Stanford
Graduate Academic Policies and Procedures

5.8.2 Exchange Programs: Implementation

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Last updated on:

January 4, 2024

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5.8.1 Exchange Programs: Policy

1. Procedures for Stanford Students Applying to Study at Another University through the IvyPlus Exchange Scholar Program

  PROCESS STEPS RESPONSIBILITY
1. Discuss the appropriateness of exchange study at another institution (note participating institutions in policy) and the value to the student’s academic progress. Student and advisor
2. Identify an appropriate faculty advisor at the potential host institution.  Student and advisor
3. Download a copy of the IvyPlus Exchange Scholar Program Application. Read the application carefully, gather all necessary signatures, and provide the form to the Stanford Degree Program Student Services Officer. Student 
4. Review the IvyPlus Exchange Scholar Program Application and discuss all aspects of the arrangement with the student and the student’s advisor.  Sign the application to indicate concurrence.   Stanford Degree Program
5. Provide the signed application form to the Degree Progress Team in the Registrar’s Office at least two months before the registration deadline at the host institution. Submit the application by attaching it to the Exchange Programs support ticket and include the number of units in which the student would have enrolled if at Stanford (8-10 or 11-18), or if the student is in TGR status, in order to determine the appropriate Stanford tuition. Stanford Degree Program Student Services Officer
6. Contact the host institution to receive written acceptance or denial of the Stanford student, and provide a copy to the Stanford student.  Degree Progress Team
7. If the student is not at TGR status, inform the Degree Progress Team in the Registrar’s Office of the number of units in which the student would have enrolled if at Stanford (8-10 or 11 +) in order to determine the appropriate Stanford tuition.  Stanford Degree Program Student Services Officer
8.

Complete academic requirements, pay tuition and fees to Stanford. 

NOTE:  A student in TGR status at Stanford continues to enroll in the appropriate TGR course during each Stanford quarter of the exchange. If not at TGR status, Stanford tuition will be determined by the Registrar's Office based on information provided by the student’s Stanford degree program (see step 8, above). 

 Student
9. Upon completion of each term, request transcript from host institution to be sent to Stanford Office of the University Registrar so that the units completed may be recorded on the student’s Stanford transcript (See “Records”.) Student
10.

Coordinate with the Office of the University Registrar to add appropriate units to the student’s Stanford transcript.

NOTE:  Units earned via this Exchange Scholar program are counted as Stanford units (as opposed to being counted as transfer units) for the purpose of satisfying Stanford residency requirements.  The institution attended, units awarded and the Exchange Program status are reflected on the Stanford transcript.

 Degree Progress Team

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2. Procedures for Students from Other Universities Applying to Study at Stanford through the Exchange Scholar program

  PROCESS STEPS RESPONSIBILITY
1. Download a copy of the IvyPlus Exchange Scholar Program Application. Read the application carefully, and gather all necessary signatures at the home institution.  Student and Home Institution
2. Forward the approved application form to Stanford Graduate Admissions at least two months prior to the preliminary study list deadline.  Student Home Institution
3. Contact the Stanford degree program to receive written acceptance or denial of the exchange student, and provide a copy to the student.  Graduate Admissions 
4. Review the Exchange Scholar Program Application to assure appropriate supervision of the visiting student and to determine appropriate enrollment, if any, at Stanford.  Stanford 
Degree Program
5. Notify student and home institution of acceptance or denial.  If approved, register the incoming student at Stanford in the category of Exchange Participant.  Graduate Admissions
6. Complete academic requirements, enroll in the appropriate courses at Stanford, pay tuition and fees to home institution.  Student
7. Upon completion of each term, use AXESS to request transcript from Stanford to be sent to home institution.  Student

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3. Procedures for Stanford Students Applying to Study at UC Berkeley or UC San Francisco through the UC Exchange Program

 PROCESS STEPSRESPONSIBILITY
1.Discuss the appropriateness of exchange study at another institution and the value to the student’s academic progress.Student and advisor
2.Identify an appropriate faculty advisor at the potential host institution. Student and advisor
3.Log into the Student eForms Portal and download the UC Berkeley or UC San Francisco application. Read the application carefully and gather all necessary signatures. Student 
4.Review the UC Exchange Program Application and discuss all aspects of the arrangement with the student and the student’s advisor.  Sign the application to indicate concurrence.  Stanford Degree Program
5.Submit the signed application form using the help ticket at least four weeks before the requested exchange quarter.Student
6.

Enroll in a minimum of four units at Stanford and no more than 18 quarter units total across both institutions. If on TGR status, enroll in 3 quarter units or less.

Tuition is based off of total enrollment from both schools.

If the student is not at TGR status, informs the Office of the University Registrar of the number of units in which the student would have enrolled if at Stanford (8-10 or 11 +) in order to determine appropriate Stanford tuition.  Note that all semester units from Berkeley are converted into quarter units. 

Student
7.

Update student record to reflect their exchange status. Then submit final application to the UC institution for processing and registration.

Student should receive two emails: one from Stanford and one from the UC institution indicating that the application was accepted.

Office of the University Registrar
8.Complete academic requirements, and pay tuition and fees to Stanford. 

NOTE:  If student is in TGR status at Stanford, continues to enroll in the appropriate TGR course during each Stanford quarter of the exchange.  If not at TGR status, Stanford tuition will be determined by based on information provided by the student (see step 6, above).		Student
9.Upon completion of each term, request transcript from host institution to be sent to Stanford Office of the University Registrar so that the units completed may be recorded on the student’s Stanford transcript (See “Records”.) Student
10.

Once the final transcript is received from the UC institution, add appropriate units to the student’s Stanford transcript.

NOTE:  Units earned via this exchange program are counted as Stanford units (as opposed to being counted as transfer units) for the purpose of satisfying Stanford residency requirements.  The institution attended, units awarded and the Exchange Program status are reflected on the Stanford transcript.

Office of the University Registrar

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4. Procedures for UC Berkeley or UC San Francisco Students Applying to Study at Stanford through the UC Exchange Program

  PROCESS STEPS RESPONSIBILITY
1. Download a copy of the UC Exchange Program Application. Read the application carefully, and gather all necessary signatures at the home institution. Student and 
UC Institution
2. Obtain signature and approval from the Stanford degree program and submit form to Graduate Admissions prior to the preliminary study list deadlines published on the Stanford Academic Calendar.  Student 
3. Notify student and UC institution of acceptance or denial.  If approved, register the incoming student at Stanford in the category of Exchange Participant.  Graduate Admissions
4. Complete academic requirements, enroll in the appropriate courses at Stanford, and pay tuition and fees to UC institution.   Student
5. Upon completion of each term, use AXESS to request transcript from Stanford to be sent to UC institution. Student

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