- The faculty/staff member completes and submits the Information Collection Form (IC Form). The Office of Corporate and Global Partnerships (OCGP) and the respective Global Academic Committee (GAC) representative will then review the form. (GAC representatives)
- OCGP will search the global linkages database for existing agreements and, in consultation with the GAC representative will help the faculty member determine the necessity and/or desirability of the proposed agreement and the best instrument for that agreement given the proposed scope. As appropriate, the Head of Department/School and College/School may also be consulted during this stage. If it is determined that the agreement is not necessary, the responsible faculty/staff member will inform the overseas contact. Otherwise, OCGP or the GAC representative will bring the request to the attention of SPS, including a copy of the ICF and providing a recommendation for the type of agreement to be pursued.
- SPS will assign an analyst to the case within 48 hours. The assigned analyst will reply to the group within another 48 hours and conduct a restricted persons/parties screening (RPS). If the RPS screening is not passed, then no agreement can be pursued.
Stage 2: Document Review, Clearance, and Signing
- If RPS is passed, SPS will provide a draft agreement to the faculty/staff member if one has not already been provided.
- If the partner institution insists on using its own template then the faculty/staff member reviews the international partner’s suggested agreement for content, using Purdue templates as references, and then forwards a draft to SPS, OCGP and the GAC representative for review. PS will draft the agreement or review the partner institution agreement and then provide a copy for the faculty/staff member, OCGP and the GAC representative for review and approval. Once all three have “cleared” the document, the faculty/staff member may send the document directly to the overseas partner/authorized signatories, or, if requested, SPS may conduct this step if the faculty/staff member prefers. For Purdue, all MOUs and AAs must be signed by the Chief Officer for Corporate and Global Partnerships and the Senior Director for Sponsored Program Services.
- For a Letter of Intent (LOI), Department Head, Dean, Provost, Center Director, or their designee are allowed to sign for Purdue. (In exceptional circumstances, if no language is changed from the template and the RPS has been approved then the LOI is the only international agreement that can be signed without explicit written approval of OCGP and the GAC representative).
Note: Purdue’s President does not routinely sign international partnership documents. When the president does sign, or in special circumstances when others are designated as signers for ceremonial purposes, a separate signature page is later attached to the document with the signatures of the authorized signatories.
Stage 3: Record Keeping
Once any of the three instruments is signed, the faculty/staff member should send an original copy to the international partner (if desired by the partner) and a scanned copy to SPS. SPS will distribute final scanned copies to the Office of Corporate and Global Partnerships (OCGP) and the Global Academic Committee (GAC) member. OCGP records agreements in the global linkages database while SPS maintains records in the COEUS database.
* For steps on drafting and approving Student Exchange Agreements, refer to http://www.studyabroad.purdue.edu/faculty/exchange_partners.cfm
Note: At Purdue, an “Exchange Student” is typically an undergraduate student who changes registration status and pays their tuition and fees at their home institution in order to enroll as a non-degree student at the host institution as part of a reciprocal agreement between institutions.