UTEP Academic Agreement Policies and Procedures
UTEP faculty and staff partner with multiple universities and organizations around the world for activities that enhance teaching and research. In order to formalize these relationships, it is necessary to follow procedures that are clearly disseminated and follow UT System policies as well as comply with SACS Policies and Guidelines.
This website was developed in order to provide guidance and resources to the UTEP community interested in exploring Agreements with other institutions that are academic in nature.
Depending on the specific type of Agreement, the approval process may require the involvement of one or more of the following UTEP Offices:
- Provost’s Office
- Office of Research and Sponsored Projects (ORSP)
- Office of Undergraduate Studies
- Office of Study Abroad Programs
- Office of International Programs
- Office of Student Affairs
- Office for Business Affairs
- The Graduate School
Academic agreements are governed by the following guidelines and policies:
- UT System Policy UTS 108 on Affiliation Agreements.
- SACS Collaborative Academic Arrangements: Policy and Procedures
- SACS Joint Curricular Ventures Involving the Award of Credit by Member Institutions: Policy and Guidelines
Below is a list of academic agreements that are covered on this website. Click here to download the appropriate agreement template. Agreements involving sponsored projects or intellectual property are not covered here and shall be referred to the Office of Research and Sponsored Projects (ORSP).
- Educational Experience (Practicum) Agreements
- International Academic Agreements
- Visiting Faculty Agreements
- Agreement of Cooperation
Any form of agreement proposed to a faculty member or academic official by a foreign entity should be forwarded to the Provost's Office with confirmation of the Dean's approval. Upon approval of the Provost's Office to proceed with the agreement, UTEP's Office of Legal Affairs (OLA) will determine whether the agreement meets the criteria for a non-binding Agreement or for an MOU. The agreement will then be routed accordingly.
If an international visitor plans to come to UTEP with a standard agreement from his/her institution, it is strongly advised that the UTEP- approved template be used instead. Even though there may not appear to be any real differences between the two documents, the pre-approved template has been vetted by OLA to be sure that it contains approved language and disclaimers. There may be some delay if the other party insists on using his/her own document, as it is essential that campus officials have time to review and, if necessary, modify the agreement.
Academic units should be sensitive about providing an opportunity for the other institution to produce a second-language MOU equivalent to the English language version. It is the responsibility of the initiating academic and/or administrative unit to provide appropriate translations of draft agreements. However, it is essential that any and all second language translations be reviewed and approved by campus language translation experts.
All documents will be in the English language or accompanied by a verified English language translation.
- The office of the Provost and the Dean of the originating unit are responsible for the execution of the academic agreements.
- Identification of the campus point of contact and unit that will be responsible for administering and implementing the Agreement
- Description of activities to take place under the proposed Agreement
- Identification of University Resources to be utilized
- Duration of agreement
- Description of any other University commitments required
- Financial obligations - including tuition support benefits, teaching or research assistantships, travel expenses, housing, medical insurance coverage, or maintenance allowances. These obligations must be specifically stated in the agreement. If no such commitments are intended, a general provision should make this clear.
The Provost's Office will advise the faculty member or academic official of the status of the review. Questions about the status of reviews should be directed to the Academic Agreements Administrator.
Sufficient lead time should be included in the request process to allow for adequate review by the appropriate campus units. While a proposed Agreement is under review, departments or units may not make any informal or formal oral or written commitment of University Resources or other form of agreement with the foreign university, non-profit institution or entity.
The following types of proposed agreements are not covered:
- A proposal for a research contract or grant submitted jointly with a foreign entity to an agency for funding. For more information, contact the Office of Research and Sponsored Projects.
- A proposal for the purchase or sale of services or products. For more information, contact the Purchasing Office.
- A proposal to affiliate with an educational institution, governmental agency, hospital or similar organization to provide for clinical training (Practicum) of enrolled students. These agreements are handled by the ORSP, please contact Ms. Martha Gamillo at X 5680.
- Original Academic Agreements and MOUs should be housed in the Provost's Office.