Program Initiation and Approval Process

The MOU establishes the process for reviewing and approving potential new collaborative programs (or major changes to existing programs involving collaboration). The purpose of this review is to ensure that both institutions agree that the concept and implementation of the new program has the support of both institutions before proceeding with the development. The initiation and approval process to be followed is outlined below. 

Step One – Develop Concept Summary

Proponents for new education collaborations between the University of Minnesota and Mayo Clinic must submit a Concept Summary to the Mayo Clinic/University of Minnesota Education Collaboration Committee (ECC). The Concept Summary includes an executive summary of the proposed collaboration with goals and expected outcomes, a list of the proponents, timeframe and expected resources required from both institutions. It also includes the required review and approval of the appropriate line management from both institutions before being submitted to the ECC for approval. There is an online repository available to assist in the sharing and tracking of the Concept Summary and related documents whilst they are under development by the proponents. Please email UMR's Web and Software Development Group if you wish to have access to this repository.

Further questions regarding the Concept Summary should be directed to the ECC Administration Team.

Step Two – Review of the Concept Summary by the ECC

1. Approval - no further input required, proponents can proceed with program development
2. Approval to Plan – Concept Summary has merit, but needs additional development (Step Three below)
3. Proposal denied

Step Three – Develop Collaboration Proposal (If Required):

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

1. Program title
2. Purpose
3. Proponents
4. Background and Rationale
   
   • History
   • Data supporting proposal
5. Goals/Outcomes/Metrics
6. Areas to address as appropriate
   
   • Student or faculty population
   • Student/faculty primary institutional identification
   • Faculty appointments and status
   • Brand management issues
   • Intellectual property agreement
   • 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
   
   • Provide full Financial Effect Analysis which includes all Mayo Clinic and University of Minnesota resources needed.
   • Outline revenue recognition and expense accounting as well as provide a complete budget.
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 Required Before Submission to ECC
    
    • Proposal Proponents and Responsible Lines of Authority from each Institution affected by the proposal
    • ECC Co-Chairs
    • Mayo: Department/Division Chair and Administrator
    • University:  Dept/Unit/School Chair and Dean 

Step Four – Review of the Collaborative Proposal by the ECC

All Collaborative Proposals will be reviewed and approved by the ECC upon receipt of the proposal with the appropriate signatures as described above.  The ECC may grant 1) full approval of the proposal with periodic updates on progress or 2) request further input before granting full approval. Implementation of the proposal may begin upon notification of full approval from the ECC - within one month of receipt of the final proposal.  It is expected that all new collaborations will be reviewed after one year, and existing collaborations every 3-5 years.