Waterloo Passport - Student Guide
Introduction
Waterloo Passport is a web-based system to manage international mobility program applications.
Waterloo Passport allows the application process to be completed online. You can search for
international opportunities, check previously approved course-equivalences, submit new courses for
approval, seek academic endorsement, and complete pre- and post-acceptance forms.
This user guide will walk you through the entire process, getting you one step closer to your
international destination.
For further help and advice about going abroad, contact studyabroad@uwaterloo.ca or visit the
Waterloo International office located on the main floor of EC3.
If you experience technical difficulties, contact passport@uwaterloo.ca.
Contents
Logging in and creating profile .............................................................................................................. 2
Search programs .................................................................................................................................. 4
How to apply ......................................................................................................................................... 7
Step 1: Fill out application .................................................................................................................. 8
Step 2: Recommendation request (Academic Endorsement) .......................................................... 15
Step 3: Submit your application ....................................................................................................... 17
Step 4: Complete post-acceptance information ............................................................................... 19
Step 5: Course approval .................................................................................................................. 21
Withdrawing your application .............................................................................................................. 27
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Logging in and creating profile
1. Visit Waterloo Passport
2. Click the yellow ‘Login with WatIAM ID →’ button.
3. Log in using the University of Waterloo Central Authentication Service page, using your
WatIAM credentials.
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4. Fill in the required fields, indicated with a *, then press ‘Save & Continue’.
5. Press ‘Submit Registration’.
6. You will receive an email to confirm your account creation.
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Search programs
1. You can navigate to the ‘Search Programs’ page either through the top navigation bar, or
under the ‘My Applications’ header on the homepage, by selecting ‘Select a program to begin
your application’.
2. You can browse through all available programs, or narrow your search by selecting search
parameters, and selecting ‘Apply Search’. You can clear the search by selecting ‘Clear’.
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3. To learn more about a program, click the title of the program (blue link) under the ‘Program
Info’ column or by selecting the magnifying glass icon.
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4. This will lead you to find detailed information about the program. From here, you can select
‘Apply’ to begin the application process for that program.
5. You can also begin the application process from the list view of the ‘Search Programs’ page,
by selecting the ‘Apply For’ dropdown in the Options column.
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How to apply
After selecting a program, you will begin the application process.
To submit an application, be prepared to pay a $25.00 non-refundable application fee, paid in-person
at the Waterloo International office in EC3 or by telephone, 519-888-4567, ext. 38350. Your
application will not be processed until this fee has been received. The payment can be made via debit
or credit card (Mastercard/Visa). Also note that should you cancel your application after submitting
online, a non-refundable withdrawal fee of $100.00 applies.
There are five main steps to complete your application, completed in two stages.
Fill out application
Recommendation
request
Submit your
application
Complete
post-acceptance
information
Course approval
Steps 1-3 are completed within the pre-acceptance stage. When your application is accepted, you will
receive notification that pre-acceptance status has been Approved and you will then be required to
complete steps 4-5.
‘Pre-Accept’ and ‘Post-Accept’ status will be indicated on the ‘My Application’ page. Completion of
each step will be indicated with a green checkmark under the ‘Steps’ column.
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Step 1: Fill out application
1. The student exchange program application form outlines the information about the online
application process, and the Student Mobility Program policy. Please review the information
carefully and acknowledge your understanding by checking the ‘I certify that I…’ checkboxes.
Save progress with either ‘Save and Finish Later’ or ‘Save & Continue’ buttons.
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2. Confirm program selection.
If applying for an exchange program, you will have the option to select up to two additional
alternative choices. Indicate any alternative exchange programs you would like to consider by
selecting ‘Yes’ under ‘Additional program choices’, and listing the alternative program choices
in the text fields.
Save progress with either ‘Save and Finish Later’ or ‘Save & Continue’ buttons.
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3. Complete the academic information form.
*Note that Overall GPA is the cumulative percentage average of your UW courses.
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Co-op students will be required to indicate any alterations to the academic/work term
sequence, and certify that they understand the co-op student conditions.
Save progress with either ‘Save and Finish Later’ or ‘Save & Continue’ buttons.
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4. Carefully read the conditions for participating in the international mobility program, and check
the statement, implying that you have read and agree to the conditions.
Should you have any additional comments (e.g. “I would be willing to participate in any
exchange in Europe,”), leave them in the ‘Application comments’ text box.
Save progress with either ‘Save and Finish Later’ or ‘Save & Continue’ buttons.
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5. You will be required to complete a pre-departure training course before you leave Canada.
Save progress with either ‘Save and Finish Later’ or ‘Save & Continue’ buttons.
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6. Be sure to review your application and ensure that your information was correctly entered.
If information is correct, press ‘Save and Continue’.
If the information needs to be edited, select the section to be changed from the left-column,
and find the ‘Edit’ button near the bottom of the page, to edit that section.
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Step 2: Recommendation request (Academic Endorsement)
You are required to receive academic endorsement from your department advisor/faculty
representative in order to be approved by Waterloo International. Find the contact information for your
department advisor/faculty representative from the “Faculty Exchange Rep email list” PDF document
in the Document Library.
Please allow appropriate time, up to 4 weeks, to obtain academic endorsement.
1. Visit the ‘Document Library’ to see list of academic endorsement contacts OR follow the link to
the document within the ‘Academic Endorsement’ information paragraph.
2. Enter the email address, first name, and last name of the appropriate contact.
3. Press ‘Save’ or ‘Save Application’. This will automatically notify your contact of your request.
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4. You can check the status of your recommendation under the ‘My Application’ page.
‘Letters’ indicates the number of endorsements. While an endorsement is pending or not
approved, this number will be 0/1. When approved, it will update to 1/1.
The status will also be indicated on the application page, under the ‘Recommendation
Request’ header, in the left-hand column.
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Step 3: Submit your application
1. On the ‘My Application’ page, press ‘SUBMIT YOUR APPLICATION’ under the Steps column.
Alternatively, in the ‘View Full Application’ view, you can press the ‘Submit Application’ button
in the left-hand column.
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You will receive a notification confirming that your application has been submitted, and will
also receive a confirmation email.
Your pre-accept status will change from ‘Incomplete’ to ‘Pending’.
2. Before your application can be processed, you will need to pay your $25.00 non-refundable
application fee. You can pay in-person at the Waterloo International office in EC3 or by
telephone, 519-888-4567, ext. 38350. The payment can be made via debit or credit card
(Mastercard/Visa).
Also note that should you withdraw your application after submitting online, a non-refundable
withdrawal fee of $100.00 applies.
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Step 4: Complete post-acceptance information
You will be notified by e-mail when your application has been approved, and you will be need to
complete the Post-Acceptance section of the application.
1. . Select ‘Step 4: Complete Post-Acceptance Information’ in the ‘Steps’ column.
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2. Read through the post-acceptance information, updating the fields with your mailing address
and phone number abroad. Carefully read the ‘Student Assumption of Risks, Responsibility
and Liability Waiver’ in its entirety and acknowledge you fully understand by checking the
checkbox. Press ‘Save’ or ‘Save Application’.
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Step 5: Course approval
1. Enter the ‘My Coursework’ page through the top navigation or by clicking ‘COURSE
APPROVAL’ under the Steps column on the ‘My Application’ page.
2. View existing course equivalences under the ‘Course Equivalencies’ tab. You can filter the
course equivalencies to narrow your search. For example, you might search for course
equivalencies for the program you have applied for. To view the details of the equivalencies,
select the title of the Local Course or Foreign Course.
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3. Add an existing course equivalency to your list by pressing the ‘+Add’ button
4. Select the program application from the list, and press ‘submit’.
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5. You can submit a new course by clicking the ‘Submit Courses For Approval’ button, on the
‘View Full Application’ page.
You can also submit a new course via the ‘My Courses’ tab of the ‘My Coursework’ page, and
pressing the ‘Request New Course Approval’ button.
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6. The study plan declaration outlines the details selecting courses. Read the section carefully,
and check the ‘I certify that…’ box.
Ensure that the program displayed under ‘Application’ matches the program you are adding
the course for.
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7. Enter the details of the course you would like to be approved, and press either the ‘Submit’ or
‘Save’ button. This will send the course request off to the appropriate staff for approval.
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8. You can see a summary of the courses you have requested for approval under the ‘My
Courses’ tab. The status of the course is under the ‘Status’ column on the right. This will
update as the courses are approved or rejected.
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Withdrawing your application
*Note: Withdrawing your application results in a $100.00 non-refundable withdrawal fee, and
CANNOT be undone.
All application progress will be lost.
As a result of your withdrawal, the $100 withdrawal fee will be applied as a service indicator on your
Quest account. Please contact Waterloo International at your earliest convenience to pay the fee.
You can pay in-person at the Waterloo International office in EC3 or by telephone, 519-888-4567, ext.
38350. The payment can be made via debit, credit card (MasterCard/Visa).
Please note that the following services are impacted by the withdrawal fee negative service indicator,
in Quest:
•
Suppresses access to the self-service "View Grades" page.
•
Restricts all enrolment activity for current term.
•
Prevents release of transcripts.
Once a service indicator is applied, your holds summary is displayed on Quest showing the
department(s) to whom you owe money. You can view a detailed list and further information on each
hold by clicking Goods Owing. Screenshots and instructions are available at:
https://uwaterloo.ca/quest/help/students/how-do-i/remove-a-hold-service-indicator
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1. You can withdraw your application by pressing the ‘Withdraw Application’ in several locations:
the ‘Home’ page, the ‘My Application’ page, and in the ‘View Full Application’ page.
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2. Indicate using the dropdown menu the reason for withdrawal, and press submit.
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