Office of Programs for Study Abroad: Adding Exchange Partners

Quick Guide for Adding Exchange Universities

A. Introduction, from the Office of the Dean of International Programs: There are essentially three kinds of written "agreements" which structure international activities at Purdue, each having different purposes yet connected to one another.

1) A Letter of Intent is the most basic document, reflecting that parties are interested in moving forward with a relationship, signed by the head of the Purdue academic unit and their equivalent at the partner institution. The letter is not an agreement on behalf of Purdue University, and does not involve money or obligation. IP does not have to approve or review the Letter of Intent but would request a copy upon completion. There is not one set form for the Letter of Intent, but the following template is recommended as a starting point. (see example)

2) An Activity Agreement is usually a fairly complicated document because it typically involves money and an obligation to carry out given activities. It is between one unit at Purdue and another (at a partnering institution). Activity Agreements are completed by the Dean's or the Dean's designee, and drafted in collaboration with IP. The key feature is that an Activity Agreement is specific; financial and administrative obligations are spelled out in the document. Templates exist for the most common Activity Agreements (e.g. research, reciprocal student exchange [see below], asymmetrical student exchange and faculty exchange). These are signed by the fiscally responsible people in the units, usually the Deans. If Purdue has an Activity Agreement, then a university-wide MOU may be requested by the Dean of International Programs, either before or shortly after the Activity Agreement is signed. This is so there is a record of the fact that the two institutions both know that units within them are embarking on collaborative activities.

3) A Memorandum of Understanding (MOU) is signed by the chief academic officers at each institution (e.g. Purdue's Provost). Purdue has a specific procedure involving IP, Sponsored Programs, and other offices. MOUs are non-specific and non-binding, but they are institution-wide and formal. They initiate or memorialize a relationship between the two universities, with a promise to discuss collaboration. Faculty members interested in discussing new MOUs with the Dean of International Programs should first consider some of the following questions:

What type of informal ties currently exist?
What areas of activity are of mutual interest?
What are the respective institutional priorities?
What are the benefits of the linkage to each partner?
Is the necessary dedicated funding available at both institutions for the desired level of activity?
What are the measurable outcomes that can be assessed?

It is particularly important that all conversations about initiating a MOU include the Office of International Programs, particularly when holding these conversations with international visitors on the Purdue campus. Contact IP for more information about MOUs (see example) as well as about faculty exchange, research collaboration, or other activity agreements. Past MOUs can be viewed via the "Global Initiatives" section of the Dean's website, through accessing the following URL. Click here for the International Programs Office Directory.

B. Establishing Student Exchange Activity Agreements:

1) The Academic Approval Form (See Example Academic Approval Form) Once a study abroad site has been selected and endorsed by the department and dean, a copy of the Academic Approval Form will be provided by the Office of Programs for Study Abroad. This form is necessary to assure the Contracts Office that the academic unit approves. Signing the Academic Approval Form provides written approval for the transfer of direct credit (with grades). Signing does not promise any particular course transfer but only provides the mechanism that department-approved courses will transfer back with grades. Forms are returned to the Office of Programs for Study Abroad.

2) The Exchange Agreement (See Draft Student Exchange Agreement) When Programs for Study Abroad receives the completed Academic Approval Form(s), an exchange agreement is prepared. Purdue prefers to deviate as little as possible from its standard agreement in order to expedite the approval process. Since the agreement is with "Purdue University," all students can participate but only coursework completed in disciplines of approving colleges/schools/departments (per the academic approval forms above) will result in direct Purdue credit and grades on the student academic record. All other coursework results in transfer credit. The Student Exchange Agreement can have subsequent Academic Approval Forms added to it at any time. (Note: A parallel version of "Co-sponsored Program Agreement" is also available from the Study Abroad Office.)

3) Purdue University Contracts Office Once a mutually acceptable exchange agreement has been established between institutions (i.e. after a draft agreement is sent from Study Abroad to the proposed partner to assure that it will be acceptable), then two copies are circulated for signatures by the director of Programs for Study Abroad, the Dean of International Programs, and the contract administrator in the University Contracting Group. Both copies are then sent to the overseas partner and one is returned to be placed in the contracts office vault.

Links:
Example Academic Approval Form
Draft Student Exchange Agreement


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The letter is not an agreement on behalf of Purdue University, and does not involve money or obligation. IP does not have to approve or review the Letter of Intent but would request a copy upon completion. There is not one set form for the Letter of Intent, but the following template is recommended as a starting point. (see example) 2) An Activity Agreement is usually a fairly complicated document because it typically involves money and an obligation to carry out given activities. It is between one unit at Purdue and another (at a partnering institution). Activity Agreements are completed by the Dean's or the Dean's designee, and drafted in collaboration with IP. The key feature is that an Activity Agreement is specific; financial and administrative obligations are spelled out in the document. Templates exist for the most common Activity Agreements (e.g. research, reciprocal student exchange [see below], asymmetrical student exchange and faculty exchange). These are signed by the fiscally responsible people in the units, usually the Deans. If Purdue has an Activity Agreement, then a university-wide MOU may be requested by the Dean of International Programs, either before or shortly after the Activity Agreement is signed. This is so there is a record of the fact that the two institutions both know that units within them are embarking on collaborative activities. 3) A Memorandum of Understanding (MOU) is signed by the chief academic officers at each institution (e.g. Purdue's Provost). Purdue has a specific procedure involving IP, Sponsored Programs, and other offices. MOUs are non-specific and non-binding, but they are institution-wide and formal. They initiate or memorialize a relationship between the two universities, with a promise to discuss collaboration. Faculty members interested in discussing new MOUs with the Dean of International Programs should first consider some of the following questions: What type of informal ties currently exist? What areas of activity are of mutual interest? What are the respective institutional priorities? What are the benefits of the linkage to each partner? Is the necessary dedicated funding available at both institutions for the desired level of activity? What are the measurable outcomes that can be assessed? It is particularly important that all conversations about initiating a MOU include the Office of International Programs, particularly when holding these conversations with international visitors on the Purdue campus. Contact IP for more information about MOUs (see example) as well as about faculty exchange, research collaboration, or other activity agreements. Past MOUs can be viewed via the "Global Initiatives" section of the Dean's website, through accessing the following URL. Click here for the International Programs Office Directory. B. Establishing Student Exchange Activity Agreements: 1) The Academic Approval Form (See Example Academic Approval Form) Once a study abroad site has been selected and endorsed by the department and dean, a copy of the Academic Approval Form will be provided by the Office of Programs for Study Abroad. This form is necessary to assure the Contracts Office that the academic unit approves. Signing the Academic Approval Form provides written approval for the transfer of direct credit (with grades). Signing does not promise any particular course transfer but only provides the mechanism that department-approved courses will transfer back with grades. Forms are returned to the Office of Programs for Study Abroad. 2) The Exchange Agreement (See Draft Student Exchange Agreement) When Programs for Study Abroad receives the completed Academic Approval Form(s), an exchange agreement is prepared. Purdue prefers to deviate as little as possible from its standard agreement in order to expedite the approval process. Since the agreement is with "Purdue University," all students can participate but only coursework completed in disciplines of approving colleges/schools/departments (per the academic approval forms above) will result in direct Purdue credit and grades on the student academic record. All other coursework results in transfer credit. The Student Exchange Agreement can have subsequent Academic Approval Forms added to it at any time. (Note: A parallel version of "Co-sponsored Program Agreement" is also available from the Study Abroad Office.) 3) Purdue University Contracts Office Once a mutually acceptable exchange agreement has been established between institutions (i.e. after a draft agreement is sent from Study Abroad to the proposed partner to assure that it will be acceptable), then two copies are circulated for signatures by the director of Programs for Study Abroad, the Dean of International Programs, and the contract administrator in the University Contracting Group. Both copies are then sent to the overseas partner and one is returned to be placed in the contracts office vault. Links: Example Academic Approval Form Draft Student Exchange Agreement
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