GIM 17
Administrative Review of Cooperative Agreements

SUBJECT: Administrative Review of Cooperative Agreements

SUPERSEDES: GIM 17, (December 29, 1971)

The University has often found it advantageous to enter into certain types of cooperative agreements with other institutions. These include affiliation agreements with medical centers and other health care organizations for the advancement of professional training in the fields of social and health services, as well as cooperative agreements with Federal and State agencies, and in a few instances, with private industry. In all cases, there exists between the University and the cooperating organization mutual interests in particular programs of objectives which can best be furthered to the benefits derived from affiliation agreements center principally around the opportunity to give personnel of both organizations broader experience during their professional development.

The agreements most frequently provide for non-salaried exchange appointments on an equivalent rank basis in accordance with University policy relating to the appointment of non-tenured faculty. Some agreements are in the nature of basic contracts under which specific research projects are conducted after a formal proposal and award sequence has been followed. These typically involve collaboration between employees of the University and the cooperating agency without specific assignment of facilities to the cooperative effort. Still other agreements involve more substantial levels of cooperation, including provision within University facilities of office and laboratory space as well as certain services to employees of the cooperators. A number of significant fiscal and academic considerations are involved. Judgments as to whether, and under what conditions, the University will enter into such agreements must be made on the soundest basis possible.

These agreements, formal in nature, and, if not for a specified period of time, terminable by either party upon written advance notice to the other, generally have their origin in informal discussions on the departmental level between professional colleagues at the University and the institutions involved. While each agreement may differ in detail, depending upon the stated purpose and particular circumstances, each must comply with the laws of the State of Washington and University policies. A set of guidelines, posed as a series of questions, has been developed by the Office of Sponsored Programs to assist in the preparation and review of cooperative agreements. A copy is attached, and is referred to in the succeeding paragraphs.

In order to clarify the procedure as to how these agreements are to be handled administratively within the University, the following guidelines are presented:

1. Faculty members who anticipate preparation of a cooperative agreement or an affiliation agreement are encouraged to consult the Office of Sponsored Programs for assistance in drafting the agreement and for advice as to the most desirable sequence of actions. This consultation and advice will be based on the University's "Guidelines for Review of Proposed Cooperative Agreements" (Guidelines). Upon completion of the agreement, four copies are to be signed on behalf of the cooperative institution and by the University faculty member responsible for directly administering the program on behalf of the University. It should also bear the approval signature of the chairman and dean of the department and college involved in the program. In those agreements involving the health sciences, a recommendation of approval by the Vice President for Health Affairs should be appended.

2. The signed copies of the document, accompanied by a covering memo including responses to applicable questions from the Guidelines are then to be forwarded to the Director, Office of Sponsored Programs, for coordination of a critical review of the fiscal and administrative provisions. The Director will also refer the agreement to the Vice President for Academic Affairs and Provost (through the Vice President for Research) for academic approval.

3. Upon approval by the Vice President for Academic Affairs and Provost, the documents will be returned to the Director for transmittal to the Board of Regents or an appropriate University Officer for signature.

Questions or requests for further information relating to the contents of this memorandum should be directed to the Office of Sponsored Programs, extension 3-4043.