Application

APPLICATIONS - OPENING October 2019 
Deadline: january 25, 2020 for summer 2020, Fall 2020, or Spring 2021 exchange terms.
Early Recommended Deadline for Berkeley (Summer) and Waseda (Fall/Spring): January 15, 2020

Reference

Academic References

1. All applicants are required to have ONE academic referee who is teaching you or has taught you in the past. This must be from an SFU professor/instructor who has taught you at SFU. 

Applying for exchange to Waseda University, Japan as one of your top preferences? Download the Waseda Letter of Recommendation, to be completed and uploaded by your SFU reference as an attachment along with your reference in the Study Abroad System.

OR

2. Applying for exchange to Grenoble Ecole de Management, Indian Institute of Technology Bombay, Kansai Gaidai University, Meiji Gakuin University, or University of Lausanne? If you are selecting any of these host institutions, you must have two academic referees who are teaching you or have taught you in the past. This is because two references are required as part of the host institution application. Your references from your exchange application to ISS are reused for your host institution application. Your two references can be either:

  • Two SFU professors/instructors (highly recommended)

OR if you have transferred to SFU from another institution:

  • One SFU professor/instructor and
  • One professor from another university or college

Note: Teaching assistants, high school and work references are NOT eligible to act as your reference.

Have you applied for exchange in the past year? If yes, you may be able to reuse your academic references, if they meet the criteria above. Please email studyabroad@sfu.ca for more information.

Are you completing two or more exchange applications for the same application deadline (eg. Applying for a Fall term to Sweden and a Spring term to Japan)? If yes, you may be able to reuse your academic reference(s), if they meet the criteria above. Please email studyabroad@sfu.ca for more information.

How to obtain your reference(s)

1. Choose your reference(s). We recommend selecting a class you have done fairly well in. Also consider how well the professor knows you, for example; Did you speak in class? Was it a large lecture, or small class size? Did you attend their office hours? How long ago was the class? How many classes have you had with them? Were they an advocate of study abroad or international research?

Your referee will be asked:

  • How long they have known you and in what capacity
  • The relevance of the exchange to your career
  • Areas of weakness
  • Adaptability to new cultures
  • An overall rating (potential, motivation, adaptability) of your suitability for exchange

2. Contact your referee to request permission to send them an online reference request form for exchange. This should be requested as soon as possible to meet the application deadline (when the application is open). We recommend that your referee does NOT specify the destination you are applying for in the event that you are nominated for a different destination. If nominated for exchange the reference will be sent to your host institution.

When asking your referee to complete the online form, we suggest providing them with the following documents:

  • Current transcript
  • Resume
  • Brief statement about why you want to go on exchange 

For reference: How to ask for a reference letter

3. Once the referee agrees to be your academic reference, you can send them the online form through your application.

4. Your referee will receive the online form via email. You will receive an email once they have submitted their reference form, and your online Study Abroad System will indicate their reference is complete. Their reference needs to be completed by the exchange application deadline.

Select Your Destination(s)

Select your destination(s)

In your exchange application you may list up to 3 institutions. However, you may select only 1 or 2 if you prefer to be considered for fewer institutions. 

For each institution you are listing as your preference(s) please be sure to:

  • check the specific eligibility requirements, which are located on each host institution's webpage
  • check the Exchange Terms Available document to see if terms are available at the host institutions you want to select (this document will be available in November for the January 25th application deadline, or in April for the May 25th application deadline)
  • list them in order of preference (you will only be selected for one institution, per application) 

If you are applying for two separate institutions for two exchange terms, please complete and submit two separate applications. We can duplicate your reference(s), please email studyabroad@sfu.ca to request this.

Academic Documents

SFU Advising Transcript

Upload your most recent SFU Advising transcript (it is called "Transcript: Advising"). Select it to be sorted by "Both", ie. it will show your academic record by term and subject. Co-op, official, and unofficial transcripts are not accepted.

January deadline applicants: Upload SFU transcript after Fall grades have been posted.

May deadline applicants: Upload SFU transcript after Spring grades have been posted.

Other Transcripts (Optional - Strongly Recommended)

Do you have transfer credit from other post-secondary institutions (not including IB or AB credits from high school or test credits)?

If yes, we strongly recommend that you upload a copy of an unofficial transcript for each institution from which you have received transfer credit at SFU, to show your full academic history, especially if you have completed few terms or units at SFU.

Note: If you are nominated for exchange, you will be asked for an official transcript for each institution. We suggest that you request these now as they can take some time to be processed.

Advisor Discussion Worksheet (ACADEMIC)

Undergraduates: Meet with your academic advisor for each of your declared or intended programs (major, minor etc) to discuss your academic plans for your exchange term. Bring your Proposed Study Plan(s) to your meetings.

Download the Advisor Discussion Worksheet (Undergraduate) .

Graduates: Meet with your Graduate Supervisor (or Faculty Advisor) and Graduate Program Chair to complete this form. 

Download the Advisor Discussion Worksheet (Graduate) .

A Study Abroad Officer at ISS cannot complete this form for you.

Proposed Study Plan

Your Proposed Study Plan will likely take the most time to research and complete, so we recommend starting this early.

In your exchange application you will be able to select up to three institutions. Complete a Proposed Study Plan for each institution you would like to be considered for, by researching available classes on their website. If you are applying for a two-term exchange, complete a Proposed Study Plan for each term.

If you are applying for a full-time exchange, complete a minimum of six classes for each of your preferred host institutions.
If you are applying for a short-term summer program, complete a minimum of two classes for each of your preferred host institutions.

Select classes:

  • That are available for exchange students (review restricted subjects/classes)
  • That are normally offered in the term you plan to go on exchange
  • Which you anticipate meeting pre-requisite requirements

Tip: Check out the Exchange Credit History in the host institution profile.

Download the Proposed Study Plan:
Note, this document must be downloaded and saved prior to starting, in order to save the content you type into the fillable fields.

Language Proficiency Form (if applicable)

If you intend on taking courses that are taught in a language other than English, you must have this form completed. You are not required to complete this form if you intend on taking language courses while on exchange.

This can be completed by a language instructor, or SFU faculty/staff member who speaks the appropriate language as a native/first language. Not sure who to contact? You may connect with the SFU Language Training Institute to meet with a instructor of one of the languages they offer.

French Cohort Program (FCP) students are exempt from having to complete the Language Proficiency Form for taking French-taught courses while on exchange.

Download the Language Proficiency Form

Grant Permission-Transcript

On the online application, you will grant permission to SFU to order your official SFU transcript.

Statement of Interest

Statement of Interest

In your application, you will be asked to respond to the following questions. Your answers will be typed directly into the Study Abroad System, no additional document is needed.

1: Why have you decided to apply for the exchange program?
Include how this experience would benefit your degree and support your future academic, career and/or personal goals. (Up to 200 words)

2: Why have you selected your first preference institution?
(Up to 100 words)

3: Why have you selected your second preference institution?
If you do not have a second preference institution, write "n/a". (Up to 100 words)

4: Why have you selected your third preference institution?
If you do not have a third preference institution, write "n/a". (Up to 100 words)

5: How do you prepare for, and adapt to, new and challenging situations?
If you have had experiences that you think are relevant to your participation in the exchange program -- either internationally or locally -- include these as examples. (Up to 200 words)

If there are extenuating circumstances you would like to share with the selection committee, please include them under "Additional Documents".

Personal Documents

Photograph

Upload a colour passport-style photo of just yourself. Please do not upload a scan of the photo in your passport. Selfies are accepted as long as they meet the criteria listed (see image below).

Supported file formats: .jpeg, .gif, .png, or similar photo file (please do not submit a .pdf or .doc file)

Passport Identification Page

Upload the photo identification page of your current passport. For your exchange term, your passport may need to be valid up to 6 months past your expected date of return to Canada.

It is your responsibility to ensure that your passport is valid for the appropriate duration.

Passport about to expire or already expired? Upload a copy of the receipt you received when you applied for your renewal, or upload your expired/expiring passport and a document stating your name, student number, and details on when you will be applying for your renewal.

Don’t have a passport? Upload a copy of the receipt you received when you applied for your passport, or upload a document stating your name, student number, and details on when you will be applying for your passport.

Language Background

If you have a background in the languages of any of the host countries to which you are applying -- even if you plan on taking courses in English -- there is space in the application to comment on this. Include how you learned the language (eg. spoke it growing up, learned formally in a classroom, etc.), and your approximate level of fluency. 

If you do not have a background in the languages of any of the host countries to which you are applying, leave blank.

Language background is not expected for most destinations.

Declaration of Applicant

To complete your application, you must certify that all statements and documents in your application are true and complete, and that you understand that any misrepresentation may result in cancellation of your application, academic discipline and/or legal consequences.

Emergency Contact Information

You will need to submit emergency contact information for someone that could be reached for the duration of the exchange in case of an emergency. An English speaking contact is preferred.

If you need to change this after the application deadline, please email goexchange@sfu.ca. 

Consent to Disclose Information

If you anticipate that a family member, friend or representative will be inquiring on your behalf about your exchange program and you wish that person(s) to have access to that information, ISS will require your permission before any personal information is released. We recommend that at least one person you identify will be located in the Vancouver area during the time that you are away on your exchange. Please note this is separate from the Designate from in the SFU Student Information System.

If you need to change this after the application deadline, please email goexchange@sfu.ca. 

Acknowledgment and Waiver

Outbound Exchange Student Acknowledgment Form

The Outbound Exchange Student Acknowledgment Form is a legal document which outlines the terms of your participation in the exchange program. 

Please make sure your Acknowledgment follows these points to be considered complete:

  • Read
  • Sign by hand (if using an esignature it must be hand-written, not typed or computer-generated)
  • Scanned (if signing a hard copy)
  • ALL pages are merged into ONE PDF
  • If you are under the age of 19 your parent or guardian must sign the form.

Please only complete the one applicable to your first preference institution: (coming soon)

  • Full-Time Outbound Exchange Student Acknowledgment 
  • Short-Term Summer Program Undergraduate Outbound Exchange Student Acknowledgment 
  • Fee Paying Outbound Exchange Student Acknowledgment (University of California, Berkeley, Korea University - International Summer Campus, and Beijing Institute of Technology ONLY) 
  • Graduate Student Short-Term Summer Program Outbound Exchange Student Acknowledgment 
  • Graduate Student Full-Time Outbound Exchange Student Acknowledgement 

Keep the original for your records. Contact studyabroad@sfu.ca if you have questions about the document.

If you cannot obtain a printed copy to sign, please email studyabroad@sfu.ca.

Exchange Student Waiver and Release

The SFU Outbound Exchange Student Waiver and Release form is a release of liability, waiver of claims, assumptions of risks and indemnity agreement, which must be submitted in original hard copy to International Services for Students, MBC 1200, SFU Burnaby (office hours can be found here). The form must be:

  • an original hard copy 
  • in full colour 
  • on legal sized paper (8.5" x 14")
  • have all sections completed (eg. your initials in the top box, your full address, the witness was signed by a legal adult who saw you complete the form)

Documents that do not meet the above requirements cannot be accepted.

Download the Exchange Student Waiver and Release  (coming soon). Alternatively, you can also pick up a hard copy from the ISS front desk.

If you are out of the country and cannot submit a hard copy of the document in person you may print off the Exchange Student Waiver and Release Form. Please scan a copy to goexchange@sfu.ca first for review, and then mail the original hard copy to us at the following address:

     International Services for Students
     Simon Fraser University 
     MBC 1200, 8888 University Drive,
     Burnaby, BC, V5A 1S6 CANADA
     778.782.4232

Suite of Study Abroad Awards

Award Application

Suite of Study Abroad Awards

In the Study Abroad (Formal Exchange or Field School) program application, degree seeking SFU students applying for a full-time study abroad program may apply to the Suite of Study Abroad Awards. Students will submit one application in order to be considered for the full suite of awards, but only a maximum of one International Mobility Award (IMA) will be awarded per student. IMA applications will first be considered for the highest value IMA eligible. Each award has its own eligibility and selection criteria, which are detailed on the application.

NOTE: visiting students accepted to SFU for the purposes of participating in a field school are not eligible for these awards.  

  • Diamond Family International Mobility Award 2020-21
    Awarded to undergraduate participants accepted into a formal undergraduate Exchange or Field School program intended to provide additional funding to assist with the costs of travel and living expenses while pursuing studies abroad.
    Value: Multiple awards, valued at a minimum of $2000 each are awarded each year.

  • International Mobility Award (IMA): SFU Exchange and Field School Programs 2020-21
    In an effort to support students who are participating in a formal international Exchange or Field School programs, in addition to bursaries and scholarships, SFU has identified this additional funding to assist students with the costs of travel and living expenses while pursuing studies abroad. Multiple awards will be distributed each year.
    Value: Up to $1000 

  • Beedie Study Abroad Award (BSAA)
    Beedie School of Business Student Exchange to a Business Preferred Partner 2020-21
    The Beedie School of Business recognizes the impact of educating students within a global context, developing diversity in the academic community and encouraging students to extend their learning beyond our borders. To support our students studying abroad while on exchange, Beedie has provided funding to assist students with the costs of travel and living expenses abroad. Multiple awards will be distributed each year.
    Value: Up to $1000

  • Lana Cooke International Mobility Award (IMA): SFU Exchange and Field School Programs 2020-21
    In an effort to support Faculty of Applied Sciences students who are participating in a formal Exchange or Field School programs, in addition to bursaries and scholarships, SFU has identified this additional funding to assist students with the costs of travel and living expenses while pursuing studies abroad.
    Value: A single award of at least $1000 will be distributed each year.  

Referral Information

Referral Information

On the online application, you will be required to input referral information about how you heard about the exchange program.

Steps to Start an Application:

1) Register for a Study Abroad System account

2) Log in as a Student

3) Research and select at least one partner institution (Program) to begin your application    

- You may make changes to your selection up until 11:59 pm on the day of the exchange deadline.

4) Review application instructions and complete in any order.

Apply >

Budgeting:

Prior to submitting your application, you are strongly recommended to complete a Budget Planning Worksheet  for each of your preference institutions to estimate the costs and how to finance your participation.