Exchange Programs (GAP 5.8)
Summary
Stanford University participates in a limited number of exchange programs at the graduate level, permitting enrolled Stanford graduate students to register for courses at other participating universities, and permitting graduate students at those universities to register for courses at Stanford.
Rationale
Stanford University participates in the following programs permitting graduate students to apply to study at other universities; each is described below:
- The Exchange Scholar Program enables a graduate student enrolled in a doctoral program in one of the participating institutions to apply to study at one of the other graduate schools for a limited period of time so as to take advantage of particular educational opportunities not available on the home campus. The academic experience, including courses taken and/or research conducted with particular faculty at the visited institution, will be registered on the academic record maintained by the student's home institution (see section 1.1, below).
- Stanford also has separate exchange programs with the University of California, Berkeley, and the University of California, San Francisco (see section 1.2, below) that enable graduate students who wish to enroll in courses at either of these University of California campuses to do so during a quarter in which they are also enrolled at Stanford.
1. POLICY
1.1 Exchange Scholar Program
The participating institutions are Brown University, University of Chicago, Columbia University, Cornell University, Harvard University, Massachusetts Institute of Technology, Princeton University, Stanford University, University of Pennsylvania, and Yale University.
Participation in this program requires the timely approval of both the student’s home institution and of the host university. For Stanford graduate students, participation requires the discretionary approval of the student’s adviser, department and school. All approvals must be obtained two months before the registration date at the host institution.
1.1.1 Eligibility
Normally students will be eligible to apply to be exchange scholars only after they have completed one full academic year in residence in a graduate degree program at their home institution.
1.1.2. Duration
A minimum of one term of study and a maximum of one academic year will be permitted in the program.
1.1.3 Summer Session
This program is not operational during Summer Sessions. Students from other institutions who want to study at Stanford for summer do so through the Summer Session program.
1.1.4 Registration Status
Exchange scholars will be registered by the home and host institutions in whatever category ("in absentia," "in residence," "special student," "Exchange Scholar") is appropriate at each institution. Students coming to Stanford through this program are registered in a nonmatriculated student category.
1.1.5 Tuition and Financial Aid
Tuition will be charged and collected, and any financial aid will be provided, by the student's home institution.
1.1.6 Health and Hospitalization Coverage
The institution which the student is visiting will be responsible for assuring that hospitalization and health services are locally available. However, the host institution may either charge the student for such services or require that the student purchase health insurance coverage from the home institution.
1.1.7 Benefits
At the institution visited, Exchange Scholars will be accorded all the benefits of that institution's resident students. They will receive a student ID card which permits access to the host institution's libraries, labs, health facilities, athletic facilities, housing (as available) and the like. Where these services entail fees in addition to tuition, the host institution will charge exchange scholars the same fees it charges its own graduate students.
1.1.8 International Students
International students are understood to be under the continuing sponsorship of their home institution. All US Homeland Security work for them must be done through the international student adviser at the home institution. International students on F-1 visas should note that they are not allowed to work at the host institution unless they obtain prior written approval from their international adviser at the home institution
1.1.9 Records
Upon completion of each term, officials of the institution visited will collect the information concerning the exchange scholar's course of study and forward it (with appropriate stamps/seals and signatures) to the appropriate office at the student's home institution.
Students coming to Stanford through this program must direct a request to the Graduate Admissions Office for a Stanford transcript to be sent to their home institution. Stanford students going to an exchange institution will make a similar request at that institution. Normally this information will include the course record (title, number, instructor, credit or class hours and grade received) and any special research conducted under the auspices of a faculty member. The information will then be posted on the student's academic record or made part of the record as appropriate to the home institution.
1.2 Selected UC Exchange Programs
Stanford also has separate exchange programs with the University of California, Berkeley, and the University of California, San Francisco. An application form is available through the Office of the Registrar for Stanford graduate students who wish to enroll in courses at either of these University of California campuses.
Course instructors must give permission for exchange applicants to enroll in classes by signing the form. Exchange applicants should discuss their plans with their Stanford department and with the academic department at the exchange institution. The application form requires the discretionary approval of both departments, and from the Registrar’s Offices of both institutions (see the UC Exchange application form).
Exchange arrangements for these programs are made on a quarter-by-quarter basis. A new application is required for each quarter at an exchange institution.
Further information for Stanford students may be obtained at the Office of the Registrar.
2. IMPLEMENTATION GUIDELINES
2.1 Exchange Scholar Program for Stanford Students Applying to Study at Another University
| PROCESS STEPS | RESPONSIBILITY | |
|---|---|---|
| 1. | Discusses the appropriateness of exchange study at another institution and the value to the student’s academic progress. | Student and adviser |
| 2. | Identifies an appropriate faculty adviser at the potential host institution. | Student and adviser |
| 3. | Downloads a copy of the appropriate Exchange Scholar Program Application (Exchange Scholar or UC Exchange. Reads the application carefully, and gathers all necessary signatures. | Student |
| 4. | Provides the signed application form to the Graduate Admissions Office at least two months before the registration deadline at the host institution. | Student |
| 5. | Contacts the host institution to receive written acceptance of the Stanford student, and provides a copy to the Stanford student. | Graduate Admissions |
| 6. | Completes academic requirements, pays tuition and fees to Stanford. | Student |
| 7. | Upon completion of each term, requests transcript from host institution to be sent to Stanford Graduate Admissions Office. | Student |
| 8. | Coordinates with the appropriate office to add appropriate coursework and units to the student’s Stanford transcript. | Graduate Admissions |
2.2 For Students from Other Universities Applying to Study at Stanford
| PROCESS STEPS | RESPONSIBILITY | |
|---|---|---|
| 1. | Downloads a copy of the appropriate Exchange Scholar Program Application (Exchange Scholar or UC Exchange. Reads the application carefully, and gathers all necessary signatures at the home institution. | Student and Home Institution |
| 2. | Forwards the approved application form to Stanford Graduate Admissions. | Student |
| 3. | Contacts the Stanford department to receive written acceptance of the exchange student, and provides a copy to the student. | Graduate Admissions Office |
| 4. | Completes academic requirements, pays tuition and fees to home institution. | Student |
| 5. | Upon completion of each term, requests transcript from Stanford to be sent to home institution. | Student |
| 6. | Prepares and sends transcript to home institution. | Degree Progress Office |
