What happens after you hit "Submit" on your exchange, study abroad, summer, or short-term program application in Passport? Read on to find out the next steps.
Obtain academic endorsements
Once you’ve applied online, your advisors will need to endorse your application in the following order: faculty endorsement, co-op endorsement (if applicable), Waterloo International approval. Your application must be endorsed by the faculty and co-op (if applicable) by January 15 to be considered in the 1st round of placements.
You can check the status of your application by logging into Waterloo Passport and clicking the “My Application” tab. During this stage, your Pre-Accept Status will indicate “Pending”.
Throughout the endorsement and approval process, be sure to regularly check the "Additional Information" section of your application for notes from your advisors.
Approval and placement by Waterloo International
Once your academic endorsements are submitted, your application is ready for Waterloo International approval and placement. Waterloo International will be doing placements in January and your application will be finalized by February 15. Placements are done based on the student's average at the time of applying in Passport.
When you are placed at a host university, the Pre-Accept Status of your application will change to "Approved", and you will receive an email notification indicating your host institution/program placement. You can complete the Post-Acceptance section of the application any time after you’ve been approved.
Please note, placement does not necessarily mean you’ve been accepted by the host institution – see step 4. Also, we can’t guarantee placement at your first choice institution/program, but we do our best to accommodate as many student requests as possible.
Select your courses and get them pre-approved
Once your placement has been confirmed, you can submit your course equivalency requests for approval to your academic advisor. You will want to select your courses and initiate the approval process well before you leave. This will ensure that you know what transfer credits to expect when you get back. Your course choices may change throughout the application process, just make sure you keep your advisor(s) up to date.
Remember, we cannot guarantee course availability abroad, so it’s important that you’re flexible when selecting courses for any exchange or study abroad program. The process for getting your courses pre-approved for transfer credits depends on which faculty you are in:
Applied Health Sciences
Send your course requests, including course code, title, and syllabus to Julie-Anne Desrochers.
Follow the instructions in the Arts Outbound Exchange Handout (PDF).
Contact Cindy Howe with any questions.
Contact Carol Knipe with the course title, description (and its URL link or syllabus, if available), course weight, and name of the partner university.
Contact the appropriate advisor by email to request a course match. In your emails, include the name of the exchange university, a link to the course outline/attach a document containing the course description, a suggested Waterloo course match, and any other information that you feel may be useful to the advisor. Cathy Honsberger should be copied on all of your course match emails and any questions should be directed to her.
Contact Priscila Carrara for instructions.
Complete the host institution/program application
After you’ve been notified of your placement, you will receive instructions by email for completing the application for the host institution/program.
For summer programs, fall term exchange, and fall term study abroad: You will receive instructions by the end of April.
For winter term exchange and winter term study abroad: You will receive instructions by the end of September.
Admission to the host institution
After you have submitted your host institution/program application to the host institution via Waterloo International, you will receive your official admission result from the partner university.
For summer programs, fall term exchange, and fall term study abroad: You can expect to be admitted by the end of June.
For winter term exchange and winter term study abroad: You can expect to be admitted by the end of November.
Finalize travel arrangements and accommodation
After you’ve been admitted, you can start finalizing your travel arrangements and finding a place to live (if you didn’t apply to on-campus housing as part of your initial host application, where applicable, since not all host institutions offer this option). This is when you’ll also need to get your study permit or visa, if required.
Complete the online pre-departure training course
You can complete this mandatory course at any time before you go, just make sure you get it done! Review the risk management requirements on our website.
This is the Post-Acceptance part of your application. Once this stage is complete, the Post-Accept Status on your application in Waterloo Passport would indicate “Completed”.
You're ready to go abroad! Have a great term!