CTLC Annual 2016 slides

Memorandums of Understanding

Creating a Process for Successful Collaboration

CTLC: Cross Timbers Library Collaborative (CTLC) Conference July 22, 2016

#utamoubit.ly/utamou

Contact Information

Rafia Mirza Digital Humanities Librarian

@LibrarianRafia | [email protected]

Origin

National Theme

Traditionally, librarians engaged in transactional service.

Many of us are beginning to engage in collaborative work.

External partners may have

• Expectations that are higher than possible

• Expectations that technology does not allow

• Expectations that do not coincide with strategic priorities

• Expectations that are unfair

Librarians tend to have

• Inclinations toward saying “Yes”

• Inclinations toward gold plating

• Inclinations toward not expecting shared credit

• Inclinations toward providing seamless (invisible)

service

MOU Workbook#utamou

http://bit.ly/utamou

What is an Memorandum of Understanding (MOU)?• “No matter their length or complexity, MOUs

specify mutually-accepted expectations between two or more people or organizations as they labor together toward a common objective.”

• “…generally they're not legally binding, in part because neither party wants to deal with the ramifications of a binding agreement, and they don't involve the exchange of money.”

• “MOUs are less formal than contracts, … but they are more formal than handshake agreements…. All sorts of entities use MOUs to create guidelines for each party as they contribute their efforts and resources toward important projects. But ultimately, the reason that parties opt for MOUs is because they are simpler and more flexible than contracts.”

Nathan Chandler "How a Memorandum of Understanding Works" 9 May 2011. HowStuffWorks.com.<http://people.howstuffworks.com/memorandum-of-understanding.htm> 21 July 2016

Workbook Contents

• Introduction

MOU Documents

• Workflow & Instructions

• General Template & Instructions

• Estimate of Institutional Support & Instructions

MOUs for Standardized Projects

• Systematic Reviews

• Open Access eJournal Hosting & Publishing

Workflow

Template Contents

Basic Building Blocks

• Purpose and Scope

• Definitions

• Background

• External Funding statement

• Parties’ Responsibilities

• Ownership statement

• Signature and Date

Optional Additions

• Technology Limitations

• Project Continuation Plans

• Any Contingencies

• Mutually Agreed Upon Workflows

• Archiving and Preservation Plans

• Anything else

Template Contents

Addenda

• Collaborator’s Bill of Rights

• Project Recommendations

• Upfront Costs

• Estimate of Institutional Support

• Others

Estimate of Institutional SupportName Job

TitleExpertise Hours Inst.

RateMarketRate

Inst. Total

Market Total

Total

Description ofHardware/Software

Institution Cost

MarketCost

InstitutionTotal

Market Total

Total

Workbook Contents

• Introduction

MOU Documents

• Workflow & Instructions

• General Template & Instructions

• Estimate of Institutional Support & Instructions

MOUs for Standardized Projects• Systematic Reviews

• Open Access eJournal Hosting & Publishing

#utamou

http://bit.ly/utamou