Memorandum of Understanding
Overview
UC ANR, on behalf of our Statewide Programs, Cooperative Extension offices, and Research and Extension Centers, frequently collaborate with external (non-UC) agencies to provide programs and services in the furtherance of UC ANR’s mission. As well, UC ANR uses collaborative agreements internal to the University (such as between UC 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 collaborations. The lack of a formal written agreement specifying respective roles and responsibilities for UC 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.
Follow the MOU Workflow (below) to initiate the review of the agreement. You can also contact us at newagreement@ucanr.edu with any questions!
MOU Workflow
At PCPA, we're here to help facilitate MOUs in a way that supports UC ANR’s programs without causing any hurdles. We aim to be as flexible as possible!
Typically, the review and execution process is relatively speedy, but certain factors may occasionally increase the turnaround time. This could be due to the nature of working with various entities to verify all parties are following their policies and that each party agrees with the terms of the contract. The length of time needed to review and execute a MOU can also vary depending on the complexity of the terms.
Statewide Programs are responsible for being the liaison between PCPA and the other party. They kick off the collaboration and handle communications between us and the other party. They are also responsible for tracking the progress of the MOU and providing updates to PCPA.
Reference the MOU Steps to get your MOU review started. We're here to help make this process as smooth as possible for you!
MOU Steps |
#1 Draft MOUStatewide Program coordinates a draft MOU with other party. Tip: review the Specific Program Requirements section and use one of our templates as a starting point. Alternatively, PCPA is available to help draft a one-time agreement upon request. MOU Templates |
#2 Send Draft MOUStatewide Program sends draft MOU to newagreement@ucanr.edu. |
#3 PCPA Reviews MOUPCPA reviews the MOU and provides comments and next steps to Statewide Program. |
#4 SP RevisionsStatewide Program sends rednline/comments to other party. If COI is needed, Statewide Program contacts Risk via Risk Website. |
#5 Other Party ReviewsOther party reviews, provide comments or approve. |
#6 PCPA ConfirmationOnce approved by all parties, PCPA arranges for MOU execution. MOUs can only be signed by the appropriate person with the delegation of authority on behalf of ANR. County Directors, program advisors, or anyone without the delegation CANNOT sign. See execution/signature authority below. |
#7 Agreement Complete! |
Program Specific Requirements
Certain programs may have specific requirements that are unique to their objectives. For instance, agreements related to Community Nutrition and Health may necessitate TB risk assessments and/or background checks, while Master Gardener Program agreements may require ADA compliance.
To ensure compliance with such requirements, kindly consult the FAQs page specific to your program.
Execution/Signature Authority
MOUs need to be signed by the proper authorities from all parties. The proper authority for UC ANR is from the Delegation of Authority 1058, which has been re-delegated to the Associate Vice President, Associate Vice President Business Operations, the Controller and in some instances a designee.
Typically, PCPA arranges for execution for both parties. We prefer to use electronic signatures (eSignatures) through DocuSign. To help expedite your agreement:
- Discuss eSignature option when beginning collaborations
- Provide name and title of signature authority for other party & direct email with draft agreement
Memorandum of Understanding FAQs
Bottomline, an MOU will help protect the UC, the other party, and YOU.
2 – The other party doesn’t have a form, please use our MGP MOU template (Located in the right column). Before sending to the other party, fill out the template as best you can and send to PCPA at newagreement@ucanr.edu. PCPA will review, provide you with next steps, and assist you through the process.
Most of the time PCPA will arrange for execution of agreement for both parties via DocuSign. In some instances, the other party has a preferred method of signature collection, but PCPA will always guide you through this process.
1. To be mailed to the appropriate ANR person with authority to sign. PCPA will direct you on the appropriate person and address
2. Include return envelope and necessary postage with return address.
3. Print the same number of “original” copies as there are parties to the agreement (e.g., if there are two parties, you need two copies, one for each party, etc.).
4. CPA will guide you through this process