This guide outlines the key elements and design considerations for crafting a professional Erasmus+ Bilateral Agreement template. The template serves as a crucial foundation for successful student exchanges between higher education institutions.
Core Components
Institution Information:
Clearly and concisely present the full legal names and addresses of both sending and receiving institutions. Include relevant contact information (email, phone, website) for designated Erasmus+ coordinators or international offices.
Ensure accurate and up-to-date information to maintain transparency and facilitate communication.
Academic Year & Duration:
Specify the academic year covered by the agreement (e.g., 2024/2025).
Define the standard and maximum duration of student mobility periods (e.g., 3-12 months).
Clearly outline any specific rules or limitations regarding the duration of study or training placements.
Student Eligibility Criteria:
Define the eligibility criteria for students participating in the exchange program.
Consider factors such as academic standing, language proficiency, and any specific program requirements.
Clearly communicate these criteria to potential participants to ensure a smooth selection process.
Academic Recognition & Credit Transfer:
Establish clear procedures for the recognition and transfer of academic credits earned by students during their mobility periods.
Outline the process for learning agreements, which detail the learning outcomes to be achieved abroad and how they will be assessed and recognized upon return.
Ensure that both institutions commit to facilitating the smooth transfer of credits and the recognition of learning outcomes.
Language Requirements:
Specify the language of instruction at the receiving institution.
Define any language proficiency requirements for incoming students.
Consider options for language support, such as language courses or tandem language exchange programs.
Student Support Services:
Detail the support services offered to incoming and outgoing students by both institutions.
Include information on student counseling, visa and immigration assistance, accommodation services, social and cultural integration programs, and emergency contacts.
Emphasize the commitment to student well-being and successful integration into the host environment.
Financial Aspects:
Clearly outline the financial responsibilities of each institution.
Specify any contribution towards student travel costs, tuition fees, or living expenses.
Ensure transparency regarding financial support mechanisms and any applicable funding rules.
Insurance Coverage:
Define the insurance coverage provided to students during their mobility periods.
Specify the types of insurance (health, accident, liability) and the extent of coverage.
Ensure that both institutions comply with relevant insurance requirements and provide adequate coverage for their students.
Intellectual Property Rights:
Include a clause addressing intellectual property rights to protect the interests of both institutions and students.
Clearly define ownership and usage rights for any research, publications, or creative works produced during the exchange.
Dispute Resolution:
Include a mechanism for resolving any disputes that may arise between the institutions or between the institutions and students.
Outline the steps to be taken in case of disagreements to ensure a fair and efficient resolution process.
Confidentiality:
Include a confidentiality clause to protect sensitive information shared between the institutions.
Ensure that all parties involved maintain the confidentiality of student data and other sensitive information.
Design Considerations
Professional Layout and Formatting:
Utilize a clean and professional layout with clear headings and subheadings to enhance readability.
Employ consistent formatting throughout the document, including font styles, sizes, and spacing.
Utilize bullet points and numbered lists to organize information effectively and improve clarity.
Concise and Clear Language:
Use concise and clear language, avoiding jargon or overly complex terminology.
Ensure that the agreement is easily understood by all parties involved.
Employ active voice and avoid passive constructions to enhance clarity and conciseness.
Legal and Institutional Branding:
Incorporate the logos of both institutions to enhance visual appeal and institutional branding.
Ensure that the agreement reflects the professional image and values of both institutions.
Digital Accessibility:
Ensure that the agreement is accessible to individuals with disabilities.
Use appropriate font sizes, sufficient contrast, and alternative text for images.
Consider using accessible file formats (e.g., PDF/UA) to ensure compatibility with assistive technologies.
Regular Review and Updates:
Establish a process for regular review and updates to the agreement.
Ensure that the agreement remains current and reflects any changes in Erasmus+ program guidelines or institutional policies.
Regularly review and update the agreement to maintain its relevance and effectiveness.
By carefully considering these elements and design considerations, higher education institutions can create a professional and effective Erasmus+ Bilateral Agreement template that fosters successful student exchanges and strengthens international cooperation.
