Exchange Partnerships
OverviewIn 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.
University-wide exchanges are open to most students, however,
not every degree subject may be offered by all our University-wide partner
institutions.
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 agreements 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.
Initiating exchange agreement – 11 steps:
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).
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.