Directions for Completing Pre-Approved
Agreements:
1. Faculty sponsor downloads the pre-approved agreement from the Downloads page.
2. Faculty sponsor negotiates the terms of the agreement with the cooperating institution and with the UF Department Chair and College Dean.
3. Faculty sponsor fills in all blanks: Along with the cooperating institution, agree to all aspects of the document and indicate all contact information and signatory names and titles.
4. Faculty sponsor completes Letter of Approval and submits to Department Chair and College Dean for signing.
5. Faculty sponsor sends the following to UFIC prior to agreements being signed by either party:
- Signed Letter of Approval
- Agreement (disk or electronic and hard copy)
- Translation of the agreement into the language of the cooperating institution, if appropriate
- Affidavit of Translation where appropriate.
6. UFIC, in conjunction with UF General Counsel, will verify all legality.
7. UFIC secures UF President's Signature. Two copies of the agreement are signed so that each institution may have an original on file.
8. UFIC sends agreement to cooperating institution. The documents are sent via Federal Express for maximum speed and security.
9. Cooperating Institution's Procedure: the cooperating institution signs both original copies of the agreement, returns one to UFIC, and retains one for their files.
10. UFIC stores legal original of the agreement for UF
reference and includes it on UFIC website listing.
Directions for Completing Other Types of Agreements:
1. Faculty sponsor negotiates the terms of the agreement
with the cooperating institution and with all UF department and college
officials.
2. Faculty sponsor drafts the proposed agreement. The pre-approved formats may be used as a model for wording and format.
3. Faculty sponsor sends the following to UFIC prior to agreements being signed by either party in both electronic and hard copy:
- Agreement in English and in the cooperating institution's native language
- Notarized Affidavit of Translation if applicable (hard copy only)
- Completed Attachment A
- Signed Letter of Approval. (hard copy only)
4. UFIC will seek General Counsel's approval of the agreement. If changes are necessary for approval, UFIC will coordinate with the UF faculty and the cooperating institution to assure that the modifications are acceptable to all parties.
5. Once approved by General Counsel, UFIC will proceed with the signature collection process.
6. UFIC will distribute the final signed documents to the cooperating institution and UF department, store the official UF original in UFIC files, and includes it on the UFIC website listing.