Memoranda of Understanding and Other Business Contracts
Memorandum of Understanding
ANR, on behalf of our Statewide Programs, Cooperative Extension offices, and Research and Extension Centers, frequently collaborates with external (non-UC) agencies to provide programs and services in the furtherance of ANR’s mission. As well, ANR makes collaborative agreements internal to the University (such as between ANR and a campus).
Memoranda of Understanding (MOUs) are agreements used to clarify roles and relationships between collaborating parties, as well as address liability, indemnification, insurance, and other risk factors. This is a great way for programs to begin projects and an excellent managerial tool that can be used to ensure the continued success throughout the duration of the project.
MOUs are also useful when determining accountability for all parties in a written document therefore serving as a means to better manage partnerships. The lack of a formal written agreement specifying respective roles and responsibilities for ANR and our counterparts could result in weaknesses in administration, tracking, and management of Federal property, as well as the control over such properties. By successfully executing an MOU, we are ensuring that we can meet the obligations set forth with our partners, that we have an accurately described project to accomplish goals towards our mission, and that we are not exposing ourselves nor the University to unnecessary risk.
Administrative Policies and Business Contracts (APBC) is responsible for the administration of MOUs and work in as flexible a manner as possible in order to support ANR’s programs, not impede them. The review and execution process is mostly relatively quick, but can be lengthy at times due to the nature of working with various entities to verify all parties are complying within their policies and that each party is in agreement with the terms of the contract. The length of time needed to review and execute an MOU can also vary depending on the complexity of the terms.
MOUs also need to be signed by the proper authorities from all parties. The proper authority for ANR is from the Delegation of Authority 1058, which has been re-delegated to the Associate Vice President, Associate Vice President of Business Operations, the Controller and in some instances the Vice Provost of Strategic Initiatives and Statewide Programs.
If you have questions and/or are experiencing any administrative difficulty with an MOU, please contact APBC to assist you. You may also review the ANR Policy and Procedure Manual Section 401 relating to Programmatic MOUs here.
- Collaboration opportunity identified by ANR program. ANR program drafts MOU (templates available below) or if the other party has a template they prefer, begin filling it out. APBC has created a form to help guide you and ensure there is no missing information (Duplicative information is not necessary).
New Agreement Request Form
- Once you have completed the draft MOU and form, send them to email@example.com.
- It is important that you create the roles and responsibilities for your program in collaboration with the other party, as you will be obligated to these responsibilities during the term of the MOU.
- APBC will review your draft, make changes if necessary and walk you through the remaining process for completing the MOU.
- Once both parties have reviewed and approved the MOU, we will start the execution process with the proper authorities. APBC will facilitate this for ANR and distribute as necessary.
- Each party to the agreement will receive a hard copy of the executed version of the agreement unless otherwise agreed upon. APBC retains this copy in the Oakland office as the office of record retention.
- Once all parties have executed the agreement, you may begin your program!
For UCCE/County Support Agreements please contact Ryan Harms at (510) 987-0696 or firstname.lastname@example.org to discuss before preparing an agreement using the following templates, or distributing outside of UC ANR.
Business contracts (purchase orders, independent consulting agreements, professional service agreements, and so on) are processed locally and your best source of help will also be local.
For assistance contact:
- Cooperative Extension Offices:
Cherie McDougald, Director - Business Operations Center - Kearney
(559) 646-6518 or email@example.com
- Statewide Programs, Research & Extension Centers, and ANR Service Units at the UC Davis campus:
Sally Harmsworth, Associate Director - Business Operations Center - Davis
(530) 750-1372 or firstname.lastname@example.org
- ANR Administrative Offices in Oakland:
APBC Principal Analyst Ryan Harms
(510) 987-0696 or email@example.com
Useful Links - Business Contracts
UC Davis Policy & Procedure Manual (PPM) 330-05, Administrative Business Agreements
UCD PPM 380-70, Consultant Agreements
UCD PPM 380-71, Independent Contractor Agreements
UC Business and Finance Bulletin BUS-34, Securing the Services of Independent Consultants
UC Business and Finance Bulletin BUS- 77, Independent Contractor Guidelines