Recruitment based collaborations are managed by the International Development Office (IDO). The IDO provides guidance and forms related to recruitment based collaborations and can advise on appropriate levels of due diligence and risk assessment to be carried out before engaging in or seeking approval for the development of recruitment based collaborations. The due diligence and review enquiries that IDO carry out vary depending on the nature of the proposed link. For example, more in depth due diligence and periodic monitoring will be required for Articulation Arrangements than for Swansea University’s normal recruitment based agreements. These agreements are low risk and are designed to promote good working relations between Swansea University and the partner institution and in the case of specific partners will result in a fee discount for students entering Swansea from that institution. The students will apply to Swansea in the usual way and be subject to the same admission criteria and academic regulations as any other student.
Those students who study Swansea University degrees have to satisfy Swansea’s usual criteria and follow Swansea’s normal degree programmes. They are assessed and awarded the normal Swansea degree based on their time at Swansea only.
Those students who study a number of credits as part of their home institution programme take a transcript of their credit home and are awarded a degree by their home institution in the same way as students studying at Swansea under exchange agreements.
Any recruitment based proposals that fall outside these criteria are deemed to be Articulation Arrangements. Under these arrangements, students who satisfy academic criteria on one programme are automatically entitled on academic grounds to be admitted with advanced standing to a subsequent stage of a programme of a degree-awarding body. These arrangements are considered to be high risk and would be scrutinized accordingly.
What are the Procedures to Set Up Recruitment Based Collaborations?
Anyone interested in setting up a recruitment based arrangement should contact IDO in the first instance. IDO will review the proposal in light of the Strategic Plan and carry out research on the institution. IDO staff will determine on behalf of ISMG whether they wish to enter into negotiations with the proposed partner institution and, depending on the level of interest, will draft a Declaration of Intent or a Memorandum of Understanding with the partner institution. This will be signed by the Pro-Vice Chancellor Internationalisation. If a facilitation arrangement with the particular institution is deemed to be within the strategic plan and desirable, interested colleges will be asked to fill in a facilitation form and review the syllabus of any programmes that will be used as a basis for the facilitation arrangement.
Who Approves the Facilitation Forms?
- Head of School/College;
- Head of Admissions Office;
- Director of Finance (if bursary involved);
- PG Research Committee (if link is at research level);
- IDO who will notify partner institution in the form of an addendum to the MoU;
- IDO will update University’s central record and report on link to the Collaborative Partnerships Board.
What Documentation Underpins this Type of Collaborative Activity?
- Declaration of Intent (where applicable);
- Memorandum of Understanding;
- Facilitation form;
- Agreement/Addendum/letter giving terms of facilitation arrangement;
- Any subsequent correspondence varying terms of arrangement e.g. changes to discounts.
Ongoing Monitoring and Review
The IDO is responsible for entering and updating information concerning the agreement onto the University’s central record of agreements.
The IDO/Admissions Committee the promotional development of the link by annually reviewing the number of students received and their progress. These figures are reported to CPB as part of the monitoring process of all agreements. The IDO monitors the success of links and decides whether to renew/terminate agreements. The IDO also notifies partners and CPB whether a collaboration is to be continued and on what basis. Where concern around a specific facilitation arrangement has been identified, in particular surrounding the progress of students entering Swansea University through this arrangement, CPB will ask the IDO to review the arrangement in question and advise CPB on the risks involved in renewing/terminating the link. In these specific cases, where a problem has been identified, CPB will determine whether the collaboration can be continued and on what basis.
Study Abroad and Exchange Arrangements
The International Development Office (IDO) is responsible for driving the collaborative activity in this area. Exchange Agreements fall within this area (i.e. an agreement which commits the University to exchange students and, where relevant, staff for a specified length of time), including exchanges under the Erasmus+ Programme. It also includes study abroad links for outgoing students, i.e. those arrangements whereby students from Swansea study in other institutions for a semester under a study abroad in lieu of study at Swansea University arrangement. The IDO is also responsible for short exchanges/student visits between institutions such as participation in summer programmes; these are not covered by this Code of Practice. Please contact the IDO directly for advice on how to set up this type of activity.
What are the Procedures to Set Up Student Exchange Based Collaborations?
The proposer should complete a New Exchange Proposal form, Preliminary Risk Assessment form and Site Visit Report (if this has already taken place). These forms may be obtained from Academic Quality Services: email@example.com
Consult IDO for advice on the following before completing the form:
- Does the University already have a link with the proposed partner?
- Does the proposal fit with the University’s strategic plan?
- Information on best practice regarding redemption of failure, awarding of credit, student support and feedback.
Next Stage of Proposal
- The proposer to present the proposal to the College/School Learning and Teaching Committee for approval that the College/School supports and wishes to pursue the proposal;
- Proposals at doctoral/research level must gain approval from the College/School Research Committee;
- University-wide proposals originated by IDO do not require College/School approval, but Colleges/Schools should be consulted about any proposals that might affect them and support for the proposal by Colleges/Schools should be evidenced.
Who Approves the New Exchange Partner Proposal Forms?
If the College/School and IDO support the proposed exchange arrangement, the New Proposal form, Preliminary Risk Assessment form and Site Visit report should be submitted to Academic Quality Services for initial scrutiny and due diligence enquiries. The proposal will then be sent to CPB where the Board will consider whether there are conditions to be met or additional due diligence/information required.
Following CPB approval in principle and ratification by the Academic Standards and Quality Committee, the IDO will liaise with the partner institution to draft the exchange agreement, in accordance with a specific Swansea University template and guidance. As part of the negotiation process, any major deviations from the University template will be referred to the University’s Legal Services team for advice.
If both parties are happy with the agreement, it can proceed for signature. Both parties must sign contracts before any exchange of students take place. All agreements (including those for Erasmus+ student exchanges) are signed by the University’s Chief Operating Officer. All contracts are reviewed by the Legal Services team prior to signature. The Legal Services team store the original documents and the International Development Office retains copies and older agreement originals that have not been renewed since Legal Services have been involved in the process.
Ongoing Monitoring and Annual Review
It is important that exchange agreements are monitored regularly to ensure that they are active and fit for purpose.
As part of the monitoring process:
- Colleges/Schools are required to provide regular feedback on issues arising with exchange partners/agreements to the IDO;
- Colleges/Schools are required to provide feedback from students to the IDO on any issues arising;
- Colleges/Schools are required to undertake verification and monitoring of public information published by partner institutions about Swansea University;
- For subject specific agreements, the IDO asks the college/school if they want to renew the agreement. If colleges/schools wish to renew, IDO proceeds to do so. However, the IDO would highlight agreements that haven’t been used and suggest closing them.
- For University wide agreements, the Go Global team decide whether to renew or not, without consulting colleges, based on demand for the exchange. Feedback from students would inform this decision.
- From September 2019, for both type of arrangements, this will be done via the Collaborative Partnerships Board, based on a list provided by the IDO of agreements due to expire. CPB will formally ask colleges/schools for a response on whether to renew or not and this will be recorded in the CPB minutes. Formal reviews, annual report forms and breaches of contract should inform this decision. IDO will then renew based on this information from the Board.
- Where decision made to renew/terminate an agreement, IDO to manage said renewal/termination.
What are the Procedures to set up a Summer Programme
The Go Global Team in the International Development Office will collate the following documentation to support a proposed third party summer programme provider:
- Programme Overview and Summary, including testimonials from past participants;
- A completed copy of Swansea University’s Health and Safety Questionnaire (developed by H&S section of the Estates Directorate);
- Completed Risk Assessment;
- Copy of Public and Employers Liability Insurance;
- Copy of Draft Summer Opportunity Agreement Document (prepared by the Legal Services team).
Who Approves the Third Party Summer Programme Provider?
The collated documentation is submitted to the University’s Collaborative Partnerships Board for approval in principle. The University’s Learning, Teaching and Quality Committee for final approval.
A legal contract underpins each partnership with a third party summer programme provider.
Ongoing Monitoring and Review
Summer programme data is included in the International Development Office’s annual report which is submitted to the Collaborative Partnerships Board. All summer programmes are reviewed each year and students on the programmes are monitored and required to provide feedback on their experience.
The Academic Partnerships Directorate manages relationships with external institutions and organisations to support Colleges’/Schools’ collaborative programmes.
These programmes include:
- Franchise arrangements;
- Validation arrangements;
- Flying Faculty Arrangements;
- Collaborative Research Degrees;
- Joint Research Degrees;
- Dual Degrees;
- Double Degrees.