(note: updating intro section, rest of page is up to date). A commitment is any financial or resource obligation being made between NCSA and another entity. The CT tool allows us to process and monitor commitments between individuals or departments. Examples of commitments include MOU’s, cost-sharing or proposal matches, recruitment and retention packages or sponsorships.
A memorandum of understanding (MOU) is a type of agreement that serves to document arrangements between units, departments, and other partners. In this way, it serves both as an outline and reminder of expectations or obligations pertaining to specific projects, staff members, initiatives, or other commitments on behalf of each signatory and their respective groups. Agreements or MOU’s with parties outside of the university need to go through the Contracts+ campus tool and not this process, please contact the Business Office for further details. See the MOU-FAQ Wiki for additional information.
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- Initiation: Identification and documentation of basic information about a new MOU Opportunity commitment opportunity provided by the Submitter and/or Champion.
- Pre-Approval: Review of MOU commitment opportunity by the Directorate AD and Chief of StaffDeputy Director.
- Commitment Development: Completion of the MOU commitment documentation by the champion assigned by the Directorate AD.
- Business Office Approval: Review of the draft MOU commitment and entering of CFOPA information by the Business Office.
- Compliance Approval: This is a multi-step review process (Review 1: CWG and Directorate AD, Review 2: Director, Deputy Director & Admin ADDirector of Operations) to allow key stakeholders time to review/update the MOU commitment as needed.
- Signature Custodian: Collect Signatures: This step will include a review phase (Review 3: Signee Review) for individuals identified as “signees” of an MOU a commitment followed by routing the MOU commitment for actual signature. Note: Although some signees have the opportunity to review in earlier steps, this review will enable all signees, especially non-NCSA staff, an opportunity to opportunity to provide feedback.
Roles involved in the process:
- Submitter: enter a new opportunity into the tool before MOU commitment is drafted.
- AD’s/Deputy Director: the MIS MOU tool will notify AD’s and the Deputy Director by email for pre-approval. Full review and signatures will be coordinated via email by the Commitment Coordinator/Signature Custodian.
- AD’s: review opportunity and assign a champion.
- Champion: develop and draft Commitment commitment document, complete Commitment Tracking tool form fields.
- Business Office Contact: the MIS MOU tool will notify you by email to review and provide CFOPA information and review and edits to the Commitment commitment and tool information.
- Commitment Coordinator: reviews the Commitment Tracking tool and Commitment commitment document for completeness and accuracy and facilitates the internal reviews.
- CWG: will be notified by the Commitment Coordinator via email and have 72hrs to review and provide edits and comments.
- Signature Custodian: will be notified by the Commitment Coordinator via email when the Commitment commitment is ready for non-NCSA signee review and signatures but will leverage the MIS Commitment Tracking tool for final documentation.
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