Guidelines on the International Agreement Development Process

GlobalEngagement@UCSB is available to facilitate agreements between UC Santa Barbara and universities/institutions abroad. GlobalEngagement@UCSB facilitates the drafting of agreements, including memorandum of understanding (MOUs), while ensuring they adhere to guidelines developed by relevant campus offices.  The campus requires that agreements specify a UC Santa Barbara faculty member who will be responsible for the negotiation, drafting of the agreement and administering projects, programs and exchanges developed through the partnership. Below you will find step-by-step information on the agreement development process.

  1. Search the agreement database to determine if there is already an agreement in place with the same institution that may allow the proposed collaboration to join in.

  2. If there is no agreement in place that may support the proposed collaboration, review the guidelines below and complete the Questionnaire.

  3. Proposals involving academic units require the approval of the department chair and divisional dean, while proposals involving ORUs require the approval of the ORU director. Discuss the questionnaire with your chair/dean or director, and request that each sign the questionnaire confirming support for the proposal. Send the completed questionnaire to contact@globalengagement.ucsb.edu

  4. Upon receipt of the questionnaire a representative from the GlobalEngagement@UCSB will assist the faculty member in drafting the initial non-binding MOU and/or binding Collaboration Agreement and work with the faculty member during negotiations. Agreements may be tailored to meet the unique needs of each partnership however, utilizing standardized language provided in the MOU and Collaboration Agreement templates, will to the extent possible, expedite the review process.
    Note: There is no guarantee that proposed agreements will be approved.

  5. The faculty member will provide the draft agreement to the international partner for review and discussion. A representative from the GlobalEngagement@UCSB will help review the draft to ensure compliance with campus standards, and arrange further reviews as follows:
    1. Graduate Division: agreements that involve graduate student exchanges.
    2. Education Abroad Program or University Extension: agreements that involve undergraduate student exchanges.
    3. Office of Research: agreements that contain research and/or publication clauses.
    4. Academic Senate: agreements and MOUs that commit University resources.
    5. University Counsel: for all legal aspects.
    6. International Students and Scholars: For visa or immigration concerns
  6. Any agreement that requires Academic Senate review will need at least 6-8 weeks. Agreements that deviate from the provided templates may need additional time for review.

  7. If you receive an MOU or Collaboration Agreement from an international collaborator that is not based on a UCSB template, please follow the instructions (1-3 above) to seek campus review and approval.

  8. This MOU process flow chart describes the development and approval processes of the agreements.

  9. Please note that the Executive Vice Chancellors Office and the Office of Research will serve as the official office of record for international agreements and must maintain a copy of each signed document. GlobalEngagement@UCSB will email a PDF of the signed original to you, and to each of the campus offices that have reviewed the agreement.

  10. Restricted Party Screening and Export Licensing:
    GlobalEngagement@UCSB performs Restricted Party Screening for all international agreements as part of the agreement development process. The US government maintains lists of Restricted Parties that require export licenses for exports of material, software or technology or unpublished technical data. This screening is conducted to ensure that export licensing requirements are identified and licenses obtained from the US government to support the activities covered under an international agreement. Questions about this requirement may be directed to UC Santa Barbara’s Export Control Office, Melodie Blakemore (blakemore@research.ucsb.edu). Visit UCSB Export Control for more information. Please refer to UCOP International Compliance website for more information regarding UCOP guidelines of international collaborations.