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SQAEC 04/05 2 C The University of Edinburgh Senatus Quality Assurance and Enhancement Committee 24 November 2004 A Code of Good Practice on Student Exchange and Study Abroadfrom the University of Edinburgh
Brief description of the paper
This paper was developed in response to a request from the Senatus Quality Assurance and Enhancement Committee at its meeting in June 2003 requesting that the International Office develop a guidance note stipulating the responsibilities and obligations that a School and individual student need to agree upon and adhere to for the duration and aftermath of an exchange.
Action requested For comment and approval
Resource implications
Does the paper have resource implications? No
Risk Assessment Does the paper include a risk analysis? No Equality and Diversity Does the paper have equality and diversity implications? Yes. The Code of Practice will ensure that students are treated fairly and consistently across the University. Freedom of Information Can this paper be included in open business? Yes
Any other relevant information None.
Originator of the paper
Sandra Morris International Office November 2004 A Code of Good Practice on Student Exchange and Study Abroad from the University of Edinburgh
This paper has been developed in response to a request from the Senatus Quality Assurance and Enhancement Committee at its meeting in June 2003 which stated that “the International Office will develop a guidance note stipulating the responsibilities and obligations that the School and individual student need to agree upon and adhere to for the duration and aftermath of the exchange”.
The paper therefore has been drawn up to ensure that students who undertake a study period away from the University of Edinburgh have clear and transparent guidelines about the organisation of their study abroad programme. It also clarifies the roles and responsibilities of Directors of Studies, Exchange Co-ordinators, Academic Areas/Schools and the International Office. The structure of the paper is as follows:
· General Introduction, Background and Definitions · Management · Student Preparation · Student Support and Progress whilst abroad · Credit Accumulation and Student progression on return to Edinburgh · Quality Assurance Issues.
1.0 General Introduction, Background and Definitions
Study Abroad can either be as a compulsory (mandatory) component of a degree programme (such as a residence abroad requirement as stipulated in the University calendar for Modern Language students) or as a non-compulsory (elective) study period. Students can undertake study abroad programmes at the University of Edinburgh through the EU’s SOCRATES/ERASMUS programme, through the University’s International Exchange Programme and through School/Subject Area exchange arrangements. All these options are subject to a formal agreement approved by the School and College and signed by the Vice Principal (International). A small number of students currently also participate in independently arranged study abroad schemes with no formally signed agreement – but independent study programmes are under review for all non-compulsory students.
The University of Edinburgh is defined as the “home” institution and the exchange destination is defined as the “host” institution for the purposes of this paper.
2.0 Management
The International Committee of the University of Edinburgh has adopted a policy on Student Exchanges which is attached as Appendix 1. This sets out the arrangements for the approval and renewal of student exchange agreements.
The key actors in a study abroad programme are:
a) the student (who is responsible for making the practical arrangements relating to the exchange – travel arrangements, organising insurance cover, undertaking the application process for admission and housing – and who must maintain contact with his/her Director of Studies during the exchange process and advise the DOS of any proposed changes to the study programme) b) the Director of Studies (who is responsible for ensuring that the student is aware of the academic and credit arrangements (the expected learning outcomes) relating to the exchange and for maintaining contact with the student during the study abroad period) c) the ERASMUS Co-ordinator or DEAD (who is responsible in the case of ERASMUS exchanges for ensuring the academic legitimacy of the study abroad programme and liaising appropriately with the student’s DOS.) d) the School/Subject Area (which must provide clear guidelines to student advisors of all academic expectations) e) the International Office (which must provide administrative support for all exchanges including the payment of ERASMUS grants and other exchange scholarships and the provision of information about each of the exchange destinations.
3.0 Student Preparation
Academic – students should be aware of the University’s academic expectations before they commence a study abroad programme. It is the responsibility of Directors of Studies (or the DEAD in ERASMUS exchanges) to provide this information to students. Students should be expressly advised on the number of courses the student should undertake at the host institution (or the number of credits), how many of these courses (credits) should be in the student’s main area of studies, the level of the courses to be taken (normally expected to be equivalent to 3rd year level at the University of Edinburgh) and how the work will be credited to the Edinburgh degree.
Language – if the language of tuition on the exchange is not English then it is important that the student should be adequately prepared. In ERASMUS exchanges the DEAD is required to assess the language proficiency of students being nominated for study abroad and provide advice about supplementing language skills through intensive language courses at the host institution or through courses offered by the Institute for Applied Language Studies. The International Office can provide advice. It is normally recommended that a student holds a minimum level of a Higher or AS level (or equivalent) in the language if s/he is to study in a non-native language although other forms of language acquisition may also be appropriate.
Accommodation and Practical Advice – the International Office provides information and advice to all students participating in all formally approved exchange programmes other than the ERASMUS exchanges. For ERASMUS exchanges the International Office requests information from ERASMUS partner institutions each year although the quality of the information obtained is variable. The International Office, however, obtains feedback from all Edinburgh students participating in ERASMUS each year and maintains a file which can assist the preparation of outgoing students.
Costs – the International Office can provide advice to outgoing students on the costs involved and on any possible grants (currently only available to EU students on ERASMUS exchanges and to students participating in the University of California system on a means-tested basis).
4.0 Student Support and Progress whilst Abroad
It is the responsibility of each School to ensure that the outgoing student is advised before the commencement of the study abroad programme of:
· the name of the link person at the University of Edinburgh who is responsible for managing the academic and pastoral aspects of the study abroad period – normally the DOS or the DEAD. · the nature of the academic and pastoral support that can be expected.
The monitoring of student progress during the study abroad period is vital. As a minimum requirement DOSs/DEADs are expected to contact their students at least once per semester during the study abroad period. Schools/Subject Areas are expected to pass on any information about subsequent study (dissertation information or course application procedures) and to ensure that exchange students are not disadvantaged because of their distance from the University.
Visits to partner universities are encouraged where possible and practical to ensure the validity of the exchange and the welfare of participating students - although it is recognised that the costs of visits make regular visiting unlikely. If a visit is planned then students should be advised in advance of the date and purpose of the visit.
5.0 Credit Accumulation and Student progression on return to Edinburgh
In February 2004 Senatus agreed that in future students would be allocated credit for a period of study abroad and that this would be weighted zero in their final classification provided that the study abroad period was not an integral (compulsory) part of their degree programmes. It is anticipated that this policy will be introduced with effect from 2005/06. Schools/Examination Boards are responsible for reviewing the transcripts obtained by (non compulsory) exchange students returning from a study abroad period and determining the level of credit which will be awarded. If a student does not complete his/her study abroad year satisfactorily then the procedures for managing the process are set out in Appendix 2 (attached).
A different solution has been adopted for students who undertake a compulsory period of study abroad. It is the responsibility of Schools to advise students in writing of the way in which they will be assessed during their period abroad before they depart and to arrange credit transfer in association with Examination Boards for all such students on their return to Edinburgh.
6.0 Quality Assurance Issues
For each approved exchange programme the University must assure itself that students will receive a rewarding academic experience appropriate to their degree studied at Edinburgh. The following are processes which will aid this procedure:
· Careful validation of the academic content, standards and learning outcomes at the host institution in relation to the student’s degree programme at the University of Edinburgh. · Regular contact between the DOS/DEAD and the student. · Formal mechanism for student evaluation of the placement both during and after the exchange. · Regular review of the exchanges including visits (where appropriate) and monitoring of student evaluations.
Exchange opportunities should be available to all students at the University of Edinburgh who meet the general selection criteria. Some host institutions are better suited for students with disabilities. The International Office can provide advice and guidance. Where required, help can also be sought from the University’s Equal Opportunities Office or from the Disability Office.
The University will review its exchanges regularly (please see Appendix 1) to ensure that they meet the academic practical and management standards required.
Sandra Morris November 2004 K;Gen:IntExProg/Code of Good Pracice APPENDIX 1 Good Practice for Student Exchanges
The University of Edinburgh Student Exchanges Policy
1. The University of Edinburgh recognises the benefits of student exchange programmes in expanding international and inter-cultural awareness and understanding within the student body, in enriching the educational experience of students and in strengthening academic and research links. All exchanges must be driven academically but be underpinned by support mechanisms to ensure that the aims of widening educational opportunities and broadening international perspectives are met.
2. The University’s portfolio of exchanges must be reviewed on a regular basis. The International Committee will receive a report each year which provides information about all the exchanges operating within the university, the numbers of students participating (both incoming and outgoing), feedback from participants, an overview of student flows over the past 3 years (if appropriate) and recommendations for the continuation (or otherwise) of the exchange.
3. Exchanges should not be automatically renewed. It is important that the University can justify the effectiveness of every exchange programme to ensure 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.
4. Ultimate responsibility for increasing the provision of student exchange opportunities lies with the International Committee which will report to CMG (if applicable).
5. Proposals for the establishment of new agreements should be as follows:
· All applications for new Subject Area/School exchanges must be submitted on the appropriate form which is available from the International Office. All new exchange proposals must be approved by the Head of School and the Head of College (or their nominees). · New institutional exchanges should be submitted for consideration to the International Committee.
Each exchange proposal should contain a reasoned statement showing both School and College support for the exchange, an indication of student numbers involved with evidence that these numbers are realistic, the name of an academic contact (for all School/College links) who will act as the liaison contact, 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.
6. The University of Edinburgh (through the University solicitors) will draw up a series of generic exchange agreements. These will include agreements for:
· The exchange of students from one academic area to an equivalent academic area at the host institution. · The exchange of students from Edinburgh in one academic area but incoming students from the host institution could be from a range of academic disciplines (or vice versa) · The exchange of students from all appropriate academic areas at both institutions (institutional exchange)
7. All exchange agreements should be signed by the Vice Principal (International) following approval by the International Committee except ERASMUS agreements where the signature of the contracts is delegated to the Institutional SOCRATES Co-ordinator. 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.
8. Exchanges will generally incorporate an exchange of tuition fees only unless there are good grounds for including the exchange of other elements (e.g. room and board). Any request for other elements to be included in the exchange must be submitted along with the application for the establishment of the exchange.
9. The accounts for managing the students exchange programmes (e.g. exchanges with a room and board element or exchanges with a scholarship element) will be managed by the Exchanges Unit in the International Office. The Unit will submit its accounts each year to the International Committee for perusal if requested. (ERASMUS accounts will be submitted to the UK SOCRATES ERASMUS Council or the SOCRATES Technical Office as appropriate.)
10. Exchanges will be expected to achieve a balance of flows. Each year the balances will be checked by the Exchanges Unit in the International Office and the numbers participating each way will be negotiated with the partner to ensure reciprocity over a three year period.
11. The Exchanges Unit (EXU) in the International Office will maintain a database of all student flows. It will also maintain a database of participating Edinburgh students.
12. The EXU will prepare each year Notes of Guidance for Edinburgh students participating in the International Exchange Programme covering such issues as academic requirements at the host institution, health insurance, safety, likely costs etc. The EXU will attempt to obtain as much practical information as possible from the University’s ERASMUS partners.
13. The academic programme of an outgoing student from the University of Edinburgh must be approved by the student’s Director of Studies. A Student Release Form should be completed for every student participating on a student exchange programme signed by the DOS/DEAD and the Head of School or his/her nominee (copy to the College Office and to Registry). This confirms the student’s participation on the programme and the agreement for credit transfer for all work successfully completed at the host destination.
14. Organisation of the transfer of credit and grades is the responsibility of the School. Students will be advised by the School before departure about the way in which credit will be transferred.
15. The EXU will be required to evaluate the experience of all exchange students. Each student will be asked to submit a student evaluation form which covers issues such as:
· Pre-departure information · Contacts during the exchange period · In-country orientation · Support at the Host Destination · Quality of academic experience · Extra Curricular activities · Housing · Other General information (travel, costs etc)
16. The EXU will prepare a report each year to the International Committee based on the responses from the students and recommending any action necessary.
17. The EXU will from time to time arrange pastoral visits for students undertaking exchanges and site visits to exchange destinations. These visits should report on facilities for exchange students (housing, library, computing), any academic issues (over subscribed departments, course problems etc) and any difficulties being experienced by students themselves. It is hoped that the EXU can utilise University of Edinburgh staff visiting countries on other university business to carry out these pastoral visits.
18. This policy will be regularly reviewed and will be updated when necessary. Suggestions for improvements/changes are welcome from staff and students at both the University of Edinburgh and our partner universities.
SCM 12.09.02 K;Gen:IntCttee/Exchange Policy (amended May 03 and Nov 04))
The University of Edinburgh
Senatus Undergraduate Studies Committee
27 April 2004
Consideration of how to treat students who have failed Study Abroad year
SUGSC considered this matter at its meeting on 2 March 2004 and concluded that:
It was difficult to establish a common procedure for how to treat students who had failed their year of study at the host University. ‘Failure’ as defined by the host institution was not unusual for study abroad students and might arise as a result of the student having to work in an unfamiliar system, underperformance in one or two elements leading to failure of the whole year, language difficulties or other justifiable reasons. Although the most important criteria for progression to the next year of study at the University of Edinburgh was that the student was prepared for it, such a concession was not made for students who had failed part of the course while studying in Edinburgh. SUGSC concluded that the only way to overcome this difficulty and to ensure parity of treatment of students as much as possible was for a College level committee to consider the cases of students returning from study abroad who had been awarded fails and deciding whether or not individual students were eligible to proceed to the next year of study.
The Convener and secretary met with Dr Barron, College of Humanities and Social Sciences and Ms Sandra Morris, International Office to discuss this matter further and recommend the following to SUGSC for consideration:
1. There should be a University-wide committee which meets in September to consider the cases of students who have apparently failed one or more components of their year abroad, and cannot therefore immediately be deemed to have completed 120 points at the appropriate level. This would ensure parity of treatment for students across the University and also allow expertise to develop at a University level;
2. This committee will act as a de facto Board of Examiners in deciding whether or not students should be awarded 120 points and therefore become eligible to proceed to the next year of study;
3. All students should be aware when embarking on a study abroad year that in order to progress to the next year on their return to the University of Edinburgh, they must have taken the equivalent number of classes/assessments/credits that students undertaking the normal full load at the host institution are expected to take during the academic year. This would normally be the equivalent of 120 SCQF points or 60 ECTS points;
4. The committee should be chaired by a senior member of academic staff of the University, have representatives from the 3 Colleges and should also include at least one External Examiner within its membership (the External Examiner may be specially appointed to this role or may be an examiner already appointed to one of the University’s courses);
5. The committee would also consider special circumstances that may have affected a student during his/her period of study abroad.
6. Students may appeal against the decision of this committee only through the University’s normal appeals process;
7. It is likely that some students will not have received their formal transcript from their study abroad institution by the date of this meeting. Nevertheless all students should be able to provide some evidence of the results obtained while studying abroad. (Students will be advised by their Directors of Studies and the International Office that this information will be required).
8. The committee will meet for the first time in September 2005.
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