Study Abroad/Student Exchange

The development of a Study Abroad agreement to admit fee-paying international students for one or two semesters may be part of a wider International Partnership Agreement involving one or more Schools within the University.  Where this is likely to be the case, the International Office will liaise with Academic Affairs who will take the lead on developing an over-arching agreement.  Schools should also consult the protocol for the development of an International Partnership Agreement. 

Study Abroad Agreements are normally initiated at School level and should be progressed in accordance with the International Partnership Triage Process in the first instance.  Subject to  the outcome of this procedure, the School should contact the International Office with details of the proposed partner institution, admissions requirements for Queen’s programmes and details of the related programme(s) which students attending Queen’s are likely to complete modules on during their period of study. 

The International Office will liaise with relevant departments including Finance, Legal Services Admissions and the International Student Support Office as appropriate to draft a Memorandum of Agreement (MOA) for final approval by Finance and the Chair of the Collaborative Provision Group (CPG).

Upon approval of the MOA, the International Office will inform Finance, Student Records, Academic Affairs,Admissions and the International Student Support Office.  Final signature of the MOA will be by the Chair of the CPG.  The MOA will be reported to the CPG.

Student Exchange agreements are initiated at School level with the aim of an identical number of students exchanging to undertake study at both institutions.  Initial approval should be progressed in accordance with the International Partnership Triage Process in the first instance.  Subject to the outcome of this procedure  the School should contact Careers Services Unit  with details of the proposed partner institution, admissions requirements for both Queen’s and the partner institution and details of the related programme (and potential modules of study) which students taking part in the exchange will study at both Queen’s and the partner institution. 

Schools should also follow the placement learning guidelines  produced by the Careers Services Unit when assessing a suitable exchange agreement and also undertake an effective due diligence/risk assessment of the external institution to assess status, pastoral support etc.  A rationale for the establishment of the agreement should be forwarded by the School to CES.

CES will then engage with the School contact to assess the rationale of the agreement and determine if there is mobility in both directions.   Normally agreements will apply to a set number of students over a five year period.  The current role of CES is to comment on the agreement proposed by the School, assess its rationale and suggest changes where required.  If no changes are required the agreement is forwarded to the Chair of the Collaborative Provision Group (CPG) for approval and signature.  CES will also assess proposals/agreements sent in from external organisations seeking a student exchange agreement with the University. 

The development of a student exchange agreement may be part of a wider International Partnership Agreement with one or more Schools within the University.  Where this is likely to be the case, CES will liaise with Academic Affairs who will take the lead on developing an over-arching agreement.  Schools should also consult the protocol for the development of an International Partnership Agreement.  Where there is already an existing Memorandum of Agreement (MOA) for a partnership or articulation in place, CES will draft an addendum to the existing agreement for approval and signature by the Chair of the CPG.

Upon approval of the Student Exchange Agreement or MOA addendum, CES will inform Student Records, Finance, the International Office, Academic Affairs, and the International Student Support Office. Relevant stakeholders will be informed to ensure the details of the students involved in the agreements are detailed on QSIS for enrolment purposes.  The Student Exchange Agreement or MOA addendum will be reported to the CPG.

The University holds an Erasmus Charter for Higher Education (ECHE) enabling Queen’s to participate in the Erasmus Programme during the period 2014-21.  The Charter entitles the University to apply for funding for student mobility grants.  A Bilateral Agreement must be signed with partner institutions before mobility takes place, using the template provided by the European Commission.  The Exchange and Study Abroad team (CES) produces and signs off Bilateral Agreements for Erasmus activity which Schools wish to maintain and/or establish.

Schools wishing to establish a new Erasmus Bilateral Agreement should complete the proposal form available in the CES website.  The proposal form should be completed by the named Erasmus Programme Director (EPD) for the School and must be signed off by the Head of School.  It is the EPD’s responsibility to negotiate the terms of the exchange with their academic counterpart at the partner university in the first instance.  Student exchanges are expected to be reciprocal and agreements should only be established if there will be outward mobility from Queen’s.  On receipt of the proposal form, and based on the information therein, the Exchange and Study Abroad team (CES)  will draw up and sign off a Bilateral Agreement and send it to the partner university.  The signatory for Erasmus Bilateral Agreements is the Erasmus Institutional Co-ordinator in CES.  Bilateral agreements are normally established for a three to four year period, with a review process instigated by CES before the end of that period.

Faculties may wish to establish their own procedures for oversight of these agreements, including regular review of relevant Partnership Management Plans where these have been established, at Faculty level, to support ongoing implementation.