What happens next?

What are the next steps after you've been offered a place on exchange?

Successful applicants are normally contacted in December/January after the application period, with details of the place which has been allocated to them. Students who have been unsuccessful or who are on the reserve list are normally informed after the winter break.

Students who are offered a place must confirm acceptance of this place to the Study and Work Away Service (SWAY).  SWAY will then nominate you to your designated host institution.  This will start the application process to your host institution.  

SWAY will let you know when you have been nominated to your host institution. Once you have been nominated, the host will have your details on record, and they will be aware that you intend to study with them for your exchange.

Application to the host institution is usually a formality but is still absolutely necessary - your exchange place is provisional until you have successfully completed your host's admission process and been accepted by them. 

Failure to complete your host's application process fully and on time may result in your exchange place being forfeited.

View the sections below for more details on your next steps. 

The process and deadlines for applying to your host institution vary across institutions.  You will receive instruction (either directly from your host institution, or via SWAY) of how and when to complete your host's application process once you have: 

  • confirmed to SWAY that you wish to accept your exchange place, and
  • have been nominated to your host institution

Applications to host institutions take place at different points in the academic year depending on the host's deadlines. These can range from 1 February right through to the summer for some European destinations.  As each host institution has its own nomination process and deadline, some students will hear from their hosts sooner than others. 

You can only apply to an exchange destination if you have been allocated a place there and if you are allocated by the Study and Work Away Service.

Please bear in mind that being allocated an exchange place does not automatically guarantee that your application will be accepted by your host university. Although unlikely, host institutions reserve the right to reject applications.

Your exchange place is provisional until you have successfully completed your host's application process and have been accepted by them.  Acceptance at the host institution is at their discretion and is dependent on your meeting their deadlines and academic entry requirements where applicable.


Students applying to partner institutions outside Europe normally need to provide a transcript of results as part of their application.  This is available via Mobility Online, the system which will be used for administering your exchange.  A transcript is not always needed for application to European partners, but if your host institution requires this as part of the application process, you can order an official transcript from Student Administration. 

Academic Transcript Order Form

You can also obtain a non-official HEAR transcript from MyEd, via:

MyEd --> Accounts --> My Student Record --> Documents (left hand navigation).


Once your application has been received in full by your host institution, they will usually send a letter of acceptance or similar, confirming your exchange place, course of study, and study dates.

Your offer is subject to the availability of courses appropriate to your degree programme at the host institution, and also subject to your successful completion of the academic year at Edinburgh prior to your departure.

The following requirements must normally be met in order for you to take up your exchange place:

  • Successful completion, at first sitting, of all exams during the academic year prior to departure, and completion of full academic credit up to point of departure
  • Completion and submission of your host institution's application by their deadline
  • Completion and submission of all documentation requested by the Study and Work Away Service at Edinburgh

Each institution has its own schedule and processing timeframe. If you have completed your application fully and correctly, then there should not be any problems with your application. 

If you have reason to think that there may have been an issue with your application, please contact your relevant exchanges team:

International exchange - email: international.outgoing@ed.ac.uk

European exchange - email: europe.outgoing@ed.ac.uk 


If you do not wish to accept the place offered, you must inform SWAY and decline your offer via Mobility Online. 

It is important that you let us know as soon as possible if you do not plan to take up your place. 

This will ensure that you are removed from student exchange lists and your status is recorded correctly for the coming year.  It will also enable your place to be offered to another student who may benefit from the opportunity.


If you accept your place but subsequently decide to withdraw from the programme at any stage, you must tell the Study and Work Away Service and your School Exchange Coordinator and Personal Tutor/Student Adviser as soon as possible, in writing.

Contact the Study and Work Away Service

Find your Exchange Coordinator

If your withdrawal is before your departure, the Study and Work Away Service will inform your host institution of your withdrawal. You should contact your Personal Tutor/Student Adviser for advice on registering for courses at Edinburgh.  


Withdrawing after you have begun your exchange could have implications for your studies, as well as financial implications, so you should consider these carefully before taking any action.

Your School Exchange Coordinator and Personal Tutor/Student Adviser will be able to advise on the academic implications.  You should be aware that it may not be possible to return to Edinburgh after a certain point in the semester without having to repeat your year. 

It is possible to request an Authorised Interruption of Study but this would not be approved automatically.  You should first discuss it with your School Student Support Team or Personal Tutor/Student Adviser.

Request an Authorised Interruption of Study

Financial implications of withdrawing from your exchange could include the following:

  • Repayment of any grants or funding you have received relating to your exchange
  • Possible changes to your fee status
  • Loss of accommodation costs/deposits paid upfront

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