MOA Procedure and Samples

Download PDF or Word

International Memorandum of Agreement Procedures

Iowa State University and its colleges and departments may enter into agreements facilitating the exchange of faculty, staff, and/or students with cooperating institutions for the purpose of education, research, or related experiences.

Definitions

Memorandum of Understanding

A document signifying the mutual interest in the development of collaborative educational activities related to research, instruction, and extension between units at cooperating institutions. No financial or legal obligations are incurred as a result of signing a memorandum of understanding. This is an optional step in the preparation of a memorandum of agreement and particularly useful in instances where an expectation exists that an official agreement should be signed. Copies should be provided to the dean of the relevant college and the Provost.

Memorandum of Agreement

An agreement to develop collaborative activities related to research, instruction, and/or extension between units at cooperating institutions.

Memorandum of Agreement Proposal

A document which must be submitted to and approved by the department executive officer(s), college coordinator(s) for international activities, dean(s) of the college(s), and the Provost before the memorandum of agreement or terms of agreement may be negotiated.

Terms of Agreement

The specific educational program arrangements providing for transfer of information, faculty, staff, and/or students between the institutions for education, research, or related activities, which would include numbers of persons involved and the lengths of their visits. Terms of agreement may be modified in response to on-going developments in the program. Separate terms of agreement may be developed for more than one college or department under the terms of a memorandum of agreement..

Procedures

Step 1

A memorandum of agreement proposal may be introduced by any university official or faculty member. It should include:

  • Name, address, telephone, and FAX number of the cooperating institution.
  • Name and title of the project coordinator at the cooperating institution.
  • Name, title, office address, telephone, and FAX number of the project coordinator at ISU.
  • List of ISU faculty members who are interested in participating in the program.
  • Purpose and scope of the program and its anticipated benefit to ISU.
  • Proposed initial terms of agreement.
  • Budget

Step 2

The Study Abroad Center, 256 Memorial Union, shall review the proposal to determine whether:

  • Other agreements exist with the cooperating institution.
  • All necessary information is included.
  • Appropriate budget details are included.
  • Other units within ISU could become involved in the program.
  • The proposed program is consistent with university memorandum of agreement procedures.

Once this has been established and, if appropriate, signatures have been obtained for compliance with student exchange proposals, the written proposal shall be submitted to the department executive officer(s), college coordinator for international activities, dean(s) of the college(s), and the Provost for approval to proceed with a memorandum of agreement.

Step 3

When an understanding is reached between institutions, a memorandum of agreement shall be signed by both institutions. The department executive officer of the implementing department(s), college coordinator for international activities, dean(s) of the college(s), and Provost must approve and sign the agreement. An original copy shall be provided to the Provost.

Step 4

Initial terms of agreement may be negotiated by the program coordinator with the cooperating institution either during the negotiations leading to the signing of the memorandum of agreementor afterward. When financial obligations are to be incurred, the terms of agreement must be approved by the unit's administrative officer(s) and the Provost. An original copy of the terms of agreement shall be provided to the Provost both when initially adopted and when modified.

Step 5

Reports on the activities under each memorandum of agreement shall be forwarded annually by each program coordinator to the department, the college, and the Study Abroad Center. The reports shall contain:

  • Name and address of the cooperating institution.
  • Name and title of the coordinator for the cooperating institution.
  • Name, title, and address of the ISU coordinator.
  • Names and titles of faculty and staff and names and majors of students who participated in the program during the previous year, with the extent of involvement and the dates of their participation.
  • Dates of visits between institutions by official delegations, with names and titles of delegation members.
  • Budget (expenses associated with developing, implementing, and reviewing the program; sources of funds).
  • Non-financial resources used for the program (e.g., office space, housing).
  • Proposed amendments to the memorandum of agreement or the terms of agreement for the following year.

Step 6

Memoranda of agreement shall be reviewed, and renewed if appropriate, every five years by the Provost and representatives of the cooperating administrative units.

Download MOA Procedure and Samples PDF or Word