New Exchange Agreements Application and Approval Process


An exchange program is generally based on an agreement between a foreign institution and Loyola University to exchange students and/or faculty for a one to one exchange. There may be variations in this agreement based on the specific goals and circumstances of the exchange. Under this type of agreement, students pay tuition at their home institution and study at the host institution for a semester or academic year.

New Exchange Agreements Approval Process

1. Any new Exchange Agreement must be reviewed and approved by the following departments and committees prior to signing:

a. College with letter of approval from the Dean. If more than one college could benefit from this program, supporting documents should come from all colleges involved.
b. Education Abroad Committee reviews the program's adherence to study abroad guidelines and risk management issues. The EAC will take one of the following actions on any new program:

i. Approve unconditionally or with minor changes not affecting the finances, curriculum or strategic planning of the college. Refer to UC&CC for review.
ii. Approve with recommendations or conditions with financial, curriculum or strategic planning implications. Proposal would go back to the College for changes.
iii. Not approve with specific recommendations. Proposal would go back to the College for changes.

c. University Courses and Curriculum Committee: Once the program is approved by the EAC the application will be sent to the UC&CC. Upon approval by the UC&CC, the proposal will be sent to the Provost for final approval.

2. Program application must be completed online.  Please contact the Center for International Education to begin the process of applying for a new exchange program.

  1. Cover Sheet
  2. Online application for Proposed Exchange
  3. Letters of support from the appropriate chairperson and dean(s), indicating department and college commitment to the program
  4. Supporting documentation from university abroad

On-line Application Instructions

You will find below the questions included in the on-line application. Please answer the questions that are appropriate for the proposed exchange.

1. Please describe the proposed exchange.

2. What is the purpose of the proposed exchange? Faculty exchange? Student exchange? Other?

3. What are the strengths of the institution abroad?

4. What kind of new opportunities does this program provide for students?

5. Who does it serve (e.g. specific majors, students of a particular language from any major, all undergraduate students, etc.)? How many? Is there demand or demonstrable need among the students? Is this a site that might be valuable to other departments or colleges? Have they been contacted them?

6. What are the admission requirements for the program? (Exchange Programs generally require a 2.75 or higher GPA.) Are there pre-requisites?

7. If students’ matriculate at an overseas institution please provide the following information in as much detail as possible.

a. Academics

i. What courses would students be able to take? Are these courses for foreigners or are our students integrated with national students? Please provide a course catalogue or the Web site address if only available online.
ii. In what language are courses offered? If the program is in a language other than English, are there language prerequisites? How is a student’s language ability determined? Are language courses offered prior to the start of the program or during the program if a student were to need a refresher course? Is this an additional cost or included in the exchange benefit?
iii. Do the courses meet Loyola requirements, e.g. major, minor, common curriculum, and/or electives?
iv. What documentation would we receive from the foreign institution about the courses our students took and how they performed? Please describe the grading system and the expected course load for our students. How would this translate to Loyola's credit and grading system?
v. What is the academic calendar and when are the breaks?

b. Student Services

i. Please describe the room and board options available to students in detail.

1. Where will the students live? On-campus? Off-campus? If students stay with host families, how are they selected and evaluated?
2. Are the following services available to students in their housing:

a. Air conditioning? Is it needed?
b. Phones in room?
c. Shared or private bathrooms?
d. Furnished? Unfurnished? What should students bring?
e. Internet access from rooms? Wireless?

3. Health and safety issues in housing

a. Is access to housing/dormitories secure?
b. Does the facility appear to be clean?
c. Is the location of housing safe? Do students have a long way to walk at night?
d. Is there access to public transportation?

4. Who assists the students with their housing?
5. Is temporary housing available if students arrive early?
6. Where will the students eat?
7. How do students pay for housing and meals? What are the costs of the different housing options?

ii. What office at the foreign institution would assist our students?
iii. Is there an orientation for students on-site? What is included?
iv. Are there special programs to help students adjust to the institution and the country, such as a buddy program, field trips, etc.? Please describe.
v. Are visas required for students and what support does the institution provide?
vi. Will students have faculty advisors?
vii. Is support available for students with disabilities?
viii. Does the university provide computer labs for the students? Printers? Is there a fee for this? Is there wireless or other internet access on campus? Should students bring their own computers?
ix. What additional services not addressed above has the institution agreed to provide?

8. What are the health, safety and security risks at the proposed program site, and how will these be addressed?

9. How would the program differ from current study abroad offerings, or would it replace a current offering? If the latter, what compelling arguments are there for such a change?

10. What expenses are covered under the exchange agreement? (Tuition, fees, room and board, etc.)

11. What provision is there for pre-departure orientation, debriefing of students and evaluation of program?

12. Is there potential for the program to develop and grow? Are there opportunities for faculty exchanges, joint research projects, etc.?