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麻豆AV.CA / Arts OASIS / Study Away / Application Process

麻豆AV Exchange

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Applications for Fall 2025 will open December 2, 2024.听

Interested in doing a Fall 2025 or full year Exchange?

. The sessions will cover: the application process, eligibility requirements, course assessments, the Minerva transfer credit assessment form and there will be a Q & A period at the end.

Please note that students on Exchange are not permitted to take online courses.

An Exchange is an incredible opportunity to live abroad, immerse yourself in a new culture, and gain international perspectives in your field of study. You will be studying at one of 麻豆AV鈥檚 bilateral partner universities, paying tuition for 15 麻豆AV credits, and earning credits that can transfer back to your 麻豆AV degree. Studying on Exchange in a country in which you are yourself a citizen is highly discouraged.

For more information about the 麻豆AV Exchange Program, please visit the 麻豆AV Abroad website and review the听Arts Oasis Exchange Fact Sheet.听

IMPORTANT NOTE: Health and safety vary widely across the world, from country to country. As such, study abroad terms may be cancelled by 麻豆AV and/or its partners at any time. It is therefore recommended to plan serious financial commitments accordingly and carefully review all cancellation policies (e.g., travel, accommodation, insurance, etc.)

To contact the Study Away Team,听submit a request through听.

Application Periods:

TERM DATE
Fall Term ONLY December 2, 2024听to January 15, 2025
Fall & Winter Term December 2, 2024听to January 15, 2025
Winter Term ONLY April 15, 2025听to June 10, 2025听

Eligibility:

At the time of application you must:

  1. Have a 麻豆AV CGPA of 3.00 or greater in the 麻豆AV BA, BSW or B.Th. degree. Your latest CGPA in Fall 2024 will be used to determine your eligibility for Faculty approval and for ranking in the Exchange nomination process. You must also maintain a 麻豆AV CGPA of 3.00 or greater to begin your exchange term.
  2. Make sure that your Minerva record is up-to-date:
    • Any transfer credits earned during an approved study away in a previous term of study must be articulated on your Minerva record.
  3. Be currently registered as a full-time resident student in the 麻豆AV Faculty of Arts - BA, BSW or B.Th. degree -听in听Fall听2024 and Winter 2025 at 麻豆AV. Specifically:
    • You must be enrolled in 12 or more credits in each of the terms Fall 2024 and Winter 2025.
      • Note: You will not meet this requirement if your Minerva record in the 2024/25 academic year indicates "Non Resident" as your status (eg. on Exchange or an Independent Study Away; on Leave of Absence; etc)
    • You must have completed at least 24 麻豆AV credits by the start of your term abroad.
    • For Fall and full year Exchange application ONLY: If you were admitted to 麻豆AV this academic year, are currently enrolled in 12 credits and have either a deferred grade, K grade or are taking a D1/D2 course, you must contact your professor and have them send us the midterm grade of that course. Please have them send the information directly to the with the subject line: LAST NAME/FIRST NAME; STUDENT NUMBER, Midterm Grade for Exchange.

听 听 听 听 听 听Important notes:

  1. Course withdrawals (eg. W grades) are not considered completed credits, and are hence excluded from the above.

  2. Courses taken under the Satisfactory/Unsatisfactory option count as completed credits.听However, if it is your first term at 麻豆AV, a minimum of 12 credits must be graded in order to evaluate your GPA for a full course load.

  3. If you are approved by 麻豆AV to participate on an Exchange, should the host institution cancel or refuse your application due to failure to meet their own conditions, your overall exchange will also be considered cancelled and will not be reopened. It is your responsibility to adhere to the following:
    • You must resolve any and all delayed/missing grades on your 麻豆AV record (eg. Ls for deferred exams, Ks for course extensions, etc).
    • You must meet the requirements of the host institution. Individual partner schools may have different posted requirements than 麻豆AV鈥檚, including such things as the following: language competency; different CGPA requirements; differing consideration of full-time status or graded credits; or a particular year/level standing.
  1. Have a minimum of 15 credits remaining to complete for your 麻豆AV degree. Students are charged for 15 麻豆AV credits of tuition per Exchange semester.
  2. Make sure that the Faculty of Arts minimum credit and program and degree residency requirements are met. Students will NOT be permitted to exceed their BA credit limit to study away.
  3. Students returning to their 麻豆AV studies immediately after a Faculty approved Leave of Absence in Fall 2024, must submit a request via听 to have their Exchange eligibility assessed well in advance of the Exchange application deadline and to complete any required additional steps.
  4. If you have been approved for exchange / study away in the coming term (eg. W25), and if you have also been approved to defer a final exam in the current term (eg. F24):
    1. Scheduling of Deferred Exam: Your deferred final exam will be scheduled during the normal deferred exam period (March for Fall courses, or August for Winter term courses). There are no alternate dates/times permissible; the mode of delivery will be the same as the original final exam (ie. if the final exam was held in-person, the deferred exam will also take place in-person). Should your deferred exam coincide with your term away:
      • You will have to cancel your term away; or
      • You will have to make travel arrangements to return to Montreal to write the deferred exam.
    2. Missed Deferred Exam: If you fail to attend your scheduled deferred exam, you will receive a J grade (unexcused absence - failed).
    3. Late Course Withdrawal: As an alternative to a deferred exam, you may opt to request a late course withdrawal. Note however that approval is not guaranteed.

NOTE 1- Social Work and Theology students: You must first discuss your plans to take courses at another university with your program advisor. (See Social Work program advisor or Theology program advisor). Your program advisor must send an email from their 麻豆AV email account confirming that you have departmental approval. Please have them submit a ticket via the听听BEFORE the Exchange application deadline. They can select "Other", then in the "Summary"听indicate: SWRK/Theology approval for LAST NAME/FIRST NAME; STUDENT NUMBER and EXCHANGE TERM.听

NOTE 2- Graduation: Students who are taking one or more courses at another university during their term of graduation WILL NOT be eligible to graduate at the end of that final term. The Study Away team will add the NEXT available term of graduation to your Minerva record.

NOTE 3 - Inter-Faculty Transfers:

  • Students who transfer from another 麻豆AV Faculty to the Bachelor of Arts are not eligible to apply for a 麻豆AV Exchange until they have completed a minimum of 12 麻豆AV credits in the 麻豆AV BA, BSW or B.Th. degree with 麻豆AV CGPA of 3.0 or greater.
  • If you have accepted a nomination to participate in a Fall or full year Fall/Winter 麻豆AV Exchange for an upcoming academic term of study under your current faculty, please note that the approval will not automatically transfer to the BA degree. You must indicate that you have been nominated for a 麻豆AV Exchange in the 鈥淐omments鈥� section of the Minerva Inter-Faculty transfer application at the time that you apply. The Exchange nomination will be evaluated according to Faculty of Arts eligibility requirements.

NOT meeting the eligibility requirements or not submitting the information requested will result in an application REFUSAL.

    Application procedure

    Step 1 - Degree Planning

    Review the Plan & Prepare section of this website. A well researched degree plan is an important part of the study abroad process. Carefully read the Arts OASIS Degree Planning听website for important information about planning your degree.

    You are advised to complete an Arts OASIS Degree Planning Worksheet following the instructions in the Degree Planning Guide before submitting an application to study away to ensure that your plan meets your academic requirements. If you need help with this process, book a Degree Planning appointment with an Arts OASIS Advisor and make sure you meet with each of your departmental program advisors听to carefully plan the courses needed for each program of study.

    Keep in mind the degree requirements for the B.A degree when planning your study away:

    1. You must satisfactorily complete a minimum of 60 credits at 麻豆AV.
    2. A minimum of two-thirds of all program requirements (Multi-track, Honours, Faculty program) must be satisfactorily completed at 麻豆AV.

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    Step 2 - Research and Review Universities

    It is important to ensure that you have researched and reviewed all requirements BEFORE submitting a Minerva Exchange application. The 麻豆AV Exchange Office, located in Service Point, oversees all aspects of the Exchange nomination process and conducts the lottery that selects nominations to 麻豆AV鈥檚 bilateral exchange partners. Arts OASIS will assess whether BA students meet the academic eligibility requirements to receive 鈥淔aculty Approval鈥� for a 麻豆AV Exchange. Exchange nominations for the Faculty of Arts are ranked by CGPA and the nominations are selected by a university wide lottery.

    1. Carefully read all the information on the Arts OASIS Study Away website including the Plan & Prepare and Transferring Credit sections
    2. Review the Information on the 麻豆AV Abroad website, especially the 鈥�7 Steps to Going on Exchange鈥�
    3. Research the partner universities on the 麻豆AV Abroad website. Please ensure that you are only choosing partners that are indicated as 鈥淥pen to all faculties鈥� or 鈥淎rts鈥�

    The Minerva Exchange application allows you to rank a maximum of four (4) different host universities. Selecting two different campuses at the same university will count as two separate choices. Use your 4 choices wisely!

    The host university choices that are open to students in the Faculty of Arts are listed . Note that Minerva is not set up to restrict you from selecting schools that are not open to students in the Faculty of Arts so make sure that you select a host university that is open to Arts students!

    麻豆AV Exchanges take place in either the Fall, full year or Winter term. Due to high demand, the majority of Exchanges are one semester in duration. Before submitting the Request for a Full Year Exchange, consider the popularity of the host school since these will have limited spaces and students may not be permitted to complete a full year there.

    The number of Exchange spaces available at each host institution is limited, and varies from year to year. Making a selection on the Minerva Exchange application is not a guarantee that you will be nominated to the school of your choice or for the term of study you selected. Due to limited Exchange places, you may be nominated to a host institution or term of study that you did not select in your application.

    At the time of application for a 麻豆AV Exchange, you need to submit a minimum of eight (8) courses per host institution for each term you plan to participate in an Exchange. This list of courses serves only as a preliminary study plan to demonstrate that the course offerings at the host institution are compatible with the requirements of your 麻豆AV degree. Your completed Arts OASIS Degree Planning Worksheet will assist you with this process. The courses you list on the Minerva Exchange application do not need to be approved on the or by your departmental program advisor at this time. The courses you list on the exchange application are not binding.

    Step 3 - Submit your application

    Important Notes:听

    • If you do not submit the information we request by the deadline you have been given, found in the "SAO comments" of your Minerva Exchange application, your application will be FACULTY REFUSED.
    • It is the student's responsibility to check their 麻豆AV email account and the Minerva Exchange module regularly for important notices as this is our official means of communication during the application process and during your term away.

    If you have a "HOLD" on your Minerva record, please consult this website for information on the impact this will have on your study away application. If the hold is not cleared by the deadline you have been given in the "SAO comments" in your Minerva Exchange application, your application will be FACULTY REFUSED.

    You are limited to one Minerva exchange application per academic year.

    听A non-refundable application fee is charged to your student account once you submit the application on Minerva.

    - Minerva Application

    1. Review the Minerva Exchange Application Screenshots.
      • Submit this application by the deadline. No late applications will be accepted.
      • To access the application: On Minerva, navigate to: Student Menu > Student Records Menu > Exchange/Study Away Menu > Request for Exchange

    - Degree Planning Worksheet (optional):

    - Tips & Tools for your Application:

    • Don鈥檛 rush through your application!
    • Click on the Question Marks or Help tabs in the Minerva Application for explanations.
    • The application will time-out after 90 minutes of inactivity.
      • Have your text/course lists ready to paste into the application so as not to lose your work or miss the deadline.
    • Once you submit your application it cannot be modified. You will not be able to change your choices of partner universities. If you want to make change, you will have to cancel your application and complete a new one before the deadline.

    Step 4 - Approval

    Check your 麻豆AV email regularly to avoid missing important notices about your 麻豆AV Exchange application. As your application is being assessed by Arts OASIS, your application status will be updated on Minerva.

    Once Arts OASIS has completed the review of your application, a Faculty decision of 鈥淔aculty Approved鈥� or 鈥淔aculty Refused鈥� will be indicated in the 鈥淔aculty Application Status鈥� field of your application.

    Nomination Level:

    If your application is "Faculty Approved", your name will be added to a list of students that will be sent to the 麻豆AV Exchange Office for the nomination process. For more information about nominations, please see the information on the 麻豆AV Abroad website. Once you have accepted the 麻豆AV nomination, you will receive an email from the 麻豆AV Exchange Office with instructions on how to submit your application to the host school

    What happens after you accept the Exchange Office鈥檚 nomination?

    Your record will be updated to non-resident status for term(s) you will be on Exchange. You will be billed 麻豆AV tuition for 15 credits that term, irrespective of how many courses or credits you take at the exchange university. As well, if you are already enrolled for courses at 麻豆AV during your Exchange term(s):

    • These 麻豆AV courses will be dropped;
    • Your transcript will indicate "Term Away/Exchange" (for a winter term Exchange, your record will be updated to non-resident status after September);
    • You will not be able to register for 麻豆AV courses in that term(s); and
    • Your 麻豆AV courses will not be re-instated if your plans change.

    Step 5 - Next Steps

    Pre-departure Orientation

    • You听are required听to register for a听Pre-departure Orientation听via the听webform听available on the 麻豆AV Abroad website in order to be granted access/enrolled into the course.
    • To register or acquire more information about registering for Pre-departure Orientation, consult听麻豆AV Abroad.

    Travel registry

    • You听are required听to register your听Exchange听activity using the 麻豆AV Student Travel Registry app, as soon as possible and at least 4 weeks prior to departure.
    • Information about how to download and register using the app can be found on the听麻豆AV Student Travel Registry听website.
    • Failure to register your trip in the 麻豆AV Student Travel Registry and听not completing the Pre-Departure Orientation will result in:
      • Your Exchange听being cancelled; and
      • No听credits will be earned during your activity will be recognized or transferred.
    • Questions regarding the Travel Registry and Pre-Departure Orientation should be sent听to safetyabroad [at] mcgill.ca.

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