Policies and Guidelines – Guidelines for becoming Agents
Where to turn when you need a helping hand
U-MR-G-01 Guidelines for becoming Agents
Criteria for becoming an Agent
US University of Technology, Science and arts appreciates that this countries educational sector has become highly competitive. This situation calls for innovation on the part of educational providers in identifying credible sources of promoting its services to prospective students. For this reason, the Institution enters into formal contractual arrangements with reputable recruiting agents in various parts of the world. US University of Technology, Science and arts agents are issued with an authorization certificate/letter for a maximum period of 2 years.
It is instructive to note that US University of Technology, Science and arts is not oblivious to the need to ensure that prospective students obtain a very high level of professional service from its agents. To meet this goal, the Institution has established a criterion for assessing the competence of its agents. The Institution has also established a Code of Ethics for Education Agents.
As a rule of thumb, US University of Technology, Science and arts recognises only two categories of agents:
Internally reputable Recruiting Agents: The agents are reputable and selected companies/business entities that have signed a formal contract with US University of Technology, Science and arts and volunteered themselves into a binding ‘Recruitment Agency Agreement’ that allows them to advise and recruit students on behalf of the Institution.This agreement is aimed at ensuring mutual benefits for both organisations.
Local Recruitment Agencies: US University of Technology, Science and arts sometimes approaches small local, recruitment agencies or are approached by such agencies. Where this is case, the Institution will ensure that the agencies meet USA standards of ethical conduct in student recruitment.
Immigration Department Compliance
The Agent has to confirm that he/she has read and understood the relevant regulations and guidelines for studying in USA and has kept conversant with the developments as relevant to such representation.
The Agent will not engage in any false, misleading or deceptive conduct or otherwise contravene any of US University of Technology, Science and arts’s obligations towards the government, the public and students as a whole.
Note: Depending on the regions or countries, the agents might be called representatives for the Institution, Education Consultants, Consultancies or Overseas Student Advisors. All prospective students must be ensured that they are only dealing with current agents of US University of Technology, Science and arts and that their contracts have not been cancelled or unilaterally or mutually terminated.
Selection
A prospective agent may offer his or her services, be recommended, or otherwise identified by the Institution. In order to consider the use of such an agent, the institution requires that:
Credible Legal Standing/Identity: The agent must have legal standing empowering him/her to operate legally.
Recognition by the local accreditation body (where applicable)
Previous Reputation: US University of Technology, Science and arts prefers to work with agents who have already established their reputation in the market both locally and internationally. However, the institution also works with some promising agents.
Intended Advertising/ Promotional Code: The agent must follow the Promotional Code of the US University of Technology, Science and arts
Economic indicators: US University of Technology, Science and arts requires the agent to submit his/her business plan and financial report (if any).
Legal Compliance: The agent must comply with the rules and regulations of the relevant bodies.
Appreciation of US University of Technology, Science and arts Code of Ethics and Code of Ethics for Education Agents: The agent must be obliged to accept the rules and regulations of the ‘US University of Technology, Science and arts Code of Ethics and Code of Ethics for Education Agents’.
These matters should be fully investigated by the Marketing Manager (or nominee) who should seek information from local government offices and agencies, government offices and agencies based in the country, other HE institutions for which the prospective agent may have worked, and the prospective agent. On the basis of these investigations, the Marketing Manager should advise the Head of Administration whether or not to proceed with the appointment procedure.
Negotiation
Where the Head of Administration authorises the procedure to continue, the Marketing Manager or (nominee) should negotiate arrangements with prospective agents. These should cover the obligations of the agent and restrictions upon their conduct, the obligations of the Institution, and arrangements for monitoring, commercial arrangements, financial arrangements, procedures for terminating the agreement, arbitration, and matters of legal jurisdiction.
Legally-binding Agreement
Once arrangements have been negotiated with an agent, they should be embodied in a legally binding agreement or contract. The contract should be signed by the Marketing Manager on behalf of the Institution and by the agent.
The Obligations of US University of Technology, Science and arts
US University of Technology, Science and arts obligations are:
To make an adequate supply of approved promotional materials available as well as details of the fee structure.
To advise the agent when courses are filled or capacity limited.
To advise the agent promptly of any new or additional courses or of any substantial variation in the syllabus for a course.
To record and notify the receipt of all applications prior to forwarding them to the Admissions Office for processing.
To deal promptly with enquiries from the agent.
To send members of Institution staff on a number of occasions, annually/ to be agreed with the agent, to support the latter’s work in promoting the institution and advising potential applicants.
Register of Approved Agents
Once the contract has been concluded, the agency may be entered on the Institution’s Register of Approved Agents. The information held on the Register includes:
The name and address of the agent
The date of the formal agreement of the contract and the date on which it will end.
Monitoring Arrangements
Monitoring will be undertaken by the Head of Administration (or nominee), and include visits to the agent by the Chief Executive (or nominee). The Head of Administration will monitor the activities of the agent. He or she will assess whether the agent is fulfilling the terms of the agreement.
In the event of a perceived breach of obligations or of restrictions, the Head of Administration will notify the agent and require remedy within fourteen days. If a remedy is not forthcoming, the Head of Administration may terminate the agreement, following which the name of the agent will be removed from the approved register.
Review Arrangements
At the conclusion of the contract, the agreement will be subject to formal review. The review will seek to establish:
Whether the agent retains the status within the educational community, financial standing, and legal status to be re-appointed.
Whether the agent will continue to be able to discharge their obligations and abide by institution imposed restrictions.