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Frequently Asked Questions - Study Abroad

1. I am interested in taking courses at another university outside of Quebec. What is the procedure that I should follow?

If you wish to study at another university outside of Quebec, please complete the following steps:

  1. Review the steps in the “Plan and Prepare” section of the Study Abroad website and our Study Abroad checklist to inform yourself about the study away requirements and options.
  2. Verify that the host school you wish to attend is on our list of approved host institutions listed by continent.
  3. If you are applying for an Independent Study Away, contact the host school of your choice to confirm that:
    1. They accept applications for undergraduate non-degree Visiting student.
    2. You meet the host university’s eligibility and student visa requirements.
    3. You can afford to pay the host university’s tuition.
  4. Consult the Arts OASIS website for information on the eligibility requirements and the procedure to apply for an Independent Study Away or a McGill Exchange.
  5. Complete a Degree Planning Worksheet for Study Away. This form will help you to both plan your McGill degree and your study away. Note that a completed form will have to be submitted concurrently with the submission of your Minerva Study Away application.
  6. Consult with your Departmental Program Advisers to obtain guidance on your course selection to ensure that you are meeting your McGill program requirements and to discuss the ideal term to be completing program courses at another university.
  7. Review our Transfer Credit Policy for information on important policies and policies and review the Arts OASIS graduation checklist.
  8. Questions? Attend a Question and Answer session or Information Session beginning September 2018. Consult the Arts OASIS homepage for dates and times. Please note that the purpose of our information sessions is to explain the administrative procedures involved in studying way. We do not provide guidance on the selection of a host school. It is up to each student to follow the guidance we provide in ”Plan and Prepare” section of the Study Abroad website and our Study Abroad checklist to ensure that they are selecting a school that is on our list of approved institutions and that meets their academic needs.

 

2. Will McGill apply to the host university on my behalf? What information should I know about the host school I wish to attend?

No, Arts OASIS will not apply to the host university on your behalf; it is the student’s responsibility to apply directly to the host school. If you have been nominated for a McGill Exchange, please follow the information provided here. Before applying to a host university, you must ensure that:

  1. The host university is on our list of approved host institutions listed by continent.
  2. The host university permits students to apply to their school as an undergraduate non-degree Visiting student.
  3. You meet the host university’s eligibility and visa requirements.
  4. You can afford to pay the host university’s tuition.
  5. The host university offers a term of study that will allow you to resume your McGill studies on time and not after McGill, classes have begun.
  6. You are aware of the course load you must take to earn the equivalent of 15 McGill credits by consulting the information on our list of approved host institutions listed by continent.
  7. Use the questions on the “Host University Information” form (page 3 of theDegree Planning Worksheet for Study Away) to assist you in selecting and comparing host universities.

 

3. I have received a nomination for a McGill Exchange but I have nor received information on the application process to the host university. What should I do?

Once you have accepted the McGill nomination, you will receive an email from Service Point with instructions on how to submit your application to the host school by the following dates:

  • For a Fall term or full year exchange, expect to receive this email between March and June.
  • For a Winter term exchange, expectto receive this email between August and November.

Once the host school receives your complete application and it is processed, they will inform you ofthe next steps. Don’t worry! It is very important that you do not apply on your own until you receive the appropriate instructions from the host university.

If you have any questions about your nomination, please contact the McGill Exchange Office located in Service Point.

 

4. When can I find out what schools are available for the second round of exchange applications?

Information about the second round of Exchanges applications will not be available until the end of the Winter term of study. Please note that there is one official round of McGill Exchange applications each year with a deadline date of mid-January. A second round of Exchange applications is possible only if there are spots remaining at our partner schools

5. What is the procedure that I should follow to take an online course?

Please begin by reviewing the Arts OASIS policy on online education. A maximum of six credits of elective courses taught through online education may be used towards your Bachelor of Arts or Bachelor of Social Work degree at McGill. Next, consult the Arts OASIS website for information on the eligibility requirements and the procedure to apply for an Independent Study Away.

6. How do I cancel a study away application?

To cancel an Independent Study Away application, please follow the instructions here.

To cancel a McGill Exchange nomination, please follow the instructions here.

7. What is the purpose of the Letter of Permission? I have a form that need to be completed for my Study Away. How do I have this form completed

Please note that, as per our website, Arts students must use their Letter of Permission to provide proof that they have permission to study at another university. This letter may be required by the Host University’s Registrar's Office, Enrollment Services or International Study Abroad Office and is provided in place of any forms that must be provided to the host school confirming your permission to study away. (See Step 1: Minerva Study Away Application)

Please be advised that Arts OASIS does not fax Letters of Permission (LOP) to the host university. It is the responsibility of students to submit their Letter of Permission directly to the host university.

If you require additional documentation for your host university, please follow these instructions for having additional forms completed. (See “Forms for a centralised application service” or complete the details of this request via this web form or send servicepoint [at] mcgill.ca (Service Point) an email and attach your form (PDF format). The subject line of your email must be [Special Letters & Forms], including the brackets. Consult the Student Records website for further information on confirmation of enrolment forms.

8. How do I request a letter of disciplinary clearance?

If you require a letter of disciplinary clearance, please contact the Office for Dean of Students at the following email address: deanofstudents [at] mcgill.ca.

9. Do I have to complete a Minerva Travel Registry Form if I am studying in Canada?

No. Please note that the Minerva Travel Registry Form is required for a Study Away term completed outside Canada. (See Step 4: Pre-departure Information Session & Minerva Travel Registry) If you received a notice asking you to complete this form for online studies or studies that are taking place within Canada, please disregard the email.

10. What grade do I need to earn at the host university to earn transfer credits towards my McGill degree? Will the grade I earned at the host appear on my McGill transcript?

Courses that have been assessed and approved for McGill equivalence are eligible to be considered for transfer credit if the grade earned in the host university course(s) is equal to or higher than the grade/CGPA required to graduate from the host university. Normally, this is equivalent to a grade of C or better according to the host university’s grading scheme. The policy will apply to both elective and required courses.

Grades of C- or less, Pass (P) and Satisfactory (S) are not acceptable. The letter grade earned will take precedence over the corresponding numerical grades if both are indicated on the transcript.

The grades earned at the host university will NOT appear on your McGill record and will NOT be calculated in your McGill CGPA. Consult our Transfer Credit Policy for further information.

11. How many courses do I need to take at the host university to receive 15 McGill credits?

There are numerous credit assignment systems across universities around the world. Establishing the McGill equivalent for those systems is the responsibility of Arts OASIS. Generally, the host university's full course load for their degree students is used to calculate how many credits can be transferred to your McGill degree. We consider that the host university's full-year course load is equivalent to 30 McGill credits and that their full-time semester term (fall or winter) course load is equivalent 15 McGill credits. Consult our list of approved institutions by continent to determine what is considered a "full course load per semester". If you complete less than the equivalent of a full course load, transfer credits will be pro-rated.

Please keep in mind that courses at other universities will have different credit values and not all courses will have a credit value of three credits, as you are accustomed to at McGill. Therefore, the course load at the host university may be different from the course load at McGill and you may have to take more credits to receive the equivalent of 15 credits at McGill.

Arts OASIS will be holding Transfer Credit information sessions in the Fall about the different credit systems so please attend a Question and Answer session or Information Session for further information.

12. What steps do I need to follow to have credits earned for an approved study away entered on my Minerva transcript?

Transferring credit for studies completed during a pre-approved study away is a three-part process. Please carefully read and follow the instructions below:

Part 1: McGILL COURSE EQUIVALENCY

McGill Faculty and departments are responsible for assessing course content and assigning course equivalencies for course taken at another university using McGill’s Course Equivalency System.

BEFORE beginning this step, carefully read the information under 6. Minerva Transfer Credit Assessment Form Part 1: COURSE EQUIVALENCE for an explanation of this process.

NOTE: You will not be able to complete this step if 1) the course you want to take has not been approved on McGill’s Course Equivalency System, 2) you must request that a new equivalency assessment be done and 3) you do not have access to the host university’s course syllabus and/or 4) you are not currently registered at McGill.

Part 2: MINERVA TRANSFER CREDIT ASSESSMENT FORM

The Minerva Transfer Credit Assessment Form must be completed by all McGill students completing courses at another university as part of an approved McGill Exchange or an Independent Study Away to a school that appears on our list of approved institutions grouped by continent.

BEFORE beginning this step, carefully read the information under 6. Minerva Transfer Credit Assessment Form Part 2: COURSE APPROVAL for an explanation of this process.

Once you receive an email confirming that your course has been assessed on McGill’s Course Equivalency System, access your Minerva Study Away application to begin the process of adding the course(s) you wish to take at the host university. To access the form, log on to Minerva and navigate to: Student Menu > Student Records Menu > Exchange/Study Away Menu > View Application Status > Click on the Details link to access your Minerva Transfer Credit Assessment Form. At the bottom of your Minerva Study Away application, you will find a link to the Minerva Transfer Credit Assessment Form.

For instructions on how to complete the Minerva Transfer Credit Assessment form, select the word “HELP” in the upper right hand corner of the Minerva screen. Following the instructions provided on the attached link to complete the form. (See)

IMPORTANT:Please note this important change to the course approval process.

ALL courses entered on the Minerva Transfer Credit Assessment Form will be approved as ELECTIVE CREDIT ONLY.

The Program Requirement Approval process is now independent of the Minerva Study Away application process

If you would like to use the courses you have taken at another university to meet a program requirement (e.g., towards an honours, faculty, major or minor concentration), you will need department approval. It is your responsibility to contact the department that administers the program of study and follow the program audit procedures explained on their website.

Part 3: TRANSFER OF CREDIT

The course(s) on your Minerva Transfer Credit Assessment Form will not be “Faculty Approved” or receive “Overall Approval” until:

  1. McGill receives an official transcript of completed studies (including course numbers and individual final grades) directly from the host school to McGill’s Enrollment Services. Please contact your host university and make sure that an official transcript of your studies will be sent directly from the host university to the address indicated on this website. (See “12. Transcript from host school”)
  2. Your Minerva Transfer Credit Assessment Form accurately reflects the courses listed on the official transcript that is received from the host university. If the courses on your Minerva Transfer Credit Assessment Form do not match the courses listed on the official transcript, the processing of your transfer credit will be delayed.