Pre-Departure Checklist

Now that you've been accepted into the Student Exchange Program, it's time to get ready to go abroad. There's more to do than just pack your suitcase (though that's important too)! This information will help ensure you have a safe and fun exchange experience, and see key dates for an overview of your exchange timeline.

Pre-departure Due Dates

See email from exchange@wlu.ca for exact location and zoom links.

• March 7, 4 p.m.
  • Acceptance deadline
• March 11, 12 p.m. - 1 p.m., Zoom (Mandatory)
  • Exchange 101: what's next in the exchange process
• March 12, 12 p.m. - 1 p.m., Zoom (Mandatory)  
  • Visas, housing and other travel logistics
• March 14, 12m. - 1 p.m., Zoom (Mandatory for students travelling to France)
  • Campus France information session
• March 26, 12 p.m. - 1 p.m., online via Zoom (Mandatory)
  • SHERM training
• March 27, 4 p.m.
  • Deadline to RSVP for mandatory in-person pre-departure training session on April 6, 9 a.m. – 3 p.m.
• April 4, 4 p.m.
  • Deadline to complete MyLearningSpace course called "Laurier International Online Pre-Departure". The certificate of completion is found in the MyLS "awards" tab. Go to Journey to the "SHERM - International Exchange Safety Plan" to upload your certificate
• April 6, 9 a.m. - 3 p.m., Waterloo campus, In-person (Mandatory)
  • In-person pre-departure training session for Fall 2024 and Winter 2025 students
• April 7
  • Deadline to apply for awards through LORIS (for Fall 2024 and Winter 2025 students)
• May 5, 11:59 p.m.
  • Deadline to complete SHERM - International Exchange Safety Plan in Journey for exchange students studying abroad starting in Fall 2024
• June 9
  • Deadline to apply for the Global Skills Opportunity (GSO) Travel Grant for Fall 2024 exchanges. See Financial Assistance page for details and application
• July 3, 4 p.m.
  • Provide Health Insurance Attestationno more than 2 months before exchange for exchange students studying abroad starting in Fall 2024  
• Sept. 13
  • 4 p.m. - Deadline to complete SHERM - International Exchange Safety Plan in Journey for exchange students studying abroad starting in Winter 2025
  • 5 p.m. - 6 p.m. - Pre-departure training session (in-person for Winter 2025 outgoing exchange) (Mandatory)
  • 6 p.m. - 8 p.m. - Exchange student dinner

• Nov. 1, 4 p.m.
  • Provide Health Insurance Attestation no more than 2 months before exchange for exchange students studying abroad starting in Winter 2025

• Before, or close to when classes begin, at host institution: CCTA
  • Typically 1-12 weeks before classes begin
  • List host institution courses on the Course Credit Transfer Agreement (CCTA), then email to your Academic Advisor or Program Coordinator to sign. CCTA in Journey's document library

Complete the Training Material

• Complete the pre-departure training: 
  • MyLearningSpace course called "Laurier International Online Pre-Departure"
  • Watch all pre-departure sessions (offered live via Zoom, or watch the recording)
  • Complete SHERM requirements
• Visit the Government of Canada's Travel Abroad website:
  • Review the Travel Documents section.
  • Review the Travel Health and Safety section.
  • Register as a Canadian abroad. If you are not Canadian, please inform your home country of your travel itinerary.
  • Review the travel advice and advisories for your host country.

Administration and Registration

• Wait for an email from Laurier International to confirm you have been nominated to the host institution.   
• Once you have been nominated, you can then fill out an application to the host institution.  See host institution “fact sheet” or website for incoming exchange students for deadlines and application details
• Once the host institution received your application and accepted you, the host institution will send you Letter of Acceptance. You'll also need this documentation to get your study permit/visa and, in some cases, to enter the country.
• Select your courses at your host institution, if possible.
• Meet with your academic advisor or program coordinator to ensure the courses you've selected are meeting your academic requirements.
• Once you are enrolled in courses at your host institution and your courses will not change (eg. there are no schedule conflicts), then complete the Course Credit Transfer Agreement (CCTA) form found in Journey.
  • If you want to confirm a required course will transfer to Laurier as a required course for your program, you can email your Academic Advisor or Program Coordinator with the course syllabus before the CCTA is complete.
• Pay your Laurier tuition and incidental fees.
• Review any orientation information from your host institution.

Apply for a Visa/Study Permit

• Visit the Embassy or Consulate website of your host country to get the application form for a study permit or visa, if required.
  • Study permit and visa processing times can vary, so be sure to check into this as soon as possible.
• Review the additional requirements needed to travel to your host country.

 Get Health and Travel Insurance

• Arrange for travel insurance that will cover you for the entire time you will be abroad. Be sure to account for any time spent travelling before or after your exchange term. 
  • Your travel insurance should include health, life and disability coverage. 
  • Be sure that your policy also includes emergency evacuation/repatriation insurance, which provides coverage for medically necessary evacuation to a medical facility or medically equipped flights to get you home.
  • Travel advisories can impact your insurance. Check on travel advisories when you get your insurance as well as before you leave to make sure your coverage hasn't been impacted by any advisories.
• The Government of Canada has information on travel insurance and why it's important.
• Some host institutions and countries (such as France) require you to purchase their approved health insurance plan. Check to see if this is the case with your host institution or country.
• Make an appointment with a health care provider for a consultation on any immunizations that might be required for people going to your host country. 
  • If immunizations are required, make those appointments as well. 
• Ensure you have enough prescription medication to get you through your time abroad.
  • Be sure to review any regulations regarding bringing prescription medication into your host country.
• See the pre-departure course in MyLearningSpace for details about health and travel preparations 
• Submit details of the health insurance you have purchased to Journey by deadlines listed above.

Make Your Travel Arrangements

• Laurier International strongly recommends that you do NOT make travel arrangements until you have received the Letter of Acceptance from your host institution and Laurier has approved outbound exchange travel.   
• Any payments and arrangements are at your own risk and Laurier cannot reimburse any financial losses. 
• Make arrangements for accommodations, including any temporary accommodations if you're arriving early in your host country.
  • Take note of any application deadlines and required deposits.
• Research options and deals for air travel.
• Book your flights and be sure you'll arrive in your host country in time for the start of classes.
  • Make note of all your travel information, including arrival information, airport transportation and any layovers.
  • Confirm your baggage allowance and restrictions. 
  • Read a past exchange student's tips on packing for exchange.

Finances

• Check the current exchange rate for the currency of your host country.
  • Rates can fluctuate so check this regularly.
• Make a budget for your time abroad. Be sure to budget for any time you'll spend abroad before or after your exchange term.
  • Include any financial aid, OSAP and scholarships. 
  • To help with your budgeting, do research on the cost of living in your host city, including food, transportation and entertainment costs.
• Contact your bank to let them know you'll be abroad and ask if they have an affiliate bank in your host country.
  • Ask about international withdrawal and credit card fees.
  • Check the cash limit on your credit card and withdrawal limit on your debit card and, if necessary, ask about increasing the limit.
  • Make sure your bank and credit card company know you'll be making transactions abroad. If they don't know in advance, they might think an international transaction is fraud and freeze your cards!
• Contact your cell phone provider to get information about charges while you're travelling.
  • You may also want to buy international calling cards to save money on overseas calls.
• Have some local currency on hand for when you arrive in your host country.
• If you will be on exchange during the winter semester, arrange for a Revenue Canada Tax Submission T2220A. Contact the International Taxation Office for more information at 1.800.267.5177.

Emergency Preparation

• Make a copy of the emergency contact information for Laurier as well as for your host university
  • Give your family a copy of this information
• Make photocopies of all important documents and keep them in a separate location from the originals
  • These documents can include your passport, birth certificate, bank information, medical and dental records, immunization records, prescription information, all documents from Laurier International and the letter of acceptance from your host institution.