Student Exchange Procedure

1.2.1 Graduate Student: Student enrolled in a graduate academic Program falling within the levels 9, 10 or 11 of the Qatari National Qualifications Framework.

1.2.2 Home Institution (for exchange purposes): The student’s official enrolling university that authorizes participation in an exchange or mobility program, maintains oversight of the student’s academic standings, and determines credit transfer, tuition arrangements and eligibility requirements during the exchange period.

1.2.3 International Education Office (IEO): The University administrative unit responsible for managing and facilitating international academic mobility Programs, including Student exchanges, study abroad opportunities, and partnerships with international Partner Institutions, in compliance with institutional policies and international standards.

1.2.4 Memorandum of Understanding (MOU): A formal, non-binding agreement between two or more parties that outlines the terms and details of a mutual understanding or collaboration.

1.2.5 Partner Institution: A university or college with which the University has a Memorandum of Understanding (MOU) or agreement to collaborate on various initiatives, such as student exchange, research, academic programs, or other joint activities.

1.2.6 Program: A prescribed set of Courses leading to a qualification, including a Certificate, Diploma (2 years), Advanced Diploma (3 years), Bachelor, Post Graduate Diploma, Master, or Doctorate, according to the Qatar National Qualifications Framework.

1.2.7 Student Exchange Agreement: A formal document issued by the University outlining the terms, conditions, and responsibilities of a Student participating in a Student Exchange Program, signed by the Student and the University prior to the commencement of the exchange.

1.2.8 Transcript: An official document of the University summarizing the entire academic records of a Student including essential information pertaining to the Student's courses, Grades, Academic Standing and Credential attainment.

1.2.9 Undergraduate Student: Student enrolled in an academic Program falling within levels 4-7 in the National Qualification Framework of the State of Qatar, NQFQ.

3.1.1 All Undergraduate and Graduate Students at the University participating in Student Exchange Programs.

3.1.2 Incoming exchange students from Partner Institutions.

3.1.3 Staff responsible for Student Exchange Program administration and Student support.

3.1.4 Partner Institutions, and any involved entities.

4.1.1 Eligibility Requirements

Students applying for an exchange Program must:

4.1.1.1 Be enrolled in an Undergraduate or Graduate Program at the University.

4.1.1.2 Have completed at least 30 credit hours (Undergraduate) or 9 credit hours (Graduate).

4.1.1.3 Have a minimum Semester/CGPA of 2.50 (Undergraduate) or 3.0 (Graduate) for respectively, a one-Semester exchange/multi-Semester exchange.

4.1.1.4 Demonstrate proficiency in English per the requirements of the Partner Institution. Obtain academic approval from their Head of Department.

4.1.2 Application Process

4.1.2.1 Students must submit a completed Student Exchange Application Form to the IEO by the announced deadline.

4.1.2.2 Applications must include:

i. Academic Transcripts.

ii. Personal Statement.

iii. Study plan approved by an academic advisor.

iv. Proof of English language proficiency (if required by the Partner Institution).

v. Copy of valid passport.

vi. Copy of valid Qatar ID.

vii. Other documents specified by the Partner Institution.

4.1.2.3 Incomplete or late applications will not be considered.

4.1.2.4 The IEO will review applications and forward shortlisted candidates to the concerned College’s Head of Department.

4.1.3 Selection and Approval

4.1.3.1 The Head of Department of the concerned College will evaluate applications based on academic readiness and suitability.

4.1.3.2 The nominated list of Students is sent to the IEO who will then send this list to the Partner Institution for their final selection and approval.

4.1.3.3 The nominated Students will receive a Letter from the IEO informing them about their nomination and next steps in the process.

4.1.3.4 The IEO will provide guidance on available resources to complete the Partner Institution’s Academic requirements.

4.1.4 Pre-Departure Requirements

4.1.4.1 Selected Students must:

i. Sign a Student Exchange Agreement provided by the IEO.

ii. Attend a pre-departure orientation organized by the IEO.

iii. Arrange travel, accommodation, insurance, and visa requirements.

iv. Pay tuition fees to the University before departure.

v. Submit emergency contact details to the IEO.

4.1.5 Credit Transfer and Academic Recognition

4.1.5.1 Credit transfer and academic recognition for Student Exchange Programs are governed by the terms outlined in the signed Memorandum of Understanding (MOU) or relevant agreement between the University and the Partner Institution. Final determination of Program suitability and academic relevance rests with the Dean of the respective College.

4.1.5.2 Selected Students must:

i. Submit a proposed study plan for approval by the Dean of the concerned College.

ii. Upon completion of the Student Exchange Program, Students must provide an official Transcript from the Partner Institution.

4.1.6 The Admissions & Registration Directorate will process credit transfers in accordance with the Transfer Policy (PL-ST-06). For Students participating in an Exchange Program must achieve a minimum:

4.1.6.1 Semester GPA of 2.50 (Undergraduate), or 3.00 (Graduate) for one-Semester exchanges.

4.1.6.2 A cumulative GPA of 2.50 (Undergraduate), or 3.00 (Graduate) for multi-Semester exchanges.

4.1.7 Responsibilities

4.1.7.1 Students must adhere to the University’s and the Partner Institution’s academic and conduct regulations. The stricter regulations will take precedence.

4.1.7.2 Head of Department will provide academic guidance before, during, and after the exchange.

4.1.7.3 Students must maintain a minimum GPA of 2.50 (Undergraduate), or 3.0 (Graduate) during the exchange period.

4.1.7.4 Failure to maintain the required academic standing may result in early termination of the Student Exchange Program.

4.1.8 Financial Responsibilities

4.1.8.1 Students are responsible for travel, accommodation, visa, insurance, and other expenses, including any mandatory financial documentation or proof-of-funds required by immigration or the Partner Institution.

4.1.8.2 Where granted, scholarships or financial aid may result in some of the above elements being covered by the University or the Partner Institution and must be confirmed before departure. The University may recover scholarship payments in case of misconduct, withdrawal without cause, or non-completion.

4.1.8.3 Students who withdraw from the Program must bear any financial obligations as per the Partner Institution’s policy.

4.1.8.4 Refunds, if any, are subject to the respective Partner Institution’s refund policies.

4.2.1 Eligibility Requirements

Incoming students must:

4.2.1.1 Be enrolled in an Undergraduate or Graduate Program at a Partner Institution.

4.2.1.2 Have completed at least 30 credit hours (Undergraduate) or 9 credit hours (Graduate).

4.2.1.3 Have a minimum CGPA of 2.50 (Undergraduate) or 3.0 (Graduate).

4.2.1.4 Demonstrate proficiency in English and provide any additional proof of proficiency required by the University.

4.2.1.5 Be nominated by their home institution.

4.2.2 Application Process

4.2.2.1 Partner Institutions must submit nominations to the University IEO.

4.2.2.2 Incoming students must complete and submit:

i. Student Exchange Application Form.

ii. Academic Transcripts.

iii. Study plan approved by their home institution.

iv. Proof of English language proficiency (if required).

v. Copy of valid passport.

vi. Proof of medical insurance coverage during their stay in Qatar.

4.2.2.3 The IEO will review and process applications by ensuring all required documents are complete and coordinating with the concerned College Deans through the transfer of application files for academic review, based on which the College Deans will determine the approval or rejection of each application.

4.2.3 Pre-Arrival Requirements

4.2.3.1 The IEO will email the nominated students from the Partner University about next steps in the application process.

4.2.3.2 Incoming students must:

i. Sign a Student Exchange Agreement.

ii. Arrange travel, accommodation, insurance, and visa requirements at their own cost.

iii. Attend a virtual pre-arrival orientation organized by the IEO.

iv. Submit emergency contact and health information to the IEO.

4.2.4 Credit Transfer and Academic Recognition

4.2.4.1 Course registration must be approved by the home institution before arrival.

4.2.4.2 Upon completion of the exchange, the University will provide an official Transcript for credit transfer at the home institution.

4.2.4.3 The course and credit mapping will be processed by the concerned College Dean and Head of Departments and if applicable, covered under the agreement that regulates exchanges between the University and the relevant Partner Institution.

4.2.5 Financial Responsibilities

4.2.5.1 Tuition fees are paid by the incoming students directly to the Partner Institution before arrival.

4.2.5.2 Incoming students are responsible for travel, accommodation, visa, insurance, and other expenses.

4.2.5.3 Where granted, scholarships or financial aid may result in some of the above elements being covered by the University or the Partner Institution and must be confirmed before departure.

4.2.5.4 The University bears no financial responsibility for personal or academic expenses of incoming students.

4.2.6 Responsibilities

4.2.6.1 Incoming students must comply with the University’s academic regulations, conduct policies, and Qatar’s laws.

4.2.6.2 The University will provide academic guidance, orientation, and mentoring support.

4.2.6.3 Incoming students must maintain a minimum GPA of 2.50 (or equivalent satisfactory academic progress) during the exchange period. For incoming students participating in an exchange for one Semester, the requirement will be based on their Semester GPA. For exchanges extending to two Semesters, the requirement will be based on their cumulative GPA (CGPA).

4.2.6.4 Any violations of the University policies will result in disciplinary action or termination of the exchange.

4.3.1 Eligibility Requirements

Students applying to participate in micro-credential exchange Programs must:

4.3.1.1 Be currently enrolled in an Undergraduate or Graduate Program at the University.

4.3.1.2 Have a minimum CGPA of 2.0 (Undergraduate) or 3.0 (Graduate).

4.3.1.3 Meet any specific entry criteria set by the Partner Institution or the micro-credential provider.

4.3.1.4 Demonstrate sufficient proficiency in the language of instruction (if applicable).

4.3.1.5 Receive approval from the concerned College/Department.

4.3.2 Application Process

4.3.2.1 Students must submit a Student Exchange Application Form to the IEO by the published deadline.

4.3.2.2 Required documentation includes:

i. Latest academic Transcripts.

ii. Statement of purpose outlining learning goals.

iii. Recommendation letter from University Staff members.

iv. Proof of language proficiency (if applicable).

v. Valid passport and Qatar ID copy.

4.3.2.3 The IEO will review submissions and coordinate with the Partner Institution or provider.

4.3.3 Selection and Approval

4.3.3.1 The concerned College Dean or Head of Department will evaluate applications.

4.3.3.2 Successful applicants will be notified about their participation confirmation by the IEO.

4.3.3.3 Final enrollment is subject to the Partner Institution’s acceptance or platform registration requirements.

4.3.4 Pre-Participation Requirements

Students must:

4.3.4.1 Sign a Student Exchange Agreement.

4.3.4.2 Attend a virtual orientation session organized by the IEO.

4.3.4.3 Arrange logistics (e.g., access to platform, devices, internet connectivity) at their own cost.

4.3.4.4 Pay any applicable registration or participation fees to the Partner Institution.

4.3.5 Recognition and Certification

Upon completion, students must submit a digital or printed certificate of completion or equivalent to the IEO and the concerned Colleges/Departments.

4.3.6 Responsibilities

4.3.6.1 Students are expected to:

i. Fulfill the requirements of the micro-credential activity with integrity.

ii. Maintain engagement throughout the course/module.

4.3.7 Financial Responsibilities

4.3.7.1 Students are responsible for all costs related to registration, materials, and technology access.

4.3.7.2 Financial assistance or subsidies (if any) must be arranged in advance.

4.4.1 Eligibility Requirements

Incoming students applying to participate in a micro-credential exchange Program at the University must:

4.4.1.1 Be currently enrolled in an accredited Undergraduate or Graduate program at a recognized Partner Institution.

4.4.1.2 Have a minimum CGPA of 2.0 (Undergraduate) or 3.0 (Graduate), or equivalent as per their home institution’s grading scale.

4.4.1.3 Meet any specific entry requirements established by the University or the relevant College/Department.

4.4.1.4 Demonstrate sufficient proficiency in the English language, which is the language of instruction at the University.

4.4.1.5 Receive approval and nomination from their home institution’s International Office or academic advisor.

4.4.2 Application Process

4.4.2.1 Partner Institutions must nominate eligible students to the University’s International Education Office (IEO) by the published deadline.

4.4.2.2 Required documentation includes:

i. Official academic transcript from the home institution.

ii. Statement of purpose outlining learning goals and relevance of the selected micro-credential.

iii. Endorsement or nomination letter from the home institution.

iv. Proof of English language proficiency (if applicable).

v. Valid passport copy and health insurance coverage valid in Qatar.

4.4.2.3 The IEO will review the applications and coordinate with the relevant Colleges/Departments for academic approval.

4.4.3 Selection and Approval

4.4.3.1 Applications will be evaluated by the concerned College/Department.

4.4.3.2 Successful applicants will be notified about next steps in the process by the IEO.

4.4.3.3 Enrollment is finalized once the incoming student completes registration and any additional onboarding steps required by the University.

4.4.4 Pre-Arrival and Participation Requirements

Incoming students must:

4.4.4.1 Confirm acceptance by signing the Micro-Credential Exchange Agreement.

4.4.4.2 Attend a virtual or in-person orientation session organized by the IEO prior to commencement.

4.4.4.3 Arrange travel, accommodation, and insurance coverage at their own cost unless otherwise agreed with their home institution.

4.4.4.4 Ensure access to required devices, software, and materials for the course or activity.

4.4.5 Recognition and Certification

4.4.5.1 Upon completion, the University will issue a digital or printed Certificate of Completion or equivalent document.

4.4.5.2 The IEO will share confirmation of completion with the incoming student’s home institution for credit or recognition, as applicable.

4.4.6 Responsibilities

4.4.6.1 Incoming students are expected to:

i. Abide by the University’s academic and behavioral policies.

ii. Actively participate and complete all course requirements.

iii. Maintain professional conduct and represent their home institution appropriately.

4.4.7 Financial Responsibilities

4.4.7.1 Incoming students are responsible for costs related to travel, accommodation, visa, and participation fees unless otherwise stated in a formal agreement.

4.4.7.2 Any scholarships or financial support must be arranged in advance through the home institution or sponsoring entity.

4.5.1 Eligibility Requirements

Students wishing to apply to non-credit bearing exchange Programs must:

4.5.1.1 Be enrolled at the University.

4.5.1.2 Be in good academic and disciplinary standing.

4.5.1.3 Be nominated or endorsed by the University.

4.5.1.4 Meet any specific criteria set by the Partner Institution or program provider.

4.5.2 Application Process

4.5.2.1 Applicants must complete the Student Exchange Application Form and submit to the IEO.

4.5.2.2 Required documents include:

i. Statement of interest or motivation letter.

ii. Program itinerary or description (if initiated externally).

iii. Valid passport and QID.

iv. Recommendation letter by a Staff member.

4.5.3 Selection and Approval

4.5.3.1 The IEO will assess suitability and relevance of the opportunity.

4.5.3.2 Approval is based on:

i. Relevance to student development.

ii. Partner institution or provider credibility.

4.5.3.3 Applicants will be notified about approvals and next steps in the process by the IEO.

4.5.4 Pre-Departure/Pre-Engagement Requirements

Students must:

4.5.4.1 Sign a Student Exchange Agreement.

4.5.4.2 Attend a pre-departure or pre-engagement orientation organized by the IEO.

4.5.4.3 Arrange necessary logistics: travel, visa, insurance, accommodation, and medical clearance (if applicable) at their own expense.

4.5.4.4 Provide emergency contact and travel itinerary to the IEO.

4.5.5 Participation and Post-Engagement

4.5.5.1 Students who participated in a Student Exchange Program are encouraged to participate in post travel debriefs and/or presentations.

4.5.6 Responsibilities

4.5.6.1 Students must adhere to the Student Conduct Policy and behavioral standards of both the University and the Partner Institution, whereby the stricter standards will take precedence.

4.5.6.2 Student must maintain communication with the University’s IEO throughout the activity.

4.5.7 Financial Responsibilities

4.5.7.1 All travel, accommodation, insurance, and personal expenses are the responsibility of the student.

4.5.7.2 Students must comply with the financial policies of both the University and the Partner Institution.

4.5.7.3 Reimbursement or sponsorship (if applicable) must be pre-approved and supported by original documentation.

4.6.1 Eligibility Requirements

Students of Partner Institutions wishing to apply to non-credit bearing exchange Programs at the University must:

4.6.1.1 Be enrolled at a recognized Partner Institution.

4.6.1.2 Be in good academic and disciplinary standing at their home institution.

4.6.1.3 Be officially nominated or endorsed by their home institution.

4.6.1.4 Meet any specific criteria or conditions set by the University or the program provider.

4.6.2 Application Process

4.6.2.1 Partner Institutions must submit nominations of eligible students to the University’s International Education Office (IEO) by the published deadline.

4.6.2.2 Required documents include:

i. Statement of interest or motivation letter.

ii. Program outline or proposed activities (if initiated externally).

iii. Valid passport and proof of health insurance coverage in Qatar.

iv. Nomination or recommendation letter from the home institution.

4.6.3 Selection and Approval

4.6.3.1 The IEO will assess the suitability and relevance of the proposed activity or visit.

4.6.3.2 Approval will be based on:

i. Relevance to the incoming student’s academic or professional development.

ii. Credibility and alignment of the Partner Institution or Program provider with the University’s standards.

4.6.3.3 Approved applicants will be notified about their confirmation of participation by the IEO.

4.6.4 Pre-Arrival/Pre-Engagement Requirements

Incoming students must:

4.6.4.1 Confirm participation by signing a Non-Credit Bearing Exchange Agreement.

4.6.4.2 Attend a pre-arrival orientation (virtual or in-person) organized by the IEO.

4.6.4.3 Arrange travel, visa, accommodation, medical clearance, and other logistics at their own expense (unless otherwise specified).

4.6.4.4 Provide the IEO with a copy of their travel itinerary, insurance details, and emergency contact information prior to arrival.

4.6.5 Participation and Post-Engagement

4.6.5.1 Incoming students participating in a Student Exchange Program at the University are encouraged to actively engage in activities and events organized by the University related to their exchange.

4.6.5.2 Incoming students may be requested to take part in post-program debriefs or share reflections on their experience with the IEO.

4.6.6 Responsibilities

4.6.6.1 Incoming students must adhere to the University’s Student Conduct Policy and behavioral standards, as well as the regulations of their home institution.

4.6.6.2 Incoming students must maintain regular communication with the IEO throughout their stay.

4.6.6.3 Incoming students are expected to represent their home institution professionally and uphold the University’s values.

4.6.7 Financial Responsibilities

4.6.7.1 Incoming students are responsible for costs related to travel, accommodation, visa, insurance, meals, and personal expenses unless otherwise agreed between the University and the Partner Institution.

4.6.7.2 Any sponsorships or financial support must be arranged in advance through the home institution or the relevant funding body.

4.6.7.3 Reimbursements or institutional payments (if applicable) must be pre-approved and supported by official documentation.