SEAMEO TVET Exchange Programme

Mechanism, Timeline and Requirements

of the

SEAMEO Virtual Student Exchange

by Mr Ansgar Schaefer, Integrated Expert for TVET, SEAMEO Secretariat

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Background of SEAMEO TVET Exchange Programme

SEAMEO Polytechnic Network founded in 2016 conducted regional exchange:

• SEA-TVET Student Exchange Programme - 4 batches, 1,143 TVET students exchanged in 2018-2019

• Role of SEAMEO Secretariat: Coordinator and facilitator for institutional exchange partnerships

5th batch disrupted by the pandemic

→ Reinvented as the SEAMEO TVET Institution Network & virtual SEAMEO TVET Exchange Programme

Objectives of Virtual Student Exchange

• Provide international education experiences via digital technologies and virtual platforms.

• Enhance international competitiveness, 21st century skills, and technical skills of TVET students for better employability.

• Improve inter-cultural understanding, regional perspectives, and English communication of students.

• Improve the professional capacity, cross-cultural understanding, and access to new teaching practices and resources for TVET educators.

• Create sustainable regional partnerships among TVET institutions in Southeast Asia and improve their internationalization.

Overview: 1st Batch of Virtual TVET Student Exchange

May/June 2022

TVET Institutions from Southeast Asian countries

Fully virtual, no travel required

Conducted as a pilot

Role of SEAMEO Secretariat: Coordinator, facilitator, platform provider, provider of centralized events and learning offers.

Schedule and Duration of Exchange

• Within the time period from 16. May – 24. June

• Within that time period students can be exchanged for a duration as agreed between partner institutions. → Recommended exchange of 3-4 weeks

• Virtual Exchange Platform: Open for all institutions to use

• SEAMEO: will host centralized events for all students to join.

Requirements for Student

Qualification level:

• Diploma

• Higher Diploma

• Bachelor

Study Areas:

• Computer Science/IT/ Informatics

• Multimedia/ Creative Industry

• Business/Commerce and Accounting/Entrepreneurship

Age: Over 18 Years Old

Minimum of 2 students, max

of 6 students/institution

Competent in English and

online communication.

High level of responsibility

Participation Requirements for Institutions

• Provide at least 2 main Coordinators for the exchange from the International Relations or Student Affairs office, or in a similar position

• Coordinators must:❑ Communicate well in English

❑ Be responsible, dedicated, and supportive to students

❑ Have experience in managing student exchange or international cooperation processes

❑ Be available via Email or other communication channel such as the virtual exchange platform

or messenger apps like WhatsApp or Line

❑ Possess adequate digital skills to use digital solutions and navigate virtual exchange

❑ Be punctual and follow deadlines for submitting required documents to SEAMEO and partner

institutions.

Participation Requirements for Institutions – part 2

Provide Students with:

• adequate IT infrastructure to effectively join the virtual exchange at their host institution

• data packages to ensure adequate data volume for online meetings, online courses and virtual collaboration at the host institution and with peers

Preparation and Orientation

• Sending and Receiving Institutions must conduct Pre-exchange and “On-Arrival” Orientation for students

Participation Requirements for Institutions – part 3

The Receiving Institutions should be responsible for providing opportunities for students for classroomobservation and prepare the following:

• Beginning of Exchange Orientation Session

• Mentor teacher(s) to supervise students

• e-Buddies who will take care of the international students, join them for social activities, and work withthem on their project. e-Buddies can be the counterpart of the international student between sending andreceiving institutions.

• Provide students with a schedule of classes they can join virtually

The Sending Institutions are responsible for:

• Providing students with time and opportunity to join classes of the receiving institution virtually

• Enable students to conduct the project-based assignments

Virtual Exchange Framework

• The agreement should be implemented in reciprocal way/equal agreement: Number of outbound

students should match the number of inbound students. However, the institutions can receive more

inbound students than the number of outbound students by agreement with their institutional partners.

• The participation of students in the exchange programme should be recognized as credits by their

sending institution. The Decision is made by the individual sending institutions.

Industry Partners and Internships (optional)

• Industry internships as part of the exchange are optional

• SEAMEO does encourage to explore the option to integrate virtual internships

• In case the Receiving Institutions can provide internships, SEAMEO will provide Guidelines, Forms and Certification

SEAMEO Virtual Exchange Platform

• Digital platform to support regional virtual student and teacher exchange

• Provides institutions, educators, and students with features and tools to make virtual exchange better

• SEAMEO Secretariat will provide briefing to educators and students

• The platform can be utilized for:• administrative coordination,

• teaching activities,

• discussions,

• announcements

• …

Exchange Process: 1. Application for Participation

Application by Institutions to join the Programme

• To confirm their participation, institutions must submit the Institutional Confirmation Forms and Institutional Profile before 31 March 2022

• Institutions present today will receive the forms and the exchange guideline from SEAMEO by 18 March

Recruiting Students

• As soon as institutional participation is confirmed, the Sending Institutions should start recruiting eligible students for the exchange

Exchange Process: 2. Institutional Matchmaking

Matchmaking between Institutions – Deadline 15 April 2022

• Already have a partner? Great, include it in the application form!

• SEAMEO Mapping of Participating Institutions – shared by 4th April

• SEAMEO provides templates to request and accept partnerships

• Institutional partners agree amongst themselves on number of students, subject, hours, mutual recognition…

• Found a partner? Please inform SEAMEO!

• Have not found a partner yet? Inform SEAMEO and we will conduct an Online Meeting for matchmaking on 18 April (tbc)

Exchange Process: 3. Student Profiles & Interviews

Student Profiles• Sending institutions directly submit the Student Profile to your receiving partner. It

is not needed to submit to SEAMEO.

Student Online Interview• Arrange online interviews between receiving institutions and outbound students.• Interviews can be conducted using the SEAMEO Virtual Exchange Platform

Letter of Acceptance• Successful Interview? Then the receiving institution submits a “Letter of

Acceptance” to the sending institution (cc SEAMEO).

Exchange Process: 4. Exchange Preparation

Coordinators solidify exchange content

• Hours per day spent by the students in classes of the receiving institution

• Prepare project-based assignments for the students

• Coordinators and teachers should make themselves familiar with the virtual exchange platform

Institutions provide orientation to students

• Pre-Exchange Orientation by Sending Institutions

• English Training by Sending Institutions

• Briefing/Training on online tools by Receiving Institution

• “On-Arrival” Orientation by Receiving Institution

Preparations by SEAMEO Secretariat

• Online Orientation for Students and Institutions / Onboarding to Virtual Exchange Platform (18 April tbc)

• Development on Online Courses with volunteering educators

• Preparation of Culture Exchange Sessions with volunteering educators

• Recruiting Speakers for Webinars

Exchange Process: 5. During the Exchange

• ‘Job scope’ for students: Agreement between individual institutions

• Project-based assignments are recommended

• Example Structure:• 1st week or 2-3 days: Orientation, briefing on project-based assignment observing class at the receiving institutions

• 2nd and 3rd week: Project based assignment (10h per week) and joining online classes of receiving institutions (10h per week)

• 4th week: Presentation of project and reflection on the exchange

• (optional) 2nd – 4th week: Internship with industry.

• Excursions/cultural sessions can be organized during weekdays or the weekend as appropriate.

• Webinars, Online courses, Group Activities (2h per week)

• Students & Teachers can join webinars, online courses and group activities organized by SEAMEO and volunteering

institutions throughout the exchange

Exchange Process: 6. After the Exchange

Reports

• Student Evaluation by Coordinator (Receiving institution)

• Student Evaluation by Company Supervisor (if applicable)

• Overall Project Evaluation by Student

• Overall Project Evaluation by Coordinator (Sending Institution)

• Certification Form + Student Performance Feedback by Sending Institution to SEAMEO Secretariat

Certification

• SEAMEO Secretariat will issue e-Certificates for:• Participating institutions• Coordinating Teachers• Cooperating Teachers (Mentors)• Cooperating Students (e-Buddies)• Participating Students• Industry Partners (if applicable)

Budget Responsibilities

• The implementation of the student exchange programme will be on a cost sharing basis.

• Sending Institutions shall be responsible for: 1) provision of adequate IT equipment as needed; 2) Data and Bandwidth

packages,

• Receiving institutions shall be responsible for: 1) Software licenses required for teaching activities; 2) Student extra

activities required by Receiving Institutions for the inbound students to join.

• The details are as follows:

Expenses Responsibility

Provision of adequate IT equipment Sending Institutions

Data and Bandwidth Packages Sending Institutions

Software licenses Receiving institutions

Recruiting Students

Timeline

Mechanism Briefing 15 March

Institutions submit Application Forms 31 March

Online Interviews &Letter of Acceptance By 30 April

Virtual Exchange 16 May – 24 June

Evaluation & Certification

July

Application Period

Centralized events

Online courses

Platform access

SEAMEO sends Application Forms18 March

SEAMEO shares Overview of Institutions04 April

Partner Finding

Confirmation of Partnerships15 April

SEAMEO Matchmaking & Onboarding Meeting18 April

Exchange Arrangements

By 30 April

Submitting Student Profiles23 April

Kick-Off Event16 May

Thank you!

Summary of Next Steps

SEAMEO sends application forms to meeting participants – By 18 March

Institutions submit application forms to SEAMEO – Deadline 31 March • Institutional Exchange Information• Institutional Confirmation Letter• Institutional Profile

Institutions recruit students – as soon as participation is confirmed

SEAMEO recruits volunteer educators for online courses – Starting 01 April

SEAMEO shares Overview of Participating Institutions – By 04 April

Institutions inform SEAMEO of implementation agreements – By 15 April

Application

Recruiting Students

Developing Content

Matchmaking

Summary Roles & Responsibilities

The Sending Institutions will be responsible for:

• Coordinating with Receiving Institutions for arrangement of online interview, letter of acceptance, exchange schedule, and exchange preparation, and project-based assignment

• Recruiting eligible students,

• Coordinating with SEAMEO and the partners for the virtual exchange,

• Conducting Pre-Exchange orientation for outbound students,

• Providing students time and opportunity to join classes of the receiving institution virtually and provide them with adequate IT equipment

• Supporting students in conducting project-based assignments

• Ensuring that the students will submit reports at the end of internship.

The Receiving Institutions will be responsible for:

• Coordinating with Receiving Institutions for arrangement of online interview, letter of acceptance, exchange schedule, and exchange preparation, and project-based assignment

• Arranging exchange programme and schedule of online classes, including orientation, classroom observation, project-based assignments, and other excursion/student activities

• Coordinating with Sending Institutions for arrangement of online interview

• Coordinating with SEAMEO and partners for arrangement of the virtual exchange

• Providing mentor(s) and e-Buddies for inbound students

• Ensuring that the students will submit the reports at the end of internship

• Partnering with industries according to the study areas and agreed internship period of inbound students (if applicable)

Summary Roles & Responsibilities

Roles and Responsibilities of SEAMEO Secretariat

• The SEAMEO Secretariat will serve as a Coordinating Agency among the participating institutions and ensure the understanding and communication among participating institutions

• The roles of SEAMEO Secretariat include:

• Communicating and coordinating with institutions for the whole exchange process

• Providing a virtual platform for exchange and onboarding of participants

• Conducting online coordination meetings with participating institutions

• Facilitating the matchmaking process for institutions to find partners

• Sharing guidelines, forms, student profiles and other necessary documents among institutions

• Conducting online orientation at the beginning of the exchange programme

• Following-up on reports to be submitted to SEAMEO

• Issuing Certificates to participants