Procedures for Establishing
Exchange Linkages With Foreign Institutions

Rationale for Establishing a Reciprocal Exchange Agreement

A series of important steps must be followed in order to create and maintain an on-going exchange of opportunities and cooperation with a foreign institution. Collaboration can be achieved in several ways: Faculty or student exchange, exchange of materials, research participation and involvement, and shared conference planning are only some of the possibilities. Both the cooperating institution and UT should be able to gain from the relationship. Sometimes these goals are achieved through bilateral agreements and at other times through networks of participating institutions. In any event, a linkage requires a substantial commitment of time and energy.

This document focuses on the establishment of a linkage with a foreign cooperating institution involving the exchange of students.

The International Office is responsible for overseeing the process of establishing reciprocal exchange agreements. UT has over 100 active agreements providing study abroad opportunities.

Agreements normally are valid for five (5) years; therefore, when considering an exchange relationship, please note that faculty involvement is the most critical ingredient in sustaining a successful exchange. Faculty must serve as the academic coordinators, student recruiters, and help monitor the balance and quality of the exchange.

Identify Appropriate Cooperating Institutions and Complete the Worksheet

The following list outlines areas of inquiry that should be investigated when a linkage with a foreign institution is under consideration.

Check Current Exchange Agreements to see if an Academic and Scientific Cooperation and Exchange Agreement exists. You may find that UT already has an agreement with the prospective partner institution. If so, you may only need to develop the Program Agreement.

In preparation for completing the Academic and Scientific Cooperation and Exchange Agreement Worksheet for UT Faculty (see worksheet template), consider the issues outlined below to identify the mutual strengths of the cooperating institution and UT:

• Identify strong academic programs and departments
• Gather student and faculty statistics
• Investigate academic institutes and libraries
• Compare university structures
• Exchange and review catalogs
• Review web sites
• Describe types of academic programs most beneficial to each institution that could be complemented by a study abroad component
• List faculty and administrators who are interested and committed to the proposed exchange.
• Describe possible living arrangements at the host institution for faculty and/or students
• Outline anticipated costs and funds available
• Examine the probability of attaining an appropriate level of reciprocity
• Identify relevant policies and possible limitations at each institution
• List enhancements/attractions within the broader UT community

Secure Endorsements & Provide Information for the Student Exchange Program Agreement

The initiating UT unit must consult with and secure a written endorsement/letter of intent to enter into the agreement or have the Academic and Scientific Cooperation and Exchange Worksheet counter-signed by the following:

The Dean of the college/school or their designee, such as the college/school study abroad committee, of the UT unit initiating the agreement and,

Any other college/school, department or academic program, or student service unit that will participate in the agreement and,

The Director of Study Abroad, International Office (WOH/Campus code A7000)

Following the above, the UT faculty proposing the agreement should send the following information to the International Office, A7000.

The Academic and Scientific Cooperation and Exchange Agreement Worksheet for UT Faculty, which includes a description of the expected benefits of the proposed linkage, a brief overview of the partner institution, and contact information of faculty and academic coordinators at UT and the proposed partner institution.

Copies of any relevant correspondence between the initiating department or other UT Austin personnel concerning the proposed linkage, including any brochures or other general information about the cooperating institution.

Review the UT International Exchange Agreements Format

International exchange agreements involving student exchange normally are for a five year term and consist of the Academic and Scientific Cooperation and Exchange Agreement and the Program Agreement for Student Exchange. Final copies of the agreements are prepared by the staff of the International Office. Both agreements are required to have been signed by all parties before any student exchange activity can proceed. Use one of these formats.

Approval and Presidential Endorsement of the Agreement

After receiving the proposed Worksheet, the staff of the International Office will send the agreement for the approval of the President. As soon as the president signs the agreement, two original sets will be sent to the initiating UT unit to be forwarded to the foreign institution for endorsement. One original set must then be returned to the International Office, A7000.

When both sets of the agreement have been signed and one set returned to the International Office, this office will:

• send copies to appropriate representatives on our campus, including the initiating UT unit, other endorsers of the agreement, appropriate research center directors and other UT units that should be aware of the agreement, and
• add the agreement to the official UT web site of International Agreements of Academic and Student Exchange.

Evaluation and Renewal/Termination of the Agreement

Designated academic coordinators at UT, in collaboration with the Director and/or staff of the Study Abroad Office, will monitor the various aspects of the exchange including the balance of the students coming and going. Before the agreement expires, faculty and staff at UT will review the activities of the exchange and make recommendations to the International Office as to whether or not the agreement should be extended. After consideration of this recommendation, the International Office will communicate the final decision to the cooperating institution.

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