The University of Western Australia

How to establish a student exchange agreement

Ipsum Lorem

Exchange programs are an important part of the University's goal to internationalise the student experience and achieve learning at an internationally recognised standard.

Exchange programs broaden the academic and social experience of students and promote co-operation between UWA and overseas institutions. The presence on campus of exchange students from overseas partner institutions diversifies the student population and encourages local students to consider the benefits of an international educational experience.

As exchange students do not pay tuition fees to their host institution, it is a government requirement that there is a reasonable likelihood of a balanced two-way exchange of students.

Consideration should be given to the level of language proficiency required for participation where the proposed agreement is with an institution where the language of instruction is not English, and whether there is sufficient language support for the participants at both institutions.

If the agreement is a standard UWA student exchange agreement, approval will take in the vicinity of six-eight weeks. Variations to the standard agreement will mean that approval time will be longer.

Establishment process

Step 1

Discussions should be held with the potential partner institution and a decision made to proceed with a collaboration for exchange of students between UWA and the partner institution.

Step 2

The proposer completes required forms (non-standard agreements to be drafted by Legal Services):

Step 3

The proposer makes recommendation to the faculty board for the proposed establishment of a student exchange agreement.

Step 4

The proposal is endorsed by the faculty board and the faculty dean signs off on the feasibility study and the student exchange checklist.

Step 5

The dean’s office forwards the signed feasibility study, student exchange checklist and final draft of the student exchange agreement (plus memo from Legal Services if it is a non-standard MOU) to the Office of the Pro Vice-Chancellor (International).

Step 6

The proposed agreement endorsed by the Office of the Pro Vice-Chancellor (International) and if required by the Pro Vice-Chancellor (Education), then forwarded by the Office of the Pro Vice-Chancellor (International) to the Chair, Academic Board for approval.

Step 7

Once approved by the Chair, Academic Board, the Office of the Pro Vice-Chancellor (International) sends the proposed agreement for tabling on Part A of the next Academic Council agenda, and informs the relevant faculty/ies. The Office of the Pro Vice-Chancellor (International) establishes a TRIM file.

Step 8

The Office of the Pro Vice-Chancellor (International) prepares a final draft of the agreement document for signing.

Step 9

The Office of the Pro Vice-Chancellor (International) arranges signing by:

  • The faculty dean/s (if applicable)
  • The Pro Vice-Chancellor (International)
  • The partner institution.

Step 10

The original of the fully executed agreement is filed at the Office of the Pro Vice-Chancellor (International) and the details are entered on the agreements database. The Office of the Pro Vice-Chancellor (International) sends a copy to the partner institution, TRIM, and the relevant faculty/ies as applicable.