Faculty/Staff

Exchange Agreements

International Agreements between the University of Louisville and institutions abroad can range from informal agreements to work together in areas of common interest, with few formal commitment (the International Letter of Understanding (LOU)), to formal contracts that obligate one or both partners to perform specific actions or provide specific services to the other (International Exchange Agreement or International Program Agreement). Any department or School/College may initiate an international agreement; however, it is advisable to consult with the International Center to ensure that the correct templates are being used and that proposed programs are viable.

View the list of current UofL exchange agreements here.

Developing Exchange Programs

Before developing a new agreement, please ensure that the University of Louisville does not have an existing agreement with the intended foreign institution.  Please check the list of current UofL agreements before proceeding.

International Letter of Understanding (LOU)

To create a department-led International Letter of Understanding (LOU) between your department and School/College and that of a university abroad, please email Virginia Hosono

The University of Louisville has a pre-approved template for the International Letter of Understanding.  LOUs must be approved by the Dean of your school/college and by the Vice Provost for Diversity and International Affairs before being signed by the institution abroad.

International Letter of Understanding Template

Developing a New International Exchange Agreement (IEA)

Developing a new international exchange agreement requires considerable thought about the many aspects of administering a program. A significant amount of faculty and staff time is required to develop and maintain a successful program, thus the college or department must ensure there is sufficient support from all levels.

An exchange program is a two-way program which the University of Louisville and  an institution abroad agree to send and receive a pre-determined number of students in a given time period. Most commonly these are reciprocal, one-to-one exchanges.  However, exchange balances can be kept through alternate models.

Below is a "viability test" for new international exchange agreements. It can also offer useful considerations for faculty interested in developing a new international program agreement.

International Exchange Agreement Template

Developing a New International Program Agreement (IPA)

Developing a new international program agreement requires considerable thought about the many aspects of administering a program. A significant amount of faculty and staff time is required to develop and maintain a successful program, thus the college or department must ensure there is sufficient support from all levels.

While such programs do not require a reciprocal, one-to-one exchange, both institutions must agree to a pre-determined amount of student and/or faculty movement in a given time period. International Program Agreements take many forms, however the terms and responsibilities must be clearly delineated by both partners.

Below is a "viability test" for new international exchange agreements. It can also offer useful considerations for faculty interested in developing a new international program agreement.

International Program Agreement Template

Viability Test

The following questions will help you determine your program's viability. If you need assistance in answering the questions, email Virginia Hosono

1. Is there demand for additional study abroad opportunities in this location?

  • Do the existing programs in this location regularly fill to capacity
  • Do students often participate in non-UofL programs in this location
  • Are students frequently requesting to study in this location
  • Or, does polling of students in your unit show a demand.

2. Is there demand for additional study abroad opportunities in this major?

  • Is there an absence of programs in this major?
  • Do existing programs in the major fill to capacity?
  • Or, do students in the major enroll in non-UofL programs?

(If the answer to these questions is ‘no,’ then the program may not be viable. If the answer to one is ‘yes’, then continue to the next questions.)

3. Are there any conflicts of interest that might prevent this program from going forward?

  • Would this program directly compete with an existing program sponsored or co-sponsored by UofL on existing programs available to UofL students?

4. Is this program going to a location in which there is a current State Department Travel Warning or is this location considered unstable or unsafe?


5.  What financial commitments are required?

  • How will tuition be handled?  For outgoing UofL international exchange agreements require students to pay tuition and any applicable fees to their home institutions, and tuition is waived at the institution abroad.  Incoming students tuition is generally waived here at UofL.
  • Are there additional costs for the program and how will they be covered? Examples may be room, board, fees, and books.

The department developing the exchange is responsible for creating the program, the student budgets, and any other program-related budgetary information.  This information will have to be provided to the International Center before the program can be approved.

6. Do you have broad-based support from your department Chair and Dean to start this program? Is there sufficient administrative and staff support for the program?

  • Who will advise interested students?
  • Who will process the paperwork both before and after the program?
  • Who will provide support to, both academic and logistical, to incoming and outgoing participants?


Programs stemming from International Agreements require a significant commitment of staff time and resources. Be sure there is sufficient interest and support in your department to maintain the program into the future. Ensure that the infrastructure will allow the program to continue, even if faculty or staff changes.

If you believe you have a viable program, be sure to notify Virginia Hosono at the International Center of your plans to move ahead with your pre-proposal. Yo will then be directed to review the “Timeline for Developing an International Exchange Agreement or an International Program Agreement."  As you will see in the “Timeline,” you will be requested to assemble certain materials for review by the Provost Office.

All new International Agreements must be reviewed and approved by the Provost’s Office and the University Counsel.  Programs must be approved before you can publicize your program to students.

International Agreement Templates

•   International Letter of Understanding
•    International Exchange Agreement
•   International Program Agreement

Renewing an Existing International Agreement

Renewals of existing International Agreements must be approved by the Provost’s Office before being signed by the Dean or the institution abroad. An existing International Agreement can be renewed in a number of ways depending on the original document and timing of the renewal. In some cases, an entirely new international agreement may need to be created with original signatures. In other cases, a simple statement or rider may be attached to the original document extending it time frame. Please email Virginia Hosono for more information.

Timeline for Developing an Exchange or Agreement

Timeline for Developing an International Exchange or International Program Agreement

Developing a new international exchange program or international program agreement requires considerable thought about the many aspects of administering a program. A significant amount of faculty and staff time is required to develop and maintain a successful program, and the college/school and department must ensure there is sufficient support from all levels for such a proposal. Because of this, we recommend that that Deans take sufficient time to develop their program proposals.  Below is a suggested timeline.

24 months prior to beginning of program

  • Initial site visit by program initiator (Uof L faculty, administrator, or staff)

24-20 months prior to beginning of program

  • Discuss, develop program ideas with Department Chair or Dean
  • Create a pre-proposal responding to the viability questions.  In addition, this pre-proposal should include a brief description of the planned program,  including tentative identification of host institution and a letter of support from the Dean of the college or school.
  • Identify on-site contacts

20-18 months prior to beginning of program

  • Proposed program documents include a revised pre-proposal narrative, draft program announcement, tentative budget, letter of support from Dean, sampling of courses offered at UofL and of courses taken abroad, a sampling of the UofL equivalents for those courses, and a completed international agreement document.
  • Request start-up funds and/or site visit funds.

18-15 months prior to beginning of program

  • Program approval by Vice Provost for Diversity and International Affairs
  • Confirm on-site contacts and their specific responsibilities
  • Announce program

15-12 months prior to beginning of program

  • UofL faculty site visit to firm up program arrangements/budget, trip to include appropriate academic Dean or Dean’s representative
  • Produce final brochure/flyer
  • Create application materials
  • Negotiate travel arrangements and costs
  • Provide International Center with copies of application materials, including budget and fliers
  • Indicate where there is some cost-sharing, either through U of L tuition remission, underwriting of partial costs of the airfare, or scholarship support to the students

12-6 months prior to beginning of program

  • Advertise program
  • Conduct class visits/informational sessions
  • Distribute/accept applications

6-3 months prior to beginning of program

  • Application deadline
  • For one-to-one student exchanges, provide the International Center with a copy of accepted candidates’ exchange program file (both the outgoing student and the incoming student from the institution abroad), including all required UofL study abroad paperwork
  • For faculty-led student group, provide via email to Janet Batik at the International Center, a list of outgoing students, faculty and staff escorts (including student ID, emergency contact info, local contacts info for country/countries abroad, and flight itineraries)
  • Send acceptance materials to student (letter of acceptance, visa information, exchange program billing & withdrawal schedule, etc.), and request formal confirmation from student
  • Collect program fee deposits (if applicable)
  • Finalize program arrangements
  • Confirm budget details
  • Final site visit, if needed, to confirm arrangements/familiarize resident director

3-1 months prior to beginning of program

  • Confirm program logistics
  • Send accepted candidates information and other final paperwork to host institution
  • Make program payments/request advances,  when necessary
  • Conduct orientation session

Any questions or concerns about this process should be directed via email to Virginia Hosono.

Managing International Programs

Establishing, Managing, or Renewing International Programs


The International Center is happy to support faculty in the establishment, management and renewal of international program agreements (IPAs).

An international program agreement is a significant commitment on the part of faculty, the International Center, and the University of Louisville, as is detailed in the following table:

TaskInternational Center  StaffFaculty/ Department Sponsor
Monitor movement of students or faculty-led student groupsXX
Program promotion & outbound student recruitment  
X
Logistical coordination of outbound students (grade transfer, course registration, etc.)
and inbound students (out‐of‐state tuition waiver requests, etc.)
X
Advise outbound students on academics abroad 
X
Inbound & outbound student application processingX
Welcome inbound students to UofL academic departmentX
General orientations for inbound & outbound studentsX

 

In addition to the responsibilities summarized above, please consider the following points when establishing or renewing international agreements with partner institutions.

 

  • Faculty will need to actively recruit UofL students.
  • Please note that it is awkward and unpleasant to restrict new international agreement partners, especially after only two semesters. The International Center thus strongly encourages faculty to not sign an international agreement if it is likely that it will be difficult to maintain the program.
  • To be in compliance with Federal guidelines for exchange visas, keeping accurate records is critical. Thus, all outbound and incoming exchange students must be reported to the International Center.
  • For immigration reasons, bringing faculty and scholars to UofL, including graduate research students, is entirely independent of student exchange. Graduate research students and scholars, visiting for the purpose of research, are served by International Students and Scholars Services at the International Center.
  • Inbound students are required to be enrolled full‐time (Minimum of 6-credit hours in summer term or 12 credit hours in semesters) in classroom based instruction (no audits).


Please note that outbound faculty and graduate research students, under the terms of International Agreements, should still be directed to the International Center for processing.

Managing International Exchanges

The International Center is happy to support faculty in the establishment, management and renewal of international exchange agreements (IEAs). An international exchange agreement is a significant commitment on the part of faculty, the International Center, and the University of Louisville, as is detailed in the following table:

 

TaskInternational Center StaffFaculty/ Department Sponsor
Monitor exchange balancesXX
Program promotion & outbound student recruitmentX
Logistical coordination of outbound students (grade transfer, course registration, etc.)
and inbound students (out‐of‐state tuition waiver requests, etc.)
XX
Advise outbound students on academics abroadX
Inbound & outbound student application processingX
Welcome inbound students to UofL academic departmentX
General orientations for inbound & outbound studentsX

In addition to the responsibilities summarized above, please consider the following points when establishing or renewing student exchanges with partner institutions:

  • Student exchanges must be kept in balance. Faculty will need to actively recruit UofL students.
  • Once an exchange reaches an imbalance of two semester students, UofL cannot accept exchange students from a partner institution until outbound students are sent. UofL must thus temporarily suspend inbound student exchange with our partner.
  • Please note that it is awkward and unpleasant to restrict new exchange partners, especially after only two semesters of student exchange. The International Center thus strongly encourages faculty to not sign an international exchange agreement if it is likely that it will be difficult to maintain the balance. It is easier to begin a relationship without student exchange than to restrict partners after two semesters.
  • To be in compliance with Federal guidelines for exchange visas, keeping accurate records is critical. Thus, all outbound and incoming exchange students must be reported to the International Center.
  • For immigration reasons, bringing faculty and scholars to UofL, including graduate research students, is entirely independent of student exchange. Graduate research students and scholars, visiting for the purpose of research, are served by International Students and Scholars Services at the International Center.
  • Inbound students on student exchanges are required to be enrolled full‐time (Minimum 12 credit hours) in classroom based instruction (no audits).

Please note that outbound Faculty and graduate research students, under the terms of International Agreements, should still be directed to the International Center for processing.

Out of Country Travel Procedures

All faculty and staff are required to submit international travel requests at least twenty(20) working days before the travel start date.

For anyone affiliated with the university traveling, studying, or presenting on university business who wishes to travel to a country on the U.S. Department of State Travel Warning list or a CDC Alert Level 2 or Warning Level 3 country must follow University of Louisville Travel Warning Policy procedures. Please allow an additional thirty days for the processing of these requests.The additional amount of time is required as we have to request approval from the University’s Travel Warning committee.

Click here for the Travel Procedure forms located on the Office of the Provost's website.

Please click here for group trip procedures and forms.

A flowchart that details the international travel process for faculty and staff can be found here.

If you have any questions please send an email to fasit@louisville.edu or call 502-852-0295.

International Letter of Understanding Template

International Letter of Understanding Template

INTERNATIONAL LETTER OF UNDERSTANDING FORM 2-10 doc 2.pdf — PDF document, 64 kB (65578 bytes)

International Exchange Agreement Template

International Exchange Agreement Template

INTERNATIONAL EXCHANGE AGREEMENT doc 1.pdf — PDF document, 148 kB (152140 bytes)

International Program Agreement Template

International Program Agreement Template

INTERNATIONAL PROGRAM AGREEMENT doc 3.pdf — PDF document, 141 kB (145367 bytes)