Policy Statement on Study Abroad

Transcription

1 Policy Statement on Study Abroad Approved by UTC: March 2015 (M14-15/117) 1. This policy statement covers periods of study at other higher education institutions outside the UK where these form part of University of York programmes. In the context of this policy, study abroad refers to either replacement credit (whereby part of a York programme is replaced with study at an overseas institution) or additional credit (lengthening the normal period of study for that programme and leading to a specific award recognising the time spent on study abroad). Alternative forms of collaboration with other higher education institutions are addressed in the University s policy on collaborative provision, whilst work placements (including those overseas) are addressed in the Policy Statement on Work-Based Learning and Placements. Study Abroad in a strategic context 2. The University Strategy aims to give our students opportunities to gain experience that will prepare them better for employment or further study (Key objective 2.5). A significant way to achieve this objective is to develop opportunities for students to study abroad. Study abroad provides students with valuable opportunities to develop global perspectives and awareness, enhances employability, and assists students in developing a range of qualities and skills, including in cross-cultural communication. Student exchanges can reinforce existing teaching and research collaborations and assist in building strategic and sustainable research relationships whilst strengthening the University s global profile. Incoming exchange students increase the diversity of the student body, bring different perspectives, and contribute to the internationalisation of the University. The role of the Centre for Global Programmes 3. Whilst the Centre for Global Programmes should be seen as the hub for managing all study abroad projects, individual departments and Faculties are strongly encouraged to provide students with opportunities to undertake study abroad. The Centre is committed to developing university-wide programmes as well as offering specialist resource to each Faculty to advise and support the development and implementation of international student mobility programmes such as Erasmus+ and activities related to individual learning outcomes such as field trips and electives. 4. Alongside credit bearing study abroad, the Centre offers a range of opportunities for students to gain valuable international experience, for example through summer schools organised by international partner universities and our own International Study Centres. Funding and support is also available for students who intend to travel whilst participating in independent projects. Although extra-curricular, these strategically aligned programmes provide a wide range of students with the opportunity to develop Page 1 of 19

2 skills and gain inter-cultural experience to articulate global competencies sought after by graduate employers. 5. Whilst this policy statement sets out a common framework for the development and implementation of study abroad activities, there are variations in the relative responsibilities of the Centre for Global Programmes and participating individual departments or Faculties. There are also different factors to take into account, depending on the scheme or project involved. In particular: a) there are additional considerations for exchanges involving replacement credit to those involving additional credit; b) some exchange agreements with partner universities are institution-wide (between the University and another university), whilst others are at Faculty / multidepartment or departmental level (between a particular department(s) / Faculty and another department / group of departments at a partner university). c) exchanges can be developed through the ERASMUS+ scheme or as an individually brokered exchange with a partner university overseas. This document provides information for staff involved in study abroad activities on policy and procedures and on the requirements of each party involved, although it is advisable to direct all enquiries regarding the development of study abroad programmes in the first instance to the Centre for Global Programmes. 6. This document does not directly relate to procedures for visiting students whilst at York; please refer to the Guidelines on Visiting Students. Policy on the assessment of visiting students is set out in the University s Guide to Assessment, Standards, Marking and Feedback (section 4.13). Academic Standards: General Policy for all Study Abroad 7. This policy statement has been developed in the context of the expectations set out in QAA s UK Quality Code for Higher Education, and particularly Chapter B10 (Managing Higher Education Provision with Others), which encompasses study abroad. 8. The University is responsible for the academic standards and quality of all awards made in its name, including those involving study abroad (whether this takes place as replacement or additional credit). The University and its departments (as appropriate) must accordingly be satisfied that study abroad makes a clear, defined contribution to programme learning outcomes, and that specific study abroad opportunities (and thus partner institutions) are able to provide appropriate opportunities to achieve those outcomes, and are of sufficient quality so as to protect the student experience. Page 2 of 19

3 9. Where study abroad is an integral part of a programme of study, departments should ensure that the overall programme outcomes include appropriate outcomes relating to the period of study abroad and that these are appropriately assessed with marks incorporated into the final degree classification as appropriate (this can be on a pass / fail basis for additional years: see paragraph 20 below). These outcomes should be reflected in the relevant programme specification and the programme documentation provided to students. Appropriate references to study abroad should also be included in the departmental Written Statement of Assessment Policies and Practices. 10. Specific policy and guidance on assessment of study abroad is outlined in Appendix III of the University s Framework for Programme Design (Undergraduate) and Guide to Assessment, Standards, Marking and Feedback (section 4.12). 11. All partnerships with other institutions for the purposes of study abroad should be developed through the Centre for Global Programmes, and approved prior to any exchange of students taking place. Further details are set out in the section on the approval process below. 12. Departments should be clear on how grades gained by students at partner institutions will be converted to marks on the University scale. Where available, the standard, institution-wide grade conversion tables should be used for this purpose. Information about these tables is available on the Study Abroad website. Guidance on establishing and amending grade conversion tables is available via the University s Guide to Assessment, Standards, Marking and Feedback (section U4.10). 13. Students should be made aware that reassessment opportunities cannot be guaranteed in relation to study abroad: partner institutions may not offer such opportunities and this cannot be enforced. There is accordingly no automatic right to reassessment. 14. As set out in the framework for programme design, progression decisions should take place prior to a student embarking on any period of study abroad. Students who fail the preceding or normal credit-load stage (taking into account the outcome of any reassessment) will not be allowed to embark on study abroad. Departments should be aware that partner institutions commonly set minimum standards of academic achievement (for instance, a certain average mark in the preceding year). 15. Study abroad should be monitored through the University s regular quality assurance procedures (Annual Programme Review and Periodic Review). Appropriate use should be made of external examiners in scrutinising marks gained whilst studying abroad, noting that (as module details will not be available to external examiners), their role is Page 3 of 19

4 likely to be limited for practical reasons to scrutiny of the processes used to convert marks from partner institutions for the purposes of progression / classification. 16. Before a York student embarks on an exchange (whether involving additional or replacement credit), the sending department should agree with the student a programme of study to be undertaken at the partner institution (i.e. which modules / courses), via a learning agreement. This should be authorised by the departmental ERASMUS+ coordinator and institutional ERASMUS+ coordinator for ERASMUS+ exchanges, and by the Chair of the relevant Board of Studies for other exchanges. Further policy and guidance on this issue is set out below. It is acknowledged that this learning agreement is likely to need to be flexible and may evolve in dialogue with the student, as for practical reasons such as timetabling students and staff often do not know the details of the module diet available to them until arrival at the partner institution. Study Abroad Involving Replacement Credit 17. Study abroad involving replacement credit involves a process of credit transfer. The outgoing York student imports credit from the partner institution to count towards their York degree, replacing the credit they would have taken at York had they not undertaken study abroad. In effect, the participating York department agrees that the learning to be taken by the outgoing student at the partner institution is equivalent to that they would have undertaken at York. In developing new partnerships, and in drawing up learning agreements with students, the following factors are relevant: a) Level: sending departments should assure themselves that the outgoing student will take modules / courses of a level appropriate to their stage of study at York. Evaluation of this factor should be done by reference to learning outcomes (rather than just subject content) if these are available. If departments are unsure about this, they should contact the Centre for Global Programmes to source information. b) Volume and Credit: undergraduate degrees at York operate on the basis of 120 credits per stage. Guidance on the number of credits constituting an equivalent full credit load at partner institutions is available from the Centre for Global Programmes. Departments should assure themselves that the course / credit load to be undertaken at the partner institution is equivalent to the missed credits at York, in order that the student is able to gain the full credit needed to progress from their stage at York. c) Subject: in drawing up learning agreements with outgoing students, departments should: Page 4 of 19

5 i. assure themselves that the study to be undertaken at the partner institution will ii. iii. iv. facilitate the student achieving the overall learning outcomes for their York programme; pay particular attention to core modules, to ensure as far as possible that the student will study modules / courses with commensurate outcomes at the partner institution; consider the implications of the period of study abroad for the student s future study at York. Particular attention should be paid to modules the student will miss at York that are pre-requisites for later modules in the programme. Typically, the student will either need to take modules / courses with commensurate outcomes whilst abroad, or be made aware that, by missing the relevant York pre-requisites, choice will be narrowed later in the programme. The department should ensure that the student will have a viable route through the programme; consider if the mode of assessment at the partner institution is appropriate; v. for periods of study abroad that are for a part-year, consider the implications of vi. any long-thin modules (taught over more than one term) the student will take at York. Will the student still be able to achieve and demonstrate (via assessment) the learning outcomes for those modules?; consider, and ensure that the outgoing student is aware of, any implications of the period of study abroad in relation to the requirements for accreditation / recognition from relevant Professional, Statutory and Regulatory bodies. Consideration of these factors will require the department to undertake a process of mapping its curriculum against that of the partner institution (noting that, for practical reasons, it may not be possible for the student to follow a precise module diet set out in advance). 18. Study abroad involving replacement credit will be reflected via student transcripts. Study Abroad for Additional Credit 19. Study abroad involving additional credit (i.e. an additional year) should be reflected in a distinctive programme title, to be recognised on degree certificates (see the policy on programme titles within the University s framework for undergraduate programmes). 20. As set out in the framework for programme design, departments need to be clear on how study abroad for additional credit will be assessed for the University s purposes (i.e. whether this will be on a pass / fail basis, or whether it will be given marks on the University s scale and incorporated into final degree classifications and, if so, in what proportion). Students should be made aware of such arrangements, as this may have Page 5 of 19

6 implications for their decisions regarding study abroad. To ensure equity, the same arrangement should be used for all study abroad for additional credit on the same programme. 21. Where a student receives an overall failing mark for a period of study abroad taken as additional credit, they should nevertheless be permitted to progress on the standard bachelors programme. Marks for the failed credit will appear on the student s transcript but will not contribute to the calculation of the final award. 22. In the event that a department wishes to establish a new variant of a programme with a year abroad (e.g years, where the 3 year standard variant already exists and there are no other changes), this will require approval by the relevant Faculty Learning and Teaching Group and University Teaching Committee, but follows a streamlined process. Further guidance, including on practical considerations, is available via Annex 2 of this document. 23. In drawing up learning agreements with students undertaking study abroad for additional credit, the process is necessarily different (and lighter-touch) to that for replacement credit. Departments should nevertheless consider the following factors: a) Level: departments should assure themselves that the outgoing student will take modules / courses of a level appropriate to their stage of study at York (see also the guidance in Appendix III of the framework for design of undergraduate programmes). b) Volume and Credit: an additional year is equivalent to 120 York credits. Departments should ensure that the student undertakes a volume / credit load of study equivalent to this amount. c) Subject: departments should consider if they wish to specify that a certain proportion of study should be in the student s subject at York, noting however that there may be limitations on the amount of credit a student can take in a particular subject imposed by certain partner institutions. These factors are collectively especially important where a department has agreed that marks gained whilst on study abroad for additional credit should count for the purposes of York degree classification. Approval of Study Abroad Partners 24. The University encourages departments and Faculties to establish bilateral agreements with partner institutions overseas where these will contribute to the department s Page 6 of 19

7 overall objectives in teaching; are suitable in providing a good match for York in quality and standing; and where the experience of students at the partner institution will be appropriate. It is important that there is a genuine commitment on the part of the department or Faculty to work closely with the Centre for Global Programmes in order to make the agreement work in practice. Departments should nominate a member of staff to coordinate the exchange, to promote it within the department, and to provide advice and guidance to students who might wish to participate. 25. Departments must discuss any potential exchange agreement with a new study abroad partner with the Centre for Global Programmes in the first instance. 26. All partnerships with other higher education institutions for the purposes of study abroad should be approved in advance of any exchange of students taking place. Agreements should first be considered by the relevant Board of Studies, which should take a decision on whether to recommend the proposed partnership for approval. The Centre for Global Programmes will oversee the development of proposals and put forward documentation for final approval. Authority to approve all exchange agreements (whether at institution, multi-department or individual department level) rests with University Teaching Committee (UTC), usually by chair s action. 27. Following approval at UTC, a formal agreement should be established for any exchange. This requires the approval of the PVC for Teaching, Learning and Students, and should be signed by both parties before an exchange commences. The Centre for Global Programmes should be involved in drafting agreements / considering agreements prepared by partner institutions. 28. Proposals to establish agreements with partner institutions should be developed with reference to this policy statement and guidance on this issue from the Centre for Global Programmes (CGP), and by using the associated checklist form (available from CGP - there are different forms for departmental and institutional exchanges). Through these mechanisms, the following factors should be evaluated with due diligence: the academic quality of the proposed partner institution (for instance, by reference to rankings, teaching and research quality, international reputation); the suitability of the partner institution s curricula and procedures (bearing in mind the need to map the partner s curricula to those of the University for exchanges, as articulated in the section on student learning agreements above). Particularly in the case of exchanges which are designed to replace (rather than additionally supplement) credit at York, the Department will need to carefully think through the compatibility of the partner institution s courses and Page 7 of 19

8 structures. This requires an understanding of the partner institution s curriculum, calendar, credit structures, assessment and grade reporting procedures in order that the Department can confidently recommend the exchange to its students. The Department will need to establish a good working relationship with counterparts at the partner institution. that facilities, resources and student support arrangements at the proposed partner institution are appropriate and adequate, including support arrangements for disabled students and those with particular needs; that confidence can be placed in the quality and integrity of the proposed partner s arrangements for assessment and credit transfer; the ability of the proposed partner institution to provide an appropriate and safe working environment, taking into account risks students might face by being resident in the host country; the higher education structures, methods and assumptions that operate in the partner institution / host country; any barriers that may be posed by the legal, regulatory, political, ethical and cultural context of the host country; the legal status of the proposed partner institution, and its relationship with the state in which it is located; any reputational risks that might arise from a relationship with the proposed partner (for instance, in relation to their business or ethical interests). 29. Other practical considerations include: the viability of the exchange, taking into account likely demand from students. One useful indicator of demand is the record of participation of the Department s students in existing exchanges, for example the Worldwide or Erasmus+ exchange schemes. The Department should consider if it can achieve an equal balance between incoming and outgoing students. language issues, including any requirements the partner institution might have on language competence, and how students will be prepared and supported for study and day-to-day life using another language (as relevant) prior to departure. issues of inter-cultural awareness; day-to-day culture and practice (this could involve, for instance, referring students to Foreign and Commonwealth Office advice). whether it is intended that the exchange will be for additional or replacement credit, and the considerations in relation to these outlined above. For replacement exchanges, if the exchange is for a term, the department should consider if this is viable in the context of the structures of the academic year at the two institutions. Page 8 of 19

9 financial implications for York students participating in the exchange. This includes the likely accommodation and living costs for participating students, as lack of funds is a significant barrier to exchanges. Second-year students may be locked in to private accommodation contracts and thus may need to pay twice for accommodation. the expectations of the partner in terms of the modules / subjects that students will wish to study at York. the administrative impact of the exchange on the department: decisions will need to be made about how and where this will be handled. Issues here include the handling of incoming and outgoing applications and advice to incoming and outgoing students. In the case of the latter, responsibility for the handling of particular matters such as credit transfer needs to be clearly defined. There may be separate academic and administrative responsibilities handled by different people in the department. Departments should ensure that they have sufficient resource and expertise to handle the impact of the exchange. Some of the points above and set out in the checklists for approval can be covered in discussions at distance, but a site visit may be necessary for others. The University recommends that no student exchange agreement is entered into without a site visit having taken place (paragraph 42 below has further detail on site visits). 30. Departments should also be aware that partner institutions will wish to be assured that York s curriculum is a suitable match for their own curriculum, particularly for students coming to York on replacement years. This will be an important factor in ensuring a sufficient number of students come to York to make a reciprocal exchange viable. Academic compatibility with the partner institution is thus crucial. 31. Agreements with partner institutions should be made for set periods; indefinite agreements should not be made. If the department / University wishes to extend an agreement, the suitability of the proposed partner and success of the exchange should be reviewed (taking into account the steps and factors articulated above, and feedback from students in the student reports submitted after completion of exchanges). 32. The Centre for Global Programmes will work with Faculties / departments to develop bespoke versions of the standard templates for agreements with partner institutions, which have been informed by the factors articulated in Chapter B10 of the UK Quality Code (Indicator 7). Templates provided by partner institutions may also be used provided that the Centre for Global Programmes has reviewed them and confirmed that they are equivalent in terms and conditions to York s template. Agreements may be Page 9 of 19

10 signed on behalf of the University by the Pro-Vice-Chancellor for Teaching, Learning and Information or their nominated deputy. 33. For efficiency, departments may not need to undertake the full vetting process above if another department covering the same subject already has an approved arrangement with the proposed provider. This is most likely to be relevant in the case of combined programmes / teaching units. However, in such cases the academic suitability of the partner s curriculum will still need to be assessed; the partner approved by the relevant Board of Studies and UTC, and an agreement drawn up. All such cases should thus still be routed through the Centre for Global Programmes. 34. The Centre for Global Programmes will maintain clear records of all partner institutions with whom the University (or its departments) have entered into UTC approved exchange agreements, including the associated contracts. 35. For departmental exchanges, once an agreement has been signed the proposer should exchange departmental and institutional literature with the new partner, and establish application deadlines and procedures. The Centre for Global Programmes will administrate the incoming visiting student application process and contact the new partner with instructions as appropriate. 36. Departments should promote the new exchange opportunity to students. Each department as a whole should take ownership' of the exchange: that is to say, exchanges should not be reliant on personal links between an individual member of staff and the partner institution. Notwithstanding, it is important that the department assigns a coordinator role to a particular member of staff in order to liaise with students and work with the Centre for Global Programmes. Departments must keep accurate records of exchange documents and all correspondence regarding the exchange (noting however that the Centre for Global Programmes is the ultimate repository for copies of contracts). Applicability of Policy to Research Degree Programmes 37. This policy is applicable as appropriate to research degree students who are involved in a formal exchange with another institution (i.e. in instances where they become a visiting student of another institution, but remain solely registered on a York award). Instances where research degree students visit other institutions in the ordinary course of their research are not covered by this policy and are addressed under the University s standard insurance arrangements. More formal collaborations, leading to a research degree student receiving a joint or double award with another institution, are addressed in the University s policy on collaborative provision. Page 10 of 19

11 Student Information and Support 38. The University (through the Centre for Global Programmes, other professional services and academic departments) will work to ensure that students undertaking an exchange are prepared and supplied with relevant and timely information, support and guidance prior to, during and after study abroad. In addition to the learning agreement referred to above, this will include: information on students rights and responsibilities during study abroad, including the complaints process; information on student support services whilst abroad, including local sources of support. information on processes of assessment, rules on progression, grade conversion and credit transfer. More specific information on responsibilities in respect of study abroad is available in Annex 1 of this document. 39. Departments should support students if their circumstances change and they are no longer able to achieve the assessed outcomes in the agreed setting. 40. Particular consideration should be given to equality and diversity issues and to students with particular needs when arranging study abroad. In discussion with the student, study abroad partners will need clear information on student needs and how or whether those needs can be met. 41. On this issue, it is important to note that the University needs to obtain a student s permission to disclose a disability to the partner University. 42. Supervisory arrangements in place for students whilst at York should continue in an agreed form during a period on study abroad. Students should be encouraged to keep in contact with their supervisors by /telephone/letter/vle/video conferencing, and agreement should be reached with the student before departure on any requirements regarding the frequency of communications. These arrangements should be supplemented by the role of the exchange co-ordinator where appropriate. 43. Departments and students should be aware that there are additional attendance monitoring requirements during study abroad for international students studying at the University on a Tier 4 visa. These are set out in the University s Attendance Management policy for such students. Page 11 of 19

12 44. Site visits should be carried out as appropriate during the lifecycle of the study abroad agreement in order to evaluate quality of learning, logistical and pastoral support and to maintain good partner relations. This site visit can be carried out by a member of academic, administrative or support staff provided that they are briefed on the requirements of the visit. The Centre for Global Programmes should be made aware of any site visit and its outcomes. It is a requirement of Erasmus+ that visits are made. Funding to support Erasmus+ site visits (contribution to expenses) can be claimed through the Centre for Global Programmes. Centre for Global Programmes staff will contact departments if they are visiting countries where site visits may be incorporated into their schedules. Additional Information: 45. In addition to the advice available from the Centre for Global Programmes, the following sources of information are available: Student Support Services webpages. External: Various professional bodies produce guidance to assist in the development of placement information. The list below is not exhaustive but provides some links to specific sites which could be of use. International Unit of UUK - The British Council - Foreign and Commonwealth Office travel advice - British Universities Transatlantic Exchange Association - Southern England Consortium for Credit Accumulation and Transfer: SEEC UKCISA: UK Council for International Student Affairs Caroline s Rainbow Foundation student focused travel advice. Page 12 of 19

13 ANNEX 1: GUIDANCE NOTE ON STUDY ABROAD SCHEMES The following section outlines specific responsibilities by specific study abroad scheme. Worldwide exchange scheme The University, through the Centre for Global Programmes, has established exchange agreements with a number of worldwide partner institutions and the opportunities provided by these agreements are potentially open to all undergraduate students not in the first or final year of their degree (unless a specific agreement has been arranged by the Department The Centre is happy to provide specialist support to departments or Faculties who wish to establish exchange agreements specifically for their students. This scheme includes departments offering 3+1 degrees with a year long study period outside Europe. The management of these schemes lies with the Centre for Global Programmes, with specific responsibilities distributed to Faculties / Departments as follows: The Scheme Coordinator (in the Centre for Global Programmes) has responsibility for: Developing the proposed exchange agreement, liaising with Faculties / departments as appropriate and submitting the paperwork to UTC for approval Promoting the scheme within the university and to prospective students at Open Days and visit days. Providing students with information and resources on the Centre for Global Programmes web pages. Organising the selection process conducted by the Worldwide Exchange Interview Panel. Informing the applicants, departments and Student Services of the outcome of the selection process. Liaising between the host campuses and York applicants. Assisting students with their applications to the host campus, housing matters and course enrolments. Supplying guidance on visa applications. Conducting a comprehensive pre-departure briefing, supplemented by written notes, for which students are asked to sign an acknowledgement slip. Highlighting to both students and their departments the academic requirements of each host campus and how these conform to the requirements of a York degree. Students and their departments are given written guidance on this. Communicating as necessary with relevant University Offices and LEAs. Receiving and circulating grades and transcripts. Maintaining contact with students while they are on exchange. Conducting a debriefing session on their return. Making regular visits to university-wide partner institutions for quality monitoring and relationship management. Page 13 of 19

14 Departments (through Supervisors, Boards of Studies and Boards of Examiners) have responsibility for: Developing the proposed exchange agreement, liaising with CGP scheme coordinator and seeking approval at the appropriate Board level Making recommendations regarding the suitability of candidates for the exchange. Agreeing an appropriate study programme with students before departure and approving any necessary subsequent changes through a learning agreement. Maintaining regular contact (in the main through ) with their students, in the interests of both personal and academic welfare. Monitoring students progress through course reports and transcripts from the host institution. Ensuring that students receive appropriate departmental information relating to grade conversion, progression requirements for their returning year of study and implications of unsatisfactory performance (i.e failing the year abroad). Converting host university grades into a York mark for the purposes of calculating the final degree classification. Visiting partner sites as appropriate for quality monitoring and relationship management. ERASMUS+ exchange scheme The Centre for Global Programmes works closely with Faculties / individual departments to establish student study or work placement links with eligible institutions / organisations wherever they feel that such a link is a) compatible with the academic aims of their department, b) can enhance the experience of their students and c) is likely to be a genuinely reciprocal exchange (study placements only). Work placements can also be established under the Erasmus+ programme. These links do not have to be reciprocal. Departments should consult the University s policy on work placements. The Erasmus+ scheme is managed by the Centre for Global Programmes, with specific responsibilities given to the departments who establishes Erasmus+ partnerships. The division of duties within this scheme is as follows: Each department, through its Departmental Coordinator, is responsible for activities, which are specific to its exchange activity, including: Establishing, renewing and terminating agreements with the advice of the Institutional Coordinator. Promoting opportunities within the department and counselling interested students. Receiving, distributing and submitting application forms to the partner institution. Advising students on language preparation (e.g. in-curricula language modules Page 14 of 19

15 or electives; pointing students to the University s Languages for All scheme), module choices and credit transfer arrangements. Agreeing an appropriate study programme with students before departure and approving any necessary subsequent changes through the learning agreement. Providing a reasonable level of information on accommodation, support services and any pertinent health and safety issues at the partner institution. Maintaining regular contact (in the main through ) with their students, in the interests of both personal and academic welfare. Monitoring students progress through regular reports and transcripts from the host institution and where necessary by site visits. Ensuring that students receive appropriate departmental information relating to their grade conversion, progression requirements for returning year of study and implications of unsatisfactory performance (i.e. failure of year abroad). Converting grades from the host institution into a York mark for the purposes of calculating the final degree classification. Ensuring that adequate records are kept in order to facilitate a handover to a successor. Visiting each departmental partner institution as appropriate within the agreement lifecycle for the purposes of quality monitoring and relationship management. The Centre for Global Programmes, (through the Institutional Coordinator and Erasmus Coordinator roles) is responsible for managing and monitoring activities, which are common to all ERASMUS+ exchanges, including: Approving, managing and monitoring Erasmus+ exchange agreements, and managing / monitoring partnerships at institutional level (as noted above, student / site monitoring is a responsibility of departments) Ensuring that mobility activity complies with the ECHE (Charter) Advising departments on ERASMUS+ rules and giving verbal or written guidance on the establishment of new links Bidding for and disbursing ERASMUS+ funds Promoting the scheme within the university and to prospective students at Open Days Collecting data on mobility Reporting to the ERASMUS+ agencies Conducting a comprehensive pre-departure briefing, supplemented by written notes Distributing standard forms such as ERASMUS grant applications, Contracts and Learning Agreements Conducting an annual meeting for Departmental Coordinators to brief them on ERASMUS+ scheme changes and discuss topics relevant to the departments at the time. New Departmental Coordinators are invited to meet with the Institutional Coordinator or another member of the Centre for Global Programmes team for induction. Issuing a general reminder to students on the importance of making insurance Page 15 of 19

16 arrangements (additional University insurance is available to all students on study placements) Hosting site visits and audits by the ERASMUS+ agencies Retaining records for five years For both ERASMUS and Worldwide schemes: The Health, Safety and Security Department is responsible for insurance issues. Students are responsible for: Completing and returning internal applications and paperwork requested by the Centre for Global Programmes. Failure to do so may affect funding and programme eligibility. Making appropriate preparations for their approved year abroad. For example risk assessment and insurance, visa application, accommodation, transport, budgeting for living expenses. Managing their learning and personal relationships. Notifying Student Finance of the study abroad period and requesting a letter of confirmation from the Centre for Global Programmes if necessary. Completing, in consultation with their Supervisor(s)/Departmental Erasmus Coordinator, a Learning Agreement. This must show the module title and the credit value for each module taken at the partner university. Students must ensure that their host institution confirms their module choices and that the Learning agreement is signed by all the required parties before departure. Students must ensure that changes to the Learning Agreement are approved as soon as they occur. Understanding how grades from the host institution will be awarded and converted for the study abroad period before departure. Maintaining regular contact with the Centre for Global Programmes and the academic department at York (at least at the beginning and end of each term). The student s University of York account will be used for correspondence. Alerting the exchange institution and the University of York (Centre for Global Programmes and academic department) of any problems the student may experience, before they depart and whilst they are abroad, as soon as they arise. Abiding by the laws and customs of the host country and the policies and regulations of the exchange institution/organisation. The exchange institution/organisation has the right to withdraw the student at any time if, in their judgement, the student s academic work or behaviour is not appropriate. York students are ambassadors for the University of York and it is expected that they conduct themselves accordingly whilst abroad. Students should not engage in any activity which will damage the good reputation of the University of York. Page 16 of 19

17 Completing feedback on the period abroad; online report for the British Council for Erasmus students and report for the Centre for Global Programmes for all other students. Page 17 of 19

18 Annex 2: Guidance Notes on Establishing a Programme with a year abroad 1. The following document sets out guidance for departments wishing to establish a year abroad variant of an established programme, to create a new programme with a year abroad. This procedure only applies where the year abroad programme is an addition to a standard three / four year programme of the same title. All other proposals should be treated via the normal process for approval of new programmes. General Notes: 2. Departments should bear in mind the following practical considerations: Programmes with a year abroad should be developed only when the department is able to meet a reasonable expectation on the number of places on exchange / work placements. The department needs to have a reasonable expectation that they will attract a reciprocal number of students from partner institutions to ensure that the exchange is balanced and the number of places on the programme can be sustained over a number of years. The department should establish good relationships with exchange partners and ensure that the partners understand the restrictions on taking visiting student modules outside of the department. Departments not involved in the exchange programme are under no obligation to take exchange students on departmental exchange programmes. Due to the nature of overseas degrees, departments may however be asked to consider applications to take a small proportion of studies outside of the department where the bilateral agreement has been established, but in related areas e.g. within the associated Faculty. Departmental coordinators should be open to this request, although the proportion should amount to no more than one third of the total credit being taken at York. Approval Process: 3. The creation of a new variant of a programme with a year abroad requires approval by the relevant Faculty Learning and Teaching Group and University Teaching Committee, but follows a streamlined process. Departments should supply the following to their Planning Office contact and quality assurance contact in the Academic Support Office: Page 18 of 19

19 a) a cover paper, setting out the rationale for the programme; expected numbers; start date; and clarity over whether the programme is to be advertised as being available for registration from the outset, whether students would transfer into the programme, or both. Departments should consult Student Recruitment and Admissions to obtain advice as to whether there is a market for the programme and include such advice in the paper; b) amended programme specification(s) and, for students entering 2017/18 or later, Programme Design Documents. It is standard practice to simply amend the programme specification for the standard variant of the programme to include the year abroad, so that both are on the same specification / Programme Design Document. Guidance on how to include years abroad within the York pedagogy (and, through this, Programme Design Documents), including the creation of learning outcomes for years abroad, is available on the York pedagogy webpages; c) full information about how students would be prepared for the year abroad; d) full information on how the additional year would be assessed; e) an explicit statement that the remainder of the programme will be unaffected. Specific Steps in Setting up a 3+1 Programme with a year abroad i. Generate a list of potential exchange partners / organisations who will host students for the year abroad. ii. Research and establish contact with partners in order to develop new exchange checklists for initial programme launch. Centre for Global Programmes specialist advisors can offer support for this research and development activity. iii. Collate existing programme specifications for those programmes that will be amended to include a year abroad. iv. Complete the documentation required by the Faculty Learning and Teaching Group and University Teaching Committee v. Board of Studies to recommend new programme to the relevant Faculty Learning and Teaching Group and University Teaching Committee. vi. Request approval through Board of Studies for new exchange partnerships. vii. Send partner exchange checklists and copy of programme documentation to Centre for Global Programmes. viii. Send programme documentation to Faculty Learning and Teaching Group and University Teaching Committee (via Planning Office and ASO). ix. Once approved, update webpages, prospectus entry and other promotional materials. x. Centre for Global Programmes will work with departments to establish bilateral agreements with approved programme partners. Page 19 of 19