20.090: Management of Student Exchanges




August 20, 2012

Initiated by:

Catherine Marshall | Director of Education Abroad

Endorsed by:

Pam Benoit | Executive Vice President and Provost

Approved by:

Roderick J. McDavis | President

Signatures and dates on archival copy
  1. Overview

    This policy facilitates the smooth operation of reciprocal exchanges at Ohio University by establishing the following procedures to govern the initiation and administration of both undergraduate and graduate student exchanges.

    1. Definitions

      There are three types of exchanges:

      1. An exchange may be a reciprocal agreement between Ohio University and a foreign institution in which Ohio University students studying abroad pay tuition, and sometimes room and board, to Ohio University, while attending a foreign institution where these services are rendered at no charge. A student from the partner foreign institution attends Ohio University, and draws upon the fees paid by the outgoing Ohio University student to pay tuition and accompanying fees, and room and board, if applicable. Comparable numbers of students are exchanged under such agreements.

      2. An exchange may be a reciprocal agreement between Ohio University and a foreign institution in which Ohio University students studying at a partner foreign institution pay resident in-country tuition and fees, and a comparable number of foreign nationals from the partner institution attending Ohio University pay in-state tuition and fees.

      3. An exchange may be a reciprocal agreement between Ohio University and a foreign institution in which Ohio University students studying at a partner foreign institution receive instruction at no charge. A comparable number of graduate students from the partner foreign institution receive a tuition waiver to attend Ohio University.

    2. Classifying Foreign Nationals as "In-State Students"

      Legal authorization for reciprocity agreements by state-assisted institutions in Ohio is contained in H.B. 298, SEC. 3333.19, passed in 1991.

      Foreign nationals attending Ohio University under such reciprocity agreements are to be classified as in-state students at the point of admission by the Office of Undergraduate Admissions, the Graduate College, or the appropriate regional campus.

  2. Exchange Agreement

    The Office of Education Abroad (OEA) is responsible for managing exchange agreements at Ohio University. It will adhere to the following procedures:

    1. The OEA will work with the Ohio University department, school, or college initiating the exchange agreement. It will follow the "Guidelines for International Agreements" issued by the University International Council (UIC). These guidelines outline the necessary components of an international agreement between Ohio University and a foreign institution.

    2. Prior to drafting an exchange agreement, a letter of intent outlining the proposed agreement must first be vetted and approved by the Senior International Management Team.

    3. Each new exchange agreement must be submitted to the UIC for review and recommendation to the President or Provost for signature. Depending on the nature of the exchange agreement, a designated Dean's signature may also be required.

    4. The exchange agreement will replace the need for a contractual or consortium agreement for financial aid purposes.

    5. The original copy of the signed agreement must be kept on file in the Office of the Executive Director, Center for International Studies, which maintains a central depository for all international agreements at Ohio University. Additional copies will be filed with the OEA and any appropriate department, school, or college offices.

    6. Each student exchange agreement will be reviewed at intervals no greater than every five years after the inception of the student exchange program. Revised agreements will require signatures as stated in items B and C of this list (immediately above).

  3. Admission of In-Bound Exchange Students

    1. In-bound exchange students must satisfy admissions requirements for Ohio University. The OEA will collect and identify all exchange student applications for admission, and their supporting documents. The OEA will then inform the Office of Undergraduate Admissions of each in-bound undergraduate exchange student application at the time of its submission.

      In-bound graduate exchange students will apply directly to the Graduate College using their online application; the OEA will collect and forward all supporting documentation to the Graduate College. This step is essential to insuring that the in-bound student is classified as an in-state student for billing purposes. This also serves to connect exchange students with an academic department "home" and is parallel with the faculty-based admission process at the graduate level.

    2. In-bound undergraduate students will be admitted into a special exchange program code by the Office of Undergraduate Admissions. The program codes are as follows:

      ND9810 - A&S Exchange
      ND9811 - COB Exchange
      ND9812 - COM Exchange
      ND9813 - EDU Exchange
      ND9814 - ENT Exchange
      ND9815 - FAR Exchange
      ND9817 - HSP Exchange
      ND9818 - HTC Exchange
      ND9816 - UNC Exchange

    3. In the case of in-bound graduate students on exchange, the Graduate College will identify their exchange category by the use of existing non-degree department codes.

    4. The Office of Undergraduate Admissions and the Graduate College will enter the in-bound student's residency status as "E" (Exchange). This will cause the student's fees to be assessed at the in-state resident rate.

    5. The OEA will provide a list of in-bound undergraduate exchange students to the Registrar's Office. The Registrar's Office will ensure that these students will receive priority registration at the junior level. This will enable the student to register for classes which require junior standing without having to go through the class permission slip process. Continuing exchange students will be automatically updated to junior level each term prior to priority registration provided the student is in one of the above major program codes. In-bound graduate exchange students will be able to register once they have been matriculated at Ohio University.

  4. Billing, Crediting, and Housing Exchange Students

    1. The OEA will use individual accounts set up by the Vice President for Finance and Administration Office in which the fees of the out-bound students will be deposited and from which the funds for the incoming students will be drawn. The OEA will bill the out-bound students according to the terms of the exchange agreement. The OEA will apply a credit to each in-bound exchange student's account, according to the terms of the exchange agreement, to off-set the charges automatically incurred upon each in-bound student's registration at Ohio University. All exchange students' charges and credits, both out-bound and in-bound, are stipulated in the institutional exchange agreement. The Office of Education Abroad will inform each outgoing student about the charges for the program, including any special program fees.

    2. The OEA will work with the Bursar's Office to assure that both in-bound and out-bound students are assessed appropriate fees, such as tuition, and, in some cases, room, board, and orientation fees.

    3. Unless the exchange includes housing, the in-bound exchange students will be directed to the Residential Housing page on the Ohio University website and instructed to complete a housing and meal plan contract. Students have the option of selecting their own room or asking Residential Housing to assign them a room. The requirement for a housing deposit is waived. The contract is binding for the period of time covered by the exchange. The costs associated with on-campus accommodation and the meal plan are assessed to the in-bound exchange student's OHIO account with payment required shortly after the student arrives on campus. Graduate exchange students can live off-campus if they choose, but they are responsible for arranging their own accommodation.

  5. Administrative Procedures for Out-Bound Students

    1. OBOR Reporting

      The OEA will submit a list of the names, student ID numbers, and number of equivalent Ohio University credit hours taken abroad of all out-bound exchange students to the Director of Institutional Research, who, in turn, must report this information to the Ohio Board of Regents (OBOR) for state subsidy purposes no later than 30 days after the end of each quarter or semester. Confirmation of the number of credit hours taken abroad will be obtained from the following documents:

      1. the student's Verification of Overseas Enrollment form while abroad, or, if available by 30 days after the end of each term;

      2. the student's transcript showing the total number of earned transfer credit hours as validated by the Office of Undergraduate Admissions or the Graduate College upon the student's return to campus.

    2. Registration

      Out-bound exchange students will be enrolled in the zero-credit EXCH (Exchange Program) prior to their departure. This registration serves as proof of full-time registration for purposes of financial aid, provided the student has also submitted the following documents:

      a.  The Foreign Study Checklist (refer to subsection D, immediately below), indicating important program information and appropriate approvals for the academic program abroad, and

      b.  The Verification of Overseas Enrollment form, submitted to the OEA after the student has formally enrolled in the institution abroad.

      Registration for EXCH also keeps the student in the student system and prevents their having to re-enroll upon return to campus. If the student studies abroad for more than one term, the OEA will register the student for EXCH for the duration of their exchange program.

    3. Program Codes

      Out-bound undergraduate students will be admitted into a special exchange program code by the Office of Undergraduate Admissions. (Refer to program codes in item B of subsection II, above.)

    4. Foreign Study Checklist

      Out-bound students must submit a Foreign Study Checklist with details about their program, finances, credit approval, and emergency contact information, to the OEA at least four weeks prior to the end of finals of the term prior to departure.

    5. Administrative Fee

      Out-bound students will be assessed an administrative fee for the services administered by the OEA. These services include selection, advising, billing, registration, pre-departure orientation, mailings, materials, communication, and other administrative costs connected with management of the exchange program. In addition, the fee covers costs associated with the administration of the incoming exchange.

    6. Financial Aid

      Out-bound students on financial aid or scholarships who wish to carry their financial aid must visit their financial aid counselor at least two full months prior to their departure. Certain procedures must be followed in order for a student to receive a disbursement of funds while abroad. These cannot be done at the last minute, and failure to attend to these matters puts the students in jeopardy of losing their financial aid.

    7. Residence Hall Check-out

      Out-bound students living on campus should arrange for proper check-out of their residence hall with a staff member in their building prior to departure. Specific room assignments cannot be held for students, nor can personal items be left in the room. Upon their return from abroad, these students will receive a residence hall assignment and meal plan (if appropriate). Residential Housing will make every effort, based on available space, to assign these students to the residence hall in which they lived before their study abroad, although no guarantees can be made in this regard. Students should contact Residential Housing via email about their living location and environment preferences before their return to campus. Out-bound students who will be abroad spring quarter or semester and who will be living on campus upon their return from study abroad should sign a Housing and Culinary Services Contract before they leave for their exchange program. Students can assign a proxy to select their room.

    8. Residence Services

      The OEA will submit a list of out-bound participants to Residential Housing prior to the beginning of each semester.

    9. Study Abroad Health Insurance

      All out-bound students are required to purchase study abroad health insurance through the provider contracted by Ohio University. Students will be enrolled in the insurance by the Office of Education Abroad and assessed the cost of their coverage.

    10. Student Code of Conduct

      All out-bound students are responsible for meeting the standards set in the Ohio University Student Code of Conduct while abroad. Students in violation of the code may be verbally reprimanded on-site by the exchange program coordinator at the host institution. If violations continue, students may receive sanctions, including a judiciary hearing upon return to the home campus and, in serious cases, dismissal from the program before completion of the exchange term of study. The Director of Education Abroad will be consulted by the counterpart Exchange Program Coordinator at the host institution before implementing any of the above actions.


Proposed revisions of this policy should be reviewed by:

  1. Associate Provost for Academic Affairs

  2. Executive Director, Center for International Studies

  3. University International Council

  4. Academic Deans

  5. Director of International Student and Scholar Services

  6. Assistant Vice Provost for Enrollment Management and Director of Undergraduate Admissions

  7. Dean of the Graduate College

  8. Director of Student Financial Aid and Scholarships

  9. University Registrar

  10. Director of Residential Housing

  11. Director of Residence Life

  12. Bursar

  13. Payroll Manager

  14. Exchange Program Coordinators

  15. Director of the Office of Community Standards and Student Responsibility

  16. Director of Institutional Research

  17. University Study Abroad Committee

  18. Student Senate

  19. Graduate Student Senate