STUDENT EXCHANGE AGREEMENT

between

[PARTNER UNIVERSITY]

and

The STATE OF OREGON acting by and through

the STATE BOARD OF HIGHER EDUCATION

on behalf of OREGON STATE UNIVERSITY

In recognition of the continuing relationship of [PARTNER UNIVERSITY] (hereafter referred to as ___) and the STATE OF OREGON, acting by and through the STATE BOARD OF HIGHER EDUCATION, on behalf of OREGON STATE UNIVERSITY (hereafter referred to as OSU) and the parties’ mutual desire for continued collaboration, the two universities named above together join in issuing the following Student Exchange Agreement for the exchange of students between ___ and OSU.

This Agreement will become effective on _____________, 200_. Unless earlier terminated in accordance with the Termination Clause below, this Agreement will terminate on ___________, 200_.

1.	Objective

This Agreement is made between ___ and OSU to facilitate reciprocal student exchanges between the institutions. The aim is to maintain equal numbers, although it should be recognized that within any one year equality may not be absolute. A balance should be achieved at the end of a three-year period.

2.	Exchange Program

[Fully describe the program. For example:]

2.1	Beginning in the academic year _______, subject to the requirements of this Agreement, ___ and OSU agree to exchange students each academic year. OSU and ___ will agree on the number of students to be exchanged in any one academic year. [Can also be worded with a specific number such as “OSU and ___ agree to exchange a maximum of three students per year.”]

2.2	Where there are unequal numbers of students at either institution during any one academic year (as counted in student instruction-weeks), the number of exchange students at each institution shall be adjusted to achieve overall parity in the following year(s). In the event of the termination of this Agreement, the parties will attempt to adjust any imbalance in numbers at the end of the agreement term by having the institution that has sent the greater number of students providing sufficient exchange placements in any remaining semester(s) to remedy, as much as is practicable, the imbalance in numbers of students exchanged.

3.	Application, Registration and Academic Requirements

[Fully describe these requirements. For example:]

3.1	Selection of candidates will be made by the sending institution. Students will be in good financial and academic standing. Students must be currently registered at the home institution at the time of application. Students will also be expected to evince serious interest in study made available through the exchange program. Students must meet language proficiency requirements set by the host institution.

3.2	The receiving institution has the right to decline to accept, or to withdraw from the program at any time, students it determines are not in good financial or academic standing. The receiving institution will advise the sending institution of any such withdrawal from the program

3.3	Students at the receiving institution will have all the rights and privileges enjoyed by other students on that campus. The academic requirements of both institutions will be respected, and applicable policies covering matters of academic responsibility and discipline will be distributed to the other party and carefully followed. Students are expected to maintain full-time enrollment and to follow the codes of conduct and policies and procedures of the receiving institution while participating in the exchange program. Each party reserves the right to withdraw any student from its facilities whose conduct or work is not in accordance with the policies and procedures of the institution or is detrimental to others. Each party shall provide an orientation session or materials for exchange students to inform students of the applicable policies covering matters of academic responsibility and discipline prior to the students participating in the exchange program. Students at the receiving institution will have a faculty advisor who will serve as their primary point of contact.

3.4	Students will be enrolled in appropriate level courses full-time at the receiving institution, and should be guaranteed places where possible in courses subject to satisfactory completion of application/registration materials.

3.5	Exchange students will generally study on the receiving campus for one semester (one or two quarters), but academic year study may be discussed and encouraged in appropriate circumstances. Students on exchange will continue as candidates for degrees at their home institution.

3.6	Evaluation: No special assessments or examinations will be set; students will be assessed on their courses in the same manner as other students at the host institution. Both institutions will undertake to provide formal documentation regarding the student’s academic performance during the exchange year, to be sent directly to the sending institution within a period of two months, subject to Section 6 of this Agreement.

4.	Program Costs

[Fully describe who is responsible for what costs. For example:]

4.1	[The following is an example only. Please discuss fee structure possibilities with the International Degree and Education Abroad office before completing this section.] Students will register and pay any tuition and fees at the sending institution. Students from the sending institution will complete any required application and registration forms of the receiving institution. Both institutions will send all the necessary forms and information to the sending institution well in advance and will notify the sending institution of the progress of the students’ application and registration materials.

4.2	Both universities agree that all expenses, including research materials, tuition, international and domestic travel, room and board and all other costs, shall be the responsibility of the sending university or the enrolling students. Room and board are not included as part of the exchange program, but the receiving institution will assist students in finding appropriate accommodation, including but not limited to university housing.

4.3	The receiving institution will notify the sending institution of any additional costs that are likely to be incurred and are the responsibility of the student, such as activity fees, resource fees, application fee(s), or non-resident registration.

4.4	Books, vacation expenses, stationery, transportation, and other personal expenses are the responsibility of the student participant.

5.	Ongoing Support

[Are there any special emergency procedures to describe?]

The receiving institution will undertake to provide appropriate support services to the students, including any emergency circumstances that may arise.

6.	Confidentiality of Student Records

6.1	Both _____ and OSU will secure a release from its students participating in an exchange, authorizing _____ and OSU to provide information protected from disclosure under the Family Educational Rights and Privacy Act to each other for purposes of this exchange agreement. _____ agrees to use any such information received from OSU regarding OSU students or ______ students on exchange at OSU solely for the purposes of this Agreement. Neither _____ nor OSU shall further disclose such information, unless such disclosure is made consistent with the Family Educational Rights and Privacy Act.

6.2	The receiving institution will provide the sending institution with transcripts and documentation regarding the students’ academic performance during the exchange year; provided, however, that under state and U.S. federal laws protecting the privacy of student education records, OSU may not disclose education records of a student enrolled as an exchange student without the student’s permission.

7.	Termination

This Agreement may be terminated by mutual consent of the parties in writing, or by either party with 180 days’ written notice to the other party. Students or faculty actively participating in the program at the time of termination may continue through the conclusion of the academic term in progress at the time of termination under the terms and conditions of this Agreement at the time of the termination.

8.	Non-Appropriation of Funds

OSU may terminate this Agreement upon 30 days’ written notice if OSU fails to receive funding, appropriations, limitations, allotments, or other expenditure authority as contemplated by the OSU budget or spending plan and OSU determines, in its assessment and ranking of the policy objectives explicit or implicit in the OSU budget or spending plan, that it is necessary to terminate this Agreement.

9.	Insurance

[Describe any insurance requirements. Consider travel insurance? It is common to require health insurance for exchange students. For example:]

OSU requires non-resident international students be covered by health insurance which meets the U.S. Government visa requirements, State of Oregon, and OSU requirements. ___ students whose personal medical coverage meets current requirements may waive the OSU International Student Insurance Plan. Students who do not submit a waiver, or whose medical coverage is not sufficient to meet the current requirements, will be automatically enrolled in the OSU plan at their own expense. [Insert Partner University requirements.]

10.	Notices

Any notices that may be required under this Agreement shall be sent to the individuals identified in this section.

For [Partner University abbreviation]:	For OSU:

[Include contact name, title, mailing address, phone, fax, and e-mail]

[Include contact name, title, mailing address, phone, fax, and e-mail]

11.	No Third Party Beneficiaries

___ and OSU are the only parties to this Agreement and are the only parties entitled to enforce its terms. Nothing in this Agreement gives, is intended to give, or shall be construed to give or provide any benefit or right, whether directly, indirectly or otherwise, to third persons unless such third persons are individually identified by name herein and expressly described as intended beneficiaries of the terms of this Agreement.

12.	Merger Clause

This Agreement constitutes the entire agreement between the parties. No waiver, consent, modification, or change of terms of this Agreement shall bind either party unless in writing and signed by both parties. Such waiver, consent, modification, or change if made shall be effective only in the specific instance and for the specific purpose given. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this Agreement. ___ and OSU, by the signature of their authorized representatives, hereby acknowledge that they have read this Agreement, understand it, and agree to be bound by its terms and conditions.

On behalf of [Partner University]

[City]

[Country]
The State of Oregon acting by and through the State Board of

Higher Education on behalf of

Oregon State University

Corvallis, Oregon 97331

United States

____________________________

[Full Name

Equivalent Title]

_______

Date

____________________________

Rebecca Johnson

Vice Provost for Academic Affairs and International Programs

_______

Date
____________________________

[Full Name

Equivalent Title]	_______

Date	____________________________

[Full Name

Dean, Academic Unit (if college-based program)]	_______

Date
____________________________

[Full Name

Equivalent Title]	_______

Date	____________________________

Katie Lanker, CPPO

Contracts Officer, Procurement and Contract Services	_______

Date

6

5

OSU student exchange template rev. 08-2008

Student Exchange Agreement

2008-03-24