Academic Agreements
CourseLeaf CIM Agreement Management is the system used for routing academic agreements that need the Provost’s approval and signature.
Academic agreements that need the President’s signature can also be routed through CourseLeaf with a memo attached. The memo should be addressed to the President through the Provost and should state why the President’s signature is needed.
Business contracts that involve payment for services rendered should still be submitted through the Business Contracts Office.
Sponsored Research agreements can now be submitted through the Total Contracts Manager in Rowdy Exchange listed on the Business Contracts website.
Note: UT San Antonio has an umbrella agreement with UT San Antonio Health Science Center regarding cross-registration fees. All new and renewed agreements with the Health Science Center must adhere to the student fees noted in the Provision of Student Support and Student Learning Services document.
Those with permission to access the system can log in by clicking the Agreements Form Login button below. The Agreement Job Aid provides information on how to submit an agreement or renew an agreement in the system, best practices for filling out the agreement proposal, instructions on how to approve an agreement, and other helpful hints.
Administrative login for the Agreements Form
Agreement Types
The types of agreements that typically route for Provost approval are listed below. Approval steps vary depending upon the type of agreement. Legal Affairs is included in the workflow approval steps if the proposer indicates that the agreement is not on a UT San Antonio template or if there are substantive changes that have been made to the template. To ensure you are using the most up-to-date template, use the links on this webpage or check with the contacts listed below.
UT San Antonio has SACSCOC notification and approval obligations for cooperative academic arrangements and joint and dual academic awards. Upon submission to the CourseLeaf system, the UT San Antonio Accreditation Liaison will be notified and will work with you to obtain SACSCOC approvals.
Academic Support Unit Agreement
An academic support unit agreement originates in one of these academic support areas: Academic Innovation, Career Engaged Learning, Graduate School, Library/ITC, Strategic Enrollment, Student Affairs, or Student Success. They are not housed within a department/college.
Accelerated Degree Program Agreement
An agreement that proposes a combined degree program within UT San Antonio, such as a 4+1 or 3+2, which combines an existing bachelor’s and existing master’s program. For accelerated programs involving another institution, please see Dual Degree Program Agreements below.
If either of the two programs is new, please see Proposing New Academic Programs.
Articulation Agreement/Facilitated Acceptance Program
An articulation agreement details the acceptance of transfer credit from other institutions to facilitate the ease of the student transfer process. The Transfer and Transition Student Success Center handles articulation agreements and can provide a template for this type of agreement.
A facilitated acceptance program agreement is used when an institution partners with another institution to develop guidelines for students to meet in order to guarantee acceptance into a program such as medical school.
Data Sharing Agreement
An agreement that establishes the parameters for UT San Antonio to either receive third party data to be analyzed or share data with a third party to have it analyzed. The University’s Chief Analytics Officer is an approver in CourseLeaf for these agreements. To propose a data sharing agreement, use the template provided below under Educational Experience.
Dual Credit
A dual credit agreement establishes guidelines for students in high school to simultaneously earn college credit for courses. Contact Jorge Rodriguez at jorge.rodriguez4@utsa.edu for the Dual credit agreement template.Dual Degree Program
An agreement that proposes a dual degree program where students complete two or more existing degree programs (e.g., undergraduate + graduate; graduate + graduate) and each program and/or institution grants a separate academic award bearing only its name, seal, and signature.
If either of the two programs is new, the new program would also need to be routed for approval. Please see Proposing New Academic Programs.
Educational Experience
Educational Experiences include three types of agreements in Courseleaf:
- Educational Experience (all colleges) – This is a general cooperative academic arrangement, partnership, or study abroad program where UT San Antonio partners with another entity to provide an educational experience.
- Educational Experience (COEHD only) – This is for agreements for educational experiences specifically within the College of Education and Human Development where education candidates engage with schools or community agencies to do preclinical fieldwork, clinical teaching, residency programs, clinical internships, educator program delivery, and educator professional development opportunities.
- Internship agreement – Students complete an educational experience with an entity outside of UT San Antonio or within UT San Antonio to support their academic and career goals. For assistance with internship agreements, contact Rachael Miller at rachael.miller@utsa.edu.
There is only one agreement template for educational experience agreements. See below for the agreement template and related forms that could be needed based on the agreement type.
Use this Amendment for adding a college or department to an existing university internship site.
Download Amendment to Agreement
Download MOU for internal internships
This MOU is to be used for any internal internships between departments at UT San Antonio.
Use the FERPA Addendum only if not using the UT San Antonio forms referenced here. The FERPA addendum is for use with forms originating outside the university.
International Agreement
If the intended agreement is with an international institution or entity, there are additional considerations to establish the program or academic arrangement. It is recommended to be in touch with Global Initiatives staff early on for guidance as you develop the proposal. For how to request an international academic agreement and access to the International Agreements Request form, go to: Global Initiatives-International Agreements.
Upon submitting the International Agreements Request form, a Global Relations Advisor will reach out to you. They will assist with vetting the proposal, next steps, and what template should be used for the agreement. Once a Global Relations Advisor has vetted the initial proposal, they will assist with getting it routed in CourseLeaf under the appropriate agreement type for approval by UT San Antonio’s Office of Legal Affairs, the Vice Provost for Global Initiatives, and the commensurate partner representative. Be sure to mark that the agreement is with an international entity/partner before submitting to CourseLeaf.
Joint Degree Program Agreement
Per SACSCOC, in a joint degree program, students study at two or more institutions and the institutions grant a single academic award bearing the names, seals, and signatures of each of the participating institutions. Use this option to route the MOU for this type of program.
If this agreement involves establishing a new academic program, the new program would also need to be routed for approval. See Proposing New Academic Programs.
If a joint degree with another institution results in 25% or more of the program being earned at the other institution, SACSCOC notification is required. If a joint degree with another institution results in 50% or more of the program being earned at the other institution, SACSCOC approval is needed. For both of these cases, an Off-Campus Instructional Site Agreement would need to be filled out in CourseLeaf in tandem with the Joint Degree Program Agreement.
Off-Campus Instructional Site (OCIS) Agreement
This agreement is used to initiate an OCIS that needs SACSCOC approval or to make changes to an existing, SACSCOC-approved OCIS (such as change of address).
An OCIS is a location geographically apart from an institution’s main campus (site-based) where classroom group instruction is delivered. In this agreement, UT San Antonio agrees with another entity to provide face-to-face UT San Antonio courses at their off-campus site. These sites must be reviewed by the SACSCOC in advance of implementation if:
- Students can obtain 25-49% of credits toward an educational program at the OCIS (requires a letter of notification to SACSCOC) or
- Students can obtain 50% or more credits toward an educational program at the OCIS (requires SACSCOC approval).
UT System/THECB Agreement
This agreement type should be used for agreements between UT San Antonio and UT System or the THECB. Consortium agreements would fall under this category.
