LIST OF STEPS TO BE TAKEN IN ORDER TO SET UP A NEW
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
LIST OF CONTACTS
INSTITUTIONAL EXCHANGE COORDINATOR Ms Eileen Blackwood
Room G.14 Lord Balerno Building
Mr Peter Reinbold
Room G.14 Lord Balerno Building
REPRESENTATIVES OF QESC (EXTERNAL STUDIES) Dr Malcolm Chrisp
School of the Built Environment
Dr Yvonne McLaren-Hankin
School of Management and Languages
UNIVERSITY INSURANCE OFFICER Ms Lorraine Loy
School of Mathematical and Computer Sciences TBA
School of the Built Environment Dr Steve Wallis
School of Engineering and Physical Sciences TBA
School of Management and Languages Ms Shona McIntyre
School of Life Science Dr Peter Morris
School of Textiles and Design Ms Ruth Walker
Institute of Petroleum Engineering Dr Jim Somerville
PROPOSAL FOR A NEW EXCHANGE/PLACEMENT AGREEMENT
REPORT FORM FOR SUBMISSION TO QESC
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
Name of Host Institution
Name(s) of Contacts at
Date submitted for
SUMMARY OF EXCHANGE/PLACEMENT
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
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
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
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
Date reported to QESC
Date of QESC approval
Date returned to School