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Proposal for setting up non- reciprocal (inward-only) student mobility agreements

The University of Reading wants to encourage and support Schools / Departments to enter into mobility agreements with institutions which are beneficial for School / Department and institution. Although in many cases mobility agreements will be reciprocal (http://www.reading.ac.uk/studyabroad/staff/mobilityagreements/mobilityagreemen ts.aspx ) it is acknowledged that on occasion schools / departments may wish to enter into a mobility agreement with another institution although outward mobility is not being considered or feasible and reciprocity is therefore not planned. For clarification such agreements are referred to as non-reciprocal (inward-only) agreements.

Stages of Approval Every non-reciprocal student mobility arrangement must undergo the following approvals process before confirming the agreement with the partner institution and before a contract is written and signed: 1. Establish a Memorandum of Understanding (if not already in existence). An MoU is not required for Erasmus+ agreements 2. Completion of the proposal report by school in consultation with Reading International Office. 3. Form signed off by Head of School. 4. Submission of the completed report to the ESAO for comment. 5. Submission of the completed report, after consultation with Erasmus & Study Abroad Office, to ADTL for comment. 6. A ‘Nominated Group’ will assess and make a decision regarding the proposal, informing School and ESAO. 7. ADTL informs School, ESAO and RIO of approval. 8. ADTL reports approval of the arrangements to UBTL and IPB for information. 9. Contract written and signed by PVC International (or nominated delegate).

©University of Reading 2018 Page 1 The appropriate Regional Manager / Officer in RIO, as well as ESAO, must be consulted at the beginning as part of the discussions and application process.

Please note that non-reciprocal (inward-only) arrangements are relatively straightforward to establish and therefore the level of information required in the proposal is minimal in comparison to that required for reciprocal agreements. The University will not open a mobility agreement to suit the needs of one student. Proposed incoming student mobility through the Erasmus+ Training placement programme is not covered by this type of agreement as bilateral agreements are not required in order to host Erasmus+ work / training placement students.1 However please note that Erasmus+ Training / Work placement students are not permitted to study modules and accrue credit which will be transferred back to their home institution as part of their work / training programme at the University of Reading.

Fees Incoming study abroad students who enter the University via a non-reciprocal mobility agreement will normally pay the published incoming Study Abroad fee to the University of Reading: http://www.reading.ac.uk/Study/study-ug-fees.aspx.. Where students are not paying fees to the University of Reading, financial scrutiny is required by Fees and University Bursaries Sub-Committee (FUBS) using the Fee Reduction Proforma, Appendix 1. Financial approval must be gained early in the process, before general approval of the mobility arrangement at School level. Students are expected to pay the standard incoming Study Abroad fee as agreed by FUBS and to remain at the University for the full period of their registration.

Institution-wide (inward-only) agreements. These are agreements where incoming students may select modules of study from across the University and are not confined to modules available in one School/Department. Such agreements will be proposed by the Reading International Office to the International Project Board. It is assumed that such agreements will be on the basis that the normal incoming Study Abroad fees will be paid to the University of Reading. Where this is not the case a proposal must be put to the Fees and University Bursaries Sub-Committee (FUBS) using the Fee Reduction Proforma, Appendix 1.

Proposal Report

1 If it is envisaged that the University will receive annually students from a certain institution via the Erasmus+ Work placement programme it is recommended that a reciprocal bilateral agreement is created in order that the sending institution will find comparable work placement opportunities for R eading students.

©University of Reading 2018 Page 2 The appropriate Regional Manager / Officer in RIO must be consulted at the beginning as part of the discussions and application process.

1. Partner Profile: i. Legal name of proposed partner institution: ii. Address of proposed partner institution: iii. Erasmus+ code of proposed partner institution (where relevant): iv. Academic Contact person at proposed partner institution: include name-address-phone-fax-e- mail etc v. Study Abroad Institutional coordinator at proposed partner institution: include name-address- phone-fax-e-mail etc

2. Nature of Agreement: i. For what period is it suggested the agreement cover? ii. How many incoming students does the School / Department propose to receive and for what period (months)? iii. What academic level and disciplines of study does the proposed agreement cover?

3. Rationale for Agreement: i. What are the academic or strategic reasons for entering into this agreement? ii. Are there costs or resource implications to the School / Department and University (including additional demands on staff, learning, delivery and support resources)? How will these be met?

4. Student Support and Information i. Are the relevant school / departments fully aware of any academic requirements of the partner institution and able to fulfil them? ii. What arrangements are offered for pastoral and tutorial support within the school / department for this specific cohort of incoming students to the University of Reading? iii. Are the students likely to have the appropriate level of English Language to benefit from their time at Reading iv. Does the structure of the academic year of the partner institution match that at the University of Reading, therefore enabling mobility? If not, please provide details of how students will be able to fulfil commitments both at Reading University and their home university

Schools / Departments should submit the report and supporting letters of approval to the Erasmus & Study Abroad Manager (email: [email protected] ; Int. Ext.: 8322), who will comment and submit to the relevant Associate Dean (T&L) before being assessed by the ‘Nominated Group’. Schools / Departments will usually be notified of the final decision within six weeks of their submission. This will be either:

 Approval for the proposed agreement – the ESAO will work with RIO, RES and the Quality Support Office to create and initiate the contract with the proposed partner institution.  Identification of areas requiring further information.

©University of Reading 2018 Page 3  Reject the proposed agreement – Schools / Departments will be notified within three weeks with reasons provided for the decision.

For further information please contact Marcus Dowse, Erasmus & Study Abroad Manager (email: [email protected] ; Int. Ext.: 8322).