Developing International Exchanges
The written exchange agreement
Historically, exchanges at the University of Minnesota have been established at the department or college level where a faculty member knows the institution and colleagues abroad. Small ad hoc agreements and exchanges need not be elaborately documented on paper. However, guidelines for planning exchanges are useful for even the smallest continuing collaboration. For a simple and limited exchange, a letter from each department chair, for example, can specify the necessary responsibilities of each party.
The following is suggested as a procedural guide for establishing a written exchange agreement. Consider these elements in order to avoid misunderstanding and to support the successful completion of an exchange. See also a sample exchange agreement.
Preamble
This initial section identifies the parties involved in the exchange, their commitment to the program, and a rationale for the agreement. This section can include mutual objectives and expected benefits.
Procedural elements
Include each of the following components:
- Identify the language(s) of formal communication.
- Specify the duration of agreement: date effective and proposed termination. Note probation or renewal period if applicable.
- Indicate whether an oversight or selection committee is warranted and, if so, its composition and responsibilities.
- Indicate whether an annual work protocol is desirable (see Annual Work Protocol in the next section).
- Specify data collection, record maintenance, and reporting procedures.
- Describe provisions for renewal and renegotiation. Specify conditions and means of notification. Identify plan for regular mutual review and evaluation.
- Indicate method of announcing, publicizing, and recruiting exchanges.
- Identify the method for terminating the agreement, including release clause, with a specified time period between notice and withdrawal from the program.