Start with current exchanges, rather than old forms

An exchange generally allows you to complete part of your pathway at a host institution while remaining connected to your home institution. To prepare a stay in Quebec or elsewhere in Canada, start with your university's international relations service. Ask about agreements currently open to your program, level and intended period. A former partner destination is not a confirmed possibility for the next intake.

An important update concerns BCI's Programme québécois d’échanges étudiants, the Quebec student exchange program. BCI dates the closure decision to 28 February 2025, the end of its agreements and administrative support to 31 May 2025, and continuation of mobility already under way until May 2026. After that, relationships must be organised directly with institutions, particularly through bilateral agreements.

In October 2026, you should therefore not prepare a new application assuming that the former BCI system still operates. This does not mean the end of exchanges with Quebec. You need to identify the current framework of your university and the intended institution.

Distinguish exchange from admission to a complete qualification

An exchange stay and regular admission do not serve the same objective. In an exchange, courses taken at the host institution must fit your home pathway under the agreed arrangements. Admission to a complete qualification involves another process and may apply different fees. Do not choose a form solely from the name of the university that interests you.

The Université de Montréal describes an exchange program in which the home institution selects and then officially nominates applicants. This example shows that the process often begins before an individual application to the host university. Nomination must not be confused with the final admission decision or confirmation of every desired course.

Ask what status you will have, who will award the final qualification and how results will be transmitted. Also check the permitted duration of the stay and conditions for any extension. These answers help you compare an exchange with other possibilities, such as a summer school or regular application.

Build a course plan recognised on return

Choose courses for their contribution to your qualification. Compare content, levels and prerequisites with the academic coordinator at your home institution. An interesting course can be difficult to integrate if it meets no pathway requirement. Prepare a main list and alternatives, because timetables or availability may change.

Have the intended recognition confirmed before departure according to your university's procedure. Ask how course changes and results will be handled. Credit and grading systems may differ; do not invent your own conversion. The study document needs to be approved by authorised people.

Université Laval states that certain agreements concern particular programs and academic approval may be necessary. This example is a reminder that a general agreement between institutions does not necessarily provide access to every course. Check the intended program's restrictions and keep options compatible with your objective.

Organise both admission calendars

Your university may set an internal selection date before the host institution's application date. Record both. Add references, language evidence, transcripts and course approvals. An application submitted directly to the host without respecting home selection may not match the intended exchange framework.

Ask when you will receive nomination, instructions and the decision. Retain personal access to important messages. If a final document is not yet available, check which provisional documents are accepted. Once the offer is received, record its conditions and the remaining steps for course enrolment.

Do not book departure solely on the basis of an instructor's informal agreement. The plan must be confirmed by the competent services. You can nevertheless prepare information about housing, the budget and entry or stay procedures in parallel, so you are ready to act when the necessary documents become available.

Calculate the stay's actual costs

Ask where tuition is paid and which fees remain required at the host institution. Agreements may provide different arrangements. Add housing, meals, insurance, transport, materials and trips. A tuition exemption at the host institution does not mean the stay is free. Living expenses represent an important part of the plan.

Check mobility aid with your university and the organisations concerned. Record conditions, dates and payment arrangements. Do not count aid not yet awarded as a certain resource. Also prepare cash flow for the first weeks, when deposits and settling-in purchases come before the monthly routine.

Fictional example: a student chooses a one-term exchange, but available housing requires a longer period. She compares a residence, a permitted sublet and another period of stay. The academic calendar remains appropriate, but accommodation changes the budget. This kind of check must occur before considering the plan financially finalised.

Prepare the stay and administrative procedures

Travel, study and medical coverage rules must be checked for your situation. Do not infer the necessary documents from the word “exchange” alone. Duration, activities and nationality may matter. Use official sources and competent services, distinguishing university assistance from the authorities' decision.

Ask about arrival arrangements, access to services and exam dates. The end of classes does not necessarily coincide with the end of assessments. Avoid booking a return too early. Also ask how a need for accommodations or a health difficulty will be supported during the stay.

Prepare a few language and academic reference points: citation methods, class participation, teamwork and digital tools. An exchange becomes richer when you understand local expectations and actually participate in university life, rather than remaining occupied only with travel arrangements.

Finish the stay with usable results

Before leaving the host institution, check transmission of the final transcript and any closing procedures. Keep descriptions of courses actually taken and approvals of changes. On return, follow recognition in your home record rather than assuming it will happen without any action.

Also prepare a review of learning: new knowledge, methods discovered and language or collaborative skills developed. You can explain the stay's value in a future application. A successful exchange is not measured solely by destination; it connects an international experience to a coherent academic pathway and learning you can describe.

During the stay, promptly report a course change to your home university. Waiting for the final transcript to explain that an activity was unavailable may complicate recognition. Use the designated modification procedure and keep the agreement obtained. If a language or academic difficulty arises, also contact the host service before withdrawal deadlines. The two institutions have complementary roles: one supports your experience locally, the other ensures its integration into your qualification. Keeping these exchanges active enables ordinary adjustments to be handled without losing the coherence of the original plan and the learning expected on return.