APPROVAL PROCESS

New proposals for establishing both student and faculty exchange programs between Cal Poly and universities outside the United States should follow the steps enumerated below:

1. Faculty interested in developing an exchange program involving their college and a university abroad should meet with John Battenburg, Director of IEP. You can set up an appointment with him by phone at 805.756.2945 or by email at jbattenb@calpoly.edu .
2. Program proposals initiating in departments should be forwarded from the department head to the dean with an acknowledgment of the department's and department chair's support for the plan. The first signatory officer of the university for an exchange shall be the dean of the college from which the exchange was first proposed. Please see the sample signature endorsement block.
3. Once the college dean has approved the proposal, the International Education and Programs ( IEP ) office will review the proposal, recommend amendments and/or deletions where necessary, and assist in moving it through the additional levels of review. IEP will also ask Academic Records to review the document. When these steps have been completed the IEP director (Battenburg) will sign-off on the signature block.
4. After the IEP director has approved the proposal, it will be sent by IEP to the university's Contracts and Procurement Services Contracts Director Matthew Roberts. The contracts and procurement office will consult with other administrative offices as deemed necessary, including Risk Management and Fiscal Affairs. If the document requires amendments and/or deletions, Matthew Roberts will work with sponsors of the proposal to make the needed changes. Once the proposal meets all requirements, Matthew Roberts will sign off on the document on the signature block.
5. Contracts and Procurement will forward the proposal to the Vice Provost for Academic Affairs, David Conn , for his review and approval. Once the Vice Provost has signed on the signature block the proposal is forwarded by the Vice Provost to the Provost Robert D. Koob.
6. The Provost for Academic Affairs, Robert D. Koob, is responsible for final approval for Cal Poly. The document is not in force, however, until also signed by the representatives from the partner university abroad.
7. The original agreement will be on file with IEP . IEP will provide all signatory officials with copies of the formal exchange and send copies to Academic Records, Financial Aid, and Student Accounts.
   

Program proposals are likely to include the following:

1. Memorandum of Understanding: Exchange Program Responsibility Agreement
2. Text of Proposed Exchange Agreement and Endorsement Signature Sheet
   
   Using the Exchange Agreement Template, the Faculty Exchange Coordinator will develop a program proposal. Although similar, the exact wording of each exchange proposal varies somewhat depending on specialized elements unique to each particular exchange.
3. Proposed Budgets for Both Incoming and Outgoing Students. Care needs to be taken in preparing this budget for the figures will need to be included in the immigration forms filed when students come, and are sent, as a part of the agreement. The budget language in the agreement must be consistent with immigration paperwork. Barbara Andre, Associate Director of IEP , can assist in the preparation of this budget language in the agreement.
4. Name(s) of liaisons at the partner university abroad who will be responsible for promotion of exchange agreement on their campus, academic advisement, orientation and selection of student participants.

Note: Names of responsible campus officers above reflect those in place as of October, 2004. Should persons referred to not be in the job, or should they be unavailable at the time of preparing an exchange, faculty should check with the office involved to find out who the replacement personnel would be.