Developing International Exchanges
Annual work protocol guidelines
In addition to the overall exchange framework, it is important to establish an annual work protocol. This allows the main exchange agreement to remain, with work plans and budgets being determined each year. The protocol should indicate goals for the year and set out the funding mechanisms and participation levels.
Consider the following elements and obligations and include them in a written protocol in order to avoid misunderstanding and to support the successful completion of an exchange.
Identification of participants
Identify participants for the period covered by the protocol. Specify:
- minimum and maximum number
- duration of stay
- fields/departments
- language proficiency requirement and evaluation
- selection criteria
- application procedures
- implication on employment, salary, fringe benefits, promotion and tenure
- curriculum/workload adjustments, including provisions for replacement of faculty abroad
Host obligations
The host department should clarify or arrange for the following:
- prearrival responsibilities
- access to academic and research resources
- confirmation of financial obligations as agreed upon, and method of payment for housing, travel, health insurance, board, computer fees, teaching and research materials, etc.
- preparation of appropriate government documents in order to secure appropriate visas and ensure the scholar can receive pay (contact the U of M International Student and Scholar Services office, by phone at 626-7100 or by e-mail at isss@umn.edu for information on the exchange visitor program).
- living arrangements and social conditions including provisions for dependents
- post-departure responsibilities
See "How to host an international scholar" for more on issues to consider when inviting a foreign scholar.
Participant obligations
Although the exchange appointment should specify terms, each faculty member is advised to confirm the following:
- nature and terms of assignment (duration; expectation of academic contribution abroad, e.g. teaching, research, lectures, study, technical assistance, consulting and advising, public service work/internship, institution building, professional development)
- financial obligations and method of payment for housing, travel, health insurance, board, computer fees, teaching and research materials, etc.
- responsibility for living arrangements and social conditions, including provisions for dependents
- other personal and professional predeparture responsibilities
- home institution expectations of returnee