Partner Universities – Using Established Channels

The first step is to establish contact with the university abroad. Discuss what you agree on and how you would like to co-operate in the future.

• What is the aim of the agreement and what are its benefits for the FH Potsdam?
• Should the cooperation include student exchanges and if so, for which degree programmes and on what terms?
• Would you like to exchange teaching ideas and design and run joint courses? Would you like to organise excursions and summer schools?
• Is it about research cooperation? Do you have specific plans to submit a project proposal? 
• What degree of concretisation is required for the operational implementation of the contractual objectives?
• Are supplementary regulations/contracts such as student exchange agreements required?
• Who is responsible for the fulfilment of the contract? 
• Do the contents of the contract cause points of friction with applicable law (e.g. data protection) or with other relevant guidelines or programmes?

All of these questions should be clarified in advance in order to determine the appropriate type of contract. 

There are different levels of cooperation:

• Cooperation at subject level/programme level (e.g. contracts for student exchange for a specific FHP degree programme in the Erasmus+ programme, Student Exchange Agreement)
• Cooperation at department level (one FHP department, contracts with departments and faculties at a university abroad without allocation to individual degree programmes, Memorandum of Understanding, Student Exchange Agreement)
• Cooperation at university level (if at least two departments express their explicit interest; e.g. Memorandum of Understanding, Student Exchange Agreement)

Please note that the designations for contract types differ internationally and therefore the content must always be checked.

Letter of Intent (LoI)

A partnership agreement is often preceded by the signing of a legally non-binding general letter of intent for cooperation, which can be concluded at all levels of cooperation. The conclusion of a letter of intent is not obligatory.

Partnership agreements: Cooperation Agreement or Memorandum of Understanding (MoU)

Legally binding partnership agreements are concluded at different levels. The cooperation agreement at faculty level is recommended if only one faculty is interested in cooperating with another university. If necessary, this can be supplemented with specifics (such as a supplementary agreement on student exchange).

The partnership agreement at university level is a fully-fledged cooperation agreement between two universities with the aim of promoting existing contacts and cooperation with universities abroad on an interdisciplinary basis. For university-wide partnership agreements, at least two departments must express their explicit interest. The university partnership agreement can include the exchange of students and academics as well as the joint realisation and publication of research projects. It contains either very detailed or merely general agreements and can be supplemented with specifics (such as a supplementary agreement on student exchange) if required.

In order to ensure sustainability, the cooperation in this type of agreement should be geared towards a minimum duration of three to five years. The content should be concretised in work plans. In addition, at least a medium-term funding basis (project application) should be sought.

Inter-Institutional Agreement Erasmus+ and Swiss-European Mobility Programmes

This is a cooperation agreement for student and/or lecturer and staff exchanges. The regulations and contract templates of the Erasmus+ programme (2021 – 2027) and the Swiss-European Mobility Programme apply to the conclusion of contracts. The contract term is currently generally set until 2027.

Agreement on Student Exchange

The Agreement on Student Exchange (except Erasmus+ and Swiss-European Mobility programmes) exclusively regulates the exchange of students. For student exchange agreements, the relevant university regulations and framework conditions as well as the respective study regulations and examination regulations must be observed. Regulations on the charging or waiving of tuition fees and the regulation of clear supervision relationships must be defined.

Since 2021, contracts in the Erasmus+ programme have been exchanged digitally as part of Erasmus Without Paper. The International Office is responsible for this. The International Office must therefore be involved in the initiation of contracts and the negotiation of conditions.

The digital inter-institutional agreement is signed by the International Office exclusively digitally via the Mobility-Online database.

Please inform the International Office about the desired contract conditions:

• exchange places by degree programme and number of places per academic year, in each case for students and/or staff mobility
• required language of instruction and language level
• other agreements. 

Counselling and sample contracts

Before concluding a contract, the intention to enter into international cooperation is reported to the department and the International Office is informed. The International Office supports and advises the departments in the preparation and implementation of the jointly agreed contractual objectives and content.

Legal review and model contracts

The legal review of the draft contract is carried out by Rainald Wurzer in consultation with the International Office. Send him the draft contract by e-mail. He and the International Office will also send you sample contracts if required.

Approval and signing

After a legal review and, if necessary, adjustments in consultation with the new partner university, the process is submitted to the President for signature. The signed contract is usually forwarded to the contractual partner by the person responsible for the contract or the International Office. The signed original remains with the university management.

Copy of the contract to the International Office

A copy of the contract must be sent by e-mail to the International Office in order to enter the cooperation in the exchange databases and overviews of the partner universities, as well as the HRK Kompass.

The International Office and – in the case of university-wide or interdepartmental contracts – the university management must be notified in writing by e-mail if cancellation or changes to the terms of the contract are desired.