ASC 13/66

University of Glasgow

Academic Standards Committee - Friday 14 February 2014

Mapping of University of Glasgow Policy and Procedures for Collaborative Provision (Student Mobility) with QAA Quality Code for Higher Education: Chapter B10: Managing Higher Education

Provision with Others

Colette McGowan and Robin Gordon, Recruitment & International Office

Introduction/Objectives This document maps the University of Glasgow’s practice and expected standards in the management of Student Exchange and Study Abroad Programmes to Chapter B10 of the UK Quality Code for Higher Education. Its purpose is to ensure that students who undertake a study abroad period away from the University of Glasgow have clear and transparent guidelines about the organisation of their Study Abroad Programme. It also clarifies the roles and responsibilities of those involved in the management and organisation of Study Abroad Programmes, including the roles of Study Abroad/Exchange Co-ordinators (Co-ordinator), Student Support Teams, Schools, Subject Areas and the International Office. The Code does not cover less formal visits or research arrangements which are commonly pursued at postgraduate level.

Chapter B10 sets an overall expectation that institutions who manage higher education provision in conjunction with others will comply with the following:

Degree awarding bodies take ultimate responsibility for academic standards and the quality of learning opportunities, irrespective of where these are delivered or who provides them. Arrangements for delivering learning opportunities with organisations other than the degree-awarding body are implemented securely and managed effectively.

Through detailed mapping of the indicators listed in Chapter 10 to the processes in place for Student Mobility, this paper articulates how the University of Glasgow meets this expectation.

Key Definitions / Terms Student Exchange and/or Study Abroad Programmes involve undertaking a period of time (normally one or two consecutive semesters) at an approved Host Institution in place of the same period of study time at the University of Glasgow. Study Abroad periods can constitute in the compulsory (mandatory) component of a degree programme, such as the residence abroad requirement as stipulated for Modern Language students, or a non-compulsory (elective) study period. Students can undertake Study Abroad Programmes at the University of Glasgow through the EU’s Lifelong Learning/ERASMUS programme, through the University’s International Exchange programme and through School/Subject Area arrangements. Students on a recognised Study Abroad Programme will undertake study at the Host Institution as a credit-bearing part of their Glasgow degree.

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Student Mobility is a generic term used by the University to encompass all students who partake in Study Abroad, Erasmus or International Exchanges. The Student Mobility Team and Mobility Coordinators refer to the University staff engaged in managing Student Mobility. The Exchange Agreement is a formal contract drawn up and signed by the University of Glasgow and the partner university. The agreement covers the roles, expectations and legal requirements governing the exchange. The Learning Agreement contains the academic arrangements agreed by the student and his/her Subject Area for the study abroad programme – the number, level and type of courses the student will undertake at the Host institution. The agreement must be approved by the student and the School and must not be amended without prior approval. The Study Abroad Progression Committee reviews the transcripts for all students who have undertaken a non-compulsory (elective) exchange.

Although the majority of students who participate in formal Exchanges are at undergraduate level, a small number of postgraduate Exchange opportunities exist. The University of Glasgow is defined as the “home” institution and the Exchange or Study Abroad destination is defined as the “Host” University for the purposes of this paper.

Design of this Paper Chapter B10 of the UK Quality Code for Higher Education is split into six distinct sections:

1. Strategy and Governance

2. Developing, agreeing and managing an arrangement to deliver learning opportunities with others

3. Responsibility for, and equivalence of academic standards

4. Quality Assurance

5. Information for students and delivery organisations, support providers or partners

6. Certificates and records of study This paper is split into six sections corresponding to each of the above sections of Chapter B10 and provides introductory paragraphs (within each section) detailing the University’s processes, approach and methodology as they relate to Student Mobility. Chapter B10 includes 19 Key Indicators across the six sections. This paper lists the key indicators within the appropriate section and details how the University complies with these indicators. These are listed following the section introductory paragraphs. In some instances compliance will be evident from the introductory paragraphs – if this is not the case, further mapping detail will be provided. Any areas where actions are planned or are underway have been highlighted in ‘bold’ within the body of the document and are summarised at the end of the paper.

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Section 1 - Strategy and Governance

The University operates a very structured approach to managing Student Mobility and has designed its organisational structure, roles and responsibilities, and management system around 7 key facets of the process:

Key Facet of the Process Definition

Strategy Shaping the overall direction of the University’s strategy with regards to Student Mobility. Where does the University want to develop strategic relationships – geography, academic areas, specific institutions. What is the size and scale of Student Mobility activities across the institution.

Partnership Development Developing relationships with specific institutions and negotiating contractual agreements.

Student Mobility Promotion and Development

Marketing and recruitment of students to participate in Student Mobility exchanges.

Student Selection

Administration of an effective process for processing applications and selecting students on a fair and transparent basis.

Academic Development

Developing agreements and degree programmes which will accommodate students participating for one or two semesters, with appropriate credit transfers upon completion of the exchange.

Management Reporting

Accurate and timely reporting of student numbers (both ‘in’ and ‘out’), including forecasts versus plan (or committed targets as per contractual agreements).

Pastoral Care

Maintenance of an effective communication link with both visiting students and outwards exchange students - pre-departure, on exchange, and upon return. Ensuring good liaison and resolution of issues – both personal and academic.

Clear definition of roles and responsibilities around each of these facets is the cornerstone of the University’s strategy and governance model.

There are many ‘players’ involved in this process. One of the key themes of the University of Glasgow’s Internationalisation Strategy is devoted to enhancing the student experience by offering a culturally diverse learning environment that prepares students for global employment and citizenship; within this context our aspiration is that ‘every student should be able to have an international experience if they want one’. By 2020 the aim is to enable and facilitate an International Experience for 16% of the University’s student population – approx. 4000 students. Integration of Student Mobility into the University’s Internationalisation Strategy gives it a ‘tops down’ focus and overall ownership from the Vice Principal of Internationalisation. This places Student Mobility as a ‘standing item’ on the University’s ‘Internationalisation Strategy Group’ (ISG). The paragraphs that follow focus on the operational aspects Student Mobility across the University and assign each of the ‘Key Facets’ of the process to individual owners.

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The following chart illustrates that International Exchanges, Study Abroad and Erasmus are dealt with as three distinct programmes. Each programme has an ‘institutional coordinator’ who is based within the Recruitment and International Office.

The institutional coordinators interface with Mobility Coordinators within each of the four University colleges.

The College Mobility Coordinators in turn interface with Programme (or subject) Coordinators within each of the colleges.

The Student Mobility Team (institutional coordinators) are part of the Admissions Department within the Recruitment and International Office (RIO). The team structure is as follows:

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The table below maps the 7 Process Facets described above to the Institutional, College and Programme Coordinators describing their respective roles in the process.

In addition to Institutional, College and Programme Coordinators, the students themselves have key roles and responsibilities in the process as follows:

• Making the practical arrangements relating to the Exchange – e.g. travel arrangements, organising insurance cover, undertaking the application process for admission to the Host Institution and seeking accommodation.

• Researching the risks of undertaking their study abroad.

• Maintaining contact with the Co-ordinator during the Exchange process and advising the Co-ordinator of any proposed changes to their study programme.

AREA OF RESPONSIBILITY

Strategy Partnership Development

Student Mobility Promotion & Development

Student Selection

Academic Development

Management Reporting Pastoral Care

Institutional Coordinators:

Erasmus,

Study Abroad and International Exchange

RIO sets and drives the overall University Strategy for Student Mobility. Through working with the College Mobility Coordinator ensures that each College has strategy that dovetails into the overall University Strategy

Overall ownership of partnership development strategy and strategic relationships.

Development of overall marketing strategy and promotional materials. Coordination of events to ensure common approach.

Ownership of Admissions Process.

Ensure opportunities are created in line with strategic plan, thus enabling targets to be achieved.

Overall ownership of data reporting.

Provision of data for Admissions Reports, SMG and other adhoc requirements.

Overall awareness of student satisfaction. Involvement in resolution of areas of dissatisfaction or emergency situations.

College Coordinator

Owns College Strategy and ensures that dovetails into overall University Strategy

Input to partnership strategy based upon knowledge of academic area and marketplace.

Close working relationship with RIO in developing.

Assist in maintaining and developing relationships.

Development of materials with RIO, to ensure College unique / subject specific areas are adequately addressed.

Provide Decision-Making criteria to RIO to facilitate Admissions Process.

Create opportunities within the College for Exchange In students and effective credit bearing process for students in and out.

Ensure there is a process to maximise opportunities whilst maintaining academic standards – fair and consistent approach.

Provision of support to RIO re data collection AND ongoing monitoring and reporting of data within College to ensure targets are achieved.

Overall responsibility for College students out on international exchanges, or Study Abroad students on exchanges to Glasgow.

Programme / Subject Coordinator

Provides Support to College Coordinator and ensures that Subject Specific activities are integrated into College Strategy.

Provide subject specific input to College Coordinator

Pre-selection / nomination of students for specific exchanges

Through working closely with College Coordinator, create specific opportunities

Provide support to College Coordinator re numbers of students on exchanges for subject specific courses.

Responsibility for students attending subject specific courses or out on exchange.

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• Informing the University of their address and contact details whilst abroad.

• Advising the appropriate Co-ordinator, at application stage, if they have a disability which will impact on their Exchange or Study Abroad Programme.

• Ensuring that the Co-ordinator is informed about any Special Circumstances which might impact on the student’s academic performance.

The College Co-ordinators are also responsible for:

• Ensuring the academic legitimacy of the Study Abroad Programme and liaising appropriately with the student’s Personal Tutor or equivalent role.

• Ensuring that the student is aware of the academic and credit arrangements and the expected learning outcomes relating to the Exchange.

• Advising Study Abroad students of any changes to Programme requirements.

• Maintaining contact with the Study Abroad student, although the student is ultimately responsible for initiating contact.

The Programme/Subject Coordinators are also responsible for:

• Providing clear guidelines to Co-ordinators of all academic expectations.

• Exchange students to ensure that they are not disadvantaged because of their distance from the Home University.

The Student Mobility Team within RIO are also responsible for:

• Providing administrative support for most Exchange arrangements including the payment of ERASMUS grants and other Exchange scholarships and the provision of information about each of the Exchange destinations.

• Maintaining a database of all students undertaking Study Abroad Programmes and for the provision of data to the University of Glasgow on its study abroad activity.

• Managing the financial accounts for the Exchange programmes in accordance with the University of Glasgow financial regulations.

• Monitoring balance of flow of students. Exchanges and Study Abroad Programmes are expected to achieve a balance of flow of students. Each year the balances are checked by the International Office and the numbers participating each way are negotiated with the Host institutions to ensure reciprocity over a three year period. The International Office maintains databases of all student flows and participating UoG students and prepares an annual statement for each student exchange/study abroad programme. The statement highlights any problems particularly any persistent or continuing issues raised by students in their evaluation forms. Subject Area based exchange information is referred to the relevant Subject Area to consider whether or not any action should be taken to amend the terms of the exchange/study abroad.

A Management system for supporting students and monitoring their progress whilst abroad is key. The following principles are applied for all students participating in these programmes:

1. Whilst students are abroad, the expected student support is still determined by the University of Glasgow’s academic and pastoral support standards and guiding principles.

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2. It is the responsibility of each School/Subject Area to ensure that the student is advised before the commencement of the Study Abroad Programme of:

a. The name of a Link Person (normally the Study Abroad Co-ordinator, but in some Schools this role might be undertaken by a Personal Tutor) at the University of Glasgow who is responsible for managing the academic and pastoral aspects of the study abroad period.

b. The nature of the academic and pastoral support that can be expected.

3. The monitoring of student progress during the study abroad period is vital. As a minimum requirement Co-ordinators are expected to contact their students at least once per semester during the study abroad period.

4. Schools/Subject Areas are expected to pass on any information about subsequent study, dissertations or course application procedures and to ensure that Study Abroad students are not disadvantaged because of their distance from the Home University.

5. Students studying abroad should remain on all College/School/Subject Area distribution lists.

6. Students must provide details of their residential address and contact details at the host institution to the Student Mobility Team or to the Co-ordinator managing their Study Abroad Programme. It is vital that students provide this information in a timely way.

7. Visits to Partner Universities are encouraged where possible and practical to ensure the validity of the Exchange and the welfare of participating students.

Statement of Compliance with Indicators 1-4 of Chapter B10, UK Quality Code for Higher Education – Strategy and Governance

Indicator 1 A strategic approach to delivering learning opportunities with others is adopted. Appropriate levels of resources (including staff) are committed to the activities to ensure that the necessary oversight is sustained.

The organisation, roles and responsibilities outlined above provide a robust framework within which Student Mobility is managed across the institution. No student can participate, nor a new partner institution be engaged without compliance to the above processes and management system. The process also highlights exposures/risks to senior management vis-à-vis resource shortfalls and systems deficiencies. The rapid growth and senior management focus on driving Student Mobility as a key component of the University’s Internationalisation Strategy has highlighted some weaknesses in the process and resource levels which are currently being addressed.

Indicator 2 Governance arrangements at appropriate levels are in place for all learning opportunities which are not directly provided by the degree-awarding body. Arrangements for learning to be delivered, or support to be provided, are developed, agreed and managed in accordance with the formally stated policies and procedures of the degree-awarding body.

The policies and procedures detailed above ensure that there are solid arrangements in place at all levels of the institution – from the student, through to the academic areas of the University, and the University’s partner institutions. Students participating in international exchanges remain registered at University of Glasgow but are also registered as ‘visiting’ or exchange at the host and fall under their regulations.

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Indicator 3 Policies and procedures ensure that there are adequate safeguards against financial impropriety or conflicts of interest that might compromise academic standards or the quality of learning opportunities. Consideration of the business case is conducted separately from the approval of the academic proposal.

The Ownership and management of the process by RIO, who are distinct from the Colleges, ensure that there is a separation of duties, thus adding to the control posture and eliminating potential conflicts of interest.

Indicator 4 Degree-awarding bodies that engage with other authorised awarding bodies to provide a programme of study leading to a joint academic award satisfy themselves as to their own legal capacity to do so.

Formal agreements require to be signed with each partner institution using a standard template agreed by the University Senate. These agreements are implemented through RIO who negotiate any changes to the Terms and conditions and thereafter obtain senior management sign-off. No agreement can be implemented without going through this formal process.

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Section 2 – Developing, agreeing and managing an arrangement to deliver learning opportunities with others

The purpose of the Student Mobility Policy and Procedures is to minimise possible risks to the student, the University of Glasgow and the Host Institution participating in Exchange and Study Abroad Programmes. Standardised procedures, approaches, legal templates, documentation and clear boundaries of responsibility are the cornerstone to ensuring that agreements are implemented in a controlled and efficient manner. The main liability faced, in respect to student activity abroad, lies in a duty of care. This Student Mobility Policy and Procedures attempt to ensure that proper care is taken by the relevant people in Exchanges and Study Abroad Programmes, the students, Schools, Study Abroad Co-ordinators, Student Support Teams and the International Office in order to minimise risks. Statement of Compliance with Indicators 5-10 of Chapter B10, UK Quality Code for Higher Education – Developing, agreeing and managing an arrangement to deliver learning opportunities with others

Indicator 5 The risks of each arrangement to deliver learning opportunities with others are assessed at the outset and reviewed subsequently on a periodic basis. Appropriate and proportionate safeguards to manage risks of the various arrangements are determined and put in place.

As stated above, the Student Mobility Policy and Procedures have been designed to minimise possible risks to the student, the University of Glasgow and the Host Institution participating in Exchange and Study Abroad Programmes. These procedures are continually reviewed based on lesson learned. Indicator 6 Appropriate and proportionate due diligence procedures are determined for each proposed arrangement for delivering learning opportunities with an organisation other than the degree-awarding body. They are conducted periodically to check the capacity of the other organisation to continue to fulfil its designated role in the arrangement.

The University operates a very formal process before any agreement is signed with a partner institution. This process involves a level of due diligence which validates the quality of service delivered by that organisation. Visits to partner institutions and ongoing feedback from students and academics validate that the institution is one with which the University wishes to maintain an ongoing relationship with. The University also has a strategy which ensures that the number of partnership agreements is restricted, thus ensuring control over the number of partnerships and optimising the number of students who interact with a restricted number of quality institutions.

Indicator 7 There is a written and legally binding agreement, or other document, setting out the rights and obligations of the parties, which is regularly monitored and reviewed. It is signed by the authorised representatives of the degree-awarding body (or higher education provider without degree-awarding powers arranging provision by a third party) and by the delivery organisation, support provider or partner(s) before the relevant activity commences.

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As stated elsewhere within this document, agreements can only be entered into using standard templates (approved by University senate) and signed by a restricted number of authorised signatories. Control of these documents and lists of partners, ensures autonomy and separation of duties.

Indicator 8 Degree-awarding bodies take responsibility for ensuring that they retain proper control of the academic standards of awards where learning opportunities are delivered with others. No serial arrangements are undertaken without the express written permission of the degree-awarding body, which retains oversight of what is being done in its name.

An integral part of the process whereby an agreement is entered into with a partner institution requires the active involvement and sign-off of the appropriate academic area. This is reviewed on an ongoing basis including feedback from students.

Indicator 9 Degree-awarding bodies retain responsibility for ensuring that students admitted to a programme who wish to complete it under their awarding authority can do so in the event that a delivery organisation or support provider or partner withdraws from an arrangement or that the degree awarding body decides to terminate an arrangement.

It is highly unlikely that this situation will occur, however, in the event that there is some problem with a partner institution, the student who remains registered at the University of Glasgow, will be fully supported without impact to their studies. This is also covered as a clause in the Agreements which have to be signed by each party – each party agrees that in the event of the termination of the programme, satisfactory arrangements are put in place to allow participating students to complete their studies.

Indicator 10 All higher education providers maintain records (by type and category) of all arrangements for delivering learning opportunities with others that are subject to a formal agreement.

The Recruitment and International Office retain all records, contracts and reports of all partnership agreements. They act as the interface with external bodies for all reviews and audits.

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Section 3 – Responsibility for, and equivalence of academic standards

The responsibility for academic standards rests with the individual schools within the colleges of the University. A set of principles have been defined by the university senate and have been adapted into the Code of Assessment (section 16.79 of the University Calendar). The organisation of the transfer of credit and grades for non-compulsory (elective) study abroad students is the responsibility of the respective programme and School. The Senate of the University has agreed a set of Principles for treating Assessment obtained through Study Abroad as follows:

The paragraphs that follow detail the Principles that were defined by the University Senate, followed by the appropriate extract from the University Calendar:

Principles In the context of the University’s strategic priority of increasing student mobility to focus on internationalisation, principles on the treatment of assessment from study abroad were agreed by Senate. See also Study Abroad - Credit Loads for Students.

• Policy and Guidelines • For the Attention of • Approval and Amendments

It was noted that the benefits to students of spending some time studying abroad were clear, but there were also some challenges for the University and one of these was determining how to treat marks, grades and credits for assessments completed during study abroad. In proposing the principles, the Treatment of Assessment from Study Abroad Working Group (which reported to EdPSC’s Learning & and Teaching Committee) had identified significant variations in current practice across the University and had therefore concluded that a single conversion scheme would be unworkable.

Senate approved the following principles on the treatment of assessment from study abroad.

The overarching principle is fairness to students, whether they study abroad or at home, while encouraging mobility.

(i) School and subject coordinators or committees that have responsibility for arranging periods of study abroad should obtain as much information as possible about the course content and assessment processes in the host institution, before our students go there, to judge comparability of their marks, grades or credits with those awarded in Glasgow.

(ii) There should be clarity and transparency about how an assessment during a period of study abroad is treated.

(iii) Students should be informed, in advance of choosing a course of study abroad, how their marks, grades or credits will be treated when they return to the University of Glasgow. (We would also encourage students to find out for themselves as much as they can about study and assessment in a host institution they intend to visit).

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(iv) Systems of translation should be developed at programme level and these should be approved at programme or School level before students undertake a period of study abroad. It is the responsibility of programme boards/committees to apply the system of translation and periodically review it to ensure that it continues to be fit for purpose.

(v) These systems of translation should be subject to the University's Quality Assurance procedures and information about them included in Examination Board minutes. Reports about agreed processes should also be forwarded to College Learning and Teaching Committees to ensure consistency of approach across the College.

(vi) No assessments undertaken abroad will be marked again by assessors in the University of Glasgow.

(vii) Students should receive full recognition at the appropriate level for an assessment undertaken during a period of study abroad.

(viii) Exam Boards will continue to exercise their judgment in discretionary cases.

The 2011-12 edition of the Code of Assessment was amended to reflect these principles with the addition of clause 16.79 see Fees and General Section of the online Calendar: www.gla.ac.uk/media/media_205314_en.pdf#page=7&view=fitH,610

Senate also agreed that a mechanism for sharing best practice across the University in the translation of marks, grades or credits obtained during a period of study abroad should be established e.g. by using a web based forum.

Code of Assessment from the University Calendar – Section 16.79 a) A candidate may undertake a period of study at another institution as part of his

or her degree programme provided that this has been approved according to the process established for that programme.

b) Grades achieved at, and reported by, that other institution must be converted into grades as set out in Schedule A or Schedule B (as appropriate) and taken account of in determining the candidate’s final degree.

c) Before commencing the period of study at another institution candidates must be informed of the process by which their grades from that other institution will be converted as set out in (b) above and should normally be provided with a conversion table showing the equivalences between grades awarded at the other institution and the grades set out in Schedule A or Schedule B. The process must normally incorporate the possibility of the candidate making representations to the coordinator or committee which is charged with converting grades.

d) The processes adopted within each programme and the conversion tables must be notified to the appropriate College Dean(s) of Learning & Teaching.

e) In carrying out the conversion of grades the conversion table may be departed from in light of additional relevant information available to the coordinator or committee which performs the conversion.

f) The converted grades must be approved by the appropriate Board of Examiners.

g) Assessed work completed and assessed at another institution must not be reassessed at the University of Glasgow.

h) Appeals may be made in accordance with the terms of the prevailing Appeals Code.

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All students are to be advised by the School/Subject Area before departure about the way in which credit will be transferred. Students undertaking a period of employment as part of their Exchange or Study Abroad Programme will be required to meet the terms of the Training Agreement and any other requirement as set by their Programme or School during their period abroad.

Statement of Compliance with Indicators 11-12 of Chapter B10, UK Quality Code for Higher Education – Responsibility for, and equivalence of academic standards

Indicator 11 Degree-awarding bodies are responsible for the academic standards of all credit and qualifications granted in their name. This responsibility is never delegated. Therefore, degree-awarding bodies ensure that the standards of any of their awards involving learning opportunities delivered by others are equivalent to the standards set for other awards that they confer at the same level. They are also consistent with UK national requirements.

As per the process outlined above, the University of Glasgow defines the process whereby credits and qualifications are transferred. This is never a delegated responsibility. The approach adopted by Glasgow is consistent with other UK institutions including Russell Group universities. Every agreement also states:

The Parties shall each during the term of this Agreement ensure that the Eligible Programmes satisfy the requirements of any academic quality assurance regime and/or the requirements of any professional or regulatory body to which it is subject. The Partner acknowledges that in the case of UoG the standards required by the Quality Assurance Authority for Higher Education ("QAA") in the United Kingdom apply to Eligible Programmes. Each of the Parties shall during the term of this Agreement maintain the academic standards of their respective Eligible Programmes such that UoG is able to meet its obligations to the QAA and shall notify the other Party of proposed changes to its Eligible Programmes

Indicator 12 When making arrangements to deliver a programme with others, degree-awarding bodies fulfil the requirements of any professional, statutory and regulatory body (PSRB) that has approved or recognised this programme or award, in relation to aspects of its delivery and any associated formal agreements. The status of the programme or award in respect of PSRB recognition is made clear to prospective students.

This is not relevant to Study Abroad relationships or agreements.

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Section 4 – Quality Assurance

For each approved Exchange and Study Abroad Programme, the University of Glasgow must assure itself that students will receive a rewarding academic experience appropriate to the degree studied at the Home University. The following processes are in place to aid this assurance:

• Careful validation of the academic content, standards and learning outcomes at the Host Institution in relation to the student’s degree programme at the University of Glasgow. It is planned to extend this to include formal visits by academics and senior RIO staff prior to formalising any agreement.

• Regular contact between the Co-ordinator and the student.

• A formal mechanism for student evaluation of the study abroad period both during and after the Exchange.

• Periodic review of the Exchanges including visits, where appropriate, and monitoring of student evaluations.

Evaluation The RIO Student Mobility Team (or appropriate School/Subject Area) requires all students on an approved Study Abroad Programme to complete an evaluation form which covers issues such as:

• Pre-departure information.

• Contacts during the Exchange period.

• In-country orientation.

• Support at the Host Institution.

• Quality of academic experience.

• Extra Curricular activities.

• Accommodation.

• Other General information (travel, costs etc.). The RIO Student Mobility Team scans responses from students and submits a report to the RIO Director every year highlighting any particular issues or problems experienced by students. Pastoral Visits The University of Glasgow does not currently operate a process for formally visiting all partners, however this has been recognised and discussions are underway to formalise a process whereby academics and members of RIO (Senior International Recruitment Officers) make these visits an integral part of their travel schedules. Equality of Opportunity Study abroad opportunities should be available to all students at the University of Glasgow who meet the general selection criteria. The RIO Student Mobility Team can provide advice and guidance and, where required, help can also be sought from the University’s Disability Office.

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Review of Exchanges and Study Abroad Programmes The University’s portfolio of Exchanges and Study Abroad Programmes are reviewed on a regular basis by the Student Mobility Team within RIO.

Statement of Compliance with Indicators 13-16 of Chapter B10, UK Quality Code for Higher Education – Quality assurance

Indicator 13 Degree-awarding bodies approve module(s) and programmes delivered through an arrangement with another delivery organisation, support provider or partner through processes that are at least as rigorous, secure and open to scrutiny as those for assuring quality and academic standards for programmes directly provided by the degree awarding body.

As detailed in the sections above, the University of Glasgow process ensures that partner institutions operate a process which is at least as rigorous as our own. This is part of the due diligence / sign-off process, but also built into the ongoing monitoring and review processes.

Indicator 14 Degree-awarding bodies clarify which organisation is responsible for admitting and registering a student to modules or programmes delivered with others, and ensure that admissions are consistent with their own admissions policies.

Students remain registered at University of Glasgow but are also registered as ‘visiting’ or exchange at the host and fall under their regulations. Incoming students to Glasgow are admitted through standard processes and conditions applicable to all students attending the University.

Indicator 15 Degree-awarding bodies ensure that delivery organisations involved in the assessment of students understand and follow the assessment requirements approved by the degree-awarding body for the components or programmes being assessed in order to maintain its academic standards. In the case of joint, dual/double and multiple awards, or for study abroad and student exchanges, degree-awarding bodies agree with their partners on the division of assessment responsibilities and the assessment regulations and requirements which apply.

This indicator is complied with through the content of the formal partnership agreement which details the responsibilities of both parties as it pertains to assessment responsibilities, regulations and requirements.

Indicator 16 Degree-awarding bodies retain ultimate responsibility for the appointment, briefing and functions of external examiners. The external examining procedures for awards where learning opportunities are delivered with others are consistent with the degree awarding body’s approved practices.

In the unlikely event that an external examiner is required, this would form part of the academic sign-off of the agreement with the partner institution.

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Indicator 17 Degree-awarding ensure that modules and programmes offered through other delivery organisations, support providers or partners are monitored and reviewed through procedures that are consistent with, or comparable to, those used for modules or programmes provided directly by them.

The process outlined above ensures that the University of Glasgow complies with this indicator as it pertains to Student Mobility. Ongoing academic reviews and feedback from students assure the quality of the programmes offered by the partner institutions.

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Section 5 – Information for students and delivery organisations, support providers or partners

Provision of accurate information to students participating in Student Mobility is fundamental to operating effective and value-added experiences to students. The information is provided to students / prospective students through a variety of means including:

• Information events

• Publications

• Online information

• Access to open and effective communication with Student Mobility Coordinators, College Mobility Coordinators and Subject Coordinators.

The paragraphs that follow detail the various categories of information that is provided both to students and partner institutions: Academic Students should be aware of the University of Glasgow academic expectations before they commence a Study Abroad Programme. This is the explicit responsibility of the subject coordinators and the schools. 1. Students should be expressly advised on:

• The number of courses or the number of credits to be undertaken at the Host Institution.

• How many of these courses or credits should be in the student’s main area of studies.

• The level of the courses to be taken - this will normally equate to the level of study the student would have been completing at the University of Glasgow had s/he continued his/her studies at the home University.

• How the study will be credited to the University of Glasgow degree.

• Each student on a formal programme should receive a Study Abroad Guide and is required to attend a compulsory information session before applying, and a compulsory pre-departure briefing meeting, once accepted onto the programme.

The academic programme of a student from the University of Glasgow must be approved by the student’s Subject Co-ordinator(s). Currently, students are provided with an Overseas Course Approval Form (International Exchange)/Learning Agreement (Erasmus)for signature by both parties. The Learning Agreement and the Overseas Course Approval Forms are designed to confirm the approval of the course of study overseas so as to ensure the recognition and transfer of grades and credits on the students return from their exchange period. For International Exchange students, the completion of the Course Approval Form is not currently compulsory. Students going out on International Exchange from session 2014-15 onwards will be required to complete this form and submit to the relevant school on their return from their overseas exchange period.

2. Participating students are given a range of documentation prior to departure which either

requires some action (completion) or retention by them. In the case of International

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(non-Erasmus) exchange students, they are given a Certifying Letter, an Overseas Course Approval Form, Pre-departure Guide and a Release Form.

In the case of Erasmus students, prior to departure they will be given a pack of information which contains all the required documentation for their study period. This includes (but is not limited to): a Student Agreement, which includes the Learning Agreement, guidelines for completion of the Student Agreement, a checklist explaining requirements and deadlines, a Pre-Departure Guide and an invitation to the Pre-Departure event. We are currently developing a new mechanism to communicate and cross check the final list of selected and approved students from each School. The proposal will feature an online method of recording student details – including name, location of study and duration of study. This will help to ensure that accurate placement details are held on the student record system (MyCampus) and will then appear on the students’ final transcript from Glasgow.

3. Students undertaking a period in employment as part of their Language Exchange must

ensure that details of the proposed employment and the location of the employment are submitted to the Co-ordinator for approval through the appropriate process.

Language If the language of tuition at the Host Institution is not English then it is important that the student should be adequately prepared. It is normally recommended that a student holds a minimum level CEFR B1/B2 or higher in the language if s/he is to study in a non-native language, although other forms of language acquisition may also be appropriate. The Host Institution may insist on Exchange students providing evidence of achievement of a certain level of language proficiency. It is the responsibility of the student to verify the required level and to provide evidence to the Host Institution as appropriate. Each new Erasmus + Inter-institutional Agreement holds information on language levels required for each partner university, therefore the Exchange & Study Abroad office can also advise as appropriate. The University offers additional (normally non-credit bearing and fee-paying) language classes which are open to students preparing to Study Abroad. Accommodation It is the student’s responsibility to research housing options and arrange accommodation at the Host Institution. Practical information, including accommodation advice, can be obtained from a variety of sources including:

• The Host Institution’s website.

• The Student Mobility Co-ordinator.

• The feedback forms from previous outgoing students.

• Talking to students currently studying abroad or to students returning from a Host Institution.

Costs The Student Mobility Team can provide advice to students on the estimated costs involved in studying abroad and on any possible grants which are available to students.

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Health and Safety Students should consider the health and safety implications of their Study Abroad Programme and should understand the risks involved. The Student Mobility Team provides some guidance on how students should make this assessment. It also suggests strategies to minimise risks including attendance at a pre-departure meeting organised by RIO, taking out appropriate health insurance, being aware of the Host Institution’s guidance on health and safety. Students should be given contact details for the person who is their first point of contact at the Host Institution and at the University of Glasgow should any emergency situation arise. Disability Issues It is the student’s responsibility to indicate at an early stage whether they have a disability which might impact on their study abroad experience. If a disability is identified then the student will normally work with the Student Disability Service, their School and the International Office to ensure that s/he is appropriately advised and supported. Statement of Compliance with Indicator 18 of Chapter B10, UK Quality Code for Higher Education – Information for students and delivery organisations, support providers or partners

Indicator 18 Degree-awarding bodies ensure that they have effective control over the accuracy of all public information, publicity and promotional activity relating to learning opportunities delivered with others which lead to their awards. Information is produced for prospective and current students which is fit for purpose, accessible and trustworthy. Deliver organisations or support providers are provided with all information necessary for the effective delivery of the learning or support.

All information required to support either incoming or outgoing Student Mobility Students is controlled centrally by RIO. Events, publications and online materials are prepared by the Student Mobility Team in RIO, in conjunction with the RIO Marketing team. Central control of this information collation and release ensures effective control and updates based on current and prior student experiences.

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Section 6 – Certificates and records of study

The University of Glasgow maintains records of all incoming students on the MyCampus system, consistent with all other Glasgow registered students. Copies of transcripts are then sent to the students home location upon completion of their period of study at Glasgow.

Transcripts from host institutions (for outgoing students) are recorded on Glasgow (MyCampus) record following discussion and review at Exam Boards.

Accordingly, the University maintains ALL records / transcripts of students both incoming and outgoing on its MyCampus database.

Statement of Compliance with Indicator 19 of Chapter B10, UK Quality Code for Higher Education – Certificates and records of study

Indicator 19 When degree-awarding bodies make arrangements for the delivery of learning opportunities with others, they ensure that they retain authority for awarding certificates and issuing detailed records of study in relation to student achievement.

The certificate and/or record of academic achievement states the principal language of instruction and/or assessment where this is not English. Subject to any overriding statutory or other legal provision in any relevant jurisdiction, the certificate and/or the record of achievement records the name and location of any other higher education provider involved in the delivery of the programme of study. Where information relating to the language of study or to the name and location of the delivery organisation or partner is recorded on the record of achievement only, the certificate refers to the existence of this formal record.

As per above, the University of Glasgow fully complies with this indicator.

The Academic Collaborations Office identified in their recent paper to ASC ‘Mapping of University of Glasgow policy and procedures for collaborative provision with QAA Quality Code for Higher Education: Chapter B10: Managing higher education provision with others’ that some changes to the HEAR/Transcript are required in order to comply with some aspects of indicator 19. The Academic Collaborations Office are progressing these changes with the appropriate offices within the University.

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Appendix – Identified Actions / Actions in Progress Within the Quality Assurance section of this paper, the following two actions have been identified:

1. Pastoral Visits: The University of Glasgow does not currently operate a process for formally visiting all partners, however this has been recognised and discussions are underway to formalise a process whereby academics and members of RIO (Senior International Recruitment Officers) make these visits an integral part of their travel schedules.

2. Visits prior to formalising partnership agreements: It is planned to extend this to include formal visits by academics and senior RIO staff prior to formalising any agreement.

Within the Information for Students section, the following action has been identified:

3. Overseas Course Approval Form – This will be made compulsory for non-Erasmus students from session 2014-15.

4. Confirmation of Exchange Status – a new process is being planned which will better improve information-sharing between Schools and Exchange & Study Abroad Officeto confirm student exchange status and details.