POLICY EDUCATION ABROAD PROGRAMMES

Transcription

1 POLICY On EDUCATION ABROAD PROGRAMMES The University of the West Indies Office of Administration The Vice Chancellery Revised January

2 POLICY On EDUCATION ABROAD PROGRAMMES The University of the West Indies Office of Administration The Vice Chancellery Revised January 2009 Approved by University Finance and General Purposes Committee, February 6, 2009 Website 2

3 KEY LI Letter of Intent This may precede the Memorandum of Understanding, and usually comprises general statements, which signify intention of entering into some form of collaborative relationship. This may lead to the establishment of a MOU, Cooperative Agreement, Joint Research Proposal, or other specific agreements. MOU Memorandum of Understanding A document which sets the overall framework for co-operation between the University of the West Indies (UWI) and other institutions/entities. (See Introduction V. 4, 5 & 7) CA Cooperative Agreements Documents which set out the framework for specific cooperative or collaborative programmes, between UWI and other institutions/entities, or specific programmes to be facilitated by UWI. (See Introduction V. 6). Specific Cooperative Agreements may fall under, but are not limited to the following headings: Student Exchange Agreements Education Abroad Agreements Specific Collaborative Agreements Other Education Abroad Agreements, including those governing Special International Group Programmes UWI OFFICES 3

4 OAIP CIO SIGP Office of Administration, International Programmes Campus International Office Special International Group Programmes DEFINITIONS Programme: For the purposes of this policy document, the word programme refers to a set of related activities with specified aims. Agreement: A written arrangement or contract 4

5 TABLE OF CONTENTS SECTION PAGE Key 4 I. Introduction 6 II. Objectives 6 III. Strategies 7 IV. Nature of Cooperative Programmes 7 V. Development of Cooperative Programmes 8 VI. Guidelines for Organization and Management of Faculty/Department/Unit Based Cooperative 9 Programmes Following the execution of MOUs. A. The Role of the Campus International Office (CIO) 10 B. The Role of the Department/Unit 10 C. The Role of the Dean/Director 10 D. The Role of the Office of Administration, International Programmes (OAIP) 11 VII. Guidelines for Collaborative Research 11 VIII. Guidelines for Education Abroad 12 A. Student Exchanges 12 B. Special International Group Progammes 17 C. International Summer School Programmes 19 IX. Guidelines for Facilitating Visiting Students seeking Short-term Placement, Internship, Clerkship, 19 Attachment, Elective, Practicum, Individualized Guided Study and Specially Funded Individual Research Programmes. 5

6 X. Guidelines for Other Education Abroad Programmes 22 XI. Guidelines for Staff Exchanges/Joint Appointments 22 Annex I, Guidelines for MOU 23 Annex II, Guidelines for CA: Student Exchange 25 Annex III, Guidelines for CA: (Education) Study Abroad 29 Annex IV, Guidelines for CA: SIGPs 32 Annex V, Regulations for Study Abroad (Visiting) Students 37 Notes 38 6

7 I. Introduction The University of the West Indies (UWI), consistent with its mission to increase knowledge, to foster intellectual engagement, to promote regional and international understanding, and to advance the priority programmes as described in its strategic plans, is committed to developing relationships with institutions which share similar objectives. UWI seeks to strengthen and expand inter-institutional relationships to support regional development priorities through acquisition, capacity building and enhancement of the knowledge infrastructure. (Strategic Plan ). Therefore, the University shall enter into co-operative and collaborative relationships with: II. Objectives a) regional and international higher education institutions which possess resources to facilitate collaboration; b) research centres - governmental and nongovernmental, regional and international which pursue programmes of research and other intellectual activity which harmonize with the interests of UWI; and c) such other universities, colleges and research centres which can facilitate cultural ties or enable UWI to meet specific objectives within the framework of internationalization through partnership building. The objectives of co-operative relationships may include, but are not limited to, the following: 7

8 a) enhancing staff development opportunities; b) sharing knowledge and skills in areas of competence; c) increasing education enrichment opportunities for graduate and undergraduate students of UWI and broadening their experiential perspective; d) promoting joint research and collaborative bidding for international projects; e) advancing knowledge and skills in the area of institutional management in education; f) promoting cultural and educational ties among Caribbean students and professionals in the Caribbean Diaspora and between Caribbean and non-caribbean students and professionals worldwide; g) promoting performance at the highest international standards and facilitating intercultural competence. III. Strategies These should include: (a) research collaboration; (b) customized education abroad programmes for groups; (c) staff exchanges, visiting fellowships and professorships and joint appointments; 8

9 (d) academic seminars and conferences involving international partners; (e) individual study abroad students; (f) student exchanges; (g) joint supervision of graduate students; (h) other relevant activities such as consultancies, joint publishing, programme development (i) and other collaborative activities. IV. Nature of Co-operative Relationships Co-operative relationships may be initiated between: (a) any one campus of the UWI and an external institution (b) more than one campus and an external institution (c) a single department /unit on one campus of the UWI and a corresponding department/unit at the external institution (d) departments/units on more than one campus and corresponding departments/ units at the external institution (e) a faculty, school, centre or institute on one or more than one campus and a corresponding body/bodies at the external institution 9

10 V. Development of Co-operative Relationships 1. A co-operative relationship may be initiated centrally, through the Vice Chancellery, or at the campus level, through the Principal or other administrative officers or individual staff members of a department, where it appears that such a relationship would be mutually beneficial, responsive to identified needs, and in consonance with the University s Strategic Plan. 2. A co-operative relationship may also be initiated by the external institution and/or promoted by an external agency. 3. All proposals shall be carefully analysed by the appropriate bodies, which will be required to demonstrate to the relevant arm of the University how the proposed link relates to a coherent department/faculty plan, and that it would not duplicate opportunities the UWI already possesses through existing links. It is especially important to recognise the capabilities and limitations of the units concerned, and so avoid developing projects which are likely to overload the unit, and consequently cannot be sustained. Information regarding the proposed co-operation by the campus unit(s) including profiles of the collaborating units, shall be circulated to their relevant counterparts on the other campuses to determine possible interest in participating, and to encourage the establishment of links at the widest (cross-campus) level. 4. Memoranda of Understanding (MOU) shall be drawn up by the initiating parties once the decision to develop a cooperative relationship has been taken. This can be done by 10

11 the relevant representatives of the UWI at the initiating point, such as an academic department/unit, or can be drafted by the institution with which the understanding is to be established, along the lines of the agreed prototype for MOUs. Such MOUs will describe the broad aims, benefits to be derived, strategies, mechanisms for collaboration and the parameters of the co-operative arrangement, as well as the expected outcomes of the various initiatives. These MOUs shall testify to the commitment of the relevant department/unit and the University to seek ways and means to attain the aims outlined. 5. MOUs shall be signed by the Vice Chancellor of the UWI and the Vice Chancellor/ President of the other institution/entity. Where the cooperation is restricted to a Faculty or relates to a single campus, the campus Principal shall sign the Cooperative Agreement which sets out more specific details. 6. When only a MOU or a general cooperative agreement has been signed, activities require specific project proposals. These will include clear statements of objectives, strategies, activities, duration of the project, mechanisms for management, including monitoring and reporting, financial and other resources required, the relationship of the proposals to existing co-operative arrangements and its contribution to the work of the specific unit of the University. 7. New and re-negotiated MOUs must be signed by the Vice Chancellor or his nominee following a clear indication of how specific proposals relate to on-going co-operative arrangements and/or the University s Strategic Plan. 11

12 VI. Guidelines for the Organisation and Management of Faculty/Department/Unit Based Cooperative Programmes following the execution of MOUs. A. The role of the Campus International Office (CIO) Each campus shall establish an International Office with responsibilities which include the review of draft proposals for cooperative activities and the recommendation of workable proposals for further consideration by the relevant campus faculty or unit, or the Office of Administration, International Programmes, (OAIP). The Campus International Office (CIO) may also give guidance or assistance to departments or units of the UWI to ensure efficient execution of the roles as set out in VI B. All signed agreements must be sent to the OAIP. The CIOs, which report directly or indirectly to the Principal and Pro Vice Chancellor, have campus-wide responsibilities for developing and coordinating the international programmes and activities at the UWI campuses, in accordance with their respective international strategies. The CIO collaborates with the Campus Registrar, Campus Bursar, Deans, Faculty Liaison Officers where appointed, Directors, Department Heads, the Office of Marketing and Communications or Public Relations, the Guild of Students and with counterpart International Offices of the UWI and overseas, in providing direction and support, as required, for functions, which include: Faculty and student exchanges Joint research with international partner institutions Related grant applications 12

13 Education abroad opportunities Work with international partner universities to promote study abroad opportunities by groups of international students on campus International student recruitment and admissions Services for international students and visiting scholars International conferences and seminars The provision of relevant information concerning international scholarship and fellowship opportunities The construction of related Letters of Intent, Memoranda of Understanding and Cooperative/Collaborative Agreements The CIO liaises with the OAIP in the completion of Memoranda of Understanding and Cooperative/Collaborative Agreements, in marketing University-wide study abroad programmes, and in proposing amendments to the international strategy of the UWI, through the Committee for International Programmes and Activities. B. The role of the Department/Unit 1. Organization of logistics and delivery of cooperative projects are the responsibility of the individual departments /units. 2. Each collaborating department/unit shall identify a staff member(s) with responsibility for co-ordinating activities related to the project(s). 13

14 3. Departments/units shall have responsibility for planning and administering all academic aspects of their cooperative agreements including: (a) determining priorities for programmes (b) arranging the activities in programmes involving staff exchanges (c) outlining entry requirements for visiting students seeking admission into specific courses and advising UWI students of fit of courses they wish to pursue at the external institution, with their UWI programmes of study (d) research collaboration (e) reporting on outcomes (f) estimating costs for administering the programme and indicating the source of funds to support the expenditure. N.B. Sections B.3 (c) and (f) may be in collaboration with the Campus International Office. C. The role of the Dean/Director 1. The office of the Dean/Director is responsible for the overall supervision of all co-operative arrangements involving the faculty/unit, and must 14

15 therefore be an integral part of the process from the exploratory stage through completion. 2. The Dean s/director s office must provide specific guidance with respect to the commitment of resources to co-operative programmes, the number of programmes operating within the faculty/unit at a given time, and areas for inter-departmental, interfaculty and inter-campus co-operation. 3. When programmes are applicable to only one faculty or unit on a campus, the Dean of the faculty, or the Director of the unit must co-sign all formal cooperative agreements along with the Campus Principal and where appropriate, the Director of the CIO. An original should be sent to the OAIP. Where agreements are university-wide, the Vice Chancellor or his nominee must sign. 4. Progress of such programmes shall be reviewed and reported on annually by the Dean/Director. Reports shall include outcomes, implementation problems, budgets for administering the programme. Copies of such reports should be sent to the CIO. This office will forward a summary to the OAIP, for inclusion in the Vice Chancellor s report to Council. The CIO will also prepare a summary for the Principal s report, and relevant Boards for inclusion in their Annual Reports. 15

16 D. The role of the Office of Administration, International Programmes (OAIP) The Office of Administration, International Programmes OAIP has responsibility for managing the processing of all UWI-wide MOUs, which should be sent to the Legal Unit of the Vice Chancellery for vetting, prior to signing. This office will compile an inventory of existing MOUs, General and Specific Cooperative Agreements, which will be updated as these come on stream. New ones will be tabled annually at Finance and General Purposes Committee meetings and updated inventories will be sent to the CIOs, and placed on the OAIPs web site. The OAIP will ensure the maintenance of accurate records of all International Agreements signed by the UWI and that all signed originals are sent to the UWI s archives. The OAIP will play a leading role on the Committee for International Programmes and Activities of the UWI, and will ensure that there is consistency UWI-wide in the procedures and processes related to international programmes and activities. The OAIP will keep abreast of trends in internationalization of universities and liaise closely with the CIOs in presenting one image of the UWI in the international market. The OAIP will perform the role of a broker office for dealing with approaches to the UWI for initiating, negotiating and establishing memoranda of understanding, cooperative or collaborative agreements with the whole institution. Where requests are for cooperative relationships with specific campuses, they will be routed as appropriate. 16

17 VII. Guidelines for Collaborative Research 1. Adequate time must be allocated to the planning of research projects; therefore agreements which include collaborative research must reflect this. 2. All procedures for the conduct of the research and the publication of findings shall be clearly outlined. In the case of the development of a new product or technology, intellectual property rights shall be protected. 3. To ensure that the research agendas of the faculties/department/units are not directed by external collaborators and that a relationship of equal partnership prevails, there shall be adequate consultation internally as well as between the external collaborators and UWI representatives. 4. Both basic and applied co-operative research programmes shall be pursued. However, UWI, recognising that external funding will not be readily available for basic research, shall, as far as its resources permit, support co-operative basic research projects, where external funding is unavailable, and so far as internal funding allows. 5. Post-graduate and post-doctoral training shall be incorporated into co-operative research programmes as far as possible. VIII. Guidelines for Education Abroad A. Student Exchanges: 17

18 A.1 UWI Students Going Abroad 1. Eligibility (a) (b) UWI students applying to participate in an exchange will be selected by their Head/Dean in consultation with the Director/Senior Assistant Registrars of the CIO, but approval for admission to the host (receiving) university will be the responsibility of the host university. In order to be eligible for selection, the UWI student should (i) (ii) (iii) (iv) normally be registered as a full-time undergraduate or postgraduate student have spent at least one academic year at UWI, but not yet be in the last semester of his/her final year of study have attained at least a good Grade 'B' average, GPA 3 or the equivalent have not been the subject of any disciplinary action and have no such action pending against him/her. 2. Duration & Numbers (a) Student exchanges involving UWI students may be arranged for one semester but for no more than one academic year. Summer programmes at overseas universities may also be arranged where feasible. 18

19 (b) (c) The number of students eligible to participate in the programme will be jointly determined at the outset by the UWI and the collaborating institution. The deadline for applications shall be March 1 for one academic year or for the first semester, and October 1 for the second semester only. 3. Admission Procedure (a) (b) (c) Students should consult their Head of Department and provide a statement indicating the areas in which they are interested and courses they wish to pursue. They should then visit the CIO to obtain information on courses offered by the various overseas universities. Students are advised to do their own research beforehand to ascertain course offerings at overseas universities which are relevant to their programme of study at the UWI. They should collect application forms from the CIO and complete these forms in consultation with the Head of Department. They should maintain contact with their Head of Department and speak with the CIO about the progress of the application which should be routed through the campus Academic Board or the relevant sub-committee of this Board. 4. Host University s Responsibility to UWI Students 19

20 (a) (b) (c) (d) (e) (f) (g) UWI students participating in the exchange programme will enrol at the host institution and will be governed by the regulations of the host institution. The host university will provide adequate information about itself, including the costs associated with studying and living there. The host university will assist UWI students in obtaining the necessary visas by providing letters of admission, other documentary evidence of their admission and by allowing sufficient time for processing. It is proposed that tuition fees will be waived by the host institution once the UWI student has already paid his/her normal tuition as a student registered at the UWI. Other university charges at the host institution will be handled according to the exchange agreement entered into between itself and the UWI. Arrangements for UWI students health insurance and/or medical expenses will be governed by the specific agreement. The visiting UWI student should have access to the medical facilities and student amenities/privileges that are provided to other students at the host institution. Students of the UWI will normally be responsible for travel costs and all other expenses, including accommodation, food and miscellaneous expenses related to their visit, unless special arrangements have been agreed to by the UWI and the host institution. Every attempt will be made by the host institution to place visiting UWI students in university accommodation. 20

21 However, if this is not possible, then assistance in locating suitable off-campus housing will be given by the officers responsible for Housing and Student Exchange at the host institution. (h) At the end of the study period, the host university will return separate official academic transcripts for each UWI student participating in the exchange, and any other student records, to the responsible officer at the UWI. It will be for the UWI (on the faculty s recommendation) to determine beforehand to what extent such credits may be transferred to its own programme. A.2 Foreign Students Coming to The UWI 1. Eligibility (a) (b) Foreign students participating in an exchange with the UWI will be selected by the relevant authority at the sending institution, but approval for admission to the UWI will be the responsibility of the UWI. In order to be eligible for admittance to the UWI a foreign student should: (i) (ii) (iii) normally be registered as a full-time undergraduate or postgraduate student at the sending institution have spent at least one academic year at the sending institution have attained at least a good Grade 'B' average, GPA 3 or the equivalent at his/her institution 21

22 (iv) have not been the subject of any disciplinary action and have no such action pending against him/her at his/her institution. 2. Duration & Numbers (a) (b) (c) Exchanges involving foreign students coming to the UWI may be arranged for one semester but for no more than one academic year. The number of students eligible to participate in the programme will be jointly determined by the UWI and the collaborating institution. The deadline for receiving applications from foreign students shall be March 1 for one academic year or for the first semester, and October 1 for the second semester only. 3. The UWI s Responsibility to Foreign Students (a) (b) (c) Foreign students participating in the exchange programme will enrol at the UWI and will be governed by the regulations of the UWI. The UWI will provide adequate information about itself, including the costs associated with studying and living here. The UWI will assist foreign students in obtaining the necessary visas by providing letters of admission, other documentary evidence of their admission, and by allowing sufficient time for processing. 22

23 (d) (e) (f) (g) (h) It is proposed that tuition be waived by the UWI once the foreign student has already paid his/her normal tuition as a student registered at the sending institution. Other university charges at the UWI will be handled according to the exchange agreement entered into between the UWI and the sending institution. Foreign students will have access to the medical facilities and student amenities/privileges that are provided for regular UWI students. This entails primary health care at the University Health Centre. However, foreign students must travel with major medical health coverage from their home country, which should also cover costs associated with medical evacuation and repatriation of remains. Foreign students will normally be responsible for travel costs and all other expenses, including accommodation, food and miscellaneous expenses, related to their visit, unless special arrangements have been agreed to by the UWI and the sending institution. Every attempt will be made by UWI to place the visiting student in university accommodation. However, if this is not possible, then assistance to locate suitable off-campus housing will be given by the CIO at UWI, working through other relevant Campus offices. The recording of the grades of the visiting student will be governed by the academic policy of the UWI. At the end of the study period, the UWI will return separate official academic transcripts for each foreign student participating in the exchange, and any other relevant student records, to the responsible officer at the sending institution. It will be for the collaborating institution to 23

24 determine to what extent such credits may be transferred to its own programme. A.3 The UWI Student Exchange Management 1. General Responsibilities (a) The CIO shall make arrangements for effective management of student exchanges on that campus. This includes in-coming foreign students and students of UWI enrolled in a progamme of study with a cooperating institution. The assignment of a specific person for student exchange coordination is recommended. (b) (c) The CIO shall liaise closely with i) the Offices of the Deans and Heads of Departments; ii) the Admissions Section of the Office of the Campus Registrar; iii) the Bursary; iv) the Office of Student Services; v) the Guild of Students, if applicable and the appropriate offices of the cooperating universities. The CIO shall provide an annual report to the Campus Principal and the OAIP on student exchanges and other education abroad programmes and activities for that year, including the status and functioning of all campus-specific cooperative agreements. 2. Specific Responsibilities for UWI Exchange Students Going Abroad The CIO shall: handle all student queries 24

25 maintain current handbooks, application forms etc., of participating universities to ensure rapid selection of an appropriate institution, programme and course offerings for UWI students interested in participating in an exchange liaise with UWI Deans to ensure the eligibility of applicants ensure that application forms are received in a timely fashion and dispatched to the appropriate institution accordingly to meet the date/s agreed upon provide assistance to the student in matters pertaining to his/ her travel arrangements, for example, in obtaining a student visa send travel information in a timely fashion to the coordinator at the host institution hold a pre-departure briefing to ensure that the student is well briefed on the protocol requirements under which he/she is expected to operate. 3. Specific Responsibilities of the CIO for In-Coming Exchange Students The CIO shall: receive applications from the office of the Registrar, and ensure that they are routed to the appropriate department 25

26 through the Dean, and communicate with the Coordinator at the host institution once a decision has been reached send relevant information brochures to the host institution assist, in coordination with the Lodgings Office, in identifying either on-campus or appropriate off-campus accommodation receive travel information and ensure that the student is met on arrival and taken to the place of residence hold post-arrival briefing with the student to acclimatize him/her to the local environment and to assist with any difficulties being experienced, such as immigration matters, housing and settling-in assist with registration procedures be available for consultation with the student when necessary hold periodic meetings with the student to ensure that he/she is adjusting to campus life and experiencing no major difficulties ensure that the examinations results are dispatched to the home institution as soon as they become available. N.B. Some of the above responsibilities may be executed in conjunction with the Office of Student Services B. Special International Group Programmes 26

27 B.1 Guidelines for Special International Group Programmes (SIGP) This refers to the Type IIA or B Special International Group Programme. See Annex IV, Guidelines for Specific Collaborative Agreement, for terms and conditions of Type II programmes. Special programmes of Lectures/Discussions, Field Visits, Cultural and Recreational Trips aimed at introducing students to the richness and complexity of the Caribbean society, may be designed and developed for visiting students. The institution sending students to UWI may grant credits for such programmes. Visiting students will be accompanied by at least one faculty member from the sending institution. A report or written paper may be presented for assessment at the end of the programme. The nature and duration of the programme determines whether the type is IIA or IIB. Type IIA programmes are more intensive and may run for 1-3 weeks. Type IIB programmes usually run for periods ranging from 4-6 weeks. A variation on this model is for the visiting University to design a course which fits into an existing Caribbean Studies or International Studies programme at its own institution or at UWI. Arrangements for such programmes may be led by the OAIP or a CIO, and details of such a programme will be documented in a specific agreement. UWI through the appropriate office (and a Co-academic Director, if required), would collaborate with the visiting institution regarding the choice of lecturers with the necessary expertise to present an agreed sequence of lecture/discussion sessions. Appropriate field visits and administrative arrangements for scheduling, logistics and 27

28 delivery locally, would be effected by the appropriate UWI office. There is a set facilitator s fee payable to the UWI for Models IIA and IIB. This is in addition to all costs of the programme, including accommodation, transportation, field visits and recreation costs. The guidelines for terms and conditions may form the basis of further discussions leading to the design of a programme. Following this, the OAIP/CIO will prepare a Specific Collaborative Agreement to be signed by the collaborating institutions. The whole process leading to this signed agreement, can take anywhere from 6 30 weeks, depending on the programme. The process of initiation, discussion and refining, then costing of programme will culminate in the delivery during the winter, spring or summer inter-sessions. B.2 Special International Group Programmes Facilitated. The design, recruitment and delivery of the programme are fully the responsibility of the visiting institution. UWI through the OAIP/CIO, acts as a facilitator, and the name of the UWI as the site for delivery is included in the publicity material of the visiting institution. A facilitator s fee of at least US$ per student is paid to the UWI. This includes fees for use of the UWI s name, library facilities and other administrative costs. The visiting institution must submit to the OAIPs and relevant CIO, a copy of any publicity material, which includes the name of the UWI, the programme schedule and the names of participants. Packaging and marketing should comply with 28

29 UWI standards, once the name of this institution is included as site of delivery or source of expertise. The temporary visitor s identification card, issued to each participant, will be valid only for the duration of the programme. C. Guidelines for International Summer School Programmes This is direct and easy to effect in the short term. International students could register in one or two of the courses of three to six weeks duration, being offered between June and early August each year. A set tuition fee is charged. This covers lecture discussion sessions, field visits, cultural immersion and a specified number of recreational trips. In addition a non-refundable registration fee is charged. Visiting faculty may accompany their students and may teach a course concurrently to their own students or supervise their students independent studies. A general brochure with summary of courses being offered, costs, accommodation, due dates and registration form, as well as, posters and flyers will be circulated in October/November of the preceding year, and information can be found on the UWI web site. International students may also be allowed to pursue a UWI course taught in the summer, between May and July. Cost for this is published in specific department brochures. 29

30 IX. Guidelines for Facilitating Visiting Students seeking Short-term Placement, Internship, Clerkship, Attachment, Elective, Practicum, Individualized Guided Study and Specially Funded Individual Research Programmes. The following steps are required to formalize association with The University of the West Indies with respect to proposed research in any country in which there is a UWI campus/site. If any of these steps cannot be followed, the appropriate CIO should be informed immediately. 1. A formal letter must be sent from the sending university, on the appropriate letterhead, to the Head of the relevant department, requesting permission for the visiting student to pursue his/her research under the guidance/supervision of the Head or someone designated in the department, or for the department to facilitate the specified research in the relevant campus country. The letter may be written by the visiting student s Academic Advisor/Supervisor, Registrar or Director of International/Study Abroad Office, at his/her home university. A copy of that letter should be sent to the OAIP or the CIO and Registrar of the relevant UWI campus. 2. A clear outline of the research proposal, and specifically that part to be conducted in the relevant campus country, should be sent to the Head of Department. 3. Based on the duration of time which the visiting student will spend doing research in the Caribbean, and the nature of involvement of faculty member(s) 30

31 of the UWI, for e.g. helping with placements' in agencies/organizations, setting up interviews, and facilitating the research in any way, there is a fee payable to the Department through the CIO/OAIP. 4. In addition, the CIO/OAIP will assist with obtaining the necessary extensions and waivers from the Immigration Office and Work Permit Office (if the Immigration Officer requires this). The CIO/OAIP also organizes for the status as a visiting student to be formalized, so that the student may be issued the required UWI Visiting Student's Identification, which would allow access to certain facilities on the Campus/Site of UWI. These include reading privileges in the Main Library, use of some recreational facilities and permission to be seen at the University Health Centre for minor illnesses at a small fee. For all of these and other administrative details, there is a fee payable to UWI. 5. Visiting students must travel with their own health insurance for the duration of their stay. 6. UWI does not normally arrange for home stay with families, and cannot promise to assist with this, especially if the visiting student will be out of the city in which the UWI campus/site exists. The CIO/OAIP can, however, try to assist with identifying available accommodation on or near to the Campus, in a Guest House or Visitors Flat, assuming that the visiting student requests this assistance and can provide information re dates of arrival and departure, duration of programme of research and budget for accommodation. If there is 31

32 space available in halls of residence on the campus, the CIO/OAIP can assist by referring the visiting student to the Lodgings Office. 7. Should the research require extended stays off campus, especially in rural parts of the island, the student/researcher must inform the CIO/OAIP and the supervising faculty member of all contact information (address, telephone numbers, etc.) and intended duration of the stay. 8. The fee for an Individual Research, Practicum, Placement, etc. may be set by the host campus and depends on the duration and extent of supervision required. This is usually payable before arrival on the campus, or in special circumstances, within 3 days of arriving in the country. 9. Once the Dean, Head of Department and relevant faculty member have agreed, and the administrative processes have been completed, a formal letter of acceptance, based on supporting letter from the faculty, shall be sent to the student s home institution and to the student by the Campus Registrar, who should copy it to the Director/Head of the CIO/OAIP. 10. On the arrival of the student or researcher, he/she should report by the next working day to the Director / Head of the CIO/OAIP for guidelines concerning settling of outstanding fees, orientation information including the use of the library and other facilities, visiting student s identification and clarification of responsibilities and procedures. 32

33 11. The Director/Head of the CIO/OAIP shall ensure that the student/researcher is directed to the appropriate faculty member with responsibility for supervising or monitoring his/her programme, and should ensure that the Campus Registrar and the Dean/Head of Department is aware of the presence of the student/researcher on the campus. 12. Contact numbers for Campus International Offices (CIOs) are: Cave Hill - Tel: (246) ; Fax: (246) internationaloffice@cavehill.uwi.edu; officeoftheprincipal@cavehill.uwi.edu Website: Mona - Tel: (876) ; Extn ; Fax: (876) studentmatters@uwimona.edu.jm Website: St. Augustine - Tel: (868) Ext. 4280; Fax: (868) principal@sta.uwi.edu ; internationaloffice@sta.uwi.edu Website: Open Campus - Tel: (246) eriic@cavehill.uwi.edu Website: 33

34 13. The Office of Administration, International Programmes (OAIP) is located on the Middle Floor, School of Education Building, Mona Campus. This office may provide guidance, information, clarification or re-direction of enquiries regarding education abroad programmes and activities of the UWI. Tel.: (876) / ; (876) Fax.: (876) / ; (876) or Website: X. Guidelines for Other Education Abroad Programmes The University of the West Indies is prepared to enter into Study-Abroad arrangements with universities which have similar goals, objectives and aspirations. The procedure for such Study-Abroad arrangements is as follows for incoming students: 1. Fees The fees for such a programme will be negotiated on a case by case basis. An administrative fee will be charged to each international student applying to pursue a programme of work at UWI, including short-term programmes such as clerkships, placements, etc. 34

35 Each UWI student applying to participate in an education abroad programme will be charged an administrative fee. Such fees should be held by each CIO and be used to assist UWI students in need, who are proceeding on approved education abroad programmes. 2. CIO This office shall designate a coordinator to carry out the functions as set out in Section VIII A.3.3 above. 3. Regulations for Study Abroad (Visiting) Students These are set out in Annex V of this document. XI. Guidelines for Staff Exchanges/Joint Appointments 1. Exchanges/joint appointments may be arranged for one semester but for no longer than one academic year. 2. Responsibilities of the visiting staff member must be clearly outlined in advance of the visit - teaching, seminars, supervision etc. Effort shall be made to ensure equity in both the responsibilities and remuneration. 3. Academic and senior administrative staff of all grades shall be eligible to participate. 4. Institutions shall consult on the selection of staff, the timing of visits and the numbers per visit. 5. Approval for the exchange shall be the responsibility of the Campus Principal and the Vice Chancellor. 35

36 ANNEX I GUIDELINES FOR MEMORANDUM OF UNDERSTANDING BETWEEN THE UNIVERSITY OF THE WEST INDIES AND UNIVERSITY XXX (The MOU should normally precede the Specific Cooperative/Collaborative Agreement) The University of the West Indies, a regional institution established by Royal Charter, with Centre headquarters at Mona, Kingston 7, Jamaica and Campuses at Cave Hill, Barbados; Mona, Jamaica and St. Augustine, Trinidad and Tobago, and an Open Campus (hereinafter referred to as UWI ) and UNIVERSITY XXX, (include a brief description and the address) wishing to engage in cooperative programmes of education and research, and promote exchange among their faculty and students, agree as follows: 1. Area The area of cooperation shall include, subject to mutual consent, any activity or programme at either institution as considered desirable and feasible on either side to foster and develop the cooperative relationship between the two institutions. The assistance to be provided by each of the contracting parties will include teaching, research, exchange of faculty and students, staff development, etc., as deemed beneficial by the two institutions. 36

37 2. Methods The collaboration shall be carried out, subject to availability of funds and the approval of each institution, through such programmes or activities as: a) Joint research activities (including exchange of faculty members and research students) b) Joint teaching or supervision of students c) Staging of joint seminars, conferences and academic meetings d) Special academic programmes e) Education Abroad on the part of undergraduate and graduate students, including exchanges, internships, electives and practicum. f) Exchange of academic materials and other information. g) Collaborative academic programmes which may involve cultural activities and a strong field visit component. These may be for groups or for individuals on Independent Guided Study Programmes. h) Joint collaborative Grant Proposals. The terms of such collaboration and the necessary budget for each programme and activity shall be mutually discussed and agreed upon in writing by both parties prior to the initiation of the particular programme or activity, and such programmes and activities shall be negotiated on a mutual basis. Each institution will designate a co-ordinator to develop and implement specific activities or programmes. 3. Principles Implementation of this Memorandum of Understanding will be in accordance with the Regulations of both institutions. 37

38 The University of the West Indies and University XXX will each accept the participants selected by the other if mutually acceptable academic and /or professional qualifications and standards are met. All participants will be treated in the same non-discriminatory manner in carrying out the provisions of the agreement, subject to the provisions of the policies and requirements of each of the institutions. Any violation of these principles will be considered grounds for terminating the MOU. 4. Effective Date & Length of Memorandum of Understanding This MOU will remain in force for a period of five years subject to the availability of funds, and any amendment and/or modification of the Memorandum of Understanding will require written approval of the chief administrative officer of each contracting institution and shall be appended hereto. After the initial five year period, this agreement may be reviewed and renewed by mutual consent every three (3) years. Either party reserves the right to terminate this MOU upon six months written notice to the other. This Memorandum of Understanding shall take effect when signed by each side: 38

39 For the University of the West Indies Vice Chancellor For University XXX Vice Chancellor/ President Date Date Annex II. Guidelines for Cooperative Student Exchange Agreement PROTOCOL OF COOPERATIVE AGREEMENT TO GOVERN THE EXCHANGE OF STUDENTS BETWEEN...XXX... AND THE UNIVERSITY OF THE WEST INDIES The purpose of the Student Exchange between XXX and the University of the West Indies (UWI) is to provide undergraduate and graduate students from both institutions an opportunity to study, research, and reside in a different country as well as to enhance cultural cooperation. The scheme is designed to enhance the academic programmes of participants through the study of courses and/or exposure to perspectives not available on their home campus. 1. Student Numbers The institutions will each send students over any given period of time. Imbalances in any given year can be corrected either by increased student flow the following year or over an agreed period. At the end of years if an imbalance still exists then there will 39

40 be payment from the sending university to the host university of an agreed amount for each extra student. 2. Periods of Enrolment Students can attend either one or two semesters or one academic year at each institution. The period of study at the UWI could commence in either the August to December semester or the January to May semester. 3. Eligibility for the Exchange Program (a) (b) (c) Students shall have completed at least one academic year at their home institution and shall be registered full time at the sending university. Students shall be nominated by their Head of Department and/or Dean. A cumulative grade point average (GPA) of 3.0 or at least a Grade "B" average or its equivalent is recommended as a minimum for students involved in the exchange. Students shall not have been the subject of any disciplinary action, and shall have no such action pending at their home campus. 4. Admission Requirements (a) (b) A completed application form Official copy of academic transcripts 40

41 (c) Statement from the student indicating the areas in which he/she is interested and the courses he/she wishes to pursue. In addition to the above, discussions shall take place between the sending and receiving faculty/academic advisor/ registrar regarding the transferability of credits and the suitability of the programme of study to be undertaken by the students. The deadline for applications shall be March 1 for one academic year or for the first semester, and October 1 for the second semester only. 5. Transfer of Credit Students participating in the exchange scheme will enrol at the host institution and will be governed by the academic policies and regulations of that institution. The recording of grades will be governed by the academic policy of the institution. Each institution will provide a separate transcript with the grades and credits for each student. It will be for each institution to determine to what extent credits may be transferred to its own programme. 6. Student Exchange Coordinator A coordinator or advisor for exchange students will be identified at each institution. The role of this person will be to: (a) (b) link up the relevant faculties/departments which are proposing to exchange students liaise directly with the incoming and outgoing exchange students to ensure that all the necessary matters (academic and welfare) are attended to as early as possible. Queries 41

42 from students shall be directed to this person who can then address them to the relevant section. Specific issues which will need to be addressed include: - arranging pre-departure orientation and post arrival orientation for respective groups of students. - providing assistance to students in obtaining the necessary visas by providing early evidence of their admission, thereby allowing sufficient time for processing. - arranging a meeting between the exchange students and representatives of the student body to facilitate the integration of the students into campus life. - arranging for Identification Cards, access to the Library and other facilities (c) link up the relevant Faculties which are exchanging students, re such issues as course choices and availability. 7. Courses (a) Subject to space availability and possession of prerequisites, students will be free to choose from courses offered by the department/s into which they have been accepted. (b) The programme of study which the students take must be approved by their home institution. 8. Host University's Responsibility to the Exchange Students 42

43 (a) (b) (c) (d) (e) (f) The host university shall provide adequate information to the exchange students on the university and on the costs associated with studying and living at the institution. Letters of admission and other forms of documentary evidence which will be needed for obtaining visas and other purposes shall be sent to the student. At the end of the period of study, the host university will send an official academic transcript and any other student records, to the unit specified in the agreement (for the UWI,..., for XXX...) Every attempt shall be made to place exchange students in university housing. If this is not possible then information on the availability of suitable off campus housing and assistance in arranging such accommodation will be offered by the Student Exchange Coordinator in conjunction with the respective Housing Officer. The exchange students will have access to the facilities for primary medical care and student amenities and privileges that are provided to other students studying at the institution. However, exchange students must travel with adequate medical insurance. The Student Exchange Coordinator will arrange for students to be met on arrival. 9. Costs (a) Tuition fees will be mutually waived. Other university charges or costs will be subject to 43

44 agreement between the UWI and the other institution. Such charges by the UWI include Caution Money, Guild Fees, Identification Cards, accommodation in hall (if applicable). Such charges by XXX include... (b) (c) Exchange students must have medical/health insurance and are responsible for the cost of this. Special arrangements may be made with the host university, if possible, for assistance to obtain adequate insurance. The cost of return travel to the university will be paid by the student or home university, as agreed. 10. Responsibility of Exchange Students (a) (b) Exchange students will be expected to abide by the regulations and ordinances of the host institution. Students would be required to produce a report of their exchange experience no later than one month after their return home. This should be submitted to the Student Exchange Coordinator. 11. Initiation and Amendment of the Protocol (a) (b) The protocol is effective from the day of signing and may be amended by written consent between the two institutions. The agreement can be terminated by either party with one year's notice. The liaison person at the UWI for the protocol will be 44