Memorandums of Understanding

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On this page: Overview, Workflow, Program Specific Requirements, Execution and

Useful Links

Contact Us

newagreement@ucanr.edu

MOU Templates

FAQs

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.

The local Statewide Program staff 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 MOU

Local Statewide Program determines if the other party has a preferred form. If not, fill out one of our MOU templates below.

MOU Templates
CNH MOU Template
CNH MOU Template (w/schools)
MGP MOU Template
4H MOU Template
MOU Amendment Template

#2 Send Draft to PCPA

Local Statewide Program sends either the other party's preferred form or draft template to PCPA (newagreement@ucanr.edu) before having the other party review.

#3 PCPA Reviews MOU

PCPA reviews the MOU and provides comments and next steps to Statewide Program.

#4 Send Draft to Other Party

Once draft is approved by PCPA, Local Statewide Program sends redline/comments to other party.

If COI is needed, Statewide Program contacts Risk via Risk Website.

#5 Other Party Reviews

Other party reviews, provide comments or approves. Local Statewide Program tracks progress and updates PCPA.

#6 Execution

Once approved by all parties, PCPA arranges the MOU for execution via DocuSign. If other party has a different preference for execution, PCPA will coordinate.

*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 must be executed by the authorized representatives of all parties. For UC ANR, the designated authorities are outlined in Delegation of Authority 1058, which has been re-delegated to the Vice President, the Associate Vice President Research and Extension, the Associate Vice President of Business Operations, etc.

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

What is an MOU?

An MOU is a memorandum of understanding which is a simple agreement meant to outline a collaboration between two or more parties.

Why do I need an MOU?

An MOU is used to clarify roles and responsibilities between the collaborating parties, while addressing liability, indemnification, insurance, and other risk factors. It is a great way for programs to begin projects with clear expectations or to aid in managing existing projects to ensure the continued success of our programs.

Bottom line, an MOU will help protect the UC, the other party, and YOU.

When do I need an MOU?

You should always have an MOU if you are delivering programmatic lessons, workshops, and/or activities on non-UC property, such as at a school, library, community organization, etc.

How do I draft an MOU? And who do I send it to?

The other party has a form they want use. Please fill out that form as best as possible and then send to PCPA at newagreement@ucanr.edu. PCPA will provide you with next steps and assist you through the process.
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.

Can I, my supervisor, or my County Director sign an MOU or form from the other party?

No. Only people with the delegated authority from the ANR Vice President are approved to sign these types of agreements. Please contact PCPA with any questions.

Should I have the other party sign our agreement before sending to PCPA?

No, please have PCPA review all drafts before sending to the other party. This will save time and confusion during the review process. PCPA always needs to review before sending to the other party.

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.

The site I'm working with is requesting a "Proof of Liability Insurance (Certificate of Liability or Self-Insurance)". Who do I contact at ANR for this?

If you need a copy of UC’s generic certificate of self-insurance or to request a certificate of insurance for additional insured, please visit the Risk Services website on Certificates of Insurance located here: https://ucanr.edu/sites/risk/Forms_and_Waivers/Certificates_of_Insurance/.

What if the other party wants “wet” signatures?

While we strongly prefer to use electronic signatures, “wet” signatures can be obtained. Keep in mind this process takes much longer to complete. “Wet” signatures also require the following:

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.

What is another ANR program wants to be included in our existing MOU?

That is OK, contact PCPA and we will review the existing MOU and determine the best way to add another program. Most of the time it means drafting an agreement and including the other program’s project description/scope of work.