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​​​Exchange Partnerships



Overview

In the last 30 years, Edinburgh Napier University has established more than 80 exchange partnerships around the world, signing more than 100 exchange agreements. The University is also a member of the International Student Exchange Program (ISEP) since 1992. The ISEP Network is the largest global community for study abroad offering exchanges at more than 300 universities.


The full list of the Edinburgh Napier University exchange partners can be viewed here.

 

Questions about non-reciprocal (fee-paying) incoming study abroad agreements should be raised with Federica Giuntoli F.Giuntoli@napier.ac.uk the International Partnership Manager.


Types of exchange agreements

Our exchange agreements are either University-wide or subject specific.


1. University-wide exchanges are open to most students, however, not every degree subject may be offered by all our University-wide partner institutions.


2. Subject-specific exchanges are only open to students whose degree programme is in the stated subject area.


Questions about non-reciprocal (fee-paying) incoming study abroad agre​ements should be raised with Federica Giuntoli F.Giuntoli@napier.ac.uk , the International Partnership Manager.


The Institutional Mobility Forum (the IMF)

To manage the process of setting up and reviewing exchange agreements, and ensure an equitable and clear approach, all agreements are subject to scrutiny via ENU’s Institutional Mobility Forum​


 

How a Programme Leader can initiate an exchange agreement : 

1. First contact – this may be a 'cold call' from a potential partner, a contact that an academic colleague has made through external networks, or an opportunity that has been proactively researched and identified by the School or Global Mobility team as a possible 'good fit'. The latter being the preferred approach.


2. Regardless of the starting point, it is essential that Schools have a discussion with the Global Mobility team prior to making any assurances to the prospective partner that an exchange partnership is definitely viable. The Global Mobility team can provide data on existing partnerships, outgoing student numbers, as well as expertise on what is likely to be feasible in terms of student demand and interest – keeping in mind that Exchange partnerships must be created in line with the ENU Internationalisation Strategy which includes a specific objective related to growing outgoing mobility.


3. The Global Mobility Manager will then determine whether or not to give an in-principle approval to proceed - based on data, professional judgement, risks, opportunities and alignment to strategic priorities– as to whether the institution is likely to be a viable Exchange partner. In the event the Global Mobility Manager does not provide approval at this stage, a clear reason will be given along with alternatives such as rationalisation-before-expansion, pausing immediate progress to allow more time to evidence demand/suitability pursuant to the outgoing mobility agenda.


4. Once the Global Mobility Manager is satisfied that the proposed partner is likely to present a good opportunity for student exchanges, the Global Mobility team will:

a. Reach out to the institution to ask if they would be interested (in the event that this partnership stems from proactive identification from within ENU and therefore there has

been no prior communication), or contact the institution to confirm that ENU is interested in progressing.

b. Where possible, an online meeting will be arranged. The Global Mobility team will provide the potential partner with a Partner Agreement Pack, which will include general information and guidance along with:

i. For EU/EEA – Standard ENU Student Exchange Agreement template, Erasmus+ 'International' Inter-Institutional Agreement, copy of Safeguarding Policy and Safeguarding agreement, ENU Key Information sheet and links to appropriate resources and contacts, and Experiential checklist.

ii. For 'Overseas' – Standard ENU Student Exchange Agreement template, copy of Safeguarding Policy and Safeguarding Agreement, ENU Key Information sheet and links to appropriate resources and contacts, and Experiential checklist, along with the International Data Transfer Agreement (IDTA) (IDTA not currently needed for EU/EEA/Switzerland due to UK GDPR 'adequacy' status).


5. Concurrent to 4.b, the Global Mobility team will ask the School proposer to start work on the Student Exchange Partner 'Academic Proposal' form, whilst the Global Mobility team will work with the potential partner to compile the information needed to complete the Student Exchange Partner 'Experiential' check list.


6. 'Academic proposal' to be completed, signed by identified School approvers, and returned to the Global Mobility Manager/IMF Clerk, for final review and authorisation. The Global Mobility manager will advise whether there are any aspects of concern, or that require adjustment prior to sign off.


7. Full proposal tabled at a quarterly IMF meeting for approval.


8. On assumption the Proposal is approved, the Global Mobility team will work directly with the proposed Partner on the Agreement instruments and subsidiary documents. The Global Mobility team will liaise with the Governance team (per agreed service levels) about any aspects of the agreement or Data protection requirements that require Governance intervention or referral to the external solicitors.


9. Once the following documents are received and signed in full, the document pack will be sent (electronically in most cases) to the Vice Principal International for countersignature.

a. Exchange agreement – Erasmus International IIA OR Standard Exchange Agreement

b. IDTA and IDTRA

c. Safeguarding agreement


10. A copy of the finalised agreement will be sent to all internal signatories, with all master records kept within Global Mobility. A copy will also be returned to the new partner institution.



11. The Global Mobility team will then update all platforms and promotional assets over the Summer (in preparation for the Sept-Nov round of promotion and applications for exchanges the subsequent year), which will also include any changes to information about existing partnerships resulting from the annual review cycle (as outlined below).

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Student Exchange Partnership Management – TIMELINE

Month

New Partner set up

Partner maintenance

September

 

 

October

Finalised partner proposal paperwork to be submitted to GMM 4 weeks ahead of IMF.

 

November

New partner proposals tabled for ratification at November IMF.

Existing partner data and recommendations tabled (November IMF).

December

 

 

January

Finalised partner proposal paperwork to be submitted to GMM 4 weeks ahead of IMF

 

February

New partner proposals tabled for ratification at February IMF.

Deadline for review decision to continue/cancel/reduce/increase (Feb IMF).

March

 

GM to commence communication to partners and updates to resources/platforms following review outcomes.

April

Finalised partner proposal paperwork to be submitted to GMM 4 weeks ahead of IMF.

 

May

New partner proposals tabled for ratification at IMF.

 

June

 

 

July

All new partnerships to be finalised.

Final updates to info resources and platforms

All actions from February review to be finalised.

Final updates to info resources and platforms.

August

No new partner proposals accepted at August IMF.

 



Frequently asked questions are answered here​.

LAST UPDATED: 17/06/2024




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