Establishing a Reciprocal Agreement

A reciprocal agreement is a true exchange program where students from each institution can spend either a semester or year at the host institution as a non-degree seeking student.

Components of a reciprocal agreement:

  • Students will pay tuition to their home university while attending classes at the host institution.
  • For the reason above, the number of students who come and go between institutions must balance over the life of the agreement.
  • UFIC is responsible for the immigration compliance of exchange students and will assist the faculty member in negotiating the terms of the exchange.
  • Academic Managers are responsible for promoting the exchange and should have a line of communication with the partner institution. Please see below for helpful tips on creating a successful exchange program.

How to establish a reciprocal exchange agreement:

To establish a reciprocal agreement, the following is required. Templates can be found at the bottom of this page.

STEPS

DOCUMENTS

DETAILS

NEGOTIATE AGREEMENT

Reciprocal Agreement

UF has a General Council approved template which outlines the exchange and would be negotiated to fit the needs of both institutions and their respective students.  

Attachment A

Also included with the reciprocal agreement, this is our contacts page. Additional Information is provided below about who should be listed on this document.

Course Equivalencies, Example

Please submit a list of courses students can take at the partner institution and their equivalent course for UF credit.

COLLEGE APPROVAL OF AGREEMENT

Letter of Approval or LOA

Approval from the department to establish an agreement. Please use department letterhead when obtaining signatures.

SUBMISSION OF AGREEMENT

Agreement see link above

Attachment A see link above

Course Equivalencies see link above

Letter of Approval see link above

Certificate of Translation or CoT

Please send all documents to the Executive Director and the Assistant to the Exec. Director for final approval. 

CoT: Only required for translations of documents and languages that are not pre-approved.

SIGNATURE OF AGREEMENT

Original Documents

Two original agreements are signed on behalf of the UF President, so each institution may have an original on file. UFIC will facilitate this process.

Electronic Documents

UFIC will accept electronic documents. Scans must be clear and legible. UFIC will facilitate this process.

AGREEMENT ACTIVATION

Agreement is considered fully executed

Upon receipt by UFIC of the fully-executed agreement from the partner institution, the agreement is activated and an electronic copy is forwarded to the academic manager.

 

UFIC will keep the agreement for UF reference and includes it on UFIC’s website listing. Reciprocal Agreements (Link)

 

Agreement Renewals:

UFIC will contact the Academic Manager 90 days prior to the expiration date. UFIC will review the exchange balance and make a recommendation to renew or allow the agreement to expire. The Academic Manager will then need to evaluate the relationship between institutions and decide to either renew or to allow the agreement to expire.

To renew the agreement, UFIC will need the following documents:

Renewal Process

Agreement Documents

Memorandum of Understanding

An MOU will be drafted and sent to the Academic Manager for review and approval by the partner institution. Terms of the original agreement can be re-negotiated at this time.

Attachment A

Also included with the addendum. Contact information for both the UF Academic Manager and the Partner Institution Academic Manager will need to be updated. Please see below for additional information on this document.

Signature Process

Original Documents   

OR Electronic Documents                       

 

Two original agreements are signed on behalf of the UF President, so each institution may have an original on file. UFIC will facilitate this process.

UFIC will accept electronic documents. Scans must be clear and legible. UFIC will facilitate this process.

Agreement Activation

Agreement is considered fully executed and renewed. Upon receipt by UFIC of the fully-executed agreement from the partner institution, the agreement is renewed and an electronic copy is forwarded to the academic manager.

UFIC will keep the agreement for UF reference and includes it on UFIC’s website listing.

Reciprocal Agreements

Templates:

Attachment A – Definition of Contacts:

Academic Manager – This is the UF Faculty member who intends to collaborate with the partner institution. This is the individual we will contact to renew the agreement when it is due to expire. If this individual leaves UF while the agreement is active, please contact UFIC to either name a new contact or cancel the agreement.

Partner Institutional Contact – This is the individual in the Partner Institution who the UF faculty member will work with on the academic component of the agreement.

2nd Partner Institutional Contact (optional and preferred) – This contact is the individual who will facilitate the signing of the agreement on behalf of the partner institution.

Helpful tips on building a successful exchange program:

  • Promote and market exchange to UF students by holding info sessions and attending the bi-annual Study Abroad Fair.
  • Study Abroad Services can create a promotional flyer for the exchange.
  • Keep an open line of communication with the partner institution and the Study Abroad Advisor assigned to the exchange. Details such as nomination/application deadlines and visa procedures are subject to change which can greatly effect students and their ability to participate in the exchange.
  • Extend an active welcome to participants and be available to both incoming and outgoing students.
  • Assist with academic questions, concerns, problems for incoming and outgoing students, specifically advising or referring to appropriate academic personnel  for course selection, registration etc.
  • Keep in touch with students after they return. These students turn into advocates for the program and can be a great resource for potential exchange students!