STREAMLINING INTERNATIONAL COLLABORATIONS: UTM’S MOU AND MOA APPROVAL PROCESS
MOHD FIRDAUS ABDUL WAHAB
Universiti Teknologi Malaysia (UTM) is dedicated to building global partnerships that enhance academic and research excellence. A key part of this effort is the structured process for approving Memorandums of Understanding (MoUs), Memorandums of Agreement (MoAs), and other collaborative frameworks, such as Letters of Intent (LoIs) and Letters of Cooperation (LoCs). This process ensures all agreements align with the university’s strategic objectives while upholding transparency and legal standards.
The approval process begins when UTM or a potential partner proposes a collaboration. The Principal Responsible Unit (PTJ), typically a faculty or department, is designated as the custodian of the agreement. One of the initial steps involves checking for any existing agreements with the partner to determine whether the new proposal is a fresh initiative or a renewal. The procedure varies depending on the nature of the collaboration—new or ongoing.
After this review, a draft agreement is prepared and must be approved by both UTM and the external partner. This collaborative drafting phase ensures that all terms are mutually agreed upon. Once the draft is finalized, the document undergoes a thorough internal review process. At the faculty or departmental level, the working paper outlining the agreement is first endorsed by the Dean. Depending on the collaboration’s focus, it is then reviewed by either the Deputy Vice-Chancellor of Academic Affairs (TNC (A&A)) or the Deputy Vice-Chancellor of Research and Innovation (TNC (P&I)). Legal counsel also ensures that the agreement meets legal and policy requirements.
Next, the agreement moves to higher-level university committees, such as the University Management Committee (JPU) or the University Board of Directors (LPU), for final review and approval. Once cleared, the agreement is ready for signing, which can be done through various methods, including email, postal services, or formal ceremonies, either online or in person.
Following the signing, the original documents are archived by UTM’s legal office and shared with the partner. The agreement is then considered active, and the implementation of joint programs begins. Regular monitoring ensures adherence to the agreed terms, with progress reported to UTM’s Executive Meeting and the LPU.
This comprehensive process highlights UTM’s commitment to fostering legally sound, transparent, and mutually beneficial collaborations. Through this structured approach, UTM continues to expand its global reach, ensuring the success and sustainability of its partnerships in academic and research ventures, contributing to a smarter and sustainable future.
Assoc. Prof. ChM. Dr. Mohd Firdaus Abdul Wahab is Faculty’s Assistant Dean (External and Global Engagement).