Approvals & Communication Process for Agreements with international
institutions
1.0
Purpose
1.1
To clarify and map out the approvals process for establishing agreements and relationships
with international institutions and government agencies. Separate approvals processes will
apply for major projects and research agreements or research consultancy contracts, and
for coursework approvals (through formal university committees).
2.0
Background
2.1
In 2007 an Approvals and Communication process for agreements with international
institutions was approved by the Vice Chancellor’s Group (International). It has since
become appropriate to simplify and clarify the approvals process and communicate it to
ensure compliance.
3.0
The International Plan 2007-2010
3.1
The International Plan provided for a model for differentiating between, and prioritising,
different types of international academic partnerships. The ODVCI developed four
categories of partnerships that VCGI approved at meeting 2-2007:




Comprehensive (Category 1)
Collaboration and Exchange (Category 2)
Study Abroad and Short Course (Category 3)
Capacity Building (Category 4)
4.0
Agreement and MOU Formats
4.1
Standard agreement and MOU templates, approved by the Solicitor’s Office, for each type
of relationship should be used as the basis for a Monash agreement. These templates are
available on the International website. In cases where the partner institution insists on using
their template or negotiates major modification of our templates, the agreement will require
the approval of the Solicitor’s Office. This approval is always negotiated via the Office of
International Engagement (OIE).
4.2
Proposals must contain a brief and a rationale for the proposed relationship.
4.3
A Memorandum of Understanding (MOU) would normally be on a university-to-university
basis or a faculty-to-faculty basis.
4.4
Agreements would normally be on a university-to-university basis or a faculty-to-faculty
basis.
In accordance with the one-Monash concept, an agreement or MOU would not normally be
established between a specific Monash campus and another institution or government
agency, except in special circumstances.
2
5.0
Negotiation of Agreements
5.1
Proposals for agreements may originate from senior management, faculty staff via the
Dean, campuses, Monash Abroad, or elsewhere in the university as a result of a visit by a
delegation from or to Monash.
5.2
Proposals that originate in faculties or campuses must have the approval of the relevant
dean and/or PVC or their designated nominees.
5.3
Proposals for agreements or MOUs must be sent to the OIE for approval before
negotiations with partner institutions formally commence.
5.4
Once the text of an agreement or MOU has been finalised by both parties, the OIE will be
responsible for obtaining the approval of the Solicitor’s Office (if it differs from the template).
6.0
Approval & Signatory Process
6.1
University-wide agreements and MOUs
6.1.1
The OIE will be responsible for obtaining the signature of the VC or his/her designate.
6.2
Faculty-specific agreements and MOUs
6.2.1
Once approval has been obtained, the OIE will return original agreements or MOUs to
Faculties for signature by the Dean (only) and for obtaining partner signatures.
6.2.2
The relevant Faculty is responsible for sending one original, signed by both parties, back to
the OIE for recording in the database and lodging with the Records Management Office.
6.3
Non-Australian campus-specific agreements and MOUs
6.3.1.
The OIE will send final agreement or MOU documentation to the Pro Vice-Chancellor of the
relevant campus for signature and for obtaining partner signatures.
6.3.2
The relevant campus is responsible for sending one original, signed by both parties, back to
the OIE for recording in the database and lodging with the Records Management Office.
Note: Except in exceptional circumstances, Non-Australian campus-specific agreements and
MOUs will only be campus to campus or campus to faculty, and not specific campus to
University agreements or MOUs.
------
3