Student exchange policies and procedures

7.1 Summary of Exchange Programme Procedures

The University offers two kinds of student exchange programme: University-wide exchanges and Faculty-specific exchanges. University-wide exchanges cover multiple degree programmes whilst Faculty-specific exchanges are limited to students in a particular Faculty or degree programme. The following outlines the approval process for these programmes.

7.1.1 In all cases, members of academic staff wishing to propose, pursue or implement a new reciprocal exchange must review the proposal in the first instance with the relevant Executive Dean to ensure compatibility with Faculty strategic priorities and obtain Faculty approval prior to any formal adoption of an agreement.

7.1.2 University Wide exhanges

• Initial discussion with the Head of International Mobility (studyabroadOUT@stir.ac.uk) in Communications, Marketing and Recruitment (CMR);
• Where an exchange is University-wide, the promotion, selection of students, nomination to the partner university and support of students abroad will be the remit and responsibility of the International Mobility Team within Communications, Marketing and Recruitment and the Code of Practice on Reciprocal Student Exchange Agreements applies to such exchanges;
• The International Mobility Team will liaise with the relevant undergraduate Programme Directors to assess whether there are suitable modules available at the partner university to cover third year module requirements for Stirling students. Programme Directors will accept or reject the proposed partner for their particular subject area, and if accepted may suggest a preferred semester for outbound exchange students;
• Draft agreement to be drawn up using the relevant template as a starting point;
• Draft submitted to partner institution for discussion;
• Final agreement submitted to relevant Faculty Education and Student Experience Committee for information sharing;
• Following academic approval by relevant Faculties, the final agreement is submitted to the Senior Deputy Principal (Internationalisation) for signature;
• Copies of the signed agreement to be sent to partner institution and retained by the International Mobility Team in Communications, Marketing and Recruitment;

7.1.3 Faculty-specific exchanges

• Initial discussion with the Head of International Mobility (studyabroadOUT@stir.ac.uk) in CMR;
• Proposals for new, Faculty-specific student exchanges may only be made with the express understanding that the promotion and support of these exchanges is a Faculty matter and the Code of Practice on Reciprocal Student Exchange Agreements applies to such exchanges;
• The proposing Faculty must assess whether there are suitable modules available at the partner university to cover third year module requirements for Stirling students and if necessary, may recommend a preferred semester for outbound exchange students;
• Draft agreement to be drawn up using the relevant template as a starting point;
• Draft submitted to partner institution for discussion;
• Final agreement, if the exchange is Faculty-specific, submitted to the relevant Faculty Education and Student Experience Committee for confirmation and information sharing;
• Following academic approval by relevant Faculties, the final agreement is submitted to the Senior Deputy Principal (Internationalisation) for signature;
• Copies of the signed agreement to be sent to partner institution and retained by the International Mobility Team in Communications, Marketing and Recruitment;

7.2 Code of Practice: Reciprocal Student Exchange Agreements

7.2.1 This Code of Practice is applicable to all reciprocal student exchange programmes. The purpose is to ensure that all necessary steps are taken by the relevant staff, academic or administrative, or Faculties, to ensure that University of Stirling students will not be disadvantaged whilst studying abroad, and that programme quality is maintained at a high level.

7.2.2 Any Faculty wishing to establish a student exchange programme must demonstrate that the exchange is planned to operate on a reciprocal basis and that there is sufficient demand from students to maintain a balanced exchange.

7.2.3 There must be a clear academic focus to the exchange.

7.2.4 Exchange partners must be of reputable standing academically, and approved by the University of Stirling.

7.2.5 Where feasible, exchange partners should be visited by academic staff from the Faculty, or by a member of staff from Communications, Marketing and Recruitment, on a regular basis, preferably at least every four years, to ensure that standards are maintained. The visit should include inspection of all aspects of the exchange: academic issues, support services, and facilities such as accommodation and recreational provision. Failure on the part of our exchange partner to adhere to reasonable standards will result in the closure of the exchange.

7.2.6 Whenever a Faculty proposes an exchange, it should ensure that resources will be available to implement point 7.2.5 above. It should also ensure that information about the proposed partner is made available for comment prior to any decision to establish an exchange being made. This material should include academic and other supporting information such as travel, student housing provision and other facilities.

7.2.7 University of Stirling Faculty must have good working links with the Faculty at the partner institution. Such links may include common teaching or research interests, previous visits, or similar evidence of existing co-operation. Exchanges established at Faculty level must have a coordinator appointed to organise and support the exchange, to provide briefings, assist with the completion of all required documentation and to liaise with the partner institution. For exchange agreements operated on a University-wide basis, the International Mobility Team will co-ordinate the programme on a similar basis. Where such a coordinator is not identified, the exchange should not be approved. The International Mobility Team will ensure that arrangements are made to enable incoming students to apply, and gain admission to the university.

7.2.8 Partner institutions are required to provide up-to-date course listings and other support material to the coordinator of the exchange on a regular basis, preferably annually. This is to ensure that decisions on course selection may be made on a sound academic basis.

7.2.9 Partner institutions should provide, or make available, or make arrangements to assist students in finding, suitable housing for incoming students, as the University of Stirling does for its partners’ students.

7.2.10 Due regard to health and safety issues must be paid and where possible, the partner institution should provide the programme coordinator with a copy of its health and safety policy, and its student support policy.

7.2.11 Students studying abroad must ensure, and be advised of this requirement, that they have adequate travel and health insurance for the complete period of the programme.

7.2.12 Students selected to take part in an exchange must be of good academic standing, according to the application guidelines.

7.2.13 It must be possible for University of Stirling students to enrol for classes which are approved by their Faculty at Stirling. This is applicable to language students as well as non-language students. Where enrolment on compulsory equivalents is not possible, Programme Directors may exercise discretion in approving suitable alternative modules or advising on a variant programme to ensure that students are not disadvantaged. Any required variant should be clearly noted on the student’s Learning Agreement and communicated to the International Mobility Team.

7.2.14 Support services for exchange students at the partner university must be of a good standard and students should expect to have access to academic advice and support, reasonable housing and other services at a fair cost where appropriate.

7.2.15 The partner institution must be able to provide reasonable adjustments based on the needs of individual students.

7.2.16 There must be close co-operation between Faculties at Stirling. Thus, for example, a student studying a joint degree programme wishing to study abroad must have approval from each of their subject advisers at Stirling and be taking relevant courses in each subject whilst abroad.

7.2.17 Courses taken abroad must be subject to grading and students will receive block credit for courses successfully completed overseas. Students must be advised clearly before beginning their study period abroad how the course approval and credit transfer systems work. All students who study abroad must complete a Learning Agreement with their Adviser of Studies or Programme Director and submit this to the International Mobility Team before the start of the study period.

7.2.18 Students wishing to study in a non-native English speaking country, must be able to enrol in classes which shall be taught in English, unless the primary purpose of the study period is to improve their language skills as part of their degree programme.

7.2.19 Students should be able to communicate with their coordinator at Stirling regularly.

7.2.20 There should be close co-operation between Faculties and the International Mobility Team.

7.2.21 If a potential programme does not meet the above conditions, it will not be approved. Existing exchanges will be assessed for their adherence to these principles regularly.

7.3 University of Stirling Policy on Student Exchanges

7.3.1 Any proposal to establish a formal agreement of exchange, co-operation or mutual understanding between the University of Stirling and an academic body based overseas will be submitted to the relevant Faculty Education and Student Experience Committee for approval prior to it being signed on behalf of the University.

7.3.2 Once appropriate approval has been given, the International Mobility Team will arrange for the agreements to be signed by the Senior Deputy Principal (International).

7.3.3 It is expected that any new proposal should undergo a process of consultation prior to being submitted in order that the agreement be assessed for its academic, legal and other implications. The academic member of staff acting as the proponent or organiser of the programme would normally consult all colleagues and Faculties which might be affected by the proposal.

7.3.4 Any proposal for a new exchange agreement of institutional collaboration should be backed by a clear statement of academic aims and objectives, showing clearly the academic purpose of the agreement and establishing clear indicators against which the agreement may be measured.

7.3.5 Exchange agreements which provide for an exchange of students throughout the University shall normally only be permitted at undergraduate level. At postgraduate level, only exchanges which are available within a degree programme, shall normally be permitted.

7.3.6 Any exchange agreement proposed must be supported by a statement on intent to implement the Code of Practice on Reciprocal Student Exchange Agreements.

7.4 Guidelines on the Transfer of Credit for Exchange Students (elective/non-language)

Please refer to the Determination of Honours Degree Classification Policy and Assessment and Marking Policy:

7.4.1 The academic grades received by students when studying overseas on exchange will not be counted towards the student’s degree classification.

7.4.2 The academic credit obtained by students when studying overseas on exchange will continue to be counted.

7.4.3 Students selected to study abroad will follow an approved programme of study agreed with the relevant Adviser(s) of Studies or Programme Director. All students will need to submit and adhere to a formal Learning Agreement and must pass all agreed modules at the partner institution according to the partner’s grading scheme.

7.4.4 Following successful completion of these modules (confirmed by partner university transcript), students will receive 60 SCQF credits for one semester and will be progressed to their subsequent semester at the University of Stirling

7.4.5 Students who need to carry an additional module as the result of a fail grade for a compulsory module (or equivalent) following their return from studying overseas on exchange will need to take an additional module upon their return to make up the required credit. Students may be liable for a repeat fee charge in such cases.

7.4.6 Students who need to carry an additional module following their return from studying overseas on exchange because of academic issues out with their control will not be liable for a repeat fee charge. The International Mobility Team and/or Faculty will liaise with the Fees and Scholarships Working Group regarding any individual cases that fall outside the normal application of this policy.

7.5 Guidelines on the Transfer of Credit for Exchange Students (compulsory language)

Please refer to the Determination of Honours Degree Classification Policy and Assessment and Marking Policy:

7.5.1 The academic grades received by students when studying overseas on exchange will not be counted towards the student’s degree classification.

7.5.2 The academic credit obtained by students undertaking study abroad in a French or Spanish-speaking country as part of a degree involving either French or Spanish (usually in Semester 6 of a full-time undergraduate programme of study) is not counted.

7.5.3 Students in this category are registered on two Stirling-based modules during their semester abroad (either LANUFRE or LANUSPA and LANU9SE) and they obtain credit and grades on successful completion of those modules (40 credits for LANUFRE or LANUSPA; 20 credits for LANU9SE which is pass/fail only).

7.5.4 Academic transcripts for students in this category will also be sent to the Faculty by the partner institution. These will not normally impact on progression, but a transcript which indicates minimal or no engagement with classes at the partner institution is likely to be investigated further by the University.

Last updated November 2026