How to Apply for Exchange Credit

You can begin your exchange credit application as soon as you have finalized your courses (and do not anticipate any changes/drops) and you have collected the required course documentation. You are not required to wait until you have completed your exchange to begin your exchange credit application. You may begin this process as early as you receive your exchange nomination. While we work with your indicated exchange credit evaluation preferences, evaluations by preferred departments and level (lower or upper division) are not guaranteed.

You are expected to apply for exchange credits within one year of the completion date of their exchange program.

1. COLLECT COURSE DOCUMENTATION

You are required to submit an exchange credit application for each academic course you have completed with a passing grade at your host institution and for which you wish to receive exchange credit. Courses must be considered "academic" by SFU regulations in order to receive exchange credit.

For each course, you must complete an exchange credit application and upload the original course syllabus that was issued by your instructor(s) as one file (pdf preferred) containing course details:

  • Detailed course description/syllabus
  • Official course code and title
  • Institution name
  • Instructor's name and contact details
  • Course objective(s)
  • Term offered and weeks of duration (i.e. course dates)
  • Hours per week (i.e. lecture; lab; tutorial)
  • Weekly topics discussed
  • Method of evaluation and grading
  • Textbooks, reading lists used
  • Credit value at partner institution
  • Any pre-requisites required to take the course at the host institution
  • Course materials and/or assignments (optional, but please retain in case further documentation is needed)

If your course outlines are in a language other than English (with the exception of French/Spanish/German/Japanese/Chinese language acquisition classes), you must provide the original course outline along with a translated copy (preferably verified by your host institution) in order for us to process the exchange credit application.

Note: You can only upload one file for each course, so please remember to merge your files.

Applying for Economics course credit? 

For accurate evaluation of Economics courses, the department requires the submission of a complete list of host institution pre-requisites including the title, course number, detailed outline/syllabus and the reading list.

Also as a cover page, provide a rationale for the SFU equivalent. If the information above is not provided at the initial exchange application stage, you will be required to resubmit your exchange credit application.

Are you graduating soon?

It is your responsibility to apply for exchange credit well in advance of your graduation application deadlines. Exchange credit is not guaranteed until your exchange credit applications have been confirmed by the department and transcript is received. Please consult your academic program advisor for any questions concerning your academic program graduation requirements.

Are you a Business student? 

As of Spring 2014, the exchange credit process for business courses taken at Preferred Business Partner Institutions has changed.

All students will need to submit an exchange credit application for each course taken on exchange, even if the course was pre-approved and posted on the SFU Business exchange credit database.

Are you seeking WQB credit? 

If you have questions regarding WQB assessment, please contact Susan Rhodes, Director, University Curriculum and Institutional Liaison at slrhodes@sfu.ca.

Please ensure you confirm whether you can receive WQB credit prior to submitting your exchange credit application. Forward all WQB approvals to excredit@sfu.ca.

Are you taking language acquisition classes or French classes?

For an accurate evaluation of the French classes you took abroad, you are required to submit the supplementary documentation listed here.

It is preferred for these documents to be submitted as digital copies (in PDF format, merged as one document) and sent to excredit@sfu.ca. Hardcopies (eg. textbooks/and or workbooks) can be submitted if it is not possible to submit in a digital format.

The processing times for French credit can take up to three months, pending receipt of the required supplementary documentation. Please ensure you submit the required documentation as soon as possible upon completion of your exchange term, as delays in submitting this documentation can extend the three month processing time.

For other language acquisition classes, you may be required to submit supplementary documentation. You can submit some of these documents as hardcopies (textbooks and/or workbooks).

ISS will not send these hardcopies for evaluation until we receive your online exchange credit application.

Are you a French Cohort Program student?

French Cohort Program students taking courses taught in French should input the original course title (in French) in the exchange credit application, and provide the original course outline in French. This will ensure the course title is accurately listed on your SFU transcript. French Cohort Program students do not currently need to provide a translated copy of their course outlines for Political Science, History and French.

2. APPLY FOR EXCHANGE CREDIT
 

a. Download the Exchange Credit Application Form to your computer and type in your course details then click "Save As", the file name should include "Institution name_Course Title.pdf"
Note: If using Adobe Acrobat Reader, please click "Fill & Sign" to type your application details.

Complete this form for each credit course that you are requesting to have evaluated. Generally, students must submit detailed course outlines which may not be available until they are enrolled in the course, or at the host institution. When entering the course title and course code in your exchange credit application, please insert the original title and code as indicated on your course outline in the original language. While we work with your indicated exchange credit evaluation preferences, evaluations by preferred departments and level (lower or upper division) are not guaranteed

Note: Course evaluations will only be posted to your student account once completed and once you have received a passing grade from the host university.

b. For each course, please email the detailed course outline, including a course reading list. If the course was instructed in a language other than English, please submit the original and translated version. It is recommended that the translated version is certified by the host institution.

Note: ensure your documents are one PDF file before sending. Please keep copies of all documents you submit to ISS for your own records.

c. If there is insufficient information on the uploaded course outline in order to evaluate the course for exchange credits, you may be contacted to provide more information (assignments, course books, exam papers etc) which may delay the application process.

d. Send your submission to excredit@sfu.ca in the following format:

Email Subject: "Full Name (Student number), Host Institution, Official Course Title"
eg. Joan SMITH (301258091) University of Bath, 19th Century English Literature

Each course request must be sent in a separate email.

Please ensure you send a copy of your detailed course outline, as indicated in the instructions above under "Collect Course Information".

3. SEND US AN OFFICIAL TRANSCRIPT

Ensure that an official transcript in a sealed envelope from the host institution is sent to:

Program Assistant - Exchange Credit
International Services for Students
Simon Fraser University
MBC 1200 - 8888, University Drive,
Burnaby, British Columbia, V5A 1S6 CANADA

You may have to order a transcript if the host institution does not offer to send one automatically. If you are a two term exchange student and receive a transcript after your first term, send the first term transcript to ISS upon receipt. Transcripts must be sent directly by the host institution to SFU. We retain one official transcript but additional ones may be returned to the student.

Transcript delivery times vary and transcripts usually take between 6 - 10 weeks to arrive at ISS following the completion of your exchange.

Please note:

  • Exchange credit will appear on your SFU transcript once all credit evaluations are complete and an official and final transcript is received from the host institution.
  • Students are required to achieve a minimum of a "passing grade" in addition to academic credit for each course completed at the host institution in accordance with the institution's pass/fail regulations to be awarded exchange credit.
  • If applying for graduate school or other post-secondary programs, you may be required to supply an official transcript from your exchange. Ensure that you have ordered enough transcripts for your own records in the event that you need them in the future. The transcript that our office receives is sealed in your SFU record and cannot be released to you for future purposes. ISS is not responsible for issuing copies of your host transcript or exchange grade details to other parties.

When should I do this? Please consult with your host institution prior to your departure to confirm an official transcript will be sent on your behalf.

4. Processing times

It may take 2-3 weeks for your exchange credit to be reviewed by ISS, and an additional 6 - 8 weeks for your exchange credit to be processed and added to your SFU student record, provided we have received your transcript.

Processing times may be shorter for students who have only taken courses in the business credit database. Processing times for French credit can take up to three months, following receipt of your transcript and required supplementary documentation. Exchange credit evaluations are processed by the relevant academic department at SFU, which may result in various response times between different departments.

ISS will be in contact with your regarding the status of your exchange credit application. If we contact you to request further details or documentation to support your application, please respond to us in a timely manner.