Study Abroad Agreements are normally initiated at a School, Faculty or IO level, where an international university may request an agreement in order to send Study Abroad students to Queen’s. It should be noted that subject areas covered in agreement requests may be specific to one Faculty or cross-Faculty.
In the first instance, the IO or Faculty will send the request to the relevant Dean of Internationalisation (DI) of the overarching Faculty indicated in the agreement request, accompanied by a brief rationale, which includes details such as: Full Institution Name, City/State/Country, Institutional Ranking and/or Strategic Interest, Subject Areas of Interest, Lead Contact etc. The Dean of Internationalisation will consider the request and rationale on behalf of the Faculty Executive Board (FEB) and, if approved, will forward an approval email to the IO, copying in relevant School(s) (Head of School and School Manager), Secretary to the Dean and Faculty Business Development Officer (and Deans of Internationalisation from other Faculties, as required).
The IO will draft an agreement using an approved standardised template Appendix 19 - Study Abroad Template Agreement and return to the requesting University for consideration and approval. Where a requesting university has provided their own template, a request will be made for the Queen’s template to be considered, or, alternatively, the Queen’s template will be incorporated in the requesting university’s agreement and duly verified with Queen’s legal team. Where the terms requested by the partner institution are outside of the scope of the standard Queen’s Study Abroad agreement template, the IO will also consult with the relevant Queen’s department, as appropriate (for example Global Opportunities, Finance, Student Services and Systems or the International Student Support team).
Once the text of the template has been approved by the partner institution, the agreement will be sent by IO or Faculty to the Chair of the ECQS, with accompanying rationale including email approval from the Dean of Internationalisation, for final approval and sign-off.
The signed agreement will be returned by the ECQS Chair to the IO or FSRH. The Study Abroad partner will then duly be issued with the signed agreement for their signature to be added.
A final report, accompanied by final agreement, signed off by both parties, will be provided by IO or FSRH to Academic Affairs, copying Global Opportunities, Finance, Student Services and Systems and the International Student Support Office, to ensure that the agreement is formally reported to ECQS and appropriately disseminated to relevant internal stakeholders.
The Agreement will be saved in a central Study Abroad repository, with access given to all stakeholders as required.
A flowchart Appendix 20 - Study Abroad Approval Process Flowchart summarising the above process is available.