Exchange Agreement Guidelines

Exchange Agreement Guidelines

Overview of exchange agreements
KGSP Undergraduate Guideline for NIIED
International Academic Exchange Agreement Guidelines (With Research Center/University) (Full Text) hwp icon
International Academic Exchange Agreement Plan (With University/Institution) hwp icon
UOS MOU Agreement (Template) word icon
UOS Student Exchange MOU Agreement (Template) word icon
UOS Visiting Student Program Agreement (Template) word icon
International Academic Exchange Agreement Guideline Establishment Plan (With Research Center/University) hwp icon

Principles

Differentiation of ‘Agreement Signatories’ based on the scope, content of exchange, and the status and organizational structure of counterpart institutions
* Agreement Signatories: President, Vice President, Director of International Affairs, Dean, Department Chair, etc.

Subject to signature

  • Signed by the UOS President, Vice President, or Director of International Affairs with counterparts of equivalent rank at the partner institution.

    • Projects directly promoted by the University Center deemed strategically important, involving participation from all university faculty and students.
    • Projects pursued through agreements at the college or department level that have consistently yielded exchange results and aim to expand exchange activities to the entire university.

  • Signed by the UOS Dean, Department Chair, or head of affiliated institutions with counterparts of equivalent rank at the partner institution

    • Projects promoted by colleges that include participation from their faculty and students.
    • Projects promoted by departments that include participation from their faculty and students.
    • Projects promoted by affiliated institutions (e.g., research centers) deemed strategically important, involving participation from their faculty and students.

Agreement content

  • Based on the ‘UOS MOU Agreement’ that includes comprehensive content (refer to Attachment 1), while specific details on exchanges and cooperation are formalized through ‘UOS Student Exchange Agreements’ (refer to Attachment 2), ‘UOS Visiting Visiting Student Program Agreements’ (refer to Attachment 3), or separate memorandums of understanding (MOU).
  • If the partner institution prepares a draft agreement, it should be thoroughly reviewed, modified, and supplemented as necessary to reflect project requirements before use.
  • Agreements are primarily written in English but may be written in other languages upon agreement with the partner institution.

※ For agreements independently concluded by colleges, departments, or affiliated institutions,

☞ Consult with the Office of International Affairs if the agreement includes student exchange dispatch/hosting, credit exchange, joint degree conferral, etc.
☞ Consult with the Office of International Affairs for detailed student-related matters, such as dormitory accommodation for exchange students.
☞ Consult with the Office of International Affairs to avoid signing agreements as final policy on agreement conclusion is established as a directive from the President through the Office of International Affairs.

Signing method

  • Supervising body: Office of International Affairs

  • Institutional roles

    Institutional roles - Institutional roles - Category, Office of International Affairs, College / Department
    Category Office of International Affairs College / Department
    Role Overall management of agreements with all overseas institutions Transfer discussions on exchange agreements involving deans or department chairs to the Office of International Affairs

  • Agreement flowchart

    • 1. Selection of target partner institution and collection of data (Office of International Affairs; respective department)

    • 2. Mutual exchange of opinions with the partner institution * Transfer stage to Office of International Affairs for individual departments

    • 3. Decision on conclusion of agreement (Office of International Affairs)

    • 4. Drafting and finalizing agreement text (Office of International Affairs; respective department)

    • 5. Determination of schedule and method of agreement(final policy) (Office of International Affairs)

    • 6. Conclusion of agreement (in-person or online) (Office of International Affairs)

    • 7. Implementation of follow-up projects with partner institutions(e.g., student exchange, research collaboration) (Office of International Affairs; respective department)

    ※ When promoting exchanges at the college, department, or affiliated institution level,

    ☞ Timing for transferring tasks to the Office of International Affairs: when drafting agreement text with the partner institution
    ★ Consult with the Office of International Affairs during discussions of exchange agreement
    ☆ Documents to transfer to the Office of International Affairs: background and purpose; content of exchange; draft agreement text; method for concluding agreements (document/visit); contact details for counterpart institution representatives; correspondence exchanged during negotiations (including email)

  • Conclusion method

    • Agreements may be concluded either in-person or online (via communication or correspondence)

  • Agreement renewals

    • Agreements are renewed before their expiration through regular updates and management conducted each semester
Guideline contents
  • Article 1 (Purpose): Purpose of guideline establishment
  • Article 2 (Principles): Principles emphasizing mutual benefit and sustainable exchange
  • Article 3 (Agreement Considerations): Review validity before concluding agreements
  • Article 4 (Agreement Signatories and Subjects): Designation of signatories and agreement subjects
  • Article 5 (Deliberation and Approval): Approval by the Director of International Affairs and notification to the President
  • Article 6 (Agreement Conclusion Procedures): Procedures for concluding agreements and content requirements in agreements
  • Article 5-2 (Precautions for Independent Agreements): Precautions when colleges/departments/affiliated institutions conclude independent agreements
  • Article 7 (Agreement Renewals): Necessity for renewal and criteria management
  • Article 8 (Post-Management): Management of agreement as an official external channel along with administrative tasks/documentation changes
  • Article 9 (Support): Support and cooperation required from various departments for concluding agreements