BOURNEMOUTH UNIVERSITY - Download Now DOC by t0tDMibr

VIEWS: 18 PAGES: 16

									E8 – STUDENT EXCHANGES

1       Context

1.1     This Academic Procedure explains the academic and administrative responsibilities for Bournemouth
        University (BU) recognised student exchanges and how credit can be imported and exported in this
        context. It details the processes which should be used when BU students return with Diploma
        Supplements or Transcripts from exchanges abroad and indicates the credits which visiting
        international students can expect to receive as outcomes of their learning and assessment during
        their time at Bournemouth University.

2.      Definitions & Overview

2.1     The term student exchange is used as a generic term for BU-recognised Erasmus (Level 1
        Partnership Model) and non-Erasmus (Level 2 Partnership Model) exchanges which involve credit
        transfer. See Academic Procedure E1 Partnership Definitions and Models available on the staff
        intranet.

2.2     The expectations of students who participate in student exchanges must be consistently managed
        across the University and care should be taken to ensure applicants are briefed early on during the
        process. To facilitate this, the administrative and academic responsibilities for all student exchanges
        are divided between Schools and the International Experience & Exchanges Coordinator (IEEC) as
        outlined in this Academic Procedure.

2.3     Student exchanges are School and subject-specific and therefore not available to all students. Most
        exchanges are available through Erasmus in Europe or through Student Exchange Agreements with
        individual institutions outside of the Erasmus programme. Typically such exchanges take place in the
        second year of undergraduate study and consist of periods of study which allow outgoing or incoming
        students to accumulate anything from 20 to 120 BU credits depending on the length of their agreed
        period of study. Information for students about exchange opportunities is available at -
        http://studentportal.bournemouth.ac.uk/career/study-abroad/index.html

2.4     Mobility flows should be wherever possible balanced with similar numbers of incoming and outgoing
        students.

2.5     Erasmus

2.5.1   Erasmus (http://ec.europa.eu/education/programmes/llp/erasmus/index_en.html) is an EU funded
        mobility programme which has enabled students to study towards their degree in another European
        country since 1987. The current Erasmus programme is part of the Lifelong Learning programme
        (running from 2007-13). The new ‘Erasmus for All’ programme will start in 2014. Erasmus exchanges
        are for a minimum of three months and a maximum of one academic year.

2.5.2   Erasmus exchanges are set up on an individual basis between programmes at BU and European
        partner universities. Typically BU has around fifty five Erasmus agreements in place across Europe.
        The IEEC, who is also the Erasmus Institutional Coordinator for BU, is responsible for creating and
        signing Erasmus agreements. A full list of current Erasmus exchanges and School academic and
        administrative contacts is available at I:\SAS\Public\Student Services\Study & Work Abroad\Overview
        of Agreements



            1              Academic Procedure 8 – Student Exchanges                          June 2012
2.6     Non-Erasmus

        BU currently has a small number of agreements which entitle students to study at individual
        institutions outside of the Erasmus programme. These exchanges are set up typically at a School
        level and where possible at programme level, and confirmed in a Student Exchange Agreement. A
        full list of Student Exchange Agreements and School academic and administrative contacts is
        available at I:\SAS\Public\Student Services\Study & Work Abroad\Overview of Agreements

3.      Approval (Outgoing exchange students)

3.1     Partner Approval

3.1.1   Institutional approval is not required for Level 1 (Erasmus) partners. This is an exception to
        arrangements as specified in Academic Procedure E2 –New Partner Approval available on the staff
        intranet, due to the requirements to be part of the Erasmus University Charter.

3.1.2   The approval of new partners for Level 2 student exchanges (non-Erasmus) in and outside of Europe
        is managed through Academic Partnerships working closely with the School and the IEEC. Where
        student exchange arrangements involve the approval of a new Level 2 partner, Schools should draft a
        new Partnership Development Proposal Form (PDP) in accordance with Academic Procedure E2 –
        New Partner Approval available on the staff intranet. The PDP should be supported by an
        appropriate risk assessment and supporting documentation.

3.1.3   Proposals for new Level 2 partnerships must be approved by the International and UK Partner
        Committee (IUPC) before being considered by Academic Standards Committee (ASC), who will
        determine the requirements for partner approval.

3.1.4   Where the exchange arrangement involves an existing partner, the requirements and the process for
        the extension of the present partnership activities should be discussed with Academic Partnerships.

3.2     Student Exchange Agreements

3.2.1   When Level 2 Student Exchange Agreements are confirmed, Academic Partnerships prepare a draft
        Student Exchange Agreement which will be signed by both the University and the partner. This is a
        formal contract and is therefore subject to all of the standard University approval processes prior to
        signature by the University and the partner.

3.2.2   The Student Exchange Agreement sets out the arrangements for Student Exchanges and normally
        lasts for a period of five years.

3.3     Approval of Individual Student Exchanges

3.3.1   For Level 1 (Erasmus) Student Exchanges and Level 2 (non-Erasmus) Student Exchanges, academic
        fit of exchange students' unit choices is determined on an individual basis by the BU School
        Erasmus/International Academic Coordinator in collaboration with the BU Framework
        Leader/Programme Coordinator, or nominee, and relevant partner staff. The unit choices should be
        based on academic judgement to ensure comparable outcomes at the right level in the right subject
        area and recorded in a BU Learning Agreement template (see Appendix A and Section 5.2 for detail).

3.3.2   Where the non-BU programme/qualification is not specified against recognised level descriptors such
        as the European Higher Education Area (EHEA) Qualification Cycles, the BU School
        Erasmus/International Academic Coordinator must be satisfied that the units map against the
        appropriate levels within the Framework for Higher Education Qualifications (FHEQ).

4       Principles of credit transfer

4.1     BU – ECTS (European Credit Transfer System) - US/Canadian credit equivalences




          2                                                                                  June 2012
4.1.1   The academic currency for all Erasmus exchanges is ECTS. ECTS allocates 60 credits for a year of
        full-time undergraduate study which is equivalent to 120 BU credits. ECTS credits can be determined
        arithmetically, as in Table 1.

4.1.2   BU has a small number of non-Erasmus Student Exchange Agreements with North-American
        institutions. Units/modules are referred to as courses in the US/Canadian Higher Education systems.
        A typical US/Canadian course is allocated 5 US/Canadian credits. The undergraduate workload in a
        typical academic year of two semesters totals 30 US/Canadian credits, equivalent to 60 ECTS credits
        or 120 BU credits. US/Canadian credit equivalences can be determined arithmetically as in Table 1.

          BU credit          ECTS credit       US/Canadian
                                               credit

          120                60                30
          60                 30                15
          20                 10                5
          10                 5                 2.5

         Table 1: BU – ECTS – US/Canadian credit equivalences

        Other country credit equivalences may differ and should be considered as part of the academic fit for
        outgoing exchange students (see Section 3.3).

4.2     Awarding credit on a pass-fail basis

4.2.1   All exchanges involving outgoing students are recognised on a pass/fail basis and do not count
        towards final classification. The pass mark is determined in accordance with the table provided in
        Appendix B which broadly outlines BU/EU/North American grade equivalences based on information
        provided by National Recognition Information Centre (NARIC). NARIC guidance on grade
        equivalences changes from time to time and this table is updated annually for countries where BU has
        current exchanges prior to the main Assessment Board period. The next update is due in April 2013.
        The table can also be used by the Erasmus/International Academic Coordinator to give students an
        indication of their relative performance during their stay at a host institution. Students are made aware
        of and sign up to the academic conditions for their study before they accept a place on a BU-
        recognised international mobility programme. In some cases countries may have institutional
        differences in their grading systems which affect the pass mark. Where it has been established that
        this is the case, Schools should liaise with Student and Academic Services to ensure that any
        differences are reflected in the student record system for the individuals concerned.

4.2.2   The ECTS grading scale, which has been developed by the European Commission, ranks students
        on a statistical basis within their cohorts. BU recognises and awards ECTS credit but does not
        currently award ECTS grades which are based upon the normal distribution curve.


5       Arrangements for outgoing exchange students

5.1     Each School has a nominated academic representative who acts as the first point of contact for
        student queries relating to exchange programmes. The list of current exchanges and School contacts
        is available at I:\SAS\Public\Student Services\Study & Work Abroad\Overview of Agreements. Whilst
        students are ultimately responsible for finding a suitable exchange programme for themselves, the
        School’s Erasmus/International Academic Coordinator has the overall responsibility for agreeing the
        final programme of study which the student wishes to take at the host institution based on their
        academic fit. This should be done in writing in liaison with the student, the host institution, and the
        IEEC. Particular consideration should be given to the choice of units/modules/courses; their credit
        value and congruence with the ‘home’ curriculum; and implications of delivery timing and assessment.
5.2     The School must confirm the agreed programme and units of study in writing, by signing off the
        standard BU Learning Agreement template (Appendix A) and returning to the IEEC who will forward
        this information to the student and their host institution (see section 3.3). The information provided
        needs to cover the number of units/modules/courses the student will take and the credit value


          3                                                                                     June 2012
       attached to each of these. The Learning Agreement should be signed by the BU School
       Erasmus/International Academic Co-ordinator’s and countersigned by the School APL Coordinator.
       Erasmus Exchange BU Learning Agreements should also be countersigned by the Erasmus
       Institutional Co-ordinator. The receiving institution may additionally require that their learning
       agreement is also completed.

5.3    Where changes are made to the student exchange programme as set out in the BU Learning
       Agreement, the Changes to the Original BU Learning Agreement should be completed and approved.

5.4    Based on the agreed programme of study, the student completes an application form and counter-
       signs the written BU Learning Agreement. Application forms and templates for the learning agreement
       are available from the IEEC. The School administrative contact provides the IEEC with transcripts of
       results for the student’s application pack. The IEEC acts as an interface between the Schools and the
       host institution, providing the application packs and ensuring applications for outgoing students are
       processed as efficiently as possible. The IEEC should receive copies of the completed application
       form and signed learning agreement in order to forward copies of the documentation to the host
       institution before any outgoing exchange begins.

5.5    Before outgoing students can officially accept their place, they must sign an acceptance form which
       outlines the academic conditions for their exchange. It is the responsibility of the School
       Erasmus/International Academic Coordinator to explain the assessment implications to the student
       and to forward the signed form to the School administrative contact and the IEEC. A copy of the BU
       Outgoing Student Exchange Acceptance Form is provided in Appendix C. When an exchange is
       approved, the IEEC updates a record of all approved student exchanges and sends this information to
       Student Administration twice a year so that an international study stage can be built into the student
       record system, UNIT-e. This enables the School administrative contact to update UNIT-e to show the
       student’s agreed exchange period and international study units.

5.6    The IEEC informs the relevant School administrative contact of their role in supporting the outgoing
       student before, during and after the exchange. The School administrative contact keeps the exchange
       student up-to-date with academic issues which may arise during the exchange and collects in the
       transcripts from the IEEC at the end of the exchange period so they can be considered during the end
       of year Assessment Boards. The School administrative contact liaises with the IEEC and the School
       Erasmus/International Academic Coordinator to ensure the Assessment Boards consider all
       necessary information relating to the student’s exchange period making sure that all students are
       treated with due care.

5.7    Students should be informed that the receiving institution will operate a different grading scheme to
       BU which is why marks for units undertaken elsewhere will not be used to calculate the classification
       of the BU award. The standard Assessment Board agendas includes confirmation of all Student
       Exchange decisions by the relevant Framework Leader at the next scheduled meeting of the
       Assessment Board and the credits awarded are ratified.

5.8.   See Appendix D General Process for Outgoing and Incoming exchange students for more details.

6      Arrangements for incoming exchange students

6.1    Incoming exchange students follow a similar procedure to that for outgoing exchange students,
       agreeing the academic programme of study the student wishes to take at BU with their home
       institution and the School’s Erasmus/International Academic Coordinator before the student
       commences their study at BU.

6.2    The School administrative contact provides the necessary School administrative support for the
       incoming exchange students. This includes processing the application at School level and updating
       UNIT-e with all necessary information both before and after arrival. Incoming exchange students,
       once accepted for the exchange, should be treated in the same manner as other BU students. All
       incoming students are therefore awarded ECTS and BU credit and BU grades but these grades are
       not converted into ECTS grades.




         4                                                                                  June 2012
6.3     Information and application forms relating to incoming exchange programmes are available at
        www.bournemouth.ac.uk/exchanges.

6.4     Responsibility for academic and pastoral support is provided by the IEEC in conjunction with the
        relevant Framework Leader and Programmes Administrator. All incoming exchange students should
        be issued with a Programme Handbook either in hard copy or via email.

 6.5    See Appendix D General Process for Outgoing and Incoming exchange students for more details.

7.      Monitoring and Review

7.1     Partner Review

7.1.1   See paragraph 7.3 for information on Review of Exchange Agreements.

7.1.2   Once approved, Level 2 (non-Erasmus) partners may be subject to review after a period of five years
        through the Partner Institution Review process (see Academic Procedure E3 – Partner Institution
        Review available on the Staff Intranet). This review includes the contractual relationship between the
        partners. The University, however, reserves the right to re-negotiate any partner agreement if there is
        a change of ownership or governance of the partner, or if there are any concerns about other aspects
        of the relationship such as the management of academic standards and quality.

7.2     Monitoring of Exchange Agreements

7.2.1   Ongoing monitoring of the operational aspects of exchange agreements (Erasmus and non-Erasmus),
        including student feedback, is undertaken by the Framework Management Team and the outcomes of
        ongoing monitoring are reported through the Annual Report of Framework Monitoring (ARFM) of the
        receiving/sending programme(s). See 5C Monitoring of Taught Academic Provision and ARFM’s:
        Policy & Procedure available on the staff intranet. Schools should maintain oversight of the
        arrangements for framework monitoring outlined in 5C Monitoring of Taught Academic Provision and
        ARFM’s: Policy & Procedure available on the staff intranet, via School Academic Standards
        Committee (SASC).

7.3     Review of Exchange Agreements

7.3.1   Level 1 Student Exchanges Agreements (Erasmus) are reviewed annually by the BU School Erasmus
        Coordinators. The IEEC provides detail on the agreements in place and data on activity in the
        previous year, this review is undertaken prior to contract renewal each Summer.

7.3.2   Level 2 Student Exchange Agreements (non-Erasmus) are reviewed annually. Academic Partnerships
        in conjunction with the IEEC prompt School International Coordinators via SASC to review their
        Student Exchange Partnerships, to ensure that they are running satisfactorily.

7.4     Reporting

7.4.1   Overview of Student Exchange Agreements and activity (Erasmus and non-Erasmus) is included in
        the Academic Partnerships Annual Report, which is submitted to IUPC and ASC.

7.4.2   A separate international mobility report, including student and staff exchanges is produced annually by
        the IEEC and reports to Education and Student Experience Committee.




          5                                                                                   June 2012
                                                   APPENDIX A
                                  BU LEARNING AGREEMENT – OUTGOING BU STUDENTS

                                              STUDENT EXCHANGE PROGRAMME
                                         ECTS - EUROPEAN CREDIT TRANSFER SYSTEM

                This form should be completed by the BU School Erasmus/International Coordinator
            (academic contact) in collaboration with relevant Framework Leader/Programme Coordinator

                                      PLEASE COMPLETE THIS FORM ELECTRONICALLY

Name of course:

Your name (first name & family name):

Dates of study period: from dd/mm/yy to dd/mm/yy

Home university and country:

Details of the proposed study University:

Details of the proposed study programme:

Details of any Additional Learning Needs



         Details of Units to be taken:
Course unit code (if                                                  Unit Level                                     Unit and/or Level outcomes
                          Course unit title (as                                               Number of
any) and page no. of                                                                                                 mapped
                          indicated in the                                                    CAT/ECTS
the info
                          information                                                         credits, if
package/prospectus*
                          package/prospectus)                                                 applicable




                   *if necessary, continue the list on a separate sheet



 Student’s signature....................................................................Date: ................................................................




               6                                                                                                                        June 2012
Home university (sending institution)
By signing this agreement I confirm that the proposed programme/units of study listed above have been
mapped (unit content and learning outcomes) and are an appropriate match.
BU School Erasmus/International                           School APL Co-ordinator’s                            Erasmus Institutional Co-
Co-ordinator’s signature                                  signature                                            ordinator’s signature.
......................................................    …………………………………….                                      ....................................................
Date:………………………………..                                       Date:………………………………                                    Date:............................................


…………………. University (receiving institution)
We confirm that this proposed programme of study/learning agreement is approved.
Departmental Co-ordinator’s signature                                       Institutional Co-ordinator’s signature
.........................................................................   .............................................................................
Date: ................................................................      Date: ...................................................................

           Notes for completion:

           The academic fit of exchange students' unit choices is determined on an individual basis by
           the BU School Erasmus/International Coordinator (academic contact) in collaboration with the
           BU Framework Leader/Programme Coordinator and relevant partner institution staff. The unit
           choices with appropriate learning outcomes are recorded in this learning agreement.

           Where the non-BU programme/qualification is not specified against recognised level
           descriptors such as the European Higher Education Area (EHEA) Qualification Cycles, the
           BU School Erasmus/International Coordinator must be satisfied that the units map against the
           appropriate levels within the Framework for Higher Education Qualifications.

           Email confirmation in replace of a signature can be attached to this form where necessary.




            7                                                                                                                              June 2012
                                                    APPENDIX A Continued
                                          CHANGES TO ORIGINAL BU LEARNING AGREEMENT
                                                 (to be filled in ONLY if appropriate)

Course unit code (if                                                        Unit Level                                        Unit & learning outcomes
                                     Course unit title (as                                         Number of
any) and page no.                                                                                                                      mapped
                                      indicated in the                                             CAT/ECTS
of the info
                                        information                                                 credits, if
package/prospectu
                                    package/prospectus)                                            applicable
s – note if deleted
or added course
unit




Student’s signature
.................................................................................................... Date: ...............................................


Home university (sending institution)
We confirm that the above-listed changes to the initially agreed programme of study/learning agreement are
approved.
BU School Erasmus/International                          School APL Co-ordinator’s                               Erasmus Institutional Co-
Co-ordinator’s signature                                 signature                                               ordinator’s signature.
......................................................   …………………………………….                                         ....................................................
Date:………………………………..                                      Date:………………………………                                       Date:............................................


…………………. University (receiving institution)
We confirm that the above-listed changes to the initially agreed programme of study/learning agreement are
approved.
Departmental Co-ordinator’s signature                                         Institutional Co-ordinator’s signature
.........................................................................     ....................................................................................
Date: ...............................................................         Date: ..........................................................................

           Notes for completion:

           The academic fit of exchange students' unit choices is determined on an individual basis by
           the BU School Erasmus/International Coordinator (academic contact) in collaboration with the
           BU Framework Leader/Programme Coordinator and relevant partner institution staff. The unit
           choices with appropriate learning outcomes are recorded in this learning agreement.

           Where the non-BU programme/qualification is not specified against recognised level
           descriptors such as the European Higher Education Area (EHEA) Qualification Cycles, the
           BU School Erasmus/International Coordinator must be satisfied that the units map against the
           appropriate levels within the Framework for Higher Education Qualifications.

           Email confirmation in replace of a signature can be attached to this form where necessary.


            8                                                                                                                                June 2012
                                                                                                                                        1
                                                                            APPENDIX B - BU GRADE EQUIVALENCES

BU (UG)    ECTS      Belgium      Denmark        Finland     France     Germany         Italy        Malta      Netherlands      Norway      Portugal      Spain       Sweden      USA/Canada             Australia
  95
  90                                                           18
  85                    18                                     17
  82
  80                   17.5          12            3           16                        30                          10                         20          10.0                        A+
  78         A                                                                                                                      A
  77                    17                                                                          CAT I
  76                                                                                              (80-100%)                                                              VG
  75                   16.5                                    15           1                                        9.5                        19           9.5         Väl
  74                                                                                                                                                                   Godkänd
  73                    16
  72                                                                                                                                                                                     A
  70                   15.5          10            3-          14                        29                           9                         18           9.0                                    High Distinction
  69
  68                    15                                                                                                                                                              A-
  67                                                                                                                                            17
  66         B                                                                                      CAT IIA                         B
  65                    14                         2.5        13.5           2           28        (70-79%)          8.5                        16           8.5
  64
  62                                                                                                                                                                                    B+
  60                    13            7            2+          13                        27                           8                         14           8.0                                      Distinction
  59
  58                                                                                                                                                                                     B
  56                                                                                     26         CAT IIB
  55         C          12                         2          12.3          3                      (55-69%)          7.5            C           13           7.0          G
  53                                                                                     25                                                                            Godkänd          B-
  52
  50                    11            4            2-         11.6                       24                           7                         12           6.0                                           Credit
  49
  48         D                                                                                      CAT III                         D                                                   C+
  45                   10.5                        1.5         11                        22        (45-54%)          6.5                        11           5.5                        C
  42                                               1+                                                                                                                                   C-
  40         E          10           02             1         10.4          4            20                           6             E           10           5.0                                            Pass
  38                                                                                     18                           5                                      5.2                        D+
  35                     9           00                         7                                                     4                                      4.9                        D
  32                     8                                                                                            3                                                                 D-
  30         F                                                  6           5                        FAIL             2                                                                                     Fail
  25                                  -3                        5                                                     1             F                                    Fail
  20                     5                                      4                                                                                                                        F
  15                     4                                      3
   0




     1
      NARIC guidance on grade equivalences changes from time to time and this table is updated annually for countries where BU has current exchanges prior to the main Assessment Board period.
     Some countries may have institutional differences in their grading systems and the above table does not apply to individual students. Where it has been established that this is the case, Schools
     should liaise with Student and Academic Services to ensure that any differences are reflected in the student record system for the individuals concerned.




                                             9                                                                                                       June 2012
                                              APPENDIX C

                     BU OUTGOING STUDENT EXCHANGE ACCEPTANCE FORM

Before students can officially accept their place on a BU exchange programme they must read
the information below and sign this to show that they accept the conditions involved.

Name:

Course:

Level:

Academic year:

Type of Study exchange:          Erasmus/non-Erasmus (please delete as appropriate)

Name of host institution:



ACADEMIC CONDITIONS FOR THE EXCHANGE

Please be aware that your study exchange has been approved on the basis of the units/modules
which you submitted on your BU Learning Agreement. Any changes made to the nature/content of
your study exchange without the prior approval of your Framework Leader/Programme Coordinator
could jeopardise your progression at Bournemouth University.

You must also be aware that your study exchange will only be recognised on a pass/fail basis. You will
be expected to pass your study exchange in order to progress at BU; however the grades from the
study abroad period will not count towards your final degree classification. You will receive BU credits
for the units studied during your exchange.



Statement by outgoing exchange student:

I hereby confirm my acceptance of the academic conditions of the exchange and understand that I will
only receive credits for my exchange.



Signed:                                          Date:




    10                                                                                   June 2012
                                                                       APPENDIX D
                                              GENERAL PROCESSES FOR OUTGOING AND INCOMING EXCHANGE STUDENTS


OUTGOING EXCHANGE STUDENTS

Erasmus exchanges – Erasmus is now open to students of all nationalities. Exchanges take place with a partner university in Europe and must be for a minimum of 3
months and maximum of 1 year. Erasmus exchanges are School and subject specific and take place at Level I (UG). There are limited PG exchanges. Students may be
eligible for an Erasmus grant to help towards living costs.

Non-Erasmus exchanges – BU has School and subject-specific non-Erasmus agreements with other institutions, some of which are outside of Europe. Exchanges take
place at level I (UG). Eligibility terms and conditions apply and spaces are usually limited to between 1 – 4 students.

An overview of BU’s exchange agreements can be found at I:\SAS\Public\Student Services\Study & Work Abroad\Overview of Agreements\2011-12.

Information for BU students on exchanges can be found at http://studentportal.bournemouth.ac.uk/career/study-abroad/index.html


1) Application stage
Outgoing Student from BU             International Experience & Exchanges                  BU School Erasmus/International Coordinator          BU School administrative
                                     Coordinator (IEEC) at BU                              (academic contact) in collaboration with             coordinator/PA
                                     (studyabroad@bournemouth.ac.uk, ext 65824)            Framework Leader/Programme Coordinator
   Expresses interest in             Promotes exchanges during Open Days &                Promotes exchange option during Open                  Helps to promote
                         st
    exchange during 1 year               Freshers Fairs. Targeted promotional                  Days/talks to first years in autumn & spring         exchange option by
   Visits IEEC in D234, Dorset          campaigns to selected courses which have an           terms                                                sending out IEEC’s
                                                                                   st
    House or sends email                 exchange element during spring term of 1           Discusses academic requirements of                     emails to student
   Carries out own research             year.                                                 exchange and potential impact on degree with         groups
    into partner university & cost    Checks eligibility of interested students for           students                                            Coordinates
    of living in host country            exchange                                           Will make initial decision as to whether               expressions of interest
   Looks at info online through      Contacts partner university for updated                 student is suitable for exchange and informs         from students for
    the BU study abroad web              information on application process and unit           IEEC/student                                         academic contact
    page                                 information                                        For popular exchanges, will require                   Informs IEEC of
   Contacts students who have        Provides selected student with appropriate info         expressions of interest from year group & will       selected students for
    previously been on                Puts student in contact with previous students          check on academic progress to help make              exchange
    exchange for advice                  who have studied at partner university                selection

   Confirms ‘go ahead’ for             Sends application form and other information to      Checks through unit/course info and informs         Provides copy of
    exchange                             student to complete                                   IEEC of suitability or any queries                   student’s grades from




                                         11                                                                                June 2012
                                      Requests copies of student’s grades from                Checks credit/grade transfer information            time at BU so far to
                                       School admin                                             relating to units from partner university and       IEEC
                                      Sends information on units to academic contact           advises on how many units student will need
                                       to approve & then sends these onto student               to take.
                                      Sends any queries to partner university relating        Maps unit content and ILO’s.
                                       to units
   Completes application form        Countersigns learning agreement (Erasmus                Signs completed learning agreement and
    and learning agreement for         only)                                                    arranges counter signature by School APL
    exchange                          Sends completed application pack (application            Coordinator before returning to student.
   Takes this to School               form, learning agreement, transcript of records)
    academic contact for signing       to partner university
   Submits this to the IEEC          Maintains spreadsheet for outgoing exchange
    before deadline (specified         students
    by partner university)
   Receives notification from        Receives notification & signed off applications                                                             Updates UNIT-e with
    partner university of              forms from partner university                                                                                international study units
    acceptance for exchange           Informs the PA and Academic contact of                                                                       the student will be
    and is sent welcome pack           student’s acceptance                                                                                         taking
    by partner uni.                   Updates outgoing student spreadsheet & sends                                                                Generic units in UNIT-e
                                       final version to the Curriculum Officer in Student                                                           can be overwritten with
                                       Administration so the International Study Stage                                                              partner university’s unit
                                       can be added to the student’s UNIT-e profile.                                                                names


2) Pre-departure & exchange period
Outgoing Student from BU        International Experience & Exchanges                        BU School Erasmus/International Coordinator         BU School administrative
                                coordinator (IEEC) at BU                                    (academic contact) in collaboration with            coordinator/PA
                                                                                            Framework Leader/Programme Coordinator
   Attends pre-departure              Coordinates pre-departure information for            Answers any student academic related                 Provides letter for
    briefing/reads the pre-             student                                                 queries as necessary                                LEA/Student Loans
    departure information              Files emergency contact information & sends          Approves changes to units as appropriate              Company if necessary
   Completes and returns an            copy to PA                                           Ensures the student is clear on the academic          to confirm student
    emergency contact details          Enters student onto the BU student travel               conditions of the exchange relating to credit       status on course and
    form to IEEC                        insurance register and provides student with            transfer                                            exchange period
   Completes and signs a ‘BU           insurance letter and copy of insurance register
    Exchange Acceptance Form’          Provides necessary Erasmus paperwork (if
    confirming acceptance of the        applicable) and explains terms and conditions
    academic conditions of the          for Erasmus




                                       12                                                                                   June 2012
    exchange
   Supplies outward and return
    travel dates to IEEC
   Completes initial Erasmus
    paperwork if applicable
   Informs programme
    administrator/placement
    administrator of period
    abroad
   Informs LEA/Student Loan
    Company of time abroad
   Responsible for arranging
    own accommodation in host
    country using help of partner
    university
   Responsible for own travel
    arrangements & finances for
    exchange
   Contacts IEEC to show safe          Manages Erasmus payments and coordinates                                                             Updates student with
    arrival                              paperwork requirements                                                                                BU course related
   Contacts IEEC during                Coordinates/answers student queries                                                                   information as and
    exchange with queries if                                                                                                                   when necessary
    necessary                                                                                                                                 Updates UNIT-e with
   Completes Erasmus                                                                                                                          any approved changes
    paperwork if applicable                                                                                                                    to international study
                                                                                                                                               units

3) End of exchange & progression
Outgoing Student from BU        International Experience & Exchanges                   BU School Erasmus/International Coordinator         BU School administrative
                                coordinator (IEEC) at BU                               (academic contact) in collaboration with            coordinator/PA
                                                                                       Framework Leader/Programme Coordinator
   Completes and returns               Collates Erasmus paperwork and makes final     Deals with any academic queries/issues with          Updates UNIT-e with
    Erasmus end of exchange              payment                                           the student                                         information from
    paperwork (if applicable)           Requests transcript of records from partner    Either attends the assessment board or                transcripts
   Ensures any outstanding bills        university and forwards these to School           attends pre-assessment board meeting to            Allocates the partner
    at partner university have           administrative coordinator                        resolve any issues – particularly relating to       university grade
    been paid                                                                              any failed units in liaison with programme          against each unit –
                                                                                           team                                                UNIT-e will




                                        13                                                                            June 2012
                                                                                                                                                automatically award a
                                                                                                                                                pass/fail
                                                                                                                                               Provides information
                                                                                                                                                for assessment board
                                                                                                                                                showing grades and
                                                                                                                                                credit




INCOMING EXCHANGE STUDENTS

Erasmus exchanges – Erasmus is now open to students of all nationalities. We can only accept students from our existing Erasmus partner universities, who we have a
current agreement in place with. Exchanges are School and subject specific. Unless the course is semesterised, students will need to study for 1 academic year to be
eligible for BU credits.
Non-Erasmus exchanges – BU has School and subject-specific non-Erasmus agreements with other institutions, some of which are outside of Europe. Exchanges take
place at level I (UG). Eligibility terms and conditions apply and spaces are usually limited to between 1 – 4 students. Students either come for 1 semester (Business
School) or one term (Media School).

 1) Application stage
Incoming Student from Partner     International Experience & Exchanges Coordinator         BU School Erasmus/International             BU School administrative
University                        (IEEC) at BU                                             Coordinator (academic contact) in           coordinator/PA
                                                                                           collaboration with Framework
                                                                                           Leader/Programme Coordinator
   Advises home international        Receives names of selected students for exchange     Provides information on study units
    coordinator of interest in         from partner university                                 and credits available for exchange
    exchange
                                      Emails weblink to application information
                                       (www.bournemouth.ac.uk/exchanges)

                                      Checks with academic contact for advice on
                                       units/programme of study available for incoming
                                       students

                                      Sends information on units to partner
                                       coordinator/student




                                      14                                                                               June 2012
   Completes application form          Checks application and chases up any queries or           Considers applications                     First point of contact for
    and learning agreement and           outstanding information                                   If approved will sign off                   exchanges paperwork and
    returns them with supporting        Information entered onto the ‘Incoming students           If rejected will need to give reasons       ensures paperwork is signed
    information (transcript of           spreadsheet’                                               why                                         off by academic contact and
    records & English language          Registers student on UNIT-e (Extended                                                                  returned to IEEC
    proficiency (academic) to            applications) to create initial student record and                                                    Updates UNIT-e with
    IEEC                                 flag student as exchange                                                                               decision
                                        Forwards application to administrative coordinator                                                    Sends exchanges offer
                                         to be logged and signed off by academic contact                                                        letter, acceptance form, and
                                        Forwards information regarding exchange offer                                                          rules & regs leaflet to
                                         letters to admin (I:\SAS\Public\Student                                                                accepted students
                                         Services\Study & Work Abroad\Incoming                                                                  (I:\SAS\Public\Student
                                         Exchanges)                                                                                             Services\Study & Work
                                        Countersigns returned applications and notifies                                                        Abroad\Incoming
                                         partner university/student of acceptance                                                               Exchanges)
                                                                                                                                               Sends rejection letter to
                                                                                                                                                unsuccessful students
   Completes and returns               Updates incoming student spreadsheet                                                                  Updates UNIT-e
    acceptance form to School                                                                                                                  Informs IEEC
    academic contact /or
    withdraws


 2) Pre-arrival & exchange
Incoming Student from Partner       International Experience & Exchanges                      BU School Erasmus/International Coordinator        BU School administrative
University                          Coordinator (IEEC) at BU                                  (academic contact) in collaboration with           coordinator/PA
                                                                                              Framework Leader/Programme Coordinator
   Arranges accommodation in           Provides list to Accommodation Office during          Answers queries on units/credits                    Answers queries on
    Bournemouth using advice             summer months showing incoming exchange                                                                     timetabling/general info
    from the accommodation               students                                                                                                    on course
    office                              Sends out welcome emails over the summer
   Coordinates with home                months to students
    university regarding Erasmus        Liaises with academic contact regarding any
    payments if applicable               queries on units/credits
   Responsible for arranging           Explains that timetable is not available until
    own travel & health insurance        October
   Liaises with School admin
    contact regarding




                                        15                                                                                    June 2012
    timetabling/general queries
    regarding course
   Attends orientation                  Works with the Internationalisation Development                                                    Advises student on
                                          Coordinator during the orientation programme                                                        School specific
                                                                                                                                              orientation activities

   Completes Erasmus                    Receives Certificate of Arrival for student and                                                    Signs Erasmus
    paperwork if applicable               sends to School Administrator to sign                                                               paperwork (Certificate
    (certificate of arrival)             On return of paperwork, countersigns & sends                                                        of Arrival) to show
                                          copy to partner university                                                                          student has arrived &
                                                                                                                                              enrolled and returns to
                                                                                                                                              IEEC
   If non EU applies for visa and       Advises International Student Support team if
    CAS (confirmation of                  student is non-EU and therefore requires a visa
    acceptance of studies)                and CAS (Confirmation of Acceptance of
                                          Studies)



  3) End of exchange
Incoming Student from Partner        International Experience & Exchanges                   BU School Erasmus/International Coordinator   BU School administrative
University                           Coordinator (IEEC) at BU                               (academic contact) in collaboration with      coordinator/PA
                                                                                            Framework Leader/Programme Coordinator
   Completes Erasmus                    Countersigns Erasmus paperwork & sends copy        Answers queries on units/credits               Signs Erasmus
    paperwork if applicable               to partner university                                                                               paperwork to show
    (certificate of attendance)          Sends copy of transcripts of results to partner                                                     student has remained
   Updates School administrative         university                                                                                          for correct length of
    contact with contact address                                                                                                              time
    for results                                                                                                                              Sends transcript of
                                                                                                                                              records to student’s
                                                                                                                                              contact address and
                                                                                                                                              copy to IEEC




                                         16                                                                            June 2012

								
To top