SOP’s for Student Exchange Program

The Office of Internationalization (OIN) has been successfully running the Student Exchange Program
since 2015. The following procedures are to be followed at the time of departure and upon arrival of
students from Host University.

Procedure:

Outbound Students:

1) Partner University shares the information of applications opening for fall/spring semester
along with the initial documents required with OIN.
2) Partner University shares the list of courses being offered at Host University.
3) OIN shares the list of courses with concerned departments and gets approval for the
courses that match the road map at UMT.
4) In case Partner University requests list of courses of certain programs from UMT, OIN then
requests department program director/head/coordinator for list of courses and course
outlines that shall be taught to students at Partner University.
5) In case partner university does not share the list of courses being offered and/or courses
are not finalized prior to the departure of student, the student will then select the courses
upon his/her arrival at host university, take approval from program director via email
keeping in loop OIN and then register the courses.
6) Once OIN receives list of courses along with course outlines in the case of point (4), OIN
then shares the list of courses along with course outlines with Partner University for
approval. Host University then finalizes the courses that would be specially designed for
UMT students.
7) Once courses are approved by both universities, OIN then advertises the opportunity to
undergraduate/graduate to study one semester at Partner University via email.
8) The advertisement via email includes list of courses along with credit hours that shall be
taught at Partner University, eligibility criteria, deadline for submission, expected expenses
that shall be incurred by students, information about tuition fee, student exchange request
form, course approval form, and process flow chart in attachments.
a) Student Exchange Request form at first has to be completed by the student mentioning
all required details. Once filled, student exchange request form shall 1 st be signed and
approved by program director, then by the registrar.
b) Course Approval form mentions the list of courses that shall be offered at Partner
University. Program Director approves the courses that student would study during the
study abroad. Student is required to sign the form and then get approval from program
director through his/her signatures.
 c) Students are required to submit filled and signed Student Exchange Program, Course
Approval form and all previous semester transcripts at OIN before deadline.
9) Once applications are received, OIN then shortlists and finalizes the students via screening
of applications and interviews. It’s upon the concerned School/dept. discretion if they want
to select the students and then share the details of selected students as required by OIN.
10) The selected students are then intimated regarding their confirmation through email.
11) OIN shares all necessary information related to initial admission, approximate expenses that
shall be incurred at partner university with selected students
12) OIN shares required documents of students with Partner University.
13) OIN only guides students regarding visa documentation and other necessary documents
required for the admission. OIN and UMT are not responsible for Visa Processing and/or
guarantee of visa. Visa documentation is solely students’ responsibility. OIN and UMT
cannot guarantee the positive response of the visa application. The concerned embassy is
solely responsible for that.
14) Partner University shares admission documents required for visa.
15) OIN issues Reference Letter to the students required for the visa.
16) Students are required to submit one complete set of attested documents at OIN.
17) Admission documents from partner universities are shared with students only when OIN
receives original Undertaking on Stamp Paper duly signed by student and guardian.

Upon Arrival:

1) OIN shares feedback form with students. Students are required to submit the feedback
form, write testimonial and share videos, pictures and documentaries of their stay at Host
University via email.
2) OIN receives original transcripts and certificates directly from Host University which is then
forwarded to concerned departments
3) Concerned department contacts students where they fill out the credit transfer form by
mentioning the list of courses studied at Host University.
4) Concerned department (Program Director and/or Program Coordinator) finalize the
equivalent courses as per UMT roadmap and Grades and CGPA as per obtained at Host
University and then sends the credit transfer forms along with copy of transcript to
registrar.
5) Registrar and examination then transfers the courses along with credit hours and grades
and CGPA.
6) Finally, courses, along with credit hours and grades are reflected (as per Credit Transfer
Policy) at the student’s transcript.
7) Students are then required to submit the copy of updated transcript mentioning the
transferred courses and grades and receive original transcript and certificate from OIN.
Promotional Activities:

 OIN promotes the students departing for study abroad at Host University through UMT
and OIN websites and all social media platforms.
 Upon arrival, testimonials are uploaded on OIN website. Student’s experience at Host
University are recorded and shared at all social media platforms of OIN and UMT.