Faculty Exchange and Study Abroad Programs (C-20)

Purdue University
Office of the President
Executive Memorandum No. C-20
(Supersedes Executive Memorandum No. B-56, dated 12 January 1978)

February 26, 1990

To: Chancellors, Deans, Directors, and Heads of Schools, Divisions, Departments, and Offices

Re: Faculty Exchange and Study Abroad Programs

Section I: Purpose

The international prominence of Purdue University is enhanced by its network of interinstitutional links with outstanding international educational and research institutions. Faculty exchange programs provide direct development and service benefits for the individual faculty members through their participation in the academic and research programs of the foreign institution and provide institutional benefits through their subsequent activities at Purdue. Purdue faculty and students also benefit from the direct access provided by the presence of foreign exchange faculty on the Purdue campus. Student exchange and study abroad programs prepare Purdue students for today’s global community, increase language facility, provide the opportunity to experience and learn from a new culture, and, in general, improve Purdue students’ competitive educational position in the contemporary world.

Section II: Establishment and Management of International Faculty Exchange Programs

1. Programs through a Single Department
   Responsibility for the management of such a program rests with the head of the department after the initial establishment has been approved by the appropriate dean, the Office of International Education and Research, and the Executive Vice President and Treasurer or his designee. The Executive Vice President for Academic Affairs shall be informed of the establishment of such a program. The costs associated with the establishment and operation of the exchange program shall be the responsibility of the head of the department.
2. Programs within the Same School Involving Two or More Departments
   Responsibility for the management of such a program rests with the dean of the school after the initial establishment has been approved by the dean, the Office of International Education and Research, the Executive Vice President and Treasurer or his designee, and the Executive Vice President for Academic Affairs. The costs associated with the establishment and operation of the exchange program shall be the responsibility of the dean.
3. Programs within the University Involving Several Schools and/or Other Universities or Consortia of Universities
   Responsibility for the management of such a program rests with the Office of International Education and Research after the initial establishment has been approved by the Executive Vice President for Academic Affairs, the Executive Vice President and Treasurer, and the President. The costs associated with the establishment and operation of the exchange program will be centrally funded by the University through the Office of International Education and Research.

Prior to the initiation of an International Faculty Exchange Program, Purdue University and its international partner shall enter into an agreement which will set forth arrangements to facilitate the exchange. The Office of International Education and Research and the Office of Contract and Grant Business Affairs are responsible for the development of the agreement. Each such agreement shall be executed on behalf of the University by the Executive Vice President and Treasurer or his designee and the Executive Vice President for Academic Affairs.

Section III: Faculty Exchange Assignments

The Board of Trustees has authorized the President of Purdue University to approve Faculty Exchange Assignments to faculty members for the purposes and under the conditions set forth below:

1. Eligibility and Remuneration from the University
   Any tenured or tenure-track member of the faculty of Purdue University shall be eligible for consideration for a Faculty Exchange Assignment. Eligibility requirements, in terms of time of service, will be the same as the eligibility requirements for sabbatical leaves established in Executive Memorandum B-1 1. Normally, only one such assignment will occur in a three-year period unless approved by the President or his designee.
2. Additional Remuneration
   If a faculty member receives an appointment and additional remuneration in the form of a fellowship, grant, or other source, the full-time salary rate paid by the University for the period of the assignment will be reduced accordingly. However, the activities resulting from other compensation must not be in conflict with the purpose of the assignment. In addition:
   1. Normal consulting arrangements may be continued provided they do not conflict with the purpose and spirit of the assignment and have been approved through normal administrative channels.
   2. Grants or stipend adjustments to defray appropriate family travel, cost-of-living allowances, and/or research expenses may be accepted without a reduction in University salary.
3. Fringe Benefits
   Fringe benefits shall accrue to a faculty member during the Exchange Assignment period, as follows:
   1. The University will continue its contributions to TIAA-CREF based upon the budgeted full-time salary rate for the period.
   2. The University will continue its contributions to the group insurance programs based upon the full-time salary rate for the period, provided the individual faculty member continues his/her payments for all the programs.
   3. The University will make payments for Social Security based upon the actual salary received from Purdue.
   4. Vacation leave shall accrue in accordance with the terms of the appointment at the host institution. Vacation so accrued shall be used during the period of the exchange assignment.
4. Application for Faculty Exchange Assignment
   1. Faculty Exchange Assignments are available only at those universities with which a general understanding concerning an exchange program has been approved as indicated in section II.
      
      Arrangements for Faculty Exchange Assignment shall be initiated, negotiated, and agreed upon between schools, departments, or disciplines of the two universities involved prior to making application for approval.
      
      After tentative arrangements have been agreed upon, Purdue University staff members requesting Faculty Exchange Assignment shall make application by way of a letter to the President submitted to the Office of International Education and Research containing the following information:
      1. Purpose of the proposed Faculty Exchange Assignment and the location at which the assignment is to be taken;
      2. Benefits which the faculty member believes will accrue to the University as a result of his/her assignment and how his/her activities at the foreign university will relate to the operation of Purdue University;
      3. An identification of the reciprocal exchange arrangements including a statement of the benefits which are expected to accrue to Purdue University as a result of the foreign faculty member’s assignment to Purdue University; and
      4. Proposed status of his/her consulting and other outside activities during the assignment period, including President’s Office Form #32 (Application for Permission to Engage in an Outside Activity), completed as appropriate for the proposed assignment period.
   2. A West Lafayette campus faculty member’s request must be approved by his/her department head and dean. A regional campus faculty member’s request must be approved by his/her section chairperson or department head and academic dean and by the Chancellor.
   3. After the Purdue faculty member’s assignment has been approved, final detailed arrangements for the exchange of faculty shall be initiated and negotiated between schools or departments of the two universities. No commitments of Purdue University financial resources shall be made without prior approval from the Vice President for Business Services and Assistant Treasurer.
   4. At the conclusion of the faculty exchange assignment, the head of the Purdue department receiving the services of the foreign exchange faculty member will prepare a detailed report describing the services received. The report will be submitted to the Director, Office of International Education and Research. Copies of the report will be provided to the department head and dean.
5. Obligation of the Faculty Member
   Any member of the Purdue University faculty taking a Faculty Exchange Assignment thereby obligates himself/herself to:
   1. Carry out the responsibilities of the assignment in a professional manner.
   2. Submit to the Director, Office of International Education and Research, with copies to the department head and dean, a special report covering his/her activities during the assignment period.

Section IV: Establishment and Management of Study Abroad Programs

Administrative responsibility for study abroad programs rests with the Office of International Education and Research. Responsibility for the academic requirements of the program, student selection and evaluation, and curriculum rests with the appropriate academic units of the university. Prior to the initiation of a study abroad program, Purdue University and its international partner shall enter into an agreement which sets forth arrangements to facilitate the establishment and management of the study program. The Office of International Education and Research and the Office of Contract and Grant Business Affairs shall be responsible for the development of each such agreement. The agreement will be executed on behalf of the University by the Executive Vice President and Treasurer or his designee and the Executive Vice President for Academic Affairs.

1. Programs through a Single Department
   Responsibility for the academic management of such a program rests with the head of the department after the initial establishment has been approved by the appropriate dean, the Office of International Education and Research, and the Executive Vice President and Treasurer or his designee. The Executive Vice President for Academic Affairs shall be informed of the establishment of such a program. The costs associated with the establishment and operation of the study abroad program shall be the responsibility of the head of the department.
2. Programs within the Same School Involving Two or More Departments
   Responsibility for the academic management of such a program rests with the dean of the school after the initial establishment has been approved by the dean, the Office of International Education and Research, the Executive Vice President and Treasurer or his designee, and the Executive Vice President for Academic Affairs. The costs associated with the establishment and operation of the study abroad program shall be the responsibility of the dean.
3. Programs within the University Involving Several Schools and/or Other Universities or Consortia of Universities
   Responsibility for the management of such programs rests with the Office of International Education and Research after the initial establishment has been approved by the appropriate deans, the Executive Vice President and Treasurer, the Executive Vice President for Academic Affairs, and the President. The costs associated with the establishment and operation of the exchange program will be centrally funded by the University through the Office of International Education and Research.

Section V: Deviation From Policy

The policy stated above is intended to serve all but the most unusual cases. Requests for deviation from the above policy will require approval by the President of the University.

Steven C. Beering
President

Attachment A to Executive Memorandum No. C-20

Faculty Exchange Agreement

THIS AGREEMENT, entered into this ____ day of ____________ 19____, by and between Purdue University (hereinafter referred to as “Purdue”) of West Lafayette, Indiana 47907 U.S.A. and the University of _________________________ (hereinafter referred to as “____________________________”) of _____________________________.

WITNESSETH THAT:

WHEREAS, Purdue and ____________________ desire to promote the enrichment of their teaching and research programs; and

WHEREAS, Purdue and ____________________ desire to strengthen and expand the mutual contacts between the two universities, and

WHEREAS, Purdue and ____________________ intend to promote the enrichment of their teaching and research programs and intend to strengthen and expand the mutual contacts between the two universities through an exchange of faculty between the two universities; and

WHEREAS, Purdue and ____________________ desire to provide for an exchange of faculty between the two universities on the terms and conditions hereinafter set forth;

NOW THEREFORE, it is mutually agreed as follows:

1. Scope of Agreement – The purpose of this Agreement is to establish the terms and conditions under which the exchange of faculty between Purdue and _______________ shall take place. This Agreement shall be applicable to the exchange of all faculty between Purdue and _______________. The following academic fields or disciplines are covered under the terms of this Agreement:
   1.   
   2.   
   3.   
2. Definitions – As used herein the terms “host university” and “home university” shall have the following meanings:
   1. Host University – the university accepting the exchanged faculty member.
   2. Home University – the university providing the exchanged faculty member.
3. Period of Agreement – This Agreement shall be effective _______________ and continue in full force and effect until terminated by the parties hereto. 
4. Initiation of Exchange – Each exchange under the terms of this Agreement will be initiated by the respective departments, schools or disciplines of Purdue and _______________. 
5. Period of Exchange – Each exchange under the terms of this Agreement shall be for one (1) academic year [two (2) semesters], unless otherwise agreed to in writing by the parties hereto. 
6. Appointment – Each exchanged faculty member shall be granted a temporary appointment of the host university at a rank equivalent to that held at the home university. 
7. Implementation of Exchange – At least four (4) months prior to the exchange, the details of the exchange as negotiated by the parties hereto shall be reduced to writing and endorsed by the faculty member to be exchanged and an administrative official designated by Purdue and _______________. At a minimum, the following shall be included:
   1. Names of the exchanged faculty members. 
   2. Period of the exchange. 
   3. Responsibilities of the exchanged faculty members. 
   4. Description of temporary appointments provided the exchanged faculty members. 
   5. Incorporation by reference the terms of this Agreement. 
   6. Compensation and fringe benefits provided for each of the exchanged faculty members. 
   7. Vacation, holiday, and sick leave. 
8. Travel – The exchanged faculty member shall be responsible for the cost of transportation to and from the host university.The cost of travel necessary for the exchanged faculty member to carry out assigned responsibilities at the host university shall be the responsibility of the host university. Such travel shall be in accordance with the policies of the host university. 
9. Designated Administrative Officials – Purdue and _______________ shall each designate to the other, within sixty (60) days after the e execution of this Agreement, the administrative official(s) authorized to endorse exchanges in accordance with the provisions of Article 7. 
10. Office and Laboratory Facilities – The host university shall make available to the exchanged faculty member appropriate and necessary laboratory facilities. 
11. Vacation, Holidays and Sick Leave
    1. Vacation – The exchanged faculty member shall accrue vacation leave in accordance with the terms of the appointment at the host university. Vacation leave so accrued shall be used during the period of the exchange. 
    2. Holidays – The exchanged faculty member shall be entitled to holiday leave in accordance with the terms of the appointment at the host university and the policies of the host university. 
    3. Sick Leave – The exchanged faculty member shall be entitled to sick leave in accordance with the terms of the appointment at the host university and the policies of the host university. 
12. Host University Policies – The exchanged faculty member shall be made familiar with, and comply with, the policies of the host university. In the event of any inconsistency between the terms of this Agreement and the policies of the host university, the terms of this Agreement shall prevail. 
13. Termination – This Agreement may be terminated by either party providing the other written notice of its intent to terminate. Such notice shall be given at least one (1) year prior to the effective date of the termination. Such termination shall not affect exchanges in effect prior to the effective date of the termination. 
14. Disposition of Materials – Inventions or materials developed under the terms of this Agreement by exchanged faculty members shall be assigned to the host university. Proceeds from said invention or material shall be shared by Purdue and _______________ in accordance with their input of personnel and facilities. The host university shall provide the home university with a irrevocable, royalty-free, non-exclusive license to use the invention or materials for educational purposes, but not for commercial purposes. If the inventions or materials are made or developed in the course of a sponsored program funded by grant or contract, the determination of rights shall be subject to, and limited to, the provisions of the contract or grant. The host university shall notify the home university of such conditions by indicating such at the time of implementation of the exchange. 
15. Availability of Exchanged Faculty Member – In the event the exchanged faculty member is unable for health reasons to perform the assigned responsibilities during the period of the exchange, the exchanged faculty member’s appointment may be terminated. The effective date of the termination shall be the date the exchanged faculty member became unavailable. The host university shall immediately notify the home university of such termination in writing. 
16. Host University Assistance – The host university shall lend its assistance in finding housing for exchanged faculty members. 
17. Nondiscrimination – Purdue and _______________ agree that no person shall on the grounds of race, color, national origin, sex, or creed be excluded from participation under the terms of this Agreement. 
18. Modification – The terms of this Agreement may be changed or modified only by written amendment signed by the parties hereto. 

IN WITNESS WHEREOF, Purdue University and the University of  _______________ have executed this Agreement as of the date first above written.

PURDUE UNIVERSITY

By  _______________                                     

UNIVERSITY OF  _______________                          

By _______________ 

Attachment B to Executive Memorandum No. C-20

Study Abroad Student Exchange Agreement

THIS AGREEMENT, entered into this _____ day of ____________ 19 _____ by and between Purdue University (hereinafter referred to as “Purdue”) of West Lafayette, Indiana 47907 U.S.A. and the University of _______________ (hereinafter referred to as “_______________”) of _______________.

WITNESSETH THAT:

WHEREAS, Purdue and _______________ desire to promote the enrichment of their teaching and research programs; and

WHEREAS, Purdue and _______________ desire to strengthen and expand the mutual contacts between the two universities;

NOW THEREFORE, it is mutually agreed as follows:

1. Scope of Agreement – The purpose of this Agreement is to establish the terms and conditions under which the exchange of students between Purdue and _______________ shall take place. This Agreement shall be applicable to the exchange of all students, between Purdue and _______________. The following academic fields or disciplines are covered under the terms of this Agreement:
   1.  
   2.  
   3.  
2. Definitions – As used herein the terms “host university” and “home university” shall have the following meanings:
   1. Host University – the university accepting the exchanged students. 
   2. University – the university providing the exchanged students. 
3. Period of Agreement – This Agreement shall be effective _______________ and continue in full force and effect until terminated by the parties hereto. 
4. Initiation of Exchange – Each exchange under the terms of this Agreement will be initiated by the respective departments, schools or disciplines of Purdue and _______________. 
5. Period of Exchange – Each exchange under the terms of this Agreement shall be for one (1) academic year [or one (1) academic semester or for one (1) academic year or one (1) semester]. 
6. Implementation of Exchange –At least four (4) months prior to the exchange, the details of the exchange as negotiated by the parties hereto shall be reduced to writing and endorsed by the administrative official designated by Purdue and _______________. At a minimum the following shall be included:
   1. Number of students to be exchanged. 
   2. Period of the exchange. 
   3. Responsibilities of the home and host institutions toward their students and each other. 
   4. Financial responsibilities of the home institution to the host institution. 
   5. Costs to be borne by the home institution and/or the student. These include academic credit, housing, travel, insurance requirements, estimated expenses for books, maintenance, etc. 
   6. Incorporation by reference the terms of this Agreement. 
7. Travel – The exchanged student and/or home institution shall be responsible for the cost of transportation to and from the host university. Purdue students will assume all such costs. 
8. Designated Administrative Officials – Purdue and _______________ shall each designate to the other, within sixty (60) days after the execution of this Agreement, the administrative official(s) authorized to endorse exchanges in accordance with the provisions of Article 6. All agreements will require the approval of the Executive Vice President for Academic Affairs through the Office of International Education and Research and the Executive Vice President and Treasurer through the Office of Contracts and Grants. 
9. Termination – This Agreement may be terminated by either party providing the other written notice of its intent to terminate. Such notice shall be given at least one (1) year prior to the effective date of the termination. Such termination shall not affect exchanges in effect prior to the effective date of the termination. 
10. Nondiscrimination – Purdue and _______________ agree that no person shall on the grounds of race, color, national origin, sex, or creed be excluded from participation under the terms of this Agreement. 
11. Modification – The terms of this Agreement may be changed or modified only by written amendment signed by the parties hereto.

IN WITNESS WHEREOF, Purdue University and the University of _______________ have executed this Agreement as of the date first above written.

PURDUE UNIVERSITY

By _______________                           

UNIVERSITY OF _______________

By _______________   

Steven C. Beering
President