Frequently Asked Questions

1. What is the purpose of seeking approval for collaborative University of Minnesota/Mayo Clinic education initiatives and activities?

Early discussion and preliminary planning by all involved parties provides a mechanism to guide collaborations, decisions, and actions. Detailed fact finding and decision-making helps avoid duplication and unnecessary work within each institution. Approval to plan and implement promotes synergy and partnership efforts that enhance the extension of resources and strengthen the core capacity to support the region’s health workforce. 

2. What types of relationships apply to the collaborative education guidelines? 

• Undergraduate education with or without shared sponsorship
• Graduate education with or without shared sponsorship
• Academic appointments
• Committee membership (long-term)
• Shared grants/joint authorship
• Guests/visiting lecturers in courses or similar activities
• Continuing education and/or continuing professional development
• Clinical affiliations/internships/fellowships
• Simulation education
• Educational technology or expertise
• Certificate education at undergraduate or graduate level
• Professional workforce development initiatives
• Scholarships
• Student Services
• Legal contracts
• Sources of funding
• Facilities
• Technological infrastructure
• Strategic concept planning
•  Collaborations that expand what either institution is able to accomplish independently

3. Where or how do collaborative educational ideas start? (or I have an idea but not a partner in the other institution. What should I do?)

Preliminary discussion in the planning stages of a project will help facilitate the process. An environmental scan can be accomplished prior to beginning the formal process and potential collaborators may meet without initiating the formal process. However, formal planning cannot proceed without the endorsement of the University of Minnesota/Mayo Clinic Education Collaboration Committee (ECC) through the outlined process. It is important to determine in advance if collaborative interest exists since each institution can share common goals but have different objectives. For questions, please contact the ECC Administration Team. 

4. What are the next steps if mutual interest exists on both sides? 

Proponents for new education collaborations between the University of Minnesota and Mayo Clinic must submit a Concept Summary of the proposal to the Mayo Clinic/University of Minnesota Education Collaboration Committee (ECC) seeking approval to plan.  The concept summary should include an executive summary of the proposed collaboration including goals and expected outcomes, list proponents, timeframe and expectations for participation from both the University of Minnesota and Mayo Clinic.  Refer to the Program Initiation and Approval Process for details.  

5. How long is the approval process once the concept summary is submitted?

Within one month the Education Collaboration Committee (or an executive group of the committee) will review the concept summary and determine one of the following actions: 

1. Approval - no further input required, proponents can proceed with program development.
2. Approval to Plan - Concept Summary has merit, but needs additional development.
3. Proposal denied. 
   Refer to the Program Initiation and Approval Process for details. 

6. What further information is necessary if approval to plan is granted?

 Following approval to plan, proponents will prepare a Collaboration Proposal to include the following elements to address, where applicable: 

1. Program title
2. Purpose
3. Proponents
4. Background and Rationale           
   • History
   • Data supporting proposal
5. Goals/Outcomes/Metrics
6. Methods to address as applicable
   • Student or faculty population
   • Student/faculty primary institutional identification
   • Faculty appointments and status
   • Brand management issues
   • Intellectual property agreement
   • Disclosures as appropriate
   • Publications/Presentations/Communications issues
   • Reporting relationships
   • Accrediting body
   • Degree awarding institution
7. Timeframe for collaboration
8. Limitations
   • Include impact on other departments, groups, colleges/schools, shields
9. Financial Relationships
   • Please provide full Financial Effect Analysis which includes all Mayo and U of M resources needed.
   • Outline revenue recognition and expense accounting as well as providing a complete budget.
   • Identify opportunities for extramural funding
10. Review Process
    • Identify committee/organizational reviews (including legal contracting, etc.) obtained and attach minute items as appropriate
11. Communication plan including plan for providing periodic updates to the ECC
12. Signatures of Responsible Parties: (This must be dated and will be renewable as determined by the Education Collaboration Committee)   

Appropriate signoff should include all parties experiencing expense or resource utilization, and must include for Mayo - Department/Division Chair, administrator,  Dean, Mayo School of Health Science; and for the University - appropriate Unit/School Chair and Dean, and the University of Minnesota Rochester Chancellor.  If this involves an accredited program, the individual responsible for accreditation will be consulted and sign-off obtained. 

7. If approval is granted, when can implementation begin?

Implementation can begin upon notification of approval. The ECC will confirm the communication plan and expected tracking and follow-up. It is expected that all new partnerships will be reviewed after one year, and existing partnerships every 3-5 years. Proponents will be contacted by the ECC to arrange the review. 

8. What areas of collaboration do not require formal approval process?

Representative examples include short-term committee participation, presenting a lecture in a course or a lecture in a continuing education conference, Grand Rounds presentations, student events, graduate/thesis review committee. If you are unclear whether your potential collaborative project requires approval, contact the ECC Administrative Team.   

9. Will existing collaborations need to submit a proposal to continue to work together or submit a proposal at the end of the existing contract period?

Existing collaborations will need to report their activities/evaluation to the ECC at the conclusion of the activity or before a new contract period begins. This will assist both organizations and the ECC with tracking, monitoring and support for collaborative initiatives.  

10. What if I have not followed the process to date, how can we continue?

Proponents of a collaboration that has been previously initiated can complete the proposal for approval to continue planning. Contact the ECC Administration Team for details on how to proceed.  

11. Does the approval process apply to collaborative research?

No, this process applies only to joint educational activities. Collaborative research initiatives will be governed by existing institutional policies and procedures. 

12. Does the approval process apply to all University of Minnesota campuses (or all Mayo Clinic departments/groups) seeking educational relationships with Mayo Clinic (or Uof M)?

Yes. Both partners recognize the lines of authority and regulating bodies of the  University of Minnesota and Mayo Clinic regardless of location.

13. How do I know whether this collaboration requires an Intellectual Property agreement?

If the collaboration has the potential to generate revenue, result in revenue-producing publications, or result in a product, an intellectual property agreement must be reached prior to submission.