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Exchange Agreements and Programs

Developing International Exchange or International Program Agreements

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 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 at the Study Abroad  web site for details on existing programs available to UofL students.


4. Is this program going to a location for which there is a current State Department warning or which is considered unstable or unsafe?
Please check the State Department Travel Warning site, the University of Louisville Policy for travel to Travel Warning Countries , and the Centers for Disease Control for areas that may be not be suitable.

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.
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If you believe you have a viable program, be sure to email Dr Joy Carew at the International Center of your plans to move ahead with your Pre-proposal.  You will then be directed to review the “Timeline for Developing an International Exchange Agreement or an International Program Agreement."  As you will note 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.

 

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