.00 (for a summer request)
  • Have a minimum CGPA of 2.70 (for a fall and/or winter request)
  • Be registered in a Bachelor of Arts or Social Work degree
  • Have a minimum of 24 graded McGill credits prior to the start of the specified term
  • Exchange, Special, Visiting or Freshman (U0) students are not eligible to apply.

Application Process & Deadlines

  • Refer to Québec University Transfer
  • Applications for undergraduate level coursese (100-500) must be submitted by:
    • Fall term: August 15
    • Winter term: December 15
    • Summer term: April 15 (for May courses), May 15 (for June courses), June 15 (for July courses)
  • Once the host university approves your course(s) you still need to register at the university and instructions will be given to you by the host university.
  • Your approved IUT status will be noted on your McGill record as “IUT – Transfer”. If this coding does not appear within the first 4 weeks of classes, please inquire at Service Point.

Important Notes when Submitting your Application

NOTE:  BSW students MUST first discuss plans to take courses at another university with their program adviser in Social Work. If the School of Social Work approves your course selection, then continue to follow the application instructions outlined below.

All courses require approval by the corresponding McGill department so, in order for your request to be submitted to the correct unit, carefully read the following information.

  • Select the appropriate ‘field of study’ from the drop-down menu of the CREPUQ application.
  • Courses (required, complementary or elective): select the academic unit/department offering the program. Select the subject area not the degree. For example, select "Political Science", not “BA in Political Science”.
  • For Courses outside the Faculties of Arts and of Science: select "BA Undeclared" as the name of your program of study.
  • For Online courses: select “BA Undeclared” as the name of your program of study. Your course (s) must be evaluated and approved for McGill equivalences by the departmental adviser (s) concurrently with your IUT-CREPUQ application. Therefore, you must:
    • Send an email (see this example template) to the appropriate departmental adviser (s) to have the course (s) reviewed. You must attach the course outline (s) or syllabi.
    • The departmental adviser must them email a confirmation to iut [dot] arts [at] mcgill [dot] ca
  • For Basic Math and Science courses: select "BA Undeclared" as the name of your program of study.

Financing your IUT

During the term of your IUT you will pay McGill tuition.

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