International Exchange Program - The University of Sydney

International Exchange Program 

Exchange Application Session 

No single experience has shaped my present more than my one year abroad. 

~ Jonathan Teo, Cornell University, USA ~ 

International 

International Exchange Program

Step 2. Recap 

1. 

General info 

session 

2. 

Research 

Recap 

3. 

How to apply 

session 

4. 

Complete forms 

& study plans 5. 

Submit your 

forms to us! 

6. 

We nominate 

you to a 

partner 

7. 

Complete 

the partner 

university’s 

forms 

12. 

Time 

to Fly! 

11. 

Pre-departure 

workshop 

10. 

Sort your 

visa & 

flights 

9. 

Accepted by 

partner 

university! 

8. 

Complete 

academic 

approval forms 


Recap: Eligibility 

At the time of application...... 

› UG – Completing at least 48 credit points this semester 

- Language exchanges require at least 3 semesters of language study ie: 72 

credits (if applicable) 

› PG – Completing 18-24 credit points this semester 

› 65% average required: 

- Throughout current course 

- For most recent semester of study 

- Language exchange 65% average for language units 

› At least 18 credits must be available for an exchange 

semester 


How do I research exchange universities? 

Recap: Research 

Partner list 

• Make a short list 

• Where can I study? 

• What can I study 

• What’s the language of 

instruction? 

• What level of study? 

• Deadline to apply? 

• Applicable conditions 

Resource Library 

• Read Progress 

Reports 

• What sort of experience 

do I want? 

• Where do I want to go? 

• How much will it cost? 

Visit course 

catalogue 

• Keep a list of classes 

• Are there appropriate 

classes for me? 

• Do I meet the class 

prerequisites? 


Recap: Research 

Factors to consider in finalising destination preferences (#1) 

› Revisit updated partner list for current semester (as of October 2013) 

› Revisit information sessions from this semester (download from website) 

› Maximum of one exchange semester to: 

- Japan (excludes Tokyo and Waseda) 

- All of the USA 

- University College London & King’s College London, UK 

› Some Canadian destinations only open at November deadline for both July 

semester 2014 and March semester 2015 exchanges 

- McMaster University 

- Queen’s University 

- University of Alberta 

- University of British Columbia 

- University of Ottawa 


5

Step 4. How to Apply 

1. 

General info 

session 

2. 

Start your 

research 

3. 

How to apply 

session 

4. 



Submit your 

forms to us! 

6. 

We nominate 

you to a 

partner 

7. 

Complete 

the partner 


forms 

12. 

Time 

to Fly! 

11. 

Pre-departure 

workshop 

10. 

Sort your 

visa & 

flights 

9. 

Accepted by 

partner 

university! 

8. 

Complete 

academic 



1. Application Guide 

Application Kit 

2. 1 x Form A: Main Application Form 

Step 4. The Application 

3. 1 x Form B: Faculty Endorsement of Exchange Study 

4. 5 x Form C: Academic Study Plan 

5. 2 x Form D: Academic Referee’s Report 

6. 1 x Form E: Authority to Act as a Proxy for an Outbound 

Exchange Student 



Application Guide 

Serves as your reference for completing the application kit 

› Read entire document carefully (pages 1-6) 

› Ask an Adviser if you are unsure 



Form A: Main Application Form 

› Citizenship 

- Why is my citizenship relevant? 

› Passport information 

- Do I need a current passport right now? 

- What if I have dual nationality? 

› Photo 

- Can I use an informal photo (e.g: one from Facebook)? Why? 

› Exchange Preferences 

- I only want to go to one University, must I list 5 preferences? 

- Do I have to list more than one campus for multi-campus universities? 

- If I’m a Business student do I have to list at least two Business partners? 




› Academic details 

- What if I’m intending to change courses? 

- What do I need to know about Honours during and after exchange? 

- I studied somewhere else before Sydney. Do I need to provide transcripts? Why? 




› Finances 

- Refer to the table in the Guide for calculating your budget. 

- Why do I have to do this? 

- Can I write down scholarships/Loans I’m applying for? 

- Do I have to have all the money right now? 




› Statement of Purpose 

- Do I have to stick to two pages? 

- Can I copy information from the partner websites? 

- Do I need to sign this? 

- What is this going to be used for? 




› Checklist 

- Check that you’ve got everything 

- Supplementary documents? 

› Student declaration 

- Read this carefully before signing and 

agreeing to the conditions of the 

International Exchange Program. 



Form B: Faculty Endorsement of Exchange Study 

› Where should I take the form? 

› What if I’m doing a combined course? Eg: Arts/Law, Commerce/ 

Engineering? 

› What if I’m a combined Law student doing a non-Law exchange? 

› What if I’m going to change my course? 

› What if I change my exchange preferences so they differ from the main 

application form? 



Form C: Academic Study Plan 

› How do I fill this out? 

- Complete at least 5 plans 

- Prepare extra plans for multi-campus universities (collect spare Study Plan 

Forms from the International Office) 

› Partner Course/Module Catalogues 

- Class description 

- Credits 

- Prerequisites 


How do I know how 

many credits are a full 

time load for each 

university per 

semester? 

Generally: USA 15 credits, 

Europe 30 ECTS 

Do you have flexibility 

to swap between 

disciplines/majors? 

Do I have to list 

alternative subjects? 

Why do I 

have to do 

this? 

What if 2014/2015 

courses aren’t available? 

How do I know if it’s an 

undergraduate unit? 

Am I committed to 

studying these subjects 

if I get nominated? 

Should I consult my 

Faculty or course 

advisor about what I 

can study? 

What if the partner has 

terms/quarters instead 

of semesters? 



Form D: Academic Referee’s Report 

› Who should I ask for a reference? 

› Can it be one of my tutors (e.g. a PhD student?) 

› Does it have to be someone who taught me this year/ semester? 

› What if I’m applying to a language specific destination? 

› Can I read the report before I hand it in? 


› Why do I need to complete this? 

› Who can be my proxy? 


Form E: Authority to Act as a Proxy for an Outbound Student 


Competition for Exchange 

How does competition affect the order of my preferences? 

› Do I have a realistic chance of getting my 1 st preference? 

› With my high average marks (AAM), am I guaranteed my 1 st preference? 

› My marks are moderate. Is it a ‘waste’ to list a competitive partner as 1 st ? 

› Can I just list ‘very competitive’ or ‘competitive’ partners? 

› How many places are on offer for each destination? 

› Language destinations are prioritised for language majors 

› Download specific partner list for current semester 

› Take “Applicable Conditions” into account 

› Factors you CAN control: 

- Your marks this semester 

- Be flexible 

- Think about the experience, not just the destination 


Getting Assistance with the process 

Step-by-Step 

› Submit your Faculty Endorsement and Academic Referee Forms first 

› Make use of Exchange Consultation Times 

- Research and collate specific questions first before seeing an Adviser 

- Application assistance until the deadline 

- Consultation times start Monday 4 th November between 2-4pm 

› Visit the Resource Library 

- Monday to Friday, 9am – 5pm 

- Read Progress Reports 

› Pre-enrolment for next semester? 

- As if you’re studying in Sydney 

› Do not contact partners at this stage 


Step 5. Submit your application 

1. 

General info 

session 

2. 

Research 

3. 

How to apply 

session 

4. 



Submit your 

forms to us! 

6. 

We nominate 

you to a 

partner 

7. 

Complete 

the partner 


forms 

12. 

Time 

to Fly! 

11. 

Pre-departure 

workshop 

10. 

Sort your 

visa & 

flights 

9. 

Accepted by 

partner 

university! 

8. 

Complete 

academic 



Application Submission Deadline 

Deadline 

› Submit completed applications by 3pm on Friday 29 th November 2013 

› Submit your forms any time up until the official deadline. 

› Late / incomplete applications not accepted 

› Remember this is the ONLY deadline for 

both July semester 2014 and/or 

March semester 2015 exchanges to the 

following universities in Canada: 

- McMaster University 

- Queen’s University 

- University of Alberta 

- University of British Columbia 

- University of Ottawa 


1. 

General info 

session 

› Step 6: We nominate you to a host university 

- You might be asked to re-preference 

- Application outcomes 6-8 weeks after the deadline 

- Check your university email account 

- Accept your nomination offer within 10 days 

Step 6. Nomination to a destination 

- Attend a post-nomination meeting to guide you through the rest 

of the process 

› Steps 7-12 

2. 

Research 

3. 

How to apply 

session 

4. 



Submit your 

forms to us! 

6. 

We nominate 

you to a 

partner 

7. 

Complete 

the partner 


forms 

12. 

Time 

to Fly! 

11. 

Pre-departure 

workshop 

10. 

Sort your 

visa & 

flights 

9. 

Accepted by 

partner 

university! 

8. 

Complete 

academic 




Good Luck!!

International Exchange Program - The University of Sydney

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