Undergraduate Exchange Procedures

Before you leave
Students should begin to prepare for their semester abroad as soon as they are accepted into the exchange program as some documents may take some time to obtain. A pre-departure checklist will be provided to outgoing students to assist in the planning of their exchange term. Our pre-departure booklet is also an excellent resource in exchange preparation.

Prior to a student’s course registration at the host institution they are required to contact the Transfer Credit Office. Students should submit a request for a Letter of Permission to Transfer Courses from Another Institution and a copy of the Detailed Course Outline(s) of the course(s) they are planning to take. Please note, course evaluations can take 4-8 weeks, Letter of Permission requests should be submitted months before the student plans to leave for exchange.

Before undertaking courses from other institutions, the student should ensure that the course(s) will meet overall degree requirements including Residence Requirements and departmental regulations by contacting their Academic Advisor.

If the student does not complete the letter of permission before they attend another institution, they will need to complete the Retroactive Credit Transfer in order to have their courses transferred to Memorial when they return.

All outgoing students are required to attend the pre-departure session where important exchange preparation information will be provided and required documents will be completed, including the student exchange agreement. Students will be notified of the session details via their @mun.ca email address.

It is critical that students consult with the Academic Programs Office (APO) prior to course registration at their host institution to ensure selected courses are suitable for their program of study.

Before departing for exchange, students should also contact the APO to request a program audit to determine the courses they should register for in future semesters to graduate. Contact us for assistance with course information and course requirements.

During the exchange
Students are encouraged to periodically check in with the APO while away. The APO can support students with any questions or challenges they may have during their time abroad.

Returning home
Students will complete a debrief form, which allows the student to reflect on their time abroad and provides essential information to the APO for future exchanges. The appropriate form is emailed to students’ @mun.ca email address prior to their arrival back home.

Upon arriving home, students will attend an exchange debrief meeting and deliver a presentation about their time abroad. Presentation criteria will be provided to students in advance.

Once the exchange is successfully completed, the exchange deposit is refunded. Successful completion of the exchange includes:

  • completing post-exchange debrief forms;
  • delivering a post-exchange presentation;
  • fulfilling all academic requirements of the exchange program and;
  • meeting expectations as an ambassador of Memorial.

Travel warning and reports
Travel reports offer information on safety and security, local laws and customs, entry requirements, health conditions and other important travel issues.

Travel warnings are sometimes issued in response to natural disasters, political and civil unrest and health issues. These warnings advise individuals to either avoid non-essential or all travel to a country or to specific region(s) of that country.

Travelling to a country with a travel warning may affect health insurance and/or trip cancellation insurance coverage. Travel reports and warnings can be found on the following websites: