INTERNATIONAL
PARTNERSHIPS
HANDBOOK
Revised: 20th September 2011
Introduction
The University of Kent is proud of its international reputation and of its interaction with
partners overseas. Kent currently has over 400 links with institutions based outside the
UK, and the wide range of these activities encompass student / staff exchanges, visiting
faculty, dual awards, joint research, enterprise activities, and progression arrangements,
amongst others. A record of how we intersect with these partners is available for
internal viewing on the International Links Database, available on the University’s
internationalisation web pages.
In order to ensure that proposed new international partnerships and collaborations are
appropriately strategic, high quality, and enhance the reputation of the University, all
Kent faculty and staff must adhere to a series of internal approval processes and
guidelines prior to any binding discussions or negotiations with an external partner. This
handbook aims to provide internal staff with information about how to establish such
partnerships and also includes a flow-chart with instructions to help guide staff through
the approvals’ processes.
In case of further enquiries, please contact International Development: Stephen Wallis
or Primrose Paskins (partnerships outside the EU) or Jan Lowe (partnerships within the
EU).
Professor Alex Hughes
Pro Vice Chancellor - External
2
Contents
SECTION 1
Roles and Responsibilities of International Partnerships Staff
4
SECTION 2
Defining Partnerships
6
SECTION 3
Partnership Approval
11
SECTION 4
Erasmus procedures
14
SECTION 5
Erasmus Mundus procedures
16
ANNEXES
1 – Approvals’ Process Flow Chart
2– Template Letter of Intent
3 – Statement of Strategic Benefit
4 – Risk Assessment
5 – Due Diligence Checklist
6 – Template Memorandum of Understanding
7 – Template Student Exchange Agreement
8 – Template Study Abroad Agreement
9 – Proposal for Erasmus Partners
10 – Checklist of things to consider when establishing
a new student exchange
11 - APL Protocol Template for Articulation and Linked
Articulation Arrangements
3
18
19
20
23
26
29
31
38
45
49
51
SECTION 1
Roles and Responsibilities of International Partnerships Staff
The primary members of staff responsible for managing and supporting the international
partnership approvals’ process are drawn from several offices across the University as
illustrated below:
Name
Position
Alex
Hughes
Pro-ViceChancellor
External
Administrative 7599
Assistant
(Collaborative
Provision)
Deputy
4935
Director
Matthew
Redmond
Stephen
Wallis
Jan Lowe
Primrose
Paskins
Jon Pink
European
Partnerships
Officer
International
Partnerships
Officer
Academic
Registrar
Internal
Email
telephone
number
3908
[email protected]
[email protected]
Office
ViceChancellor’s
Section
Quality
Assurance &
Validation
[email protected]
International
Development
4108
[email protected]
International
Development
4922
[email protected]
International
Development
3673
[email protected]
Academic
Division
From time to time other staff may also be involved to help with country-specialist
information, insurance, liability or enterprise expertise but in most cases the staff listed
above will handle the majority of partnership queries and approvals.
1. Professor Alex Hughes, Pro-Vice Chancellor (External)
The Pro-Vice-Chancellor External has overall responsibility for approving new
international partnerships and for signing memoranda of understanding, agreements
and other partnership documents.1 Alex Hughes also spearheads Kent’s
internationalisation strategy. Accordingly, she must be satisfied that the nature of a
proposed collaboration advances Kent’s international strategic aims and that the
1
NB. Collaborations solely or primarily involving unfunded research will be referred by Alex Hughes to
Professor John Baldock (PVC for Research). Professor Baldock has responsibility for approving new
collaborative arrangements for unfunded research and signing related letters of intent and Memoranda of
Agreements.
4
suggested partner, in terms of its academic profile and reputation, is a suitable ‘fit’ for
the University.
2. Matthew Redmond, Administrative Assistant (Collaborative Provision)
The Quality Assurance and Validation Office manage the quality assurance related
processes involved in establishing new international partnerships. Matthew Redmond is
responsible for liaising with schools and with EG (in addition to the staff listed above) to
ensure that each step in the approval process is progressing and has been satisfactorily
completed at the right time.
3. Stephen Wallis, Deputy Director of International Development
The Associate Director of International Development, in consultation with senior
colleagues in the ID, provides advice and guidance to schools on the appropriateness of
potential international partners for Kent. The International Office can also advise in an
informed way on the management of any cultural issues that may be relevant to
negotiations with overseas partners. Stephen Wallis and senior colleagues may visit
such partners in the pre- and post-approval process, to take forward negotiations and
maintain links. Stephen is Erasmus Institutional Coordinator and can also provide
advice on Erasmus Mundus programmes.
4. Jan Lowe, European Partnerships Officer
European Partnerships Officer provides advice and guidance to schools in regard to
developing new European partnerships. In consultation with senior colleagues in
International Development, Jan Lowe is responsible for all (non-UK) EU links and
collaborations, including ERASMUS programmes.
5. Primrose Paskins, International Partnerships Officer
Primrose Paskins provide advice and guidance to Schools in regard to developing new
international (outside EU) partnerships. In consultation with senior colleagues in ID,
Primrose is responsible for partnerships with the Santander Group European
Universities Network. She is also a member of the Internationalisation Task Force and
has overall responsibility for maintaining the International Links Database on
SharePoint.
6. Jon Pink, Academic Registrar
The Academic Registrar holds overall responsibility for the production and recording of
partnership agreement documentation; although in practice the work in this area is likely
to be delegated to staff in the relevant University offices, such as the Office for Quality
Assurance and Validation.
5
SECTION 2
Defining Partnerships
The QAA defines collaborative provision as “educational provision leading to an award,
or to specific credit toward an award, of an awarding institution delivered and/or
supported and/or assessed through an arrangement with a partner organisation”. In
practice this term covers a wide range of different forms of partnership. For the
purposes of clarification, the list below sets out the nomenclature of the most common
forms of partnership and provides a definition of how they are used by the University of
Kent. 2
A full list of Kent’s collaborative partner institutions can be found at:
http://www.kent.ac.uk/uelt/quality/collaboration/CollabProvReg.pdf (this is UK based
collaborations). European and International collaborations which fall outside of the QAA
definition are listed on the International Links Database.
i) Student Exchanges
The opportunity for University of Kent students to spend part of their studies at a partner
institution outside the UK, and for students from our partner institutions to spend part of
their studies at Kent. The duration of the exchange may be for a few weeks, a semester,
or an academic year and in general the aim is to balance the exchanges so that both
partners send and receive an equal number of students (or FTEs).
Student exchanges of over three months duration that take place with eligible partners
from the EU or other eligible European countries may be funded by the Erasmus
programme.
ii) Staff Exchanges
The opportunity for University of Kent faculty or staff to teach, undertake training or
conduct research at a partner institution outside the UK, and for faculty or staff from the
partner institutions to come to Kent. The duration of the exchange varies and may be
concurrent or consecutive.
Staff teaching or training exchanges with partners from eligible European countries may
also attract Erasmus funding.
iii) Industrial / Work Placements overseas*
Kent’s students may travel overseas for an industrial or work placement during their
vacations or during term-time, subject to mutual agreement with their School,3 Such
placements may be organised by the partner institution, or they may be a link which the
2
Unless part of an MOU/Agreement, those forms of partnership marked with an asterisk are not normally
managed by International Development
3
Industrial / work placements may or may not be credit-bearing: check the relevant programme
specification for detail.
6
student has sourced either him- or herself. Similarly, some of the arrangements we
have with overseas partners are established in such a way so that students can come to
the UK to take up work placements with Kent’s industrial partners, such as Pfizer or Sun
Systems. Where schools are sending students overseas on industrial/work placements
that do not form part of an existing university agreement, Sarah Farley (maternity cover)
in the Careers Advisory Service should be consulted. If the placement is to take place
within Europe, International Development should also be consulted about the possibility
of securing Erasmus funding.
iv) Protocols for Admission with Advanced Standing via the Accreditation of Prior
Learning (APL)
Cohorts of students at partner institutions may be offered entry to an advanced stage of
a University of Kent programme subject to the satisfaction of specific conditions set out
in an agreed APL protocol between the two parties. For example, under such
arrangements students at a partner institution may be granted entry to Stage 2 of an
undergraduate degree programme following a process of recognition of the relevance of
their prior study to Stage 1 of the Kent programme in question. To develop such links,
the proposing school first undertakes a mapping of the learning outcomes of the
partner’s programme against its own. This mapping document must conform with the
requirements of Annex R of the Code of Practice for Taught Programme. Any APL
protocol must be ratified by the APEC/L Sub-Board of the University prior to the
admission of any cohort of student to a Kent programme by this means. In consultation
with the Quality Assurance & Validation Office, a bespoke agreement (i.e. the APL
Protocol) is then drafted that sets out the conditions that students may will be required
to achieve prior to commencing study on the programme at Kent. This might involve
gaining passes in particular core modules or achieving a specified overall average mark
(i.e. higher than the pass mark) in their own programme before articulating onto the
programme at Kent. Successful students are awarded the necessary Kent credit for the
stage before proceeding to undertake the remainder of the programme.
v) Articulations and progression arrangements
Under such arrangements a cohort of students is guaranteed direct entry with advance
standing onto a Kent programme as a result of prior study at the partner institution,
which may involve gaining a particular qualification (possibly with specified marks) at
the partner institution. This differs from Progression arrangements which do not permit a
cohort admission with advance standing. In some instances it might be appropriate for
schools to establish a linked articulation agreement. In a linked articulation
arrangement, in addition to arrangement described above (iv), an agreed cohort of
students who have completed a specified programme at Kent with advance standing
may be eligible to return to the previous institution or organisation and use the credit
obtained at Kent to secure a separate qualification from this institution. Assessment
decisions are made solely by the awarding institution with no input from the institution at
which the student obtained credit which provided advance standing onto the specified
programme of the awarding institution.
7
vi) Arrangements for Jointly Supervised Research Degrees (co-tutelles)
Under the regulations for jointly supervised research degrees (also known as cotutelles) research programmes Kent has entered into a number of agreements with
European and International institutions to offer programmes leading to the award of a
dual (also known as double) PhD. The regulations permit research candidates to spend
at least twelve months of their PhD programme at both institutions and are examined
under conjoint regulations in order for the doctorates to be awarded. .
vii) Joint Research Initiatives *
Agreement between institutions to undertake joint research is a common objective of
international partnerships, and is usually established by the partners signing either
letters of intent or memoranda of understanding. Joint research may be the aim and
product of external funding (such as PMI2, governmental, industry or research awards),
but this is not always the case. Generally the research itself is considered to be the
property of both (or all, if there are more than two) institutions. In such cases, faculty
and doctoral students may spend time at one or both institutions. Schools should
consult Research Services and/or the Graduate Research Services. Research Services
http://www.kent.ac.uk/res/ can also offer assistance on unfunded research
collaborations which are not governed by the same regulations and agreements as
funded research collaboration but will be required to undergo a certain collaborative
checks.
viii) Dual Awards
A collaboration leading to a dual award involves the development of a programme of
study that leads to the granting of separate academic awards by both the University of
Kent and the partner institution. Normally, the students satisfy the requirements for the
programme by undertaking equal periods of study at the respective institutions. Before
approving a dual award programme the University must be satisfied that the partner
institution can provide the necessary infrastructure of support for student learning and
that its arrangements for quality assurance meet the expectations of the QAA’s Code of
Practice for Quality Assurance. All such programmes are subject to approval by the
Programme Approval Sub-Committee (PASC). Schools wishing to add a new partner
institution to an existing dual award programme should consult Annex C of the Code of
Practice for Taught Programmes.
ix) Joint Awards (Taught Programmes)
A collaboration leading to a joint award involves the development of a programme of
study that leads to the granting of a single award by two or more collaborating partners.
This means that successful students receive an award certificate that is conferred jointly
by and bears the logo of the respective partner institutions. In practice, Kent has tended
to develop such programmes only on the Universities at Medway campus with its colocated University partners on that site.
x) Validation
The University enters into validation arrangements where it agrees to offer a Kent award
to the students of a partner institution for a programme of study devised, delivered and
8
assessed by the partner institution. The University remains responsible for the
standards of awards and for the quality assurance of such validated programmes. Kent
appoints the Board of Examiners and the external examiners for these programmes,
and academic liaison with the partner is conducted via a cognate school at Kent. The
programmes are subject to Kent’s Code of Practice for Quality Assurance.
xi) Franchising
Kent uses the term ‘franchising’ to refer to arrangements whereby some of its students
undertake programmes of study delivered by one of four local FE Partner Colleges.
The programmes, normally vocationally oriented sub-degree provision or top-up
degrees, are either devised by the Partner College or are standard Edexcel HNC or
HND programmes offered under licence. The awards for such programmes are
University of Kent qualifications, and the programmes are subject to Annex O of the
University’s Code of Practice for Quality Assurance of Taught Programmes of Study.
xi) Enterprise Activities*
At the University of Kent, overseas activities which are mainly commercial are normally
arranged through Kent Innovation and Enterprise. KIE also becomes involved in
international partnerships where issues arise relating to the ownership of intellectual
property.
xii) Off-campus Delivery
Teaching and syllabi are delivered and provided entirely by University of Kent staff, but
delivery does not take place on a Kent campus but at an Academic Centre approved for
this purpose. In these cases, the University works with overseas partners wherein the
latter provide facilities (for example, library and IT resources, teaching accommodation)
and administrative support.
xiv) Flexible and Distributed Learning (FDL) / Distance Learning
Kent has not promoted FDL programmes as a means to meeting its key strategic
objectives in international partnership. These types of partnership tend to be similar to
off-campus delivery, but with the exception that students are not required to attend
classes at a particular time or place, but instead fit their studying around their work or
other schedules (often, but not always, by studying online or via correspondence). Kent
operates one such programme via its validated partner, the ifs.
xv) Joint Awards (Research Programmes)
A collaboration leading to a joint research award involves the development of a
programme of study that leads to the granting of a single award by two or more
collaborating partners. This means that successful students receive an award certificate
that is conferred jointly by and bears the logo of the respective partner institutions. In
practice this provision is limited to partnerships governed by the Erasmus Mundus
programme (see Section 5) involving a consortium of Higher Education providers.
9
xvi) Collaboration under the EU’s Life Long Learning Programme (For Erasmus
funding, please see appropriate section)
The following funding streams fall under the European Commission’s Lifelong Learning
Programme: Leonardo; Tempus; Transversal Programmes, and the Jean Monnet
programme for European Integration. As activities funded by these programmes involve
external partner institutions, Due Diligence procedures may need to be completed
before an application within these funding streams can be approved by Kent. The
European Office needs to be informed of a proposed application as soon as possible in
order to complete the necessary procedures.
10
SECTION 3
New Partnership Approval
Before the University can enter into new partnerships with other institutions or
organisations (which, after all, are legally binding contractual relationships), it is obliged
to take steps to assure itself that the financial or reputational risks involved are
minimised and that the prospective partner can meet its responsibilities arising from the
agreement. The approval process for new international partnerships has therefore been
designed to ensure that all the necessary checks are made in advance of the signing of
the MoA. This is an external requirement, subject to audit by both the QAA. Given the
number of steps involved in properly establishing a new relationship, schools and
potential partners should not expect that it is possible to sign a Memorandum of
Understanding or Agreement within a short timeframe. Depending on the exact nature
of the link, it is a reasonable expectation that an international partnership may take
somewhere between six and twelve months before final completion. Clearly it is
important for schools to begin the process well in advance of any anticipated start date
The approval procedure for new collaborative 4 partnerships is detailed in the
Collaborative Provision Policies and Procedures Part 1.
Current Partners
A list of Kent’s current partner institutions is available on the University’s
Internationalisation Strategy SharePoint site. This list can be sorted and filtered by
School, country, etc, to provide the required data view. See:
https://sharepoint.kent.ac.uk/groups/internationalisation/Lists/International%20Links/staf
f_and_student_exchanges.aspx. A definitive list of those partnerships which are
deemed collaborative in accordance with the QAA definitive can be viewed at
https://www.kent.ac.uk/uelt/quality/collaboration/CollabProvReg.pdf
In most cases, the procedure for approving a new international partnership is as
indicated below. (A flow-chart outlining the main steps in this process is also included
at the end of this document - see Annex 1).
However, please note that, due to the pre-recognition exercise undertaken as part of the
Erasmus Programme, the procedure for establishing new Erasmus Bilateral Agreement
for student or staff exchange is more straightforward than is set out below (see Section
4).
Similarly, the process for unfunded research collaborations is also more straightforward
than the procedure set out below. In Step 4 it is not necessary to carry out a risk
assessment of the proposed partner institution, and due diligence checks with a student
focus will not be required. Please consult Research Services for further guidance.
STEP ONE
The School selects a potential partner or is approached by an outside organisation
which seeks a partnership with Kent. Note that for any international partnership to
4
As per the QAA definition described in Section 2
11
proceed it is important that the Head of School is supportive of the link from the outset,
so internal discussions should take place within the School before progressing to step
two.
STEP TWO
Once a partner has been selected, the School must contact the appropriate member of
staff from International Development (see Section 1) to alert them to the potential link
and to gain initial feedback. The School should check the International Links Database/
Collaborative Provision Register to check whether Kent already has any other links with
that institution. Where appropriate staff from International Development will then liaise
with the PVC External for preliminary discussions as to whether there is top-level
support for the link.
STEP THREE
If Alex Hughes and International Development are supportive of the proposed link staff
in the OQA&V will then manage the administrative approval process for those links
leading to collaborative awards and ID will manage the administration for all other links
as appropriate. If the School believes that it is appropriate at this stage in the process
they may choose to send a letter of intent (see Appendix 2) to their counterpart
outlining the intention of Kent to further investigate the potential collaboration. The
school will be asked to complete the Statement of Strategic Benefit (see Annex 3).
Schools must take responsibility for completing the Statement of Strategic Benefit in full
to show that due consideration has been shown to meeting the University’s strategic
aims before seeking to confirm a new partner. Where the SSB is completed by a
member of staff other than the HoS, the completed document must indicate that the
HoS is supportive of the link.
STEP FOUR
Once the Statement of Strategic Benefit has been completed and returned to the
appropriate office, a log of the proposed link will be entered on the tracking spreadsheet
on
SharePoint:
https://sharepoint.kent.ac.uk/groups/internationalisation/Shared%20documents/Forms/A
llItems.aspx. and the Risk Assessment (see Annex 4) and the Due Diligence
checklist will be completed (see Annex 5).
STEP FIVE
If there are any gaps in the due diligence checklist, the appropriate staff member in the
relevant Faculty/ School will be informed in order that they may liaise with the partners
as appropriate. In some instances staff in International Development may also be able
to help obtain this information. When the necessary information has been obtained and
collated the due diligence procedure will be complete.
STEP SIX
Once all three preliminary approval documents have been completed (that is, the
Statement of Strategic Benefit, the Risk Assessment and the Due Diligence Checklist),
the OQA&V will forward them to the PVC External with an explanatory note for
consideration by the Executive Group (EG).
STEP SEVEN
When EG, taking into account all submitted paperwork, considers the proposed
collaboration, it will either approve the partnership and allow it to proceed to the next
12
stage, or it may require further clarification/investigation. If the latter decision is made,
the partnership will need to be re-tabled and reconsidered by EG before it can proceed
to step nine.
STEP EIGHT
If required, the OQA&V will liaise with the School to ensure its completion of any
required Programme Approval processes or business plans. Guidance can be sought
from Annex C of the Code of Practice for Taught Programmes where relevant.
STEP NINE
The necessary documentation required confirming the link, such as a Memorandum of
Understanding (see Annex 6) and/ or Agreement will be drawn up by the OQA&V/ IO/
EO as appropriate. These documents will normally be based on Kent templates,
although in some instances we may use our partners’ templates. Student Exchange
Agreements (SEA) or Study Abroad Agreements will be prepared by International
Development (see Annexes 7 and 8). Agreements required for dual or joint degrees or
validation arrangements will be prepared by OQA&V (templates for these agreements
are available on request from the QA&V Office). When a draft agreement is available it
will be sent to the appropriate representative at the partner to check they are content to
proceed on the basis of the proposed memorandum. If any external legal advice is
required, guidance from the PVC External will be sought to determine how to proceed.
STEP TEN
The Academic Registrar will edit and/ or approve the MOU or agreement as appropriate
at return to the OQA&V.
STEP ELEVEN
Arrangements will be made for Alex Hughes to sign Kent’s and the partners’ copies of
the agreement documentation and subsequently the agreement will be sent to the
partner with an appropriate cover letter for signature. The tracking spreadsheet on
SharePoint will be updated and International Development and OQA&V will keep the
School up-to-date with developments throughout the whole process. When signed by
all partners, any agreements relating to the provision of University collaborative awards
will be returned to the OQA&V in order that the Collaborative Provision Register can be
updated. Memoranda relating to student exchanges will be retained by International
Development, as appropriate to the link. Research Services will retain copies of any
letters of intent or agreements relating to joint research initiatives undertaken by Kent
staff.
STEP TWELVE
The OQA&V will provide a termly update report on the status of all overseas
partnerships that are currently under development by the University. Where this report
indicates that the agreement has been signed by the parties, EG will note the link as an
active collaboration.
13
SECTION 4
ERASMUS PROCEDURES
Many degrees at the University of Kent offer the opportunity of spending a year studying
in mainland Europe as an integral part of the programme of study. Most of these Years
Abroad are supported by the Erasmus Programme, an EU-funded scheme to promote
student/teacher mobility within the EU, EEA and other eligible countries. Some degrees
also offer the opportunity of spending the year on an approved work placement or
language assistantship.
For further information please visit the Studying and Working Abroad pages
http://www.kent.ac.uk/european/yearabroad/index.html
Current Partners
A list of our current Erasmus partner universities is available on the University of Kent's
Internationalisation Strategy SharePoint site. This list can be sorted and filtered by
School, country etc.
https://sharepoint.kent.ac.uk/groups/internationalisation/Lists/International%20Links/staf
f_and_student_exchanges.aspx
Agreements
Under the University's Erasmus University Charter we have a considerable number of
Institutional and Bilateral Agreements, through which University of Kent Schools send
and receive students for periods of study to and from selected partner institutions in
mainland Europe. Each year reciprocal Agreements are signed with the partner
institutions, under which numbers of students to be exchanged for the following
academic year are agreed. These numbers are based on the numbers of students
registered at Kent for the appropriate degree and expected to study abroad during the
year in question.
Finance
The programme offers eligible students a top-up grant for the year abroad and also a
fee waiver (this applies to those who study in Europe as well as those carrying out an
approved work placement or language assistantship in Europe). Eligible students do not
have to pay tuition fees to the home or host institution for that year.
Administration
International Development’s Erasmus Team – Jan Lowe, Janet Wilson-Sharp, Brechje
Klok-White and Françoise McKee - is responsible for administrative arrangements for
the study abroad period. We advise and support Kent students before, during and after
the year. We also assist incoming students who spend all or part of their year abroad
studying at Kent.
14
If you have any queries please email [email protected] or telephone 01227 827109
(internal extension 7109).
Setting up an Erasmus exchange
A list of our current Erasmus partner universities
https://sharepoint.kent.ac.uk/groups/internationalisation/Lists/International%20Links/staf
f_and_student_exchanges.aspx
is available on the University of Kent's Internationalisation Strategy SharePoint site. This
list can be sorted and filtered by School, country etc.
If you wish to enter into an agreement with a new partner under Erasmus, you should
complete a New Partner Proposal Form (see Annex 9 or download from the
International Development website https://www.kent.ac.uk/europeanoffice/staffinformation/erasmusexchange.html#settingup ) and return it, signed by your
Head of School, to International Development. We will then seek approval from the ProVice-Chancellor External before drawing up the necessary Bilateral Agreement with the
partner university.
Before completing the form, you should refer to the Checklist of things to consider when
establishing a new Erasmus exchange (see Annex 10 or download from the
International Development website https://www.kent.ac.uk/europeanoffice/staffinformation/erasmusexchange.html#settingup )
Any questions relating to setting up a new Erasmus exchange should be directed to:
European Partnerships Officer, International Development.
Tel 01227 824108 (internal extension 4108)
Email: [email protected]
15
SECTION 5
ERASMUS MUNDUS PROCEDURES
Erasmus Mundus is an EU-funded cooperation and mobility programme in the field of
higher education that aims to enhance the quality of European higher education and to
promote dialogue and understanding between people and cultures through cooperation
with countries outside the EU.
Erasmus Mundus Action 1 involves a consortium5 of HE institutions across Europe and
elsewhere cooperating to develop innovative dual or joint degrees at Masters or
doctoral level. These degree programmes are then put forward to the Erasmus Mundus
scheme for approval and, if successful, will receive grant funding for the institutions and
students involved. For more information contact International Development or see
http://eacea.ec.europa.eu/erasmus_mundus/programme/about_erasmus_mundus_en.p
hp .
Please note that that time should be allowed for the application process from inception
to submission to take at least 12 months.
Procedures relating to Erasmus Mundus Action 1 collaborative proposals are as follows:
Scenario A: University of Kent as leader of the consortium
Kent Schools interested in forming, and ultimately leading, a consortium of HE
institutions with the purpose of developing an Erasmus Mundus Masters or Doctoral
programme should initially seek advice from International Development concerning the
feasibility of their proposal. (The proposal will be submitted to the Erasmus Mundus
Steering Committee for initial approval).
Scenario B: University of Kent as member of consortium led by another
institution
A member of staff who is approached by a colleague in another institution regarding
joining a proposed Erasmus Mundus consortium, having gained approval in principle to
pursuing the proposal from their Head of School, should seek advice from International
Development in the first instance. (The proposal will be submitted to the Erasmus
Mundus Steering Committee for initial approval).
An initial meeting of all interested partners should be arranged, at which an early draft of
the possible joint/dual programme is discussed to ascertain early stage commitment by
all. It is advisable for a member of International Development
1. to be present at this meeting. (In cases where the University of Kent is not the
leader, it is assumed that the lead institution will arrange such a meeting.) .
2. At this point, steps 1 – 7 of the Approvals Process in Section 3 should be followed.
3. After EG approval of the partnerships, a Memorandum of Understanding (see Annex
5) will be drawn up, to be signed by all partners.
5
Minimum of 3 EU HE institutions
16
4. Once the MOU has been signed by all partners, the way will be clear for further
discussions with the partners regarding the content of the proposed degree
programme. These discussions should involve, in addition to the academic
colleagues, appropriate administrative staff of the partner universities.
5. Once the academic content and mobility plans of the proposed degree programme
are clear, a business plan should be prepared by the School for approval by EG.
6. After approval of the business plan, a Memorandum of Agreement should be
prepared, with the assistance of the Quality Assurance and Validation Office, for
signature by all partners.
7. This will clear the way for final approval procedures at Kent of the new degree
proposal and submission of the application for funding of the proposed Erasmus
Mundus Masters or Doctoral programme to the EACEA.
8. If the submission is successful, the Erasmus Mundus regulations require the signing
of a detailed Consortium Agreement between all partners before any funding can be
received.
17
ANNEX 1: PARTNERSHIP APPROVAL PROCESS
School contact ID to alert them to the
potential link, and they in turn liaise with the
PVC External and Office for Quality
Assurance and Validation (OQA&V)
School selects a potential partner (note that the
Head of School must be supportive of the link
for it to proceed to the next stage)
If the PVC External and ID are also
supportive of the link, OQA&V will manage
the next steps of the process as follows for
collaborative awards and ID for all other
arrangements:
The Risk Assessment and Due
Diligence is completed by central
departments, and a log of the
proposed link is entered on
SharePoint
School completes the
Statement of Strategic Benefit
and then submits this to the
ID/OQA&V as relevant
The School/ ID will liaise with
partners, if appropriate, to fill
blanks in due diligence and
then forward information to
OQA&V
If any gaps exist in the due
diligence, the PVC External
will be informed and ID/
School will liaise with the
partners as appropriate
OQA&V takes overall responsible for
collating all three preliminary approval
documents and then sends them to the
PVC External with an explanatory note for
consideration of the partner to be
tabled at EG
EG will consider the potential partner and
nature of the link and will either allow this
link to proceed to the next stage of
discussion / negotiation or may request
further investigation
The Academic Registrar edits
and / or approves the MOU or
Agreement and returns to the
OQA&V
The OQA&V arranges for PVC External
to sign the documents and then sends to
ID who will send to the partner by DHL
with an appropriate cover letter, and
updates SharePoint
OQA&V will create the document
required to confirm the link (e.g.,
Memorandum of Understanding,
Agreement or other), based on our
standard templates and then sends the
document to the Academic Registrar for
approval
18
OQA&V liaises with Schools to
ensure completion of Programme
Approval processes and
business plans, if appropriate
The Central Secretariat makes a request once a
term to the OQA&V for an update report on the
overseas partnerships that we are pursuing,
which will go to EG as an information paper.
Annex 2: TEMPLATE LETTER OF INTENT
To whom it may concern,
The University of Kent welcomes the opportunity to engage in further discussion with
……….. regarding potential interaction in the area of ………,between …….. and
………… In order for the institutions concerned to make a decision as to whether or not
such an arrangement would be appropriate, initial and provisional discussions will be
held and, where appropriate, relevant institutional information will be exchanged.
Following receipt of this letter a representative from the University of Kent will liaise with
a counterpart from …….., in order to discuss the potential interaction in more detail. If
initial discussions suggest that the interaction under consideration will be of mutual
benefit, the two institutions will enter into more detailed negotiation, in accordance with
the conditions set out in the University of Kent’s Memorandum of Understanding. This is
not, it should be noted, a legally binding agreement. Further agreements may follow in
due course.
Information exchanged between the two institutions will be treated in the strictest
confidence and will not be disclosed to any third party. In appropriate circumstances a
non-disclosure agreement may be signed Each institution will be responsible for any
costs that it may incur during the discussions. It is anticipated that, following initial
discussion, both institutions will consider whether or not the proposed interaction is an
appropriate one, and will inform the other of the decision taken. Following initial
discussion and appropriate processes of due diligence, a Memorandum of
Understanding and/or agreements may be signed, should both institutions wish to
proceed with the interaction under consideration.
On behalf of the University of Kent
19
ANNEX 3: STATEMENT OF STRATEGIC BENEFIT
INTERNATIONAL PARTNERSHIP AND
COLLABORATION DEVELOPMENT CRITERIA
(STATEMENT OF STRATEGIC BENEFIT – TO BE
COMPLETED BY DEPARTMENTS).
Notes for departments / schools / faculties:
Strategic international UoK partnerships should operate at faculty and / or institutional
levels, or work towards producing such partnerships, allowing for multilayered and deep
institutional collaborations.
Where collaborations are exclusively departmental / School focused, there should be
strongly compelling reasons for the development of such partnerships, which should be
owned by the relevant School or Department, not simply by individuals.
International partnerships and collaborations should allow for student and staff mobility
opportunities; research links; and, where strategically appropriate and justified through
market / recruitment conditions, collaborative programme links.
International partnerships and collaborations should aim to be medium to long term,
unless particular circumstances call for the formation of short term, operational interinstitutional connections.
International partnerships and collaborations should involve HE partners of appropriate
international standing, whose suitability should be carefully assessed, at an early stage
of collaboration development, through strategic benefit analysis, risk analysis, and due
diligence procedures.
International partnerships and collaborations should enhance the reputation and ‘brand
impact’ of UoK, as an internationalised UK HEI.
International partnerships and collaborations should reinforce the UoK international and
European recruitment strategies.
International partnerships and collaborations should be supported by appropriate
resources, networks and stakeholders and should not be formed where these
phenomena are not in place and operable.
20
International partnerships: prompts for departments / faculties to
support their initial articulation of the strategic benefits of a new /
proposed international or European collaborative activity with (insert
partner’s name here).
1. What is the nature of the proposed collaboration? Does it involve, or potentially involve;
validating an institution/organisation/academic centre; franchising a programme; working
with a partner to develop a joint or dual award; admitting students on a Kent programme
with advance standing via APL; or a different type of collaborative partnership?
2. Will the collaboration involve partnership at UG/PG level and is there an opportunity for
research links? How long is the intended partnership ie is it a long term strategic
collaboration, or a short term, tactical or operational partnership?
3. What are the strategic benefits for Kent if they enter into this collaboration ie would the
collaboration promote UoK’s position in the local region; assist the widening participation
agenda; reaffirm its title at the UK’s European University, or; help achieve the University’s
Internationalisation Strategy?
4. How appropriate is the proposed collaborative partner? How does that partner enhance
the reputation and / or ‘brand impact’ of UoK?
5. What other (UK or international) partners does the proposed collaborative partner have?
21
6. Does the proposed collaboration have University as well as School and/ or faculty benefits
and implications?
7. How does this initiative contribute to our efforts to become a more internationalised
institution and international recruitment market priorities?
8. What support does Kent have from key stakeholders in this project?
9. Does Kent have mainstream provision in the area of proposed collaborative provision?
10. Does Kent have the right networks and resources to enable this project to be successful?
11. How will a Business Plan for the proposed collaboration be developed, where for example
a new programme is a likely outcome?
Endorsed by the Head of School …………………………………………..(sign and date)
22
ANNEX 4: RISK ASSESSMENT
RISK ASSESSMENT OF PROPOSED PARTNER:
[INSERT NAME]
For initial evaluation of new full-cost collaborations
[1 = low risk; 2 = medium risk; 3 = high risk]
A. THE CONTEXT
 Language 
UK or English first language
UK based, English second language
European based, English second language
Overseas (other than Europe), English second language
 Educational Culture
UK
Commonwealth
European
Other
1
2
2
3
1
2
2
3
Sub-Total =
B. THE PROPOSED PARTNER
 Status 
Large HEI (public or private, govt approved/supported)
Publicly funded FE College
Small private college/organisation
1
2
3
 Resources 
Well resourced large institution
Well resourced small institution
Limited
1
2
3
 Prior experience of collaboration with UK (or other) HEIs 
At this level
At lower level
None
1
2
3
 HE ‘ambience’ for our students
N/A as not sending students to partner
Many progs/students at this level
Some progs/students at this level
No other progs/students at this level
0
1
2
3
23
Sub-Total =
C. THE PROPOSED PROGRAMME
 Collaborative ‘history’
N/A as only exchange is proposed
Established collaborative programme
Established on campus only
New programme
 Credit level 
N/A as only exchange is proposed
Level 0
Level 1, 2
Level 3, M
0
1
2
3
0
1
2
3
Sub-Total =
D DELIVERY MODEL
 Student Learning Experience
Partner as administrative support centre (i.e local centre only
provides premises, IT facilities, etc)
Partner as learner support centre (‘supported collaboration’ learner materials and/or local tutoring based on materials and
task defined by UoK)
Partner as Teaching Centre (‘delegated collaboration’ - all or
most teaching and tutoring delegated to partner)
1
2
3
 Control of Outcome Standards (in addition to external
examiner scrutiny)
Most assessment set and marked (or second marked) by
UoK
Assessment shared
Most assessment delegated to partner
1
2
3
Sub-Total =
TOTAL =
Overall Risk Scores
11 – 15 = Low
16 – 21 = Medium
22 – 30 = High
NOTES 1. The overall total score of any proposal will lie between 10 (min) and 30 (max), with a ‘rule of thumb’ range of 11-15 regarded as ‘low risk’; 16-21 as
‘medium risk’; and 22-30 as ‘high risk’.
2. The ‘delivery model’ is regarded as a particularly significant factor in the assessment of risk, so particular attention is paid to this section
3. Other checks/factors to consider:
- views of any local accreditation agency and/or British Council
- any local legislation about collaboration
- general ‘fit’ with University/School collaborative strategy
- existing or potential geographical ‘node’
24
-
existing or potential multi-disciplinary partner
any internal university issues (eg re-structuring)
host Dept’s track record on quality
other latent benefits, (research/consultancy opportunities, staff development, curriculum development, contribution to community need etc)
25
ANNEX 5: DUE DILIGENCE CHECKLIST
DUE DILIGENCE QUESTIONNAIRE FOR [PROPOSED OVERSEAS PARTNER]
Please supply the following information in respect of (proposed overseas partner) (“the Organisation”).
Due Diligence Checklist
1.
2.
3.
4.
5.
6.
7.
8.
Received
Source (hardcopy; web
by Kent pages; CD etc – if web pages
(/ x )
please also insert link) and
comments
Mission statement (or equivalent)
Strategic plan (or equivalent)
Prospectus (or equivalent)
Copy of potential collaborative Organisation institutional regulations relevant to the nature of
the collaboration6
Confirmation that the organisation is solvent following examination of the Annual Accounts.
Details of financing arrangements at the potential partner organisation eg funding of students and
any state or public sector funding applicable.
Written statement covering the legal status of the Organisation
Confirmation that the Organisation has the authority/legal right to enter into collaborative
partnerships
Details of the internal structure of the potential collaborative partner including the membership
and terms of reference of its governing body and most important internal committees
The OQA&V can advise on the regulations which are required, for instance in the case of jointly supervised PhDs research regulations will be relevant; for a taught masters
programme leading to a dual award Kent will require the institutions regulations for taught studies as well as other general student regulations. Regulations of private sector
organisation will be governing regulations outside of the HEI framework, Such regulations should not conflict with Kent’s current strategic plan.
6
26
9. Information regarding administration and management procedures covering the nature of the
collaboration at institutional and programme level including the details of those Schools and/ or
individuals responsible for arrangements
10. Quality assurance arrangements currently in place for collaborative provision. Relevant
information will include: curriculum development; collection and evaluation of student feedback;
management and administration of assessment processes; teaching and learning methods;
feedback to students on assessed work; tracking student progression achievement; recruitment
of students; student academic support and guidance and student pastoral support, etc
11. Confirmation of adequate physical, learning and human resources7 relevant to the programme(s)
of study
12. Details of any reports from funding or external quality assurance/professional bodies regarding
the Organisation. For overseas organisations (both EU and non-EU countries), evidence of the
standing based on advice from organisations such as the British Council, NARIC, the Foreign and
Commonwealth Office etc.
13. Confirmation that the partner institution has the appropriate staffing cohort in place to deliver
the collaborative programme (evidence may include staff CVs where appropriate)
14. Confirmation that the Organisation has mechanisms in place for publicising students’ rights and
responsibilities and providing feedback channels
15. Confirmation that the Organisation has appropriate insurance arrangements in respect of its
responsibilities and liabilities towards students, and the University of Kent;
16. Details of any past or current collaborations, licenses, approvals, third party rights and consents
recognised by other organisations (whether granted by public or private authorities or
otherwise);
the ability of the prospective partner organisation to provide a safe working environment for
17. students and staff who will be studying/ teaching at the organisation
Confirmation (in the case of student exchanges) that a site visit has been carried out to the
18. Organisation and that there are appropriate facilities in place for our outgoing students
27
Confirmation (in the case of overseas organisations) that the partner organisation can operate
19. within the legislative and cultural requirements of that country, and, at the same time, address
the points of reference offered by the UK’s Academic Infrastructure.
Completed by:
Date
Amended by:
Date
Comments provided by the OQA&V8:
Date
Approved on behalf of EG by:
Date
8
The completed due diligence checklist should be sent to [email protected] for comment prior to approval. If the partnership constitutes part of a mainstream University programme
delivered on-campus or make no contribution to the award of credit or the achievement of an academic award (ie not collaborative) International Development may wish to
provide commentary but there is no formal requirement to seek commentary from the OQA&V.
28
ANNEX 6 – TEMPLATE MEMORANDUM OF UNDERSTANDING
[Insert partner logo]
Memorandum of Understanding
The University of Kent, Canterbury, United Kingdom and […] are currently engaged
in discussions and negotiations regarding the terms of a Student Exchange
Agreement [delete or amend as appropriate] between the two institutions, with a
view to concluding a legally binding agreement (“Agreement”). In order for both
institutions to make a decision as to whether or not such an arrangement would be
appropriate, the institutions will exchange certain information about courses,
administration, course fees and qualifications pertaining to each institution.
Each institution agrees and shall not use for its own purposes, nor without the prior
written consent of the other institution disclose to any third party, information of a
confidential nature supplied to it by the other institution. This obligation continues
unless the information is public knowledge or already known to that institution at the
time of disclosure or subsequently becomes public knowledge other than by breach
of this letter.
To the extent necessary to implement the provisions of this letter, each institution
may disclose confidential information to those of its employees as may be
reasonably necessary or desirable provided that before such disclosure each party
shall make those employees aware of its obligations of confidentiality under this
letter.
Each institution will be responsible for its own costs and expenses incurred in
relation to negotiations.
The general aim of the collaboration between the two institutions is to develop
educational programmes that will allow students and staff to engage with the higher
educational cultures of the two countries.
The precise nature of the programmes of study will be specified in separate annexes
and Agreements. However, the broad areas of interest include the following, each to
be the subject of specific discussions and agreements:
29
a) The development of an undergraduate student exchange
b) […]
c) […] (etc)
Nothing in this letter is intended to be legally binding on either institution apart from
the obligation of confidentiality and the statement that each party is to be responsible
for its own costs.
IN WITNESS THEREOF, the parties hereto have offered their signatures:
For the University of Kent
For […]
Professor Alex Hughes,
Pro-Vice-Chancellor External
Name of signatory to be added
Title of signatory to be added
Date
Date
30
ANNEX 7: TEMPLATE STUDENT EXCHANGE AGREEMENT (NON
ERASMUS)
[Partner logo to be
inserted]
Student Exchange Agreement
between
[
]
and the
University of Kent
The University of […] (hereafter referred to as […]) and the University of Kent,
Canterbury, United Kingdom (hereafter referred to as the University of Kent), and
referred to collectively as the Institutions, hereby agree upon the following terms and
conditions as set out in this Agreement relating to a reciprocal undergraduate
exchange programme.
1. Duration of Exchanges
The Institutions agree to exchange individual students for a semester or one
academic year, ideally on a one for one basis. The duration of the period of study
for each student will be for a maximum of 1 (one) academic year. Since the
University of Kent does not use the word ‘semester’, for the purposes of this
Agreement, the term shall mean a period of study equating to half an academic year
in academic weighting.
2. Balance in Student Numbers
2.1
Each year during the term of this Agreement, each university may send up to
[…] undergraduate students to be enrolled at the other university. Where a
student participates in the exchange for one semester only, they will be
counted as a 0.5 full-time equivalent (FTE).
31
2.2
Parity in numbers of exchange students is required over the term of this
Agreement, however, the parties acknowledge that in some circumstances
there may be a disparity in any given semester or year during the term of the
Agreement. Any imbalance should ideally not exceed the equivalent of 2
(two) student years or four student semesters.
2.3
Each university may mutually agree a larger temporary imbalance, but on the
understanding that each university will make good faith efforts to reduce any
such imbalances as soon as possible.
3. Administration
On behalf of the University of […], the exchange programme will be coordinated by
the Department of […]. On behalf of the University of Kent, the exchange
programme will be coordinated by the International Office. Any changes in
administration of this programme should be communicated as soon as possible to
the partner institution, and added as an Appendix to this Agreement.
4. Tuition
Exchange students will remain registered at their home university for the duration of
their exchange, where they will pay all tuition and other academic fees, and be
exempted from all such fees at the host university.
5. Accommodation, housing fees and miscellaneous expenses
5.1
Each university shall provide arrangements for housing for participating
students, the cost of which shall be borne by the students.
5.2
The payment for such housing, together with the payment for all travel,
required university technology or activity fees, medical insurance, medical
costs not covered by insurance, books and other educational materials, and
food and subsistence costs shall be the responsibility of individual exchange
students and neither university (unless it has agreed otherwise with a given
student) shall be held liable for such charges.
6. Medical Insurance
6.1
The University of Kent strongly recommends that incoming students from the
University of […] who are participating in this exchange should purchase
health insurance to provide coverage for any medical treatment not covered
by NHS treatment in the UK.
6.2
University of Kent students studying at […] are required to purchase health
insurance coverage which meets [insert equivalent national / university]
32
standards. University of Kent students can accomplish this by purchasing
[…] health insurance or by obtaining a waiver from […] student insurance
office by showing proof of comparable coverage.
6.3
The cost of all such insurances will be paid by the participating exchange
students.
7. Selection
7.1
Participating students seeking admission to the host university under the
terms of this Agreement shall meet the admissions requirements of the host
university, including the completion of all relevant application forms.
7.2
Each Institution will send to the other, copies of all published admissions
criteria as soon as possible after the creation of this Agreement and
undertakes to advise the other university of any changes to those criteria as
soon as they are published. Each university will make every effort to send to
the other the applications for exchange of at least four months before the
start of the academic term.
7.3
Upon receipt of applications from the home university the host university
may, in its sole discretion, reject candidates in which case further candidates
may be proposed.
8. Academic status
8.1
Subject to agreement of their home institution, the exchange students may
apply to any undergraduate academic programme
offered at the [School /
Department of … at the] host university, but the host university reserves the
right to exclude students from restricted enrolment programmes.
8.2
All students will remain enrolled as regular degree candidates at the home
university and will not be enrolled as candidates for degrees at the host
university.
8.3
Credits towards the students’ degrees shall be awarded by the home
university. Students are expected to maintain the equivalent of a full-time
course load at the host university, and the exact diet of modules will be
determined by the student with the approval of his or her supervisors or
academic advisers at both the home university and the host university.
9. Evaluation
9.1
Each university shall provide the other with such information on the
performance of participating students as the home university shall reasonably
require. This includes a transcript (or its equivalent) as soon as practicable
after the students' completion of the exchange.
33
9.2
All classes and assessment at the University of Kent shall be conducted in
the
medium of English, except where a student may enrol in a foreign
language
class. (Either) Classes and assessment at the University of
…..shall also be conducted in English, except where a student may enrol in a
foreign language class. (Or) Classes and assessments at the University of
….. shall be conducted in (local language). [To be amended as appropriate
where the students go abroad for the purpose of studying (in) another
language] An agreed conversion scale of recommended grade translations
will be
added to this Agreement as an Appendix.
10. Rights and responsibilities
10.1
Students participating under the terms of this Agreement shall be subject to
the rules, regulations, and codes of conduct of the host university.
10.2
The host university shall have the right to terminate the exchange
programme with respect to any student who violates the host university's
policies or rules in accordance with clause 15 below.
10.3
Exchange students will have the same rights and privileges enjoyed by other
students on the host campus.
11. Student services, welfare and safety
11.1
Each university will designate an appropriate office to coordinate student
services for incoming exchange students. This office will provide an
orientation to incoming students upon arrival. The orientation will include
information on academic, cultural, health, personal safety, security and
general work / welfare issues. The office will also advise students on issues
as they arise.
11.2
Each university agrees to comply with health and safety laws relevant to
students. The host university will satisfy itself that it can provide adequate
resources, training and supervision to ensure that students are not subjected
to unreasonable risks to health and safety.
11.3
Each Institution will assist its participants in obtaining the appropriate visa for
the period of exchange, where necessary. Notwithstanding the foregoing,
each participant shall be ultimately responsible for obtaining his / her visa,
passport or other necessary documents and paying for the same, and the
Institutions shall not be liable to each other or to any participant for the failure
of the participant to
obtain the same.
12. Term of contract, modifications and termination.
12.1
This Agreement shall take effect from the latest date after it has been signed
by both Institutions and will continue from that date for a period of 5 (five)
34
years unless and until terminated by either university on 6 (six) months prior
notice in writing.
12.2
Any notice required to be given under this Agreement, shall be in writing and
shall be delivered personally, or sent by recorded delivery or by commercial
courier, to each party required to receive the notice at its address as set out
below:
(a)
University of Kent: Director, International Development, The Registry,
University of Kent, Canterbury, Kent, CT2 7NZ, U.K.
(b)
[Insert partner name]: [CONTACT] [ADDRESS],
or as otherwise specified by the relevant party by notice in writing to each
other party and such notice shall be deemed received immediately if
delivered personally or within 5 working days if sent by recorded delivery or
commercial courier.
12.3
Any students who have an offer to study at either university at the date of
termination may complete their courses of study and the parties shall
continue to fulfil their obligations under this Agreement until all exchange
students who have commenced study at the host university have completed
their studies.
12.4
If either university wishes to modify the Agreement it can propose changes in
writing for consideration by the other party. If both Institutions agree to the
modification, a written record of such modification (agreed by both
universities) will be attached to this Agreement as an Appendix.
13. Liability
13.1
While each university undertakes to bring to the notice of their students, the
rules and regulations of the host university, notwithstanding anything else in
this Agreement, each university acknowledges that the other is not liable for
any loss, damage, cost or expense whatsoever, incurred by or attributable to
any behaviour or omissions by any of the students exchanged in accordance
with this Agreement.
13.2
It is agreed that in the event that an exchange student suffers a personal
injury when on the premises of the host university as a result of proven
negligence on the part of that Institution and seeks compensation for the loss
concerned, the negligent Institution shall seek to settle the student’s claim on
a fair and reasonable basis in accordance with the terms of any public liability
insurance policy taken out by the negligent Institution that applies at the time
of the event. Each Institution shall be entitled at any time to request from
the other, sight of evidence showing details of such public liability insurance
cover as the other holds at the time of the request.
13.3
Neither party shall be in breach of this Agreement or be liable for any failure
or delay in performance of its obligations under this Agreement arising from
or attributable to acts, events, omissions or accidents beyond its reasonable
35
control, including but not limited to, strikes, lockouts or other industrial
disputes, failure of a utility service or transport network, act of God, war,
riot, civil commotion, terrorist attack, nuclear, chemical or biological
contamination, malicious damage, compliance with any law or governmental
order, rule, regulation or direction, accident, breakdown of plant, machinery,
computers or vehicles, fire, flood, storm, explosion, accidental damage or
default of suppliers or subcontractors.
14. Reporting
In the event that an exchange student is involved in a serious accident or other
circumstance of a grave nature, or is subject to disciplinary action, the host
university will immediately notify the home university. If necessary, the immediate
notification of any such incidents or actions may be limited to a statement to the
problem and a brief outline of intended plans of action. Detailed information should
be forwarded to the home university in a timely manner.
15. Expulsion of participating students
15.1
If the host university decides, in its absolute discretion, that any exchange
student’s conduct is detrimental to the best interests of the exchange
programme, the host university or the host country, the host university may
issue a decision in writing addressed to the home university with a copy to
the relevant student to the effect that the relevant student’s participation in
the exchange programme is terminated with immediate effect.
15.2
If such a notice is issued, there will be no refund of accommodation fees or
other expenses incurred by the student in relation to their stay at the host
institution, and the relevant student must take responsibility for his or her own
transportation costs home.
15.3
The host university may also require termination of participation if it becomes
apparent to the host university that the home university’s assessment of the
student’s academic or other eligibility is based on incorrect, incomplete or
misleading information.
16. Dependants
For the avoidance of doubt, this Agreement applies only to exchange students and
not to any dependants including partners, spouses or children of the students.
17. Governing law
17.1
This Agreement shall be governed by, and is to be construed in accordance
with, the law of England and Wales. The English Courts shall have nonexclusive jurisdiction to deal with any dispute or claim that arises out of, or in
36
connection with, this Agreement, and either party may bring proceedings for
an injunction in any jurisdiction.
17.2
If the parties are unable to reach agreement on any issue concerning this
Agreement within 14 days after one party has notified the other of that issue,
they will refer the matter to their respective Vice Chancellors (or equivalent
rank) of the university, in an attempt to resolve the issue within 14 days after
the referral. Either party may bring proceedings in accordance with the first
paragraph of this clause (above) if the matter has not been resolved within
that 14 day period, and either party may apply to the court for an injunction
whether or not any issue has been escalated under this clause.
IN WITNESS THEREOF, the parties hereto have offered their signatures:
_______________________________ _______________________________
Prof. Alex Hughes
Pro-Vice-Chancellor External
University of Kent
[Equivalent name and title to be
inserted]
Date________________________
Date____________________________
37
ANNEX 8: TEMPLATE JUNIOR YEAR ABROAD ENGLISH PLUS
PROGRAMME AGREEMENT
[Insert partner
logo]
AGREEMENT
BETWEEN
THE UNIVERSITY OF KENT
AND
[Insert partner name]
JUNIOR YEAR ABROAD ENGLISH PLUS PROGRAMME
The University of Kent (hereafter referred to as ‘Kent’), and the University of [insert
partner name] (hereafter referred to as ‘[insert shortened name if relevant]’),
referred to collectively as the ‘Institutions’, hereby agree upon the terms and
conditions set out in this Agreement relating to a study abroad programme.
1. Intention
In consideration for Kent accepting suitably qualified students from [insert partner
name] into its Junior Year Abroad English PLUS Programme (‘Programme’) the
parties will adhere to the terms and conditions set out in this Agreement.
2. Administration
Administration of the Programme will be coordinated by the International Office on
behalf of Kent, and by the [insert relevant office name] on behalf of [insert
partner name] (‘Administrators’). In the event of any matter arising or dispute
occurring between the parties during the term of this Agreement, the Administrators
shall respectively nominate one person from their team who will then try and resolve
such matter or dispute with the other as soon as is reasonably practicable and
neither party shall have recourse to legal proceedings unless 60 days has elapsed
from the matter/dispute first arising with no amicable solution reached in that time.
38
3. Selection
3.1
Students selected by [Insert partner name] shall have completed at least 2
(two) years of full-time study at a minimum B grade average at [Insert
partner name] before coming to Kent, unless otherwise agreed with Kent.
3.2
In order to ensure that students derive maximum benefit from their studies at
Kent, they shall be expected to have attained a minimum level of competence
in English language before they come. The minimum Programme entry level
shall be determined by Kent from time to time and is presently IELTS 4.0 or
TOFEL 450 (paper-based) or 133 (computer-based) or 45 (internet-based).
3.3
Applications for the Programme must be submitted to the International Office
at Kent not later than 15th December of the year preceding the year in which
study shall commence. Each application shall include the relevant completed
application forms, a provisional selection of modules, a transcript (including
grades) of all courses taken at [Insert partner name] to date, evidence of
English language ability, a personal statement and an academic reference
supporting the application from a member of academic staff at [Insert partner
name].
3.4
Kent shall have sole discretion to decide on the admission of students to the
Programme, although if students meet the requirements set out in clauses 3.1
- 3.3 above, and are recommended by [Insert partner name], they will
normally be admitted.
4. Duration of Study
4.1
[Insert partner name] students may enrol on a full year or part year
Programme as detailed below:
4.2
The full year Programme will run from April to March; that is from the
beginning of the summer term in one British academic year to the end of the
spring term in the following academic year.
4.3
The part year Programme will run from April to December; that is from the
beginning of the summer term in one British academic year to the end of the
autumn term in the following academic year.
5. Study programme
5.1
In order to provide flexibility to match individual backgrounds and abilities to
appropriate levels of
study, Programme students are streamed into one
of three pathways based on their English language entry level. Minimum entry
levels for the three Programme pathways shall be determined by Kent and
are presently:
39

Pathway 1: IELTS 4.0 or TOFEL 450 (paper-based) or 133 (computerbased) or 45 (internet-based);

Pathway 2: IELTS 5.0 or TOFEL 500 (paper-based) or 173 (computerbased) or 60 (internet-based);

Pathway 3: IELTS 6.0 with scores of at least 6.0 in the Reading and
Writing sections or TOFEL 550 (paper-based) or 213 (computerbased) or 80 (internet-based);
This assumes significant language progression in the initial period of study at
Kent. Kent reserves the right to re-allocate students to the pathway it decides
is the most appropriate at any time and at its sole discretion.
5.2
During their first term at Kent, all [Insert partner name] students will
undertake an intensive English language programme with a study skills
component.
5.3
During their second and third terms at Kent (i.e. September to March), [Insert
partner name] students on the full year Programme may take modules which
comprise 120 credits. This is the same number of credits as is taken by all
other undergraduates and short term students at the University of Kent in a
single academic year. The full-year modules normally run for 24 teaching
weeks.
5.4
During their second term at Kent (i.e. September to December), [Insert
partner name] students on the part year Programme may take modules
which comprise 60 credits. This period would normally run for 12 teaching
weeks.
5.5
Students will select their modules from Programme modules and from Kent’s
Catalogue of Modules for Short-term Study Programmes in accordance with
their allocated pathway and current Programme documentation.
5.6
Registration for modules occurs during May (i.e. during the first term that
students will be at Kent). However, it is expected that students will have
consulted their professors at [Insert partner name] about the modules which
they hope to take and will have made a provisional selection before they
come to England. This provisional selection should be submitted to Kent with
the student’s initial application.
5.7
Subject to availability, provided that a module is suitable for their allocated
pathway and they meet all prerequisites to registration, [Insert partner
name] students will be admitted to modules on the same basis as any other
student studying at Kent.
5.8
Some modules at Kent have quotas and where demand is heavy Kent
reserves the right to exclude students from restricted enrolment programmes.
40
6. Evaluation
[Insert partner name] students will be awarded a coursework assessment grade for
each module primarily on the basis of written work undertaken during a module, and,
in the case of English Language, on the basis of written work and tests. The
assessment grades will be recorded on a transcript of modules which will be
forwarded to [Insert partner name] as soon as reasonably practicable after the end
of each student’s period of study.
7. Programme alterations
7.1
Programme details are published by Kent from time to time in Programme
documentation. Kent reserves the right to change the Programme structure
and specification, including the selection criteria, duration, pathway criteria
and options, and study programmes and modules which are available to
Programme students, at its sole discretion at any time during the term of this
Agreement.
7.2
Kent shall inform [Insert partner name] of any such changes as soon as
reasonably practicable after they are made.
7.2
All Programme dates and periods stated in this Agreement are approximate
only and are subject to variation. Exact Programme dates will be confirmed
year by year.
8. Student rights and responsibilities
8.1
While at Kent, each [Insert partner name] student will have the same rights
and privileges enjoyed by other students on the Kent campus.
8.2
All [Insert partner name] students will remain enrolled as regular degree
candidates at [Insert partner name] and will not be enrolled as degreeseeking students at Kent.
8.3
Students participating in the Programme shall be subject to the rules,
regulations and codes of conduct of Kent and [insert partner name] shall be
responsible for procuring that such students adhere to the same.
9. Expulsion of participating students
9.1
If Kent decides, at its absolute discretion, that any [Insert
partner name]
student’s conduct is detrimental to the best interests of the Programme, of
Kent, or of the United Kingdom, or if any such student’s conduct violates
Kent’s policies, rules, regulations or codes of conduct, Kent may decide to
terminate that student’s participation in the Programme with immediate effect.
41
9.2
Kent shall notify [Insert partner name] and the student of any such decision
in writing.
9.3
If such a notice is issued there will be no refund of fees and the relevant
student must take responsibility for his or her own transportation costs home.
9.4
Kent may also terminate a [Insert partner name] student’s participation in
the Programme if it becomes apparent that the student does not meet the
Programme eligibility criteria, fails to pay any fees or other sums which are
due to Kent, or for any reason is not permitted to remain in the United
Kingdom.
10. Student Services and Welfare
10.1
International Development at Kent will provide an orientation to incoming
students from [Insert partner name] upon arrival. The orientation will include
information on academic, cultural, health, personal
safety, security, visa,
general work and welfare issues. International Development will also advise
students on issues as they arise throughout the duration of their studies at
Kent.
10.2
Each [Insert partner name] student will be assigned an academic advisor or
tutor, become a member of a College and enjoy access to the same medical,
library, sports and other amenities as full time students at the University of
Kent.
10.3
The Institutions will assist [Insert partner name] students in obtaining the
appropriate visa for their period of study at Kent. However, each student shall
be responsible for obtaining and paying for his / her own visa, passport and /
or any other necessary documentation, and the Institutions shall not be liable
to each other or to any student for any failure to obtain the same.
11. Accommodation, housing fees and miscellaneous expenses
11.1
Kent will make reasonable efforts to arrange housing for Programme students
from [Insert partner name], provided that students complete and submit all
relevant application forms and meet all other requirements by 1 st March of the
year in which study commences.
11.2
Payment for such housing together with the payment for all travel, required
university technology or activity fees, medical insurance, medical costs not
covered by insurance, books and other educational materials, food and
subsistence costs and all other costs incurred whilst studying at Kent shall be
the responsibility of the individual students and neither Institution (unless it
has agreed otherwise with a given student) shall be held liable for such
charges.
42
12. Tuition fees and payment
12.1
Kent will make all reasonable efforts to notify [Insert partner name] of
Programme tuition fees by 15th December of the year preceding the year in
which study will commence.
12.2
Each [Insert partner name] student will be responsible for payment of the
relevant tuition fees, which shall be paid to Kent prior to commencing study.
13. Dependants
For the avoidance of doubt, the terms of the Programme and of this Agreement
apply only in relation to participating Programme students and not to any
dependants, partners, spouses or children of such students.
14. Term of contract, modifications and termination
14.1
This Agreement shall take effect on the latest of the dates below and will
remain in force for a period of five years unless and until terminated by either
party giving 6 (six) month’s notice to the other in writing.
14.2
Any students who have an offer to study or who have commenced study at
Kent as at the date of termination may complete their courses of study and
the Institutions shall continue to fulfil their obligations under this Agreement
until all participating students have completed their studies.
14.3
Subject to clause 7 (Programme alterations to be at Kent’s sole discretion), if
either Institution wishes to modify this Agreement it can propose changes in
writing for consideration by the other party. If both Institutions agree to the
modification, a written record of such modification will be attached to this
Agreement as an appendix. No such modification shall be effective unless it is
in writing and signed by both parties.
15. Miscellaneous
15.1
Neither party shall be in breach of this Agreement or be liable for any failure
or delay in performance of its obligations under this Agreement arising from or
attributable to acts, events, omissions or accidents beyond its reasonable
control, including but not limited to, strikes, lockouts or other industrial
disputes, failure of a utility service or transport network, act of God, war, riot,
civil commotion, terrorist attack, nuclear, chemical or biological contamination,
malicious damage, compliance with any law or governmental order, rule,
regulation or direction, accident, breakdown of plant, machinery, computers or
vehicles, fire, flood, storm, explosion, accidental damage or default of
suppliers or subcontractors.
43
15.2
A person who is not a party to this Agreement shall not have any rights under
or in connection with it.
15.3
Neither party shall, without the prior written consent of the other, assign,
transfer, subcontract or deal in any other manner with all or any of its rights or
obligations under this Agreement.
15.4
Nothing in this Agreement is intended to, or shall be deemed to, establish any
partnership or joint venture between either of the parties, constitute any party
the agent of the other party, nor authorise a party to make or enter into any
commitments for or on behalf of the other party.
15.5
Any notice required to be given under this Agreement, shall be in writing and
shall be delivered personally, or sent by recorded delivery or by commercial
courier, to each party required to receive the notice at its address as set out
below:
(a)
(b)
Kent: Director, International Development, The Registry, University of
Kent, Canterbury, Kent, CT2 7NZ, U.K.
[Insert partner name]: [CONTACT] [ADDRESS],
or as otherwise specified by the relevant party by notice in writing to each
other party and such notice shall be deemed received immediately if delivered
personally or within 5 working days if sent by recorded delivery or commercial
courier.
15.6
This Agreement shall be governed by and construed in accordance with the
law of England and Wales. The English courts shall have non-exclusive
jurisdiction to settle any dispute or claim that arises out of or in connection
with this Agreement or its subject matter or formation (including noncontractual disputes or claims).
_________________________
Signed for and on behalf of Kent by
Professor Alex Hughes
Pro-Vice-Chancellor External
________________________
Signed for and on behalf of
[Insert Partner name] by
[Insert equivalent name and
title from partner institution]
__________________________
Date
________________________
Date
44
ANNEX 9: Proposal for new Erasmus Partner
Proposal for new Erasmus staff/student
exchange agreement
Please complete ALL fields below and return, signed by the Head of School, to:
Jan Lowe, European Office, Tel: 4108, Email: [email protected]
SECTION ONE: INFORMATION ABOUT THE KENT SCHOOL AND PROPOSED PARTNER
Kent School:
Kent School’s Erasmus co-ordinator:
Proposed partner university:
Erasmus code of the proposed partner university:
School/Department at partner university:
Academic contact at partner university:
Name:
Position
Address:
Phone:
Person responsible for Erasmus
exchanges at partner university:
Name:
Position
Address:
Phone:
Email:
Email:
Does your School have research links with the
proposed partner university?
If ‘Yes’, please give brief details of members of staff
involved and the research topic
Please give the reasons for choosing this university as
a partner
Does the partner use ECTS (European Credit Transfer
and Accumulation System)?
Proposed activities:
Short-term teacher mobility
45
Yes/No
Yes/No
Yes/No
Student mobility
Does your School already have an exchange partner
in this country?
If yes please state the reasons for an establishing an
additional exchange in this country
SECTION TWO: SHORT-TERM TEACHER MOBILITY
In which academic year will the exchange start?
Names of Kent staff likely to participate, if known
(these may be changed at a later date if necessary)
Topics to be taught
Duration and frequency of the teaching visit (eg one
week per year)
Names of partner university staff likely to participate, if
known (these may be changed at a later date if
necessary)
SECTION THREE: STUDENT MOBILITY
46
(if yes please complete the section
two)
Yes/No
(if yes please complete the section
three)
Yes/No
In which academic year will the exchange start?
Undergraduate / Masters / Doctoral
(delete as applicable)
Level of students to be exchanged
Name of Kent degree(s) from which Kent students will
participate in this exchange
Yes/No
Does this degree currently include a period abroad?
If no has a new programme specification been written
and submitted for approval?
Year of study that the exchange will take place
(eg 3rd year of a 4-year degree)
Please provide address of web pages at the proposed
partner university that give details of modules that will
be available to Kent students. If no web pages are
available please supply this information via other
means.
Yes (please give dates of visit)/No
Have you visited the proposed partner university?
Please describe the student support services available
at the proposed partner university in terms of the
following:
47
Support in academic matters
Support in pastoral matters
Is university accommodation available? If not what
help is given to students seeking accommodation?
Are languages courses available? Is there a charge to
students? Are these courses credit-bearing?
Which Kent modules will be available to students
coming to Kent from the proposed partner university?
Year of study at the partner university that the
exchange will take place
(eg 3rd year of a 4-year degree)
Length of exchange
(minimum 3 months, maximum 12 months)
If less than one year during which term(s) will Kent
students go abroad?
If less than one year during which term(s) will the
partner university’s students come to Kent?
If Kent students will go abroad for less than one year
what arrangements have been made with Kent’s
Accommodation Office regarding campus
accommodation for the remainder of the year?
Numbers of students expected to be exchanged
annually.
How will you supply this number of outgoing students
each year
Kent students are expected to gain 60 ECTS per year.
Approximately how many contact hours does this
represent at the partner university?
Will Kent students be taught and assessed in the local
language of the partner university or in English?
If English does the partner offer sufficient and
appropriate courses taught in English?
SECTION FOUR: APPROVAL OF THE PROPOSAL
Approved by Head of School
Signature:
Date:
After signature by Head of School please send to International Development for
forwarding to the Pro-Vice-Chancellor External
Approved by Pro-Vice-Chancellor External
Signature:
Date:
48
Annex 10: Checklist of things to consider when establishing a new
student exchange
Checklist of things to consider when
establishing a new student exchange
The Kent School should first of all consider:
 From which Kent degree programme(s) will students participate in the exchange?
 Does this programme currently include a year/term/semester abroad?
 If not has a new programme specification been written and submitted for approval via the
usual channels?
 Fees are waived for incoming students. This is off-set by students going abroad from Kent. If
Kent has none to send the department needs to be aware it will be receiving students for
which the university receives no fee income.
In the case of Erasmus exchanges will the exchange also include short-term teacher mobility?
(This involves a minimum of 5 hours and a maximum of 6 weeks teaching in the partner
university; travel and subsistence costs covered by Erasmus, subject to availability of funds and
via application to International Development)
Things to discuss with the partner:
 Number, level and relevance of courses offered by the partner to Kent students participating
in the exchange and vice versa (60 ECTS (120 Kent) credits per year; 30 ECTS (60 Kent)
credits per semester).
 Will following this amount of credits represent a realistic workload for Kent students at the
partner university?
 Please ask the partner to provide information on modules that will be available to Kent
students either via a link to a webpage or other means
 Which Kent modules will be available to students coming to Kent from the proposed partner
university?
 Number and level of students to be exchanged. Schools should have a regular number of
outgoing students to match the number of incoming students. Failure to recruit students to
send to the partner will result in Schools having to accept students for which they receive no
fee income.
 Language of instruction of the partner university – if not English what language and level
required by Kent students. Are they likely to have this level?
 Length of the exchange – if one year, which year of study? If less than one year which term?
 Term dates – how does the partner’s term dates fit with those at Kent eg will students be back
in Kent in time to resume their studies here?
 Assessment – how and when and number of ECTS credits awarded by the partner university
– how will these feed into the Kent degree. How will incoming students be assessed?
 What support services will be available to Kent students at the proposed partner university in
terms of the following:
o Support in academic matters
o Support in pastoral matters
o Languages courses. Is there a charge to students? Are these courses creditbearing?
o Is university accommodation available? If not what help is given to students
seeking accommodation?
49
If after these checks the School wishes to establish a new Erasmus student exchange, please
complete the New Partner Proposal form and send, signed by your Head of School, to: Jan
Lowe, International Development, Tel: 4108, Email: [email protected]. Those who wish to
establish an international partnership should refer to Section Three of the International
Partnership Handbook and then submit a Statement of Strategic Benefit.
50
Annex 11: TEMPLATE APL Protocol Template for Articulation and
Linked Articulation Arrangements
The University will consider entering into articulation agreements with institutions
that have satisfied the requirements for pre-collaborative institutional approval as set
out in Collaborative Provision: Policies and Procedures: Part 1 - Development of
New Collaborative Provision
Articulation arrangements must conform to the requirements of Annex R:
Accreditation of the Prior Experiential/ Certificated Learning of the University’s Code
of Practice for the Quality Assurance of Taught Programmes. Any APL protocol must
be ratified by the APEC/L Sub-Board of the University prior to the admission of any
cohort of student to a Kent programme by this means.
Following the approval of the APL protocol, authorised signatories of both parties
must sign a legally binding agreement. The APL protocol will form part of this
agreement. Any amendment to the learning outcomes of the modules upon which
the initial assessment of the equivalence of learning was made must be reported by
the parties. Such amendment will require reassessment of the APL Protocol and its
reconfirmation by the APECL Sub-Board prior to the admission of further cohorts of
students by this means. Further protocols may be added to the legally binding
agreement following reconfirmation.
Articulation Arrangement Details
Accreditation
of Prior
Certificated
Learning
Pre-collaboration
checks
were approved
on Details
DD/MM/YYYY
Name of
Partner
Institution and
School
Name of Kent
School
Programme(s)
to be offered at
(insert name)
Programme(s) to
be offered at Kent
Expected Start
Date of 1st
Cohort at
(insert name)
Expected Start
Date of 1st Cohort
at Kent
Title(s) of
External Award
Title(s) of Kent
Award
Level of Award
Level of Award
External
Module Titles
and Codes
Kent Module
Titles and Codes
51
Table 1 sets out the mapping of (insert name) modules that students will be required
to pass in (insert name) to be able to continue their studies at the University of Kent.
Following entry onto a specified Kent award, students will be exempt from the
equivalent modules at Kent. A mapping exercise must be completed for every module
students will be exempt from.
Table 1
University of Kent Module Title and Code:
External Module Title:
Kent Credit:
Credit Value at (insert name):
Level of Module (i.e. F,C,I,H,M)
Equivalent Level of Module (i.e. F,C,I,H,M)
Subject Specification Learning Outcomes:
(as set
out in the module specification)
Subject Specification Learning Outcomes: (the
map against the UoK outcomes in the first
column)
Generic Learning Outcomes: (as set
out in the module specification)
Generic Learning Outcomes: (the map against
the
UoK outcomes in the first column)
Continue on another sheet as necessary
52