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LLAMA Webinar

The MOU - Your Blueprint for Managing Collaborative Projects

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Brett D. Currier · Rafia Mirza · Peace Ossom Williamson

Tweet to #utamou

October 18, 2017Access slides at osf.io/tnuy2/Access workbook at bit.ly/utamou

This presentation is licensed under Creative Commons Attribution-NonCommercial 4.0 International Public License. https://creativecommons.org/licenses/by-nc/4.0/

Who we are

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Brett D. Currier Email:brett.currier@kc.frb.orgTwitter:@brettdcurrier

Digital Scholarship Librarian &Library ManagerFederal Reserve Bank of Kansas City

Rafia Mirza Email:rmirza@smu.eduTwitter:@librarianrafia

Humanities Research LibrarianSouthern Methodist University

Peace Ossom Williamson Email:peace@uta.eduTwitter:@123POW

Director, Research Data Services &Health Sciences LiaisonThe University of Texas at Arlington

The views expressed herein are solely those of the authors and do not necessarily reflect the views of the Federal Reserve Bank of Kansas City or the Federal Reserve System.

Where do you work?(type your answer in the comments)

1. Academic library2. Public library3. Special library4. Other library5. Other location

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What size is your library?(type your answer in the comments)

1. Solo librarian2. Small library3. Midsize library4. Large library5. Other

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What has your experience been with collaborative projects?(Type answer in the comments.)

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Origin

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Traditionally, librarians engaged in transactionalservice.

National theme

Many of us are beginning to engage in collaborativework.

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At the beginning of a project

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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

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Librarians tend to have

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• Inclinations toward saying, “yes”• Inclinations toward gold-plating• Inclinations toward not expecting shared credit• Inclinations toward providing seamless (invisible)

service

Library managers tend to have• Concerns about strategic priorities• Concerns about stakeholder expectations• Concerns about project timelines and completion• Concerns about infrastructure and operationalization• Concerns about staff time

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Challenges to adoption

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“I recently created my first MOU for a project between a local group on campus and the Libraries. At first, it was a little intimidating, but, once I got into filling out the template, information fell into place. I had to revise it several times because our project changed. I liked seeing our project in writing so that each party knew what their responsibilities were. I REALLY liked the timeline that kept us all on track.”Lynn Johnson, Digital Projects Librarian

“An MOU forces both parties to truly think about the project before committing to it. Creating a timeline for the appendix gives everyone the opportunity to decide *if* this is a project that is worth doing as well as determining *if* it is doable. Initial planning makes for a finished product, delivered in a timely manner.”Ramona Holmes Digital Creation, Department Head

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MOU WORKBOOKbit.ly/utamou

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What is a memorandum ofunderstanding?

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Chandler, N. (2011, May 9). "How a memorandum of understanding works" from HowStuffWorks.com. Accessed July 21, 2016.

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

MOUs are• Not legally binding• Less formal than contracts and more flexible• More formal than verbal agreements

Workbook Contents

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• Introduction

MOU Documents• Workflow & Instructions• General Template & Instructions• Estimate of Institutional Support & Instructions

MOUs for Standardized Projects• Systematic Reviews• Open Access eJournal Hosting & Publishing• OER Development & Integration

Workflow

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Template: Basic Building Blocks

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• Purpose and Scope• Definitions• Background• External Funding Statement• Parties’ Responsibilities• Ownership Statement• Signature and Date

Template: Optional Additions

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• Technology Limitations• Project Continuation Plans• Any Contingencies• Mutually Agreed-Upon Workflows• Archiving and Preservation Plans• Anything Else

Template: Addenda

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• Collaborator’s Bill of Rights• Project Recommendations• Upfront Costs• Estimate of Institutional Support• Others

Estimate of Institutional Support

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MOUs for Standardized Projects

• Systematic Reviews• Open Access eJournal Hosting & Publishing• OER Development & Integration

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Benefits of adoption

• Encourages employees’ strategic thinking• Easier and more efficient check-ins • Provides employees with tangible successes• Facilitates sustainability• Provides documentation reflection and

institutional memory• Able to better plan staffing over time • Allocate resources

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“The MOU workbook and template allowed me, as the coordinator [of a new grant program], to move quickly from selecting grant recipients to ensuring comprehensive alignment of project goals, roles, and responsibilities for everyone involved in the creation of open educational resources funded by the grant program. Negotiating terms of the MOU with grant recipients revealed areas of misunderstanding, brought transparency to the process, and limited potential hurdles resulting from omission or miscommunication. I highly recommend this resource!”Michelle Reed, Open Education Librarian

“The MoU template afforded me an easy way to communicate project responsibilities and timeline to all parties involved in our project. The signed document proved very helpful when negotiating timelines became necessary.”Jeff Downing, Digital Projects Librarian

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bit.ly/utamou26

Questions?