Annual Work Protocol Guidelines

Consider the following elements and obligations and include them in a written protocol in order to avoid misunderstanding and to support the successful completion of a partnership.

Identification of participants

Identify participants for the period covered by the protocol. Specify:

• minimum and maximum number
• duration of stay (semester or academic year)
• language proficiency requirement and evaluation
• Major area of study

Host obligations

The host department should clarify or arrange for the following:

• pre-arrival responsibilities
• access to academic and research resources
• confirmation of financial obligations as agreed upon, and method of payment for housing, travel, health insurance, computer fees, teaching and research materials, etc.
• preparation of appropriate government documents in order to secure appropriate visas
• living arrangements and social conditions including provisions for dependents
• post-departure responsibilities

See "Hosting an International Scholar" for more issues to consider when inviting a foreign scholar.

Participant obligations

Although the exchange appointment should specify terms, each faculty member is advised to confirm the following:

• nature and terms of assignment (duration; expectation of academic contribution abroad, e.g. teaching, research, lectures, study, technical assistance, consulting and advising, public service work/internship, institution building, professional development)
• financial obligations and method of payment for housing, travel, health insurance, computer fees, teaching and research materials, etc.
• responsibility for living arrangements and social conditions, including provisions for dependents
• other personal and professional pre-departure responsibilities
• home institution expectations of returnee