Instructions for signing exchange agreements
The departments make up the foundation of the university’s internationalisation work, and the majority of the university’s cooperation agreements are on departmental level. Preferably, international cooperation should be on department or faculty level.
When entering into a faculty level cooperation, one of the departments within the faculty shall take on the administrative responsibility for the agreement, as the faculty offices ordinarily do not manage these types of tasks.
It is an important principle for the university that the departments develop their international contacts after independent assessments based on academic interests and other considerations.
Guiding criteria to choose partner institution
When choosing an institution to enter into agreement with, it is good to take the following factors into consideration: what the institution adds to the internationalisation at Stockholm University generally and the department specifically, demand from students and teachers, previous balance between outgoing and incoming students/teachers from other partner institutions in the same area/country, diversity and other strategic considerations (long term effects, development potential and so on).
Guiding criteria for signing agreements:
- Agreements are primarily signed with renowned universities. An assessment of whether or not a university is successful can be based on excellency criteria such as strong research traditions, size, broad subject structure or outstanding competency in a certain area, and ranking lists. It can also be based on the university’s innovative and cross-boundary work.
- The partnership benefits Stockholm University’s strategic interests and creates long-term relationships.
- The partnership is equally meaningful and considers Stockholm University’s strengths. The universities complement each other and together create prerequisites for high quality education and research.
- The partnership works for an increased recruitment of students and researchers to Stockholm University.
- The partnership emanates from the students’ interest for exchange studies. Student reports from studies abroad make up a valuable tool for choosing suitable exchange universities.
- Cooperation is made with institutions that can guarantee that the outgoing students do not risk discrimination. For example, student exchange agreements should not be entered into with universities where outgoing female students do not receive access to studies on the same conditions as male students.
Concrete questions to ask before you sign an exchange agreement
- What do we want to accomplish with the partnership? Is there potential to develop the cooperation strategically?
- Does the partnership add diversity among the exchange opportunities or does it contribute to internationalisation at home?
- What commitments, conditions, responsibilities, and rights do we have?
- Does the institution offer relevant courses on different levels and of high quality?
- Does the agreement define the exchange students’ rights and responsibilities as well as the service level provided by the university?
- Are there routines at the institution for a decent welcoming of the exchange students, help with accommodation, and other student services?
- Is the agreement confirmed at the department?
- Who is the contact person at your department that administer and process the student exchange?
Formalising agreements
The agreement is not formalised until it is signed by both parties. At Stockholm University, the departmental agreements are signed by the Dean or the person that the Dean has delegated the authorisation to (normally the Head of Department). The department is responsible to manage the records of the agreement.
Each person responsible for agreements at the department/Student Services is responsible for making sure that the agreements are correctly inserted in Mobility Online (see routines and instructions on Confluence). Agreements and agreement occasions are not inserted into Ladok before an exchange is planned.
The agreement is the foundation needed for:
- outgoing students to be able to apply for scholarships
- the university’s insurances to be in effect
- knowledge regarding which agreements exist
- documenting exemptions from tuition fees
See information regarding formalizing agreements:
To follow up, renew, or discontinue agreements
To make sure that your partnerships maintain a high standard of quality, you should continuously evaluate your agreements. The department responsible for the agreement should do this together with the faculties and the central support systems. The criteria mentioned above and the university’s overall goals for internationalisation should be considered during the re-evaluation. Other indicators that can be used are activity level, balance, study results, assessments both from teachers and students through reports and other quality aspects such as information, syllabi, and service.
You can decide to renew or discontinue the agreements based on these factors. Examples of situations that can lead to discontinuing an agreement: are lack of reciprocity, lack of information and communication, bad results on surveys, minimal activity during the recent years, breaches of contract, students lacking language skills, and cooperation difficulties.
Tip: The EU-financed project Equatic has created a web-based form for assessment of partner agreements.
Web based form within the project Equatic
E-mail templates departments can use when contacting institutions regarding agreements:
- E-mail template: Establish a new departmental exchange agreement
Word, 159.3 kB. - E-mail template: renew an existing departmental exchange agreement Word, 295.6 kB.
- E-mail template: discontinue a departmental exchange agreement Word, 158 kB.
Special requirements regarding Erasmus agreements
The departments that have signed a Erasmus agreements with institutions within Europe can participate in the programme. There are no agreements needed for internships and staff mobility.
Bilateral Erasmus agreements are signed digitally through Erasmus Without Papers in Mobility Online. See routines and instructions on Confluence. Multilateral Erasmus agreements (for example Nordplus-Erasmus) are signed on special paper templates. Only four-digit ISCED-codes are to be used, see instructions in Confluence. If a university initiates a partnership and sends an agreement draft, it is important to make sure that the agreement conforms with the information in the Stockholm University agreement template.
All documentation regarding Erasmus has to be saved for seven years.
Routines and instructions in Confluence (in Swedish only)