Inter-Institutional Academic Agreements Policy
Academic Policy Group1.
Purpose:
At a time when the University is entering into an increasing number of inter-institutional academic agreements, it is important that the University has a clear statement as to what it expects to achieve by entering into such agreements. The purpose of this policy is to ensure that all future Inter-Institutional Academic Agreements (IAAs) support the strategic direction of Victoria University of Wellington, are commercially viable and do not pose a risk to the University.
2.
Organisational Scope:
This is a University-wide policy.3.
Definitions:
For purposes of this policy, unless otherwise stated, the following definitions shall apply: Inter-Institutional Academic Agreements:
These include Memoranda of Understanding or Agreement with other educational institutions. Such agreements include merger, joint venture, strategic alliance, strategic partnership, twinning arrangements.
4.
Policy Content and Guidelines:
4.1 General(a) An IAA must be consistent with the strategic direction of the University. The development process must clearly demonstrate which objectives of the Strategic Plan the IAA is designed to meet.
(b) An IAA must have a University sponsor who will be responsible for ensuring that the proposed IAA is consistent with this policy and that all relevant conditions are met. (c) An IAA should not be entered into unless it is in the University’s best interests and it
must be commercially viable.
(d) All academic, quality, policy and administrative issues arising from the proposed relationship must be resolved to the satisfaction of all parties during the development phase to ensure that the IAA poses no risk to the University.
(e) All IAAs must be presented to the Senior Management Team for final approval. (Refer also to section 4.4).
(f) Only those members of the University staff with the appropriate delegated authority are authorised to sign an IAA. (Refer also to section 4.4).
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4.2 Procedure
(a) An IAA checklist has been prepared (refer Appendix 1), to ensure that all relevant matters are satisfactorily resolved before the proposed IAA is presented to SMT for approval. The checklist has been developed with reference to examples of best practice.
(b) Any programme offered by an international provider and incorporated within VUW programmes must also comply with the CUAP guidelines (refer Appendix 2). CUAP has also established criteria for jointly awarded qualifications with overseas institutions (refer Appendix 3).
(c) All sections of the IAA checklist must be completed and signed off by key staff before the proposed IAA is presented to SMT for approval. Key staff include the Director, Central Student Administration, Executive Officer (Maori), Management Information Officer, Assistant Vice-Chancellor (Academic), Finance staff. It is the responsibility of the IAA sponsor to ensure that this checklist is adhered to.
(d) The completed checklist must form part of the supporting documentation submitted to SMT.
4.3 Register
A register of all signed IAAs, including those with international institutions, will be held by the Assistant Vice-Chancellor (Academic).
4.4 Breaches of this Policy
(a) All IAAs must be approved by the Senior Management Team and only those members of the University staff with delegated authority are authorised to sign an IAA (refer section 4.1(e) and (f)).
(b) Failure to abide by this policy will be considered a serious matter and action may be taken in accordance with the Conduct Policy
5.
References:
Conduct Policy6.
Appendices:
Included in this document:
Appendix 1: Inter-Institutional Academic Agreements Checklist ... Pg4 Appendix 2: CUAP guidelines for Memoranda of Understanding from New
Zealand universities where courses or programmes offered by international
providers are incorporated into New Zealand programmes ... Pg 6 Appendix 3: CUAP guidelines for jointly-awarded qualifications with
overseas institutions... Pg7
7.
Approval Agency:
Senior Management Team.
8.
Approval Dates:
This policy was originally approved on: 01 July 2003 This version was approved on: 01 July 2003 This version takes effect from: 01 July 2003
This policy will be reviewed by: 30 Jun 2006
9.
Policy Sponsor:
Assistant Vice-Chancellor (Academic)
10.
Contact Person:
The following person may be approached on a routine basis in relation to this policy: Linda Bowden
Policy Administrator Ext 5039
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Appendix 1 INTER-INSTITUTIONAL ACADEMIC AGREEMENTS CHECKLIST
1. GENERAL
1.1 Period of MOU 1.1.1 Start Date 1.1.2 Duration
1.1.3 Changes (signed by both CEOs) 1.2 ‘Ownership’ of the qualification
1.3 Termination
1.4 Marketing including use of logos: Contact Marketing Manager: Rachel Irving
2. ACADEMIC: Contact Academic Policy Manager: Jenny Christie
2.1 Board of Studies 2.2 Entrance Qualification
2.3 Documented assessment procedure (see 4.2) 2.4 Aegrotat policy
2.5 Student appeals and complaints 2.5.1 Process
2.5.2 Final determination 2.6 Mode of Delivery
2.7 Relationship with current VUW Statutes 2.7.1 Credit Transfer
2.7.2 Course of Study
2.8 Course/programme evaluations. Contact: Director University Teaching Development Centre
3. IMPLICATIONS FOR MAORI: Contact Executive Officer (Maori) PVC (Maori)
Office
3.1 Treaty of Waitangi implications.
4. OPERATIONAL: Contact Director Central Student Administration, Pam Thorburn
4.1 Enrolment: including Institution of enrolment, and responsibility for enrolment. This needs to be clear given implications for issues involving the application of Statutes and student conduct provisions.
4.2 Examinations: including responsibility for organising and holding examintions
4.3 Exchange of, and access to, data 4.4 Location of student files
4.5 Withdrawals (see 6.1.6) 4.6 Graduation
5. STUDENT ENTITLEMENTS
5.1 Loans and allowances (Fees Coordinator, Central Student Administration) 5.2 Access to library
5.3 Access to student services ( Ruth Moorhouse, Director Student Services) 5.4 Access to I.T.
6. FUNDING Contact Sarah Shafe, Systems Accountant, Central Student
Administration. 6.1 Tuition fees
6.1.1 Amount per course/qualification 6.1.2 Additional fees
6.1.3 Fee setting authority 6.1.4 Collection authority
6.1.5 Payments between institutions 6.1.5.1 Collection costs
6.1.5.2 Payment dates 6.1.6 Refunds (see 4.5)
Contact: Management Information Analyst – Kevin Duggan 6.2 EFTS claim
6.2.1 EFTS claimant
6.2.2 Single Data Return provider 6.2.3 Payments between institutions
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Appendix 2: CUAP guidelines for jointly-awarded qualifications with overseas institutions
A New Zealand university proposing a jointly awarded qualification with an overseas institution should provide:
1. A statement on the standing of the overseas institution(s) and sufficient information to ensure that CUAP recognises the overseas institution(s) as meeting appropriate quality and programme management requirements, that are essentially equivalent to those expected by a New Zealand university.
2. A statement of formal agreement between the New Zealand university and the overseas institution(s), that must include a detailed outline of processes for the management of the qualification and students, including the provisions for the management of students should the proposed arrangement cease to operate.
3. Details of the qualification approval and accreditation processes applying to the overseas institution(s) with respect to the particular qualification under consideration.
4. For qualifications not previously offered in New Zealand a proposal (Sections A and B) outlining the relevant contributions of the institutions to the qualification proposed.
For existing New Zealand qualifications, details of the relevant contributions of the institutions towards their being offered on a jointly-awarded basis.
5. A detailed statement of operational performance and effectiveness, in respect of the qualification, as part of the Graduating Year Review.
CUAP may seek to invoke the Review Panel process, costs to be apportioned equally among the institutions making the application.
CUAP may require further and ongoing monitoring of the arrangement with an overseas institution, depending upon issues raised at the time of programme approval or as a result of a Graduating Year Review.
In meeting requirements numbered 1-4 above a university is required to prepare an agreed Memorandum of Understanding that conforms with the following outline:
Appendix 3: CUAP guidelines for Memoranda of Understanding from New Zealand universities where courses or programmes offered by international providers are incorporated into New Zealand programmes
These guidelines apply whether the qualification is to be jointly-awarded or jointly-taught with an overseas provider.
Situations in which these guidelines apply
CUAP advises New Zealand universities to consider the principles which are outlined in the guidelines for the following situations in particular:
when there is a formal agreement between institutions to provide courses taught by an overseas institution (including web-delivered courses) towards a New Zealand programme, and
when the overseas contribution constitutes the core of a programme, a major or sub-major, or is more than 0.5 EFTS weighting within the programme.
The guidelines should apply with respect to any overseas provider meeting the above criteria, whether that provider is the key provider or one subcontracted to some other institution.
They should also apply where an existing approved New Zealand programme introduces significant overseas components, as outlined in the bullet points.
MoUs should be between institutions, not between individual departments or staff members.
1. Preamble
Approval of any New Zealand programme or qualification involving contributions from an international provider is based on the following principles:
1.1 that the relationship with the partner will not cause damage to the reputation of the individual New Zealand university, or to New Zealand universities as a whole. 1.2 that the partner has experience in tertiary education, has sufficient resources and
has the necessary local legal standing to offer the programme or courses
1.3 that consideration is given by both parties to the national and local contexts within which the partners are working, including in particular:
the local higher education system and the partner institutions’ positions in it the statutory requirements governing national and international recognition of
awards
any relevant professional requirements governing recognition of awards and qualifications (eg registration)
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portability of the award or qualification
local educational tradition and conventions, including practices relating to delivery and assessment
local cultural relevance and acceptability of curriculum and modes of delivery copyright and intellectual property protection
maintenance of professional and ethical standards which are consistent with those expected in New Zealand
2. CUAP Requirements
All proposals for programmes or awards to be offered by a New Zealand university and involving participation by an international partner, must satisfy normal CUAP assessment requirements. In addition the universities must confirm the existence of an MoU with the overseas institution which includes the issues outlined in Section 3 below. This part of the MoU must be available to CUAP as part of Section B of the proposal.
Where a New Zealand university has academic collaboration with more than one inter-national institution, whether as partners or through sub-contracting, then an MoU must be agreed to for all partners individually.
3. The Memorandum of Understanding
Agreement to incorporate courses or programmes from an international provider will be based on a written Memorandum of Understanding which defines the means whereby the quality of the student experience will be assured and the academic standards of the programme maintained, and which ensures that the collaborative arrangements operate smoothly in terms of clear channels of communication, accountability and authority. There are nine issues to be addressed. The MoU must:
3.1 Affirm that staff teaching the course or programme are appropriately qualified and have employment conditions which enable them to contribute to the course to a satisfactory New Zealand standard (time availability; professional support etc). 3.2 Include agreements about availability of required staffing, libraries, equipment and
other resources, for both students and staff.
3.3 Confirm that the international programme and institution comply with local law. 3.4 Specify any approval already received (and provide documentation on request)
from:
any local accrediting agency any relevant professional body
any other statutory body which has programme approval authority in that country
3.5 Outline procedures which will be adopted to ensure academic standards appropriate to a New Zealand qualification are met, including in particular:
procedures for initial validation and approval procedures for monitoring and periodic review assessment and examination arrangements
responsibility for oversight of the above, and procedures for resolving any difference which might arise between the collaborating institutions
3.6 Outline procedures which will be adopted to ensure student interests are considered, in particular with respect to:
academic grievance and appeal procedures
means of, and responsibility for, communicating to students any particular requirements of the programme arising out of its collaborative nature
culturally-specific needs in terms of academic practice and access to resources 3.7 Confirm the financial stability of all partners with respect to their capacity to
contribute to the programme.
3.8 Outline the procedures to be adopted should any of the provisions of the MoU with respect to academic programmes not be met, for whatever reason.
3.9 Specify the individuals from each institution responsible for oversight of the MoU, with respect to the above academic requirement.
