Erasmus / Non EU / Study Abroad Agreement to Classroom Enda Carroll – Assistant Director, Study Abroad & the Americas Catherine Convery – European Programmes Officer

Study Abroad at UCD Study Abroad is defined as any of a number of arrangements by which Non-EU (mainly US) students complete part of their degree program through educational activities outside their country of residence on a fee-paying basis. Study abroad is facilitated primarily through institutional partnership engagement. 120 + active partnerships with Universities in USA developed over past 20 years UCD hosts 1,000 + one-way semester students annually on a fee-paying basis to a range of study abroad programmes Now beginning to engage with SE Asian and European study abroad

Agreements – how they happen ….. Study Abroad Identification of prospective partners - factors we consider: Academic reputation Complementary programmes Models of study abroad engagement Existing Academic and Research links Next steps: Meetings at International Education Conferences Visits to campus – UCD’s and prospective partners’ Faculty-led summer programmes at UCD Moving towards Agreement: UCD template agreement is shared, negotiated and agreed with prospective partner Subject specific to University-wide Note: UCD International has delegated authority to approve Study Abroad Agreements

UCD STUDY ABROAD CURRICULUM MAPPING PROCESS OVERVIEW ____________________________________________________________________________________________________ 7 1 Initial contact with/from Study Abroad Partner   2 UCD responds outlining the Study Abroad Program with specific reference to curriculum mapping   3 Invite Partner to engage in curriculum mapping   4 Partner identifies and works with suitable applicants 5 Applicants apply online at www.ucd.ie/apply 6 Offer accepted by student 7 UCD confirms the student’s module selection with reference to agreed equivalencies 8 UCD advises: Pre- arrival information, Orientation schedules, Accommodation options, Cultural program and Maintains academic and general support prior to student’s arrival   9 Student arrives in UCD Student Process   Partner Process 1 Ongoing student support    Student Selects Program   Look at UCD curriculum UCD academic transcript sent to the Partner Institution for credit transfer when period of study is completed Create a user account   Compare to Home Institution curriculum Apply  Apply   Dialogue with UCD to confirm module equivalencies Upload supporting documents   UCD registers the student to modules and confirms registration Application reviewed by UCD Agree broad set of UCD modules which can be taken in each semester (document this and maintain module updates annually) Offer Made NO UCD informs student and institution if applicant is unsuitable OR if additional information is required   YES - direct contact with student

Study Abroad Programme Management & Delivery – Centralised / Decentralised Model Allows for both a central and local points of contacts for partners and students Central contact point ensures consistency in Agreements, program delivery, Orientation, Accommodation. Local contact point facilitates academic oversight and individual contact with the student International Office: Americas team Engineering & Architecture Study Abroad Manager Arts & Humanities Study Abroad Manager Science & Pre-Medical Study Abroad Manager Business Study Abroad Manager American Studies Study Abroad Manager Freshman Study Abroad Manager Agriculture & Food Study Abroad Manager Pre-Physiotherapy Study Abroad Manager

Study Abroad – how students are accepted Where direct institution or 3rd party partnership exists, process of liaising with partner on numbers/academic areas of students who intend to apply. Accepted to UCD once GPA 3.00+ requirement is met Online application completed by incoming students, processed by UCD International (Arts) or Study Abroad managers throughout the university. Admitted under general Occasional programme code and specific major code, eg Arts and Humanities Study Abroad Semester 1 Phase 1 of registration completed before arrival

630 outgoing exchange students in 2015/16 Exchange at UCD Exchange is defined as an Agreement between two universities to exchange students on a reciprocal, non-fee paying basis UCD has over 380 exchange partners worldwide through Erasmus and Non-EU agreements 630 outgoing exchange students in 2015/16 1040 incoming exchange students in 2015/16

Agreements – how they happen ….. Exchange Identification of prospective partners - factors we consider: Academic reputation Must be sure of outgoing flows – balance important Existing Academic and Research links Teaching language Moving towards Agreement: UCD template agreement for Non-EU exchange is drawn up, negotiated and agreed with prospective partner EU provides Erasmus template agreement Non-EU agreements Broad agreements, often university-wide, otherwise stating the discipline (eg Humanities), number of students (FTE) specified. Level of student not always stated Erasmus agreements Subject-specific agreements, stating number of students, duration and level (UG, Masters and PhD allowed), eg History, 2 UG students, 9 months each Agreements with new partners must be submitted to GEG for approval

Exchanges – how students are accepted Nominations checked to see that they match terms of agreement Accepted once terms are met Online application completed by incoming students, processed by International Office or International Officers in Schools of Law and Business Admitted under general Occasional programme code and specific major code, eg Arts and Humanities Erasmus Semester 1 Phase 1 of registration completed before arrival

Exchanges & Study Abroad – registration to modules International Office registers modules for all exchange students except Business, Law and ALC Study Abroad students can register themselves to modules online in some cases (e.g. Arts & Business ) and otherwise done by their Study Abroad managers Non-EU exchange students and Study Abroad students list modules online at time of application Erasmus exchange students list modules online when applying, and also send Learning Agreement, usually in advance of arrival These are used for reference, to spot problems, NOT seen as definitive Semester 1 – once timetables are finalised, around beginning of August, students are emailed to complete a Module Registration Form with their choice of modules, in order of preference Semester 2 – students are emailed the form in November/December Limited online registration for Arts and Social Science students, where RI places are available Highlight modules specifically developed for international students Module Registration Form is taken as definitive and module registration is based on these choices

Exchanges & Study Abroad – registration to modules cont/d Liaison with Schools where there are restrictions – English, Psychology, Agriculture, Architecture Registration starts before arrival of students, and continues during add/drop period Schedule for registration followed (applies to 1st semester) International places first Where no international places allocated, we use core/options places, waiting for several days after registration opens for UCD students (levels 2, 3, 4 [where level 4 is UG]) Level 1 places are taken after the CAO applicants have had a chance to register Electives taken after the elective allocation process is completed We override pre-requisites We do not override full modules We do not register students to evening modules We do not register to Masters modules without permission Judgement calls where international places are gone and a large number of core or elective places are left in large-capacity classes. Where classes are small and international places are used, we do not use up core places Liaison with module co-ordinators and Registry to get permission for registration and to adjust capacities

Exchanges & Study Abroad – registration to modules Challenges regarding course search listings Modules are listed that are no longer on offer It is not clear when modules are evening modules It is not clear when modules are part of restricted programmes, or even overseas programmes Issues affecting incoming students Exchange & Study Abroad students face more timetable clashes than home students, so often have to choose less preferred modules Need home institution approval for modules – takes time Cannot see available capacity in modules RI places often fill up quickly, not sufficient to meet demand

Thank you. Any questions? Erasmus / Non EU / Study Abroad Agreement to Classroom Thank you. Any questions? Enda Carroll enda.carroll@ucd.ie Catherine Convery catherine.m.convery@ucd.ie