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International Learning Abroad Checklist

If you have already completed these steps:

1. Applied in Atlas,

2. Paid non-refundable application fee.  

3. Received an offer from Western International Learning 

This checklist is for you! 

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Your Next Steps

 

✔ Accept Your Offer in Atlas

• Log into Atlas → My Application → "Complete Acceptance Information" → Accept OR Decline your offer by deadline.

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✔ Pay the Non-Refundable Placement Fee (If Applicable)

• Applicable for Exchange programs. 

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✔ Host Country Research 

• Learn more about the host country, local environment, culture, climate, health care, entry/exit requirements, vaccinations and security precautions related to this location by accessing detailed country guides through: 
  • Government of Canada destination-specific travel information 
  • International SOS (ISOS) country guides - use Western's membership number to access the ISOS online resources 
  • Housing Abroad: Some host institutions provide on campus housing for incoming exchange students. However, not all institutions are able to accommodate all incoming students. If you have to find your own housing here are some tips about housing abroad to help you.

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✔ Course Approvals

Submit this form 6-8 weeks prior to the start of your academic term at the host institution.

• Exchange:
  • Download the  Course Approval Form and list the courses you intend to take at your host institution, as chosen by yourself.
  • Seek approval for credit by the Undergraduate Chairs of the relevant Department, and/or Faculty Academic Counsellor at Western.
  • Please review the Process for Course Approval document carefully.
• Study Abroad:
  • Download and complete the Letter of Permission form. This form must be completed, with the appropriate signatures, and returned to the Office of the Registrar.

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✔ Finances & Scholarships

• Create a Budget (Download this planning template)
• Complete OSAP or provincial funding applications, as applicable:
  • Students participating in an academic exchange program are eligible for this funding, as they are paying Western tuition. Students must complete and submit a Supplemental Information Form, found on the Office of the Registrar website if they are already in receipt of OSAP. Please view all information from the Office of the Registrar’s website.
  • Students participating in a Study Abroad (Letter of Permission) or international experiential learning activities involving academic credit at Western may be eligible for OSAP funding. Students should inquire through their home province or the Student Financial Services about funding eligibility.
• Review the list of International Learning awards available on the International Learning website and the Awards Database on the Office of the Registrar website and apply as appropriate.

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✔ Host Institution/Organization Application

• Be nominated to the host institution/organization by the Western International team.
• Complete an application for the host institution/organization/Internship provider. Final acceptance decisions lie with the host institution/organization/internship provider; failure to submit the required documents to the host institution/organization by their deadline may result in cancellation of your offer.

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✔ Receive Letter of Acceptance/Admission/Invitation from Host Institution/Organization

• Carefully review information from the host institution/organization regarding course selection (as applicable), housing, and other logistical details.

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✔ Out-of-Country Medical and Travel Insurance

• Refer to the Government of Canada website and insurance fact sheet for more information on what coverage to look for in an insurance policy. It is required that you have adequate out-of-country medical insurance. Confirm your coverage under USC or SOGS. All full-time Western students are automatically enrolled in the USC Health and Dental Plan (undergraduates) or SOGS Health and Dental Plan (graduate students), unless you have opted out, which provide out-of-country emergency medical insurance.
• Arrange for travel (in addition to medical) insurance to cover your time abroad. It is highly recommended that you arrange travel insurance that may cover expenses incurred due to lost baggage, flight cancellations, missed flights or other unexpected scenarios. You might arrange this coverage through your credit card, travel agent or parent’s policy.

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✔ Pre-Departure Training & Western's Travel Registry

• Complete the online pre-departure modules (International Pre-Departure and Post-Experience) through OWL. You will need to upload your International Pre-Departure and Post-Experience Certificate of Completion to your Travel Registry entry in Atlas.
• Enter your trip information in Western's Travel Registry as soon as you finalize your trip details (e.g. emergency contact and insurance) and no later than three weeks prior to travel.
• Download the ISOS Assistance App. In the event of an emergency abroad ISOS should be your first point of contact for support. You can reach out to ISOS 24/7 via phone ( Assistance Center phone numbers) or the ISOS Assistance App. As an ISOS member, you will have access to a worldwide network of 27 assistance centers staffed by doctors, nurses, coordinators and security professionals who will provide you with local expertise and emergency assistance.
• Contact safetyabroad@uwo.ca with any questions about pre-departure training or Western's Travel Registry.

NOTE: International travel continues to be subject to significant disruptions, including enhanced screening and border measures.It is critical that students follow Western's steps to travel closely, including reviewing Global Affairs advisories, completing pre-departure modules, reviewing health and travel insurance coverage, and entering their travel information in Western's Travel Registry.

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✔ Student Visa/Immigration

• Verify the type of visa/immigration documentation required for your international program. This information will be communicated to you by the partner institution/organization. 
• Begin gathering the documents required for the visa/immigration application to your host country. In most cases, you will not be able to submit the visa application until you receive a Letter of Acceptance/Admission/Invitation from your host institution/organization. 
• Please ensure you research your host country’s policies and refer to any information provided by your host program. We are not authorized to provide immigration advice or submit any documents on your behalf.  

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✔ Post-Arrival/Promotion

• Once you arrive at your host institution, please let us know you arrived safely and how you are doing at mid-term. If you face any challenges or difficulties in course registration, progression or any other challenges, please contact us for support. 
• As a participant in this program, we count on your commitment to be a positive ambassador for Western University by participating and representing Western at promotional events (e.g., information sessions, fairs, etc.) that may be organized by your host institution/organization. 

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✔ Continue to Check Your Western Email (@uwo.ca)

• All communications from our office and the host institution will be sent to this address. 

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✔ Post-Experience at Western

• Grades from your exchange will be recorded as "Pass/Fail" on your Western whereas study abroad program will be recorded as converted percentage grades on your Western University transcript. Your host institutions will send your official transcript directly to Western University.
• We strongly encourage you to volunteer as International Learning Ambassador to promote International Learning opportunities to students who may be interested in opportunities in the future. 

 

We understand plans can change and you may have decided to withdraw from your international learning program. If this is the case, please let us know as soon as possible by emailing goabroad@uwo.ca.  
 

Frequently Asked Questions (FAQ)