Procedure for the conclusion/renewal of exchange cooperation agreements

how to conclude or renew an exchange cooperation agreement with a foreign university

Aalborg University (AAU) may enter into exchange agreements with foreign universities in connection with student mobility. If an agreement is to be concluded with a university under the Erasmus+ programme, an inter-institutional agreement form (Erasmus agreement) must be used. If the agreement is to be concluded with a third country university (an overseas agreement), a bilateral exchange agreement form must be used.

Conditions for concluding/renewing an exchange agreement with a foreign university

As stipulated by the AAU Executive Management, a balance must be must struck between incoming and outgoing mobility through exchange agreements.  This means, among other things, that new cooperation agreements will only be concluded if it is rendered likely that students from AAU will travel to the university in question, and that only one incoming student will be received for each outgoing AAU student.

If an existing agreement is to be renewed, a quality assurance procedure must be run to assess the likelihood that an AAU student will travel to the university in question, and the number of exchangeable students must be adapted to the agreement.

All student exchange agreements made by AAU must be approved at faculty level.

Procedure for Conclusion and renewal of

Erasmus+ agreements

For the conclusion of new agreements or the renewal of current agreements, an Erasmus agreement form must be used.

Erasmus agreement form

 

If the International Office receives a request from a foreign university regarding the conclusion/renewal of an agreement, the International Office will forward the request to the relevant faculty. It is the faculty's responsibility to draw up the agreement, possibly in cooperation with the appropriate study board. The dean must approve and sign the agreement, and the agreement must then be returned to the International Office.

The International Office records the agreement in their partner database, so that the agreement may be found in the searchable database on the International Office website. Subsequently, the International Office returns the agreement to the partner university and files it in Captia.

 

Completion of agreement - step by step

  • Complete the agreement form with all relevant information (fill in all red boxes)
     
  • Forward the agreement to the partner university for approval and signature (forward as attached Word document to enable the partner to make any adjustments) and instruct the partner to send the approved and signed agreement by email to the faculty office.
     
  • The dean will sign the agreement and return it to the International Office
     
  • The International office will file the agreement in their partner database
     
  • The International Office will return the agreement to the partner university and file it in Captia
     
  • If the partner university has sent their draft agreement, you should follow the same procedure from step 2 onwards.

If a contact person at the existing cooperation partner university is lacking, feel free to contact International Office.

Procedure for conclusion and renewal of bilateral agreements

For the conclusion/renewal of exchange agreements AAU’s official Bilateral Exchange Agreement form should be used.
 

Bilateral Exchange Agreement form

 

If the International Office receives a request from a foreign university regarding the conclusion/renewal of an agreement, the International Office will forward the request to the relevant faculty. The Dean will sign the agreement, and the agreement will be forwarded to the foreign university for their signature. Subsequently, the agreement must be returned to the International Office. The International Office files the agreement in their partner database, so that the agreement may be found in the searchable database on the International Office website.

Completion of agreement - step by step

  • Complete the agreement form with all relevant information
     
  • Sign the bilateral agreement at dean level, as a minimum
     
  • Forward the agreement to the partner university for approval and signature (forward as attached Word document to enable the partner to make any adjustments) and instruct the partner to send the approved and signed agreement by email to the faculty office.
     
  • Forward the final agreement to the International Office; if the agreement is to be signed by the Rector (to be translated into President in the agreement), The International Office will take care of this
     
  • The International Office files the agreement in their partner database, so that the agreement may be found in the searchable database on the International Office website, and in Captia.
     
  • The International Office sends the agreement to the faculty office; they then send it to the partner university

If a contact person at the existing cooperation partner university is lacking, feel free to contact International Office.

Contact

Erasmus+ agreements

Gitte N. Jensen
Email: gij@adm.aau.dk
Phone.: 9940 7501

Overseas/nordic agreements

Mariann Simonsen
Email: mas@adm.aau.dk
Phone: 9940 9650