These are agreements through which individual UW Oshkosh students "trade places" with students from a university abroad. Typically, students pay tuition and fees to their home campus and accommodation and meals at the host campus. Faculty do not accompany individual students abroad. Student exchange programs must be negotiated in partnership with the OIE.
Applying to Develop a New Exchange Agreement
- Make an appointment with the OIE Director to discuss development of a new Student Exchange program.
- Complete the Application to Begin Initial Planning for Exchange Programs.
- Attach a memo, addressed to both the Provost and the Chancellor, justifying the need for a new exchange program. Also include information on your plan for
- awarding transfer credit;
- periodic academic review;
- marketing your program;
- providing appropriate program advising to prospective and committed outbound students;
- providing appropriate program advising to prospective and committed inbound students;
- providing appropriate orientation to selected outbound students;
- providing appropriate orientation to selected inbound students;
- how costs will be covered when developing and supporting the program.
- *Add other information that you feel is appropriate.*
- Submit the Initial Planning application and memo to the OIE.
The OIE will review the application, check U.S. State Department and other health and safety sources and forward the application, along with a written recommendation on approval or denial, to the Provost. The Provost makes final determinations as to whether an application is accepted or denied.
If approved, the OIE Director will meet with you to discuss development of the Request to Develop a Student Exchange Agreement. You may need additional meetings to cover everything.
After this meeting:
- Travel to the proposed partner institution. *see "Your Contact Abroad" below.
- Host representatives from your proposed partner institution on campus. Plan at least one and a half to two hours for proposed partner institution representatives to meet with the OIE Director while they are on campus.
- Complete the Request to Develop a Student Exchange Agreement while traveling. This must be completed in coordination with your proposed partner institution abroad.
If approved, the OIE will work with you to create a program fee, total cost estimate and web guide and will add your program to study abroad flyers.
NOTE: New programs must be approved by the Provost and Vice Chancellor before they can be advertised to students as official UW Oshkosh programs. This does not, however, prohibit you from talking to students about the possibility of offering such a program and asking for feedback from students.
Liaison to the OIE - Responsibilities
Each exchange program must have a lead advocate who acts as liaison to the OIE. The Liaison is responsible for communicating with the OIE in relation to the program and for disseminating information sent by the OIE to other program advocates.
Faculty/ Academic Staff Advocates — Responsibilities
All advocates should actively promote the program and be open to meeting with potential participants.
At least one advocate must act as academic adviser for inbound students. The adviser will work with inbound students (or the students' home institution adviser) via email in advance of arrival to complete course enrollment, introduce the student to relevant clubs and organizations, and help orient the student. Each inbound student will also participate in the full Office of International Education orientation for international students.
At least one advocate must act as academic adviser for outbound students. The adviser will either:
- work with outbound students to select and pre-approve courses for transfer following normal university guidelines for course transfer approval, or
- work with staff at the host institution to enroll students in the appropriate coursework abroad.
OIE — Responsibilities
The OIE is responsible for maintaining contact with the university abroad in order to send and receive students. The OIE will manage the application process, student payments and OIE orientation.
The OIE offers a required program-general orientation to all outbound study abroad participants. Advocates must also develop and deliver a program-specific outbound orientation for all participants. Student orientation must be coordinated with the OIE Director to ensure that information provided in the OIE orientation and the unit's orientation do not conflict.
The OIE offers a required program-general orientation to all inbound participants as well. Advocates must invite participants to meet for formal or informal program-specific orientation during the week prior to classes or the first week of classes. Student orientation must be coordinated with the OIE Director to ensure that information provided in the OIE orientation and the unit's orientation do not conflict.
Be aware of the responsibilities and relationship to the international office (if there is one) of the person you are working with abroad. Very often, administrators (at any level) and faculty are not aware of policies and procedures in place at their institutions for developing and administering student exchange programs. While your contact may be the best person to meet with to discuss curriculum and course transfer issues, s/he may not be familiar with campus housing, meal options/ requirements, transcript format, course enrollment procedures, etc. When visiting your contacts, in addition to meetings with faculty colleagues and other supporters, be sure to request a meeting with the staff who will actually implement a student exchange.
There are no deadlines for the Application to Begin Initial Planning for Exchange Programs or the Request to Develop a Student Exchange Agreement. However, keep in mind that the OIE will need time to review proposals, write exchange agreements and correspond with foreign counterparts before an agreement can be finalized. After an agreement is finalized, the OIE will need time to work out fees and create a web guide. The amount of time it takes to develop an exchange will depend largely on whether or not the foreign institution has a developed International Office with procedures in place for accepting foreign students and the time of year the proposal is approved at UW Oshkosh. The OIE can work with established international offices, faculty liaisons or administrative liaisons.