International co-operation procedures

1. Preliminaries

  •  The Administrative Department staff composes an official document to ask for permission from the Rector’s Board. The document shall be accompanied by:

      + Correspondence with partner(s);     

      + Schedule and agenda;   

      + Requirements on accommodation, transportation arrangement

  • Contact the University’s Transportation Service to arrange the pick-up
  • Register for temporary residence permit at the local Public Security
  • Calculate the cost if guest delegation stay at the University Guest House and use the School Transportation Service (in case of the Rector Board’s guests, this cost can be claimed from the guest well-coming fund).

2. Guest Welcome

  • The Administrative Department staff composes another official document to well-come the guests. This document shall be accompanied by: 

      + Correspondence;

      + Planned/Preliminary schedule; 

      + Arrangements on accommodation and transportation;

  • When approval granted, the Department of International Relations produces an invitation letter signed by the Rector. In case the guests need help in applying for visa, the LRC staff will provide the biodata of guests to the school’s Department of International Relations so that they can proceed the visa application with the Department of Immigration, Ministry of Public Security.
  • If the guests work with the Rector Board, the Department of International Relations designate/ appoint a staff to minute the meeting and then write reports to PA 25 and PA 35.
  • If the guest work with LRC, the LRC will send the reports to the Rector and the the Department of International Relations.

3. Drafting and signing international joint projects 

  • Typically project proposals present the costs and sponsors. All project proposals shall be assessed and then approved by all involved authorities. An international joint project typically passes through the following procedure:

        + Writing the project proposal;

        + Finding funding sources to implement activities proposed in the project;

        + Presenting the project proposal to sponsors for assessment (permission from authorities required prior to presenting the project);

        + Signing the project with sponsors and partners;

        + Making a project statement and asking permission from relevant government authorities in order for the project to be realized;

        + Implementing the project;

        + Producing progress reports as required by the sponsors and government authorities;

        + Evaluation

4. Receiving supply from sponsors (in co-operation with Equipment Management Department)  

  • Supply from sponsors included in a joint international project shall be specified in a list authorized by relevant authorities (such as the Ministry of Education and Training; Ministry of Investment and Planning; the Central Relief Reception Department). Required documents are as follows:

         + Signed memorandum of co-operation or contracts;

         + Official permit by an authorized body to receive the relief; 

         + Original shipping invoice; 

         + Packing list;

         + Delivery receipts;  

         + Receipt (or Certification) from the Central Relief Reception Department;

         + Tax Exemption Certificate issued by Ministry of Finance; 

         + Customer declaration forms; 

         + Imports Permit (License)

5. Generating annual international co-operation plan

  • Designing forms and developing annual plans on international relations;
  • Sending official documents to relevant units in the university (attached with forms) for filling in and returning to the school’s Department of International Relations on a specified date; 
  • Collating forms from other units;  
  • Presenting the annual master plan to the Rector’s Board for assessment
  • Disseminating the plans to the relevant Ministries and authorities.

6. Producing reports on international relations  

  • Generating reports on completed or in-progress projects conducted in the year presenting. The reports should present the executing bodies, partners, sponsors, involved personnel, total cost, implementation schedule, assessment and evaluation, suggestions.
  • Refer to Section 5 for the steps that follow.