Application process Independent Study Away

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: Select a University

Before you select a host institution, consult our Host University Checklist

Make sure to also read important information in Step 2 of  the “Plan and Prepare” section of this website to ensure that you meet the application criteria.

You must select the host university you wish to attend from our listing of approved host universities. (Step 2 of the Transferring Credit section on our website)  Applications to schools that do not appear on our listing of approved host universities, will not be considered. Furthermore, please note that study away requests involving study abroad organizations or companies which act as intermediaries are not approved.

Before submitting a Minerva Independent Study Away application, ensure that the host university is currently accepting students to study on campus as non-degree, fee-paying Visiting Students and that you meet the host university's eligibility requirements.

Please note that Study away requests involving study abroad organizations or companies which act as intermediaries are not approved.

Prepare for safe travel by consulting the information provided on the McGill Abroad Office and Canada’s Travel Advisory website.

Check the Course Equivalency System before applying to study away to see if the course(s) you wish to register for have previously been approved for transfer credit.

Step 3: Submit your application

There are two parts to submitting your application for Independent Study Away.

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

In order for your application to be considered, you must submit BOTH the Minerva Application and the Degree Planning Worksheet by the application deadline.

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

It is the student's responsibility to check their McGill email account and the Minerva Study Away 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 study away application, your application will be FACULTY REFUSED.

Arts students may only submit ONE application for Independent Study Away per application period. The application periods are Fall only, Fall and Winter (full-year), Winter only and Summer only.

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, [ISA term application ] [Family Name/First Name], [Student ID number].

• On Minerva, navigate to: Student Menu > Student Records Menu > Exchange/Study Away Menu > Request for Study Away.
• The application institution drop-down listing has hundreds of university but you must select only those on the “Approved” listings. (Step 2 of the Transferring Credit section on our website.)
• All students must submit a brief “statement of purpose” that explains your reasons for applying to study away.
• Additionally for SUMMER ONLY:
  • You must also complete the Minerva Transfer Credit Assessment form – which is linked to the Minerva Study Away application.
  • The course you list on the Minerva Transfer Credit Assessment form will be Faculty Approved as "elective only". If you wish to use this course to meet a McGill program requirement, you must consult the departmental program adviser. Please see Step 5 of the Transferring Credit website for more information.
  • The maximum number of credits you may take during one Summer session is 12 credits. This credit total includes McGill Summer Studies courses and courses taken at another host university during the Summer term.
  • You are advised against registering for concurrent courses (including online classes) that are scheduled at the same time or in the same term.

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: Apply to the Host Institution

As a student applying for an Independent Study Away, you are responsible for the following:

• Ensuring that your registration at the host university will be as a “non-degree visiting student”
  • You will need to confirm that the host university has an undergraduate “visiting, non-degree, or free-mover” student status
• Ensuring that the courses you register for are part of the host university’s undergraduate curriculum and are taught by their faculty members
• Meeting the host university’s application procedures and deadlines
• Paying tuition and related fees directly to the host university
• Meeting the host country’s visa requirement

WARNING – Affiliated partners and 3^rd party organization. Students may not enroll in courses at an affiliated partner university of the host institution. Students will not receive transfer credit for studies arranged by or offered through study abroad organizations, third parties or intermediaries. Student are not permitted to be concurrently registered as an undergraduate degree student at two different universities.

Step 5 - Approval

Once your application is “Faculty Approved”, you can download your “Letter of Permission (LOP) from the application.

• This LOP is your official letter granting 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 LOP may be required by the Host University’s Registrar's Office, Enrollment Services or International Study Abroad Office.
• This LOP is provided in place of any forms that must be provided to the host school confirming your permission to study away.

Your Minerva record will be updated to non-resident “Term Away” status for the same McGill term(s) you will be away. This means that if you are registered for McGill courses in the Fall and/or Winter terms and you are approved to study away:

• These McGill courses will be dropped.
• You will not be able to register for McGill courses in that term(s).
• Your McGill courses WILL NOT be re-instated if your plans change.

NOTE: If you are studying away in the Summer term, your Minerva record will be updated to non-resident “Term Away” in mid-June, to permit you to access summer course registration at McGill. This means that you will not have access to the McGill Travel Registry until your Minerva record shows “Term Away – Arts”. Once your Minerva record indicates "Term Away - Arts", you will not be able to register for McGill summer courses on Minerva.

ONLINE COURSES: If you plan to take an online education course, please read the information under Transferring Credit, "Online Education Policy".

Step 6 - Next steps

Pre-departure Orientation

All students participating in a university-sponsored international activity including Independent Study Away are required to register for a Pre-departure Orientation via the webform available on the McGill Abroad website in order to be granted access/enrolled into the course.

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

Travel registry

Students are required to register their Independent Study Away 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.

* NOTE: If you are studying away in the Summer term, your Minerva record will be updated to non-resident “Term Away” in mid-June, to permit you to access summer course registration at McGill. This means that you will not have access to the McGill Travel Registry until your Minerva record shows “Term Away – Arts”. Once your Minerva record indicates "Term Away - Arts", you will not be able to register for McGill summer courses on Minerva.

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