Application process exchange

Step 1 - Degree Planning

Review the Plan & Prepare section of this website. A well researched degree plan is an important part of the study abroad process. Carefully read the Arts OASIS Degree Planning website for important information about planning your degree.

You are advised to complete an Arts OASIS Degree Planning Worksheet following the instructions in the Degree Planning Guide before submitting an application to study away to ensure that your plan meets your academic requirements. If you need help with this process, book a Degree Planning appointment with an Arts OASIS Advisor and make sure you meet with each of your departmental program advisor to carefully plan the courses needed for each program of study.

Keep in mind the degree requirements for the B.A degree when planning your study away:

1. You must satisfactorily complete a minimum of 60 credits at McGill University.
2. A minimum of two-thirds of all program requirements (Multi-track, Honours, Faculty program) must be satisfactorily completed at McGill.

Step 2 - Research and Review

It is important to ensure that you have researched and reviewed all requirements BEFORE submitting a Minerva Exchange application. The McGill Exchange Office, located in Service Point, oversees all aspects of the Exchange nomination process and conducts the lottery that selects nominations to McGill’s bilateral exchange partners. Arts OASIS will assess whether BA students meet the academic eligibility requirements to receive “Faculty Approval” for a McGill Exchange. Exchange nominations for the Faculty of Arts are ranked by CGPA and the nominations are selected by a university wide lottery.

1. Carefully read all the information on the Arts OASIS Study Away website including the Plan & Prepare and Transferring Credit sections
2. Review the Information on the McGill Abroad website, especially the “7 Steps to Going on Exchange”
3. Research the partner universities on the McGill Abroad website. Please ensure that you are only choosing partners that are indicated as “Open to all faculties” or “Arts”

The Minerva Exchange application allows you to rank a maximum of four (4) different host universities. Selecting the same host university for two different terms of study or two different campuses will count as two separate choices. Use your 4 choices wisely!

The host university choices that are open to students in the Faculty of Arts are listed here. Note that Minerva is not set up to restrict you from selecting schools that are not open to students in the Faculty of Arts so make sure that you select a host university that is open to Arts students!

McGill Exchanges take place in either the Fall, full year or Winter term. Due to high demand, the majority of exchanges are one semester in duration. Before submitting the full year application, consider the popularity of the host school since these will have limited spaces and students may not be permitted to complete a full year there.

The number of exchange spaces available at each host institution is limited, and varies from year to year. Making a selection on the Minerva Exchange application is not a guarantee that you will be nominated to the school of your choice or for the term of study you selected. Due to limited exchange places, you may be nominated to a host institution or term of study that you did not select in your application.

At the time of application for a McGill Exchange, you need to submit a minimum of eight (8) courses per host institution for each term you plan to participate in an exchange. This list of courses serves only as a preliminary study plan to demonstrate that the course offerings at the host institution are compatible with the requirements of your McGill degree. Your completed Arts OASIS Degree Planning Worksheet will assist you with this process. The courses you list on the Minerva Exchange application do not need to be approved on the McGill Course Equivalency System or by your departmental program advisor at this time. The courses you list on the exchange application are not binding.

Step 3 - Submit your application

In order for your exchange application to be considered you must submit the following by the deadline:

1. A completed Degree Planning Worksheet (See instructions)
2. The Minerva Application

NOTE: If you do not submit the information we request by the deadline you have been given, found in the "SAO comments" of your Minerva Exchange application, your application will be FACULTY REFUSED.

It is the student's responsibility to check their McGill email account and the Minerva Exchange module regularly for important notices as this is our official means of communication during the application process and during your term away.

If you have a "HOLD"on your Minerva record, please consult this website for information on the impact this will have on your study away application. If the hold is not cleared by the deadline you have been given in the "SAO comments" in your Minerva Exchange application, your application will be FACULTY REFUSED.

You are limited to one Minerva exchange application per academic year.

 A $150.00 non-refundable application fee is charged to your student account once you submit the application on Minerva.

1. Degree Planning Worksheet:

• Follow the instructions in the Degree Planning Guide to complete your Arts OASIS Degree Planning Worksheet
  • The Worksheet MUST be completed for your entire degree and must show that you are respecting your degree and program residency requirements.
• Your completed Degree Planning Worksheet must be submitted from your McGill email account, before the deadline, to Arts OASIS at studyaway.arts [at] mcgill.ca. Subject line for email: Degree Planning Worksheet, [EXC term application ] [Family Name/First Name], [Student ID number].

2. Minerva Application

1. Review the Minerva Exchange Application Screenshots.
   • Submit this application by the deadline. No late applications will be accepted.
   • To access the application: On Minerva, navigate to: Student Menu > Student Records Menu > Exchange/Study Away Menu > Request for Exchange

Tips & Tools for your Application:

• Don’t rush through your application! Click on the Question Marks or Help tabs in the Minerva Application for explanations.
• The application will time-out after 90 minutes of inactivity, so it is advisable to have your text/course lists ready to paste into the application. This way you won’t lose your work or miss the deadline.
• Once you submit your application it cannot be modified. You will not be able to change your choices of partner universities. If you want to make changes, you will have to cancel your application and complete a new one before the deadline.

Step 4 - Approval

Check your McGill email regularly to avoid missing important notices about your McGill Exchange application. As your application is being assessed by Arts OASIS, your application status will be updated on Minerva.

Once Arts OASIS has completed the review of your application, a faculty decision of “Faculty Approved” or “Faculty Refused” will be indicated in the “Faculty Application Status” field of your application.

Nomination Level:

If your application is "Faculty Approved", your name will be added to a list of students that will be sent to the McGill Exchange Office for the nomination process. For more information about nominations, please see the information on the McGill Abroad website. Once you have accepted the McGill nomination, you will receive an email from the McGill Exchange Office with instructions on how to submit your application to the host school

What happens after you accept the Exchange Office’s nomination?

Your record will be updated to non-resident status for term(s) you will be on exchange. You will be billed McGill tuition for 15 credits that term, irrespective of how many courses or credits you take at the exchange university. As well, if you are already enrolled for courses at McGill during your exchange term(s):

• These McGill courses will be dropped;
• Your transcript will indicate "Term Away/Exchange" (for a winter term exchange, your record will be updated to non-resident status after September);
• You will not be able to register for McGill courses in that term(s); and
• Your McGill courses will not be re-instated if your plans change.

Step 5 - Next Steps

Pre-departure Orientation

All students participating in a university-sponsored international activity including an Exchange are required to register for a Pre-departure Orientation.

Exchange students will receive instructions from McGill Abroad regarding Pre-departure Orientation. Do not complete the webform.

To acquire more information about Pre-departure Orientation, consult the McGill Abroad website.

Travel registry

Students are required to register their Exchange activity using the McGill Student Travel Registry app as soon as possible and at least 4 weeks prior to departure. Information about how to download and register using the app can be found on the McGill Student Travel Registry website.

Failure to register your trip in the McGill Student Travel Registry and/or not completing Pre-Departure Orientation may also result in consequences including cancellation of your activities and the loss of academic credits for your activity.

If you have any further questions regarding these requirements, please contact McGill Abroad at mcgillabroad [at] mcgill.ca /safetyabroad [at] mcgill.ca