Step 2: Preparing your application

Deadlines

We highly recommend that you obtain all the required documents two weeks before the Winter Reading Week break in order to complete your application and avoid any delays.

All Exchanges

Funded Exchange Program:

  • December 4th, 2017: Submit preliminary course selections for all three of your chosen institutions to your faculty for the Ontario/Baden-Württemberg (OBW), Ontario/Rhône-Alpes (ORA), Ontario/India (OIN) and Ontario/Jiangsu (OJS) Student Exchange Programs, as well as the Killam Fellowship Program AND request the letter of eligibility from your faculty or section.
  • January 22nd, 2018: Application deadline for the Ontario/Baden-Württemberg (OBW), Ontario/Rhône-Alpes (ORA), Ontario/India (OIN) and Ontario/Jiangsu (OJS) Student Exchange Programs, as well as the Killam Fellowship Program (only complete applications will be accepted).
  • Last week of January 2018: Notification of acceptance/refusal by the University of Ottawa.

Regular Exchange Program (includes NACLE):

  • February 5th, 2018: Submit preliminary your preliminary course selection to your faculty AND request the letter of eligibility from your faculty or section.
  • February 26th, 2018: Application deadline (only complete applications will be accepted).
  • Mid-March:  Notification of acceptance/refusal by the University of Ottawa.

 

Obtain faculty approval

If you meet the eligibility requirements, arrange to obtain an assessment of your academic record and a written authorization from your faculty or section. The assessment and the written authorization vary from one academic unit to the other. Some faculties require you to fill out a form to be submitted to the secretariat. Some other faculties will meet you by appointment. Please contact your faculty for more information.  For schools that operate by appointment, this is the kind of questions to ask your academic advisor during your meeting:

  • How many compulsory courses do you still have to complete?
  • While abroad, will you be able to take optional courses in your discipline or general elective courses?
  • Will you have to take additional courses upon your return from the exchange?

Please note that compulsory courses may not be available/offered at the host institution.

We strongly recommend that you have at least three elective courses left before graduation in order to take part in an exchange for one term and at least six elective courses left in order to take part in an exchange for two terms.

NB Common Law and Civil Law students must obtain a written authorization from their respective section.

Program Contact Information Location Phone Number
Arts Emilie Gruszecki Simard Hall, Room 128 613-562-5134
Social Sciences Nathalie Parent Social Science Building, Room 3010J 613-562-5709
Common Law Catherine Legault Fauteux Hall 613-562-5800 x 3285
Civil Law Line C. Bissonnette Fauteux Hall, Room 209 Tel: 562-5800 x1736
Science

Mélanie Langevin

Julie Monette

Gendron Hall, Room 172 613-562-5727
Engineering Mirella Aiello SITE 1020 613-562-5918
Health Sciences Joanne Chartrand Montpetit Hall, Room 232 613-562-5853
Graduate and Postdoctoral Studies Students at the graduate level must meet with their program director to discuss the exchange possibilities and have the program director fill out and sign the Eligibility Letter & Preliminary Course Selection Form (PDF).    
Select desired courses
  • You must fill out the Preliminary course selection form (PDF) and attach full course descriptions and submit it to your academic advisor for approval and signature by December 5th for the Funded Opportunities and by February 3rd for the regular exchange program (+NACLE).
  • You are responsible for finding out which courses are offered at the host institution.
  • Graduate students must meet with their program director to discuss the exchange possibilities and have the program director fill out the Letter of Eligibility and Preliminary Course Selection Form (PDF). 
  • You must submit the following information to the academic adviser or program director for your first choice institution for the Regular Exchange Program and for all three institution choices for the Special Programs . You can choose three universities, in order of preference; however, it is not guaranteed that you will obtain your first choice.
    • Course title and description (in French or in English) AND in the official language (if applicable)
    • Course code
    • Number of units per course
    • Total number of hours per course
    • Total number of labs or discussion groups (DGD) per course
    • Start and end dates of the term

Once approved and signed, please submit the above documents in your online application.

Also you will need to submit online a preliminary course selection for your second and third choice institutions. If your first choice is not available, the IO will send your other course selection to the faculty for approval.

Credit system in effect at the host institution

European Credit Transfer System (ECTS)

The European Credit Transfer System (ECTS) is used by several European institutions, with which the University of Ottawa has signed bilateral agreements. When faced with a multitude of different educational systems, the ECTS is a viable solution since it allows students studying abroad to organize a program of study which is reasonable in terms of workload.

Generally speaking, the European workload for one academic year corresponds to 60 ECTS (30 units at the University of Ottawa). The workload for one semester is equal to 30 ECTS (15 units at the University of Ottawa).
Some European institutions do not use ECTS yet and some non-European partner institutions have a credit system different from ours. 

 

Example of an undergraduate normal course load - maximum 5 courses per term:

  • 1 course equals 3 hours of teaching per week;
  • 5 courses equal 15 hours of teaching per week;
  • 1 term counts 12 weeks;
  • 15 hours of teaching x 12 weeks = 180 hours of teaching during one term.

Example of an undergraduate normal course load – minimum 4 courses per term:

  • 1 course equals 3 hours of teaching per week;
  • 4 courses equal 12 hours of teaching per week;
  • 1 term counts 12 weeks;
  • 12 hours of teaching x 12 weeks = 144 hours of teaching during one term.

Example of a graduate normal course load – maximum 3 courses per term

  • 1 course equals 3 hours of teaching per week;
  • 3 courses equal 9 hours of teaching per week;
  • 1 term counts 12 weeks;
  • 9 hours of teaching x 12 weeks = 108 hours of teaching during one term.

Example of a graduate normal course load – minimum 2 courses per term

  • 1 course equals 3 hours of teaching per week;
  • 2 courses equal 6 hours of teaching per week;
  • 1 term counts 12 weeks;
  • 6 hours of teaching x 12 weeks = 72 hours of teaching during one term.

Some partner institutions use a system similar to the one used by the University of Ottawa. University of Ottawa students must then register in a minimum of 4 (for undergraduate students) or 2 courses (for graduate students) or a maximum of 5 for undergraduate students or 3 courses for graduate students per term. Most importantly, once registered with your host institution you must maintain a full-time course load equivalent to that of the University of Ottawa. For more information about your course load, please contact your faculty for undergraduate students and your respective academic unit for graduate students.

Collect required documents

Students who wish to apply to a Funded Exchange Program must consult the appropriate checklist available under the tab Consider Funded Opportunities.

Complete applications must be submitted online and all of the documents must be uploaded onto the form.

  1. The online application form will be available via uoZone under the application National and International Exchange Program (available November 18th).
  2. Letter of eligibility (written authorization from your Faculty)
    • You must request a letter of eligibility from your faculty or section. Please go to the secretariat of your faculty or section to request this document.
    • Students in the Faculty of Graduate and Postdoctoral Studies must meet with their program director to discuss the exchange possibilities and have the program director fill out the Eligibility Letter & Preliminary Course Selection Form (PDF).
  3. Preliminary course selection – 1st choice institution
    • Approved preliminary course selection form (PDF) by your faculty or section.
    • You must attach detailed course descriptions for all desired courses from your first choice university.
  4. Preliminary course selection – 2nd and 3rd choice institution
    • The preliminary course selection form must be submitted online at the time of your application for your 2nd and 3rd choice institutions.
    • You do not need to obtain your faculty or your section’s approval for 2nd and 3rd course selections. If necessary, we will ask you for detailed descriptions for all desired courses in order to forward the information to you faculty to be approved.

Note: If you're applying for a funded opportunity, you need to obtain your faculty or your section's approval for 2nd and 3rd course selection.

5. Proof of language proficiency (if required)

  • Courses taught in English or in French: if your native language or your language of instruction at uOttawa is different from English or French, a proof of language proficiency will be required. Please note that to be considered your native language, you must have completed a degree entirely taught in that language (elementary school, high school, etc.) and submit an official transcript or certificate with your online application.
  • If not, please visit the Official Languages and Bilingualism Institute's website for information on how to obtain a proof of proficiency based on previous academic experience or by taking a proficiency test.
  • For courses taught in any other language: if the language of instruction of the host university is not English or French, you must have completed the intermediate II level of the appropriate langue course (ex. ESP2992 (with a minimal grade of C+), ALG2902, ITA2912, etc.) before leaving for the exchange.
  • If you have not taken the required language courses at uOttawa, please contact the Department of Modern Languages and Literature. You will meet with a professor from the language in question and this person will assess your language proficiency.
  • Please note that some host institutions may require an additional proof of language proficiency. This should be provided only once you have been accepted to the exchange program by the uOttawa International Office. We will advise you if an additional proof of language proficiency is required.

6. Letter of motivation (first choice institution only) (download example letter of motivation (PDF))

  • The letter (maximum one page) must clearly explain your academic training objectives while at the host institution. How does the host institution meet your expectations?
  • Elaborate on the program and the courses offered, the host institution and host country, the improvement of a language as well as the personal, academic and, eventually, professional experiences you will gain from the exchange.
  • The letter may be submitted either in French or English as well as in the language of the host institution, if applicable.
  • It must be addressed to the "Members of the Selection Committee" and it must be signed by you.
  • Do not forget to highlight any international experiences that you might have. 

7. Curriculum Vitae (resume)

  • The Curriculum Vitae must be written in French or English as well as in the language of instruction of the host institution, if applicable.
  • Please note that we do not accept CO-OP or Work-Study resumes.

8. Authorization from the CO-OP Office (if required)

9. One passport style photo in JPEG or PNG

10. Photocopy of the photo page of your passport

11. Unofficial uOttawa transcript 

  • Available via uoZone, under Applications and Unofficial transcript

12. Administrative fee of $80 (credit card or debit)

Administrative fees are not refundable after your file submission

13. Release of Liability form (PDF)

Print the Checklist!

 

Back to top