Before Your Departure


As a QES Scholar, there are responsibilities that you must fulfill before you depart for your placement.

QES Intern/Outgoing Scholar Pre-Departure Checklist

  • Liaise with QES university staff. Become familiar with your supervising faculty member, staff of the Dalhousie unit responsible for your placement, the Study Abroad/Exchange Advisor in the International Centre, and any other person critical to your placement.
  • Review your Letter of Agreement in full, so you are aware of all program requirements.
  • Register in the required Dalhousie course for which you will gain academic credit via your placement.
  • Complete the international development short course for Canadian QE Scholars, if applicable.
  • Attend the in-person pre-departure orientations and complete the International Centre’s online pre-departure orientation. Read all orientation materials provided to you and obtain your emergency contact card.
  • Make an appointment at a Travel Health Clinic to obtain health counselling.  Obtain any recommended immunizations.
  • If necessary, purchase supplementary medical insurance coverage that is appropriate for your destination and ensure you are covered for the entire length of your placement. Pack your policy booklet and travel insurance card, to take with you.
  • Register online with the Registry of Canadians Abroad (ROCA).
  • Consult Global Affairs Canada’s travel reports and warnings to learn more about the security situation in your destination country. You will not be permitted to travel to areas with GAC travel advisories recommending avoidance of non-essential travel or all travel.
  • Ensure you have a valid passport and obtain all documents required to enter the country of your placement (e.g. visa if required).
  • Complete the Pre-Departure Form via the online QES Portal at least one week prior to your departure.
  • Pick up your cheque (or verify automatic deposit of your first payment) before your departure.

QES Incoming Scholar Pre-Departure Checklist

  • Liaise with QES staff. Become familiar with the QES contact person in your home university or region, your proposed Dalhousie graduate supervisor, staff of the Dalhousie unit responsible for your scholarship placement, and any other person critical to your scholarship.
  • Review your Letter of Agreement in full, so you are aware of all program requirements.
  • Register in the Dalhousie graduate program to which you have been accepted.
  • Register with the nearest office of your country’s High Commission in Canada.
  • Ensure you have a valid passport and obtain all documents required to enter Canada (e.g. Temporary Resident Visa, Study Permit). Keep all receipts of any fees paid for such documentation, for reimbursement on arrival at Dalhousie.
  • Complete the Pre-Departure Form via the online QES Portal at least one week prior to your departure.
  • On arrival at Dalhousie, attend the International Student Orientation organised by the International Centre. Staff in your department will also provide you with an orientation specific to the QES and your particular study program.

Booking Your Flight

Canadian QES Scholars:

When booking your flight, you must select the lowest economy fare available and use the most direct routing. You must submit at least two price quotes for your flight, to show that the lowest cost was used (e.g. you could print Expedia prices for flights on the day the ticket was purchased). You will also be required to submit the receipt for the airfare (showing it was paid), your final flight itinerary and flight boarding passes (to prove the flight was taken and the duration of your travel abroad).

Incoming QES Scholars from the Commonwealth:

Your air tickets will be booked for you by Dalhousie University’s travel agent, and the University will be billed directly for the expense.  We will put you in contact with the travel agent, to discuss itinerary options, well in advance of your planned departure.  You will be required to keep all flight boarding passes and submit these to Dalhousie.