PURPOSE OF AGREEMENTS

In an increasingly global society, Southern University and A&M College System is committed to infusing a rich multicultural and international perspective into all its programs, as well as increasing its own international prestige and recognition. One means of doing so is the implementation of international linkages in higher education, allowing for the exchange of faculty, students, and/or research materials. Southern University and A&M College System uses the Memorandum of Agreement to recognize these official international relationships.

An International Memorandum of Agreement (MOA) initiates formal interaction between Southern University and A&M College System and an institution in another country. An MOA signifies a special relationship with the foreign institution. This broad "umbrella" agreement signifies substantial interaction between two universities. The terms of an MOA are very general, but they allow for various disciplinary or project-specific agreements to be added as supplements to the main agreement.

These guidelines cover only international agreements with Southern University and A&M College System. The process detailed here does not include contracts, which should be developed under the advisement of the office of the Vice President for Finance and Business Affairs and Comptroller (225-771-5550). This process also does not include agreements solely between Southern University and A&M College System and other U.S. institutions, nor does it apply to agencies or other universities within the Southern University and A&M College System.

STAGES OF DEVELOPMENT OF AGREEMENTS

INITIATION

The Southern University and A&M College System faculty member or department wishing to implement a Memorandum of Agreement and/or Supplement is responsible for drafting the agreement with the knowledge and approval of the appropriate department head and college dean, as well as the appropriate counterpart(s) at the foreign institution. Those drafting an agreement also should consult with the System Representative at the Center for International Development Programs (CIDP’S’s). The next section addresses drafting, routing and monitoring of the documents, along with specific items that should be included in agreements.

DRAFTING THE DOCUMENT

The first step is to check with the International Center to determine whether an agreement already exists with the foreign institution under consideration. If an umbrella MOA already exists, there is no more need for another agreement. Where there are no agreements, The Southern University and A&M College System contact should draft the MOA based on the attached models and the needs and interests of the foreign institution. The text should be written in consultation with the contact of the foreign institution.

APPROVAL AND ROUTING

Once a Memorandum of Agreement has been drafted, it is forwarded to the Center for International Development Programs at the J.S. Clark Administration Building within the Office of the System Vice President for Academic and Student Affairs. The CIDP’S’s will review the document to ensure that it meets University guidelines and policies. If necessary, the document will be returned to the initiating department or individual for corrections.

It is imperative that the Southern University and A&M College System contact/initiating department discuss the corrections or additions as recommended by CIDP’S with the counterpart(s) at the foreign institution before they arrive at a mutually agreeable original document.

Upon satisfactory completion of the agreement, the CIDP’S will ensure that the document obtains the recommendations, approvals, and signatures from the Presidents Office who solely signs all International MOA. The CIDP’S will handle the routing of agreements for all signatures. This process normally takes about one week.

Once the System President’s signature has been obtained, the agreement is returned to the department initiating the agreement. The department is then responsible for obtaining the signatures of the foreign institution officials. After both institutions sign the agreement, at least one original document must be returned to the CIDP’S to be filed in the International Agreement Archives.

MONITORING

The Center for International Development Programs houses the original versions of all Memoranda of Agreements. The CIDP’S also monitors the status of all agreements in conjunction with the department involved. Each year, the CIDP’S will conduct a survey of all MOA contacts to determine the activity level of active agreements. The CIDP’S also maintains and provides lists of Southern University and A&M College System international agreements, as well as information and statistics concerning the location, contact person, history, and status of each agreement.

SPECIFIC ITEMS

The following items are the minimum specifications that must appear in the text of an agreement:

Students:
If undergraduate and/or graduate student admission to Southern University and A&M College System is proposed, the agreement should state that prospective students will be subject to admission requirements. If necessary, the agreement should address any special conditions for waiving these admission procedures. If the agreement will not follow the ESTABLISHED admission procedures, contact the following three offices for recommendations on the special conditions before drafting the document: International Students Office, Admissions Office and the Office of Graduate Studies.

MOAs often encourage the exchange and/or enrollment of students. Typical levels of student involvement are as follows:

Degree-seeking programs - When this is specified, students at Southern University and A&M College System will be encouraged to enroll in the foreign institution's degree-seeking academic programs and vice-versa. Students will complete their degrees at the host university. All tuition and fees are paid by the student to the host university, and no reciprocity is required.

Non-degree programs - When this is specified, students at Southern University and A&M College System will be encouraged to participate in a specially designed program at the foreign institution and vice-versa. Students are typically not enrolled as regular students at the host institution, but instead are registered as "non-degree seeking" students. Any expenses incurred are the responsibility of the student. No reciprocity is required.

Reciprocal Educational Exchange Programs (REEP) - When this is specified, students at Southern University and A&M College System attend classes at the foreign institution and vice versa as non-degree seeking students. The advantage to a REEP is that students enroll and pay tuition and fees at their home university while attending the host university, and credits are transferred back to the home institution. The regulations for this type of program are governed by the State of Louisiana. Reciprocity is required, and parity must be achieved over a five-year period. For additional information on this type of program contact the Study Abroad Programs Office at 225-771-2008.

Immigration Information:
If exchanges of faculty or students are proposed, be aware that certain U.S. immigration rules apply to visiting scholars and students. For more information on student immigration concerns contact the International Student Services Office at 225-771-2940. Information on faculty/scholar immigration issues can be obtained from the Human Resources Department at 225-771-2680.

Financial Responsibility:
If any fiscal commitments are involved, they should be listed specifically in the Supplement, not the MOA. Each Supplement must state the specific department, institute, or University unit that will be responsible for meeting any expenses incurred under the agreement.

Contacts:
The committee, office, position or person designated as the agreement's campus contact at Southern University and A&M College System and at the foreign institution should be noted in the supplementary document or in an addendum to the Supplement. You may list either the position title (i.e., Department Head of Electrical Engineering or Academic Advisor for Political Science Department) or an individual's name (generally used with faculty contacts). The Southern University and A&M College System contact person will be responsible for knowing what activities take place under the agreement. He/she may also have specific administrative duties. Any correspondence to the foreign institution should include a reference to the foreign contact person.

Areas Involved:
The Supplement must list the department or units involved and, if necessary, the specific field of study or types of projects that will be carried out under the agreement.

Collaborative Research:
If the collaboration may involve proprietary rights over potentially copyrightable or patentable material, then those rights should be planned in consultation with the Office of the Assistant Vice President for Research and should be appropriately addressed in the MOA. When specific collaborative research is planned, an intellectual property rights statement must be included as part of the Supplement or as an addendum.

Dates:
An umbrella MOA should be open ended to avoid renewals and unnecessary deadlines. Additionally, the documents should clearly state that the agreement would take effect on the date of the final signing.

REVIEW OF GUIDELINES

The Advisory Council on International Education will review these guidelines every two years and revise as necessary.

FOR MORE INFORMATION

If you have questions regarding these guidelines or need further information, please contact the Center for International Development Programs at 225-771-2008.