Hosting International Delegations
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Texas A&M departments, colleges and schools host many visitors to our campus. Global Engagement provides support and resources to make that experience easier when those guests are from outside the United States. Depending on the role and title of the visitor, the goal of the visit, and what Texas A&M officials are to be invited to meet with the guests, you may need to partner with others, including Global Engagement, on the visit logistics and execution. We are always looking for ways to improve the experience of a visitor and the departments hosting them, so we appreciate feedback.
As soon as you are aware a delegation or visitor from abroad is expected, please complete this delegation information form, and submit it to: firstname.lastname@example.org
These will guide you through the major phases of a visit and describe aspects of the visit that will need to be taken into consideration well before the visit takes place. The guidelines will also help you decide whether upper-level administrators may need to meet with these officials and whether it is possible to create and sign collaboration agreements during the visit.
Once you know that a visit will take place, this detailed checklist can help you keep organized about what issues you need to address before, during, and after the visit, including gifts, making flag reservations, and other protocol issues.
Hosting Roles Agreement
If you work with Global Engagement to facilitate a visit, this greement will be signed by both parties showing roles agreed to so there is no confusion over who is doing what. Global Engagement will discuss with you whether such collaboration is necessary. Typically, this occurs when certain types of high-ranking officials are involved.
Collaboration Agreements and Signing Ceremonies
Many visitors mention a desire to create a written collaboration agreement (MOA, MOU, etc.). The visit can certainly discuss this type of document. However, if you want to plan to sign such an agreement during the visit, please be aware that it can take up to a month to obtain appropriate approvals, and we strongly advise using pre-approved templates and following guidelines on the Global Partnership website.
The exception to this month timeline is a Reciprocal Educational Exchange Program (REEP), which are governed by Texas regulations overseen by the Texas Higher Education Coordinating Board. While there is a template for this type of agreement, a great deal more pre-agreement work needs to be completed to ensure that student participants don’t face obstacles in registration, transfer of credit, and other academic issues. The Education Abroad Office can provide additional guidance on these matters.
Hosting Delegation FAQ's