BETWEEN DEPARTMENT OF XX AT NN UNIVERSITY AND DEPARTMENT OF XX AT STOCKHOLM UNIVERSITY
[Partner’s logo here)
AGREEMENT ON STUDENT EXCHANGE
BETWEEN
DEPARTMENT OF XX AT NN UNIVERSITY
AND
DEPARTMENT OF XX AT STOCKHOLM UNIVERSITY
Denna avtalsmall har godkänts av rättssekretariatet (RS) april 2021 (förutom klausul gällande ’Data Protection’). Det står institutionen fritt att ändra i enlighet med sin utbytesverksamhet. Det går även fortsättningsvis bra att använda partners förslag/utkast till avtal.
Department of XX AT NN University, corporate identity number (Om ett tidigare avtal om akademiskt samarbete finns, hänvisa till detta genom att skriva: In accordance with the mutual agreement on Academic Exchange between…) and the Department of XX at Stockholm University, corporate identity number 202100-3062, having its principal address at XX-000 00 Xxxxxxxxx, Xxxxxx, (hereinafter referred to as the “parties”) have entered into this agreement to implement student exchange between the two parties under the following terms and conditions:
Background
This agreement is a renewal of the earlier “Memorandum of Understanding on Student Exchange” between the parties, signed and effective from October 10, 2014.
Om ett avtal redan finns och förnyas genom detta avtal, hänvisa till detta här.
Numbers of Exchange Students
Each party may for each academic year nominate a maximum of (insert number of students) full-year students or the equivalent as exchange students at undergraduate and graduate level to the other university. Two exchange students enrolling for one semester of study is equivalent to one exchange student enrolling for one academic year of study. However, the host party reserves the right to determine the final number of exchange students it will accept for either a semester or academic year. The host party’s decision will be made based on current balance and future exchange prospects. The intention is that over time, an equal number of student-semesters will be undertaken in each direction.
Areas of exchange
The agreement relates to the courses offered by the parties. Depending on availability, certain areas or subjects may be restricted. The parties will do their best to inform each other of any restricted area or subject ahead of the application period. Any admittance will be decided by the host party.
Period of Enrolment
The period of enrolment at the host university should not exceed 12 months. The extension of this period may in special cases be granted by mutual agreement.
Status of Exchange Students
The students must be enrolled at the home university as regular students and will be exempt from tuition fees, entrance fees and examination fees at the host university. The exchange student will be registered as a non-degree, non-graduating or not-for-degree student for the duration of study at the host university. This agreement excludes any expectation of a transfer to the graduating program of the host university.
Acceptance Procedures
The home party will screen and select students to participate in the exchange program and the host party will make the final decision on admission case by case based on the academic requirements for the proposed coursework. The host party will determine required language skills for admission in each case in order to ensure that exchange students have the minimum requirements to carry out their studies successfully.
Course Selection and Study Program
Students from both parties must have their course selections approved by their home departments or program and appropriate academic authority in order to obtain transfers of credits towards their degrees.
Financial Responsibility
Personal expenses including travel expenses, accommodation fees, living expenses, educational material costs and other education-related costs of students participating in this exchange program, other than as described in Article 5, is the responsibility of the student and shall under no circumstances whatsoever be the responsibility of either party.
Academic Record and Accreditation
The host party shall evaluate the academic performance of each exchange student according to its rules and shall, upon completion of the duration of the study, send the academic record/transcript to the home university or make a verifiable transcript of records available to the exchange student. The home university may give credit to each student according to its regulations.
Assistance to exchange students
The host university will assist students in finding accommodation and to become integrated into their new social environment, but such assistance shall not include financial assistance.
Both parties should provide each other with material on the details of modules or courses available in the following academic year. The material of the host party should be regularly updated and accessible to the exchange students of the home party.
The start dates and end of term dates at each University are set out in Annex 1A.
Students’ obligations
Exchange students are subjected to all rules and regulations of the host university. Each party reserves the right to dismiss any participating student at any time for academic or personal misconduct in violation of university’s regulations. The dismissal of a student shall not abrogate the agreement or the arrangements regarding other students in the exchange program.
Exchange students are subject to the rules and regulations of the host university in addition to those at their home university. Any breach of those rules and regulations will be dealt with in accordance with the established policies and procedures of the host university in consultation with the home university. The other obligations of the exchange students are listed in Annex 1B.
Insurance
Exchange students, or their home party, shall ensure that the exchange student have a comprehensive health insurance and personal property insurance, before leaving the country.
In addition, outbound Stockholm University exchange students are currently covered by the personal injury insurance (STUDENT UT). Inbound exchange students to Stockholm University are provided with an emergency healthcare insurance and a Swedish State Insurance for Foreign Students in Sweden (STUDENT IN) which is valid within Sweden’s boundaries.
Program Coordination
Each party will appoint a liaison office and/or a program coordinator to ensure that the implementation and terms of this exchange program are carried out. The appointed offices or program coordinators will act as contacts for enquiries about the program and will ensure that the partner univeristy has all information appropriate to the promotion of the program.
Non-discrimination
Both parties subscribe to the policy of equal opportunity and will not discriminate on the basis of race, sex, sexual orientation, age, ethnicity, religion, or national origin. Both parties shall abide by these principles in the administration of this agreement and neither university shall impose criteria for the exchange of students which would violate the principles of non-discrimination.
Data Protection
Each party agrees to comply with all data protection laws applicable to such party, including, without limitation, Regulation (EU) 2016/679, known as the General Data Protection Regulation (“GDPR”), and the Data Protection Act 2018 (collectively, “Data Protection Laws”). Unless otherwise defined in this Agreement, all capitalized terms used in this Section 15 have the meanings set forth in the GDPR.
To the extent the Data Protection Laws are applicable to the activities conducted under this Agreement, the parties agree as follows:
Each party will act at sole Data Controllers as defined in Regulation (EU) 2016/679.
The parties agree to provide such assistance that can be reasonably requested by the other party in order to comply with data protection laws. This assistance shall not make the assisting party liable for the others failure to comply with data protection laws.
For the avoidance of doubt, such assistance can include signing standard contractual clauses for controller-to-controller transfers, provide the applicants with information about Data Processing and, only if strictly necessary, collect Consent on behalf of the other party (Annex 2). When a party provides information or collect Consent on the behalf of the other, the Data Controller is responsible for the information and forms provided.
Disability Support
Stockholm University provides targeted study support to students with long-term disabilities. The Home university must specify, at the time of nominations, if any of the students need such support and, if so, the type of support that is needed, e.g. sign language interpreter, notetaking assistance or other pedagogical support. The Home university will bear the cost for the support and the universities should have an agreement of the needed support before the nomination is complete.
Duration
This agreement shall be in force from (insert date) and be binding upon the parties for a period of five years from the date of this agreement, and is renewable.
Early Termination
Either party may terminate the agreement at any time during the term specified herein, provided at least six months written notice is provided to the other party. In the case of early termination of the agreement, the parties agree that any previously approved exchange shall continue and be completed as if the agreement had remained in force.
Dispute Resolution
Where a problem or dispute arises between the parties they will first seek to resolve that dispute between themselves and will use their best endeavors to settle the problem or dispute by direct negotiation. Where the problem or dispute continues the parties may elect a third party by mutual consent, who shall examine the problem or dispute and provide a recommendation. All expenses incurred in appointing the elected third party shall be shared equally by the parties.
19. Force Majeure
If the performance of the party’s obligations under this agreement is prevented because of war, natural disasters, strikes, lockouts, blockades or other similar circumstances over which the party could not prevail, and could not reasonably have avoided or overcome, the party which is unable to meet their obligations may be exempt from these as long as the obstacle exists.
This agreement is executed in duplicate; where each of the parties retains one original.
Signed for the parties as an International Student Exchange Agreement by:
.................................................. ..................................................
Name Name
Head of Department Title
Department of XX Department
Stockholm University University
Date: .......................................................... Date: ....................................................................
ANNEX 1A – STRUCTURE OF ACADEMIC YEAR*
NN University Stockholm University
Semester/Term
August to December Semester I August/September to Mid-January
January to May Semester II Mid-January to June
*Subject to change and providing reasonable notification to the partner.
ANNEX 1B - OTHER OBLIGATIONS OF EXCHANGE STUDENTS
applying for accommodation at the host university if desired;
their travel arrangements;
satisfying the immigration requirements for their journey to and from the country of the
host university;
registering with the diplomatic mission of the home country upon arrival in the country
of the host university (if applicable); and
returning to their home university after completion of the duration of study at the host university.