Accepted for Exchange, Research, or Internship
Congratulations on your upcoming adventure! This is an exciting time, and there's lots to do to get ready.
Confirming Your Acceptance
At this point, you have received your application acceptance email. Get started with these simple steps to confirm your acceptance!
Note: if you have any concerns or potential conflicts, or are considering withdrawing, please contact your Global Learning advisor promptly to discuss. "Ghosting" (not completing the steps below) is not automatically assumed to be a cancellation of your program.
Due within 1 week of acceptance
After your application has been accepted, log back into the RAISA system (www.ucalgary.ca/UCI/RAISA), navigate to the “My Applications" tab, and select “Study Abroad Program Applications”. There will now be a link to register beside your original application. Please fill out as much information as possible at this time!
If you are missing information (e.g. passport), save your registration so that you can make edits later. Otherwise, you can submit your registration.
Click here to download the Registration Guide for detailed instructions & screenshots.
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Contact information
The registration will ask for your emergency contacts. At least 1 is required. Your emergency contact can be anyone, related to you or not.
There is also a field for “contact information in host country”; this tells us how we can contact you while you are abroad. You can leave this blank until you know your living arrangements. (It is OK to submit your registration with this field blank.)
Important to note: Completion of your in-country contact information will be requested and required within the first week of your arrival.
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Health section
While we strongly recommend you disclose health information to us, this is fully optional. The information you include in the health section is confidential and allows your Global Learning Advisor to work with you to arrange appropriate academic, health, and wellness supports while abroad.
Due within 1 week of acceptance
As part of the RAISA registration, you will be asked to provide your passport. This must be a colour, open-faced scan of your passport showing both ID pages. If you don't have access to a scanner, a high-quality photo works as well (make sure it is clear & legible, without fingers or shadows blocking any information).
In order to travel, you are required to have a passport that is valid for 6 months AFTER your expected return to Canada (for example, if your program ends in December 2026, your passport must be valid through June 2027). If your passport will expire before the 6 months, please inform your Global Learning advisor and renew it ASAP. This is crucial because passports that expire too soon will put you at risk of not being approved for a student visa or being barred from re-entering Canada at the end of your study abroad. There is no need to provide information from your old/expired passport in RAISA; you can just "save" your RAISA registration until you have your new passport ready, then upload your passport and "submit".
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Travelling on a non-Canadian passport
Please keep in mind that it is your responsibility to research the requirements for travel to your host destination. We strongly encourage you to book a time as soon as possible with your Global Learning Advisor to go through our international checklist, to help guide you in this process.
Depending on your passport issuing country, there may be different regulations or documents needed for you to enter your host destination, and it may take longer for you to make these arrangements. Understanding the process and timelines that apply to you is a critical piece of the planning and preparation so start early.
The consular office of your host destination and/or the consular office of your home country in that destination are often a good place to start. Your Global Learning advisor may be able to offer some support, but please note that they are not trained on international immigration laws.
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Dual citizens of Canada
Dual citizens are legally required to return to Canada on their Canadian passport. You are welcome to travel to your host country on a different passport if you prefer, however, you must bring your Canadian passport with you and present it upon re-entry to Canada. Click here for more information on dual citizenship travel requirements.
We strongly recommend booking a time to meet with your Global Learning Advisor as soon as possible if you (or a parent) has dual or non-Canadian citizenship, since there can be unique, country dependent, considerations to studying abroad that your Global Learning Advisor can help clarify for you.
If you plan to travel on multiple passports during your time abroad, please email your Global Learning Advisor a scan of both your passports. Only one file can be uploaded in your RAISA registration - ideally, this should be your Canadian passport.
Due within 1 week of acceptance
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In-person/travel-based programs
Your nomination agreement will be completed in D2L.
Log in to D2L and check under the Ongoing section (not a specific semester). The course is called "Study Abroad: Pre-Departure Orientation".
The nomination agreement can be found in the first module: Introduction. Follow the instructions to fill out the agreement. Check off each point as you read it. Sign or e-sign the agreement, and once you are done, upload it to the D2L Dropbox.
Note: If you have been conditionally accepted to a program, refer to the conditions stated in your application acceptance email (conditions may include maintaining a certain GPA, academic requirements, etc.) and copy this into the box which says “Additional conditions”. Otherwise, leave this blank.
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Virtual/online programs
This section is ONLY for students doing an online program (i.e. your exchange program is done online from Calgary and does not require travel to the host country). We have had several cases of students on travel-based programs filling out the online exchange agreement. Please do not do this; they are different versions and we need you to fill out the correct one.
Click here to download the Online Exchange Nomination Agreement
Fill in your personal details, your host institution/program, and the semester(s) of your online program. Check off each point as you read it. Sign or e-sign the agreement and email it to study.abroad@ucalgary.ca.
Note: If you have been conditionally accepted to a program, refer to the conditions stated in your application acceptance email (conditions may include maintaining a certain GPA, academic requirements, etc.) and copy this into the box which says “Additional conditions”. Otherwise, leave this blank.
Due within 2 weeks of acceptance
Unless otherwise directed, all UCalgary Global Learning exchange, research, and internship students are required to make a $150 placement payment.
Payments must be made in person at our office, Science B room 101 (SB 101).
Payment Hours:
- During the exam break until April 30, our office is open Mondays, Tuesdays & Thursdays, 10am - 3pm
- Starting May 4, summer hours are in effect: Tuesday, Wednesdays & Thursdays, 12pm - 3pm
Please bring your UCID with you. We accept card payments only: Debit, Visa, Mastercard, or Amex.
For students who live outside Calgary or are unable to come to campus during business hours, we can accept payments made in-person by someone else on your behalf, or arrange payment over the phone with a credit card. Please email us to request these alternate options if needed.
"Jiankou - The Great Wall of China"
Benjamin Nzojibwami
"Mist Mountains" (Austria)
Arshdeep Grewal
What’s Next?
As your Global Learning advisor prepares to support you through the nomination and/or application to your host university, they will email you detailed instructions for your specific program. Here’s what you should be prepared for.
The host university and the program type will determine the steps within the nomination and application process. Your advisor will send you instructions to complete the application for your host university. If a nomination in required, your advisor will complete this on your behalf. Every university has a different application process, so it’s important that you read the email from your advisor carefully and make sure you prepare all necessary documents for your host university's application deadline.
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Common documents for the application
Not all of these documents are needed for every student, but here are some common ones: Official UCalgary transcript, a colour scan of your passport’s ID pages, passport-style ID photos (may need to be taken to your host country’s measurement specifications), study plans/requested courses that have been approved by your academic advisor, a reference letter, resume/CV, health forms completed by your doctor, financial statements, etc.
Some universities will just ask for your transcript, while others may ask for this full list! This depends on what your host university needs in order to register you as a student and support your visa application.
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Academic advising
In your application, you will have to identify your desired courses. As part of your preparations, you should speak with your UCalgary academic advisor about your tentative course plans and when applicable, backup courses, to seek information as to how the courses you wish to take may fit into your degree. Click here for a list of academic advisors working with Study Abroad programs in each faculty.
Transfer credit confirmation works differently across UCalgary Faculties and Schools. Some areas do it before students go abroad, others do it post return. Be sure to consider the credit system of your host institution, this will impact your eligbility to transfer credit back. More guidance is provided in your D2L modules.
It may also be dependent on whether your host university is able to provide course outlines prior to your studies. Often, your academic advisor is still able to give a general confirmation that the course should transfer back to your degree, but in some cases they may not be able to confirm this until they have the course outline. This is why we recommend that students have some flexibility in their academic needs and are able to take electives/options on exchange.
Your host university will provide you with some resources.
You may also find it helpful to connect with other UCalgary students! As part of your Pre-departure Orientation Day, you will be connected with other students attending the same or a nearby host university; there is also a networking component.
Note: Although it's a good idea to start your research early, you should not be making any payments towards housing, visas, travel insurance, flights, etc. until after you receive the official acceptance letter from your host university and your Global Learning advisor gives you the go-ahead. If you decide to make these arrangements early, it is at your own risk.
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Housing options
In many cases, exchange students can choose to pursue housing on or off campus, and may even have other options available such as a homestay. Please consult the program page for your host university for details, and contact your Global Learning advisor with any questions.
For housing on-campus, most universities have exchange students apply for housing at the same time or after they complete the exchange application, or after their exchange application is accepted. At some universities, students can apply for housing even before they have applied for the exchange. Your advisor will inform you how housing works when they nominate you.
For housing off-campus, exchange students make their own housing arrangements. However, as noted above, we recommend not making any payments until after you have been officially accepted for exchange by your host university.
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Health considerations
Please review the Government of Canada’s Travel Advisory and International SOS Report for your destination country. These reports include health sections with recommended vaccines.
Before you travel (ideally a couple months in advance, though earlier is fine), we recommend that you schedule a check-up with your family doctor, make an appointment at the UCalgary Wellness Centre, or attend a travel clinic. A doctor can give medical advice specific to your personal health situation, provide vaccine prescriptions, provide medicine prescriptions (so you can bring enough to cover your time abroad), check the medicine's generic names (so you can get replacements while abroad if needed), and confirm you are up-to-date on routine immunizations (the CANImmunize app is a handy way to keep track).
If you are planning to bring medicine with you abroad, you should research import laws for your destination. Your Global Learning advisor can provide some resources for this.
It is extremely important that as early as possible, you research the applicable visa/permit requirements and application process, which apply to the duration and purpose of your status and citizenship while abroad. You will not be able to apply for a visa until after receiving the official acceptance letter from your host university, however there may be other documents for the application that you can prepare in advance.
Acquiring a visa can be lengthy, even delaying several months. Some will require you to submit your passport along with your visa application, making out-of-country travel impossible while your visa is being processed. Some visas require travel to Ottawa, Toronto, Vancouver, or Edmonton for in-person application. While some host universities undertake the application for you!
Terminology is also important to pay attention to. Depending on your destination and your own citizenship, you may be applying for a "student visa", a "study permit", a "residence permit", a "residence permit plus visa", etc.
Your host university may provide information about the visa process, or you may need to get information yourself through the consulate or embassy in Canada. Click here to view an online list of diplomatic centres in Canada you can contact for study visa/permit info.
Your Global Learning advisor can usually provide preliminary visa information or links to resources. However, please note that Global Learning advisors are not licensed immigration advisors and are not legally allowed to answer any specific questions about your study visa/permit.
If you are an international student at UCalgary, it is very important to connect with the ISS Immigration Advising team, to understand any requirements related to your status in Canada.
Making a realistic financial plan for your time abroad will help set you up for success. The "Costs and funding" section on each exchange program page is a great place to start your research. Your host university may provide additional information, and you can also find many general resources online such as travel guides and cost-of-living around the world. Past UCalgary students who attended your program are a valuable resource, too!
Below is a list of items to consider when evaluating your income (anticipated savings) and expenses (anticipated costs). Your income & expenses should balance for the duration of your program.
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Income
- Personal savings
- Work/job income
- Financial support from family
- Awards, grants, or scholarships
- Student loans
Consider: Do you have a backup plan in case of any unanticipated expenses that your regular income won't cover?
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Expenses
- Tuition & fees, in the case of an "exchange" program tuition and fees are paid to UCalgary at your normal tuition rate, in some cases there may be nominal fees at the host university too, for "fee-paying" programs tuition and other fees are paid to your host university at their rates.
- Airfare
- Student visa/permits (not just for your host country, but any other countries you plan to visit!)
- Health insurance
- Vaccines/medications
- Housing
- Food
- Textbooks
- Local transportation
- Entertainment
- Personal expenses
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Awards & scholarships
There can be funding you may be eligible for to help support your global learning costs.
Our Funding Page (click here) is a great starting point to review potential grants or scholarships. Please read the description and eligibility requirements carefully for any funding you plan to apply for, and contact the appropriate office with any questions.
It is important to note the distinction between participation in an "Exchange" vs "Fee-paying" program as it may apply to different award eligibility.
"Exchange" means students remain registered as UCalgary students throughout the duration of their global learning program.
"Fee-Paying" means students are not considered registered at UCalgary during the term they are participating in their global learning program.
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Student loans
Students attending "Exchange" and other academic-credit-bearing programs abroad may be eligible to apply for student loans from the provincial and/or federal government.
The process to apply for a student loan for your exchange is different from the regular student loan application. Please watch the "Student Loans on Exchange" video in the D2L pre-departure orientation module for detailed instructions. This video has been produced by the UCalgary Financial Aid office and is updated every year.
As part of your loan application, you will need a letter from your Global Learning Advisor. Your advisor will send you this letter after you have been formally accepted to your host university.
Note: The Global Learning office is unable to answer any questions related to exchange student loans. If you have questions, please refer to the D2L module, or contact finaid@ucalgary.ca.
"Fee-Paying" global learning program are not eligible for students loans.
The pre-departure orientation is a mandatory condition of your program acceptance. There are 2 parts you will be expected to complete.
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D2L modules
You will be registered into a D2L Pre-Departure Orientation course. You must pass each module with a grade of a minimum of 80%. Modules include academic information, health & safety abroad, budgeting advice, how to apply for student loans for your program, and more!
In addition to the mandatory modules, you will also receive a student handbook in D2L. We recommend saving a copy to your laptop/phone: the handbook is full of useful resources in case you have questions arise while travelling, as well as contact instructions in case of an emergency. (If you run into any challenges abroad, please contact both your host university advisor and your UCalgary Global Learning advisor for advice & support.)
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Pre-Departure Day
This mandatory live session is designed to supplement the D2L modules with a heavier focus on cultural awareness and your personal development during your time abroad. As this is an in-person event, attendance is required to be "cleared for travel" by the University, it's also a great opportunity to meet students going to the same region that you are!
Save the date for:
Saturday March 28, 2026 - Pre-Departure Day for students going abroad in the summer and fall semester (partial day event, details about exact time, location, etc. will be sent to accepted students in February). Please make arrangements now to hold 8:30 am to 4:30 pm in your calendar until details are confirmed.
TBC October 2026 - Pre-Departure Day for students going abroad in the winter semester (partial day event, details about exact time, location, etc. will be sent to accepted students in September).
Note: Exchange students in the Faculty of Law have a separate pre-departure meeting to receive tailored information. Details will be included in your exchange acceptance email.
There are two mandatory forms required for all exchange, research, and internship students to sign before you travel: the Participation Agreement and the International Travel Waiver. Copies of these forms can be found in your RAISA registration for you to review in advance. On the Travel Waiver, you will be prompted to review the Government of Canada’s Travel Advisory and International SOS Report for your destination country.
At your Pre-Departure Day, you will be given paper forms to sign in pen and hand in to your Global Learning advisor.
First Week Abroad
Once you've made it to your destination, there are a couple important things you must do.