1. Purpose and Objectives

This procedure enacts the International Agreements policy and outlines the processes for establishing and managing international collaborative partnership arrangements.

2. Definitions, Terms, Acronyms

Addendum – A document attached to an MoU (University) that sets out specific terms, conditions and activity at University or Faculty/Institute level (e.g. Student Exchange, Articulation), and is limited to specific activity only.

Articulation – Articulation pathways facilitate the progression of students from a partner institution to UQ. Articulation involves the recognition of a completed award of a partner institution through the transfer of specified credit to a UQ award at a more advanced level.

Collaborative Academic Programs - Examples are: Transnational education (TNE), Credit transfer, Articulation pathways, Advanced standing arrangements, Student mobility programs, Collaborative higher degree by research programs. Refer to definitions within these procedures and PPL 3.30.07 Collaborative Academic Program Arrangements for further details.

Contract – This is a document that outlines a collaborative partnership or activity where it is intended that a financial transaction or resource commitment will be effected.

Credit transfer – The University may grant a student specified or unspecified credit for a number of units towards a UQ award on the basis of either previous formal study or recognised prior learning. The type of credit transfer granted depends on the program rules and the structure of an individual program (refer to PPL 3.50.3 Credit for Previous Studies and Recognised Prior Learning).

Exchange Student - An enrolled student from a home institution wishing to study at a host institution pursuant to an Exchange Agreement between the institutions.

Faculty/Institute Engagement - Faculty/Institute partnerships are those that commit only one Faculty or Institute to engagement activities. The level of exposure to risk is primarily at the Faculty or Institute level.

Higher Degree by Research (HDR) - programs at UQ include the Doctor of Philosophy (PhD) and the Master of Philosophy (MPhil).

Joint degree programs – Programs for which students are awarded a UQ degree (on the basis of study at UQ and credit for study undertaken at the partner institution) and receive an award from the partner institution (based on study at UQ and at the partner institution). The arrangements for awarding the degree may include:

• Joint award of a degree, whereby each institution awards a degree for the same program of work. An appropriate notation can be made to this effect on the UQ testamur and can be clearly specified in the agreement between UQ and the partner institution
• Dual badging of a degree, whereby the University (or other institution) awarding the degree recognises the involvement of the partner institution by inclusion of their crest (or other device) on the testamur

Joint PhD (including Co-Tutelle) – The joint award of a PhD to a student. A joint PhD is awarded by collaborating institutions that have entered into a MOU (University). Students are regulated by an individual agreement outlining the specific terms and conditions of their joint PhD program.

Letter of Agreement – This document details specific Faculty/Institute activity that does not necessarily require university-wide engagement, as it is limited to that activity alone.

Letter of Intent – A Letter of Intent foreshadows the range of activities that might be developed between the University and the intended partner institution and is used as a signal that the negotiations are proceeding in good faith.

MPhil - Master of Philosophy. It is an internationally recognised postgraduate research degree that involves undertaking a significant research project.

MoU – Memorandum of Understanding

MoU (University) – An MoU which sets out the parties’ commitment and intentions to collaborate with the intent that further addenda will set out specific terms and conditions of engagement. This is a university-wide agreement that is reserved for strategic partners.

MoU (Faculty/Institute) – This document details specific Faculty/Institute activity that does not necessarily require university-wide engagement, as it is limited to that activity alone. It is similar in content to a Letter of Agreement.

PhD - Doctor of Philosophy. A PhD is one of the highest degrees that can be awarded. It is an advanced academic qualification seen as a requirement for the majority of academic and research positions in a wide range of fields and industries. The aim of the PhD is to foster the development of independent research skills.

Scholarship – A Scholarship Agreement sets out the terms and conditions for the two parties (UQ and the scholarship body) for accepting students on a scholarship to study at The University of Queensland.

Student Clinical Placement Exchange – A Student Clinical Placement Exchange Agreement is an agreement between UQ and the provider of the placement. It is used to facilitate balanced exchange for cohorts of students who are placed at the provider organisation. These are limited to clinical placements.

Student Exchange – University student exchange programs commit the University as a whole to the exchange or mobility of students between UQ and the partner institution.

Coursework Exchange - The mobility of undergraduate or postgraduate coursework students between partner institutions.

Research Exchange - The mobility of HDR candidates for up to 12 months between partner institutions. In some circumstances, where preferred partnerships exist, the HDR candidate may receive financial sponsorship from UQ and/or partner institution.

Student International Internships/Practicums – Internships or practicums generally occur in an authentic work environment, usually at an organisation external to the University. (PPL 3.10.04 Placement Courses).

Study Abroad Students – Students enrolled as non-award students at UQ for one or two semesters of study on a tuition fee paying basis.

Coursework Study Abroad - for undergraduate and postgraduate coursework students.

Research Study Abroad (Sandwich PhD) - for higher degree by research students.

Student Mobility - Programs aimed to support student movement between UQ and other institutions and include joint PhD, research exchange, coursework exchange, research study abroad, coursework study abroad, internships, short-term programs or other related mobility activities.

TNE – Transnational education includes the marketing, enrolment processes and delivery and/or assessment of programs and/or study in a country other than Australia by UQ, where delivery includes a face-to-face component, regardless of whether or not the education and/or training leads to a UQ award.

Twinning – University programs offered in conjunction with a partner institution/private provider in which UQ-enrolled students undertake specified studies in a UQ program at the other institution. The remaining requirements of the program are completed at UQ and the students receive a UQ award. The specific courses undertaken at the other institution are normally offered/developed by UQ and both the partner institution and UQ provide the teaching staff. UQ is responsible for quality assurance of the overall program, although the program is jointly administered by UQ and the partner institution. Students are normally enrolled as UQ students, although they may be concurrently enrolled as students of the partner institution.

University Engagement - University partnerships commit the University to whole-of-institution engagement and/or expose the University to substantial risk.

3. Procedures Scope/Coverage

These procedures apply to all staff of The University of Queensland who are involved in the development of international agreements.

4. Procedures Statement

The following principles shall guide the University’s international agreements:

• Memoranda of Understanding and associated Addenda confirm any formal partnership agreement that is required at University level
• Faculties/Institutes/Divisions wishing to establish an international collaborative partnership must undertake relevant consultation in order to receive appropriate feedback and informed advice
• Faculty/Institute Memoranda of Understanding and Letters of Agreement confirm any formal partnership agreement that is required at Faculty/Institute level
• Letters of Intent are used to indicate that negotiations are proceeding
• Business Planning and Risk Assessment must be undertaken for all international partnership arrangements
• The partnership’s level of engagement with the University and its ability to expose the University to risk will determine the relevant instrument of engagement and ongoing measures for quality assurance, management and review of the arrangement
• All agreements must be monitored and reviewed
• Agreements must include a clause to allow for termination of the agreement

5. Types of Engagement and Examples of Activity

Collaborative partnerships have the capacity to engage the University at three main levels: University; Faculty/Institute; and Individual.

Agreements may be bilateral or multilateral, and include partners both abroad and within Australia. Partner institutions may be higher education institutions, corporations, government bodies, not-for-profit organisations and other entities, although it is expected that the majority of partners will be higher-education institutions.

The main types of collaborations that the University engages in are described below.

5.1 University international engagement

The following are examples of University-wide partnership arrangements.

5.1.1 Institution-to-institution collaborations

Institution-to-institution collaborations commit the University to engagement across a range of academic activities. Such arrangements are initiated by either a member of the University’s Executive or by a Faculty/Institute/Division and signify that the proposed partner institution is of strategic importance to the University.

5.1.2 Initiatives with overseas governments/ministries

Partnerships with overseas governments (for example, Ministries of Education) can be initiated by the University or a Faculty/Institute/Division. However, the agreement will always be University-wide, as the relationship is likely to encompass more than one area of the University.

5.1.3 Transnational Education (TNE)

Transitional education initiatives with either offshore or onshore partner institutions can take a number of forms including, but not limited to:

• Programs delivered offshore
• Twinning programs

Proposals for academic program arrangements offered on a collaborative basis must be consistent with principles outlined in PPL 3.30.07 Collaborative Academic Program Arrangements.

5.1.4 Student mobility initiatives

Student mobility initiatives support student movement between UQ and other educational institutions and include joint PhD, research exchange, coursework exchange, research study abroad, coursework study abroad, internships, short-term programs or other related mobility activities.

5.1.5 Scholarship agreements

5.2 Faculty/Institute international engagement

The following are examples of Faculty/Institute partnership arrangements:

5.2.1 Joint Degree/Articulation/Credit Transfer arrangements

Joint Degree (coursework), Articulation and Credit Transfer Arrangements facilitate the enrolment of students from a partner institution into a UQ program with credits. Students will be awarded the UQ degree on completion of the necessary units at UQ. (PPL 3.30.07 Collaborative Academic Program Arrangements; PPL 3.50.03 Credit for Previous Studies and Recognised Prior Learning).

5.2.2 Faculty student mobility initiatives

Faculty mobility initiatives support student movement between UQ and partner institutions. The activities are restricted to a particular Faculty and include Student Clinical Placement Exchanges or Student International Internships/Practicums.

5.3 Individual engagement

Individual engagement with international institutions is often undertaken as a routine part of teaching and research activity. Given the low level of risk to the University that is likely to arise from such engagement, it would not normally be expected that a formal agreement would be developed to detail the arrangements. However, this type of engagement must be managed and monitored, through appropriate mechanisms of staff supervision.

Visiting staff programs, which may involve the exchange of academic, research or general staff between partner institutions, are also subject to human resources policies and the Intellectual Property Policy.

6. Appropriate Instruments of Engagement

6.1 University international engagement

6.1.1 MoU (University)

For University-wide partnerships, the instrument of engagement will be a Memorandum of Understanding (MoU). MoUs provide details of anticipated activity under the agreement, and are underpinned by a business plan and risk management assessment undertaken by Faculties/Institutes/Divisions in association with UQ International, as well as consultation with relevant internal stakeholders who may be expected to provide support for the intended partnership arrangement.

MoUs clearly identify either an individual or management team within the University responsible for managing the activity of the agreement.

6.1.2 Addenda to MoUs

Addenda are documents that are attached to an MoU (University), and set out specific terms, conditions and activity that is University-wide or Faculty/Institute specific (e.g. Student Exchange, Articulation), and are limited to specific activity only.

6.1.3 Letters of Intent

Either prior to, or as part of the negotiation process, it may be appropriate for a University Letter of Intent to be signed with the partner institution.

6.2 Faculty/Institute international engagement

6.2.1 MoU (Faculty/Institute), Addendum to an MoU (University) or Letter of Agreement

Partnership arrangements limited to a Faculty or Institute are documented in various ways, such as through a MoU (Faculty/Institute), an Addendum to an MoU (University)or a Faculty/Institute Letter of Agreement.

Executive Deans or Directors of Research Institutes* will be the responsible operational officer under the Faculty/Institute MoU, Addendum to a MoU (University) or Letter of Agreement.

6.2.2 Faculty/Institute Letter of Intent

As per 6.1.3, Letters of Intent can also be established at the Faculty/Institute level.

7. Stages of Developing an International Agreement

7.1 Pre-proposal stage

Agreement initiators (for both University-wide and Faculty/Institute agreements) should seek advice from the International Agreements team regarding the relevant areas within UQ that they need to consult with prior to a formal proposal being submitted to UQ Global Engagement. This provides the opportunity for the initiator to conduct thorough research on the following matters before progressing with a formal proposal:

• Appropriateness of the proposed partner institution
• Existing linkages, if any with the proposed partner institution
• Advice on the appropriate instrument of engagement for the anticipated activity
• Advice on the form and level of approval that is required
• Advice as to the required business planning and risk management assessments that must be undertaken
• Anticipated outcomes and objectives of the partnership

7.2 Risk management and business planning

7.2.1 Risk management

The University’s Enterprise Risk Management policy (PPL 1.80.1) recognises that risk management is an integral part of good governance and management practice. Appropriate business and risk management planning must be undertaken.

The University’s risk management framework requires that activities demonstrate:

• An awareness and understanding of the real and significant business risks and their impact
• Due diligence in decision making
• An appropriate duty of care
• Innovation through the taking of calculated risks in pursuit of business opportunity and excellence
• An assurance that business risks are properly managed, commensurate with their level of threat or exposure.

7.2.2 Business planning

Faculties/Institutes/Divisions must undertake appropriate business planning and risk management assessment for all international partnership arrangements, regardless of whether the engagement is University-wide or limited to a Faculty/Institute.

7.3 Written proposal

UQ staff members who wish to establish an international collaborative partnership must complete the relevant Proposal Form for a New International Agreement, regardless of whether the engagement is University-wide or limited to a Faculty/Institute.

Proposals aim to identify the following, but are not limited to:

• How the agreement aligns with School/Faculty/Institute and broader UQ Global Engagement priorities
• Potential risks and strategies to manage risks
• Expected outcomes in order to measure its success
• Confirm that consultation has occurred with relevant areas of The University

For some types of agreements, there are additional considerations at the written proposal stage as outlined below.

7.3.1 Student Mobility

Prior to any Student Mobility Proposal being submitted to Global Engagement, the following must occur:

7.3.1.1 Coursework Exchange

• Academic/Professional Faculty staff member completes proposal document including a coursework Exchange Checklist
• Proposal and coursework Exchange Checklist is sent to the Faculty Executive Dean for consideration and approval
• Faculty recommendation is sent to the Manager, UQ Abroad/Director, UQ Advantage Office for review and recommendation
• Recommendation from Faculty and the UQ Advantage Office sent to Deputy Director (Global Engagement) for International Agreements to facilitate Deputy Vice-Chancellor (International) approval of proposal and to develop agreement documentation

7.3.1.2 Joint PhD and Research Exchange

• For Joint PhD or HDR Exchange, the initiator must consult with the Graduate School at the proposal stage
• Academic/Professional Faculty staff member completes proposal document including Research Mobility Agreement Checklist
• Proposal and Research Mobility Agreement Checklist is sent to the Head of Enrolling Unit or Faculty Executive Dean for consideration
• Head of Enrolling Unit recommendation is sent to the Dean, Graduate School for review and endorsement
• Endorsement from Dean, Graduate School sent to Deputy Director (Global Engagement) for International Agreements to facilitate Deputy-Vice Chancellor (International) approval of proposal and to develop agreement documentation

7.3.2 Articulation, Credit Transfer and Joint Degrees

For articulation and joint degree (coursework) agreements, proposals need to:

• Confirm that consultation/notification has occurred with relevant areas of UQ (i.e. Faculty Associate Dean Academic, Global Engagement and International Admissions Section)
• Identify whether agreement will be a MoU (Faculty/Institute) or an Addendum to a University-wide MoU. This depends on whether an opportunity exists for more than one Faculty/Institute to engage with the potential partner, or if a University-wide MoU is already in place with that partner
• Address checklist/articulation questions in order to identify program specifics about credit granted, including notification if the UQ degree program is to be reviewed during the course of the agreement
• Consider other policies governing Articulation/Advanced standing/Credit transfer arrangements (PPL 3.50.03 Credit for Previous Studies and Recognised Prior Learning; PPL 3.30.07 Collaborative Academic Program Arrangements)

7.3.3 Scholarship

Prior to a scholarship proposal being submitted to UQ Global Engagement, the following must occur:

• As part of consultation and analysis, the agreement initiator must first consult with the Manager, International Scholarships Unit regarding the proposed scholarship arrangement
• The Manager, International Scholarships Unit will advise the agreements initiator who they need consult within UQ
• The Manager, International Scholarships Unit will also supply written guidance on the research that the agreement initiator needs conduct prior to entering into a scholarship agreement on risk analysis, regional and political analysis, objectives and benefits of the agreement, financial commitments, administrative management and terms and conditions of the scholarship
• The initiator completes the proposal form and submits it to the Manager, International Scholarships Unit/Deputy Director (Global Engagement) for approval
• If the Manager, International Scholarships Unit/Deputy Director (Global Engagement) approves the content of proposal, the initiator obtains relevant signatures on proposal form

7.3.4 Student Clinical Placement Exchange agreements

Proposals relating to cohorts of students undertaking clinical placement exchanges follow the regular processes outlined in Section 7.

7.3.5 Agreements relating to transnational education

Agreements relating to transnational education are dealt with on a case-by-case basis. The same consultation processes should occur as in Section 7, however the initiating Faculty/Institute would need to follow due process for obtaining CAPP approval for the program. A proposal, along with evidence of CAPP approval would be submitted to International Agreements for approval from Deputy Vice-Chancellor (International). The drafting of the agreement or contract would be managed by the UQ Legal Office.

7.4 Proposal approval process

Faculties/Institutes/Divisions seeking to develop partnership arrangements must submit the proposal to their relevant Executive Dean/Institute Director*/Divisional Head for signature.

Once signed by Executive Dean/Institute Director*/Divisional Head, all proposals should be forwarded to the International Agreements Section, UQ Global Engagement for processing and recording.

7.4.1 University-wide proposals

For agreements that require higher level approval (this includes Faculty/Institute activity which will be documented in an addendum to a University-wide MoU), the International Agreements team will review the proposal and send with a memo recommending approval via the Deputy Director (Global Engagement) to the Deputy Vice-Chancellor (International) for official approval of proposal.

7.4.2 Faculty/Institute proposals

Some Faculty/Institute specific activity only requires Executive Dean/Institute Director* approval, not Deputy Vice-Chancellor (International) approval. These include Faculty/Institute Letters of Agreement and selected Faculty/Institute MoUs (refer to the Policy document section 5.4). However a copy of the proposal must be forwarded to the International Agreements team for reference, recording and to assist the International Agreement team in drafting the agreement.

7.4.3 Dispute resolution

If a proposal for a new agreement cannot be agreed upon internally, the matter will be referred to the relevant commitee for a decision.

7.5 Recording of proposal

The International Agreements team creates a record of all proposed agreements in the International Agreements Database. This is regardless of whether it is a University-wide agreement or Faculty/Institute agreement.

7.6 Drafting of Instrument of Engagement (the Agreement)

Using approved templates, the International Agreements team will draft the agreement and send to internal stakeholders for input on the draft. This occurs for both University-wide and Faculty/Institute agreements. Once the draft is finalised internally, it is sent to the external partner for review.

7.7 Signing of Agreement

Once the final draft has been agreed to by both parties, the agreement can be signed. For signing on UQ’s side for:

• University-wide Agreements

The International Agreements team will prepare clean copies of the agreements and send with a memo recommending signature via the Deputy Director (Global Engagement) to the Deputy Vice-Chancellor (International) to sign or to forward to the Vice-Chancellor for signing.

The International Agreements team will then send agreements to the partner for their counter signature. Once UQ’s copies are returned, the International Agreements team will upload a copy to TRIM and file the originals with Records Management.

• Faculty/Institute Agreements

The International Agreements team will prepare clean copies of the agreements and send to the Faculty/Institute contact (often the agreement initiator) to facilitate signing by the Executive Dean/Institute Director*.

The International Agreements team then send agreements to the partner for their counter signature. Once UQ’s copies are returned, the International Agreements team will upload a copy to TRIM and file the originals with Records Management.

7.7.1 Signatories

The majority of the University’s international agreements require the signature of the Vice-Chancellor, following recommendation by the Deputy Vice-Chancellor (International).

Agreements for student exchange and study abroad programs are signed by the Deputy Vice-Chancellor (International). University-wide Letters of Intent are also signed by the Deputy Vice-Chancellor (International).

Faculty/Institute articulation, credit transfer agreements will be signed by Executive Deans or Directors of Research Institutes*.

8. Monitoring and Review of International Agreements

All agreements are required to have ongoing monitoring by the Faculty/Institute/Division and scheduled formal reviews.

As part of the monitoring and reviewing process, Faculties/Institutes/Divisions must make reference to the objectives and outcomes as outlined in the original proposal form and indicate whether these have been met.

8.1 Ongoing monitoring

All collaborative partnership arrangements are required to have a process of ongoing monitoring. Executive Deans/Directors of Institutes*/Directors of Divisions are responsible for establishing procedures to monitor activity under such arrangements.

8.2 Formal review

A five-year agreement must be reported on every two years as part of the review process for international agreements, regardless of whether it is an MoU (University), MoU (Faculty/Institute), Letter of Agreement or Addendum.

The two reports required during the term of a five-year agreement include:

1. Progress Report (two years into term of agreement)

2. Review for Renewal Report (one year prior to end date of agreement)

Three-year agreements do not require a progress report, only a Review for Renewal Report.

8.2.1 Progress Report

The Faculty/Institute is required to submit a progress report to UQ International on activity under an agreement two years after an agreement commences.

The aim of the progress report is for the agreement initiator to demonstrate that the agreement is achieving the original proposed outcomes and objectives.

The progress reports will be presented to the Deputy Vice-Chancellor (International) via UQ Global Engagement.

8.2.2 Review for Renewal Report

A formal review of agreements is initiated by UQ Global Engagement one year prior to the end date of an agreement.

The Faculty/Institute is required to report on activity and outcomes under their agreements, and to make recommendations on the renewal or termination of the agreements to UQ Global Engagement.

For University-wide agreements the initiating Faculty/Institute Executive Dean/Director* will be required to provide recommendations for renewal, as well as report on their Faculty/Institute's activities and outcomes under University-wide agreements, as identified in the original proposal.

Other Faculties/Institutes will also be required to report on any activity they have undertaken with a partner with which UQ has a University-wide agreement, even if the agreement was not initiated by that particular Faculty/Institute.

The renewal reports will be presented to the Deputy Vice-Chancellor (International) via UQ Global Engagement.

8.2.3 Student Exchange

The Director of the UQ Advantage Office will provide an annual report to the Deputy Vice-Chancellor (International) on the performance of the University’s formal coursework student exchange agreements. Such reports will provide advice on emerging issues with the balance of student exchange numbers with partner institutions.

The Graduate School will monitor, review and report on HDR mobility to Deputy Vice-Chancellor (International). The report will provide advice on the success of mobility partnerships.

8.2.4 Collaborative Academic Program Arrangements review

Collaborative academic program activity is also subject to the University’s curriculum review process as outlined in PPL 3.30.07 Collaborative Academic Program Arrangements.

8.2.5 Dispute resolution

If the renewal of an agreement cannot be agreed upon, the matter will be referred to the relevant committee for a decision.

9. Termination of International Agreements

All Agreements must be for a specified period of time (usually 5 years).

Agreements under which there has been little or no activity will be terminated, usually as part of the process of monitoring progress and reviewing for renewal. Where relevant, appropriate transition arrangements must be provided to accommodate any staff or students affected by the termination of the agreement.

*For institutes within Faculties, the approving authority is the Executive Dean.