Agreement development process
²ÝÝ®ÎÛÊÓƵµ¼º½ International manages the process for the initiation, assessment, consultations, negotiation, and signing of international agreements and ensures coordination with all stakeholders.
Stages of agreement development process
If we're going to walk through the woods, we're going to need a path
Stage 1: Proposal
Proposals to establish a formal partnership can be initiated either by a ²ÝÝ®ÎÛÊÓƵµ¼º½ Faculty or an External Institution who must each demonstrate the value of the linkage for the partnering institutions and the appropriateness of any required institutional resources. The proponent shall fill out a Global Academic Partnership Proposal (GAPP) Form to start a proposal.
The following principles should guide any proposal or request for a global partnership:
- The partnership must be consistent with ²ÝÝ®ÎÛÊÓƵµ¼º½â€™s Global Engagement Plan and its strategic priorities.
- The partnership must be with like-minded institutions that share our commitment to innovation and entrepreneurship.
- The partnerships must be based on strong institutional and faculty commitments:
- ²ÝÝ®ÎÛÊÓƵµ¼º½ Faculty and Staff should first explore expanding collaborations with our before initiating a formal relationship with a new institution.
- External Institutions must have a ²ÝÝ®ÎÛÊÓƵµ¼º½ Faculty sponsoring the requested partnership.
- The partnership must contribute positively to the ²ÝÝ®ÎÛÊÓƵµ¼º½â€™s standing.
Stage 2: Assessment and consultations
The priorities of the Academic and Research Plans drive the strategic foundation for all global partnerships, including academic, research and global development. Based on these priorities and strategies, various stakeholders will assess the value of the proposed partnership and consider the following factors:
- Is a formal agreement appropriate or necessary?
- What are the goals of the proposed partnership?
- How does the potential partnership align with our institutional and faculty internationalization plans?
- How does the potential partnership fill the gaps in our existing programs or partnerships?
- What is the quality of the potential partner institution’s relationship with ²ÝÝ®ÎÛÊÓƵµ¼º½?
- How feasible and sustainable are the proposed activities?
- What is the potential for expanding the proposed partnership to engage multiple faculties?
- Does ²ÝÝ®ÎÛÊÓƵµ¼º½ and the potential partner institution have sufficient and available institutional resources to support the partnership?
- What are the plans for ensuring the sustainability of the proposed partnership?
If deemed required by UCI, consultations may take place with various stakeholders, including, but not limited to, the Faculty of Graduate Studies, University Legal Services, Research Services Office, Labour Relations, and Risk Management. The ²ÝÝ®ÎÛÊÓƵµ¼º½ Faculty/Staff proponent may be invited to discuss any outstanding questions and plan the next steps.
Stage 3: Drafting and negotiation
Agreements are drafted based on the information provided in the submitted proposal form and in accordance with institutional guidelines and policies. UCI encourages the use of ²ÝÝ®ÎÛÊÓƵµ¼º½ standard templates for efficient processing of agreements and works with counterpart coordinators from the potential partner institution to develop mutually acceptable terms.
The proponent shall be involved in all stages of the review and negotiation process and shall be responsible for the direction of the operational terms of the agreement.
Stage 4: Final approval and signing
All agreements processed through ²ÝÝ®ÎÛÊÓƵµ¼º½ International, whether binding or non-binding, must be approved and signed by the Provost and Vice-President (Academic).
Stage 5: Implementation and administration
The relevant ²ÝÝ®ÎÛÊÓƵµ¼º½ Faculty/Staff shall be the owner, driver, and administrator of the partnership and is responsible for ensuring the success of the activities through progress tracking. ²ÝÝ®ÎÛÊÓƵµ¼º½ International shall collaborate closely in an oversight and supporting capacity.
Undergraduate student exchanges, with the exception of business programs, are administered by .
Stage 6: Reviews
Midterm Reviews
²ÝÝ®ÎÛÊÓƵµ¼º½ International will work with the ²ÝÝ®ÎÛÊÓƵµ¼º½ Faculty sponsor to evaluate the progress and performance of the partnership at its halfway point. Strengths, weaknesses, opportunities, and challenges must be identified, and feedback and recommendations may be provided.
Term Reviews and Renewal
The relevant ²ÝÝ®ÎÛÊÓƵµ¼º½ Faculty is responsible to inform ²ÝÝ®ÎÛÊÓƵµ¼º½ International if there is interest to renew an existing agreement by submitting a Global Academic Partnership Renewal (GAPR) Form. ²ÝÝ®ÎÛÊÓƵµ¼º½ International will assess the value of the proposed renewal based on the results of the Midterm Review, and will consider the following factors:
- What are the activities that resulted during the existing term of the partnership?
- How many faculties and students participated and/or were involved?
- How did the existing partnership support the institutional and faculty internationalization goals?
- What is the status and quality of the partner institution’s relationship with ²ÝÝ®ÎÛÊÓƵµ¼º½?
- What is the potential for expanding the partnership to engage multiple faculties?
- Does ²ÝÝ®ÎÛÊÓƵµ¼º½ and the partner institution have sufficient and available institutional resources to continue supporting the partnership?
- What are the plans for ensuring the sustainability of the partnership?
Required approvals
The following approvals are required to ensure that the proposal has the full support of the faculty, that there are sufficient institutional resources to sustain the partnership, that any potential risks are evaluated and mitigated, and that its objectives align with the University’s priorities and strategies.
In Stage 1, the ²ÝÝ®ÎÛÊÓƵµ¼º½ faculty proponent is tasked with obtaining approvals from the Department Head and Faculty Dean for the proposal. In Stage 2, ²ÝÝ®ÎÛÊÓƵµ¼º½ International and other relevant internal stakeholders are responsible for conducting assessments and consultations. Finally, in Stage 4, ²ÝÝ®ÎÛÊÓƵµ¼º½ International takes the lead in securing final approval and signing from the Provost and Vice President (Academic).
Timeline
Agreements can be complex and may require significant consultation and approvals from both parties. The time required from an initial draft to signing varies. Contact us as early as possible in the process to ensure we can help you meet your target.