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How to Apply to SEP: Basics
1. How can I submit an application to go on SEP?
First, you have to create an account. From the IPSF SEP database homepage (http://sep.ipsf.org/index), click on “Apply
for Student Exchange Programme” tab to begin creating your account. Complete the necessary details. Ensure that you
select the correct association that you belong to! Once your account is created, an email will be sent to your home
Student Exchange Officer (SEO) who will then activate your account. You will be notified via email once this is done. Now
you can log into your account on the SEP database. To begin your application, click on “Applications” and then “New
Application”. When completing the application, make sure you have done your homework about the country you want
to go to, field of work and requirements of going on exchange. Also, make sure that you have attached your
Curriculum Vitae (CV) and Motivation Letter (ML) to your application before submitting the application. Please note
that once submitted, you CANNOT change anything on your AF unless you contact your home SEO.
2. What happens after I submit my application form (AF) on the system?
Your home SEO will be notified via email about your application. Before your AF is reviewed by your home association,
you will be required to pay the $150 deposit through the CAPSI website (http://capsi.ca/projects/ipsf/register). The
CAPSI SEP Committee will then review your AF and supporting documents to decide whether you are a suitable
candidate. CAPSI will make their final selections during PDW i.e. during the first week of January and will communicate
their decision to all applicants by mid-January.
3. What happens after I have been chosen by CAPSI and my AF is approved on the SEP database?
The host SEO of the associations you have indicated on your AF will be contacted in the following order:
1) The SEO of the country indicated as your first preference will be contacted immediately once your AF has been
approved;
2) The SEO of the country indicated as your second preference will be contacted a week later than the first SEO
3) The SEO of the third country will be contacted a week later than the second SEO
4. Am I able to contact the host SEO?
We strongly discourage students to contact the host SEO directly before your AF has been approved. Your home SEO
should be acting as your mediator between yourself and the host SEO until your AF is marked as placed.
How to Apply to SEP: Helpful Links
International Pharmaceutical Students Federation (IPSF) Step-by-Step Guidelines How to Apply
for Student Exchange Program (SEP) – 2012-2013 Edition: http://issuu.com/ipsf.org/docs/stepby-step_guideline_how_to_apply_for_sep/1
IPSF video on how to register for SEP via the online database (created by EPSF – Egypt):
http://www.youtube.com/watch?v=9AS8AJrlOrI&feature=youtu.be
Struggling to decide which country would be right for your SEP experience? Check out these
special edition IPSF Newsletters featuring different countries and student experiences. This is a
great resource providing a more in depth look at potential host countries. Look for the
Newsletter icons near the bottom of the page under “relevant documents about SEP”:
http://www.ipsf.org/student_exchange
What Information to Include – DO NOT FORGET!
1. CV
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University where you currently attend pharmacy school
Year of study in pharmacy
Academic history
Language skills
Conferences attended (see below for examples)
Pharmacy work experience (see below for examples)
Volunteer experience (see below for examples)
2. Motivational Letter
 Did you find a host pharmacist AND liaise with Student Exchange Officer?
 Have you previously participated in SEP?
 Did you previously apply for SEP?
 Why do you want to go on the exchange?
 What makes you a good candidate to go on exchange?
 Do you have any international experience?
 Describe any SEP, CAPSI, or other pharmacy volunteering experiences (be specific)
3. Picture
 Please include a professional picture of yourself
Please take this application seriously. If you are a successful candidate, your application
will be read by Student Exchange Officers (SEOs) of other countries
How to Strengthen Your Application
Many students ask “how can I strengthen my application?” The single most important thing a student can do to prepare
a strong application is to find a host pharmacist in Canada who is willing to host an international student. There is no
cost to the pharmacist to do so. CAPSI organizes the accommodations, picks the student up from the airport, helps the
student obtain a travel visa (if required), and arranges social activities. The host pharmacist is only responsible for
showing the international student what pharmacy is like here in Canada. CAPSI is looking for host sites in all areas (i.e.
community, hospital, industry, research, administration, academic detailing). If you would like promotional material to
help recruit a host pharmacist, please contact your Local IPSF Representative or the Student Exchange Officer
([email protected]).
Students can also strengthen their application by displaying that they are a leader and are involved with healthcare and
pharmacy on many different levels. The selection committee also likes to see that the student will be a good
representative for Canada.
Examples of activities we would like to see in your application…
1. Conferences attended
 PDW, CPhA, IPSF World Congress, CSHP, COCEP, APAC, etc.
2. Pharmacy experience
 Community, hospital, industry, research, etc.
 Please specify the duration and whether or not it was part of an internship or co-op term
3. Association membership and/or participation
 CAPSI, CSHP, CPhA, local pharmacy student association, etc.
 Please specify if your role has involved planning initiatives, event organization, etc.
4. Volunteer experience
 Healthcare and non-healthcare settings
We also consider…
1. What Canadian University you are attending
 CAPSI-IPSF wants to reach out to as many CAPSI members as possible. We will do our best to ensure
that pharmacy students from coast-to-coast have the opportunity to take part in this experience!
2. What host countries you are selecting
 The more variety and flexibility you have with your country selections, the better! We may not always
be able to get your first country of choice so if you are flexible, there is a greater opportunity for being
successfully placed.
Please do not hesitate to contact me at any time if you have any additional questions or concerns!
Cassandra McEwan – [email protected]