Student Exchanges – Review Of Proposed Exchange Partner

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Student Exchanges – Review Of Proposed Exchange Partner Powered By Docstoc

  1. INFORM SCHOOL COORDINATOR                 Once you have found a prospective partner you must
     inform your School Coordinator and the Institutional Coordinator (see contact details attached)
     of your intention to set up a new exchange/placement. If you do not already have a partner in
     mind, the Institutional Coordinator can advise about possible partners.

  2. PREPARATORY VISIT A Preparatory Visit must be undertaken in order to prepare a report,
     including an assessment of potential risks. Funding may be available from the Institutional
     Coordinator towards the cost of Erasmus visits. Non-Erasmus visits must be funded by the
     School. It is therefore necessary to get the approval of your Head of School before

  3. REPORT At least six months before the commencement of the exchange, a Report (see
     pro-forma attached) should be submitted to the Institutional Coordinator, who will co-ordinate
     scrutiny of the Report by representatives of QESC and the University Insurance Officer (see
     contact details attached). The Institutional Co-ordinator may seek further information from
     you at this stage.

  4. SIGNING OF FORMAL AGREEMENT                If the exchange is approved, this will be reported at
     the next full meeting of QESC and the Institutional Coordinator will forward two copies of the
     final formal agreement to the Secretary of the University for signature. These will be sent to
     the new partner for signature and the return of one copy for our files.

  5. AGREEMENT DURATION                New Agreements will be for an initial duration of three years,
     with optional renewal at the end of the period. At least one pastoral visit should be undertaken
     during that time. Report of any pastoral visits should be sent to the Institutional Coordinator.

  NB No individual member of staff has the authority to commit the University to any exchange
                                               Room G.14 Lord Balerno Building
                                               Ext. 3398

                                               Deputy Coordinator
                                               Mr Peter Reinbold
                                               Room G.14 Lord Balerno Building
                                               Ext 3709

                                               School of the Built Environment
                                               Ext. 3595


                                               Dr Yvonne McLaren-Hankin
                                               School of Management and Languages
                                               Ext. 4209

UNIVERSITY INSURANCE OFFICER                   Ms Lorraine Loy
                                               Estate Office
                                               Ext. 8087

School of Mathematical and Computer Sciences   TBA

School of the Built Environment                Dr Steve Wallis
                                               Ext. 3149
School of Engineering and Physical Sciences    TBA

School of Management and Languages             Ms Shona McIntyre
                                               Ext. 3871

School of Life Science                         Dr Peter Morris
                                               Ext. 3181
School of Textiles and Design                  Ms Ruth Walker
                                               Ext. 2149
Institute of Petroleum Engineering             Dr Jim Somerville
                                               Ext. 3162


Student and Staff Exchanges – Review Of Proposed Exchange Partner

      When presenting a student exchange or placement for approval this form must be completed and
       submitted along with any prospectuses and supporting documentation from the partner institution
      All forms must be submitted to the Institutional Coordinator at least six months prior to the
       commencement of the exchange.
      Forms will be submitted by the Institutional Coordinator to the Quality Enhancement & Standards
       Committee and the University Health and Safety Unit for approval.

Proposed Exchange - General Details

Name of School:

Name of School Contact

      telephone
      email
      fax

Name of Host Institution

      address

Name(s) of Contacts at
Host Institution

      telephone
      email
      fax

Date submitted for

           subject area                       Level                             Country              Total number
                                  Under-      Post-    Doctorate         From             To   Students       Months
                                 graduate   graduate                                                        Per student



Is this an ERASMUS exchange?                                 YES/NO

If YES, what is the ERASMUS Code of the Partner
Institution?                                                 Code:

Subject area

Dates of preparatory visit                                   From


Does Heriot-Watt already have an exchange/placement          YES/NO
agreement or other collaborative link with this

If yes, please provide details
Section 1.     Educational Review

Briefly describe the steps taken to ensure that the host institution is of appropriate academic standing. This
may include consideration of the following:

    Government “rankings” available (similar to e.g. RAE or Teaching Quality Audits)
    Institution’s own ranking of itself nationally and internationally
    Local British Council Office view
    Value factors the institution can supply e.g. research funding relative to other highly regarded institutions
     Academic quality of student intake
    Professional body recognition of the institution and its graduates
    Views of major employers of graduates – comparative with “top” institutions
    Prospectus of Institution and Department
    Statements on managing academic standards, including external examiner systems, quality assurance
     and assessment procedures
    Does the Partner have a relationship with other UK Higher Education institutions, including ourselves?

Section 2.     Objectives of the placement

Describe the educational objectives of the placement. This may include consideration of the following:

     Define the learning outcomes of the placement
     Define the stage of student undertaking placement
     Is the placement a mandatory part of the course structure?
     Has the course structure been approved by the appropriate Heriot-Watt University Studies Committee?
     Does the placement provide an alternative to study at Heriot-Watt University?
     What Heriot-Watt University material will students miss by being on placement, including level and
      subject area.


Section 3.     Outline of curriculum and level taken during placement

     Outline host institution’s curriculum that will be offered to students.
     Specify the academic level, the learning outcomes and the number of equivalent Heriot-Watt University
      credits that will be/should be accrued.
     Identify compulsory and optional content.

Section 4.     Appropriateness of placement study programme

Describe the steps taken to ensure that the material studied by students is appropriate in terms of content,
academic level, delivery and support. Of particular interest is the consideration of the following evidence:

     Course documentation – including course structures, module descriptors and summaries, module
     Assessment method – examination, coursework, written, oral.
     Does the host institution use European Credit Transfer System?
     Delivery style – traditional lecture+tutorial, case study, laboratory, by attendance, self-study
     Coursework assignments
     Marking criteria
     Course notes
     Class/contact sizes
     Educational support facilities - including library, study zones, computer access, laboratories, resources


Section 5.     Overall educational experience and educational support systems in place for students

Describe the steps taken to ensure the educational experience and support systems in place are appropriate.
This could include consideration of the following:

     Visits by Heriot-Watt academic staff – append any Visit Report forms where appropriate
     Local mentor/monitoring system in place
     Local initial contact, who will brief or provide induction for student

Section 6.     Process by which student performance will be incorporated into Heriot-Watt progression

Describe how the measured performance of the student will be incorporated into the progression/award
decisions by Heriot-Watt University. This may include:

     Marks from host institution considered at HWU School Progression Board – where decision to progress
      to next stage is made.
     Marks from host institution considered at HWU School Graduation Board – where degree awards are


Section 7.     If a degree award is to be made by Heriot-Watt University on the assessments made by
the host institution, define procedures for ensuring Heriot-Watt University uses the assessment
appropriately, defining equivalence of standards and fairness to students

Describe, in detail, procedures adopted. Of particular interest is the following evidence:

     Comparative grade/mark mapping exercise.
     Use of European Credit Transfer System
     Module equivalence assessment
     Overall student performance compared with previous years of study

Section 8.     Students experiencing academic difficulties

Describe the process that a student should follow if they are experiencing academic difficulties. Of particular
interest is the following:

     Discussion with local academics concerned in the subject area
     Discussion with local mentor/academic contact
     Discussion with Heriot-Watt University academic contact

Confirm that both the students and the Contact from the Host Institution will be briefed of this process.
Confirm that the students will be provided with a copy of the Student Exchange/Placement Handbook


Section 9.     General Health & Safety

Briefly describe the health and safety implications. The following is of particular interest:

     Does the Host Institution have an up to date Health and Safety policy?
     Describe or attach the current accident/incident reporting process of the Host Institution
     Describe any induction processes the students will receive at the Host institution. Of particular interest
      are emergency procedures such as fire evacuation and first aid provision
     Does the Host Institution hold current liability insurance and are the documents checked?

Section 10.    Healthcare

Describe the system of healthcare that will be available to the student or staff. Of particular interest is the

     The Host institutions on Campus medical facilities – if available.
     Local healthcare provision including how this is accessed by students or staff on placement (e.g. location
      and required documentation)
     Local emergency healthcare/contact details
     Cost of any additional healthcare insurance costs payable by the student at the Host institution

Confirm that the students/staff will be provided with documentation describing this process.


Section 11.    Welfare

Describe the provision of Welfare Support available to students or staff. The following is of particular interest:

     Support for Students or Staff with disabilities
     Describe the support for students of staff with mental health problems
     Have any Data Protection Act or Freedom of Information Act implications been considered?
     Will there be any open access (Race Relations Act) implications

Section 12.    Accommodation

Describe the accommodation likely to be available to the student. Of particular interest are:

     University/non university accommodation – approved/non approved
     General standard of accommodation facilities
     Details of any local induction process conducted by the Host institution
     Is the accommodation approved by the Host Institution with appropriate emergency evacuation
      procedures in place


Section 13.    Overall Assessment

In considering the above, the School believes that this relationship brings a:

       high risk to the University's reputation and provision in this relationship.

       medium risk to the University's reputation and provision in this relationship.

       Low risk to the University's reputation and provision in this relationship.

Signed on behalf of the School by:

Sig. __________________________________ Print: ___________________________________Date:
(Director of Learning & Teaching)

For office use only:
Date received in School
School approved risk level       (high, medium or low)
Date of approval
School Approval Signature

Date copy sent to
International Student
Advisers Office
Date reported to QESC
Date of QESC approval
Date returned to School