How to Apply for Exchange - for Swinburne Students
 1. Choosing your destination
The first step is choosing where you want to go! The Education Abroad Office is responsible for the Swinburne student exchange program. We have a wide variety of destinations and our partner institutions have been identified as great destinations for Swinburne students.
You can view a list of partner institutions or search for a partner institution by discipline area or country.
If you do not want to study at one of our partners, you are responsible for making all your own arrangements, including credit transfer and will be required to pay overseas student fees.
You are welcome to use the Education Abroad resource libraries at the Hawthorn, Prahran, and Lilydale campuses for your research.
I only speak English - does this mean I can only go to an English speaking country?
No! Many of our partners in traditionally non-English speaking countries teach some or most of their classes in English. The student exchange program is a great chance to live in a completely different culture without being proficient in the local language. Not only that but most partner institutions in non-English speaking countries offer introductory courses in the host language.
2. Choosing your subjects
As part of your exchange program you are expected to do quite a lot of research into your host institution. All our partner institutions have websites, and almost all have information on-line about the subjects offered. The Education Abroad Office has a resource library containing partner handbooks and other information that may be useful if you are considering exchange.
How do I know what a full-time study load is at my host institution?
This information should be available via the host institution website. As a general rule in Europe a full-time load is 30 ECTS and in North America students are required to do 12-16 hours a week.
For student enrolled in a double degree program, you do not have to take subjects from both areas. You can take the opportunity to specialise in one of your subject areas whilst on exchange. Alternatively you could do one exchange semester focusing on one area and then a second exchange semester concentrating on the other major - you could even do this at two different partner institutions. Double degrees are not always common overseas so it can be easier to plan your exchange around just one part of your double degree.
3. Application Form
Start filling out your Outgoing Exchange Application Form (PDF 50KB) (for Swinburne students only). The form outlines step by step what you need to complete, and also what documents you need to attach before submitting it to the Education Abroad Office.
Along with your application form, you will also need to submit one of the following Study Plan forms:
Application - Proposed Study Plan (PDF 19KB) (for all Swinburne students except those studying Design; or
NID Proposed Study Plan (PDF 19 KB) (for Swinburne students studying Design).
Plus TWO completed Academic Reference Forms (PDF 31KB).
4. Getting Course Approval
Once you've got subject information about classes you need to make an appointment to see your Course Administrator (Hawthorn/Prahran) or Subject Convenor (Lilydale). You need to take details of the subjects you have selected for approval. Once your subjects have been approved you need to meet with your School/Divisional Administrator for further approval. The Study Plan (downloadable from the above section) in your application is the correct form to use for this subject approvals process.
5. Academic References
Any Swinburne academic can complete the Academic Reference form as long as they have taught you within your current Swinburne program. You need to make sure the academic is willing to provide an academic reference and give them plenty of time to complete the form. Explain your academic reasons for applying for exchange so they are aware of your plans. Academic Reference Form is downloadable from the above section.
6. Writing your Personal Statement
Of course, it is up to you what you include in your personal statement but we recommend you include your motivation for applying for exchange, your reasons for choosing your host institution/country and what you expect to achieve while on exchange. All personal statements are carefully considered so it's important that you take time to put together a well thought out statement that reflects you and your goals.
7. Submitting your Application and Interviews
Once you hand in your application, the Education Abroad Office reviews your application to ensure all supporting documentation is included. When submitting your application you need to also arrange your interview time. Interviews are held in the week following the application closing date. If your application is incomplete or you do not meet the criteria we will contact you to discuss your application.
What are the application deadlines?
 For exchange in Swinburne Semester 2: March 31
For exchange in Swinburne Semester 1: August 31 (previous year)
NB - For some institutions, especially those in Japan and the USA, earlier application deadlines apply, please contact the Education Abroad Office.
I've missed the deadline for applications, what should I do?
If you have missed the deadline for applications but are keen to go on exchange, you should contact the Education Abroad Office immediately. It is sometimes possible to submit a late application, but late applications will always be given second preference to timely applications.
What happens at the interview?
At the selection interview you will meet with staff from the Education Abroad Office to discuss your application. You will be expected to answer questions about yourself, your studies and your life experiences. Interviews are informal and are also an opportunity for you to ask any questions you might have.
8. Receiving a Swinburne Offer Letter
After the interview the Education Abroad staff meet and discuss your application and interview. If we are happy to support your application we contact our partner institutions to make sure they are able to accept your application. Once they have confirmed that they are able to accept your application, we will mail you an official offer letter, Swinburne student agreement and the host institution application form. All offers are subject to host institution approval.
If the Education Abroad Office does not approve your application we will contact you and explain the reasons behind our decision. You may be invited to apply again for the following semester.
Students have a good chance of receiving an offer for the Outgoing Exchange Program. We have a high demand from our partner institutions to send students here to Swinburne so we need to send more Swinburne students on exchange. Some destinations are more competitive than others.
9. Accepting your Offer
To accept your Education Abroad Program Offer you need to read the information included in your official offer letter and the International Student Exchange Agreement. You then need to sign the agreement and return it to the Education Abroad Office.
10. Host Institution Applications
The Education Abroad Office is responsible for sending applications to our partner institutions. Our office is the first point for any correspondence to your host institution until you receive your official host institution offer material.
It can take up to six weeks to receive your official acceptance material from your host institution. You will need to be patient. The Education Abroad Office requires a copy of all official host institution offer material. If your host institution sends the offer material directly to you please contact the Education Abroad Office. Once you receive official host institution offer material it is your responsibility to return any required documentation.
11. Education Abroad Pre-Departure Sessions
It is compulsory for all exchange students to attend the Pre-departure session. This session will help prepare you for your time abroad, and includes information on cultural adjustment, enrolment & credit transfer, and health and safety issues.
12. Organising Your Travel Plans, Visas, Insurance and Accommodation
As part of the exchange program we believe it's important for students to be responsible for making the necessary arrangements. The Education Abroad Office will advise you on these matters where possible, but you are responsible for making the necessary bookings and researching visa regulations etc. We advise students to make tentative travel arrangements but not to confirm or pay a deposit until you have received official confirmation from your host institution. Please note it is a requirement of the exchange program that you arrive in time for any orientation program at the host university and do not depart until after the end of the examination period.
Accommodation
Where you live will depend on your destination. Some institutions have on campus accommodation and some do not. For some destinations, such as Japan, it might be possible to live with a homestay family to further immerse yourself in the culture. All partner institutions have accommodation offices to assist you in finding suitable accommodation.
Visas
Different countries have different visa regulations and requirements. You will need to contact the appropriate Embassy/Consulate to find out the requirements for your host country. Usually you will be required to show official acceptance from your host institution.
Working overseas will depend on the Visa regulations of that country. You will need to contact the relevant embassy or consulate to find out whether or not you are able to work while on exchange. Almost all countries will limit your working rights if you are on a student visa. The Education Abroad Office does not recommend students work to support themselves while they are abroad.
The exchange program is an academic and cultural program. The adjustment to a new culture and academic system can be quite challenging so any work opportunities should be considered carefully and should not impact on your academic performance.
Travel Insurance
All Swinburne exchange students must have comprehensive travel and medical insurance. Some partner institutions request students take out a particular insurance - so please check your offer materials carefully. If the host university does not have a recommended insurance policy, we recommend that students take out Swinburne University insurance. Some students will require both the host university insurance and the Swinburne insurance to make sure they are completely covered. You need to provide evidence of your insurance policy to the Education Abroad Office before you depart.
Travel Plans Before And After Your Exchange
You can travel before and after your exchange program. If you plan to travel beforehand make sure you have enough time to receive your official confirmation and obtain your student visa if necessary.
13. Your Enrolment
Your Swinburne Enrolment
You will need to meet with your Course Administrator or Student Administrator before you depart and be enrolled in a special International Exchange Program enrolment code. You will need to liaise with your Administrator once you've arrived at your host institution to confirm your host institution enrolment details or to make changes to your enrolment if necessary.
You must still pay your Swinburne General Service Fee while you are on exchange. This is the basis of the exchange. In effect you are creating a place for an incoming exchange student. In return you are not required to pay the amenities fee at the host institution.
Your Host Enrolment
This will be explained to you in your offer materials from the host institution or during your orientation at the host institution. You are responsible for ensuring your enrolment at the host institution is correct so that your credit will transfer back to Swinburne.
14. Organising your Credit Transfer
On completion of your exchange semester the Education Abroad Office receives your results. These are taken, together with your Course Approval Form to the relevant school/department. Your International Student Exchange subject will receive a complete or incomplete result. You will receive exemptions for the approved Swinburne equivalent subjects. Your Swinburne transcript will refer to your host institution transcript.
15. Staying for an Extra Semester
The maximum exchange period is two semesters. If you applied for one semester and then would like to stay on, you will need to contact the Education Abroad Office for approval. It is not always possible to extend, but if you are considering staying on you should contact the Education Abroad Office as soon as possible to increase your chances. Students may need to submit an additional Study Plan form to gain approval from academics of subjects to be taken.
16. While you are away.
It is important to remember that while you are abroad you are an ambassador of Swinburne. Therefore, it is imperative that you act responsibly and behave appropriately. Students who do not conform to both Swinburne and host institution standards whilst on exchange may be withdrawn from the program.
Whilst on exchange you may be required to promote Swinburne as a destination for the host students. It is important that you are knowledgeable about Swinburne and able to answer any questions students may have. You may also be required to provide the Education Abroad Office here at Swinburne with information regarding your study and life abroad for use in promotional materials.
17. Returning Home
Upon your return you need to contact the Education Abroad Office. Some requirements necessary in order to complete your exchange program are submission of a survey called a 'Returning Exchange Student Final Evaluation', and a 'Returning Exchange Student Essay' outlining your exchange experiences. Both future students and Education Abroad staff will learn a great deal from your feedback. You will also need to contact your School Administrator to ensure that your credit is transferred appropriately.
As a returned exchange student you are expected to assist the Education Abroad Office with promotion of the exchange program, including speaking at information sessions and assisting with Open Day promotion.
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