This template is meant to assist Graduate Program Directors and Program Directors in establishing Memoranda of Understanding to facilitate ODU Premier Graduate Admissions. The agreements are meant to set the ground rules for facilitating students’ transition between undergraduate degree programs at partner institutions to graduate programs at ODU.
Below you will find instructions for constructing the various sections and articles of an agreement, as well as examples of articles that can be included.
Please Note
A few of the suggested articles and phrases below must be included to satisfy the requirements for the agreement.
Each agreement should include a basic title and five main sections:
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Section 1: Summary of Agreement
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Section 2: Guidelines & Procedures
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Section 3: Marketing & Advertising
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Section 4: Changes & Review
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Section 5: Signatures
Questions
Not all questions below will be relevant to each program and thus not all articles will need to be included. If you have questions about any aspect of the agreement, please contact graduateschool@odu.edu for assistance in writing or finalizing the document.
Template Example
Title: Memorandum of Understanding Between Old Dominion University and XYZ University
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Center Justification
This section should outline the agreement between the two programs in a brief summary, and include a statement about how it bolsters the goals of each institution and/or students.
Example 1:
This document is a program agreement outlining a potential path and guidelines for prospective students from the Bachelor of Business Administration (B.B.A.) degree offered by XYZ University’s Department of Business and Economics entering the Master of Arts (MA) in Economics degree by Old Dominion University’s (ODU) Department of Economics Program. The following describes the requirements and expectations of both institutions. The purpose of this agreement is to attract qualified students to both institutions who wish to pursue a graduate degree in economics, which will prepare graduates for successful careers in industry, government, academics, or non-profit agencies.
Example 2:
This program agreement offers students majoring and/or minoring in any department housed in the College of Arts and Humanities at XYZ University (XYZ) the opportunity to earn both a Bachelor’s Degree from XYZ and a Master of Arts (MA) in the Humanities from Old Dominion University (ODU). Students in the program attend XYZ but can eventually take up to two graduate level classes at ODU that will count toward both their undergraduate and graduate degrees in an accelerated program. Upon meeting certain requirements the student will also be awarded automatic admission to the MA in Humanities program. The program will allow students to complete both degrees in an accelerated format, and will prepare them for careers in writing, social entrepreneurship, community engagement, design thinking, cultural studies, and the digital and medical humanities.
This section includes all relevant requirements, guidelines, and procedures. These may (but do not necessarily include) basic requirements (GPA, majors/minors), notes on application process, processes of notification, credit hours to be taken at each institution, available graduate courses, times when transcript conveyed, discussion of fees and requirements (testing like GRE) to be waived for “priority applicants”.
Basic Requirements:
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Is there a minimum GPA?
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How many credit hours will be required to start the program? This is typically 90 credit hours for undergraduate students. Where possible, avoid use of terms like “junior year” or “senior status”.
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How many credit hours in residence are required at the undergraduate institution. This is typically 32 credit hours.
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Are any specific majors or minors required?
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If expecting non-native speakers of English or international students to apply, or if agreement is with international institution, what are the English proficiency requirements for your program? Standard English proficiency requirements for all graduate students are here .
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Must include the following sentence: “Students with an academic integrity violation confirmed by ODU’s Office of Student Accountability and Academic Integrity or the equivalent office at XXX University may not be allowed to participate.”
Example:
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Students attempting to enter the program must have a 3.3 minimum GPA, have completed at least 90 undergraduate credit hours, have completed 32 credit hours in residence at XYZ, and be a declared major in any program in the College of Arts and Humanities at XYZ. Students with an academic integrity violation confirmed by ODU’s Office of Student Accountability and Academic Integrity or the equivalent office at XXX University may not be allowed to participate.
Nominations, Letters of Recommendation, Interviews:
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How and when will students indicate their interest?
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Will students require a nomination by the undergraduate institution, or from a specific department/college? If so, who will nominate at the undergraduate institution?
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Will students who meet basic requirements be automatically admitted without a formal nomination?
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Will you require a more formal letter of recommendation? If so, what should it include?
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Will an interview be required? At what point in the process?
Example:
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Students will demonstrate interest in the program prior to or during the semester in which they reach 90 credit hours by contacting the Graduate Program Director.
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The Department of Humanities at ODU depends will receive nominations from XXX University. Nominated students will conduct an interview with the Graduate Program Director of ODU’s MA in Humanities before applying to the program.
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Students who demonstrate interest will need a single letter of recommendation from an XYZ faculty member that provides the following information: relationship with student, the applicant’s academic abilities, the applicant’s leadership and interpersonal skills, their capacity to carry out research, and the recommender’s projection of success for the student in a graduate program.
Application Process:
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What will the matriculation and/or final application process entail?
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When will you expect students to apply or declare their interest?
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Will you require students to be degree-seeking?
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Will students receive any benefits or waivers during the application process as part of an accelerated program?
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Based on earlier listed requirements, can students be automatically admitted?
Example:
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Interested students may apply to ODU when they have completed 90 credit hours at XYZ and must submit an official transcript with their application. Students must plan to enroll as a degree-seeking student. The Graduate Program Director may request an interview with the student as part of the application process.
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ODU will waive the following for students in the program to accelerate their admission: standard application fee, requirement to take the GRE, and letters of recommendation. At the request of the Graduate Program Director, students may still be required to write a statement of purpose.
Period of Concurrent Enrollment:
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Will students be allowed to take courses for graduate AND undergraduate credit? How many credit hours will be permitted?
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How many credit hours will a student be allowed to take before formally entering the ODU graduate program?
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Are students required to take a certain number of graduate credits as an undergraduate?
Example:
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Students in the program may (OR will) take up to 6 credit hours for both undergraduate credit at XYZ and graduate credit in the MA in xxx program at ODU.
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Students in the program are permitted to a maximum 12 credit hours of graduate-level courses at ODU before they are formally admitted to the MA in xxx program.
Prerequisite Courses:
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Are any prerequisite courses required for the graduate degree? List any prerequisite courses at the undergrad institution that will suffice, or their equivalent at ODU.
Example:
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The MA in Economics requires 3 undergraduate credit hours in calculus as a prerequisite for the program. ODU accepts XYZ’s BUSA 300: Quanitative Analysis for Business in place of 3 undergraduate credit hours in calculus.
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Participating students will work with the Graduate Program Director to resolve any prerequisite or co-requisite requirements in conjunction with the xxx office at XYZ.
Course Plan:
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Will you suggest the graduate courses students should take, or require them to take courses in a certain order or sequence?
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Can a student take any graduate course in the program?
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Will you send a list of available classes each semester to the undergraduate institution?
Example:
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When prerequisite courses have been completed and the student has been admitted to the program, students may select from the following graduate-level courses. Taking these courses prior to matriculating full-time into the MA Economics program allows qualified candidates to complete the MA in Economics with fewer full-time academic semesters:
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ECON 625: Mathematical Economics
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ECON 700: Economic Analytics
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ECON 701: Advanced Microeconomic Analysis
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ECON 703: Advanced Macroeconomic Analysis
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Students will consult with the Graduate Program Director when selecting available courses in each semester they are enrolled at ODU.
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In advance of each semester, ODU will provide a list of graduate courses available for undergraduate enrollment.
Conveying Transcripts:
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Will you require a full transcript upon completion of the undergraduate degree to confirm candidacy for the program?
Example:
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Upon completing the undergraduate degree, a final official transcript should sent to the Office of Graduate Admissions at ODU. The GPA requirement of 3.3 will be maintained upon degree completion.
ODU Policies:
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Each agreement will include stock language on following all ODU policies and procedures.
Example:
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The student is required to follow all ODU policies, procedures, and deadlines while enrolled at Old Dominion University. (Required)
Tuition and Financial Aid:
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Each agreement will include stock language on tuition and fees.
Example:
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Students shall pay all applicable tuition and fees to each institution. (Required)
This section can begin with a general 1-2 sentence statement about mutual collaboration in marketing the program to attract students.
Example:
Both ODU and XYZ will work together to ensure responsible and equitable marketing of the program so that the program can recruit highly-motivated students who wish to accelerate their undergraduate and graduate degrees.
Outlining Collaboration:
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What will you ask for to market and advertise the program?
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Will you expect the ability to visit campus?
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Will you post the program on either institutions’ websites?
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How will you approve what information is distributed?
Example:
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Both universities will promote visibility of the agreement through external communication and marketing of the partnership. The Department of xxx will present XYZ as a partner school on its program(s) websites. Neither institution will use the logos or trademarks of the other institution without permission.
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ODU will send representatives to XYZ to present to classes and/or meet with faculty and students to promote the agreement. The xxx Department at ODU will welcome representatives and students from XYZ to visit the ODU campus and learn about the graduate program.
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Printed materials related to the recruitment and advertising of this Agreement shall be agreed upon by both ODU and XYZ. Such materials must be reviewed by both parties prior to dissemination, publishing, printing, or posting.
Expiration Date:
- Your agreement should include an expiration date. When will that be? When will a review of the agreement be required? This is typically a 5-year period, with review done with one year remaining.
Example:
1. This agreement will be in effect for five years from the date of ratification. Both institutions will institute a review of the agreement one year in advance and determine whether to renew.
Early termination:
- What are acceptable terms for early termination? Who is responsible for early termination?
Example:
2. The memorandum may be terminated at any time, with three-month’s advance notice, by either institution upon notification of the appropriate signing official below or their designee or successor.
Program Changes:
- · How can either institution request a program change?
- · How much advance notice is required for changes to be in effect?
Example:
3. Any proposed changes to requirements, courses or program procedures must be declared to the other institution one year in advance.
Assurances:
- Under what terms does the agreement remain in place?
Example:
4. Parties agree to remain in good standing with all regulatory and accrediting bodies. If either party loses such standing, they must inform the other party within 30 days of receiving such notice.
Exclusivity:
- Does this agreement preclude either institution from similar programs? Is the agreement exclusive?
Example:
5. This agreement does not preclude either XYZ or ODU from forming similar relationships with other institutions.
SACSCOC Statement:
- Each agreement should include stock language about SACSCOC definitions.
Example:
6. This Agreement does not meet the SACSCOC definition of a Cooperative Academic Agreement, or that of Dual or Joint Academic Awards. As a result, no substantive change notifications are required to be submitted to SACSCOC.
Listed Contacts:
- Is it helpful to list contacts for each agreement on the document? If the parties will change during the term length of the agreement, you may prefer to leave out a list of contacts.
Example:
7. The points of contact for the agreement’s administration are GPD at ODU namexxxx and Chair of Dept at XYZ, namexxxx.
Each agreement requires the signatures of approved authorities at each institution.
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Example: This agreement is approved and accepted by the following representatives of each institution: Includes template for name, position, institution, signature, date (4-5 lines).
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As you review the agreement, consider what (if any) unnecessary barriers can be removed to ensure easy accessibility for the program. Does each requirement serve a purpose or provide information about a student that cannot be satisfied by other requirements?
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For agreements which do not require a formal application or for those which promise automatic admission when requirements are met, the Department will need to use a generated form that supplies Graduate Admissions with basic information on the student (name, address, undergraduate record, etc.). This form will be provided by the Graduate Admissions Office. Additional documentation—including unofficial transcripts, GRE scores, statements of purpose, and other application materials—can be forwarded to Graduate Admissions to add to the student’s profile. Please contact gradadmit@odu.edu.
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A separate agreement is required if you would like to require that the partner institution send a certain number of students to ODU per year. This agreement is more intricate and binding than a typical MOU. Please contact the Graduate School for details.
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Be sure to be consistent with terms wherever possible. Definitive or categorical terms like “automatic admission” are preferred to indefinite terms like “priority admission” or “expedited consideration.” “Accelerated program” is the preferred term for programs that allow credit hours to count for both undergraduate and graduate degrees.
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As programs add one or more articulation programs, they should adjust the program’s graduate catalog to reflect that these programs are exceptions to standard rules. A sentence like the following can be added to the program’s catalog language on admissions: “Exceptions to standard admissions requirements can be granted for special programs.”
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In the end, the college Dean is almost always the signatory, so please discuss the development of the program with the college Dean or designee. Final approval from the Office of Academic Affairs is also required.