Developing a Memorandum of Understanding

To create a department-led general Memorandum of Understanding (MOU) between your department or college and that of an international university or organization, please contact Katie Warrener in International Programs. MOUs must be approved by Procurement and Contract Services (PaCS) and by the head of International Programs before being signed by the departments or international institutions. Please specify if the partner institution is public (government-funded) or private. The contracts officer in PaCS will be the last to sign the MOU.

Sample Memorandum of Understanding (MS Word template)

See information below for creating a student exchange agreement with the international institution.

Developing a New Study Abroad/Exchange Program

Developing a new exchange/study abroad program requires considerable thought about the many aspects of administering a program. A significant amount of faculty and staff time is required to maintain a successful program, thus the college or department must ensure there is sufficient support from all levels for such a proposal. Below is a "viability test" for new program development. It provides a valuable starting point for faculty interested in developing a new exchange program.

A Viability Test

(adapted from the University of Georgia)

The first thing that should be done when considering a new study abroad/exchange program is to consider whether the program will be viable. The following tests will help you determine your program's viability. If you need assistance in answering the questions, Joe Hoff in International Degree and Education Abroad can advise you.

1. Is there demand for additional study abroad opportunities in this location?

This can be determined by existing programs to this location that regularly fill to capacity, students attending non-OSU programs to this location, student requests to study in the location or polling of students in your unit.

2. Is there demand for additional study abroad opportunities in this major?

This may be determined by having no programs in this major, by existing programs in the major that fill to capacity or by students in the major enrolling in non-OSU programs.

(If the answer to both of these questions is no, then the program may not be viable. if the answer to one is yes, continue to the next questions.)

3. Are there any conflicts of interest that might prevent this program from going forward?

Would this program directly compete with an existing program sponsored or co-sponsored by OSU? See OSU study abroad Web site for details on existing programs available to OSU students.

4. Is this program to a location for which there is a current State Department warning or which is considered unstable or unsafe?

This might be indicated through personal experience/knowledge of the location, current events, media portrayal and/or the State Department Consular Information Sheet.

5. Do you have broad-based support from your department, dean, etc to start this program? Is there sufficient administrative support for the program?

Advising interested students, processing paperwork and providing support to incoming and outgoing participants requires a significant commitment of staff time and resources. Be sure there is sufficient interest and support in your department to maintain the program into the future. Ensure that the infrastructure will allow the program to continue even if individual faculty or staff change. Be sure to inform the Chief International Officer of your College of your plans to create a new program.

If you believe you have a viable program, review the guidelines for making a proposal to the Study Abroad Advisory Committee (SAAC). This group reviews all new study abroad and exchange program proposals for approval. Contact Joe Hoff for assistance in developing your proposal. Programs must be approved before you can publicize your program to students.

SAAC guidelines for study abroad program proposals (MS Word)
Sample Student Exchange Agreement (MS Word template)

Timeline for developing an MOU/student exchange agreement/study abroad program

Generally speaking the MOU process will take anywhere from 2 weeks to a month. Setting up the additional study abroad program/exchange agreement may take an additional one to two months. The Study Abroad Advisory Committee meets every other month from October to June. Check the SAAC Web page for meeting dates, and contact Joe Hoff to schedule SAAC review of your proposal.

Renewing an Existing MOU or Exchange Agreement

Renewals of existing MOUs or Exchange Agreements must be be approved by OSU Procurement and Contract Services (PaCS) and the head of International Programs before being signed by the departments or the international institutions. The contracts officer in PaCS will be the last to sign the renewal. An existing MOU or Exchange Agreement can be renewed in a number of ways depending on the original document and timing of the renewal. In some cases, an entirely new MOU or exchange agreement may need to be created with original signatures. Please contact Katie Warrener in International Programs for more information.