INTERNAL USE ONLY
Proposal for Erasmus+ student/ staff exchange agreement
Please complete and return the form to Study Abroad and Exchange Team, RIO, Fraser
Building. Tel: 0141 330 1965. Email: rio-erasmus@glasgow.ac.uk
The proposal must be approved by the Head of School (signature section on last page), then
submitted to the Study Abroad and Exchanges team (SAE) by 30 April 2016 for student activity in
2017-18; staff only activity in 2016-17.
Please ensure that you read fully the Erasmus agreement policy at Annex 1 before completing
this proposal form.
1. University of Glasgow Subject Information
a)
Background
Name of member of staff proposing
the exchange
School
Subject area
b)
Current exchange provision
Number of current Erasmus partners in your subject area
Number of current FTE equivalent places currently available through
your subject area
Number of FTE equivalent students using available places through
your subject area (anticipated for 2016-17)
2. Proposed Partner Information
a)
Background
Name of the institution
Erasmus code
Name of School/ Department where
agreement would be based at
partner
Contact details of Institutional
Coordinator
Name:
Address:
Phone:
Email:
Contact details of Academic
Coordinator
Has this proposal for a new
agreement been discussed with a
relevant contact at the proposed
partner?
Name:
Address:
Phone:
Email:
☐ Yes ☐ No
Name:
Any additional details:
b) Proposed activities
Student mobility AND staff teaching
Short-term teacher mobility only
Staff training mobility
☐ Yes (complete sections 2c, d (A or B) 3 and 5; teacher mobility is
automatically included in the proposal for student mobility)
☐ No
☐ Yes (complete sections 2c, 4 and 5) ☐ No
No formal agreement required – see
www.gla.ac.uk/about/internationalisation/fundingopportunities/er
asmusstafftrainingmobilityfunding/
c) Rationale for Agreement – Partner academic standing
What is the standing/ranking of the
institution?
What are its particular strengths and
status in the academic community?
What are your reasons for wishing to
have this university as a partner?
Student Exchange only: Are there ☐ Yes, please also complete section A below
existing active Erasmus agreements
☐ No, please also complete section B below
between this proposed partner and
UofG?
d) Student Exchange Only: Rationale for Agreement - Quality Assurance/ Due Diligence
Section A - NEW AGREEMENT WITH EXISTING ERASMUS EXCHANGE PARTNER in any other
UoG subject area
Who have you spoken to at UofG
about the existing links and how they
are working?
(i.e. subject coordinators with
existing links with this partner)
What feedback have they given you
about experiences with this
university e.g. course provision,
standard of teaching, level of
support provided, student demand
and student experience?
Section B - NEW AGREEMENT WITH NEW ERASMUS EXCHANGE PARTNER (I.e. no current
active exchange links with any subject area in UofG)
Have you considered existing
exchange partners?
Please explain the reasons for
selecting a new partner.
Has a preparatory site visit to the
proposed partner been conducted?
☐ Yes ☐ No
If yes, please provide details below or in an attached Site Visit
Report which covers the points below.
If no, when will this visit take place?
Please provide detail of the student
support services available at the
proposed partner university,
particularly in terms of:

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Support in academic matters
Support in pastoral matters
Accommodation provision
Health and safety aspects
Please provide detail of the student
learning experience and environment
at the proposed partner university,
particularly in terms of:

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
assessment processes and
academic standards (e.g.
grade profile information)
quality of teaching
resources to support learning
(library, IT, etc)
3. Student and Staff Mobility - Proposed Mobility Arrangements and Rationale
a) Why is this agreement requested?
☐ Replace an existing link which is not working as well (Please specify which……………………..)
☐ Student demand
☐ Increase mobility places
☐ Other benefits
Please provide details below:
What will be the benefits for your
students and the University of Glasgow /
your School arising from this exchange?
Please state what action you plan to
take to ensure reciprocity and
sustainability of this proposed
agreement (I.e. maintaining a balance
of incoming vs. outgoing students each
year?)
For example
 details of how this new link will
be encouraged and promoted to
students within your subject
area

plans for gathering and
dissemination of academic
provision and student
experience at this host

how you plan to increase
uptake of outgoing mobility
opportunities
b) Proposed Agreement Terms
Subject Area at UofG
Subject code using standardised ISCED
definitions (used for standard definition in
the Erasmus Agreement with Partner).
See:
http://ec.europa.eu/education/tools/is
ced-f_en.htm
Level(s) of exchange to be included
(see Annex 1 Policy notes re Masters
and Doctoral exchange)
No. of FTE students to be exchanged
each year (this may remain static or
could increase incrementally)
☐ UG
☐ Masters
☐ Doctoral
Year 1 of exchange:
Year 2 of exchange:
Year 3 of exchange:
Approx. duration of study period per
student
Academic year in which students will
first be exchanged (e.g. 2017/18 for
proposals submitted by April 2016)
Outgoing Student Provision
On which degree programmes at
Glasgow will outgoing students be
registered?
What courses will be available to
Glasgow exchange students under this
agreement?
Please provide a web address at the
proposed partner university that give
details of courses that will be available to
Glasgow exchange students under this
agreement and their policy on taking
courses from subject areas other than
the subject holding the agreement? Can
it accommodate our joint honours
students who need to take courses in
both subjects?
If no web pages are available please
supply this information via attachment or
other means.
Which courses at the proposed partner
will be accepted as equivalent to
University of Glasgow courses in terms
of content and level?
Where necessary for your subject’s
degree requirements, provide a partner
course list in your subject area and their
equivalence at UofG as an attachment to
this proposal.
☐ Full Year
☐ Semester 1
☐ Semester 2
☐ 3rd term (SMLC only)
☐ Other. Please specify:
What is the language of instruction at the
proposed partner?
If the proposed partner offers teaching in
English, can you confirm that they offer
sufficient (at least 60 ECTS per year) and
appropriate courses in English for the
UofG degree requirements?
Incoming Student Provision
Will the partner be sending UofG mainly full year or
single semester exchange students?
☐ Full year ☐ Single Semester
If Single Semester – which semester(s) are possible in
your subject area?
☐ Semester 1 ☐ Semester 2 ☐ Either
If either, can you confirm that alternative assessment
can be offered if required for early exit/ late entry to full
year courses?
☐ Yes ☐ No
Are there any restrictions in the type of courses
incoming students can select from your subject area?
E.g. Honours courses for single semester exchange
students; both Level 3 and Level 4?
☐ Yes ☐ No
Will students coming in under this agreement need to
take courses from another subject at Glasgow?
☐Yes ☐ No
Please give details:
If yes which other subject areas have agreed to receive
incoming students under this agreement?
(Please also attach evidence that the other Head of
School has given agreement for availability of courses in
their subject area)
Will incoming students be allowed to undertake project
work if requested?
NB: Project work must take place during standard
semester dates, a supervisor at UofG allocated, the
student be enrolled on an appropriate course code on
MyCampus worth sufficient credits – summer project
work can no longer be accommodated.
☐Yes ☐ No
4. Short-term staff mobility only - Proposed Mobility Arrangements and Rationale
a) Why is this agreement requested?
☐ Expand on existing agreement(s) within the College
☐ Build links with new partner before developing student mobility
☐ Research collaboration
☐ Joint programme delivery
☐ Other benefits – specify below.
What benefits do you envisage
teachers, students, and subject
area will acquire from the
proposed exchange?
b) Proposed Agreement terms
Subject Area Code
Topic(s) taught if known
Number of staff to be exchanged per year
Duration of staff exchange in days (min of 2
days, max of 60)
Number of teaching hours/week (min of 8 hours
teaching per week to be confirmed in individual
teaching programme at time of applying for
funding)
5. Approval/ Signatures
Proposal completed
by
☐ I have read the Erasmus Agreement Policy (Annex 1)
Name:
Signature:
Date:
Head of School
approval
☐ I have read the Erasmus Agreement Policy (Annex 1)
☐ The above proposal has been considered and approved by the School.
Name:
Signature:
Date:
Annex 1: Erasmus Agreement Policies – must be read before completing
proposal
Process and timeline
Please complete all fields in the form and return the form to Study Abroad and Exchange
Team, RIO, Fraser building. Tel: 0141 330 1965. Email: rio-erasmus@glasgow.ac.uk
The proposal must be approved by the Head of School (signature section on last page), then
submitted to the Study Abroad and Exchanges team (SAE) by 30 April 2016 for student activity in
2017-18; staff only activity in 2016-17.
It will then be circulated to College International Lead and all College Mobility Coordinators, the Dean
for Mobility and the Vice-principal for Internationalisation for final approval. Late proposals will not be
considered.
NB. New agreements approved internally at UofG will also require approval from the partner
university.
Proposals should:
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be consistent with University, College and School strategic priorities, including
internationalisation strategic priorities;
be with highly regarded institutions with whom we share common aims and interests and with
whom we can build sustainable and mutually beneficial alliances;
contribute positively to the University’s national and international standing;
be with institutions who deliver comparable quality of student learning experience with
equivalent student support arrangements;
prioritise working with existing UofG Erasmus partner universities – where there is at least 1
active exchange link in any other UofG School/ Subject Area (See full list provided to subject
exchange coordinators).
For student exchange:
 justify increasing exchange places available within a subject while still ensuring balance and
outbound uptake – or replacing a less suitable/ popular option;
 include details about courses available at the proposed partner institution, and confirmation
that these are appropriate and transferable to a UofG degree. Where necessary, include the
UofG courses equivalent for each courses identified as suitable at the proposed partner
institution at the time of proposal to facilitate student enquiries at the earliest opportunity;
 consider the language of teaching and assessment at the receiving institution given that lack
of foreign language skills may currently be a barrier to uptake of outgoing exchange
opportunities for UofG students.
 provide details of the proposed arrangements such as number of places for exchange,
availability of courses for incoming students
Key points to note
Signing of agreements: All Erasmus agreements must be signed by the authorised Institutional
Coordinator for Erasmus at both universities. At UofG, Erasmus agreements are signed and managed
by the Study Abroad and Exchanges team.
Site visits: For any new partners without existing agreements at UofG, a site visit must be made prior
to any student mobility activity in order to confirm satisfactory provision of academic and support
facilities. Proposals for new agreements with new partners will not be activated until a visit has taken
place for student mobility. For staff mobility only agreements a site visit is not required. Please contact
rio-erasmus@glasgow.ac.uk for further details.
Agreement duration: Erasmus agreements at UofG are set up to run for 3 years as standard (with
option to cancel earlier with a year’s notice) with an annual check and a fuller review in the year before
expiry. All agreements will expire at the end of the Erasmus+ programme in 2021 at the latest.
Duration of student exchange: Individual student exchanges can be either for a full academic year
e.g. 9/10 months each or a single semester e.g. 3-5 months. If single semester exchanges are
preferred or possible by either side then you must ensure that this can be accommodated.
Number of students to be exchanged: new proposals should normally start with a small number of
students, 1 or 2 FTE per year and could then gradually increase up to the recommend maximum of 34 places on evidence of demand.
Masters exchange: Consider carefully how this would work in practice bearing in mind that most
European universities run 2 year Masters vs UK’s 1 year system. If you intend to send out students as
part of a Masters programme at UofG, this must normally take place in Semester 2 only to allow
selection processes to take place here. Work completed at the partner must be credit-bearing and
formally recognised towards their UofG degree .You must also confirm you can accept incoming
students into your level 5 courses at UofG; stipulate whether the incoming students will come for 1
semester or a full year (Remember there is no tuition fee charged for exchange students and they
should not normally be awarded a degree); specify any specific entry requirements for Masters level
(language requirements; subject pre-requisite; etc).
PhD exchange: As per Erasmus guidelines, PhD students can undertake a period of exchange at a
partner university. It must be for a minimum of 3 months, and must be to complete a set piece of work
directly part of their thesis, with an identified supervisor at the partner who will formally record and
confirm work completed at the end of the mobility.
Incoming student provision at UofG: The standard policy is that incoming Erasmus students are
expected to take the majority of their courses from within the subject area of the agreement unless
otherwise agreed or requested in advance. They may request a minority of courses from other subject
areas at the time of their application but approval for these will be dependent on i) individual subject
area policy on course availability for Erasmus students from other subject agreements ii) academic
suitability iii) course availability. If they will require to take courses from another subject area as
standard this must be checked and approved by the relevant Head of School at the time of the
agreement proposal.
Outgoing student provision at receiving institution: Many students going out on exchange from
UofG will do so as part of a joint honours degree programme. Both subject areas need to approve the
exchange (academic suitability, viable course provision at host) and the subject holding the agreement
will allocate the places. It is also essential to ascertain whether the exchange partner can
accommodate students taking 50/50 courses with both the subject area holding the agreement and
another subject area. Depending on the structure/ level of decentralisation at the proposed partner this
is not always possible. If not possible, this must be highlighted and flagged to students in advance by
the subject.
Outgoing student Grade Conversion: All studies completed by a UofG student at an exchange
partner must be credit bearing, form an integral as part of their Glasgow degree and the courses be
formally recognised on their HEAR transcript. As part of the terms of the Erasmus+ Charter, students
should know how grades will be converted before they go and receive a timely confirmation of the final
recognition of their achieved grades on their return. Once the agreement proposal is approved, this
will involve the School/ College devising and sharing a Grade Conversion Table (or using existing
grade conversion tables for this partner from another Subject/ College) and then converting grades
obtained at the partner university back into the Glasgow grading system and informing students of the
outcome of this.
Staff teaching exchange: A provision for staff mobility / teaching exchange will be included as
standard in all student exchanges unless you specify otherwise. Normally the agreement terms will be
for a standard duration of 1 staff for 5 days but exact numbers and duration in either direction in any
given year can then be negotiated on an individual, ad hoc basis. Requests to host teaching mobility
at UofG from the partner should be accommodated where possible but would also be subject to
individual requests dependent on capacity at the time of the proposal.