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Last updated: 14 January 2021
1.1 As expressed in the University of Gloucestershire’s (UoG) International Strategy 2012-2017 (Section 3.2.3), the university is committed to enhancing student experience by offering overseas exchange and study abroad opportunities to its students. This paper seeks to formalize existing principles and processes. It also proposes a few changes to existing Erasmus student exchange processes. These principles and processes are consistent with UoG’s Quality Assurance Handbook as well as Quality Code for Higher Education (B10,Indicator 15).
1.2 As stipulated in the Quality Code for Higher Education (B10, Indicator 15), the University recognises student exchange as a form of collaborative provision but one that carries less risk to offer to its students. As a result, operational management of student exchange is delegated to the University Exchange Coordinator, whose function lies with the International
Development Centre, and to Faculties, via Faculty Coordinators.
1.3 Providing study abroad opportunities for UoG students through student exchange is one of the key ways that the University is able to internationalize its curricula. Students can pursue their studies in a different learning context and as a result expand their learning. They can also develop foreign language skills, enrich their understanding of other cultural practices, and improve their employability. Incoming international students can enhance the student learning experience by providing different national and cultural perspectives in the classroom context, and in so doing, broaden the cultural diversity of the university.
1.4 UoG participates in the Brethren Colleges Abroad exchange scheme. However since it does not entail inter-institutional contractual agreements with specific educational institutions, its management and oversight are not covered in this document.
1.5 UoG also provides opportunities for international work placement for students on certain undergraduate courses. Such opportunities are managed by the University’s Placements Team and its management and oversight are not covered in this document.
1.6 As of 1st January 2014, University Erasmus student and staff exchange processes are informed by the new Erasmus+ framework as set out by the EU Lifelong Learning programme, with the British Council appointed as the UK National Agency for Erasmus. Operational oversight of Erasmus student and staff exchange resides with the University Exchange Coordinator, in conjunction with Faculties and Schools. Student exchanges that lie outside of the Erasmus+ scheme are managed in the same manner.
1.7 Normally undergraduate students can opt to study one semester to a full academic year in their second year (level 5) at an overseas partner institution. Outside the EU, an exchange agreement is signed which allows for a set number of students to be exchanged each way from across the whole institution. Within the European Union (EU), following the granting of an Erasmus University Charter, agreements are made under the Erasmus regulations on a subject to subject basis. Tuition fees in both instances are paid to the home institution and students are responsible for the cost of their accommodation and subsistence. For students on the Erasmus exchange programme (within the EU and European Economic Area (EEA)),
a maintenance grant is made directly to the student.
1.8 To assess whether a new exchange agreement should be established between UoG and a partner institution, the follow judgements should be made by the relevant Faculty Coordinator using the ‘Exchange Agreement Assessment’ template:
1.9 Once a judgment of confidence is met with respect to all these points, an exchange agreement can be issued, that will formally set out terms of the agreement. For exchange arrangements that lie outside the Erasmus+ scheme, the agreement should include:
For arrangements that lie within the Erasmus+ scheme, the ‘Inter-Institutional Agreement template is to be used.
1.10 Responsibility of sign off for student exchange arrangements with partner institution within the Erasmus+ scheme lies with the Admissions Team. Responsibility of sign off for student exchange arrangements with partner institutions outside of the Erasmus+ scheme lies with Deputy Vice Chancellor.
1.11 In order to achieve cost neutrality through a balance of incoming and outgoing numbers, Faculties are expected to restrict their portfolio of bilateral and exchange agreements to those that are likely to facilitate a sufficient number of outgoing students to make the exchange arrangements financially sustainable.
2.1 To assure the quality of student experience of outgoing students studying at partner institutions the following processes will apply.
2.2 Students wishing to undertake an exchange will normally be encouraged to select either a semester or a year abroad during their second year (Level 5) of their course which would pose the least disruptions to their programme of study.
2.3 Students will be expected to submit their application before the end of March during their first year (level 4) of studies.
2.4 Students will be expected to also complete a ‘Learning Agreement’ form in consultation with the course leader of their programme as well the Faculty Coordinator. This will involve establishing:
2.5 Students should be advised to only embark upon preparation for their study abroad period once the ‘Learning Agreement’ form has been formally signed off by:
2.6 Students must seek approval from their course leader and Faculty Coordinator if any changes to their programme of study are made.
2.7 Personal Tutors for UoG students should maintain regular contact with them during their study abroad to monitor their progress.
2.8 Upon receipt of student transcripts from the partner institution, UoG records the credit achieved on an exchange via the Accredited Prior Learning (APL) process, but it does not record grades achieved.
3.1 Incoming students from exchange partners will normally be expected to submit their application before the end of March for semester 1 study and the end of November for semester 2 study.
3.2 Incoming students will be expected to also complete a ‘Learning Agreement’ form in consultation with the appropriate Faculty Coordinator, who will liaise with relevant course leaders to establish the availability of identified modules and to verify the viability of student timetable.
3.3 Incoming students will be registered onto their diet of modules after formal sign off of the ‘Learning Agreement’ form by Faculty Coordinator.
3.4 All Incoming exchange students will be assigned a Personal Tutor who will normally be the Faculty Coordinator.
3.5 An official transcript will be sent to both the student and the student’s home institution showing credit and grades achieved.
4.1 On an annual basis ASQC would formally review the University Policy and process for managing student exchanges.
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