Exchange, Study Abroad and Elective Programmes
Exchange, Study Abroad and Elective Programmes Information Pack for Incoming and Outgoing Students This information pack explains the University of Pretoria’s Exchange, Study Abroad (Free Mover) and Elective Programmes, including eligibility requirements, application processes, academic approval, costs, immigration responsibilities and student support. Responsible department
Department of Internationalisation and Strategic Partnerships (DISP)
Document status
Final information pack
Publication date
August 2026
General enquiries
exchanges@up.ac.za
1. Purpose and Scope The University of Pretoria (UP) facilitates international student mobility through Exchange, Study Abroad (Free Mover) and Elective Programmes. These opportunities advance UP’s internationalisation objectives by promoting academic collaboration, intercultural learning, global engagement and the development of students’ personal and professional capabilities. This pack applies to incoming students who wish to study at UP and registered UP students who wish to undertake an approved mobility period at an institution abroad.
2. Programme Options at a Glance Programme
Institutional arrangement
Application route
Tuition and fees
Exchange
Formal student exchange agreement between UP and a partner institution.
Students are normally nominated by their home institution.
Tuition is generally paid at the home institution and waived at the host institution, subject to the agreement.
Study Abroad (Free Mover)
No active exchange agreement exists, or available exchange places have been filled.
Students apply independently, subject to institutional and faculty requirements.
Students are responsible for applicable tuition and administrative fees at the host institution.
Elective
Faculty-specific academic, research, observational or practical activity.
Applications are assessed by the relevant faculty and host institution.
Applicable programme, elective and administrative fees are payable in accordance with institutional guidelines.
Important: Participation, admission, module registration, fee arrangements and credit recognition remain subject to the relevant agreement, faculty approval and host-institution requirements.
3. Exchange Programmes 3.1 Inbound Exchange Inbound exchange students are nominated by their home universities and study at UP for one semester or another agreed academic period. Students remain registered at their home institution during the exchange period.
3.2 Outbound Exchange Outbound exchange students are registered UP students who undertake an approved study period at a partner institution under a formal student exchange agreement.
3.3 Tuition Arrangements Exchange students generally pay tuition fees at their home institution, while tuition fees at the host institution are waived in accordance with the applicable student exchange agreement. Students remain responsible for other programme and personal costs.
4. Study Abroad (Free Mover) Programme A Study Abroad or Free Mover student participates in international mobility outside a formal exchange placement. This route may apply when no student exchange agreement exists between the institutions or when the available exchange places at a partner institution have already been filled. Incoming students apply independently to UP. Registered UP students may apply independently to an institution abroad, subject to approval by the relevant UP faculty and the admission requirements of the host institution.
5. Elective Programmes Elective Programmes enable eligible students to undertake faculty-approved academic, research, observational or practical activities. The nature, duration, supervision, academic recognition and entry requirements are determined by the relevant faculty and host institution.
Students may apply through an existing institutional relationship or independently where permitted. Participation does not automatically guarantee academic credit.
5.1 Elective Fees Students are responsible for paying the applicable elective, programme and administrative fees in accordance with the financial guidelines of the host institution for the relevant academic year.
6. Benefits of Participation Academic development • Access to international learning environments • Exposure to different teaching, learning and assessment approaches • Broader disciplinary, academic and research experience Professional development • Development of global employability skills • Expansion of academic and professional networks • Improved ability to work across cultures and contexts Personal and intercultural development • Greater intercultural awareness and sensitivity • Improved communication, independence and adaptability • Expanded global outlook, confidence and resilience
7. Eligibility and Required Documentation 7.1 Incoming Students Incoming exchange and study abroad applicants must submit the documents applicable to their programme: • Nomination letter from the home institution, where required for an exchange placement • Copy of a valid passport • Official academic transcript • Official confirmation of English-language proficiency, where required • Completed Learning Agreement
• Proposed semester modules selected from the UP Yearbooks Elective applicants must also meet the requirements determined by the relevant faculty and programme.
7.2 Outgoing UP Students Applicants must: • Be registered as full-degree-seeking UP students • Have successfully completed at least one academic year • Have achieved a minimum academic average of 75% The required application documents include: • Mobility Information Form • Copy of a valid passport • Official academic transcript • Completed Learning Agreement • Head of Department consent letter • Motivation letter of no more than 300 words • Curriculum Vitae
8. Application Process 8.1 Incoming Students 1. Complete the Mobility Information Form. This enables the relevant UP Specialist Consultant to assess initial eligibility, provide guidance and generate the application token or link. 2. Receive the application instructions. Eligible applicants will receive an email explaining how to begin the formal online application. 3. Complete the online application. Applicants must use the application token or link provided by UP.
4. Submit all supporting documentation. Applications will only be processed when the required documents have been received by the applicable deadline. Mobility Information Form: Open the online form
8.2 Incoming Application Deadlines Study period
Nomination deadline
Application deadline
First semester: January-
30 September of the
31 October of the preceding
June
preceding year
year
Second semester: July-
31 March of the current year
30 April of the current year
December Deadline notice: Application dates may be revised. Applicants should confirm the current deadlines with DISP before submitting an application or making travel arrangements.
8.3 Outgoing UP Students Application processes and deadlines vary according to the host institution, destination country and mobility opportunity. UP students should contact the DISP team before applying independently or committing to travel, accommodation or programme costs.
9. Academic Approval, Module Selection and Credit Recognition A Learning Agreement is compulsory for exchange and study abroad students. It records the modules to be undertaken at the host institution and supports academic alignment and credit recognition. Before departure: • Incoming students must select semester modules from the UP Yearbooks • Outgoing students must obtain approval for proposed modules from the relevant UP faculty • The Learning Agreement must be approved and signed by the relevant academic authorities • Students must discuss credit-transfer and curriculum implications with their faculty
• Any subsequent module changes must be approved through the applicable institutional process Academic decision: Admission, module availability, timetable compatibility, module registration, assessment and the final recognition of academic credit remain subject to the relevant faculty and host institution.
10. Scholarships, Funding and Student Costs 10.1 Funding Opportunities Funding may be available through university mobility programmes, government-sponsored initiatives, international partner institutions or external scholarship providers. Availability, eligibility and conditions differ by opportunity. Students should consult the relevant UP mobility coordinator and the UP Fees and Funding webpage for current information: https://www.up.ac.za/fees-and-funding
10.2 Costs to Consider • Applicable tuition, programme, elective and administrative fees • Visa or permit application fees • Flights and local transportation • Accommodation and related housing costs • Medical aid or health insurance • Travel insurance and emergency medical cover • Orientation fees, where applicable • Daily living and personal expenses Funding disclaimer: External scholarships are administered by the relevant funding organisations. UP cannot guarantee funding, and students remain responsible for confirming the conditions and coverage of any award.
11. Admission, Immigration and Travel 11.1 Incoming Students Following successful admission, incoming students will receive an admission letter and, where applicable, a visa support letter. Students should not make non-refundable travel arrangements before receiving the required admission and immigration documentation.
11.2 Immigration Responsibilities • Obtain the appropriate visa or permit before travel • Ensure that passports and other travel documents remain valid • Comply with the immigration regulations of the host country • Maintain lawful immigration status throughout the mobility period Failure to meet immigration requirements may prevent or interrupt participation in the programme.
12. Medical Cover, Safety and Student Responsibilities 12.1 Medical Aid and Insurance Students must obtain the medical aid, health insurance, travel insurance and emergency medical cover required by the host institution and destination country. Incoming students must meet the applicable South African requirements; outgoing students must meet those of the destination country.
12.2 Student Responsibilities • Comply with the policies and regulations of UP and the host institution • Maintain satisfactory academic performance • Observe applicable laws and local customs • Attend required orientation and pre-departure briefings • Keep emergency contact information readily available • Follow institutional health, safety and risk-management guidance • Conduct themselves in a manner that reflects positively on their home institution
13. Completion and Reporting Requirements Students participating in exchange, study abroad or elective programmes must submit a mobility or experience report. The relevant link will be provided towards the end of the programme.
Submission timelines • Incoming students: no later than 10 days before departure from UP • Outgoing UP students: within 10 days after returning to UP
14. Resources and Contact Information 14.1 Important Resources • UP Yearbooks • Mobility Information Form • Learning Agreement templates • Faculty academic advisers • UP academic calendar
14.2 Contact Information
Region or service
Contact person
Europe
Ms Mahlogonolo
Email address mahlogonolo.mphahlele@up.ac.za
Mphahlele Americas, Australasia and
Mr Smart Maqubela
smart.maqubela@up.ac.za
DISP Mobility Team
exchanges@up.ac.za
Africa General enquiries
Important Conditions • Students studying at UP should select semester modules from the UP Yearbooks • All Learning Agreements must be completed and approved before departure • Incomplete applications may result in processing delays or non-consideration • Submitting an application does not guarantee admission, module registration, funding, accommodation or visa approval • Outbound admission decisions remain subject to the host institution • Programme requirements, fees, deadlines and immigration rules may change; students must confirm current requirements before acting
Final reminder: Students should consult DISP and their faculty before making academic, financial or travel commitments connected to a mobility programme.
Tile Format Exchange Programmes
Study Abroad (Free
Elective Programmes
Benefits of Participation
Academic Approval,
Scholarships, Funding
Module Selection and
and Student Costs
Mover) Programme Eligibility and Required
Application Process
Documentation
Credit Recognition Admission, Immigration
Medical Cover, Safety
Completion and
Resources and Contact
and Travel
and Student
Reporting
Information
Responsibilities
Requirements