Voluntary Code of Practice on Exchange Placement

Please read below our code of practice on exchange placement before you sign our exchange agreement. 


An exchange placement is a period of up to a year spent studying overseas at another institution as part of a student’s studies towards a degree. The student can study at the other institution without incurring additional tuition fees on the basis that that institution can also send a student to study at the original student’s home institution in return. Therefore, an exchange is effectively two institutions agreeing to swap students between themselves underpinned by a principle of reciprocity.The institution which is receiving the student on exchange will be referred to as the host institution below.

Equality and fairness:

All exchange relationships will be conducted in such a way as to ensure inclusivity with no discrimination between students on such grounds as race, age, ethnicity, religion, disability, national origin or personal characteristics such as sexual orientation. All decision making will adhere to the principles of transparency and equity, ensuring that other considerations to influence their decision making in relation to exchanges.

Balance and numbers:

Partner institutions will agree the number of students to be exchanged between themselves in advance. The aim will be to ensure that institutions balance the number of full-time equivalent students over an agreed period of time. The balance of the exchange should therefore be calculated on the basis of semesters (or terms) of study rather than the number of students. Adjustments to the number of students sent annually will be agreed in advance by both parties should the exchange be out of balance.

Selection and Admission of students:

Each institution will nominate students to study at the partner (host) institution. The host partner  is responsible for determining the criteria for admitting students, including any academic and language requirements and will have the final decision on the admission of students to their institution.


Enrolment or registration will be managed by the host partner. The basic principle will be that students can register for any course or module for which they are suitably qualified, so long as that course or module is not full or unavailable to exchange students. The host institution will offer students support in finding appropriate alternative modules if the ones selected are not available.

Status of students:

Exchange students will be registered as a full student at the host institution and will be entitled to all the privileges and subject to the same rules and regulations as regular students at the host institution. Students will also remain registered at their original institution, and may also be subject to the rules and regulations of that institution.
Credits:Students will receive credits for completed studies following the practices of the host institutions. With the student’s consent, a transcript of the outcomes of the student’s studies will be provided to the student and to their original institution at the completion of the exchange.

Fees and expenses:

Students will pay any tuition fees required to their original home institution. The institution hosting the exchange will charge no further tuition costs. Neither institution is responsible for making any payments on behalf of any exchange students on the student exchange programme.Students are normally expected to bear the following costs during their exchange:

  • course literature and printed material;
  • housing and associated costs such as electricity, water, Wi-Fi, etc;
  • food and other subsistence costs;
  • membership of sports facilities, clubs etc. where these are not provided to registered students as of right;
  • travel arrangements;
  • passport and visa/residence permit valid for the period of the exchange;
  • health and accident insurance (unless provided by the host institution), insurance against theft of property and home insurance;
  • the host institution’s requirements for pre-enrolment health certifications and immunizations;
  • any debts incurred during the period of their study abroad; and
  • any costs due to accompanying spouse and/or dependants.


The host institution will provide suitable assistance and advice in obtaining appropriate housing for students. 

Compliance with legal requirements:

The exchange will be conducted in such a way that both institutions are fully compliant with all national and local legislation concerning but not limited to data-protection, freedom of information, anti-bribery and corruption, modern slavery and security and immigration. The partner institutions shall as far as possible seek to help each other to meet any legal obligations.Dispute resolution: In case of a dispute over the exchange, each partner shall appoint a suitable senior manager to resolve the dispute. Should a dispute prove irresolvable, either or both parties may decide to end the exchange relationship as noted below.

Ending an exchange relationship:

Should any partner unfortunately decide to end the exchange relationship, wherever possible this will be done in such a way as to resolve any imbalances in the exchange numbers. Partner institutions agree to  meet their obligations towards any students already accepted on an exchange or engaged in studies at the host institution, so studies are not disrupted.