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Developing a partnership

Follow the steps to develop any new student mobility or international teaching and research partnership project or to renew an existing agreement.

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Student mobility partnerships

Student mobility partnerships formalize the commitment between two institutions that have forged a special relationship and developed equivalent training, course, and internship offerings.  

New partnership initiatives must be led by a Université Laval program director or professor and backed by the dean or vice-dean of their faculty. Please note that links in this section are in French only.

Step 1: Consult with the International Office

Before undertaking discussions with potential international partners, consult with the International Office. Advisors at the International Office can help you document the following aspects of your project:

  • Diagnosis of student mobility in your program 
  • Best practices in student mobility
  • The most suitable mobility program (International Profile. general agreement, internship protocol, etc.) 
  • Contacts at potential partner institutions
  • Mobility funding and scholarships for the programs offered
  • Safety and security and support tools (pre-departure training) 

Questions? Contact ententes@bi.ulaval.ca.

Step 2: Establish your intentions

Before proposing a new mobility agreement, you will need to profile existing student exchange options within the target programs, including the following:

  • A preliminary reflection as to effectiveness of the proposed partnership in optimizing participation by students in the program.
  • The active collaborations (mobility agreements) that exist within the program.
  • Incoming and outgoing mobility flows within the program. 
  • Whether existing agreements are being used to their full potential.
  • How the proposed partnership will add value for the program and for a majority of students in the program.
  • Be sure to secure program committee approvals where necessary.

The evaluation and validation questionnaire will help guide your thinking about the need to formalize ties under a new official partnership. Please return the completed questionnaire to ententes@bi.ulaval.ca

We suggest that you check to determine whether Université Laval already has an agreement with the proposed partner by consulting the Université Laval directory of agreements and partnerships. It may be possible to integrate your project into existing collaborations.

Questions? Write to ententes@bi.ulaval.ca.

Step 3: Define the project

In keeping with Université Laval’s internationalization policy and procedure, the University recommends that the project be defined and validated by the program director and approved by the dean or vice-dean of the home faculty prior to signing. 

The parameters must be determined before the agreement is negotiated and signed. They will be analyzed by the International Office advisor responsible for your faculty.  In case of questions, the advisory committee on internationalization will be asked for an opinion.

Step 4: Draw up the agreement

At this step, the advisor responsible for your faculty at the International Office will assist you in drawing up the agreement.

Renewal

The International Office has tools and resources for monitoring international partnerships.  When the agreement expires, partnership coordinators can request that it be renewed on the basis of the following: 

  • The quality and quantity of exchanges (e.g., exchange report, problems encountered over the course of the agreement, reception capacity of the program, incoming/outgoing mobility ratio)
  • Recruitment at the graduate level

A formal renewal request must be submitted to the International Office. The request must include a summary report of the results.

If there are questions about whether the agreement should be renewed, the advisory committee on internationalization will determine whether doing so is in the University’s interests. To make their decision, they will analyze all the documents on file. The partnership coordinators may be summoned for a meeting, if required.

For more information on agreement renewals, write to ententes@bi.ulaval.ca.

Teaching and research partnerships

All new teaching and research partnerships must be initiated by a program director or UL faculty member with support from their faculty. Please note that links in this section are in French only.

Step 1: Check whether an agreement is already in place

Université Laval has partnerships with hundreds of organizations worldwide, so it’s essential to check whether a partnership is already in place before taking steps to create a new one. To do so, consult the directory of agreements and partnerships.

Step 2: Determine whether an agreement is required

Some international activities don’t require a formal agreement, e.g., collaborating individually, sharing data, attending seminars, and hosting visiting faculty for short periods, among others.

Types of partnerships

Letter of intent

  • Used at the beginning of a partnership or when an individual project requires a more formal statement of intentions by ULaval project sponsors and external organizations
  • Signed by the faculties or research units involved and entered in the UL directory of international agreements Can be converted into a framework agreement, if justified
  • One-year term 

 

Examples: Drafting of a grant application, establishment of a new partnership requiring a clearer project description, individual initiatives.

Framework aggrement

  • General agreement signed by institutional leaders and binding the University and its partners  
  • Provides a framework for an active partnership under which collaborative activities take place
  • Signals institutional commitment and intent
  • Term of three to five years, renewable if the level of activity so justifies
  • May be tied to specific agreements in cases where financial, material, or intellectual resources are committed
  • May be reviewed by an advisory committee with the authority to recommend whether the agreement should be signed or not     
  • Cannot involve student mobility, which must be the subject of a special agreement 

 

Examples: Framework agreement between UL and a preferred partner with which we share activities; general agreement reaffirming the importance of a partner.

Scientific cooperation agreement

  • Designed to formalize research ties in a specific field
  • Defines guidelines for collaboration: sharing of research results, exchanges of interns and researchers, sharing of financial and material resources
  • May include specific provisions on intellectual property
  • Must be developed in collaboration with UL’s Vice Rector of Research, Creation and Innovation (VRRCI) 

 

Example: Cooperation agreement between a ULaval research centre and a foreign laboratory.

Amendment of an existing agreement

  • Improves upon an existing agreement by adding provisions covering specific activities
  • All amendments related to research must be drafted in collaboration with the VRRCI

 

Examples: Amendment to a student exchange protocol adding a program or changing the number of spaces available; scientific cooperation amendment defining the terms of collaboration for a joint research project involving a partner with which we share a framework agreement.

Step 3: Submit your proposed agreement

If no agreement exists with the institution you wish to work with, follow the procedure below to submit your proposed agreement to the International Office:

The International Office will review your project and inform you of its recommendations.

Step 4: Define the project with the potential partner

Certain parameters will need to be established before a formal agreement can be signed. 

The International Office will assess whether the proposal is worth pursuing based on the information provided by the UL project lead. Requests may be forwarded to the advisory committee on internationalization for analysis and additional vetting.

Step 5: Draft the agreement and have it signed

If the proposed agreement is deemed worth pursuing, the International Office will work with the project sponsor and other University bodies to draft an agreement in keeping with the needs expressed. The following bodies must approve the draft agreement before it can be submitted to the University leadership for signing:

  • The director of the project's home unit (department or research unit)
  • The dean of the home faculty
  • The competent partner institution authorities
  • The VRRCI (if it is a research agreement)
  • The International Office 
  • The advisory committee on internationalization

For more information on developing new agreements, write to ententes@bi.ulaval.ca.

Renewal or conversion of an existing agreement

The International Office has tools and resources for monitoring international partnerships. 

When an agreement or letter of intent expires, the partnership coordinators can request that it be renewed or, in the case of a letter of intent, converted.

To this end, they must make a formal request to the International Office setting out the initial intentions and the results achieved. The request must include a summary report of the results.

The partnership coordinators may be summoned for a meeting, if required. If there are questions about whether the agreement should be renewed, the advisory committee on internationalization will determine whether doing so is in the University’s interests. To make their decision, they will analyze all the documents on file.

For more information on agreement renewals, write to ententes@bi.ulaval.ca.