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.
Below is an overview of NCSA’s MOU process. This process leverages the MOU Tool for many aspects but also includes steps that are performed outside of the tool The first chart shows an overview of the main stages in the process. The subsequent charts provide further definition of each stage and the responsibilities for each of the roles. Please see the MOU Tool Job Aide for step by step instructions on how to utilize the MOU Tool.
Description of the main stages:
- Initiation: Identification and documentation of basic information about a new MOU Opportunity provided by the Submitter and/or Champion.
- Pre-Approval: Review of MOU opportunity by the Directorate AD and Chief of Staff.
- MOU Creation: Completion of the MOU documentation by the champion assigned by the Directorate AD.
- Business Office Approval: Review of the draft MOU and entering of CFOPA information by the Business Office.
- MOU Coordinator Compliance Approval: This is a multi-step review process (Review 1: CWG and Directorate AD, Review 2: Director, Chief of Staff & Admin AD) to allow key stakeholders time to review/update the MOU as needed.
- Signature Custodian: Collect Signatures: This step will include a review phase (Review 3: Non-NCSA signees) for individuals identified as “signees” of an MOU followed by routing the MOU for actual signature. Note: Although some signees have the opportunity to review in earlier steps, this review will enable non-NCSA signees to provide feedback.
Roles involved in the process:
- Submitter: enter a new opportunity into the tool before MOU is drafted.
- AD’s/Director: the MIS MOU tool will notify AD’s and Director by email for your pre-approval. Full review and signatures will be coordinated via email by the MOU Coordinator and Signature Champion.
- AD’s: assign champion.
- Champion: develop and draft MOU, complete MOU 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 MOU document and tool information.
- MOU Coordinator: reviews the MOU tool and MOU document for completeness and accuracy and facilitates the internal reviews.
- CWG: you will continue to be notified by the MOU coordinator via email and have 72hrs to review and provide edits and comments.
- Signature Champion: you will continue to be notified by the MOU coordinator via email when the MOU is ready for non-NCSA signee review and signatures but will leverage the MIS MOU tool for final documentation.
