Applying for a Student Exchange Program

Attend an Information Session

To be eligible to for the International Exchange Program, you will need to attend at least one of the information sessions below.

The Information Sessions explain eligibility criteria, important factors to consider and provide an overview of available destinations. They provide you with a springboard for your research and planning. Registration and application instructions will be provided during the session.

Information Sessions for 2016 First (March) semester exchanges are now concluded.

Information Sessions for 2016 Second (July) semester exchanges will commence Tuesday 28th July to Thursday 1st October 2015. The schedule will be uploaded closer to the start of next semester.

Drop-In Advising Sessions

After your research, you may wish to speak further to one of our Advisers. A chat may help you to find out more about your preferred region of the world or country and provide you with the opportunity to discuss your specific options. Advisers can best assist you if you already have an idea of what you wish to do and whether you meet the basic criteria so please come after having done some research.

Drop-In Advising Sessions for students who are applying for an exchange place in 2016 First (March) semester, will be held as follows :

When: Tuesdays between 11am-1pm (5th - 26th May)
When: Thursdays between 2-4pm (till 28th May)

Where: Resource Library on Level 4, Jane Foss Russell Building.

The purpose of these sessions to provide feedback on the research you have already been undertaking for your exchange. Please do not come unprepared. As these sessions can be busy, Advisers will spend a maximum of 10 minutes per student.

You may also or phone (tel: +61 2 8627 8322) anytime for more advice.

Register to Access the Application

Before applying, you must attend an Information Session during the first 8 weeks of semester. You and then register to access the application. Registration opens each semester during a defined period. By registering to apply, this will trigger the application in your Sydney Student portal within a day. Applications in Sydney Student Portal will:

Open - 1st April for 2016 First (March) semester exchanges (NOW CLOSED)
Close - 1st May for 2016 First (March) semester exchanges (NOW CLOSED)

The registration period for an exchange place in 2016 First (March) semester has now closed. Late registrations will not be accepted.

If you would like to apply for an exchange place in 2016 Second (July) semester you must first attend the relevant Exchange Information sessions sessions to be eligible to apply. Exchange Information sessions for this period will run during the first 8 weeks of semester (Tuesday 28th July to Thursday 1st October 2015).

Preparing your application

After registering to apply, your online application should be available in Sydney Student within approximately 48-72 hours. You will have approximately 4 weeks to complete your online application by the submission deadline (see below).

As various stages of the application require you to upload already completed documents (eg: Statement of Purpose), you should allow yourself ample time to complete the process and consult with faculty and academic staff as necessary.

Late applications will not be accepted.

Deadlines

You must plan early for an exchange. The application process is quite complex and you should begin your application as soon as possible before the deadline.

You have approximately one month from the registration deadline to access the Sydney Student Application to the final application submission deadline. More details is in the table below:

For exchanges that begin…….

Deadline for registering to access the application (Sydney Student application opens a few days after registration)

Deadline to submit the application submission

First Semester (March) next year

Friday 1 May 2015 (CLOSED)

Thursday 28 May 2015

Second Semester (July) next year

Friday 2 October 2015

Thursday 29 October 2015

The selection process

Assessment by the University of Sydney

There are two stages of assessment – first, by the University of Sydney and the second by the host university. The University of Sydney assessment takes approximately 6 to 8 weeks from submission. Your application will be assessed by an Exchange Adviser against the main eligibility criteria as listed in the application and against criteria specified by your preferred host university. Your first preference destination will then be assessed in comparison with other applicants, based on academic results and personal suitability. Your references and reasons for wanting to go on exchange, as outlined in the Statement of Purpose, will also be carefully considered. Applications from students going on exchange for language study will also be reviewed by the applicable language department for final endorsement regarding academic suitability and language proficiency. If your first preference is not successful you will be assessed for your alternative preferences. In some cases, you may be required to re-preference all your original choices.

If your application is successful you will receive written notification, from your Exchange Adviser nominating you to a host university. You will then be required to complete several more documents to finalise your nomination. These include the Conditions of Participation Form and the Academic Approval Form for a Nominated Exchange Applicant, which is essential for confirming you will receive credit for overseas courses at the end of your exchange.

If unsuccessful, you will be notified in writing and invited to apply for the International Exchange Program again in a later semester, if appropriate.

Assessment by the host university

After nomination to a host university, you will also have to complete the overseas application procedures. This will be done in consultation with your Exchange Adviser who will inform you when the paperwork or online application becomes available and when this application is due for submission.

Preparing the application can be a lengthy process, depending on the detail required by the host university. Once your application is completed, your Exchange Adviser will forward it to the host university on your behalf.

Host universities have the final authority to accept or reject exchange applicants. Assessment timeframes vary and it can take at least two to three months, once the application has been forwarded, before a response is received from the host university. You will be notified immediately of any outcome, and you are encouraged to be patient and not contact the host university during this period.

Please note that if one of your preferences was at a multi-campus university (University of California, University of North Carolina, Tecnologico de Monterrey - ITESM), your final campus placement will be determined by the host university, considering your preferred campus preferences, where possible.

Remember that even if you are nominated by the University of Sydney you may be rejected by the host university. In these instances, your Exchange Adviser will help you find an alternate host university, depending on vacancies and overseas deadlines. In rare cases, it may be possible that your exchange cannot proceed despite investigating other options.

Successful applicants are normally sent a letter of acceptance along with an acceptance kit which may include information about courses, accommodation, visa and immigration requirements and health insurance. Accepted students must read this material carefully and complete any documentation, as requested. In particular, you should promptly respond to course selection matters to ensure you are able to gain entrance to your approved courses. In the USA and Canada, courses often have enrolment quotas and can fill up several months prior to the start of each semester.

Closer to your departure, you will be invited to a Predeparture session which will provide you with the last-minute information you will need to have a successful exchange experience. Sessions are normally held early June for those going overseas in July semester and late September for those going overseas in March semester the following year.