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The University of Edinburgh Approval Process for

New Exchanges and Study Abroad Programmes This process relates to the establishment of new agreements for the exchange of Taught Programme (mainly undergraduate) students. It does not cover less formal visits and research arrangements which are commonly pursued at postgraduate level - this type of activity is covered in the following General Postgraduate Degree Regulations (section 4) – see http://www.docs.sasg.ed.ac.uk/GaSP/Collaborative/Collaborative_provision_documents/Guidance_for_Jointly_Awarded_PhD_Programmes201109.pdf and http://www.ed.ac.uk/schools-departments/academic-services/policies-regulations/regulations In setting up a new exchange agreement and study abroad programmes, the following steps should be followed:

STEP 1 - PROPOSALS FOR TESTABLISHING NEW AGREEMENTS

1. All proposals for new School /Subject Area exchanges and study abroad programmes must be submitted on the Proposal Form for New Student Exchange which is available from the International Office http://www.ed.ac.uk/schools-departments/international-office/exchanges/staff-information/new-exchanges.

2. All new proposals should meet the objectives of the University of Edinburgh’s strategic

plan. 3. All new proposals must be approved by the Head of School and the Head of College (or

their nominees). 4. New institutional exchanges should be submitted to the International Office for

consideration as the International Office liaises with the Heads of Colleges (or delegated individuals) to ensure that the proposal has College support.

Each proposal should contain:

1. A reasoned statement showing both School and College support for the exchange. 2. An indication of student numbers involved with evidence that these numbers are realistic. 3. The name of an academic contact (for all School/College links) who will act as the liaison

contact. This contact person is likely to be the Study Abroad/Exchange Co-ordinator. 4. Evidence of consultation and agreement with other academic units if the students are not

to be taught solely within the relevant School/College submitting the proposal. 5. Financial implications should be considered and included in the agreement, if

appropriate. Exchanges and study abroad programmes generally incorporate an exchange of tuition fees only unless there are good grounds for including the transaction of other elements (e.g. room and board). Any request for other elements to be included in

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the Exchange Agreement must be submitted along with the proposal for the establishment of the exchange.

Exchanges should not be automatically renewed. It is important that the University of Edinburgh can justify the effectiveness of every exchange programme. This ensures the academic validity of the exchange and that appropriate support mechanisms are in place to enable students from the University of Edinburgh to obtain maximum benefit from their study abroad experience.

University exchanges without a prior formal agreement

Occasionally, and only with the approval of the School and the consent of the College, students may apply to study abroad at an institution with which the University does not have a formal agreement. Applications for this form of study abroad must be submitted by the student in writing to the student’s Personal Tutor (with copies sent to the College and the International Office) by the end of February of each year. The application should state the academic grounds for wishing to undertake this form of study abroad together with a proposed study plan (translated into English if required). The School and College will be required to undertake a Risk Assessment in order to satisfy itself, before approval is given, that the Host institution is a reputable university and that the proposed Programme is appropriate. In this type of Exchange, any fee or other costs associated with the Study Abroad Programme are borne by the student. (Note: this type of exchange is not open to student in the College of Humanities and Social Sciences ).

STEP 2 – EXCHANGE AGREEMENTS

The University of Edinburgh has produced a series of template exchange agreements. These can be found under the relevant heading at http://www.ed.ac.uk/schools-departments/governance-strategic-planning/collaborative-activity/guidance-templates. These templates include agreements for the exchange of students from:

o One academic area to an equivalent academic area at the Host institution. o The University of Edinburgh in one academic area but incoming students from the

Host institution could be from a range of academic disciplines (or vice versa). o All appropriate academic areas at both institutions (institutional exchange).

All formal Exchange agreements should be signed by the Vice Principal International. In some cases where a specific academic discipline is associated with the exchange then it may be appropriate for the Head of School or College to countersign the agreement.

Students are normally only permitted to undertake study abroad, for which credit will be awarded, under the auspices of a formally approved Exchange agreement or under a programme approved by the School.

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The Approval Process for Student Exchange and Study Abroad at the University of Edinburgh are regularly reviewed and are updated when necessary. Suggestions for improvements/changes are welcome from staff and students at both the University of Edinburgh and our partner Host universities.

USEFUL CONTACTS

Web address for International Office Study Abroad information:

http://www.ed.ac.uk/schools-departments/international-office/exchanges/exchanges

GLOSSARY OF TERMS

Home institution is the University of Edinburgh.

Host Institution is the university/institution in the Exchange/study abroad destination at

which an Exchange student studies for a designated period of their programme/course.

Study Abroad/Exchange Coordinator is an academic member of staff appointed at (usually) Subject Area level to manage Exchange arrangements for outgoing students in that Subject Area.

The Exchange Agreement is a formal contract drawn up and signed by the University of Edinburgh and the Host Institution. The agreement covers the roles, expectations and legal requirements governing the exchange.

The Study Abroad Progression Committee reviews the transcripts for all students who have undertaken a non-compulsory (elective) exchange. The Committee is chaired by the Director of Quality Assurance and Enhancement with College membership and an external examiner. It operates as a quasi Board of Examiners, considers any special circumstances cases, consults Personal Tutors and/or Coordinators, allocates appropriate credit and recommends progression to the relevant Boards of Examiners at School level.