1. Erasmus / Non EU / Study Abroad Agreement to Classroom
Enda Carroll – Assistant Director, Study Abroad & the Americas
Catherine Convery – European Programmes Officer

2. Study Abroad at UCD
Study Abroad is defined as any of a number of arrangements by which Non-EU (mainly US) students complete part of their degree program through educational activities outside their country of residence on a fee-paying basis. Study abroad is facilitated primarily through institutional partnership engagement.
120 + active partnerships with Universities in USA developed over past 20 years
UCD hosts 1,000 + one-way semester students annually on a fee-paying basis to a range of study abroad programmes
Now beginning to engage with SE Asian and European study abroad

3. Agreements – how they happen ….. Study Abroad
Identification of prospective partners - factors we consider:
Academic reputation
Complementary programmes
Models of study abroad engagement
Existing Academic and Research links
Next steps:
Meetings at International Education Conferences
Visits to campus – UCD’s and prospective partners’
Faculty-led summer programmes at UCD
Moving towards Agreement:
UCD template agreement is shared, negotiated and agreed with prospective partner
Subject specific to University-wide
Note: UCD International has delegated authority to approve Study Abroad Agreements

4. UCD STUDY ABROAD CURRICULUM MAPPING PROCESS OVERVIEW
____________________________________________________________________________________________________ 7 1
Initial contact with/from Study Abroad Partner 2
UCD responds outlining the Study Abroad Program with specific reference to curriculum mapping 3
Invite Partner to engage in curriculum mapping 4
Partner identifies and works with suitable applicants 5
Applicants apply online at 6
Offer accepted by student 7
UCD confirms the student’s module selection with
reference to agreed equivalencies
8 UCD advises: Pre-
arrival information, Orientation schedules, Accommodation options, Cultural program and Maintains academic and general support prior to student’s arrival 9
Student arrives in UCD
Student Process
Partner Process 1
Ongoing
student support
 Student Selects Program
Look at UCD curriculum
UCD academic transcript sent to the Partner Institution for credit transfer when period of study is completed
Create a user account
Compare to Home Institution curriculum
Apply
 Apply
Dialogue with UCD to confirm module equivalencies
Upload supporting documents
UCD registers the student to modules and confirms registration
Application reviewed by UCD
Agree broad set of UCD modules which can be taken in each semester (document this and maintain module updates annually)
Offer Made NO
UCD informs student and institution if applicant is unsuitable OR if additional information is required
YES - direct contact with student

5. Study Abroad Programme Management & Delivery – Centralised / Decentralised Model
Allows for both a
central and local points
of contacts for partners
and students
Central contact point
ensures consistency in
Agreements,
program delivery,
Orientation,
Accommodation.
Local contact point
facilitates academic
oversight
and individual contact with
the student
International Office: Americas team
Engineering & Architecture Study Abroad Manager
Arts & Humanities Study Abroad Manager
Science & Pre-Medical Study Abroad Manager
Business Study Abroad Manager
American Studies Study Abroad Manager
Freshman Study Abroad Manager
Agriculture & Food Study Abroad Manager
Pre-Physiotherapy Study Abroad Manager

6. Study Abroad – how students are accepted
Where direct institution or 3rd party partnership exists, process of liaising with partner on numbers/academic areas of students who intend to apply.
Accepted to UCD once GPA requirement is met
Online application completed by incoming students, processed by UCD International (Arts) or Study Abroad managers throughout the university.
Admitted under general Occasional programme code and specific major code, eg Arts and Humanities Study Abroad Semester 1
Phase 1 of registration completed before arrival

7. 630 outgoing exchange students in 2015/16
Exchange at UCD
Exchange is defined as an Agreement between two universities to exchange students on a reciprocal, non-fee paying basis
UCD has over 380 exchange partners worldwide through Erasmus and Non-EU agreements
630 outgoing exchange students in 2015/16
1040 incoming exchange students in 2015/16

8. Agreements – how they happen ….. Exchange
Identification of prospective partners - factors we consider:
Academic reputation
Must be sure of outgoing flows – balance important
Existing Academic and Research links
Teaching language
Moving towards Agreement:
UCD template agreement for Non-EU exchange is drawn up, negotiated and agreed with prospective partner
EU provides Erasmus template agreement
Non-EU agreements
Broad agreements, often university-wide, otherwise stating the discipline (eg Humanities), number of students (FTE) specified. Level of student not always stated
Erasmus agreements
Subject-specific agreements, stating number of students, duration and level (UG, Masters and PhD allowed), eg History, 2 UG students, 9 months each
Agreements with new partners must be submitted to GEG for approval

9. Exchanges – how students are accepted
Nominations checked to see that they match terms of agreement
Accepted once terms are met
Online application completed by incoming students, processed by International Office or International Officers in Schools of Law and Business
Admitted under general Occasional programme code and specific major code, eg Arts and Humanities Erasmus Semester 1
Phase 1 of registration completed before arrival

10. Exchanges & Study Abroad – registration to modules
International Office registers modules for all exchange students except Business, Law and ALC
Study Abroad students can register themselves to modules online in some cases (e.g. Arts & Business ) and otherwise done by their Study Abroad managers
Non-EU exchange students and Study Abroad students list modules online at time of application
Erasmus exchange students list modules online when applying, and also send Learning Agreement, usually in advance of arrival
These are used for reference, to spot problems, NOT seen as definitive
Semester 1 – once timetables are finalised, around beginning of August, students are ed to complete a Module Registration Form with their choice of modules, in order of preference
Semester 2 – students are ed the form in November/December
Limited online registration for Arts and Social Science students, where RI places are available
Highlight modules specifically developed for international students
Module Registration Form is taken as definitive and module registration is based on these choices

11. Exchanges & Study Abroad – registration to modules cont/d
Liaison with Schools where there are restrictions – English, Psychology, Agriculture, Architecture
Registration starts before arrival of students, and continues during add/drop period
Schedule for registration followed (applies to 1st semester)
International places first
Where no international places allocated, we use core/options places, waiting for several days after registration opens for UCD students (levels 2, 3, 4 [where level 4 is UG])
Level 1 places are taken after the CAO applicants have had a chance to register
Electives taken after the elective allocation process is completed
We override pre-requisites
We do not override full modules
We do not register students to evening modules
We do not register to Masters modules without permission
Judgement calls where international places are gone and a large number of core or elective places are left in large-capacity classes. Where classes are small and international places are used, we do not use up core places
Liaison with module co-ordinators and Registry to get permission for registration and to adjust capacities

12. Exchanges & Study Abroad – registration to modules
Challenges regarding course search listings
Modules are listed that are no longer on offer
It is not clear when modules are evening modules
It is not clear when modules are part of restricted programmes, or even overseas programmes
Issues affecting incoming students
Exchange & Study Abroad students face more timetable clashes than home students, so often have to choose less preferred modules
Need home institution approval for modules – takes time
Cannot see available capacity in modules
RI places often fill up quickly, not sufficient to meet demand

13. Thank you. Any questions? Erasmus / Non EU / Study Abroad
Agreement to Classroom
Thank you.
Any questions?
Enda Carroll
Catherine Convery