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Step 1: Exchange Advising

Advising is an important part of the exchange process. Meeting with the Exchange Student Adviser will allow you to learn more about the program and get your questions answered. The adviser will provide you with resources and assistance with the application process. There are two options available for advising:

1) Attend an Exchange 101 session (in-person)

• 60 minutes
• presentation style, with Q&A
• held in the Welcome Centre (JCC lobby)

OR

2) Book an with the Exchange Student Adviser (in-person or virtual)

• 20-30 minutes
• one-on-one conversation
• office located in the International Centre for Students (JCC B202d)

On the application form below, there will be a section where you will indicate that you have fulfilled this preliminary requirement. 

Step 2: Request Your References

You must submit two reference forms with your application:

1. Academic reference – from an instructor at UVic (professor, lab instructor, teaching assistant or other UVic educator)
2. Character reference – from a community member (past or current employer, volunteer coordinator, coach, etc.)

Downloadable reference form templates: 

• Academic Reference Form
• Character Reference Form

Please download and provide a copy of the relevant form to each referee, and then ask that they return the completed form to you. Referees that prefer to submit their references directly to the ICS Exchange Team can do so by emailing goglobal@uvic.ca before the application deadline. It is important to connect with your references early, as this is often the most time consuming part of the application. 

After receiving the completed reference forms, you will upload them as part of your application package, using the link at the bottom of this page. 

Freedom of Information: The information on the International Exchange Application Forms is collected under the authority of the University Act R.S.B.C. 1979, c.468 and section 26 of the Freedom of Information and Protection of Privacy Act. The information is used for the purpose of admission to the ICS Exchange Program, course registration, and other purposes consistent with the administration of this program. It may be provided to the relevant host university. If you have any questions about the collection and use of this information, please contact the ICS Exchange Team at goglobal@uvic.ca

Step 3: Complete Required Documents

Please complete the following documents as part of your application:

1. Proposed Study Plan

• Create a proposed study plan , which is a preliminary list of relevant courses offered at your first choice host university. Students should understand that this list is subject to change, as the course catalogue/timetable is eventually confirmed at their host university. 
• To find general course information, first check out the partner page for your host university. Then, look for more specific course information via the course catalogue on the host university's exchange website.

2. Budgeting Worksheet

• Prepare a budgeting worksheet identifying the potential costs of your exchange at the host university. You will compare the costs of exchange versus the financial resources available to you.
• Students should research online to learn more about the cost of living in their host country and region. For example,  is a useful cost of living comparison website.
• Host universities often provide information about anticipated costs and fees on their website for incoming exchange students.

• Draft a formal letter of intent (two-page maximum), addressed to the Exchange Selection Committee, that covers the following:

  • Your academic motivations for wanting to participate in an international exchange opportunity.

  • How the exchange will enhance your studies at UVic and compliment future career/life plans.

  • Highlight your interest in other cultures and values, your previous travel to other countries, and/or connections with international students.

4. Student photograph

• Provide a digital passport-style photo (head and shoulder portrait on a white background).
• This does not need to be an official passport photo but should clearly show your face.

5. Passport copy

• Submit a copy of the picture page of your passport, which has an expiry date of at least 6 months from the end of your exchange period.
• Either scan or take a photo of this page but please do so in a well-lit area and avoid a flash! 
• If you are in the process of renewing your passport, please email the ICS Exchange Team to explain and provide a copy of your existing/expired passport with your exchange application.
• The renewed passport must be valid by the time you are nominated to the host university by the ICS Exchange Team. 

Step 4: Pay Fee & Submit Application Form

Fee

• All UVic students applying to the ICS Exchange Program are required to pay a non-refundable $100 CAD application fee, through the secure UVic payment page.
• If the application fee poses a financial challenge for you, please do not hesitate to email the ICS Exchange Team to discuss possible accommodations. We are committed to reducing barriers to participation and fostering an inclusive program.

Application Form

• Please submit the online application form via the MoveOn portal, using the button below. The form summarizes your personal and academic information, and allows you to select your preference for a host university.
• The form will allow you to upload all of your application documents to MoveOn. 
• Please select a second choice host university on the form, in case your first choice is unavailable. The ICS Exchange Team cannot guarantee that your first choice will be available.
• Once completed, you will receive an email to confirm you've successfully submitted your exchange application via MoveOn.

Transcript review:

• By submitting your exchange application, you are authorizing the ICS Exchange Team to review your unofficial UVic administrative transcript electronically, as part of the academic application requirements for the program. Later, you may be asked by your host university to provide your official UVic transcript to complete their acceptance process. 

Importance of email communication:

• On the exchange application form, you will be asked to provide your UVic email address; all correspondence regarding your application will be sent to this email address.
• Gmail, Yahoo, Hotmail and other email services will sometimes reject or junk emails sent from UVic or host universities, and so they should not be used for exchange correspondence.