Changing Designated Learning Institutions
International students may change designated learning institutions (schools) while holding valid study permits. Changing schools is permitted and relatively straightforward, but requires proper notification to Immigration, Refugees and Citizenship Canada (IRCC) and compliance with study permit conditions. Understanding the process for changing schools helps international students navigate transitions between institutions while maintaining lawful status.
Study permits are issued for study at a specific designated learning institution named in the permit. If a student wishes to study at a different institution, this constitutes a change of DLI that must be properly managed. While changing schools does not automatically require a new study permit in most cases, IRCC must be notified of the change, and the student must ensure their permit conditions allow the change.
Basic Requirements for Changing Schools
International students seeking to change schools must meet several basic requirements to ensure the change is permitted and does not jeopardize their study permit validity.
Valid Study Permit Requirement
International students must hold a valid study permit to be authorized to study in Canada. The study permit being used for the current school must remain valid for the planned transfer to a new school. If a study permit is expiring, the student should apply for a study permit extension or renewal before or simultaneously with the change of school process. Changing schools with an invalid or near-expiration study permit can result in loss of lawful status.
Both Schools Must Be Designated Learning Institutions
Both the current school and the new school must be designated learning institutions (DLIs) for the change to be permitted. A student can only change from one DLI to another DLI. Attempting to change from a DLI to a non-designated institution is not permitted and would violate study permit conditions. International students should verify that any new school they plan to attend is a designated learning institution before enrolling.
Acceptance from New Institution
The student must have been accepted to and be enrolled in a program at the new designated learning institution. A letter of admission or confirmation of enrollment from the new institution is typically required when notifying IRCC of the school change. The new institution should be able to provide confirmation of enrollment upon request.
Satisfactory Academic Progress
International students must be maintaining satisfactory academic progress at their current institution before changing schools. Students who have been placed on academic probation or have failed courses may be considered to no longer be making satisfactory progress, which could affect their ability to change schools. Institutions may deny enrollment to international students without satisfactory academic records.
No Fraud or Compliance Issues
International students who have violated study permit conditions or who are involved in fraud or illegal activities may be prohibited from changing schools. IRCC may refuse to permit a school change if the student's circumstances raise compliance concerns. Students should maintain lawful status and compliance with all study permit conditions when planning to change schools.
DLI Transfer Process
The process for transferring to a new designated learning institution involves several steps to ensure IRCC is informed of the change and to manage the transition properly.
Step 1: Obtain Acceptance from New Institution
The first step is to apply to and be accepted by the new designated learning institution. The application process is similar to initial enrollment, requiring academic transcripts, language test scores, and other application materials. Once accepted, the institution will provide an offer of admission or acceptance letter. Keep this documentation as it will be needed for IRCC notification.
Step 2: Notify Current Institution
While not always required by IRCC, it is advisable to notify the current institution of the planned transfer. Many institutions want to be informed when international students plan to leave. Providing notice allows the institution to properly document the student's departure and transfer and to provide any necessary documentation for the transition.
Step 3: Prepare IRCC Notification Documentation
Gather documentation for IRCC notification, including the offer of admission or enrollment confirmation from the new institution, proof of study permit validity, and any other relevant documents. Some provinces or institutions may require additional documentation. The notification process varies slightly depending on whether online reporting is available.
Step 4: Update Study Permit Information with IRCC
International students must update their study permit information with IRCC to reflect the new institution. This is typically done through the online IRCC portal if the student has an online account. Some students may need to contact IRCC by mail or in person. The process for updating is explained in the Notification and Amendment section below.
Step 5: Begin Studies at New Institution
Once IRCC has been notified of the school change, the student can begin their program at the new institution. Students should maintain documentation of IRCC notification for their records. If IRCC requires additional information before approving the change, this should be addressed before the student begins at the new institution to avoid compliance issues.
Notifying IRCC and Study Permit Amendment
International students must inform IRCC of changes to their designated learning institution. The method of notification and any required study permit amendments vary depending on the student's circumstances and province.
Online Notification Through IRCC Portal
Students who have online IRCC accounts can often update their designated learning institution information directly through the online portal. To do this, students log into their account, locate the option to update study permit information or change institutions, and follow the prompts to provide new institution details. This is the fastest and most convenient method for notifying IRCC.
Letter of Notification
If online notification is not available or preferred, students can send a letter to IRCC notifying of the school change. The letter should include the student's name, study permit number, current address, the name of the current institution, the name of the new institution, the start date at the new institution, and proof of acceptance from the new institution. Mail the letter to the IRCC office responsible for processing in your province.
Required Documentation
Documentation to accompany notification of a school change typically includes proof of acceptance or enrollment confirmation from the new institution, valid study permit (copy), proof of identification, and proof of current address. Some IRCC offices may request additional documentation. It is advisable to include a cover letter explaining the reason for the change and confirmation of intended study duration at the new institution.
Study Permit Amendments
In most cases, changing schools does not require a new study permit or formal amendment. The existing study permit remains valid, but IRCC's records must be updated to reflect the new institution. However, if the program duration changes significantly or if the new institution is in a different province, an amendment may be necessary. IRCC will advise if an amendment is required when the change is reported.
Processing Time for Updates
IRCC typically processes notification of school changes relatively quickly, often within a few weeks. During processing, the student should be able to begin their new program. However, it is advisable to submit notification as soon as possible before beginning at the new institution to ensure smooth processing. Delays in notifying IRCC can create compliance issues if discovered later.
Managing Enrollment Gaps
International students sometimes face gaps between graduation from one program and enrollment in the next program or institution. Managing these gaps properly is important to maintain study permit validity and avoid compliance issues.
Acceptable Reasons for Enrollment Gaps
Brief gaps between programs are generally acceptable, particularly if the student is preparing for further studies or if the new institution's program begins after the previous program ends. Common reasons include time to prepare for graduate school, waiting for program enrollment confirmation, or administrative processing. However, lengthy unexplained gaps may raise concerns about the authenticity of the student's study intentions.
Study Permit Validity During Gaps
International students with valid study permits may remain in Canada during brief enrollment gaps without violating study permit conditions. However, if the gap exceeds the grace period allowed or if the student is not maintaining adequate study status, the student may be considered to have violated study permit conditions. Students should understand what constitutes an acceptable gap in their province and circumstances.
Transition Between Programs
Students transitioning between programs at different institutions should minimize gaps between completion of one program and enrollment in the next. If a gap of more than a few months exists, IRCC may question whether the student intends to continue studying. Gaps should be for legitimate reasons such as waiting for graduate program start dates or completing application processes.
Part-Time Studies and Continuation
If a student is unable to begin a new program immediately after graduating, remaining enrolled part-time at the previous institution may help maintain study permit validity during the gap. Alternatively, if enrolled in preparatory or bridge programs, this can fill gaps between main programs. Students should discuss options with their current institution or immigration advisors if extended gaps are necessary.
Notifying IRCC of Gaps
Students should inform IRCC of anticipated enrollment gaps if they are significant or unusual. This transparency helps demonstrate legitimate reasons for the gap and can prevent future complications. If questioned about a gap, being able to explain the reasons and provide documentation supporting the gap is important.
Transitioning Between Programs
International students often transition from one program level to another, such as from undergraduate to graduate studies. These transitions are different from changing schools but involve similar processes.
Upgrading From Diploma to Degree
Students who complete a diploma program and then enroll in a degree program at the same or different institution must notify IRCC of the change in program. This involves updating study permit information to reflect the new program. The process is similar to changing schools but focuses on the program change rather than institutional change. Study permits remain valid if the new program is at a designated institution.
From Undergraduate to Graduate Studies
Students transitioning from undergraduate to graduate programs should ensure new study permits are obtained if needed or study permit information is updated to reflect the new program. Graduate study at a different institution requires notification of the institutional change. The process is similar for both domestic and international transitions between program levels.
Changing Program Within Same Institution
If a student changes programs (such as switching from one major or degree to another) within the same institution, notification to IRCC may not be required if the student remains enrolled at the same designated learning institution. However, significant program changes or those affecting study duration may require updating IRCC. Students should consult with international student advisors at their institution.
Study Permit Extension Timing
If a student is transitioning between programs and a study permit extension is needed, the extension should be applied for before the current permit expires. Transitioning programs is not grounds to extend a study permit, but beginning a new program extends the authorization period. Students should manage permit expiration dates carefully around program transitions.
Common Issues and Solutions
International students changing schools sometimes encounter complications. Understanding common issues and solutions helps prevent or address problems.
Delayed IRCC Processing
If IRCC processing of a school change notification is delayed and the student has already begun at the new institution, the student should maintain documentation of timely notification to IRCC. Delays in IRCC processing do not typically result in student non-compliance if notification was submitted on time. If delays are excessive, contacting IRCC may be appropriate.
New Institution Not Designated
If a student attempts to change to a non-designated institution, this violates study permit conditions. If discovered, the student may be required to leave Canada or return to a designated institution. International students should always verify that any new institution is a designated learning institution before enrolling. Contact provincial education authorities if unsure.
Study Permit Expiration During Transfer
If a study permit expires while a school change is being processed or during a gap between programs, the student may lose lawful status. To prevent this, students should apply for study permit extensions in advance of expiration, even if planning a school change. Extensions can be maintained while school change processing occurs.
Lost Academic Records
Some students encounter difficulties obtaining academic records or transcripts from their previous institution if there is conflict or if the institution has closed. Request transcripts well in advance of needing them for transfer. If an institution is uncooperative, contact the provincial education authority for assistance. Document all efforts to obtain records.
Financial Holds or Incomplete Business
Institutions may place financial holds on students who owe tuition or have unpaid obligations. These holds can prevent transcript release and may affect enrollment at new institutions. Pay any outstanding balances or make arrangements with the institution before attempting to transfer. Address any unfinished business with the current institution before moving to a new one.
Getting Professional Assistance
If issues arise during school transitions, international students may benefit from consulting with immigration lawyers or authorized representatives. Problems such as study permit violations, unauthorized gaps, or institutional complications may have solutions with professional guidance. International student offices at institutions can also provide advice and support.