Exchange Opportunities & Letters of Permission
- Quick facts about exchange options
- Considering an exchange program?
- Going on exchange
- While you're there
- Returning from exchange
- Letters of permission
Quick Facts about Exchange Options
- Students must have a 70% cumulative average in order to participate in an exchange.
- Students will need to apply and be selected to participate before being able to choose courses. Application forms and deadline information is available through the Centre for International Programs.
- Students will pay their full-time tuition to the University of Guelph, not the institution where they will be studying.
- Students must pay their fees in full and select their courses before leaving on the exchange.
- The grading system for classes taken on exchange is Pass, Outstanding Pass, or Fail.
- If a student is interested in attending an institution where an exchange agreement does not exist, you will require a Letter of Permission.
- Students must apply during their fourth semester to go on exchange in their third year.
Considering an exchange program?
As a student enrolled in an OAC program, you have a wide range of opportunities to experience other cultures first-hand as part of your educational program. You can participate in one of many available student exchange programs, or study through the Semester Abroad program, a formal University of Guelph semester conducted overseas. Shorter Field Trip courses (1-2 weeks) are also available for students looking for an international experience that can be integrated with their on-campus studies.
If you are interested in going on exchange, contact your Program Counsellor towards the end of semester two or beginning of semester three to discuss exchange options, requirements, application processes and deadlines.
More information about exchange opportunities and deadlines is available through the Centre for International Programs (CIP). The CIP office can help you find study abroad programs and offers information sessions that students must attend before going on exchange.
Going on Exchange
Once you have been approved for an exchange program, book an appointment with your Program Counsellor to discuss the academic aspects of your exchange experience, including course selection and course approval (and the required paperwork) as well as processes that must be followed before, during and after exchange.
Research your host institution to determine which of their courses are relevant to your University of Guelph degree. You will need to identify the equivalent of a full course load at the host institution well before the deadline for course selection. Students receive credit for being a full time student at the University of Guelph only if they are considered to be full time students at the host institution.
Before leaving on exchange, make sure that you have completed any prerequisite courses that will be required for the courses you will be taking in the semester following exchange.
While You're There
As you complete your exchange experience, make sure that you collect and keep all course outlines and graded coursework to help with the course credit evaluation and transfer of credits towards your University of Guelph degree. Stay in touch with your Program Counsellor via email regarding course changes, relevancy and approvals.
While you are on exchange, your Academic Evaluation will read "Free 2000".
If you are planning to pursue post graduate programs after completing your undergraduate degree, you will be required to provide official transcripts from your exchange host institution. It may be useful to obtain these transcripts while you are on exchange in order to prevent confusion and delays in the future.
While you are away, you will still be required to select and register for your U of G courses for the semester after exchange.
Returning from Exchange
Arrange a meeting with your Program Counsellor soon after you return to discuss course approvals and the transfer of credits. Course outlines and course work from your exchange studies will supply the content to help determine the University of Guelph credits you will receive. Grades for credits taken on exchange are evaluated as Pass (P), Outstanding Pass (OP) or Fail (F).
Courses taken on exchange will appear on your transcript after your paperwork has been processed by CIP, your Program Counsellor, and the Registrar's Office. Courses will appear in the format: UNIV*9301. The "UNIV" will represent the subject area of the course (for example, ANSC, AGEC, AGR, etc.). The "9" notes that you did not take the course at Guelph. The "3" indicates the course level; in this case a 3000-level course (or third-year course). The "01" is for format; it makes the course code four digits and allows multiple courses with the same subject and level (for example, AGR*9301 and AGR*9302).
Letters of Permission
Credits from other institutions can be counted towards your University of Guelph degree if they are taken under a Letter of Permission. There are several steps in the process that you need to know.
- A Request for Letter of Permission form is available from the Program Counsellor or from Student Client Services located on the third floor of the University Centre. You will need to obtain appropriate approvals (signatures), as indicated on the form, before applying for admission to the other institution. It is your responsibility to read the directions on the back of the Letter of Permission form.
- You must apply to the visiting institution and meet that institution's deadlines for admission application, registration and fee payments.
- You are required to have an average of 60% or above and be Eligible to Continue at the University of Guelph in order to be considered for a Letter of Permission.
- Generally, if the course(s) that you are requesting (are) offered at the University of Guelph in class or by Distance Education, then you will not be permitted to take it (them) through Letter of Permission.
- Once the Letter of Permission is approved, take the form to the Registrar's Office for processing. The Registrar's Office will send a letter to the host institution to inform them of your eligibility.
- Any changes in the courses taken must have the appropriate approvals from the Program Counsellor and must be verified by official documentation from the other institution. The University reserves the right to deny credit equivalency for courses taken without prior approval.
- Courses taken with Letter of Permission will not count as course attempts under the Continuation of Study regulations nor will the grades count in the semester average, the overall academic average, or your specialization average (as applicable). The courses will appear as credited (CRD) on your transcript and be used towards your overall degree requirements.
- You are responsible for ensuring that the host institution forwards the official transcript(s) directly to the Undergraduate Program Services, Office of Registrarial Services at the University of Guelph. If the transcript is not received by the twentieth class day of the semester following completion of the courses, an F will be entered on your internal academic record.
- There will be a notation on your official transcript that credits have been taken at another university.
- A $50.00 fee is required at the time of submission of the Letter of Permission Request form.
- Students must get specific approval from the Program Counsellor to complete final degree credits on Letter of Permission. Also, they should be aware that using a Letter of Permission for final credits will likely delay graduation due to the paperwork involved. For example, students planning to attend a convocation ceremony in June will likely not be able to, but instead will be considered for graduation for the next convocation in the Fall semester.
