SHMU Policy on Ethical Recruitment Agents

SHMU Policy on Ethical Recruitment Agents

Based on London Statement

1. Introduction

Context: The Evolving Landscape of International Education

Shahroud University of Medical Sciences (SHMU) recognizes the profound and transformative impact of international education in the modern globalized world.

Increasing numbers of students now move across national borders seeking education and training opportunities in order to gain internationally recognized qualifications. This mobility enriches both the students' lives and the academic environment of SHMU, contributing significantly to cultural exchange and the advancement of medical and health sciences knowledge.

The growth in the number of international students has been inextricably linked to the corresponding increase in the number of education agents and
consultants who provide vital services to them. These agents act as crucial intermediaries, bridging geographical, linguistic, and procedural gaps between prospective students and international institutions. Education agents and
consultants are, therefore, integral and important stakeholders in the ecosystem of international education. They facilitate access, provide essential guidance, and manage complex logistical arrangements necessary for successful international study.

Purpose: Promoting Best Practice at SHMU

The purpose of this high-level Statement of Principles is to unequivocally promote and mandate best practice among the education agents and consultant professions that support international students seeking admission to Shahroud University of Medical Sciences (SHMU).

This Statement serves as a unifying set of understandings that govern the recruitment of, and all related services provided to, students in international education. By adhering to these stringent guidelines, SHMU aims to ensure that recruitment practices are ethical, transparent, and ultimately serve to promote the highest standards of professionalism within the agent community supporting our institution. This policy underscores SHMU’s commitment to the welfare of prospective students and the integrity of our enrollment processes.

2. Ethical Framework

This Statement of Principles is not merely a set of rules, but is founded upon a comprehensive and robust underlying ethical framework that dictates the required conduct of all associated recruitment agents. These foundational pillars ensure that all interactions are conducted with the highest degree of moral and professional rectitude.

Integrity

Agents must be straightforward and honest in all professional and business dealings. This mandates truthfulness in all representations, adherence to promised actions, and avoidance of any deceptive practices, whether explicit or implied.

Objectivity

Agents must not allow their professional judgment to be compromised by bias, vested interest, or any potential conflict of interest. Decisions and advice provided to students must be based solely on factual information and the best

interests of the student in relation to SHMU’s offerings. Any potential conflicts must be proactively disclosed.

Professional Competence and Due Care

Agents are required to maintain and continuously enhance their professional knowledge regarding SHMU’s programs, admission requirements, visa
regulations pertinent to Iran, and the broader regulatory environment. They must exercise professional service, acting diligently and with the thoroughness expected of a qualified professional advisor. This includes keeping abreast of changes in policy and procedure.

Transparency

A commitment to transparency is paramount. Agents must proactively declare all potential conflicts of interest to all relevant parties, especially when service fees are charged concurrently by the education provider (SHMU) and directly by the prospective student. Full disclosure of financial arrangements is non-negotiable.

Confidentiality

Agents hold a significant fiduciary duty regarding the personal information acquired from prospective students. This mandates respecting and rigorously preserving the confidentiality of all personal data. Such information must not be released, shared, or sold to any third parties without obtaining the explicit, documented, and proper authority from the student.

Professional Behavior

All professional actions must be conducted in strict accordance with relevant laws and regulations applicable in both the agent’s operating jurisdiction and in the Islamic Republic of Iran concerning education and immigration. Furthermore, agents must deal with clients competently, diligently, and above all, fairly, ensuring equitable treatment for all prospective students.

Professionalism and Purpose

The overarching goal must be to act in a manner that will ultimately serve the interests of the clients (students) and the wider society, even—when necessary—at the expense of immediate self-interest (e.g., foregoing a commission to ensure the student makes a better, more suitable choice). Recognition that dedication to these high principles is the only sustainable means by which the profession can earn and retain the requisite trust and confidence of all
stakeholder groups, including SHMU, students, and governments.

3. Principles

The ethical framework translates into seven core, actionable principles that govern the day-to-day operations of recruitment agents representing SHMU.

Principle 1 - Responsible Business Ethics

This principle dictates the core operational integrity required for all business dealings related to SHMU recruitment:

• Conflict of Interest Avoidance: Proactively identify and mitigate or disclose any situation where personal interests might conflict with the student's best interests.

• Confidentiality Adherence: Strict application of data protection measures outlined in Section 2.

Honesty in Representation: All communications, verbal or written, must be•
factually accurate and avoid hyperbole or misleading statements.

• Fraudulent Visa Applications: Agents must never participate in, encourage, or knowingly submit fraudulent documentation or misrepresentations in support of student visa applications. Agents must advise students on the severe consequences of such actions.

Acting in the Student's Best Interest: The primary allegiance must be to•
ensuring the student is making a decision appropriate for their academic goals, financial capacity, and personal circumstances.

• Declaration of Fees and Commissions: Clear and explicit declaration of all financial compensation structures. This includes:

◦ Fees charged directly to the student (e.g., application processing     fees).

◦ Commissions or fees received from SHMU (the provider).

• Provision of Complaint Avenues: Agents must establish and clearly communicate accessible and fair internal procedures for students to raise grievances. Furthermore, students must be informed of their right to escalate complaints directly to SHMU's International Office if internal resolution fails.

• Compliance with All Relevant Laws: Absolute commitment to observing all consumer protection laws, contract laws, and educational regulations in all jurisdictions relevant to the recruitment process.

Principle 2 - Current, Accurate, and Honest Information

The provision of information is the most common service offered by agents and must meet the highest standard of accuracy and relevance:

• Realistic Information Tailoring: Information provided must be specifically tailored to the individual student’s documented circumstances, including their stated academic skills, prior qualifications, and demonstrated capacity to afford the tuition and living expenses. Overselling prospects or
minimizing financial burdens is strictly prohibited.

• Specification of Student Rights and Responsibilities: Agents must clearly delineate the rights afforded to the student by SHMU (e.g., access to academic appeals, student support services) and the corresponding responsibilities the student must uphold (e.g., adherence to academic integrity policies, timely fee payment).

• Refraining from False Government Endorsements: Agents must never claim false government endorsements, implying official state backing where none exists. This specifically prohibits the misuse or unauthorized reproduction of national logos, ministry seals, or official governmental emblems to imply institutional credibility.

• Providing Registration Identifiers: Agents must provide their legitimate registration identifiers, license numbers, or official accreditation numbers to

prospective students when requested, proving their recognized status to operate.

• Use of Officially Approved Promotional Materials: Agents must exclusively utilize promotional, marketing, and prospectus materials that have been officially provided or explicitly approved in writing by SHMU. Any alteration or enhancement of these materials is forbidden.

Principle 3 - Transparent Business Relationships (Written Agreements)

A formalized, written contract ensures clarity and mutual accountability between the agent, the student, and SHMU:

• Mandatory Signed Agreements: Agents must maintain separate, legally binding, signed agreements with both the prospective student and with Shahroud University of Medical Sciences (SHMU).

• Itemized Payment Schedules: Written agreements must include a complete and itemized schedule detailing all costs associated with the agent’s service and the associated tuition/fees, clearly distinguishing between agent service fees and institutional charges.

• Refund Policies: Comprehensive and explicit refund policies must be detailed within the agreement, outlining the conditions under which fees paid to the agent or SHMU are refundable, aligned with SHMU’s official policies.

• Clear Detail on Information Provided: The agreements must precisely list all services the agent commits to providing (e.g., application submission, visa guidance, pre-departure briefing) and the quality standard expected for each service.

• Maintaining Confidentiality: The written agreement must explicitly restate the agent’s ongoing commitment to confidentiality regarding the student’s personal data, in line with Principle 2.

Archiving Agreements: Agents must retain secure, auditable copies of all•
signed agreements for a minimum period specified by SHMU regulations (or local law, whichever is longer), ensuring immediate retrieval upon request by the student or by an appropriate authority conducting an audit.

Principle 4 - Protecting Interests of Minors

Recruitment involving applicants under the age of legal majority requires heightened levels of diligence and safeguarding:

• Adequate Representation: For any interaction or contractual engagement involving a prospective student who is a minor, the agent must ensure the presence of an appointed, responsible adult representative (such as a legally recognized guardian, parent, or appointed educational counselor).• Recorded Informed Consent: Before any financial transaction occurs, or any critical decision is finalized, the agent must secure documented, recorded, and informed consent from the designated legal guardian/representative regarding the terms of engagement and the student's application.

• Ensuring Legal Capacity: Agents must take reasonable steps to confirm the legal capacity of the signatory parties (i.e., ensuring the parent/guardian signing has the legal right to act on behalf of the minor).

• Acting Competently and Fairly with Minors: Dealings must be conducted with an enhanced standard of care, recognizing the vulnerability of minors.

Any advice given must prioritize the minor’s well-being and long-term educational success over immediate enrollment expediency.

Principle 5 - Informed Choices

Students must be empowered to select an agent based on merit, qualifications, and proven ethical standing:

• Agent Accreditation Disclosure: Agents must proactively provide prospective students with transparent information regarding:

◦ Their specific accreditation status with relevant national or                international bodies.

◦ Details of any formal training courses they have successfully
completed relevant to international student recruitment or the Iranian higher education system.

◦ Current and verifiable memberships in professional associations that           endorse best practice in the field.

• Supporting Comparison: This disclosure allows students to make an informed comparison between agents, ensuring selection is based on

proven professional quality rather than mere marketing claims. Agents must readily present evidence of compliance with these requirements.

Principle 6 - Professional Action

Ethical standards are maintained through continuous professional development and industry engagement:

• Continuous Training Courses: Agents are strongly encouraged, and in many cases required, to participate actively in continuous training courses relevant to international student recruitment standards, cultural awareness, and SHMU-specific program requirements.

• Professional Development: Agents must dedicate resources to ongoing professional development activities that enhance their ability to serve students effectively and ethically.

• Membership in Professional Associations: Active membership in
professional associations that demonstrably support and enforce best practice in international student recruitment is highly recommended as a mechanism for accountability and knowledge sharing.

Principle 7 - Raising Ethical Standards

Ethical responsibility extends beyond individual client interactions to the entire industry ecosystem:

• Sharing Best Practice: Agents have a collaborative responsibility to share information regarding emergent best practices, successful ethical frameworks, and identified risks within the recruitment process.

• Engagement with Stakeholders: This sharing of information should be directed towards relevant stakeholder groups, including the destination country authorities (Iran), the receiving institution (SHMU), and peer agents, in order to collectively and continuously raise the ethical standards across the entire profession. This collaborative approach ensures the longevity and integrity of international education pathways.

This document serves as the official commitment of Shahroud University of Medical Sciences to ethical recruitment practices facilitated through its partner