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Exchange Programs (GAP 5.8)

Document 5.8

Exchange Programs

Current version

December 17, 2012

Contact Office
  • Vice Provost for Graduate Education (policy)
  • Office of the Registrar (implementation)
    • Graduate Admissions Office for all incoming student and exchange scholar arrangements
    • Office of the University Registrar for Stanford students in UCB or UCSF exchange programs.
Applicability
  • Exchange Scholar Program applicable to doctoral students in the fields of humanities, social sciences, and sciences who have completed one full year of study at one of the participating institutions.
  • UCB and UCSF Exchange applicable to all Stanford graduate students.

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If you have questions or suggestions about this handbook, contact the office of the Vice Provost for Graduate Education.

This handbook is a reference for Stanford faculty, staff and students. Where the current Stanford University Bulletin includes coverage of these topics, the current Bulletin is the governing policy. Stanford University reserves the right to make changes to its applicable policies, procedures and other materials contained here at any time and without prior notice.

Summary

Stanford University participates in a limited number of exchange programs at the graduate level, permitting enrolled Stanford graduate students to register for courses at other participating universities, and permitting graduate students at those universities to register for courses at Stanford.


1. POLICY

Stanford University participates in the following programs permitting graduate students to apply to study at other universities; each is described below:

  • The Exchange Scholar Program enables a graduate student enrolled in a doctoral program in one of the participating institutions to apply to study at one of the other graduate schools for a limited period of time so as to take advantage of particular educational opportunities not available on the home campus. The academic experience, including courses taken and/or research conducted with particular faculty at the visited institution, will be registered on the academic record maintained by the student's home institution (see Section 1.1, below).
  • Stanford also has separate exchange programs with the University of California, Berkeley, and the University of California, San Francisco that enable graduate students who wish to enroll in courses at either of these University of California campuses to do so during a quarter in which they are also enrolled at Stanford (see Section 1.2, below).

1.1 Exchange Scholar Program

The participating institutions are Brown University, University of California at Berkeley, University of Chicago, Columbia University, Cornell University, Harvard University, Massachusetts Institute of Technology, Princeton University, Stanford University (School of Humanities and Sciences), University of Pennsylvania, and Yale University (see Exchange Scholar application).

 Participation in this program requires the timely approval of both the student’s home institution and of the host university.  For Stanford graduate students, participation requires the discretionary approval of the student’s adviser and department.  The dean’s office in the School of Humanities and Sciences must also be notified when a Stanford graduate student will be participating in this program.  All approvals must be obtained two months before the registration date at the host institution.

NOTE: Differences between the yearly calendars of the home and the host institutions should be taken into consideration when planning an exchange under this program.  For example, differences between institutions with semesters, as opposed to quarters, can affect the timing of visits, periods of insurance coverage, and the provision of financial support to the student. 

1.1.1 Eligibility

Normally students will be eligible to apply to be Exchange Scholars only after they have completed one full academic year in residence in a graduate degree program at their home institution.

1.1.2. Duration

A minimum of one term of study, i.e., either semester or quarter, and a maximum of one academic year will be permitted in the program.

1.1.3 Summer Session

This Program is not operational solely during Summer Sessions. Students from other institutions who want to study at Stanford for summer do so through the Summer Session program.

1.1.4 Registration Status

Exchange Scholars will be registered by the home and host institutions in whatever category ("in absentia," "in residence," "special student," "Exchange Scholar") is appropriate at each institution.

At Stanford, the Office of the Registrar will register incoming students coming to Stanford through this program in a non-matriculated Stanford student category.

The Office of the Registrar will register outgoing Stanford students, who will be in residence at another institution through this program, in the category of “Exchange Scholar” during each Stanford quarter of the exchange.

1.1.5 Enrollment Requirements

Exchange Scholars will enroll at the host institution, as required by that institution.

Outgoing Stanford students participating in this program, who will be in residence at another institution, should discuss in advance with the Stanford program and with the host institution whether and how to enroll at the host school.

1.1.5.1. Outgoing Stanford students who have not reached TGR status

Stanford students who are not yet at TGR status will enroll at the host institution for whatever number of units would be expected by their Stanford degree program. In this case, the home department must advise Graduate Admissions at Stanford in order for the student to be charged the correct Stanford tuition (either the 8 – 10 unit rate, or the tuition rate for 11 or more units).

In this case, the units taken at the host institution will be evaluated by the Office of the Registrar and by the Stanford home department for inclusion on the student’s Stanford transcript. Units earned in this way will be counted as Stanford units (as opposed to transfer units) for the purpose of completing program and residency requirements. See Section 1.1.10, Records.

1.1.5.2 Outgoing Stanford students in TGR status

Stanford TGR students who are participating at this program, who will be in residence at another host institution, are required to continue their TGR enrollment at Stanford during the period of the exchange. If these students enroll in units at the host school, they may have those units recorded on their Stanford transcript, but those units cannot be used to satisfy any Stanford requirements. These students will be billed for TGR tuition during the period of the exchange.

1.1.6 Tuition and Financial Aid

Tuition will be charged and collected, and any financial aid will be provided, by the student's home institution.

Departments who wish to provide financial support to a Stanford student participating in this program and in residence at another institution may use the GFS application to do this; note that aid will be provided to the student on the Stanford academic calendar schedule, rather than on the schedule of the host institution.

1.1.7 Health and Hospitalization Coverage

All students participating in this program are expected to have insurance coverage through their home institution that will provide coverage while the student is at the host institution.

The institution which the student is visiting will be responsible for assuring that hospitalization and health services are locally available. However, the host institution may either charge the student for such services or require that the student purchase health insurance coverage from the home institution.

1.1.8 Benefits

At the institution visited, Exchange Scholars will be accorded all the benefits of that institution's resident students. They will receive a student ID card which permits access to the host institution's libraries, labs, health facilities, athletic facilities, housing (as available) and the like. Where these services entail fees in addition to tuition, the host institution will charge Exchange Scholars the same fees it charges its own graduate students.

1.1.9 International Students

International students are understood to be under the continuing sponsorship of their home institution. All US Homeland Security work for them must be done through the international student adviser at the home institution. International students on F-1 visas should note that they are not allowed to work at the host institution unless they obtain prior written approval from their international adviser at the home institution.

Stanford students participating in this program are responsible to notify Stanford’s Bechtel International Center of their plans to be in residence at a host institution.

1.1.10 Records

Upon completion of each term, officials of the institution visited will collect the information concerning the Exchange Scholar's course of study and forward it (with appropriate stamps/seals and signatures) to the appropriate office at the student's home institution.

Stanford students who enroll in units at a host institution request that a transcript of their course of study be sent to the Graduate Admissions Office at Stanford. If the student wishes these units to be recorded on their Stanford transcript, the student must submit an Application for Graduate Residency Credit. Coordination with the Office of the University Registrar will occur in order to record the units on the transcript. The institution attended, units awarded and the Exchange Program status are reflected on the transcript. Units recorded in this way are counted as Stanford units (as opposed to being counted as transfer units) for the purpose of satisfying Stanford residency requirements

Students coming to Stanford through this program use their student AXESS account to request a Stanford transcript to be sent to their home institution. Stanford students going to an exchange institution will make a similar request at that institution. Normally this information will include the course record (title, number, instructor, credit or class hours and grade received) and any special research conducted under the auspices of a faculty member. The information will then be posted on the student's academic record or made part of the record as appropriate to the home institution.

1.2 Selected UC Exchange Programs

Stanford also has separate exchange programs with the University of California, Berkeley, and the University of California, San Francisco. An application form is available online for Stanford graduate students who wish to enroll in courses at either of these University of California campuses. Students enroll concurrently at Stanford and the University of California campus. For Stanford students, the minimum Stanford enrollment is four units.

A separate application form is provided for students at the University of California, Berkeley, and the University of California, San Francisco who wish to take courses at Stanford.

Course instructors must give permission for exchange applicants to enroll in classes by signing the form. Exchange applicants should discuss their plans with their Stanford department and with the academic department at the exchange institution. The application form requires the discretionary approval of both departments, and from the Registrar’s Offices of both institutions. See the UC Exchange application form.

Exchange arrangements for these programs are made on a quarter-by-quarter basis. A new application is required for each quarter at an exchange institution.

2. IMPLEMENTATION GUIDELINES

2.1 Procedures for Stanford Students Applying to Study at Another University through the Exchange Scholar Program

PROCESS STEPS RESPONSIBILITY
1. Discusses the appropriateness of exchange study at another institution and the value to the student’s academic progress. Student and adviser
2. Identifies an appropriate faculty adviser at the potential host institution. Student and adviser
3. Downloads a copy of the Exchange Scholar Program Application. Reads the application carefully, and gathers all necessary signatures. Student
4. Reviews the Exchange Scholar Program Application and discusses all aspects of the arrangement with the student and the student’s advisor.  Signs the application to indicate concurrence.  Stanford Department
5. Reviews the Exchange Scholar Program Application, signs and maintains a copy of the agreement. Stanford School Dean's Office
6. Provides the signed application form to the Graduate Admissions Office at least two months before the registration deadline at the host institution. Student
7. Contacts the host institution to receive written acceptance or denial of the Stanford student, and provides a copy to the Stanford student. Graduate Admissions
8. If the student is not at TGR status, informs the Graduate Admissions Office of the number of units in which the student would have enrolled if at Stanford (8-10 or 11 +) in order to determine appropriate Stanford tuition. Stanford Department
9. Registers the outgoing Stanford student in the category of Exchange Participant Scholar. Graduate Admissions
10.

Completes academic requirements, pays tuition and fees to Stanford.

NOTE:  If student is in TGR status at Stanford, continues to enroll in the appropriate TGR course during each Stanford quarter of the exchange.  If not at TGR status, Stanford tuition will be determined by Graduate Admissions based on information provided by the student’s home department (see step 8, above).

Student
11. Upon completion of each term, requests transcript from host institution to be sent to Stanford Graduate Admissions Office. If the student wants the units completed to be recorded on their Stanford transcript, the Application for Graduate Residency Credit must also be submitted. Student
12.

Coordinates with the Office of the University Registrar to add appropriate units to the student’s Stanford transcript.

NOTE:  Units earned via this Exchange Scholar program are counted as Stanford units (as opposed to being counted as transfer units) for the purpose of satisfying Stanford residency requirements.  The institution attended, units awarded and the Exchange Program status are reflected on the Stanford transcript.

Graduate Admissions

2.2 Procedures for Students from Other Universities Applying to Study at Stanford through the Exchange Scholar program

PROCESS STEPS RESPONSIBILITY
1. Downloads a copy of the Exchange Scholar Program Application. Reads the application carefully, and gathers all necessary signatures at the home institution. Student and Home Institution
2. Forwards the approved application form to Stanford Graduate Admissions at least two months prior to the preliminary study list deadline. Student Home Institution
3. Contacts the Stanford department to receive written acceptance or denial of the exchange student, and provides a copy to the student. Graduate Admissions
4. Reviews the Exchange Scholar Program Application to assure appropriate supervision of the visiting student, and to determine appropriate enrollment, if any, at Stanford. Stanford
Department
5. Notifies student and home institution of acceptance or denial.  If approved, registers the incoming student at Stanford in the category of Exchange Participant. Graduate Admissions
6. Completes academic requirements, enrolls in the appropriate courses at Stanford, pays tuition and fees to home institution. Student
7. Upon completion of each term, uses AXESS to request transcript from Stanford to be sent to home institution. Student

2.3 Procedures for Stanford Students Applying to Study at either UC Berkeley or UC San Francisco through the UC Exchange Program 

PROCESS STEPS RESPONSIBILITY
1. Discusses the appropriateness of exchange study at another institution and the value to the student’s academic progress. Student and adviser
2. Identifies an appropriate faculty adviser at the potential host institution. Student and adviser
3. Downloads a copy of the UC Exchange Program Application. Reads the application carefully, and gathers all necessary signatures. Student
4. Reviews the UC Exchange Program Application and discusses all aspects of the arrangement with the student and the student’s advisor.  Signs the application to indicate concurrence.  Stanford Department
5. Submits the signed application form to the Student Services Center by the Preliminary Study List deadline at Stanford and the enrollment deadline at the UC institution. Student
6.

Enrolls in a minimum of four units at Stanford.

Tuition is based off of total enrollment from both schools.

If the student is not at TGR status, informs the Office of the University Registrar of the number of units in which the student would have enrolled if at Stanford (8-10 or 11 +) in order to determine appropriate Stanford tuition.  Note that all semester units from Berkeley are converted into quarter units.
Student
7.

Updates student record to reflect their exchange status. Then submits final application to the UC institution for processing and registration.

Student should receive two emails: one from Stanford and one from the UC institution indicating that the application was accepted.
Office of the University Registrar
8.

Completes academic requirements, pays tuition and fees to Stanford.

NOTE:  If student is in TGR status at Stanford, continues to enroll in the appropriate TGR course during each Stanford quarter of the exchange.  If not at TGR status, Stanford tuition will be determined by based on information provided by the student (see step 6, above).

Student
9.

Upon completion of each term, requests transcript from UC institution to be sent to Stanford's Office of the University Registrar. If the student wants the units completed to be recorded on their Stanford transcript, the Application for Graduate Residency Credit must also be submitted.

Student
10.

Once the final transcript is received from the UC institution, adds appropriate units to the student’s Stanford transcript.

NOTE:  Units earned via this exchange program are counted as Stanford units (as opposed to being counted as transfer units) for the purpose of satisfying Stanford residency requirements.  The institution attended, units awarded and the Exchange Program status are reflected on the Stanford transcript.

Office of the University Registrar

2.4 Procedures for UC Berkeley or UC San Francisco Students Applying to Study at Stanford through the UC Exchange Program

PROCESS STEPS RESPONSIBILITY
1. Downloads a copy of the UC Exchange Program Application. Reads the application carefully, and gathers all necessary signatures at the home institution. Student and
UC Institution
2. Obtains signature and approval from the Stanford Department and submits form to Graduate Admissions prior to the preliminary study list deadlines published on the Stanford Academic Calendar. Student
3. Notifies student and UC institution of acceptance or denial.  If approved, registers the incoming student at Stanford in the category of Exchange Participant. Graduate Admissions
4. Completes academic requirements, enrolls in the appropriate courses at Stanford, pays tuition and fees to UC institution.  Student
5. Upon completion of each term, uses AXESS to request transcript from Stanford to be sent to UC institution. Student

 

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