International Agreements Framework

Initiating a New International Agreement | Approval | Stage 2 | Implementation | Monitoring | Renewing an Existing Agreement

The University of Adelaide’s International Agreements Framework governs the development, review and monitoring of agreements with international institutions. These agreements are formal and legally binding documents between the University and an international partner with the aim to further mutual learning, teaching and research. Agreements include but are not limited to:

• Memoranda of Understanding
• Student Exchange
• Staff Exchange
• Research Collaboration
• Twinning
• Articulation
• Joint Ventures
• Jointly Conferred Awards
• Licensing

Proposals to establish or renew international agreements are considered by the Internationalisation Strategy Committee (ISC) before a recommendation is made to the Vice-Chancellor and President for in-principle approval. Agreements are then developed following the processes of the Contract Management Framework. Agreements must be signed in accordance with the University’s Delegation Policy.

Initiating a New International Agreement

The steps involved in initiating an international agreement are demonstrated in the New Agreement Flowchart. Note that Jointly Conferred Awards are governed by a specific policy and procedures.

Steps one and two will inform the development of a Stage One Proposal (step four).

Step One – Assess proposed partner

Assess the suitability of the proposed partner institution by considering whether it:

• has an overall academic standing comparable to the University or the relevant area of its activities have a comparable academic standing
• is compatible with the University’s values
• has robust academic quality assurance procedures
• has sound overall management and administration, and is financially stable
• has adequate teaching and learning infrastructure and academic and pastoral support, where relevant
• is experienced at or capable of delivering comparable programs at the appropriate level, where relevant
• has the capacity to address cultural differences, where relevant
• provides a safe environment for students and staff.
• is not legally precluded from forming the agreement by other agreements the University or partner institution are party to.

Step Two – Assess risks

Consider the potential risks associated with the proposed agreement including:

• Strategic risk (how the proposed partnership agreement aligns with the University’s Strategic Plan, Operational Plan, ISC regional strategies, the Faculty Business Plan and South Australia’s Strategic Plan? Does it preserve/protect/build on the University’s brand and reputation?)
• Operational Risk (how might the agreement affect other areas or people of the University outside your School/area and how will their contribution be sought? Does the proposed arrangement rely on key personnel who if lost, would be difficult to replace?)
• Legal/Compliance Risk (Is the proposed agreement compliant with the University’s and the partner institution’s statutes, structure and relevant laws? What type of legal agreement is appropriate?)
• Financial Risk (What are the potential costs and possible returns?)
• Relationship Management Risk (What is the potential impact of the proposed agreement or if not entering into the agreement on existing relationships that the University currently has with the proposed partner institution and other institutions in the country or region?  Search the International Agreements Database to identify existing agreements).

Step Three - Seek support

The proponent of the agreement should discuss the proposal with the Head of School, Associate Dean (International) and the Executive Dean. On the endorsement of the Executive Dean, the proposal must be discussed with the Pro Vice-Chancellor (International) (PVC(I)) to ensure alignment with the University’s international strategy.

Information gathered in steps one and two will guide these discussions.

Step Four – Prepare a Stage One Proposal

Use the Stage One Proposal Template to develop the case for the proposed agreement. The Stage One template includes three sections:

• Rationale
• Impact on Existing Relationships
• Impact on Univeristy Resources and Facilities

The Stage One Proposal is submitted by the relevant Executive Dean or the PVC(I) to the Executive Officer of the ISC for inclusion in the agenda of the next meeting. Meeting dates can be found here.

The Executive Officer of the ISC will review the Stage One proposal and may provide further information on the University-wide impact of the proposal including  student numbers in related programs with the proposed partner, research links already established etc.

Approval

Stage One proposals are considered by the ISC and if endorsed, a recommendation is made to the Deputy Vice-Chancellor and Vice-President (Academic) (DVC&VP(A)) who will seek in-principle approval from the Vice-Chancellor and President (VC&P) for the agreement to be further developed. The VC&P may discuss the proposal at the Vice-Chancellor’s Committee (VCC).

Stage Two

Once in-principle approval is received from the VC&P, the process of drawing up the agreement can commence in consultation with General Counsel and using University templates. An agreement representative and administrative representative for all parties to the agreement must be identified.  Depending on the complexity of the agreement, a working group with representatives from the relevant facutly(ies), Legal & Risk and the PVC(I)’s office may be established. If required, the DVC&VP(A) will arrange for financial modelling of the proposal to be undertaken.

Implementation

When all parties are satisfied with the content of the agreement, the approval of the VC&P will be sought. The VC&P might seek advice from VCC. Agreements will be signed in accord with the University’s delegations policy.

After it has been signed by all parties, the agreement will be registered as a legal document and entered into the International Agreements Database.

Monitoring

All agreements must include a review date. The PVC(I) will monitor the outcomes of the agreement at the review date and provide periodic reports to the ISC, VC and Council, as appropriate. A further assessment of the outcomes of the agreement will be made if renewal is being considered (see below).

Renewing an existing agreement

The steps involved in initiating an international agreement are demonstrated in the Agreement Renewal Flowchart.

Step One – Assess Outcomes

The PVC(I) will be advised six months before an international agreement is due to expire via a report from the International Agreements Database.

The Executive Officer of the ISC will arrange for the provision of data on the outcomes of the agreement, including as appropriate the number and performance of students, the level of research activity, any quality assurance issues that have arisen etc.
 
On the basis of the assessment of outcomes achieved, the PVC(I) will consult with the relevant faculty(ies) about the merits of renewing the agreement.

Step Two – Prepare a Stage One Proposal

The PVC(I) will prepare a Stage One Proposal as described in Step Four for initiating  agreements in consultation with the faculty(ies) involved.

The stage one proposal will be informed by a re-assessment of the partner and the risks associated with the partnership using the criteria described in Step One and Step Two for initiating international agreements.

The Approval, Stage Two, Implementation and Monitoring processes are the same for the renewal of an agreement as for developing a new agreement.