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Academic mobility

РАЗДЕЛ 1. Basic concepts and general requirements

1.1     Regulations on academic mobility of students, graduate students and teachers (hereinafter – Provision), developed in order to implement the required parameters of the Bologna process.

1.2     For the international recognition of the national educational curriculums, ensuring mobility of students and teachers of educational institutions, as well as improving the quality of education and ensuring the continuity of all levels of education in educational institutions the unified credit technology of training is realized.

1.3    The following basic concepts and definitions are used in Provision:

  • academic mobility – is a transfer of the students or teacher-researchers to study or conduct research on a specific academic period: semester or academic year to another higher education institution (within the country or abroad) with a mandatory transfer credit mastered educational programs in the form of loans in their university or to continue their studies at another university;
  • academic freedom – a set of powers of subjects of the educational process provided to them for self-determination of the content of education in the disciplines component of choice, additional types of training and the organization of educational activities designed to create the conditions for the creative development of students, teachers and the use of innovative technologies and teaching methods;
  • point-rating alphabetic system assessment of educational achievements– a system of assessing the level of educational achievements in points, consistent with international practice of alphabetic system with a digital equivalent, and allowing to set rating of students;
  • diploma education – the possibility of cross-trained in two curriculum (educational programs) in order to obtain two equivalent diplomas (Double Major) or one major and minor additional diplomas (Major – Minor);
  • European Credits Transfer System (transfer) and credit accumulation (ECTS) – method of assigning credits (credits) to components of educational programs (disciplines, courses, modules), with which the comparison and transfer credit of student’s mastered academic disciplines is carried out (with credits and grades) when changing educational trajectory of the institution and the country of study;

1.4      The external (international) academic mobility is defined as training of students and university graduate students in foreign universities, as well as the work of teachers in foreign educational or scientific institutions.

1.5     The internal (national) academic mobility is defined as training of students and graduate students, as well as the work of university teachers at leading universities in Kazakhstan.

1.6     Goals, objectives and general rules of provision and implementation of the academic mobility correspond to the major principles of the Bologna Declaration.

1.7     The rules and procedures for the academic mobility implementation apply to students and graduate students of on-site training and to regular lectures of the university.

1.8     External academic mobility of university teachers is realized, usually in the form of secondment outside of RK, that is, a trip at the order of vice-chancellor for a certain period to give lectures and seminars.

1.9     Academic Mobility, which is realized in the form of a private trip , is only possible in the period of paid annual leave ( holiday ), or unpaid leave.

1.10       Academic mobility of students, graduate students, teachers , implemented in one of the above forms , must not conflict with the Labor Code of the Republic of Kazakhstan , “Concerning Education” laws and with the regulations of the Ministry of Education and Science of RK, with the University Statutes and current Provision.

SECTION 2. Academic mobility organizational support

2.1  The base date for the implementation of academic mobility is a semester or academic year.

2.2. Funding for academic mobility may be due to:

  • budget, including allocated for national projects;
  • funds received from income-generating activities;
  • funds of supporting funds and development of higher and postgraduate education;
  • funds of the host country, including grants of international organizations and private foundations;
  • personal funds of the participants of the academic mobility.

2.3             The general management work for providing academic mobility is carried out by the vice-chancellor, pro-vice-chancellor of teaching and guiding, educational administration.

2.4            The immediate work on the organization of academic mobility conduct department of international relations and educational administration (within their competence).

2.5            The basis for the implementation of academic mobility is a formal invitation from the foreign, Kazakhstan university or research center.

2.6            When receiving a formal invitation students or graduate students (teachers or employees ), planning individual educational path, academic or research program have to coordinate with the chair management the possibility of departure and if so address with the official note to the dean’s office.

2.7            The official note indicates the rationale, purpose of departure , destination, period of secondment ( directions) , last name , name, patronymic of the applicant, his position and the expected sources of payment of travel expenses , accommodation expenses ( housing) and stay ( DSA ). The invitation and its certified translation into Russian, other documents confirming expediency of secondment (direction) and defining financial conditions of a trip are attached to the official note.

2.8            In the case of centralized funding sources of the university official note with Dean’s visa is submitted to the vice-chancellor.

2.9           Registration of secondment (direction) and a report on his return from secondment (direction) is made in accordance with the procedure established in the university.

SECTION 3. The mechanism of realization of student’s academic mobility.

3.1 Students are free to choose another university (within the country or abroad) , to determine the list of subjects to study and make an application to the program coordinator.

Coordination of academic mobility programs at the university will manage (Department) international cooperation and / or office receptionist.

3.2 On the basis of student’s applications programs coordinator organizes the conclusion of an agreement on cooperation with another university in coordination with the Ministry of Education and Science of the Republic of Kazakhstan (hereinafter – the Ministry) .

Thus the partner university and its educational programs must be accredited in their country and listed in the Register of accredited educational organizations and accredited educational programs.

To ensure the internal academic mobility, optimize the use of educational and material-technical, informational and intellectual resources consortium of national universities will be established, the aim of which is to implement joint educational programs and scientific research -based on the contract.

Internal academic mobility will be provided between higher education institutions signatory of the Taraz declaration.

3.3 Тhen, following an official invitation of the partner university students make up an individual study plan and coordinate it with the chair and / or dean of the faculty.

3.4 Then students submit – justification application indicating the purpose of departure, destination, date, course and language of tuition, specialty, and possible sources of funding to the program coordinator.

The justification application shall be accompanied by a written justification of a leading department, confirmation note of the partner university for Admission, individual education plan and a copy of the grade book.

3.5 Then, program coordinator organizes the work of the Commission on the competition among the students.

The main criteria of the competitive selection are: the completion of one academic period in his university , academic performance at the «A», «A-», «B», «B», «B-», fluency foreign language (preferably a certificate of passing a test in a foreign language).

3.6 Program Coordinator with the students who have passed the competition, organize a triangular agreement between trainee, sending and the host institution. (Appendix 1)

In the case of being sent to study at the expense of national companies, social partners quadripartite agreement is made.

В соглашении предполагается необходимым указывать персональные данные обучающегося (Ф.И.О, отправляющий вуз, страна), детали обучения (принимающий вуз, страна), индивидуальный учебный план: перечень дисциплин, выбранных для обучения в принимающем вузе с указанием кода дисциплины, количества кредитов принимающего вуза (при наличии национальной системы кредитов), количества кредитов ECTS, время прохождения учебной или производственной практики, семестра обучения.

3.7 Financing of the academic mobility may be due to:

– The national budget;

– Extra-budgetary resources of the university;

– Grants of national companies, social partners, international funds;

– Students’ personal resources.

3.8 Students of the host institution undergo the administrative procedures of enrolment in accordance with the rules of the institution.

3.9 After the end of departure at the host university students submit transcript and an expense report to their university (in case of learning at the expense of national budget, of the university).

Based on the transcript in accordance with the Kazakhstan credit transfer system on the type of ECTS mandatory credit transfer is carried out to the student.

3.10 At the end of the academic year institution submits information about the number of trained under the programs of academic mobility and information about partner institution with details of the university accreditation, educational programs and their duration to the Ministry.

SECTION 4. Information support academic mobility

4.1. International office (IO) and KEEU educational administration (EA) carry out the general work management of information support of foreign academic mobility.

4.2. EA informs the faculty about the current situation of international cooperation, placing the related information at the university site.

4.4. IO provides accommodation of information about foreign partner universities (with the web site address) and available academic exchange programs in a form accessible to students and staff of KEEU.

4.5. IO organizes a competition on academic exchange programs in the framework of agreements on cooperation.

4.6. The general work management of information support of internal academic mobility is carried out by KEEU educational administration.

4.7. EA informs faculties about the current situation of the system interaction with the Kazakhstan universities, placing related information at the University site, or sending information messages to the faculty which decides.

4.8. EA provides accessible placing of information about the Kazakhstan universities in the system of interaction, and above all, the universities that implement innovative educational programs (with the addresses of electronic resources) and opportunities for academic exchanges .

4.10 Academic mobility programs competition announcements are posted on the advertisement board of faculties and also published on the KEEU site. Ads must include all the information regarding the procedures required conditions, periods, agencies and selection criteria of candidates, etc. without references to additional sources of information.

4.11. At the end of the academic year education board prepares a report on the academic mobility situation of students, postgraduates, teachers and staff of the University, which is available on the web site.

SECTION 5. Academic mobility of students and graduate students of the university

5.1. Individual academic mobility of students and postgraduates doesn’t increase standard term of study.

5.3. Preferred method of academic mobility of KEEU students and graduate students is their pointing at partner universities for:

  • education in a joint double thesis programs (degrees);
  • inclusive education within the framework of inter-university co-operation (without the issuance of the second thesis), including in the framework of academic exchange programs;
  • probation (including language);
  • do practical (research, field trip) work;
  • participation in summer schools (semesters).

5.4. Students and graduate students trips to other universities and organizations on their own initiative are implemented, usually in the form of private trips.

5.5. Students selection is conducted in an open competition procedures in accordance with the principles of equality of opportunities available merits, abilities and social activity. Academic achievement, knowledge of the host language (or English), compliance with the program or agreement on the exchange is taken into consideration.

5.6. Students participating in the academic mobility program, after consultation with the coordinators on faculty and university mobility submit the document – Individual plan of study – indicating the subjects that they will study at the host university and the recognition of which they want to receive, and indicate compliance with selected academic disciplines to subject’s plan of study which they study in KEEU. This document, in addition, must include student’s commitments on terms of disposition of coming up academic debts.

5.7. Individual study plan is the basis for the prior academic recognition procedure, which, is a guarantee that this education will be passed on account of future qualify.

5.8. Students and graduate students pass administrative procedures of enrolment in accordance with the rules of the institution at the host university.

5.10. After completion of the stay at the host university, students must submit academic record (transcript), certifying the name of studied subjects and other types of studies, obtained credits and assessments to prepare the “Protocol on the academic recognition” to the Faculty Mobility Coordinator.

5.11. Recognition and transfer credit of disciplines are held after the submission of a complete set of official documents confirming passed disciplines.

5.12. In the case of student’s passing disciplines, additional to the individual educational plan, EA and Office registrar decides transfer credit individually, schedule the passing disciplines.

SECTION 6. Academic mobility of teachers and staff of the University

6.1. Provisions of current section also apply to teaching and subcollegiate, administrative and management stuff of KEEU.

6.2. Faculty Academic Council have the right to set limits on the total duration of the academic mobility of teachers and staff.

6.3. Preferred method of KEEU teacher’s and staff academic mobility is their secondment to partner universities and organizations for:

  • lectures, classes and consultations;
  • participation in scientific work in the framework of joint issues;
  • participation in professional development programme;
  • probation during the sabbatical;
  • participation in conferences and seminars.

6.4. The main document defining the goals and objectives of the secondment is the technical task. Technical task is signed by the person seconded, head of department, head of the structural unit, head of EA and approved by the vice-chancellor of the University.

6.5. Business trip of teachers and staff is made on the basis of the order of the vice-chancellor.

6.6. For the period of teachers’ departure to the foreign trips implementation of his teaching load is assigned to another teacher with pay in accordance with applicable law.

6.7. Teachers’ and staff departures to other higher education institutions and organizations on their own initiative are implemented, usually in the form of private trips. In this case faculty administration can assist in completion of documents.

6.8. Report on the results of secondment of teacher or employee in the framework of academic mobility as well as the proposal to implement the results shall be heard at the meeting of the chair and Academic Board of KEEU.

6.9. Overseas travel without proper documentation because of fault of the teacher or employee qualifies as truancy and entails disciplinary actions. This paragraph does not apply to travel abroad during the next vacation or leave without pay

6.10. The decision on sending of vice-rector, deans of faculties for participation in the programs of academic mobility make KEEU vice-chancellor.

SECTION 7. Academic mobility of students and employee from Russia and CIS countries

7.1. The provisions of this section apply to students, graduate students ,teachers, and employees from the CIS countries who enjoy a right of visa-free access to RK .

7.2. Admission of students, undergraduates, teachers and employees who are not on programs and agreements on mobility is carried out at the expense of personal funds of invitee.

7.3. The statement shall specify the number of subjects offered by KEEU, which student wants to study under framework of relevant mobility program.

7.5. For consideration applications from students of other universities in Russia and the CIS countries who want to visit KEEU in exchange by the due date, and their compliance with the program and criteria’s responds the faculty.

7.6. If the application will have positive decision faculty informs the applicants and sends them a letter of invitation. They are also provided with all the necessary information: start date, contact information (phone numbers, fax numbers, e- mail, etc.), the procedure of registration in KEEU, general information about the university.

7.7. The procedure for enrolment of students who come to KEEU in the academic mobility is established with present situation of enrolment of students.

7.8. Certification of passed education provides EA.

SECTION 8. Academic mobility of foreign students, graduate students, teachers and employees

8.1. The basis of the academic mobility of foreign students, graduate students, teachers and employees is the inter-university cooperation.

8.2. The basis for the consideration of inviting foreign students and graduate students for realization of individual academic mobility of is the prescribed application form issued not later than 3 months before the start of the next semester.

8.3. The decision to invite foreign students to KEEU in the framework of academic mobility makes KEEU IO in coordination with the faculties with the following documents:

– The application form;

– A copy of the passport;

– Information on prior education, registered in accordance with European standards;

– Individual study plan agreed with sending and receiving party;

– Faculty intercession on the admission of foreign student, as well as the availability of vacant places in the hostel.

8.4. Education cost, transport costs, accommodation, food , medical care is available at personal expense of the student ( graduate student ) , by expense of the secondary party . The cost of education is set by the estimate approved by the vice-chancellor of the University, in proportion to complexity of the curriculum rate of 30 academic credits ECTS (European Credit Transfer System) for the semester.

8.5. Foreign- teachers may be invited to the University for a period of up to one academic year for research and lectures in the framework of the academic mobility.

8.6. The announcement of the recruitment of students in accordance with the terms of the competition program or agreements on mobility exercises Department of International Relations by posting information on the KEEU site in Russian and English.

8.7. Information should content assumed subjects of study ( based on the information provided by the faculties, the period of application , the mandatory conditions that must be done in this case in order to be admission, and a sample of the application form.

8.8. If the application will be approved IO reports about the decision to the applicants and to the relevant universities and provides visa support. All the necessary information (name and title of the responsible employee, phone numbers, fax numbers, e -mail), the procedure of registration in KEEU, general information about the university are also sent to the applicants.

8.9. Certification about passed education is conducted in accordance with the order established by the IO and EA on agreement with the Academic Affairs Vice-Rector. IO forward properly formalized academic transcripts about success level (transcripts), both students and the authorized bodies of universities that have sent them to study in KEEU.

SECTION 9. Through the list of regulations the concept is supposed to be implementated

9.1             The State Program for Development of Education of the Republic of Kazakhstan for 2011-2020.

9.2             SES RK 5.04.19-2011 “Higher Education. Bachelor’s programme. The main provisions. ”

9.3             SES RK 5.04.033-2011 “Post-graduate study. Master’s programme. The main provisions.”

9.4             SES RK 5.04.034-2011 “Post-graduate study. Doctoral candidacy. The main provisions.”

9.5             Regulations of the organization educational process on credit technology education. MES RK order from November 20, 2011 No. 152.

SECTION 10. Procedure for approval and changes in Provision

10.1. Current Provision is approved, amended and supplemented by the decision of the university education board.