Departmental Exchange Roles & Responsibilities

Roles and Responsibilities of Departments Operating Student Exchanges

Designate a single point of contact in department for the exchange issues/coordination. Ideally, this responsibility should be included in the individual’s job description.
Liaise with Partner University and UW Study Abroad; ensure that the exchange agreement is current; maintain accurate records of exchange activity including the exchange balance between inbound and outbound students.
Maintain exchange balance within acceptable range throughout term of agreement. Review/discuss exchange balances and reciprocity issues with UW Study Abroad on annual basis. Utilizing the exchange balance dashboard can facilitate this process.
Attend exchange coordinator workshop offered by UW Study Abroad.

Advertise and promote the exchange to UW students in advance of any application deadlines.
Review and manage applications in Terra Dotta. Make acceptance decisions in accordance with UW Study Abroad’s timelines.
Send student nominations to Partner University. Assist students with Partner University’s application process and forms. Connect students to counterparts/resources at the Partner University.
Provide UW academic/credit equivalency advising; assist students with course selection at Partner University; award academic credit to students upon return to UW.
Inform students to complete all UW Study Abroad pre-departure requirements by UW Study Abroad published deadlines.

Serve a point of contact for inbound students and refer them to UW campus resources as appropriate.
Direct the Partner University’s nominated students to the UW StudioAbroad inbound exchange application and portal and track their progress.
Provide academic advising and assist students with course selection and enrollment at UW.
Encourage students to attend general international student orientation offered quarterly in addition to any orientations required by your department.

Assist and guide departments regarding inbound and outbound exchange processes, student applications, and pre-departure/post-arrival requirements.
Work with department, Partner University, and Office of Attorney General to negotiate and finalize the terms of the exchange and address any difficulties that arise with the partnership while in force.
Add details of partnership to electronic data record of UW exchange agreements.
Ensure compliance with UW standards for operating exchanges and take corrective action, as needed, in coordination with the sponsoring department to address problems.
Maintain link to exchange information from UW Study Abroad website and invite department to participate in annual UW Study Abroad Fair to promote the exchange.

Create UW Study Abroad applications for interested students and provide instructions about the study abroad process, pre-departure requirements, concurrent enrollment, and financial aid.
Provide students with financial aid budget sheets for financial aid revision requests.
Deliver online pre-departure orientation .
Provide Student Abroad Insurance Plan purchase instructions and confirm student enrollment in the plan.
Charge UW Study Abroad fee and home tuition to UW student accounts.
Provide international emergency support to students while abroad.
Facilitate credit/grade conversion and reporting to Registrar upon students’ returns.

Manage/review Create UW Study Abroad online applications for inbound students and provide instructions about the admissions process.
Work with Undergraduate and Graduate Admissions to facilitate student admissions to UW and documentation necessary to apply for their student visas.
Facilitate priority consideration for undergraduate campus housing, if desired, for student.
Provide inbound exchange student orientation.
Pay UW tuition charge for students by tuition payment deadline for each quarter of enrollment.
Provide general advising and assistance to students throughout exchange period.