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Mobility Regulations

Academic Regulations Governing the International Exchange Programmes for Universidad Autónoma de Madrid Students

(Approved by the Governing Board on 28/02/2003 and amended by the Governing Board on 18/04/2008)
1. Scope
The regulations contained herein apply to any UAM students who do a period of studies at a foreign university by virtue of an international exchange programme promoted by Deputy Vice-Chancellor's Office for International Relations.
2. Definition
2.1Students of international exchange programmes shall be construed as students who, by virtue of an international agreement entered into by the UAM, undertake part of their study programme at a foreign university with which the UAM has entered into a Bilateral or International Agreement.
2.2The study programme to be taken at the host university shall necessarily form part of the UAM's study programme.
2.3The provisions set forth herein shall apply to the recognition of the study programme undertaken at the host university.
2.4.The study programme undertaken at the host university shall not lead to the entitlement to any kind of official qualification.
3. Calls, Requirements, Selection and Awarding of Places
3.1.Calls for international exchange programmes for students shall be made through a resolution of the Deputy Vice-Chancellor's Office for International Relations and shall be in keeping with these regulations, as well as respect the principles of merit, capacity and appropriate publicity.
3.2.Being duly registered at the UAM for studies leading up to the official qualifications of Diplomas, Engineering degrees, Bachelor's degrees or Architecture degrees, as well as PhDs during the period laid down for submitting applications shall be an essential prerequisite for taking part in international exchange programme calls. Hence, students of UAM-specific qualifications shall be excluded from such calls, as shall any students registered at the UAM as a result of any national or international exchange programme, or as visiting students.
3.3The requirements set forth in the calls shall be met within the deadlines set forth in each them for the submission of applications.
3.4.Any students who have not yet finalised their first year of university education may not take part in any calls for international exchange programmes. Any students who have may have passed the first year of their university studies but, due to the adaptations brought about by curriculum changes, find themselves in such a situation shall be exempted from such requirement.
3.5The selection of students shall be carried out taking into consideration the student's academic record, his/her suitability for the place, as well as any other criteria specified in each call. The scale used to assess student records shall be drawn up in accordance with the provisions set forth in each call.
3.6The awarding of the grant shall not be definitive until the student is accepted by the host university and all the formal requirements have been fulfilled.
3.7Obtaining an international exchange grant shall not necessarily entail obtaining any kind of financial aid. Should the call set forth the granting of financial aid, such aid shall be compatible with any other study aid the student may be receiving. Grants or aid consisting of the performance of any kind of consideration requiring the presence of the student at the UAM shall be exempted from the above.
3.8. More than one foreign exchange grant may not be obtained within the same international programme, though different kinds of studies may be involved. Likewise, more than one foreign exchange grant may not be obtained for different international programmes whose periods abroad coincide.
4. UAM Study Agreement
4.1.Prior to the student's incorporation to the host university, the student shall have to draw up a study agreement (see Annex 1) in conjunction with his/her coordinator/tutor, which shall comprise the subjects and credits he/she will do at such university and the subjects and credits in the UAM's curriculum for which they shall be recognised.
4.2.The student's signature, along with that of the relevant coordinator/tutor must appear on the study agreement for it to be valid. Once the compatibility of timetables, credits and hours of study, as well as the possibility of doing such subjects at the host university have been verified by the student, the subjects specified in the study agreement shall be confirmed in writing within a month of the student's incorporation to such university (or from the beginning of the second semester) and shall be attached as an annex to the study agreement.
4.3.Any students who are going to do courses that correspond to core subjects of their curricula shall send their coordinators/tutors the complete programmes of such courses within the aforementioned deadlines and obtain their express authorisation for the recognition of the corresponding credits, except when the coordinator/tutor determines this is unnecessary as he/she has prior knowledge about their compatibility. Breaching this obligation, as well as failing to inform about any possible changes that may be made concerning what had been laid down in the study agreement, shall entail the loss of the entitlement to recognition of the affected part of the agreement.
4.4No registration changes shall be accepted once the deadline set forth in the preceding clause has elapsed.
4.5Any subjects studied in accordance with what was set forth in the study agreement shall have to be passed in the way and in keeping with the call(s) specified by the host university (referring to both the number of calls and the dates laid down therein) within the academic year the foreign exchange programme takes place.
4.6In some exchange programmes, such as the Socrates/Erasmus programmes, the student shall necessarily have to sign an additional learning agreement containing the signature of the Deputy Vice-Chancellor for International Relations.
5. Registration
5.1.Students taking part in international exchange programmes shall have to register at the UAM for the studies in the academic year for which they have been granted a foreign exchange grant.
5.2.Registration shall be done within the ordinary deadlines laid down by the Faculty or College and shall be in keeping with what has been set forth in the study agreement signed by his/her coordinator/tutor.
5.3In order to do doctorate courses, students must have been accepted to the UAM doctorate programme for which they are going to request the recognition of credits.
5.4Apart from any changes that may come about to the study agreement, registration shall be definitive in accordance with the deadlines set forth in Clause 4.3. Once such deadlines have elapsed and the study agreements have been set, no registration changes shall be permitted. Under no circumstances shall any changes to UAM subjects on the basis of the results of the studies undertaken abroad be allowed.
5.5It shall not be possible to take examinations at the UAM during the ordinary and extraordinary calls for any subjects whose teaching period coincides with the period or periods during which the exchange programme is done. Any subjects that may be exceptionally authorised by the Faculty or School shall be exempted thereof.
6. Stays
6.1The period of study at the host centre may not be less than three months, or a trimester or complete academic period, nor may it exceed a year. Shorter stays may exceptionally be made when they are set forth in a specific agreement approved by the International Relations Committee.
6.2.Extensions of Stay
6.2.1.Whenever the exchange programme may allow it and as long as it does not involve a reduction of available places, should the student wish to extend the period of his/her stay abroad beyond the period set forth in his credentials/financial agreement, he/she shall necessarily obtain the approval of the host university along with that of the Deputy Vice-Dean/Deputy Director of International Relations of the Faculty or College - for the Socrates/Erasmus programmes - or of the Deputy Vice-Chancellor of International Relations - for the rest of the programmes. Likewise, it shall be necessary to draw up a new study agreement with his/her coordinator/tutor covering any modifications and abide by the registration deadlines set forth by the UAM.
6.2.2. The extension of a period of study abroad shall solely be for academic purposes and shall on no account lead to financial effects favourable to the student.
6.3.Unless the call sets forth otherwise, grants shall be awarded for full-time studies, including the preparation of a thesis (but excluding any research activities that do not form a specific part of the study programme), that lead to a qualification or diploma at the host centre.
6.4.Waivers
Should the study period abroad be totally or partially waived, the waiver shall be done in writing as soon as possible and, should it be the case, any amounts paid out to the student and to which he/she is not entitled shall be reimbursed.
7. Recognition of Studies
7.1.The effective fulfilment of the study programme laid down in the student's study agreement shall give rise to recognition of the credits done at the host university, as if they had been done as part of the corresponding UAM curriculum.
7.2.First and Second Cycle Studies Coordinators/tutors shall authorise the recognition of credits and subjects done at the host university in accordance with the following criteria:
7.2.1.In general terms, the student may do any subjects recognised at the UAM as core, obligatory, optional or free-choice subjects. Faculties and Schools may lay down specific requirements for the recognition of obligatory and core subjects to ensure the equivalence of contents.
7.2.2.Any subjects failed abroad shall be recognised as the corresponding subjects at the UAM, as indicated in the study agreement. They shall appear on the student's record as having been failed and shall hence take up a call.
7.2.3.Should the student present him/herself for several calls of the same subject at the host university, the result of each one of them shall be reflected in the number of calls for the corresponding UAM subject.
7.2.4.Any subjects set forth in the study agreement that are not done or for which the student appears as not having presented him/herself at the host university, shall be recognised as the UAM subject set forth in the study agreement and shall be recorded as "not taken up".
7.2.5.Any subjects done at the host university and not specified in the study agreement or any changes thereof for subsequent recognition as a UAM subject shall not be recognised.
7.2.6.The recognition of foreign language courses done during the period of studies abroad shall not be authorised, except when they form part of the official curricula of the host university's Faculty or School. The student may do such courses out of the programme and apply for their accreditation at the UAM's Language Service pursuant to the academic regulations set forth for such a purpose.
7.3.Third Cycle Studies
7.3.1.Any students who do the first period of the doctorate - teaching period - may obtain up to a maximum of 60 ECTS credits, equivalent to 20 UAM credits, when the duration of their studies abroad extends over a complete academic year. The recognition of 30 ECTS credits per semester and 20 ECTS credits per trimester shall be established. However, their correspondence to UAM credits shall have to be set on an individual basis for each student depending on the study programme he/she will do at the host university and shall be approved by the doctorate programme's coordinator/tutor.
7.3.2.Any students who have finalised the first cycle of the doctorate may do a stay abroad under the framework of an international exchange programme, as long as they do research work leading up to an Advanced Studies Diploma or the doctoral thesis and have obtained the authorisation of their research work tutor or thesis director.
7.4.Tutors/coordinators shall determine the equivalence of the marks obtained by the student at the host university to the corresponding UAM marks by applying the criteria and tables approved by the International Relations Committee.
8. Certificate of Recognition of Studies
8.1.Once the period of study abroad has come to an end and on the basis of what has been set forth in the official academic certificate issued by the host university, the coordinator/tutor shall draw up a certificate of recognition of the studies done at the host university for the corresponding studies in the UAM curriculum. In addition to the tutor/coordinator, this document shall also be signed by the centre's Vice Dean/Deputy Director for International Studies.
8.2.An appeal against the certificate of recognition may be filed in writing before the centre's Dean/Director within two months of the student being given notice of the contents thereof. Once such deadline has elapsed, no appeals based on a recognition other than the certificate's contents shall be accepted. The Dean's/Director's resolution finalises the administrative track. However, an appeal for review (recurso potestativo de reposición) may be filed before the Vice-Chancellor within a month counting from the day following notice thereof is received. Alternatively, an administrative-contentious appeal may be filed within two months counting from the day following notice thereof is received.
9. Credentials
Students of international exchange programmes shall sign a credential or financial agreement, a contractual document that accredits them as such, within the deadlines established for such a purpose and it is assumed that, should they fail to do so, they expressly waive the grant. They shall additionally attach a legible photocopy of their national ID card or passport (in the case of foreign citizens) that is in effect.
For the credential/financial agreement to be valid, it shall have to carry the institutional signatures corresponding to: the Vice Dean/Deputy Director for International Relations and/or the Vice-chancellor for International Relations.
10. Students' obligations
10.1.Joining their host university on the date set, it being construed that a failure to do so constitutes a waiver of the grant.
10.2.Successfully fulfilling the programme of studies and complying with the rules of behaviour of the centre where such programme is to be done, exclusively dedicating him/herself to such programme.
10.3.Doing their work at the host centre. Any suspension or waiver by the interested party shall require a request for prior authorisation from the Vice Dean/Deputy Director for International Relations of his/her Faculty or College - for Socrates/Erasmus programmes - or from the Vice-chancellor for International Relations - for all other programmes.
10.4.In the event of a total or partial waiver, temporary absence or illness during the grant's period, reimbursing the corresponding funds
10.5.The beneficiaries of international exchange programme grants shall be solely liable for their actions at the host universities and shall hold the Universidad Autónoma de Madrid not responsible for any actions arising from any damages caused, extemporaneous waivers or any other event that may lead to claims against the Universidad Autónoma de Madrid.
10.6.Accrediting their effective stay and the duration thereof by means of submitting the relevant original certificate of stay issued by the host university that is duly signed and stamped within the established deadlines. The failure to accredit such a stay shall lead to a request for the reimbursement of the whole amount received as financial aid. Likewise, should the certificate of stay accredit a shorter period than the monthly payments received, the student shall be obliged to reimburse the monthly amounts not certified.
10.7.Should the student refuse to fulfil the requirements set forth in the foreign study programme, he/she may be requested to totally or partially reimburse the financial aid.
10.8.Filling in and submitting the relevant documents in the form and within the deadlines laid down by the host universities.
10.9.Filling in and submitting any official documents concerning their foreign exchange programme that may be required by the UAM.
10.10.Should the studies lead to any work likely to be published, the author shall duly indicate the name of the institution(s) corresponding to the financial aid received.
10.11.Should any of these obligations be breached, the grant's beneficiary shall be subject to the provisions laid down by the UAM's academic authorities, among which are included the cancellation of the grant, the rescission of the study agreement, the obligation of reimbursing any funds granted to him/her as financial aid and the exclusion from any future selection processes of any international exchange programme promoted by the UAM's Deputy Vice-Chancellor's Office for International Relations.
11. Repealing Provision
The "Regulations on the Registration of Foreign Students and on the Recognition of Studies Done at Foreign Universities by UAM Students within the Framework of the Erasmus Programme or International Cooperation Agreements" approved by the UAM's Governing Board on 15 June 1990 are hereby repealed. Any provisions contained in any other regulations approved by any other collegiate or individual governing body of the UAM which oppose the contents contained herein are likewise repealed.
12. Entry into Effect
These regulations come into effect the day after approval by the UAM Governing Board