Numerous schools and libraries encourage the periodic exchange of positions. Regardless of whether or not your institution is accustomed to this, it would be to your advantage to present a comprehensive proposal.
Use these suggestions to make a compelling case for the exchange, demonstrating benefits to the institution, students, faculty, administration, staff, members, etc. - including the opportunities for professional development and personal enrichment.
"If we knew what it was we were doing, it would not be called research, would it?"
Consider planning at least 8 months ahead for an exchange of a month or less and at least 1 year for exchanges of a term or semester. Negotiate so your participation will not affect sabbatical eligibility and, if applicable, time spent exchanging will be counted towards time accrued prior to the tenure decision for probationary faculty.
Address the following:
- Who is involved in the exchange along with participant names and full contact information. One semester/term is standard. Present a persuasive case for the time frame you are proposing . especially if you are recommending a mini-term, one or more weekends, one or more weeks, or a month or two. One faculty member may work 2-3 weeks longer than the other if one is on semesters and other is on quarters. In some cases a faculty member can leave the exchange institution at the end of a quarter following the final examination and pick up their class at their own institution the next Monday or Tuesday to complete the semester. The visiting instructor can stay a few additional days to ease the transition.
- Duties to be assumed: Discuss course load, student-teacher ratio, extra-curricular commitments, job assignments; i.e., office hours, committees, meetings, etc. What are other expectations? How many lectures or workshops would the incoming faculty member present to divisional faculty? What topics/perspectives would the host division gain the most from? Office arrangements and support: What will the office, desk, telephone arrangements be? Will there be clerical support, Internet access, computer access and what kinds of software?
- Curriculum: (If applicable.) After reviewing the curricula that would be involved, are instructors thoroughly qualified to teach their exchange partner's courses. Are all required certifications met for the state/territory for technical fields? The division head will be responsible to verify these qualifications.
- Finances. Who is paying what and when/how it is to be paid, including travel, housing, and food. Making a truly compelling case for how the institution will benefit just may result in help with travel expenses. Many will exchange homes and automobiles. If this is not possible, participants typically assist each other in making suitable arrangements. Verify insurance coverage on automobiles, medical and dental (out of country coverage?), travel insurance, liability insurance to cover participant while abroad and liability to cover exchange person.
- Anticipated effect upon the institution and local community as measured by local articles, press releases, speeches, presentations, performances and other outputs.
- Anticipated effect (if applicable) upon your school's curriculum as measured by course proposals, syllabi changes, thesis supervision, and other outputs.
- Your ability to live and work in a different (cultural?) environment and to represent the institution with distinction.
- How you will be instrumental in bringing into the department specific expertise which will be helpful in research, teaching, possible graduate supervision or administration. (Might ask the candidate to assist on this one.)
- Benefits to you and the institution - pointing out the unique opportunities for professional development, personal enrichment and an on-going relationship with the other institution (and your colleague) beyond time spent exchanging.
- Indicate overall academic/institutional merit and soundness of the proposal.
We recommend you offer a written report, within 60 days after the exchange, describing in detail the value and benefit of the experience to the participating faculty, students, institution, administrators and local community.
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