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Exchange

Global mobility

Accepting your offer

Submitting an application to the Education Abroad office and is the first step towards spending a trimester or year on exchange abroad. Once your application has been approved, you will need to accept the offer in order to go on exchange. Please read through the following information carefully as it outlines the procedure for accepting your offer.
  •     Student Agreement form
  •     Applying to your host university
  •     Successful applications
  •     Withdrawing your offer
  •     Students accepting offers from American universities
  •     Students applying to USAC universities

Student Agreement form


Students will need to print a copy of the student agreement form, sign and submit it to the Education Abroad office within two weeks of accepting the offer letter in order to accept their exchange place.

Your exchange place will not be confirmed until you have submitted your Student Agreement form.
Applying to your host university

The next step is to apply to your host university. The application form for your host university will be included in the "Exchange Program Acceptance" email sent to all exchange applicants.

Please print and complete the form and return it to the Education Abroad office at least one week before the application deadline. The application deadline can generally be found on the form or on the host university's website (under the "Student Exchange" section).

It is your responsibility to ensure that you know when the deadline for applying to your host university is and to submit your application before then.

Please note:
if your host university employs an online application process (see below), information on completing the process will be attached to your acceptance email instead of an electronic application form some host universities do not use electronic application forms, preferring to rely on hard copies instead. If this is the case for your host university and there is no application form included in your acceptance email, you will be sent a hard copy of your host university application form by post subsequently.

You may also wish to note the following when completing the application form:

Application processing fee
Application fees are waived for exchange students.
English language requirements - For applicants who are native English speakers, no English language test is required. For non-native English speakers, you may be required to take an English test (for example, IELTS) or submit documentary evidence of recent test results. Please refer to your host university's guidelines on this.
Official transcripts
You will be required to submit your academic transcript (originals only) with your application form. The Education Abroad Office will arrange this for you.
Online application process
Many universities have online applications, you will be informed of the process once your nomination is successful.

After completing the application form, return it in to the Education Abroad office. We will send it by courier to your host university. Do not post your application directly to your host university, even if it states on the application form for you to do so.

You can return the form by:

    dropping it off at the Education Abroad office
    sending it through the internal mail system via the Deakin International office on your campus
    submitting it by mail to:
        Education Abroad, Deakin International
        Deakin University, 221 Burwood Highway, Burwood VIC 3125.

Please contact the Education Abroad office (Tel 9244 6963) if you have any difficulties completing the host university application form. Please do not contact the host university directly.


Successful applications


The host university will process your application and, if you are successful, will then send an official acceptance letter and an information pack containing all the necessary information (including housing information) to the Education Abroad office. We will then forward the pack to you.

Please note, however, that some universities send the acceptance pack directly to the student. Should this occur to you, you are required to submit a copy of your acceptance letter to the Education Abroad office as soon as possible.

Also, the time it takes for a host university to process an application varies greatly from university to university. Some universities may take two weeks, others three months. Please be patient.

For students applying to USAC universities, please refer to the information in the relevant section below.

Necessary arrangements

Once you have received your official notification of acceptance from your host university, you will be required to liaise directly with the appropriate division of your host university to work out the necessary arrangements relating to your accommodation, enrolment, compulsory health insurance (if required), etc.

While the Education Abroad office will assist you as much as possible, your host university will probably be better equipped to answer specific questions relating to the subjects and services they offer and should be your first point of contact in these matters.

Contact details of your host university representative will be outlined in your official acceptance letter.
Unsuccessful applications

The Education Abroad office makes arrangements with host universities to negotiate an exchange place for students. As such, an exchange place is subject to the approval by both Deakin University and the host university. On most occasions, our nominated students are successful and accepted by our exchange partner university. Should your exchange application be unsuccessful, however, we will notify you as soon as possible and explore the options available to you at other host universities or for the following trimester.

If your host university is an American university, you will probably be asked to provide documentary evidence of sufficient funds while you are in the US . This could include account statements and/or letters from your bank. Alternatively, your bank could be asked to complete and sign relevant financial forms attached to the host university application form.

You must provide the relevant documentation as your host university is legally required to have them before it can process your application. Your host university will not be able to issue any student visa-enabling letters or papers without the relevant documentation.

All documents must be originals, including bank statements, scholarship letters and Centrelink statements. The following will not be considered sufficient documentation:

    bank statements printed from the internet
    bank statements that do not show the name and address of the account holder
    ATM slip showing remaining balance in account
    photocopied bank statements


Withdrawing your offer


If you wish to withdraw from the exchange program, you are required to put this in writing to the Education Abroad office.

You must include your name, student number, contact details, name of the host university, the trimester you intended to go and the reasons for your withdrawal. Your letter will need to be signed and dated for it to be valid.
Information for students accepting offers from American universities

If your host university is an American university, you will probably be asked to provide documentary evidence of sufficient funds while you are in the US . This could include account statements and/or letters from your bank. Alternatively, your bank could be asked to complete and sign relevant financial forms attached to the host university application form.

You must provide the relevant documentation as your host university is legally required to have them before it can process your application. Your host university will not be able to issue any student visa-enabling letters or papers without the relevant documentation.

All documents must be originals, including bank statements, scholarship letters and Centrelink statements. The following will not be considered sufficient documentation:

    bank statements printed from the internet
    bank statements that do not show the name and address of the account holder
    ATM slip showing remaining balance in account
    photocopied bank statements.

Information for students applying to USAC universities

Students applying through the American consortium USAC may find the application process somewhat different from that of other partner universities.

While students applying to Deakin's direct partnership universities are guaranteed a place at the host university (subject to approval of their applications), students applying to USAC universities are not. Places at USAC universities are allocated as applications are processed. As such, late applications may result in students missing out on exchange places. To avoid missing out, students are advised to return their application forms to the Education Abroad office as soon as possible.

In addition, students receive free medical insurance through USAC. However, students will have to purchase their own travel insurance.

Please note that USAC works on the principle that all students are US citizens based in the US. As such, you may receive information from them that is not applicable to you and/or may be misleading. Please contact the Education Abroad office (Tel 03 9244 6664, 03 9244 6963) if you have any queries regarding any information you receive from USAC.