INTERNATIONAL EXCHANGE AGREEMENT

BETWEEN

THE UNIVERSITY OF LOUISVILLE

Louisville, Kentucky, USA

AND

Name/Address of Institution

The University of Louisville, on behalf of its _________ School (hereinafter

“UofL”), and _________________________ (hereinafter ______) agree to
implement this International Exchange Agreement (“Agreement”) in accordance
with the terms set forth below.

The purpose of this Agreement is to enhance the educational experience and the
cross-cultural understanding of students from both institutions.

This Agreement will begin with the 20__-20__ academic year and continue
thereafter for a five (5) year term.

STUDENT EXCHANGE CRITERIA

I. Definition: “Home” and “Host” Institutions

Within the terms used in this exchange, “Home institution” will refer to the
institution in which a student is formally enrolled as a degree-seeking
candidate. “Host institution” will refer to the institution agreeing to receive
students from the Home institution for a pre-determined length of study on
a non-degree seeking basis.

II. Courses at the Host Institution

The purpose of each student exchange is intended to enable students to

take classes at, but not to pursue a degree (except as otherwise specified
in Attachment A hereto) from the Host institution (“Program”). Courses
successfully completed at the Host institution will normally be accepted for
credit towards the degree at the student’s Home institution. It will be the
responsibility of each student participant in the exchange Program to
obtain pre-approval from his/her Home institution’s designee for courses
taken at the Host institution to determine whether the courses are a part of
 his/her required degree-path curriculum and/or what credit will be
available.

III. Academic Semesters

The UofL divides the calendar year into three “academic semesters” –

Fall: third week of August through early December;

Spring: second week of January to early May;
and Summer (if applicable) which encompasses two periods of short
courses – generally early June through early July, with the second session
of short/condensed courses early July through early August. Both
sessions of UofL summer short courses are generally five weeks long.

The _________ school year is as follows: [insert]

Students are expected to arrive________ (__) days prior to the

international orientation.

IV. Admission Requirements

The Host institution should screen students for academic eligibility and
likelihood of a successful term abroad. All students must complete the
normal application for admission requirements set forth for all students by
the Host institution. Each party will respect the admission requirements
and enrollment constraints of the Host institution. Student exchange
participants are subject to the standard rules, regulations, and enrollment
and academic pre-requisites of the Host institution in the selection of
courses. The Host institution will have the authority to make the final
decisions on exchange students’ admission. Each university will transmit
completed applications for the students who wish to visit; these
applications should be transmitted at least ______ (_) months before the
start of the academic term. Each university reserves the right to reject
candidates, in which case further candidates may be proposed.

V. Language Proficiency

Students must meet minimum language proficiency requirements for

students whose first language is not that of the Host institution. All
courses at the UofL are taught in English. The UofL requires a TOEFL
score of ______or higher on the computer-based test, or _____or higher
on the paper based test for students whose first language is not English.
_______________ requires a score of ________ on the
________________ examination. The __________ requires
____________________________. The Home institution will screen
students prior to allowing enrollment into the Program.
VI. Enrollment Status

Student exchanges will be limited as set forth in the Program description

in Attachment A hereto, which is hereby incorporated herein.

VII. Balance of Student Exchanges for Duration of Agreement

Both UofL and ___________ agree that equality in an even number of

exchanges based on equivalent credit hours will be achieved over the
three year life of this Agreement. Both institutions are responsible for
tracking all exchange student academic course work and maintaining
records accordingly to insure equivalent credit hour balance between
schools.

VIII. Academic Advising

The parties will work with outgoing exchange students, anticipated

incoming exchange students, and the on-sight academic coordinators
prior to student departure to advise students as best as possible of the
academic expectations of the new institution. Both institutions will provide
course descriptions and syllabi to aid in providing academic counseling to
their students. It is the Home institution’s responsibility to provide foreign
transcript evaluation services of the selected exchange students if
necessary. Each institution shall obtain all documents required by the
Host institution prior to student departure from the Home country,
according to the required deadlines.

IX. Academic Performance

Ultimately, it is each student’s personal responsibility to familiarize

himself/herself with his/her Host’s rules and guidelines. Exchange
participants at both institutions will be governed by the same laws,
regulations and performance standards applicable to the students of the
Host institution. If the exchange student voluntarily withdraws or is
dismissed for academic or disciplinary reasons before the end of the term,
it will be considered as a completed exchange for reciprocity purposes. In
addition, each institution has the right to apply probationary or
exclusionary actions including any immediate action deemed necessary
for health and/or safety reasons. The Host institution will consult with the
Home institution before finalizing such action and will notify them of any
dismissed student’s last date of enrollment and assist with arrangements
for the return of the participant to his/her home country.
 Should a student be dismissed for behavior or academic reasons, the
rules of the housing facility in which they are currently accommodated will
be enforced. Rules vary by facility and students should check housing
rules and regulations with the facility manager if they anticipate expulsion
or early departure for any reason to discuss departure date and financial
consequences.

All exchange students at both institutions are required to attend mandatory

orientation courses or programs customarily arranged for international
students. So the student can enjoy the full “flavor” of his/her visit to a new
country, all students at both institutions will have the same access to
recreational and academic facilities available to regularly enrolled
undergraduate students. Laws of all local, community, and regional
authorities apply to all students.

Achievement reports/transcripts will be sent to the academic exchange

coordinator at the student’s Home university at the conclusion of each
semester within one to two weeks. In most cases this will be a formal
university transcript. By participating in an exchange arrangement,
students shall be required to authorize the transmittal of this document
and other information exchange as required by each institution.

X. Tuition and Fees

Neither Host institution shall charge base tuition to exchange students.

However, there may be other fees required by the Host university,
including, but not limited to application fee, housing application fee,
programs fees and course fees.

Each university shall make a reasonable effort to assist students

participating under the terms of this agreement in finding appropriate
university housing.

Any fees, transportation and living expenses, health insurance, medical

costs, food and/or any required meal plan, housing, books and other study
costs are to be borne by the guest students or their Home institution.
Attachment B hereto contains the anticipated costs and budget for the
respective institutions and visiting students, which attachment is hereby
incorporated into this Agreement.

XI. Financial Aid

The Host institution will provide as much documentation as permitted and

as necessary to confirm student enrollment but is not responsible for
financial aid issues for incoming/visiting exchange students. All financial
aid issues should be handled at the student’s Home institution.
XII. Visa Support Services

Students shall be responsible for obtaining any necessary visas and

otherwise complying with all immigration laws and regulations of the
country of the Host institution. The Host institution shall cooperate in such
efforts, but shall not have any responsibility to assure the granting of any
visas, permits or approvals.

The Host institution will reasonably assist incoming exchange students in

obtaining visas and other documents required by the Host country
government immigration authorities to the extent permitted by law.

In the United States, government regulations require proof of adequate

financial resources necessary for the duration of the stay and a copy of
the photo page from the student’s current passport. Other necessary
information will be gathered from the student’s admissions documents.
Upon receipt of completed admissions documents and approval by the
appropriate authorities, UofL will provide the student with a DS-2019 form
to apply for a J-1 Exchange Visitor Visa.

______________ will provide information to UofL incoming students on

the student visa requirements for their country and provide assistance to
the student as much as possible.

XIII. Health Insurance and Medical Expenses

At UofL, incoming students will be personally responsible for purchasing

the Host institution’s required health/medical insurance, or UofL’s
mandated minimum level of coverage, for the time period of the exchange.
The parties will cooperate in assisting students to identify the best
available options for health coverage as required by their institution.

XIV. Exchange Liaison

Both institutions will provide the name and detailed contact information of
the Exchange Liaison who will be responsible for all matters during the
student application process, academic counseling, and assisting students
upon arrival.

It will also be extremely considerate if a veteran student “mentor” or other

student liaison could be appointed to serve as a day-to-day contact person
for the incoming student(s) for assistance with matters of everyday living
unfamiliar in a new culture. See Attachment C.
XV. Faculty Exchange

Exchanges of faculty and technical specialists shall be conducted

pursuant to the following terms:

1. Each party shall invite and/or approve faculty for teaching and/or
research visits in their sole discretion.
2. Travel expenses shall be borne by the faculty member or the Home
institution. Living and others expenses for the term of the Program
shall be borne by the Host or Home as agreed upon and set forth in
writing prior to the exchange. Compensation for the faculty or staff, if
any, shall be borne by the Home institution.
3. Each faculty exchange participant must submit proof of medical
insurance coverage for the duration of the exchange period. It is
understood that the Host institution shall not be responsible for
providing health care services or health insurance for visiting faculty,
except that the Host institution shall reasonably assist faculty in
obtaining services.
4. Exchange faculty shall be responsible for obtaining any necessary
visas and otherwise complying with all immigration and other laws and
regulation of the country of the Host institution. The Host institution
shall cooperate in such efforts, but shall not have any responsibility to
assure the granting of any visas, permits or approvals.

XVI. Legal Limitation and Policies

1. Unless otherwise specified in writing in an attachment hereto, no

monetary consideration will be exchanged between the two institutions,
nor will there be any indemnities/reimbursement for expenses, or
sharing of fees or profits arising from this exchange. This Agreement
does not create an obligation to exclusivity between the two parties.

The parties agree to maintain all records related to the performance of

the terms of this Agreement and to provide copies to the other party,
upon request, as permitted by law and proper student authorization.
Either party may audit the records of the other, pertaining to this
Agreement and performance hereunder, upon reasonable prior written
notice. Neither party shall use the name or other property of the other
without prior written approval.

2. Both institutions agree to indemnify and hold one another harmless

from any and all claims by exchange participants, their parents,
their survivors, or agents from any negligent acts or omission on
the part of that university or any of their employees to the extent
permitted by applicable Kentucky laws. The relationship of UofL
 and _____________ to the extent permitted by applicable Kentucky
laws under this Agreement shall be of independent contractors, and
a party shall not be deemed, nor hold itself out as being a partner
or agent of the other party. Neither institution shall be liable for acts
of the other, acts of God, or for acts of students participating in the
exchange. Exchange students are subject to the same body of
laws and legal regulations governing the residents/citizens of the
Host locale.

3. Should any faculty or student collaboration result in any potential

for intellectual property the policy of the Home institution for each
individual involved shall govern that parties rights and duties. The
parties shall seek equitable and fair agreement as to ownership of
any intellectual property and shall at all times seek to maintain a
harmonious relationship with each other.

4. Both institutions agree to a policy of equal opportunity and will not

discriminate on the basis of race, gender, age, martial status,
ethnicity, religion, national origin, sexual orientation, or handicap.

Some housing options may have restricted availability.

5. This agreement applies to duly enrolled, admitted, and

academically eligible students of the Home institution and does not
extend to spouses/partners and/or dependents.

6. No UofL faculty or student shall be required to participate in an

exchange activity in a country for which a U.S. Department of State
“Heightened Risk” Travel Warning has been issued. When the U.S.
Department of State issues a travel warning that forbids, restricts or
otherwise urges U.S. citizens to defer travel to a certain country,
then exchange programs in that country shall be suspended.

If any faculty or student is already in a country for which a travel

warning forbidding, restricting or urging deferral of travel has been
issued, then the parties shall consult with one another and the
Home institution shall decide whether such individual(s) shall be
required to return to the U.S. or to his/her home country, if other
than the U.S. and the program may be suspended in the discretion
of the Home institution.

7. Details inadvertently omitted from this Agreement may be

negotiated as matters may arise. The Attachments to this
Agreement shall govern the details of the Program and to the
extent that they are inconsistent with the body of the Agreement the
Attachment will govern. Written execution by the appropriate
 university authorities will be required before any amendment shall
become effective. FAXed copies with appropriate signatures will
serve the same purpose as original signatures.

8. This Agreement is subject to review at any time during the five (5)
year length of the Agreement. It may be subject to revision,
modification, or renewal by mutual written agreement.

Either party may terminate the Agreement by providing ninety (90)

days prior written notice to the other.

Both parties agree to carry out the responsibilities in the best

interest of students at both institutions and any termination would
not affect students already on site.

Recommended by:

________________________

Dean, UofL College of _________

Approved by: Approved by:

____________________________ ___________________
Mordean P. Taylor- Archer, PhD Name
Vice Provost for Diversity and Title
International Affairs Institution
University of Louisville

Form effective 7/1/10

 ATTACHMENT A
PROGRAM DESCRIPTION

(Suggestions to be decided on a case by case basis)

Program Description:

Students:
Enrolled at host: Yes____ No_____
Undergraduate: _________
Graduate:_________
Full Time:_________
Part Time:_________
Beginning Date:_____________
Duration:_____________________________

Faculty:
UofL : _________. If yes, identify
__________: __________. If yes, identify

Support services: _________(list by institution)

Contact Information :________(list by institution)

 ATTACHMENT B
PROGRAM BUDGET AND FEES

Budget and Costs and Fees by Institution

What Students will pay
What Faculty will pay
What each Institution will pay
 ATTACHMENT C

OFFICIAL AND ADMINISTRATIVE CONTACT INFORMATION

FOR INTERNATIONAL AGREEMENTS
Between
University of Louisville
And
[Name of Institution]

SIGNING UNIVERSITY OFFICIAL CONTACT

(University representative signing this agreement)
[name of institution] UNIVERSITY OF LOUISVILLE
Name Dr. Mordean Taylor-Archer, Vice
Provost for Diversity and International
Affairs

Department Office of the Provost, University of

Louisville
Address 209 Grawemeyer Hall
University of Louisville
2301 S. Third Street
Louisville, Kentucky 40292
USA
Telephone (502) 852-5719
Fax (502) 852-0657
Email [email protected]
Other

ADMINISTRATIVE CONTACT
(Person(s) to be contacted related to the operation of this agreement)
[name of institution] UNIVERSITY OF LOUISVILLE
Name Virginia Hosono, PhD, Director, Study
Abroad and International Travel
Department International Affairs

Address International Center

Brodschi Hall
University of Louisville
2301 S. Third Street
Louisville, Kentucky 40292
USA
one (502) 852-0374
Fax (502) 852-7216
Email [email protected]
other