Eligibility and Application for Independent Study Abroad (International Letter of Permission)
Eligibility
Any student who is in good academic standing (i.e., a cumulative GPA of 1.6 (unless specified elsewhere)) may participate in study abroad. Please see the criteria below for further details.
Application
Decide where and when you would like to study. Search the website of the university you wish to attend and gather specific information about the availability of suitable courses and programs offered.
Study abroad programs facilitated by the International Programs Office requiring an ILOP are:
- Matariki Indigenous Student Mobility Program (if requested)
- Semester in Shanghai
- KGU Cross-Cultural College
- OUI Summer Programs
Some institutions are not eligible for transfer credit. Check this list to make sure you do not apply to an ineligible program.
An International Letter of Permission (ILOP) allows you to study abroad with the assurance that you will be able to transfer your credits back to Queen's. It is required by Faculty of Arts and Science regulations for any undergraduate Arts and Science student studying abroad at another institution. We strongly recommend you apply for an ILOP and receive a response prior to applying to the host institution. Every effort is made to process ILOPs before courses begin and to allow time for you to apply. However, meeting external deadlines is not the IPO's responsibility and we may not be able to process your ILOP before your host institution's application date. If you do not receive approval to transfer study abroad credit before enrolling in/paying for a course, this is done at your own risk. At the discretion of the IPO, retroactive ILOP submissions may be rejected.
If requesting replacement or additional courses, you must submit a new ILOP application and application fee of $60.
- It is the student’s responsibility to apply for admission to the host university.
- Students participating in an independent study abroad activity must register at the host university as a visiting student rather than as a student on a degree program. Students who register on a degree program will jeopardize their registration status at Queen’s University.
- The student must complete and submit all documentation required by the host university, directly to the host university, by its stated deadlines.
- Tuition and ancillary fees are to be paid by the student to the host university, in accordance with the host university’s requirements.
- Students may be required to pay additional fees, such as mandatory health insurance, activity fees, etc., to the host university.
- Application to the host university may in some cases come before applying for an ILOP. Students must determine application deadlines and requirements prior to applying. It is not the responsibility of the International Programs Office to determine this.
Safety and Travel
Note: OCASP is not required for online ILOP
- Independent study abroad falls under Queen’s University’s Off-Campus Activity Safety Policy (OCASP) (http://www.safety.queensu.ca/ocasp). As such, students must complete the mandatory OCASP Safety Planning Record (SPR) process prior to departing for their studies abroad. Failure to complete a Safety Planning Record may result in their International Letter of Permission being revoked and transfer credits not being granted.
- In the event that Global Affairs Canada (https://travel.gc.ca) issues a travel warning advising against travel to the location or region of the host university following the issuance of the ILOP by Queen’s, but prior to departure, the ILOP will be automatically rescinded. In this circumstance, to seek an exception, the student must apply in writing, giving reasons for the request and documenting how the hazards identified in the Global Affairs Canada warning will be mitigated. The ILOP will not be reinstated unless the student is able to demonstrate to the Health and Safety Specialist (OCASP) that the hazards identified in the Global Affairs Canada warning can be mitigated appropriately.
- In the event that Global Affairs Canada issues a travel warning advising against travel to or visits within the location or region of the intended host university after the student’s departure, the student is required to revise their OCASP Safety Planning Record (SPR) to reflect the new circumstances, and resubmit it for review and approval. If the new hazards cannot be mitigated appropriately, Queen’s University may require the student to leave the area of risk. Failure to revise and resubmit the SPR and to cooperate with Queen’s University in managing the student’s risk may result in the student not receiving academic credit for the affected term(s) of study.
- Students are responsible for obtaining the necessary immigration documentation as required. Please note that it may take a few months to obtain such documentation.
- Students are responsible for ensuring that appropriate and sufficient health insurance is obtained to cover the period of time while on the study abroad activity and while travelling abroad.
- It is the student’s responsibility to decide whether to purchase travel cancellation insurance. Cancellation insurance may provide coverage in the event that travel plans are altered because of circumstances that lead to the issuance of a travel warning by Global Affairs Canada.
Personal Expenses
- Students are responsible for all personal expenses, including transportation, medical insurance, food and accommodation. It is the responsibility of the student to secure their own accommodation.
Conduct
- Students participating in study abroad activities are bound by the terms of the Queen’s University Student Code of Conduct prior to, during, and following the study period. In the event that the student violates the Student Code of Conduct, permission to participate in the study abroad activity may be revoked.
- Students participating in study abroad activities are subject to the rules and regulations of the host university and laws of the host country.