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Memoranda Of Understanding (MOU)

Overview:

A Memorandum of Understanding (MOU) is a non-binding, collaborative agreement between two entities. Virginia Tech partners with other entities such as universities, non-governmental organizations (NGOs) or private sector organizations to collaborate on initiatives specific to our University mission. The MOU serves as an overarching umbrella document and must be completed for all partnerships with Virginia Tech. Virginia Tech has 160 MOUs with organizations around the world, encompassing student mobility as well as collaborative research projects currently active in the agreement system. Virginia Tech maintains a standardized MOU template with the flexibility for departments to edit the standardized template in order to highlight the focus of the proposed partnership. As the partnerships mature, Virginia Tech and the partner may wish to develop a more detailed agreement that includes specific programs and initiatives (i.e., Student Exchange Agreement, Research Program Agreement or other institution-wide agreements) which could include budgets, intellectual property clauses and additional program requirements.

Process to Initiate an MOU:

  • Before creating a Memorandum of Understanding, please contact your College Dean, Institute or Center Director, Division Vice President, or approved designee to gain support for the proposed partnership. Their written approval will need to be submitted during the process.
  • It should be determined if Virginia Tech will be the initial signatory (preferred) or if the partner institution will be the initial signatory.
  • Contact Tammy Roethlisberger, email: troeth868@vt.edu to initiate a consultation and forward the written approval. During this consultation, information regarding the partnership will be gathered and system access will be granted.

Next Steps:

  • After the initial consultation and system access is granted, the MOU template will need to be completed. In certain instances, the parter’s MOU template may need to be used. Partner contacts and information as well as program/initiative specifics will need to be included in the highlighted sections of the template. If you require assistance with including the partner logo, or formatting issues, please contact Kimberly Rhodes, email: rhodesk@vt.edu.
  •  The Provost's Office requires an approval coversheet to be submitted to Tonya Windsor, email: tarnold@vt.edu. This form is available on the agreement system page.
  • The system allows for the agreement to work through multiple approvals including Export Control, University Legal Counsel and the Provost's Office. The Initiator of the agreement is responsible for following the progress of the agreement to include reviewing the notes tab; notifying GSS if the partnership stalls or will no longer move forward; following up with the partner for approval and signature; when there are questions or issues regarding the partnership; and ensuring the final/completely signed agreement is sent back to GSS in order to complete the record.
  • During the approval process, notes can be added to the system to apprise the parties of any necessary changes. Once changes are made to the agreement, the revised draft of the agreement is uploaded into the system to proceed through the approval process. The record can be sent back to the Initiator to update the agreement with necessary changes by an approval designee.
  • Once the agreement has been signed by the Provost, the initiator will receive notice from the Provost's Office that the partially signed document is ready. Once the agreement has been signed by Virginia Tech, the Initiator will send the agreement to the partner for signature.
  • After the partner signature is obtained, the original agreement must be sent to Tammy Roethlisberger, Mail Code (0265) for uploading and completion of the record.
  • The original, completely executed document is retained by GSS and the Initiator should keep a copy.
  • The President of Virginia Tech or a designated representative is the final authority on all MOUs entered into by the university.

Visit the main agreement system page for the MOU template and to search the database. 

Please note that the Student Exchange Agreement (SEA) template, while located in the agreement system, can only be initiated after an MOU has been established and after review with the Global Education Office.  Contact 540-231-5888 for more information about the student exchange agreement process.