B.9 — Initiation, Evaluation of Memorandum of Understanding and Agreements Policy

Document Control Information

Policy Code

B.9

Standard

B. Quality Assurance

Status

published

Version

2

Process Owner

QAIE

Prepared By

QAIE

Reviewed By

QAIE

BOT Approval

approved

First Issue Date

06 Jun 2024

Last Review Date

—

Relevant To

DMU Stakeholders

Used With

—

Modification History

Purpose and Scope

Abbreviations and Definitions

• Memorandum of Understanding (MOU): A formal agreement between two or more parties formalized upon signature.
• Agreement: A legally binding document between two parties or more that specifies the terms conditions of their partnership and the activities to be conducted.
• Stakeholders: Entities such as Hospitals, Pharmacies, Colleges, Universities, research Centers, scientists, researchers, and libraries that engage in MOUs and agreements with Dubai Medical University.

Policy Statement

1. Initiation of MOUs and Agreements
   • The process of initiating an MOU, partnership or agreement can be proposed by any faculty member, academic or administrative department.
   • A proposal must include the purpose, objectives, scope, benefits and financial viability of the MOU or agreement.
   • Proposals should be submitted to the Vice Chancellor for Quality Assurance and Institutional Effectiveness for initial review.

2. Review and Approval Process
   • The Quality Assurance and Institutional Effectiveness Unit (QA&IE) will conduct a preliminary assessment to ensure alignment with the university’s strategic goals and mission.
   • Will take legal and financial reviews to ensure compliance with all regulatory requirements and to assess all financial implications.
   • Approval from CAA will be taken where required
   • Final approval must be obtained from the Chancellor.

3. Content of MOUs and Agreements
   • All MOUs and agreements must clearly define the roles, responsibilities of each party entering into an agreement.
   • Specify and outline deliverables,
   • Terms of renewal, termination, and dispute resolution mechanisms to be clearly specified to avoid any misunderstanding.

4. Evaluation and Feedback
   • The QA&IE unit will facilitate surveys and collect feedback from all stakeholders involved in the partnership/MOU/Agreement.
   • Review and Evaluation reports will be reviewed by the QA&IE Committee to identify areas for improvement.
   • Recommendations for enhancements or adjustments will be reported and implemented as part of the continuous enhancement process.

1. Universities and Colleges

• Mutual recognition of credits and qualifications between the two Universities in order to provide maximum benefit to the stakeholders.
• Collaborations among universities should enhance academic exchange programs, joint research ventures, and resource sharing.

2.  Hospitals and Pharmacies

• Agreements with hospitals should prioritize clinical training, research partnerships, and healthcare services.
• Ensure adherence and compliance with healthcare regulations and accreditation standards.

3. Interlibrary Loans

• Collaborations with libraries should enable interlibrary lending, digital resource access, and cooperative information services to all stakeholders involved.
• Establish clear procedures for borrowing, returning, and managing library materials.
• Keep records of utilization and usage of library and electronic database services

Procedures & Guidelines

1. Proposal Preparation: The initiating department prepares a comprehensive proposal outlining the purpose, scope, objectives, costs and anticipated benefits of the MOU or agreement.

• Initial Review: Submit the proposal to the Vice Chancellor for Quality for initial review and approval to proceed.
• Preparation of Draft MOU/Agreement by mutual agreement of both parties
• Drafting: The initiating department creates the MOU/agreement using the university's standard template, incorporating all necessary terms and conditions.
• Consultation: Engage relevant stakeholders and departments (e.g., legal, finance) as required to gather input and ensure compliance with university policies and regulatory requirements.

2. Approval

• Chancellor's Approval: Submit the final document to the Chancellor for approval.
• Signing of MOU/Agreement
• Authorization: Obtain signatures from authorized representatives of both parties.
• Documentation: Ensure all signed documents are filed and recorded in the university's records.

3. Annual Review: Conduct an annual review of the MOU/agreement to evaluate performance, outcomes, and compliance.

• Feedback Collection: Gather feedback from all stakeholders via surveys and direct consultations.
• Reporting: Prepare evaluation reports and present findings to the QA&IE Committee and other relevant entities.
• Continuous Improvement: Implement recommendations and adjustments based on evaluation outcomes to enhance the effectiveness of the MOU/agreement.

Responsibilities for Application

• Vice Chancellor for Quality Assurance and Institutional effectiveness: Overall responsibility for the partnerships, local, regional and global engagement aspects of MOUs partnerships and agreements.
• Initiating Department: Responsible for drafting the proposal and overseeing the implementation.
• Legal Council: Conducts review to review the legal aspects and implications
• Financial Departments: Conducts reviews to assess financial implications of the agreement / partnership/MoU.
• QA&IE Department: Responsible for the assessment, monitoring, and evaluation of MOUs and agreements.
• QA&IE Committee: Evaluates the effectiveness and provides recommendations for improvements

Attached Documents & References

• MO-F-09 MOU evaluation.docx