This toolbox is designed to offer easy access to key information about institutional procedures for setting up and managing joint programmes at 4EU+ universities. Accessible in both online and offline versions, the information is divided into four main categories: accreditation, agreement, diploma, and finances. Depending on their needs or interests, academic as well as support staff can use the toolbox to easily filter locally specific relevant information about the issues that every new or existing joint programme has to address. The toolbox is regularly updated, and any of the sections (cross-selection of a problematic and a HEI) can be deliberately downloaded. In case of any questions relating to the content of the toolbox, please contact the respective members of the joint programmes task force.
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The granting of authorisation to implement a new study programme within the areas of study for which Charles University has obtained institutional accreditation is described below as a step-by-step procedure:
Once a year, or any time during the respective year, the Dean of a Faculty notifies the Rectrix by an official letter with the so-called “accreditation plan” of their intention to submit a proposal of a new study programme to be implemented; the Rectrix notifies the Extended Rectrix´s Board of the proposal. The letter has to contain basic information regarding the intended study programme, its brief characteristics and the profile of a graduate from the programme proposed.
The proposal of a study programme is to be prepared within the accreditation module in SIS (https://is.cuni.cz/studium/eng/) in compliance with the directive of CU (A proposal for a programme of study under institutional accreditation), using the respective methodology manual.
The proposal is submitted for consideration to the Academic Senate of a respective Faculty; subsequently, the proposal is submitted for approval to the Research Board of a respective Faculty.
The submission of proposals of study programmes aimed at preparing students for regulated professions to the Rectrix must be preceded by the issuance of a permission by a competent authority (regulator) – see Art. 6 Par. 1 Letter c of the above mentioned directive. Duration of consideration by a regulator is about 3 months.
The proposal of a study programme is submitted by the Dean of a Faculty to the Rectrix (or Vice-Rector for the Conception and Quality of Education); the formal elements of the proposal are subject to control at the Department of Quality of Education and Accreditations (DQEA). Then the Rectrix refers the proposal to the Internal Evaluation Board of Charles University (IEB).
The time-limit for consideration of the proposal at the DQEA and by the IEB is 90 days from the delivery of the proposal; the time-limit does not include the time period during which formal and/or substantial elements of the proposal are rectified by the Faculty. Estimated duration of the accreditation process at the Rectorate of CU is 3-5 months (it is necessary to take into account summer and Christmas vacation).
A study programme must be granted authorisation to be implemented before the conditions for admission to study are published.
Conditions for admission to a new study programme can be published later than set by the schedule of admissions procedure but not later than 2 months before the entrance examination (at least 1 month for filing an application for admission, and at least 1 month for sending an invitation to attend the entrance examination). The authorisation should be granted to a new study programme no later than 3 months before intended entrance examinations.
The repeated grant of authorisation or extended authorisation to implement a study programme:
Authorisation to implement a study programme can be repeated (“extension of accreditation”); or it can be expanded with data contained in the resolution of IEB (usually with the form of study, specialisation, other institutions, etc.).
The procedure for granting repeated authorisation of a study programme (see Art. 2 Par. 1 Letter b and Par. 2 of the directive) or extended authorisation of a PS (see Art. 7 of the directive) is similar to the procedure applicable to the submission of a new proposal for a study programme with one exception: it is not necessary to notify the Rectrix of the intention to submit a proposal for study programme.
The deadline for submission of a proposal for the repeated granting of authorisation for a study programme is posted on the website of the IEB Internal Evaluation Board – Charles University in the final paragraph of the part entitled “Competency” (CZ). Terms are determined in such a way that conditions for admission to the respective programme of study can be published on the regular date in compliance with the Schedule of Admissions Procedure.
Conditions for admission can be published regarding study programmes the authorisation of which applies at least until 31 December of the academic year for which the conditions are published.
Conditions for admission to a study programme which was recently granted repeated authorisation (i.e. was extended) can be exceptionally published later than determined in the Schedule of Admissions Procedure (see point 6 above).
Publication of admission in a shorter period is inapplicable to a study programme individually extended with new curricula (specialisation, curricula for double-curriculum study, other forms of study, curriculum with a foreign university).
Substantial changes in a study programme in the course of existence of authorisation
Changes can occur between individual grants or extensions of authorisation for a study programme. Substantial changes that impact upon the profile of a graduate, content of the final state examination, and/or significantly alter the staffing of the study programme, and that are stipulated in Article 19 of
Consolidated Rector´s Directive n. 22/2022, must be submitted for consideration to IEB in compliance with the respective methodology manual.
Notes:
Should a study programme fall outside areas of study covered by institutional accreditation of Charles University, an application for accreditation must be submitted to the National Accreditation Authority (NAA). The accreditation procedure and schedule should then include consideration of an accreditation application by NAA.
Accreditation procedure (items 1-5, 7, 8, 11) is governed by the Accreditation Code of CU (Articles 11, 14, 18).
Publication of conditions for admissions procedure (points 6 and 10) can be consulted with the legal and methodological support section of the Student Affairs Department.
Concept Accreditation: Design and Implementation of a New Degree Programme (Including National and International Joint Programmes)
Concept
The impulse for the design of a new degree programme originates from a study unit and the responsible faculty: This is where the idea of a degree programme evolves, e.g., because the unit would like to further develop its teaching profile.
This idea is presented in the department committee (Fachrat, institute/seminar level) or in the faculty commission for study and teaching (Studienkommission). If the faculty council shows positive interest in the idea, the study unit contacts the Division of Student Affairs and Teaching involving the QM advisor. The Division appoints a person, who coordinates the entire process of the implementation. Once the contact with the coordinating person is made, a kick-off meeting will be arranged. The kick-off meeting takes place with the goal to present the entire process to the study unit, as well as the relevant services in this process, in order to maintain the quality-relevant standards right from the start. At the same time this first encounter allows all parties involved in the process to meet, as there are:
responsible study unit representatives,
QM Advisor of the faculty,
Division of Student Affairs and Teaching: all relevant departments or persons, particularly the coordinating person of the entire process, a legal advisor to answer legal questions, a person in charge of the admission procedure to answer respective questions, a person from the Central Student Advisory Office in order to share experience from this point of view, one person for teaching capacity matters,
heiSKILLS Department for Teaching and Learning (curriculum development, generic competencies, training of tutors, forms of teaching, learning and assessment, competence orientation), as well as Department for Advanced Scientific Training and Lifelong Learning (in continuing-education master’s degree programmes),
International Relations Division (only if an international degree programme is planned and if questions regarding the admission of international applicants might be relevant),
heiQUALITY office (issues relevant for accreditation, module handbooks, external reviews).
Possible obstacles in the implementation process can be identified at an early stage during the kick-off meeting, and solutions can already be considered. A preliminary schedule is discussed, and the different steps of the process are agreed upon together.
After this meeting, the study unit will work on the concept of the degree programme. It should focus particularly on the following components: Overall objectives and explicit learning outcomes of the degree programme also as a demarcation to already existing degree programmes, level (Bachelor’s/Master’s) and contents of the degree programme, target group and intended cohort sizes, graduate profile and qualification objectives, planned modules, forms of teaching, learning and assessment, as well as financing and sustainability.
During the entire process, the study unit and the QM Advisor are advised and supported by the above-mentioned service facilities. The final concept is then presented in the Rectorate via the head of the Division of Student Affairs and Teaching. In case of positive feedback, the implementation process goes into the second phase. The Rectorate may however also decline the concept because the planned degree programme does not fit into the overall strategy of the University or return the concept to the study unit for further elaboration. In that case, there is the opportunity to resubmit a revised concept to the Rectorate.
Already during this first phase (working on a concept), but also during the entire next phase (elaboration, see next section), the heiSKILLS Department for Teaching and Learning is available for advice on all issues regarding curriculum development or implementation of a competence-oriented, innovative concept. The study unit can decide if it wants to be advised personally or if it prefers to only use the numerous online sources e.g. guideline papers and workshops about course and curriculum planning [1]. Furthermore, there are also online courses for the acquisition of generic skills available that can be used directly for the curriculum (e.g., introduction to scientific writing, study skills such as learning to learn, study in a motivated and independent manner and time management).
[1] https://www.uni-heidelberg.de/slk/nutzbar/
Elaboration
During the further elaboration of the new degree programme, external academic, vocational and student reviewers render a written report. Based on these expert reports the study unit creates and finalises the relevant documents (admissions regulations, examination rules and regulations, module handbook, teaching capacity analysis) in close collaboration with the above-mentioned involved parties.
An external academic reviewer as well as an external vocational and an external student reviewer render a written report on the degree programme concept approved by the Rectorate: The study unit may submit three suggestions for each external reviewer [2] adhering to defined criteria and giving a reason why these persons are suitable for the evaluation. The heiQUALITY checks the criteria based on the information available online and forwards the results to the Vice-Rector Quality Development, which decides on the ranking and, if necessary, the exclusion of reviewers. The heiQUALITY office contacts the reviewers in the determined order. They write their report based on a standardised set of questions via EvaSys online survey. As soon as the heiQUALITY office receives all three reports, they are sent to the study unit and the QM Advisor. The results of the reports are to be discussed in the department committee (Fachrat, if existing) or in the faculty commission for study and teaching (Studienkommission) where the weak points detected by the reviewers should also be analysed and if adequate be included in the further development of the degree programme. Additionally, the study unit issues an official statement on the expert reports that are later on presented to the Senate Commission Teaching (SAL).
At the same time, the responsible person in the study unit works on all the relevant regulations (rules and examination regulations, tuition fee regulations, admission regulations, if necessary further regulations) with the support of the QM Advisor and in consultation with the responsible legal expert of the Legal Service Student Affairs and Teaching. The module handbook is created with the support of the QM Advisor and in consultation with the responsible person at the heiQUALITY office. Therefore, a template for module handbooks can be used, which entails all relevant and legal specifications. Regarding the contents of the Diploma Supplement and the Transcripts of Records, the heiQUALITY office informs on a regular basis the QM Advisors about the valid specifications, who forward them to the study units.
If the new degree programme is intended to be in cooperation with one or more national or international institutions of higher education, an additional cooperation agreement must be concluded, in which since 2016, the criteria for joint quality assurance and development are to be defined. It is the own responsibility of the study unit and/or faculty board, to stipulate and coordinate the cooperation with the partner university involving the Legal Service Student Affairs and Teaching and the International Relations Division.
Another important component of the elaboration phase is the teaching capacity analysis: In cooperation with the study unit, the capacity calculator of the University determines whether or not the teaching resources within the study unit are sufficient to ensure the required courses considering all degree programmes offered by the unit. The results of the analysis are presented to the SAL.
Prior to the approval of the documents by the university bodies, the coordinating person of the overall process in the Division of Student Affairs and Teaching checks if all documents reviewed by the different responsible departments are consistent and complete.
[2] When establishing and accrediting theological degree programmes or degree programmes related to teacher or psychotherapeutic trainings, the vocational reviewer to be involved is not designated by the university, but by the responsible regional church, the Ministry of Education and/or the regional council.
Approval by university bodies
After the checked documents are approved by the department committee (Fachrat, if existing), these are presented to the faculty commission for study and teaching (Studienkommission). Afterwards, they have to be approved by the faculty council. Every superordinate board can return the documents for further elaboration to the subordinate board. If there is a positive vote by the faculty bodies, the documents are sent via the QM Advisor of the Faculty with the vote results to the office of the Senate Commission Teaching (Senatsausschuss Lehre - SAL) in the Division of Student Affairs and Teaching.
The final versions of all relevant documents (the examination rules and regulations, the admission regulations, the module handbook and the external reviews including the statement of the study unit) are required for the presentation to the SAL. The tuition fee regulations and the cooperation agreement with a respective quality assurance clause are also required at that time if it is a degree programme that is subject to charges or a cooperation degree programme. The results of the Teaching Capacity Analysis are forwarded to the office of the SAL directly by the office within the Division of Student Affairs and Teaching that is responsible for the calculations of the capacity.
As soon as the new degree programme is approved by the SAL, the office of the SAL submits the required documents via the official channel to the Senate and then to the University Council. The coordinating person within the Division of Student Affairs and Teaching informs the persons involved in the procedure about the result of the decision taken in the Senate. After the University Council approved the new degree programme, the Division of Student Affairs and Teaching applies for the implementation approval of the Ministry of Science, Research and the Arts, Baden-Württemberg (MWK) and applies for approval of further institutions that possibly need to be involved: e.g., Ministry of Justice, Ministry of Social Affairs or the protestant regional church (Oberlandeskirche).
Implementation
After receipt of the approval letter of the MWK, the coordinating person of the overall process within the Division of Student Affairs and Teaching forwards the required information to the responsible persons and further involved parties and ensures that the regulations of the new degree programme can be published in the bulletin of the Rector.
With the publication in the bulletin of the Rector, the quality-ensured implementation process is completed, and the new degree programme is legally valid. Subsequently, the degree programme receives a certificate of accreditation issued by the heiQUALITY office with the date of the publication. The concept accreditation is valid for eight years.
Parallel to this, all necessary university-internal steps are initiated by the Division of Student Affairs and Teaching, in order to conclude the implementation of the new degree programme (online publishing of the legally valid regulations, informing the University Computing Centre in order to set up a subject key, to incorporate the degree programme into the Campus Management System etc.).
Further Development and Re-Accreditation of a Degree Programme
The further development of degree programmes is a continuous process that is part of the permanent work of different faculty bodies, such as the department committee (Fachrat, if existing) and the faculty commission for study and teaching (Studienkommission), as well as for some study units additional working groups. Beyond these natural further developments, it also requires formalised processes for further development as described hereinafter. There are often operative improvements with regard to everyday university life and its organisation, that for instance are worked out and implemented during dialogues between teaching staff and students. If these improvements require formal decisions by the faculty bodies, they are made by the department committee (if existing) and in the faculty commission for study and teaching. Further developments pertaining to the formal rules and regulations of a degree programme are categorised as follows:
simple and significant amendments: further development from within the study unit,
first cohort Monitoring: first evaluation after implementation of a new degree programme,
Q+Ampel-Verfahren: internal evaluation procedure for systematic quality assurance and development of degree programmes for re-accreditation/re-certification.
The internal evaluation procedure for quality development (Q+Ampel-Verfahren) is also applied for quality development and accreditation of national and international joint programmes. The question of responsibility for the accreditation process and joint quality development is regulated either in a framework agreement on quality assurance or in a quality clause, which is an essential part of every cooperation agreement of a newly implemented degree programme or to be incorporated into the cooperation agreement of already existing degree programmes, by the reaccreditation at the latest. If Heidelberg University is responsible for accreditation, representatives of the partner universities are always involved from the very beginning. Joint programmes with partner universities in the European Higher Education Area are also accredited within the framework of the Q+Ampel-Verfahren. Although the focus here lies on the parts Heidelberg University is responsible for, the joint quality assurance, and development of the entire degree programme is also subject to evaluation. Degree programmes offered by Heidelberg University outside of the European Higher Education Area alone or in cooperation, are also subject to the Q+Ampel-Verfahren.
Heidelberg University maintains cooperations and joint programmes with other system-accredited institutions of higher education. It does not, however, have a common QM system with another institution of higher education. If there are cooperations with other institutions of higher education, a quality assurance clause is integrated in the cooperation agreement both at the institution level and at the level of the respective degree programme. This clause includes joint perspectives of quality assurance and quality development and regulates how the joint QM processes, including (re)accreditation, are to be designed. However, the QM systems of the respective institutions of higher education always remain independent from one another.
Internal regulations or instructions, e.g. regarding the curriculum, mobility track, student’s pathway or enrolment
According to German law (Studienakkreditierungsverordnung), the following is regulated:
A joint programme is either a Bachelor’s or a Master’s study programme that is coordinated and offered by a domestic higher education institution together with one or more higher education institutions from a foreign state or states in the European Higher Education Area and that has the following features:
an integrated curriculum,
usually at least 25 percent of the study programme completed at one or more foreign higher education institutions,
contractually governed cooperation,
coordinated admissions and examination system, and
a joint quality assurance.
Depending on the form(at) of the study programme (joint degree or double/multiple degree), different legal regulations apply.
Timeline
The timeline for establishing a new joint programme varies between 1 and 2 years. There are no external deadlines. It depends on the efficient contribution and cooperation of the different university bodies. For each project, an individual timeline is agreed upon by the different stakeholders at the university.
The accreditation of study programmes is valid for 8 years.
Procedure regarding the accreditation of a new joint programme at SU
Teacher-researchers who wish to set up a joint programme must present their project to the central administration and to the governance, which judges the quality and relevance of the project to be undertaken.
Project stakeholders must concretely present the relevance of the project, which includes a complete analysis of needs and well-documented evidence of the benefit of the project and its sustainability. The profiles, skills and learning outcomes planned for students must be presented and discussed.
During this phase, it is not necessary that an agreement has been reached with potential future partners, and the final composition of the partnership may not yet have been determined.
The precise elements constituting the partnership and the application can and are often established within the first 2 months following the tacit agreement of the central administration and governance.
The profile and skills of the candidates are analysed; but there are no instructions or regulations at the internal level concerning the selection of students.
There are no constraints regarding mobility paths or student paths. However, it is important to note that to avoid any ambiguity in the legal status of students, it is crucial to ensure that each student is admitted to only one of the participating institutions.
Procedure regarding the accreditation of a new joint programme at UCPH
UCPH is subject to institutional accreditation, hence formal programme level accreditation is not required. However, the establishment of new programmes still involves a process of formal approval from the National Accreditation Board subject to submission of a pre-qualification application addressing some of the issues usually included in programme level accreditation procedures.
The core focus of any pre-qualification application is a comprehensive needs analysis showcasing a program's relevance to the Danish and international labour market. Approval hinges on demonstrating that the national labour market can accommodate the planned volume of graduates from the program expected to seek employment in Denmark. As part of the needs analysis, the generic competency profile(s) and composition of learning outcomes for graduates are presented and deliberated upon with expected employers during the curriculum development phase and the preparation of the pre-qualification application to be submitted to national authorities either in February or September. At UCPH thematic advisory boards are established comprising external stakeholders who convene twice a year to offer insights on all aspects of relevance for adjustments in competency profiles and learning outcomes for programs on offer, including new programs under development and review of existing programs. These semi-annual meetings are integral to the ongoing process for the development and approval of new programs, including joint programmes.
Though, when joint programmes are conditioned on courses established and offered within the framework of existing programs, it is possible to deviate from the formal approval process, which goes as follows when fast-tracked as an Erasmus Mundus Joint Master programme at e.g. the Faculty of Science, UCPH:
Every year in October/November, the European Commission announces the call for proposals of Erasmus Mundus Joint Masters with an application deadline set for mid-February. The demonstrated cycle below has been adapted to these deadlines so that proposals for new Erasmus Mundus Joint Master programmes can be approved by the UCPH Rector in advance of an Erasmus Mundus Joint Master application being submitted to the European Education and Culture Executive Agency (EACEA).
Proposals for new Erasmus Mundus Joint Master programmes are presented to the UCPH Education Council (KUUR) as early in the development process as possible, i.e. before a formal commitment has been reached between UCPH and the partner universities. Please note that applications for national pre-qualification submitted to the Danish authorities and applications for Erasmus Mundus Joint Masters submitted to EACEA are done in parallel, which is in accordance with the recommendations from the Danish Ministry of Higher Education. In other words, it is not a ministerial requirement that one process must be completed before the other process can begin.
However, if completely new courses are included in the proposal for the Erasmus Mundus Joint Master programme, these courses must be approved by the local study board and dean and be offered within the framework of an existing programme when submitting an Erasmus Mundus Joint Master application to EACEA. Such a parallel application process enables the programme to be offered faster than with a sequential application process as in the latter approach the national pre-qualification application is submitted after the evaluation results are received from EACEA on the Erasmus Mundus application. Whereas in the parallel application, the pre-qualification application is submitted to the national authorities shortly before the Erasmus Mundus Joint Master application is submitted to EACEA, hence the evaluation result of both processes is aligned.
However, it is possible to seek approval sequentially if a Faculty wishes to receive the evaluation result from EACEA before committing workload towards submission of a pre-qualification application to the Danish authorities. However, the rector must still approve both the proposal that forms the basis for the Erasmus Mundus Joint Master application to EACEA and the prequalification application.
Please note that this annual cycle only applies to the approval of Erasmus Mundus Joint Master programmes.
Prequalification February 2024
Responsibilities
Action
Ongoing - but before agreement with partner universities is signed
Applies to parallel and sequential application
Faculties
Faculties send presentations of upcoming programme partnerships for new Erasmus Mundus programmes, cf. Procedure for the rector's approval of the creation of new programmes and Checklist for the development of new Erasmus Mundus programmes.
Presentations should be sent to Education Services (US).
Ongoing - but before agreement with partner universities is signed.
Ongoing
Education Service (US)
US communicates KUUR's recommendations to the faculties.
Applies to sequential application
Rectorate
US submits the programme proposals including KUUR's recommendations to the Rectorate. Rector decides on proposals for the development of new Erasmus Mundus programmes
US notifies the faculties of the rector's decision.
Ongoing - beginning of January 2024
Applies to parallel application
The faculties prepare final proposals for new Erasmus Mundus programmes: Application for pre-qualification (labour market needs and coherence in the education system).
The faculties also prepare a research matrix and competency matrix.
Education Service (US) provides assistance in connection with the design of the programme proposals. The faculties are responsible for involving relevant parties, including study boards, employer panels, any authorising authorities, etc.
Ongoing - beginning of January 2023
The faculties prepare the application to the EU Commission.
Beginning of January 2024
The faculties submit copies of pre-qualification applications to US for final approval by the rector. Research matrix and competency matrix are included.
End of January 2024
US notifies the faculties of the rector's decision on approval.
1 February
2024 at 12.00
Application for prequalification must be submitted to the Ministry via the application module on the Ministry's website
Please allow 10 weeks for processing.
Mid-February 2024
Application for Erasmus Mundus programmes to the European Commission
February 2024
Proposal for the annual cycle for Erasmus Mundus programmes for 2024/25 is presented to UCPH Education Council (KUUR).
April 2024
The Ministry's decision on prequalification is available.
US informs KUUR and the Board of Directors of the Ministry's decision.
June/July 2024
EACEA
EU Commission approval of new Erasmus Mundus programmes
June-August 2024
Faculties prepare final proposals for new programmes: Application for pre-qualification (needs in the labour market and coherence in the education system). Prequalification guide
Beginning of September 2024
The faculties submit a copy of the application to US for final approval by the rector.
Mid-September 2024
15 September
Application for prequalification must be submitted to the Ministry.
Calculate 10 weeks processing time, end of November 2023.
December 2024
The Ministry's decision on prequalification is available. US informs the Board and KUUR.
The approach and regulatory framework prioritise a student and stakeholder perspective rather than focusing solely on the curriculum/content. It emphasises the generic competence profile and learning outcomes of graduates, structured around knowledge, skills, and competencies. There are no constraints concerning mobility tracks or student pathways. However, it's important to note that to prevent ambiguity in the legal status of students, it's crucial to ensure that individual students are admitted to only one of the participating institutions, whereas enrolment is taking place at each institution involved in a student’s mobility-track. Admission to multiple institutions and/or “the consortium” of partner institutions is not a legal option. It creates a situation which is legally uncertain for students.
Timeline for internal accreditation
See the schedule above, though a recommendation is to plan for at least 18-24 months of preparation, allocated for the pre-award phase – i.e. the duration of development, discussion, planning etc. in advance of the actual implementation/post-award phase beginning when announcing the call-for-applications from students who apply for admission to the programme.
Any specific requirements or challenges
In cases where the award of a joint degree is pursued additional administrative/legal obstacles may arise, and it is recommended to start any joint programme initiative with a double-degree/multiple-degree. Upon testing the ability to implement awarding the degree separately the next step may be to establish the award of a joint degree. However, to do so from the start is not recommendable. In particular not, if any of the participating institutions have not done so before.
Procedure regarding the accreditation of a new joint programme at UNIGE: internal regulations or instructions
Regarding the curriculum (guidelines are in French): Guide for the creation of UNIGE programs (in french: Guide pour la création de programmes UNIGE (genial.ly))
Regarding mobility tracks: Policy governing stays abroad (https://www.unige.ch/exchange/en/outgoing/study-abroad/policy-regarding-risk-areas/)
Regarding student’s pathway or enrolment : UNIGE registration information (https://www.unige.ch/immatriculations/en)
1. Collaboration: In this model, another institution offers its courses to students enrolled in a UNIGE programme. Students are required to take courses at either UNIGE or the partner institution, as determined by the study regulations of their programme. UNIGE maintains its own curriculum and study regulations, and upon completion, students receive a single UNIGE diploma that does not acknowledge the partner institution. This type of collaboration is typically noted in the first article of the study regulations.
2. Double Degree: Both UNIGE and the partner institution establish their own curricula and study regulations. However, there is a planned study track and a formal agreement that binds the two institutions for the double degree. Students who pursue this path ultimately receive two diplomas, one from each institution, with each diploma uniquely signed and mentioning the partnership (e.g., "UNIGE issues this degree in partnership with..."). The double degree is particularly justified when the student workload is increased compared to a regular programme, such as requiring an additional year of study. The aim is to ensure that no degree is issued "on the cheap" in this context.
3. Joint Degree: In this arrangement, both institutions collaboratively establish a single joint study plan and a single set of study regulations. Students receive one diploma that includes the names of both institutions, along with their respective signatures. The complexity of this setup is due to the need to develop study regulations that comply with the respective legislations of the two countries involved. The printing of the diploma itself can be a challenge (use of third institution’s logos, diploma’s design. The tuition fees as well can represent a complicated issue (especially if fees of the involved institution are quite different) : where should students register, how to retrieve the imbalance, etc.
For both collaboration and double degree programmes, it seems that a minimum number of ECTS to be completed at UNIGE should be established since a UNIGE degree is awarded. The “directive sur les équivalences” (directives on equivalences), which requires that at least two-thirds of master's studies be completed at UNIGE to qualify for a UNIGE degree, could serve as a guideline. In the case of a joint degree, since the study plan and regulations are jointly developed, specifying a minimum or maximum number of credits to be completed at either institution seems less necessary, as the program is designed as a coherent whole recognized by both parties.
There is no specific information regarding the timeline required for joint degree programmes. However, based on the information available for the creation of a new program at our university (https://memento.unige.ch/doc/0326), it is recommended that a minimum of two years should be considered for the process to be completed successfully. Below are the steps involved in creating a new program, along with their estimated durations:
Step 1 - Analyse the needs: This step takes approximately 6 months.
Step 2 - Set up the programme's management: This step takes about 5 months.
Step 3 - Get the necessary approvals: This step involves getting the programme documents approved by the relevant faculty/institute/centre authorities, and takes about one month.
Step 4 - Send documents to the Legal Affairs Service and to the Center for Teaching and Learning (support for assessment of compliance with institutional standards and national directives): The final version of the study regulations project and other required documents need to be sent to the Legal Affairs Service and the Center for Teaching and Learning, and this step takes around 2 months.
Step 5 - Continuation: This step involves opening registrations and preparing teachings, and takes approximately 9 months.
Procedure regarding the accreditation of a new joint programme at UNIMI
The design of a newly established degree program is one of the key processes of Quality Assurance in Education and must be managed by each university, having the following documents as fundamental, which are defined and/or updated by the Ministry of Education (MUR), the National Agency for the Evaluation of the University and Research Systems (ANVUR), and the National University Council (CUN) for each academic year:
European Standards and Guidelines
Decrees and Provisions of the MUR for the preparation of the Educational Offer;
Guidelines for the Quality Assurance System in Universities of 13/2/2023;
Guide to writing Didactic Regulations by CUN;
Guidelines and/or operational indications prepared by the proposing University for the Quality Assurance of Education and for the design of degree programs, with particular reference to those of the new establishment.
The process of designing a new educational offer is developed through the following phases:
1. Analysis of educational needs and census by the University of new institutions and/or "replicas" in another location of study programmes that are intended to be proposed, and eventual parallel deactivation of their own study programmes (this census should be conducted based on a summary document prepared by the proponents coherently with a format made available by the University Quality Office - PQA);
2. Verification by the University of the coherence of the new institutions with the strategic planning and with the document "University Policies and Programming" and possible updating of the latter;
3. Selection of proposals for new institutions to be initiated for detailed design;
4. Detailed design of new study programmes, to be carried out based on the reference documentation mentioned above and with the technical support of the PQA and/or other designated University body/organization;
5. Acquisition of positive opinions for proposals for new institutions from the Joint Commission of Teachers-Students (CPDS) referring to the proposing Department/School/Faculty (or Departments/Faculties in case of jointly proposed programmes);
6. Evaluation and positive opinion of proposals for new institutions by the Evaluation Unit (NdV), in coherence with what is defined by art. 8 paragraph 4 of Legislative Decree 19/2012 and art. 7 of DM n. 1154/2021;
7. Approval of proposals for new institutions by the Academic Bodies (OOAA);
8. Acquisition, for all study programmes, including replica courses (excluding those entirely at a distance), of the positive opinion from the Regional Coordination Committee (CORECO) of the Region/Autonomous Province (Attachment 4 of DM n. 289/2021) where the study programme is scheduled to be delivered. If the teaching site of the programme is located outside the Region/Autonomous Province where the University is based, the relevant Regional Coordination Committee competent to express its opinion is that of the delivery site, while communication must be given to the CORECO of the Region/Autonomous Province of the administrative seat of the proposing University. For Medicine and Surgery programmes(LM-41), Dentistry and Dental Prosthetics (LM-46), and Veterinary Medicine (LM-42), acquisition of the positive opinion of the Region/Autonomous Province where the degree program will be activated, which expresses itself having evaluated the specific conditions of the educational offer in the sector at the regional level and its interaction with healthcare, as provided for by Legislative Decree 517/99 and subsequent amendments.
9. Uploading of proposals for new institutions and/or replica programmes, complete with the positive opinion of the NdV and approved by the Academic Bodies (OOAA), onto platforms for submission to the Ministry.
10. The Ministry passes on to the two advisory boards, ANVUR and CUN, the proposal for their evaluation.
For the initial accreditation of newly established study programmes, ANVUR verifies compliance with the requirements outlined in Annexes A of Decree 1154/2021.
Annex A of Decree 1154/2021 specifies accreditation requirements for study programmes concerning:
Transparency;
Teaching staff;
Division of educational activities;
Structural resources;
Quality assurance.
The types of newly established study programmes requiring ANVUR evaluation are as follows:
New programmes in the municipality where the university's legal headquarters are located;
New programmes in an existing decentralised location;
New programmes in a new decentralised location;
"Replicas" of already active programmes in the municipality where the university's legal headquarters are located;
"Replicas" of already active programmes in an existing decentralised location;
"Replicas" of already active programmes in a new decentralised location.
By "replica," it is meant a programme with the same educational structure as an already active study programme in the proposing university, for which the opinion of CUN is not required.
Starting from the academic year 2024-2025, it is also required to report on study programmes that will issue a joint degree, using one of the following modalities:
Joint degree within European Alliances
Joint degree outside European Alliances
Double/Multiple degree within European Alliances
Double/Multiple degree outside European Alliances
CUN provides opinions and proposals to the Minister of Education, University, and Research on the following matters:
Objectives of university planning;
Criteria for the utilisation of the university funds;
General criteria for the organisation of university programmes, in accordance with Article 17, paragraph 95, of Law No. 127 of May 15, 1997;
University teaching regulations;
Scientific-disciplinary sectors (see below).
CUN is called upon to express its opinion during the establishment of the study programme. During the modification of the curriculum of the study programme, CUN exclusively expresses its opinion in the following cases:
Proposal for merging study programmes;
Variation of the framework of curriculum activities;
Modification of the denomination, language, or mode of delivery (conventional or distance learning) of the study programme;
Formal request by the Ministry of Universities and Research (MUR).
According to Italian regulations, the organisation of Joint Programmes is established by the partners who define the educational objectives and learning outcomes. Therefore, the organisation of the international study programme can be structured taking into account the educational proposals of the partner institutions while adhering to identical educational objectives and learning outcomes. It must be noted that in Italy educational activities are grouped into scientific-disciplinary sectors based on criteria of scientific and didactic homogeneity. The educational paths of each study programme are aimed at achieving the objectives defined in their respective educational frameworks and include:
Activities in the basic disciplinary areas, for both bachelor's and single-cycle master's degree programmes.
Activities in the disciplinary areas characterising the study programme.
Activities in one or more disciplinary areas that are related or complementary to the basic and characterising ones, also considering contextual cultures and interdisciplinary training.
Activities autonomously chosen by the student, provided they are consistent with their educational plan.
Activities related to the preparation of the final exam for obtaining the degree.
Activities related to acquiring proficiency in at least one European Union language other than Italian.
The formulation of a Study Programme (CDS) marks the pivotal inception of the institutional activation process for the course itself, representing a significant undertaking for the University. It lays out the educational offerings, anchoring resources to specific objectives over a multi-year span. Departments lead this process, often collaborating, by presenting proposals for the enhancement of their educational repertoire and the creation of new training programmes. These proposals articulate the reason behind the choices made and furnish comprehensive information to clarify the educational endeavours they seek to embark upon. In crafting programmes, careful attention must be devoted to the underlying scientific and educational goals, ensuring they align with genuine and substantiated needs. Moreover, it is imperative to assess the adequacy of the available teaching staff in terms of both numbers and expertise. The unveiling of a new study programme necessitates compliance with the requirements set forth by ANVUR. This entails completing a designated document known as the Design Form (Scheda di Progettazione), which serves as a repository of essential insights into the rationale behind the proposal.
The Design Form mandates the inclusion of the following considerations:
1. Preliminary analysis of the needs within the pertinent context, tailored to the evolving socio-economic landscape and the burgeoning demand for professional competencies within society.
2. Engagement with stakeholders involved in the project, encompassing potential employers and students. This consultation typically involves liaising with local representative bodies from production, service sectors, and various professions, often convened under the auspices of an Evaluation Committee.
When designing a new programme, it's imperative to conduct a thorough examination of the existing offerings within the University, particularly within the same discipline or similar fields. The Board underscores the importance of precise scrutiny, especially for master's degree programmes. A comprehensive assessment of the current educational landscape should be undertaken, exploring possibilities for augmenting existing teaching methodologies. This may involve restructuring curricula, transforming ongoing courses, or proposing postgraduate programmes to address emerging educational requirements. Furthermore, it's essential to appraise existing programmes at both regional and national levels. This analysis serves to ascertain the genuine necessity for new initiatives in light of the prevailing educational spectrum. Its primary objective is to identify strengths and weaknesses, thus facilitating enhancements to the overall quality and content of the educational offerings. The procedural steps leading to the formulation of the training project can be outlined as follows:
1. Identification of needs: This involves consulting with stakeholders and conducting an analysis of sector studies, if accessible, to pinpoint the pertinent requirements.
2. Definition of competencies: Once the needs are established, the competencies that graduates (or master's graduates) must possess to address these needs are delineated.
3. Specification of learning outcomes: This entails articulating the expected learning outcomes, delineating what students should know, understand, and be capable of upon completion of the study programme.
4. Development of the study plan: Constructing a study plan that aligns cohesively with the attainment of the expected learning outcomes forms the final step.
The requisite documents include:
Resolutions from all Department Councils engaged by the proposers and involved in the project.
Opinion from the Faculty/School Committee (Comitato di Direzione).
Study Programme Planning, emphasising the identification of reference lecturers based on their actual availability and the fulfilment of requirements for programmes activated during the reference year.
Utilisation plan for classrooms and laboratories designated for teaching activities, grounded in actual space availability and occupancy for programmes activated by the teaching structure in the reference year.
Didactic organisation outline (RAD) enlightening the anticipated training trajectory, including exams, ECTS credits, and methodological indications.
Single Annual Form of Study Programmes (SUA-CdS), encompassing key elements of the AVA system and serving the purpose of study programme design, implementation, self-assessment, and redesign.
Didactic Regulation of the course.
Study Programme Manifesto, detailing coverage for various courses.
Minutes of Consultation with local and social partners.
Opinion from the Joint Teaching Staff/Students' Committee (meeting minutes).
Tuning Matrix and Syllabus for planned courses.
ACTION/PROCESS
FORMAL STATEMENT
SUBJECTS INVOLVED
DEADLINE
Definition of potential local and national study programmes
Local and national quota-based programmes: Resolution by the Teaching Committee and Department on the educational potential, also for foreign students.
- Teaching Committee
- Department Council
By the end of December each year
Resolution/Opinion
Faculty Board
By the end of January each year
Definition of educational plan and assigned teachers
Resolution about educational assignments plan and teaching contracts
Resolution about the designation of assigned teachers
Storage on the University data system of contract proposals, and detail of assigned teachers
Department’s Administrative Personnel
Programmes Description (Manifesto)
Resolution about the Programmes Description aimed at Students.
- Department Counci
Faculty Board Resolution about Programmes Descriptions, educational assignment plan and teaching contracts
Programmes Descriptions review and publication aimed to the Educational Planning Division and Registrar
Faculty Student Offices Sector
Programmes Descriptions final check and approval
- Educational Planning Division
- Student Registrar
By the end of February each year
Approval by governing bodies
Submission to Ministry
- Investigation by governing bodies for approval
- Uploading resolutions to the Ministry database
- Academic Senate
It is commonly observed that the main hurdle is the volume of procedures and bureaucratic requirements that slow down the accreditation process.
Establishment of a new study programme in a specific field of study, level and profile requires permission of the Minister (ACT of 20 July 2018 - The Law on Higher Education and Science (LHES) Art. 53 sec. 3). The University applies to the Ministry for permission to establish a concrete programme. The application shall be submitted no later than 6 months before the planned commencement of studies (Art. 54 sec. 1, LHES). The Minister issues a permit after consulting the authorities indicated in Art. 54 sec. 2, LHES. UW profits from the so-called programme autonomy i.e. is exempt from the need to obtain the above-mentioned permit, pursuant to Art. 53 sec. 7, LHES. Therefore, for most cases at UW, only the internal accreditation procedure is to be observed.
Each joint programme must be accredited as a new programme, therefore it must go through the HEI's Senate. Art. 28, LHES (Senate's tasks include - 11) development of study programmes, postgraduate studies and specialist education;). The basis for conducting a joint programme is an agreement signed by all partnering HEIs (Art. 60, LHES).
At UW, the procedure of internal accreditation of new study programmes is described in the Ordinance No. 71 of the Rector of the University of Warsaw, dated 9 April 2020 (consolidated text). Paragraph 11 pertains to the creation of joint programmes and describes the necessary elements that must be included in the consortium/partnership agreement. It is a crucial legal document and constitutes the basis for internal accreditation procedures at UW.
Step-by-step procedure
Please note: in the case of the preparation of a transnational joint programme, it is allowed to carry out the procedures outside of the deadlines set out in Ordinance No. 71.
The procedure for establishing new study programmes may be initiated by the following entities: 1) The Rector and/or 2) The University Council for Teaching and Learning (UCTL) and/or 3) The teaching and learning council and/or 4) a group of at least 15 academic teachers hired at the University as their basic workplace. They will be called “applicants”. In the case of new joint programmes usually it’s the teaching and learning council from a faculty/unit that applies for it.
First step is to prepare the Teaching Concept Description for the new joint programme.
The applicant should attach a letter of intent concerning the joint implementation of the joint programme signed with partners who express their willingness to co-operate in the provision of said programme. The letter of intent should include information on the framework of the new programme: at which universities what parts of the programme will be realised, and which participating HEI will be responsible for what tasks, including administrative. In case of transnational collaboration, the letter of intent should be in English, it can be signed by the Rector, one of the Vice-Rectors or by the Dean of the Faculty.
Please note: for the Erasmus Mundus programmes, it usually is sufficient to attach a project application as it describes everything stated above.
A template of the Teaching Concept Description, together with guidelines for its preparation is available at https://bid.uw.edu.pl/studia-i-i-ii-stopnia/ (available in Polish).
Submitted Teaching Concept Description is formally checked by the Office for Innovation in Teaching and Learning (OITL) and passed for evaluation to the University Council for Teaching and Learning (UCTL).
Please note: in order to speed up the process when the timeline is crucial (concerning mostly Erasmus Mundus application) it is advised to submit Teaching Concept Description together with the Erasmus Mundus application as soon as possible. If the partnership agreement is prepared (even in a draft form) it should be attached as well. Once the Teaching Concept Description is positively evaluated by the UCTL, it is considered that the first step for internal accreditation is completed. It should be done before submitting an Erasmus Mundus application!
The Teaching Concept Description is evaluated by the University Council for Teaching and Learning (UCTL).
If the Teaching Concept Description receives a positive opinion, the UCTL may appoint an expert to support the applicant in the preparation of the application for the establishment of a joint programme.
Please note: it is advised to use the help of an appointed expert, as this can significantly speed up the evaluation of the study programme by the Senate.
The second step is to prepare of the application for the establishment of a joint programme
Application prepared with the support of experts from the Office for Innovation in Teaching and Learning (OITL) and the University Council for Teaching and Learning (UCTL) after passing formal checkup by OITL is then evaluated by the Senate Committee for Students, Doctoral Students and Educational Quality and UCTL.
Attached to the application should be an opinion of the student council from the respective faculty/unit and a copy of the resolution of the teaching and learning council (in the case where the teaching council is the applicant)
In the case of the establishment of a new study programme conducted entirely in English, the applicant should prepare and submit to the OITL two separate documents: an application for the establishment of joint programme (completed in Polish) and a translation of Part I of the application in English
Templates of the application are available at https://bid.uw.edu.pl/studia-i-i-ii-stopnia/ (available in Polish and English).
Once the application for the establishment of a new joint programmes received a positive opinion of the UCTL and Senate Committee for Students, Doctoral Students and Educational Quality, the Resolution by the Senate on creation of the new joint programme is adopted.
Based on that, Rector’s ordinance on the establishment of a new programme is issued and the new joint programme is established.
Please note: the new joint programme must be established following the above described procedure before the joint admission for the programme begins, even if the first cohort of students will be enrolled at UW for the second year. The date of issue of the Rector’s ordinance on establishment of said programme must precede the beginning of joint admission procedures.
The structure of the application for the establishment of a joint programme with foreign partner(s) is simplified. The joint programme does not require the specification of, inter alia:
5% of the total number of ECTS credits realised as OGUN (university-wide level elective courses);
5 ECTS credits for courses in social sciences or humanities;
30% of the number of ECTS credits realised as elective courses;
number of hours for each type of course;
ways to verify the learning outcomes for specific courses.
Changes to the already established joint programme, incl. changes in curriculum must go through the same procedure as establishing new joint programmes described above, albeit a bit shorter:
A request with changes to the joint programme is forwarded to the Office for Innovation in Teaching and Learning (OITL).
Attached should be an opinion of the student council from the respective faculty/unit and a copy of the resolution of the teaching and learning council.
After formal check, the request is forwarded by the OITL to the Senate Committee for Students, Doctoral Students and Educational Quality for evaluation and to the University Council for Teaching and Learning (UCTL).
After positive results, changes to the programme are adopted by the UW Senate.
In the case that the study programme is conducted entirely in English two separate documents should be prepared: an application for changes to the joint programme (completed in Polish) and a translation of Part II of the application in English
It is really important to remember that when you’re applying for an Erasmus Mundus Joint Masters funding, you will face two timelines that you need to observe:
Project application timeline
Usually, a call for the next Erasmus Mundus applications is announced by the European Commission in the Autumn with the deadline for submitting applications being mid-February. However, preparation of the application should begin earlier than when the call is announced. If the consortium does not have any previous experience in cooperation on joint educational offer, it should also be taken as a factor and more time should be given to develop a proposal. The results of the call are usually announced in the Summer – July/August. After positive results, grant agreement is signed and partnership agreement is signed. An exemplary and very general timeline might look like this:
Early 2024 - consortium team starts developing a common idea and the basis for the joint curriculum (needs analysis etc.)
Early spring/summer 2024 – consortium team starts working on joint proposal for EMJM
Autumn-December 2024 – proposal should be in a concrete form – curriculum should be developed, mobility tracks planned, a draft of the partnership agreement should be already prepared, budget should be planned etc.
February 2025 – proposals are submitted, everything should be ready by the end of January just in case small changes are required
Summer 2025 – the call results are in, grant agreement and partnership agreement should be signed
Autumn 2025-early Spring 2026 – joint admission takes place
September/October 2026 – the first cohort of students arrives at the first-year institution.
Internal accreditation timeline
As the work on the EMJM proposal continues, the procedures of internal accreditation at UW should already begin. As the process is long and many units and governance bodies are engaged along the way, it should be planned in advance. If we take the above-described exemplary and simplified timeline for EMJM proposal and compare it to what should be already done internally in order to establish new programme, it can look for example like this:
At this point, Teaching Concept Description should be already prepared and submitted to the Office for Innovation in Teaching and Learning (OITL) and forwarded to the University Council of Teaching and Learning (UCTL) for initial evaluation. Draft partnership agreement should be attached as well.
Before the proposal is submitted, it should receive a positive opinion of the UCTL. It therefore means the programme passed the first phase of internal accreditation. Why it’s important? When you submit a curriculum designed with all partners in the EMJM proposal, and it gets funded, not a lot of changes can be introduced (or none at all). Therefore, if the curriculum is reviewed before it’s submitted, there is still time to introduce changes so that it meets the standards and criteria set by UW and Polish legislation.
Summer 2025 – the call results are in, the grant agreement and partnership agreement should be signed
Between receiving information on positive results and opening joint admission, ideally, the programme undergoes full accreditation by the UW Senate. The Senate's resolution and Rector’s ordinance should be issued before joint admissions begin, and definitely before the first cohort of students arrives at the first-year institution, doesn’t matter if it’s UW or a partner institution. Why it’s important? The rules for admission for any study programme should also be adopted by UW Senate and announced on the website for candidates in advance before admission takes place.
At this stage, all the parties of the agreement should be already aware of the requirements concerning documents obligatory to be submitted by the candidates at each HEI in order to admit them to the programme.
Necessary components of the consortium agreement and internal regulations
The content of an agreement on inter-university studies (the “agreement”) should correspond to the specific type of inter-university studies (EQF level, scholarly focus, composition of the consortium, type of degree(s) issued etc. ) and should contain, in particular, the basic requirements set out in Section 47a(2) of the Higher Education Act and in Rector’s Directive no. 66/2017, i.e. details regarding in particular:
The organisation of studies (Article 4(2));
The rules and course of study, the credit system, the curriculum, and the study obligations and checking their fulfilment (Article 4(3));
State exams, state PhD exams, and dissertations (Article 4(4));
The individual curriculum for a PhD study programme (Article 4(5));
Means of terminating studies other than by completing one’s studies (Article 4(6));
The rights and obligations of students (Article 4(7));
Admission to studies (Article 4(8));
Documents for completion of studies (Article 4(9)).
The person authorised to sign the agreement on behalf of Charles University is the Rector (header, signature line), or represented by the Vice-Rector for the Conception and Quality of Education.
The following steps must be taken prior to signing the agreement:
After approval of the content of the agreement by all participating partners, the draft agreement is sent to the Department of the Quality of Education and Accreditation for a substantive and legal review, and the Department of the Quality of Education and Accreditation will then submit its statement with any comments within 30 days;
After handling the comments and approval by all participating partners, the final draft of the agreement is sent with a cover letter to the Department of the Quality of Education and Accreditation for signing via the electronic filing service.
The agreement may be drawn up in written or electronic form in English, but also in multiple language versions (e.g. also in French), with the English version always taking precedence.
In addition to the above-mentioned basic requirements, the agreement should also regulate the following:
The form (written or electronic) and the number of originals of the agreement, including the number of copies received by each participating partner;
The language versions of the agreement;
The duration and any possible extensions to the agreement;
Termination of the agreement before its expiration (by termination, by agreement, by withdrawal, etc.);
Subsequent changes and amendments to the agreement;
Processing of personal data.
If major changes occur during the validity of the agreement, these changes are resolved by concluding an amendment or a new agreement (if the changes are of a more extensive nature), preferably without undue delay after the change occurs, but at the latest before the expiration of the original agreement.
The signed agreement is a required part (attachment) to the application for granting/extending accreditation, or authorization to carry out the study programme.
The originals of agreements on inter-university studies are archived at the Law Department of Charles University.
In the consortium agreement, the parties involved define key points regarding the cooperation, their responsibilities and the consortium’s governance, as well as the implementation of the degree programme, admission criteria, selection procedures and administration, examination procedures, recognition of ECTS, funding, accreditation and quality assurance, data protection and the duration of the cooperation.
Each cooperation is an individual agreement that is drawn up in close consultation with the legal service and with the early involvement of legal counselling.
With the aim of providing an idea of the required content, the following overview lists typical topics and regulations that arise in connection with the drafting of a cooperation agreement. In addition, further individual topics can be included in the cooperation agreement.
Scope of the cooperation: To what extent should the exchange take place?
Target group: Which target group is envisaged?
Semester times: Are there different term times? If YES: state semester times
Language of study: In which language do the courses in the degree programme take place?
Course capacity: Should the number of students be limited?
Joint degree programme committee / advisory board: Should there be a joint commission? If YES: For which tasks (e.g. selection procedure, admission, examination procedure, further development of the degree programme, etc.)? How many representatives does each partner university send? In which function (e.g: university teachers, academic/administrative staff, etc.)
Admission criteria: What criteria are required for admission?
Admission procedure: Which university handles the application/admission procedure?
Admission requirements: Do the partner universities have the same admission requirements? If NO: Which admission requirements apply at the partner institution?
Enrolment: Are the students enrolled at one or more universities at the same time?
Examinations: Which modules are to be completed (module overview)?
Examination regulations: Which credits will the students complete at which partner university? Distribution of ECTS? Should there be a joint regulation of examinations?
Examination results: Where and how are examinations filed? What is the composition of the examination board?
Degree: Which degree should be awarded with the degree programme? What content is required for the degree certificate?
Duration: Should a specific duration be planned for the degree programme? (Recommendation min. accreditation period)
What are the necessary components of the consortium agreement?
For the composition of the consortium we favour the already established strategic partnerships – for, at least, one of the partners.
Each member of the consortium must demonstrate added value and an interest in the project.
Necessary components of the consortium agreement
The question of the student's legal rights, tuition fees and the question of the student's capacity must be set in the agreement.
The following points should also be mentioned in cooperation agreements:
The entire study program, including a description of the quality of the program and its relevance to the global labour market for use in quality assurance procedures;
The admission requirements that candidates must meet to be able to register for the program.
Other aspects must be addressed in partnership agreements: entry into force and duration, responsibilities of the parties, extent of responsibilities, decision-making/steering committee, diplomas awarded, quality assurance, financial management, GDPR, dispute resolution, language, applicable law and venue, assignments and modifications, signatories.
It is necessary to establish that the individual student is admitted to the joint programme either at UCPH or at a specific partner university. The most rational approach is to ensure that students are enrolled and admitted at the university where they start the programme, i.e. at the institution where they accumulate the first ECTS points. Subsequently, the students are enrolled (but not admitted) to the programme at each of the other institutions involved in the delivery of the mobility-track chosen by a student. The premise is that the university where admission takes place guarantees the legal rights of the students admitted to the programme at said institution, including that it is possible to complete the entire programme within the total prescribed study period.
Regarding additional components of a Partnership Agreement, it depends on the categorization of the joint programme. Is mobility a) optional or b) compulsory. Optional means that UCPH offers a programme where the student may elect to take part of the programme at a foreign partner university. Compulsory means that UCPH offers a programme where a part of the programme must be taken at a foreign partner university.
In both cases, the collaboration must be based on the principle of reciprocal exchange of students. Consequently, students admitted to the programme at UCPH cannot be charged any tuition fee or other mandatory costs related to student participation in the programme. Whether a partner university charges tuition fees or other costs for students admitted to the programme at said partner university is for them to decide upon.
The matter of student’s legal rights (i.e. place of admission), student fees, as well as capacity – i.e. seats available in the programme – must be addressed in the Partnership Agreement regarding both a) and b).
The following must also be addressed in a Partnership agreement on compulsory studies abroad:
The entire programme of studies, including a description of the quality of the programme and its relevance for the global labour market for use in quality assurance procedures.
The admission requirements that applicants must fulfil to be enrolled in the programme.
Mobility-tracks and guidelines for distribution of the number of enrolled students between the universities where the programme elements may be taken, including the academic criteria used as selection criteria in the event that all applicants may not be enrolled in the programme.
If relevant, other aspects which need to be addressed in Partnership Agreements are: Entry into force and duration, responsibilities of parties, breach of responsibilities, decision-making/ steering committee, degrees awarded, quality assurance, financial management, GDPR, dispute resolution, language, applicable law and venue, assignments and amendments, signatories.
It will depend on what we wish to establish and the scope of the project. After the designation of the parties/members of the consortium, a possible presentation of the context in which the parties have decided to establish a consortium (preamble), it would undoubtedly be necessary to define: the purpose of the consortium, the effective date, the duration and grounds for termination of the contract, the contributions of each member, the possible financing or management of project financing, the management and governance within the consortium (decision-making), the jurisdiction and applicable law. If there is no research activity, the question of the distribution of any potential results and intellectual property rights does not arise. There will also be no publication rights to settle, nor any confidentiality obligations. A liability clause may be inserted if the occurrence of damage cannot be excluded in the performance of the contract.
Specific internal regulations
The UNIGE Directive 0069 (https://memento.unige.ch/doc/0069) applies to contract signing. (Note that this directive defers to UNIGE Directive 00283 regarding research collaboration agreements in particular).
In general, UNIGE wishes that the contracts it concludes be subject to Swiss law with jurisdiction in Geneva.
The legal department can generally perform an initial review of the agreement within approximately 2 weeks. The time required to finalise a contract will depend on the number of exchanges with the partners. Please note that the legal department "only" performs a review of the contract projects submitted to them.
The agreement for an international study programme will need to be based on the following elements:
An accredited Partner University;
National Law references on international joint or integrated (double degree) study programmes;
Short description of each partner university’s two-tier system and diplomas awarded;
Joint Academic Board coordinating the international study programme or Academic Boards coordinating it at each partner university;
Short description of educational goals and expected learning outcomes of the joint programme or integrated programmes concerned;
Denomination of the joint awarded diploma or either diplomas or other;
Admission requirements to the international programme;
Study plan and ECTS assigned;
Mobility plan;
Grade correspondence; Exam assessment system in force at each partner university;
Joint supervision of dissertation;
Provisions on dissertation drafting and assessment methods;
Joint Dissertation Committee composition;
Provisions on dissertation defence;
Dissertation and/or final grade calculation method;
Number of participating students (in case of integrated study programme);
Deadline for enrolment and Academic Calendar at each partner Institution;
Reciprocity as far as policy on academic fees is concerned.
Higher education institutions offering a joint or integrated programme must be accredited by the competent authorities of their respective countries. The relevant national regulations must include provisions enabling institutions to participate in a joint or integrated programme and to award a joint, double, or multiple degree. Institutions awarding a degree as part of a joint or integrated programme must ensure that any degree awarded belongs to the national higher education qualification system of the countries where they are based in. Institutions intending to establish a joint or integrated program enter into a specific agreement that regulates the aspects of programme activation, organisation, and management.
Activating a joint programme takes at least one full year while an integrated study programme can be agreed in around six months from proposal to signing.
Necessary elements of the agreement
Necessary elements of the agreement are specified in §11 of the Ordinance No. 71 of the Rector of the University of Warsaw (9 April 2020).
The agreement between the partners is the most important document, which should regulate as many aspects of the programme as possible. Please note: if anything is not regulated by the agreement, regular rules at UW apply which might not be suitable for international study programmes.
The agreement has to include (but is not limited to) the following:
indication of the entity responsible for entering data into the POL-on Integrated Information System on Higher Education and Science (this stems from the ACT of 20 July 2018 - The Law on Higher Education and Science (LHES))
indication of the entity authorised to receive funds for teaching students as part of full-time studies (and everything regarding tuition fees);
rules for managing the organisation of teaching and learning for the study programme;
determination of the language of instruction for courses and examinations and the language in which the diploma thesis is to be drafted in and the diploma exam is to be conducted;
determination of the type of degree and diploma (double/multiple or joint, who issues it);
framework rules for admission and enrolment (incl. language requirements);
framework rules of studying, including the grading scale(s);
framework rules for the graduation process (incl. specification on the joint supervision of the diploma thesis);
framework rules for the execution of internships, if included in the curriculum;
determination of the role of all entities involved in the curriculum implementation process (incl. mobility tracks).
The agreement should also cover the following:
Student housing and insurance;
Guidelines for the distribution of students between partner institutions, if the mobility tracks run parallelly and student cohort should be divided between HEIs;
Quality assurance procedures;
Rights and obligations of students.
Besides that, the agreement should also contain provisions regulating the duration and possible extension of the agreement, when the agreement enters into force, termination of the agreement before its expiration, any changes and amendments to the agreement, processing of personal data, dispute resolution, signatories, breach of responsibilities.
Draft of the agreement is forwarded to the Joint Programmes and Dual Degree Programmes Support Team for formal check-up, evaluation, and feedback;
The coordinator of the Team consults with other central offices, if necessary, e.g. regarding the legalisation of stay or fees;
After the agreement with annexes is approved by all partners and by the Team, it is sent to the GDPR officer and Legal Office for acceptance (any comments must be incorporated into the agreement before signature collection);
Once the agreement is accepted by all parties and checked by the Legal Office, it is ready for signature collection;
Agreement can be signed by the Rector, one of the Vice-Rectors or Dean of Faculty (upon receipt of a power of attorney).
A university diploma is a record of successfully completing a study programme in a respective area of study. It bears the seal of the Czech Republic together with the designation of the university and the academic title awarded.
Legislation
Act no. 111/1998 Sb., on higher education
Section 55(2) – Completion of studies
Section 57 – Documents relating to studies
Section 88 – Student registry
Rector’s Directive no. 51/2021 as amended by Rector’s Directive no. 16/20 – The form, data, and other details of a university diploma, a diploma supplement, a diploma for completing the state rigorosum examination, and a certificate for the diploma on completing the state rigorosum examination
no. 16/2023
Rector’s Directive no. 66/2017 – Exceptions to the study rules set out in the Code of Study and Examination of Charles University for studies as a part of the international joint-degree and multiple-degree study programme and the basic requirements for inter-university study agreements in the area of study
Article 4(9)
Diplomas and diploma supplements
Type of diploma:
Diplomas from Charles University (CU)
Bachelor’s degree (Bc.), Master’s degree (Mgr.), Master’s degree followed by the rigorosum examination (MUDr. and MDDr.), Rigorosum (PhDr., JUDr., RNDr., PharmDr., ThDr., ThLic.), Doctor of Philosophy (Ph.D.)
Inter-university cooperation diplomas
A graduate of a joint-degree and multiple-degree study programme will receive, depending on the circumstances, either a joint diploma or the corresponding number of separate diplomas from partner universities according to the legal systems of the respective countries.
In the case of accreditation of a study programme for implementation in cooperation with a foreign university that executes a content-related study programme, the CU diploma will contain the following sentence:
Exterarum gentium academiae quae universitati nostrae cooperantes doctrinam supra dictam colunt in huius diplomatis supplemento leguntur [1].
The graduate will receive the corresponding number of separate diplomas from the partner universities.
[1] The diploma supplement contains the cooperating universities abroad that organise the studies.
Structure of the diploma
A diploma must contain the following: first name and surname, date of birth, country of birth, date of passing the state examination or the state rigorosum examination prescribed for completing the studies, or the last part, the overall results of the studies, and other data: designation of the country according to whose legal system the university diploma is issued, name of the university and faculty, supplementary information for the description of the study programme, the degree awarded and the abbreviation used, the diploma number, and signatures: the rector of the university, the dean (“represented by” with i.s. indicated before the signature), and the faculty promoter [2].
A diploma may contain information that the study programme was carried out in cooperation with another university or legal entity; or field (for rigorosum diplomas)
[2] The templates for diplomas and diploma supplements at Charles University are available on the Czech and English web pages.
Inter-university cooperation
By agreement of the partner universities, a diploma must contain the following:
First name and surname, date of birth, country of birth, date of passing the state examination, designation of the country (according to whose legal system the university diploma is issued), names of partner universities, supplementary information for the description of the study programme, the degree awarded and the abbreviation used, the diploma number (CU prefers our diploma numbers for registration in the student registry), and the signatures of designated persons.
The seal of the Czech Republic is part of the handmade paper if the diploma is issued by CU or in the form of a round stamp with the seal if the diploma is printed by a partner university.
A diploma must have the original signature of the rector of the university on behalf of CU (“represented by” with i.s. indicated before the signature); an electronic signature is not possible.
Production of diplomas
The Karolinum Press arranges the production of diplomas – produced on handmade paper with the watermark of the university’s seal, bearing the university’s seal. The paper format of diplomas for bachelor’s and master’s study programmes is A3, and for PhD study programmes C3.
The materials for the production of diplomas are submitted to the press via SharePoint by the faculties sufficiently in advance so that the diplomas can be issued at graduation ceremonies.
It is not possible to completely standardise the process or work with firm deadlines, because each faculty has a different time frame between the state examination and the graduation date (timeframe 1 to 3 months):
A student passes the last part of the state examination, and the student affairs office confirms the examination result and changes it to study status A in Student (preferably on the same day or within three days).
After the end of the state exam period (preferably immediately, sometimes weeks after graduation), the relevant officers will start working on preparation of the physical diploma; the process differs at each faculty.
Approximately 14 days before the graduation ceremony, the diplomas should arrive at the Documents, Registers and Recognition of Foreign Degrees Office [3] so that the rector may sign them; the diploma supplements are printed at the time.
[3] For more information, see Oddělení dokladů, matrik a uznávání zahraničního vzdělání or Documents and Registers.
If a diploma is printed by another university, it always depends on the specific agreement concluded by the partner universities.
They determine the following sufficiently in advance: whether it will be a joint diploma of two universities or whether the graduate will receive two separate diplomas, the form of the diploma and the supplement, the university issuing the diploma and the supplement, the signatories, the responsible persons at each university, the rules and order for signing the diploma (if signed by more than one university).
Ideally, the final versions of the diplomas should be sent in PDF/DOCX format in advance so that the registrars may check them before they are printed.
If the diplomas will be issued at a graduation ceremony, it is advisable to send the diplomas well in advance so that signatures and any possible corrections can be arranged.
A diploma should be issued after the graduate or their representative under a power of attorney has signed the registry book; this cannot always be followed for inter-university diplomas, since graduates may have their graduation ceremony at another university.
Diploma supplements
Diploma supplements [4] are organised according to the template created by the European Commission, the European Council, and the UNESCO/CEPES organisations.
A double A3 format sheet with one inserted sheet (Scheme of the Czech Education System) is used for the production of the diploma supplement. The paper contains a watermark and fibres, the rotogravure seal of the university, and a raster background with an iris.
Signature of the rector of the university (“represented by” with v.z. indicated before the signature), and a stamp with the small seal of the country.
The Documents, Registers and Recognition of Foreign Degrees Office prints the supplements for all types of diplomas except for rigorosum degrees, where the graduate receives a rigorosum certificate that is created separately at the faculties.
[4] For more information, see
Vzor dodatku k diplomu and Model Diploma Supplement.
Signing of diplomas and supplements
After checking the diplomas and supplements, the rector/vice-rector of CU is contacted via e-mail with a request to sign the diplomas and their supplements. The faculties should deliver the diplomas to the Rectorate ideally 10 days before the graduation ceremony (diplomas are often delivered to the Rectorate at the last minute, and the deadline set by the Rectorate is usually not met).
Based on agreement, the Documents, Registers and Recognition of Foreign Degrees Office will bring with them a case containing the diplomas, including a black documentary signature pen (Centropen Document with a pen nib size of 0.1 mm), and the document must be signed with this.
After signing the diplomas, the Documents, Registers and Recognition of Foreign Degrees Office is contacted to pick up the case with the signed documents, or the Secretariat of the Student Affairs Department.
Internal regulations regarding issuing joint programmes degrees (double/multiple/joint degree)
Diplomas for double and multiple degrees have to be linked by a reference to the other diplomas that are part of the programme
The joint degree has to be certified on one common diploma.
All regulations including the automatic recognition of competences/examination results/components/ECTS by a partner institution and regarding the issuing of a joint certificate will be addressed in the consortium agreement.
In Baden-Württemberg, double/multiple and joint degrees can be issued.
Specific regulations have to be checked in advance with the specific study unit (institute/department/faculty).
Diplomas awarded in international partnership are governed by articles D. 613-17 et seq. of the French Education Code. The international partnership is organised by an agreement concluded between one or more French higher education establishments and one or more foreign higher education establishments.
Diplomas in international partnership are awarded by the heads of establishment on the recommendation of the juries. The joint diploma awarded is automatically recognised in France. It must also be recognized in the partner country(ies) according to the terms of the agreement signed between the establishments.
The diploma supplement is drawn up in French, translated if necessary into foreign language(s).
Specific internal regulations regarding issuing multiple degree and joint degree or validating joint diploma issued by partner HEI
In France, there is no legal equivalence between diplomas obtained abroad and French diplomas.
The ENIC-NARIC France Center (European Network of Information Centres-National Academic Recognition Information Centres) is the French information center on the academic and professional recognition of diplomas. It establishes certificates of comparability for diploma(s) obtained abroad, provides information on the procedures to follow to practice a regulated profession and provides information on the procedure for recognizing French diplomas abroad.
Current state of national legislation regarding issuing diplomas and degrees for completion of an international joint programme
The diploma parchments envisaged in international partnership are available for national bachelor's and master's diplomas for which the establishments are accredited by the State. The same rules are also valid for the engineering diploma.
They are offered as part of joint diplomas if the partners accept, in the agreement which binds them, the delivery of a French joint parchment. This measure applies in particular to all master's degrees developed within the framework of a European program, as long as a French higher education establishment is the coordinator of an Erasmus Mundus type consortium.
The implementation of a multilingual parchment includes, for the French part, the required visas and the signature of the rector of the academic region and chancellor of the universities. The diploma titles, in French and in a foreign language, are placed at the head of the parchment.
This presentation does not prejudge the rules of the foreign partners with whom these diplomas will be issued, which could result in the issuance of a diploma according to their own legislation. The French establishment will then be in the case of issuing a double diploma. In the case of a single parchment, as mentioned above, only paper from the Imprimerie nationale must be used in the case of a single parchment.
Depending on the national legislation of the partner establishments, different types of parchments can be issued by French higher education establishments. The French higher education establishment can issue a bi- or multilingual diploma bearing the French part of the countersignature of the rector of the academic region, chancellor of universities.
This parchment mentions in French the name of the French diploma and includes its visas. It also indicates the names of the diplomas issued by foreign partners in their language. This multilingual parchment allows French establishments to meet, in particular, the conditions for issuing joint Erasmus Mundus-type diplomas, and is available according to the number of partners involved in the training course.
In the particular case where the partner establishments do not accept the multilingual parchment proposed by the French side and in order to clearly display the international partnership on the French parchment, it is possible to adapt the parchment of the national diploma by indicating, in the French language French, foreign partner establishments and mentioning the partnership agreement.
In case of difficulty in issuing a joint scroll, higher education institutions issue two diplomas. The double diploma corresponds to the simultaneous delivery, for each State, of its national diploma according to its own format. The student is awarded as many diplomas as there are partners associated with the international partnership training he has followed.
UCPH may issue double, multiple and joint degrees. The only “restriction” when engaging in the award of a double, multiple or joint degree is reciprocity regarding formal recognition. If the document(s) are made enforceable under foreign law, UCPH may issue a diploma as part of a double/multiple degree or proceed to endorse a diploma from one or more cooperating universities, making it enforceable under Danish law as well.
International joint programmes are not mentioned in national legislation RS 414.205.1 - Ordonnance du Conseil des hautes ... | Fedlex (admin.ch)
Specific internal regulations or instructions
As of now, no specific internal regulations exist at UNIGE regarding international diplomas. However, there is a growing interest in the matter, which may lead to the creation of such regulations or instruction. Such regulations or instructions are pleaded for by international project holders, who, for now, do not benefit from a specific framework.
This is contingent upon the Rectorate's readiness to pursue this course of action and allocate resources, which could potentially take several months to a year.
Other specific requirements
In order to obtain a joint degree from the University of Geneva (UNIGE) and a partner Higher Education Institution (HEI), the two institutions need to work collaboratively to establish a single study plan and set of regulations. The resulting diploma will bear the names and signatures of both institutions. However, this process can be complicated due to the need to adhere to the legal requirements of both countries involved. In the case of double degrees, each institution will issue its own diploma, which will also mention their partnership. To ensure a successful collaboration, a minimum number of ECTS (European Credit Transfer and Accumulation System) completed at UNIGE (University of Geneva) should be established. This can be inspired by the directive on equivalences for master's degrees, which requires at least two-thirds of the studies to be completed at UNIGE.
When it comes to joint programs, it must be ensured that all enrolled students receive a jointly conferred degree (potentially through the issuance of a dual diploma). A study program delivered entirely by an Italian university, even in collaboration with one or more foreign universities through agreements regulating international student mobility programs (exchanges), which also grant interested students a degree from foreign universities, does not constitute a university program (joint program). According to current regulations, UNIMI issues, as a supplement to the diploma for each degree, a certificate containing, also in English and according to models compliant with those adopted by European countries, the main indications regarding the specific curriculum followed by each student to obtain the degree. The document provides a description of the nature, level, context, content, and status of the studies undertaken and completed by the student. The diploma supplement developed for Joint Programmes and Double Degrees describes the various aspects of the study path, clearly indicating in which institution and in which study program the individual learning units of the international path were acquired. It accompanies the diploma of each institution issuing joint, double, or multiple degrees (Joint Programmes and Double Degrees). Within a university consortium, a single model of Diploma Supplement can be adopted. The partnership may also decide that it be issued by a designated partner institution. The single model of Diploma Supplement must list in the original language all the official names of the qualifications awarded by the participating institutions conferring the degree.
In case of an international jointly organised program, the diploma model can be a single Joint Degree/Diploma for all students, bearing the names of the partner institutions along with the title designation issued. Alternatively, each institution may produce its own diploma model, Double/Multiple Degree/Diploma, specifying that the degree is jointly awarded by the partners. For programs with structured mobility by title, the partnership universities may opt to produce a single Joint Degree/Diploma bearing the names of the two or more participating universities and the designation of the national title they confer. Alternatively, partners may decide that each issues its own diploma, Double/Multiple Degree/Diploma, with the designation of the national title. In the latter case, it is preferable to modify the national diploma model by adding an indication of the international nature of the program and the name of the foreign partner or partners involved. It should be noted that the University, like any other university in Europe and worldwide, has its own diploma model. If the partners propose a single diploma model, it may be adopted subject to verification and approval by the Student Services Division. A specimen of the single diploma model or that issued by each partner institution may be attached to the agreement.
The internal regulations for issuing a joint and/or international degree essentially adhere to the guidelines outlined within the consortium agreements. In some cases, for instance, the parties may request that not only the names of the study programs but also the department and/or faculty to which they belong be mentioned on the diploma. As an internal rule, UNIMI does not include other logos on the diploma besides its own, given that the diploma is signed solely by our Rector and General Director.
The diploma is issued within 4-6 weeks of obtaining the degree.
ACT of 20 July 2018 - The Law on Higher Education and Science (LHES), Art. 77 specifies the procedure of issuing the diploma and the titles awarded by Polish HEIs.
Titles:
licencjat, inżynier or equivalent degree confirming higher education of the same level – in the case of first-cycle programmes.
magister, magister inżynier or equivalent degree confirming higher education of the same level – in the case of second-cycle programmes or long-cycle programmes.
Timeline:
Within 30 days from the graduation, Polish HEI shall issue a graduation diploma together with its supplement and two certified copies, including, at the student’s request, certified copies in another language.
Template:
Diploma templates must be approved by the HEI’s Senate (LHES, Art. 77, sec. 3).
Joint diploma:
It is possible to issue a joint diploma for graduating from a joint degree study programme (LHES, Art. 60, sec. 4).
Important note: From 2026, HEIs in Poland are supposed to start issuing electronic diplomas and diploma supplements only, and issue parchment only upon request of the student.
The Rules and Regulations of Study at the University of Warsaw in §53 specify regulations regarding issuing diplomas. It is mostly a recapitulation of national legislation:
Graduates shall receive a university diploma with a degree of licencjat, inżynier, magister or magister inżynier, together with a diploma supplement, at a date falling no later than thirty days after the date of the graduation.
The diploma supplement shall contain information about all the courses completed during the studies, referred to in paragraph 42 section 7, and the grades received.
It should be specified in the partnership agreement what type of diploma is issued (joint or double/multiple), and which HEI is responsible for it in case of joint diploma and joint supplement.
National regulations regarding issuing joint diplomas and double/multiple diplomas
The elements and the diploma template are regulated by the Regulation of the Minister of Science and Higher Education of 27 September 2020 on degree programmes (available in Polish, any translation provided in this document is not official), Chapter 8, Necessary elements of the diploma, the joint diploma and the template of the diploma supplement, §32-34.
The title and the final grade on the copy of the diploma issued in English (or other language) and on the diploma supplement will always be in Polish (Regulation on degree programmes, §22 and Annex 3).
Paragraphs 33 and 34 of the Regulation on degree programmes regulate the necessary elements of the joint diploma and separate diplomas issued by HEIs offering joint programmes (so double/multiple diplomas).
In case joint diploma is issued, it shall contain the necessary elements listed in §32 of the Regulation, except that (among other things) the name of the diploma shall be supplemented with the word “joint” to indicate joint diploma, and the names of other HEIs that are parties to the joint programme partnership agreement and where the graduate has completed their studies, shall be listed.
§34 regulates the elements of the separate diploma of joint programmes (so double/multiple diploma issued by Polish HEI) - it contains all the elements listed in §32 of the Regulation except that the word “joint” is added to indicate joint programme (example of UW separate diploma of joint programmes: “Diploma of Higher Education Joint Second Cycle Programme”), and the names of other HEIs that are parties to the joint programme partnership agreement and where the graduate has completed their studies, shall be listed.
Please note: on the diploma, the level of studies is indicated as first-cycle programme, second-cycle programme or long-cycle programme (LHES, Art. 14, sec. 2). Polish HEIs cannot issue titles other than codified in Polish legislation (see above), therefore we do not indicate on the diplomas issued by Polish HEI “Master in…” or “Bachelor Programme” or any other term in English which may be misleading as regards the title awarded by a Polish HEI.
The template of the University of Warsaw second cycle joint programme diploma approved by the HEI’s Senate is available here (template of the original diploma in Polish and templates of the copy of diploma in English and German as examples). There is no joint diploma template available as UW has not issued one yet.
Diploma supplement
Template of the diploma supplement is part of the Regulation on degree programmes as Annex 3.
In case of a double/multiple degree, It is required that UW issues a diploma supplement even if a joint supplement is issued. In the future it may be possible to approve the joint supplement issued by a partner institution as issued by UW in case of a double/multiple degree joint programme.
In the case of a joint degree programme, a supplement shall be issued by the university which issues a joint degree/diploma.
Fees
In connection with implementation of its study programmes, a public university sets several types of fees by law:
A fee related to admission procedures
A fee related to the review of compliance with requirements for admission to study
A fee for additional studies
A fee for studying in a foreign language
The fee amounts, or the formula for determining the amounts is based on the internal regulations of Charles University (Annex 2 to the CU Constitution); the specific fee amounts for an academic year are provided on the web pages of CU.
A fee can only be imposed if the amount of the fee, or the rule for determining the amount of the fee, is stated in the CU internal regulation and also published on the university’s web pages, both prior to the latest deadline for submitting applications for studying in the specified study programme. If these conditions are not met, the fee cannot be charged in the following academic year at all (in the case of a newly accredited study programme) or only in the amount that was valid up to that time (in the case of a fee increase).
Fee for studying in a foreign language
The obligation to set a fee is established in the Higher Education Act.
The fee is charged for studies in all types of study programmes (bachelor’s, master’s, PhD) that are offered by the university in a language other than Czech.
The fee is always charged at the beginning of the academic year (regardless of whether or not the student is studying for the entire period during the academic year).
The amount of the fee varies according to the faculty and specific study programme; the form of study has no impact on the amount of the fee.
As a rule, the amount of the fee is the same for the entire period of study (if not otherwise stated in the regulation).
The fee is imposed by a decision of the dean and is due on the 15th day after this decision becomes legally binding.
In the event of any of the reasons specified in the Rector’s directive (no. 42/2023), the Rector may reduce, waive, or postpone the due date of the fee (the condition being that an appeal against the decision on imposing the fee must be filed by the specified deadline).
If the fee is not paid, the student’s studies are interrupted.
Exemptions from the obligation to set a fee for studies in a foreign language, the option to set a fee for an amount different than that specified in the internal regulations
A contract concluded with a university abroad on the mutual provision of higher education free of charge (a fee is not set)
A contract concluded on implementation of a study programme in cooperation with a university abroad (the fee is charged in the amount set out in the contract)
Implementation of a study programme included in the Programme for Government Development Scholarships (the fee is refunded to the university according to the conditions of the relevant programme)
Implementation of a study programme included in the Programme Duolingo x UNHCR Access Scholars (Note: This exemption will be approved by the CU Academic Senate in June 2024; then the regulation must be registered with the Ministry of Education, Youth and Sports.)
Fee for additional studies
The obligation to set a fee for students is set out in the Higher Education Act.
The fee is imposed only if the student has exceeded the standard period of studies in the study programme by more than one year (the period of study in the cases specified by law also includes the periods of previous unsuccessfully completed studies; the period of study for the duration of recognized parenthood, on the contrary, usually extends this period).
The fee is imposed only in undergraduate study programmes (bachelor’s, master’s), which are offered by the university in Czech.
The fee is always imposed for the first six months of study (regardless of whether the student is actively studying throughout this period).
The fee is not considered a tuition fee, as it is not a payment for services provided by the university, but is intended to motivate the student to finish their studies on time.
The amount of the fee is set at CU according to the formula specified in the internal regulation and is based on the cost intensity coefficient for the respective study programme set by the Ministry of Education, Youth and Sports; the form of study has no impact on the amount of the fee.
The fee is imposed by a Rector’s decision and is payable on the 90th day after this decision becomes legally binding.
The fee is an income of the scholarship fund and can thus be used exclusively for the payment of scholarships.
In the event of any of the reasons specified in an internal regulation or a Rector’s directive (no. 25/2023, no. 23/2020, no. 13/2021, and no. 15/2024), the Rector may reduce, waive, or postpone the due date of the fee (the condition being that an appeal against the decision on imposing the fee must be filed by the specified deadline).
If the fee is not paid, the fee is recovered from the student, including by legal enforcement.
No fees can be charged for EU scholarship holders, therefore, the consortium or the University have to agree upon an institutional contribution.
No tuition fee is charged for German or EU students. Students from outside the EU are charged 1500€ per semester by the state of Baden-Württemberg.
Sorbonne University does not apply differentiated fees for foreign students: only the membership fees of the University in which the candidate is registered will be paid by the student.
These questions must be determined when establishing the partnership and constructing the joint diploma.
Fees for joint programmes
There is a national legal requirement applying to joint programmes which entails that the distribution of students must be based on a principle of reciprocal exchange of students. Along with a financial principle based on a) an obligation to charge tuition fee to the full cost amount from non-EU students, and b) an obligation to not charge any tuition fee/costs for Higher Education from Danish-citizens/EU-citizens admitted via University of Copenhagen.
The level of tuition fee charged from (a) amounts to EUR 33.800 for the duration of a 120 ECTS Master of Science programme. The price may differentiate when programmes are located within Humanities or Social Sciences.
It is worth noticing that specifically regarding Erasmus Mundus Joint Masters there is an option to deviate from the principle of reciprocal exchange of students. Still no tuition fee can be charged from Danish-citizens/EU-citizens admitted to the programme via UCPH, but in this case tuition fee can be charged from EU-citizens (including Danish citizens) admitted to the programme via non-Danish universities.
As per Article 76 of the University's Statute, students who are enrolled in UNIGE's basic and advanced training programs, even if they are part of a joint program, are required to pay a fee of 500 CHF. This fee is non-negotiable, unless the statute allows exemption. Any additional fees for UNIGE students require a political decision, which goes beyond standard administrative procedures. The amount is defined by the University's Statute, as well as by the University Law Articles 16 and 48 and the internal regulations concerning university taxes and fees
Regarding the payment of university fees at UNIGE, students are required to pay their fees at the time of confirmation of enrollment. This typically occurs by early November for the fall semester and April for the spring semester. Fees must be paid per semester and not as a lump sum for the entire duration of the studies.
For joint programmes that involve two institutions, students are always enrolled at one institution, and this institution manages all administration. This institution may redistribute a portion of the subsidies to the other institution (alternatively, consider implementing a rotational system (where registrations alternate between Uni 1 and Uni 2 on a yearly basis).
There are no national requirements for international joint programmes. Internal procedures in place are aimed at achieving an agreement between partners on academic fees and programme funding. It is important to set up a full-cost budget for the joint programme, including all running costs. Additional operational costs may be necessary for curriculum development, student and staff mobility, short-term student accommodation, administration, IT costs for joint student administration, and potentially for additional activities such as a Summer School. In some cases, the extra investment needed to offer joint programmes can be raised by increasing tuition fees.
Practices regarding funding possibilities and fees regarding international joint programmes
Arrangements for cost sharing, tuition fees, scholarships and the sustainability of programmes need to be negotiated. In situations where revenue generation is possible, it is necessary to sign an agreement for income distribution. If all consortium countries allow it, UNIMI accepts/agrees to determine one joint, common tuition fee for all joint programme students. In this case, the partners divide the tuition fee income over each partner institution, for instance partly based on numbers of students, credits and thesis supervision taken at that institution. UNIMI applies a fixed calculation basis for dividing the tuition fee income among partners.
At UNIMI, ordinary tuition fees are divided into two instalments with different calculation methods and payment schedules. The amount of the first instalment is the same for all students. For students with foreign citizenship whose household produces income and assets abroad, the second instalment is not calculated on the ISEE ("Equivalent Economic Situation Indicator") University value, but consists of a fixed second instalment amount based on the student's citizenship, the fee area for the study programme and the student status (on track / off track for one year or off track for more than one year). Students with foreign citizenship whose household produces income and possesses assets in Italy must apply for the ISEE University certificate. For the purposes of right-to-an-education benefits (scholarships, canteens, accommodation), foreign students who cannot apply for the ISEE University certificate will have to provide financial evidence upon submitting their online application.
The Ordinance No. 130 of the Rector of the University of Warsaw of 30 September 2019 regulates the rules for charging and the conditions and procedure for exemption from the fees for educational services at the University of Warsaw (consolidated text in English).
UW may charge the following fees for educational services:
for part-time studies;
for retaking specific failed full-time classes due to unsatisfactory academic progress;
for studies conducted in a foreign language;
for extracurricular classes;
for full-time studies in Polish from foreigners.
The Rector determines the amounts of fees for educational services by way of an ordinance, issued before the beginning of the admission procedure, upon the request of the teaching and learning councils presented by the Head of the Teaching Unit (usually Vice-Dean for Student Affairs from the faculty). It is therefore crucial to determine fees for joint programme before the joint admission procedure begins. This ordinance is issued as a joint document for all study programmes. It also includes all other kinds of fees, not only a tuition fee.
The deadlines for the payment of the fees shall be determined by the Head of the Teaching Unit, so at the level of faculty (or other teaching unit).
The Head of the Teaching Unit may exempt a student from the fees in whole or in part, or divide the fee into instalments upon a grounded request of the student (full procedure is described in the Ordinance No. 130). However, in case of a foreign student the Rector can exempt from the fees in their entirety or in part, or grant approval for the fees to be paid in instalments, on a justified request (which is passed by the Heat of the Teaching Unit).
Information on admission and tuition fees are available on the website of the Admissions Office in English: https://rekrutacja.uw.edu.pl/en/application-and-tuition-fees/
The tuition fee for joint programmes should be clarified in the partnership agreement, as well as all procedures regulating the division of funds between partners.
Funding possibilities
There are external sources of funding available for cooperation on joint programmes. Among others, the most popular recommended for Polish HEIs are:
Erasmus Mundus Design Measures: https://erasmus-plus.ec.europa.eu/opportunities/opportunities-for-organisations/cooperation-among-organisations-and-institutions/erasmus-mundus-design-measures-emdm?facets__field_eac_tags=185
Erasmus Mundus Joint Masters: https://erasmus-plus.ec.europa.eu/programme-guide/part-b/key-action-2/erasmus-mundus
Polish National Agency for Academic Exchange (NAWA) KATAMARAN - Establishing and conducting joint second-cycle studies: https://nawa.gov.pl/instytucje/katamaran-przygotowanie-i-realizacja-wspolnych-studiow-ii-stopnia
Maria Skłodowska-Curie Action doctoral networks: https://marie-sklodowska-curie-actions.ec.europa.eu/actions/doctoral-networks