Information required for the smooth functioning of the BCI Quebec Student Exchange Program - 2021-2022 December 15, 2020
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Information required for the smooth functioning of the BCI Quebec Student Exchange Program 2021-2022 December 15, 2020
Information required for the smooth functioning of the BCI Quebec Student Exchange Program
TABLE OF CONTENTS
1. QSEP Website.............................................................................................................................................5
2. Intranet Reserved for Advisors ..................................................................................................................5
3. Accessing the Management System ..........................................................................................................5
4. Access Codes ..............................................................................................................................................6
5. Online Form ...............................................................................................................................................7
5.1. Instructions and Information for Advisors......................................................................................7
5.2 Instructions and Information for Students .....................................................................................8
6. List of QSEP advisors ................................................................................................................................11
7. Application Management ........................................................................................................................11
7.1 Milestones ....................................................................................................................................11
7.2 2021-2022 Deadline for receiving applications ............................................................................13
7.3 2021-2022 Reception modes for receiving applications ..............................................................14
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1. QSEP WEBSITE
http://echanges-etudiants.bci-qc.ca.
To register online for the BCI Quebec Student Exchange Program (QSEP), your students need to
access the QSEP website at https://echanges-etudiants.bci-qc.ca/en/.
The QSEP site is an excellent source of information and may serve as a promotional tool for the
exchange program in your institution. We invite you to consult it also.
2. INTRANET RESERVED FOR ADVISORS
On the QSEP website, the Partners tab allows you to access our intranet. This is a webpage for the
exclusive use of advisors outside Quebec where you will find various informational documents,
links, as well as a vast array of useful information for managing student exchanges.
To access our intranet, you will need to enter a user name and a password; these codes are sent
to all outside Quebec advisors:
▪ The user name is RESP100
▪ The password is BCI100
IMPORTANT: The access codes are case sensitive.
you will be refused access to the site.
3. ACCESSING THE MANAGEMENT SYSTEM
The site is located here:
http://echanges-etudiants-db.bci-qc.ca/4dstatic/accueil.html
Access to this site is restricted. You will need to enter your user name and your password in order
to log in. These codes are different from those for accessing the intranet reserved for advisors
mentioned above. They are also case sensitive.
If you have forgotten your user name or password, please follow these steps:
▪ Click on I have forgotten my user code or my password on the Management System home
page.
▪ Enter the name of your institution.
▪ Tick the appropriate name.
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▪ Tick the appropriate name
▪ Click on Confirm the information.
The system will automatically send you your user code and your password by e-mail.
When you log into the Management System for the first time, we suggest that you enter a new
user name and password; verify the contact information of your institution’s advisor; and inform
us of any change at echanges-etudiants@bci-qc.ca.
If you want to update your user name or password:
▪ Log into the Management System using your user name and password.
▪ In the section Other functions / User code and/or password for management site, select
modification
▪ Update your user name or password.
Any changes in your institution’s advisors should be communicated as soon as possible to
echanges-etudiants@bci-qc.ca. Please note that BCI does not systematically generate new user
names and passwords when a new advisor takes over. The new representative is responsible for
making those changes.
4. ACCESS CODES
You will be able to use the Management System to generate access codes for students who apply
for the Quebec Student Exchange Program.
The access codes and forms correspond to a specific academic year. Therefore, please ensure that
you generate them for the correct year and that you use the form for the corresponding year.
Should you encounter any error, please notify us at echanges-etudiants@bci-qc.ca.
GENERATING ACCESS CODES
After logging in, you must select the desired academic year:
.
To generate the access codes that will enable your students to access the online application form,
please proceed as follows:
▪ Under Functions related to file management on the right of the screen, opposite sub-section
Request for access codes, click on Request.
▪ Indicate the number of codes desired (maximum 100 per request) in the appropriate box.
▪ Click on Reserve the new codes.
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▪ Print the list
▪ Click on Close the window. You will automatically receive the list by email.
It is important that you assign only one access code per candidate.
5. ONLINE FORM
Your students must use the QSEP online form to use our services. They should not use a form from
their home institution. Applications attached to a non-compliant form will be rejected
automatically by the host institution. However, some universities require candidates to complete
their own admission form in addition to the QSEP form.
Students who wish to apply for an exchange program established under bilateral agreements
should never use the QSEP online form, and therefore do not need to have an access code. In
those cases, please ask the partner institution the procedure the candidates should follow.
5.1. INSTRUCTIONS AND INFORMATION FOR ADVISORS
RECOMMENDATIONS
Before beginning a session, it is very important that you select the academic year for the
files you want to manage. The system will display the most recent year by default.
You must also consult the online guide for advisors outside Quebec before accessing the
Management System. Online help is available here: http://pee-aide.bci-
qc.ca/spip.php?article265.
VALIDATION OF ONLINE FORMS
You need to validate all the online applications from your students.
Quebec advisors only have access to authorized files, so this step is crucial. Once you
have validated an application, you will be able to monitor the student’s progress through
the exchange program process.
To access applications that require validation:
▪ Enter the section reserved for advisors
▪ Under Management Functions, select Validation authorization and follow-up,
then a checkmark to Applications to validate and authorize.
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You may either authorize or reject an application during validation. If you authorize it,
please ensure that all the information is complete. If you make any corrections, print the
form again so it can be signed by the student.
IMPORTANT: When an application is authorized, you can confirm that it was sent to the
first host institution by looking for the date of validation under Follow up of a Student’s
Application of the management system. It is therefore important to authorize an
application as soon as you are ready to send it.
SENDING COMPLETE ELECTRONIC FILES* TO THE HOST INSTITUTION
You are responsible for sending your candidates’ complete application to the relevant
advisor representing a Quebec institution (see List of QSEP Advisors below). A signed
copy of the online form must be submitted along with the applicant’s application file.
The only situation where a student is allowed to send their application themselves is
when their first choice is either Université Laval, Université du Québec à Montréal
(UQAM) or Université du Québec à Trois-Rivières (UQTR).
*Hard copy for Université de Sherbrooke.
IMPORTANT: You can only send applications to a student’s first choice of institution.
Should the application be denied, the advisor for the first institution will forward the
application to the student’s second choice.
You no longer need to send BCI a photocopy of the candidates’ forms from your
institution, or the admission letters you send to Quebec students.
5.2 INSTRUCTIONS AND INFORMATION FOR STUDENTS
RECOMMENDATIONS
Please ensure that you give your students access codes for the current academic year,
since they can only be used during that year.
You should encourage your students to consult the online help before filling out their
application. To do so, they must select the FAQ tab. They must then click on here under
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I need help completing the form. A new menu will appear on the left-hand side of the
screen, allowing them to select the desired information: Before you fill out the form
and Instructions for applications.
REGARDING THE SELECTION ORDER OF INSTITUTIONS
Among participating Quebec institutions, the Université du Québec à Rimouski (UQAR)
and the Université du Québec en Abitibi-Témiscamingue (UQAT) will only process
applications when they are a candidate’s first or second choice. Other institutions will
only process applications when they are a candidate’s first choice (you will not be able
to select these institutions as a second choice from the pull-down menu).
The following institutions will not accept any student for the summer session: Bishop’s
University, Université Laval, Université du Québec à Montréal (UQAM), Université du
Québec à Trois-Rivières (UQTR), Université du Québec à Rimouski (UQAR)** Université
du Québec en Abitibi-Témiscamingue (UQAT) and Université du Québec en Outaouais
(UQO).
**Applications for graduate engineering programs are allowed.
Students may only fill out a single application form. Students who send multiple
applications will automatically be rejected from the program.
THE FOUR STEPS OF THE APPLICATION PROCESS
Interested candidates select the International Students tab on the QSEP website. They
scroll down the page until they see the section entitled A Simple Four-Step Process.
Step 1: The student selects the institutions they want to apply to, including the fields of
study and graduate level (cycle). They can then click on Conditions of Admission to
obtain the relevant information for each selected institution. They can see a list of all
programs which accept exchange students under Fields of Study on that page.
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The student indicates the program they want to apply to for each institution they
selected.
Step 2: The candidate contacts their exchange program advisor.
Step 3: Preparing the application. The Conditions of Admission page should list the
documents students need to include with their application. You should also contact the
host institutions to see if there any other documents that the candidate might need to
provide which do not appear on that list (or possibly documents they will need to omit
from their application).
They should also include a list of all the courses they plan to attend at the host institution
during the exchange. This list must be approved by their advisor. Note that some of the
courses chosen may not be offered during the exchange period; in that case, the host
institution will propose equivalent courses.
In any case, the list of courses must be validated by academic bodies representing your
home institution to ensure that the host’s program will contribute to their degree.
Step 4: Candidates fill out their application. You must use the Management System
(http://echanges-etudiants-db.bci-qc.ca/4dstatic/accueil.html) to generate the
student’s access code. See page 7 for details.
If a student needs to access the online help, they can simply click on the question mark
(?) at the bottom of each page of their application form.
They will need to provide their access codes to return to the form, however. You can
also access and modify their form through the Management System.
EQUIVALENCES
Since there is no exact equivalence between programs in Quebec and those in foreign
countries, a host institution may determine, based on the candidate’s application, that
a student does not have the prerequisites needed to attend certain classes. The
institution may then suggest such a candidate register for a program that is below the
initial graduate level requested. This frequently occurs in scientific or engineering
programs.
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6. LIST OF QSEP ADVISORS
Contact information for advisors in participating Quebec institutions can be found on the QSEP
home page by scrolling down to Our universities, clicking on the desired institution, and then
consulting the contact section of the resulting page.
Please take this opportunity to verify the address shown on this page. This person serves as the
primary contact for all communications concerning the Quebec Student Exchange Program for
your institution, including messages from advisors at other institutions, and from candidates who
are following up on their application. If there is any change in advisors, please inform us
immediately at echanges-etudiants@bci-qc.ca.
IMPORTANT: Students should never contact the BCI or advisors of other institutions directly to
obtain information. If the QSEP Web site does not have the answers to their questions, we suggest
you consult the documentation available on the intranet. If necessary, you can then contact the
QSEP advisor at the other institution if it is a question about a specific application, or the BCI if it
is a question about managing the QSEP.
7. APPLICATION MANAGEMENT
7.1 MILESTONES
Advisors:
▪ Promote the exchange programs within their own institutions;
▪ Coordinate the recruitment and selection of candidates;
▪ Assign a code to each candidate at their university so they can access the
application form;
▪ Provide whatever assistance is needed to prepare the application files;
▪ Validate the electronic applications for students at their university using the
Advisor file management system;
▪ Send complete files for their institution's candidates to the Québec Advisor at
the host institution listed as the candidate's first choice on the Quebec Student
Exchange Program Application Form, and be sure to meet the host universities’
deadlines;
▪ Receive the complete application files for Québec candidates from Québec
Advisors;
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▪ Coordinate review of application files from Québec candidates by appropriate
administrative and academic bodies;
▪ Communicate results directly to Québec candidates in an official letter of
admission (original copy) accompanied by all the relevant information or
documentation relating to their program of study, accommodations, the
university calendar, etc.;
▪ Inform the Québec Advisors of all decisions;
▪ Forward denied applications, as appropriate, to the Advisor at the institution
listed as the candidate’s second choice;
▪ Inform the candidate and the home university Advisor by letter, e-mail or fax
that the application has been forwarded;
▪ Arrange for reception and supervision of Québec students.
Please note that Quebec advisors are responsible for recording the decisions in the
management system regarding their candidates and the students they will host.
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7.2 DEADLINES FOR RECEIVING APPLICATIONS FOR 2021-2022
If there is any discrepancy between this list and the dates published on our Web site,
use the Web site dates.
▪ Bishop’s University April 1, 2021
▪ Université Laval March 1, 2021
▪ Université de Sherbrooke March 31, 2021
▪ UQAM April 1, 2021 for the Fall semester
September 15, 2021 for the Winter
semester
▪ UQTR March 10, 2021 for the Fall semester
September 15, 2021 for the Winter
semester
▪ UQAR April 30, 2021 for the Fall semester
September 14, 2021 for the Winter
semester
▪ UQO March 15, 2021
▪ UQAT May 1, 2021 for the Fall semester
October 1, 2021 for the Winter semester
▪ ÉTS April 1, 2021 for the Fall semester
October 1, 2021 for the Winter semester
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7.3 APPLICATION METHODS FOR 2021-2022
If there is any discrepancy between this information and the information published on
our Website, use the Web site information.
▪ Bishop’s University Electronic copy
▪ Université Laval Electronic copy
▪ Université de Sherbrooke Hard copy
▪ UQAM Electronic copy
▪ UQTR Electronic copy
▪ UQAR Electronic copy
▪ UQO Electronic copy
▪ UQAT Electronic copy
▪ ÉTS Electronic copy
Please note that the following institutions do not participate in our Quebec student
exchange program:
▪ Concordia University
▪ McGill University
▪ Université de Montréal
▪ École nationale d’administration publique (ENAP)
▪ Polytechnique Montréal
▪ UQAC
▪ INRS
C echanges-etudiants@bci-qc.ca
echanges-etudiants.bci-qc.ca
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