Affiliation Agreements Work Flow 

Standard Affiliation Agreement Requests  

VCU Clinical Coordinators should request DocuSign to facilitate signatures on the standard affiliation agreement template. Start the standard affiliation agreement request process.

 

Standard Affiliation Agreement Request 

 

Affiliation Agreement Guidelines and Procedures

The VCU Program/Clinical Coordinator should discuss student experiences with the site and then together decide if there is a need for an affiliation agreement before proceeding with this process.

Create an editable Word document of an agreement before sending it to Kayla Watts for review. Payment arrangements whether to site, preceptor, supervisor, or mentor will not be accepted with affiliation agreement. Payment arrangements may be handled at the department/dean level without the Office of the Senior Vice President for Health Sciences (OSVPHS) supervision.

Standard (VCU) Affiliation Agreement

  1. Complete and submit the Standard Affiliation Agreement Request Form
  2. The Office of the Senior Vice President for Health Sciences (OSVPHS) will initiate the agreement in Docusign upon receiving the form.
  3. The VCU Program/Clinical Coordinator will receive a link to the Affiliation Agreement in Docusign, so that they can type in the School/Program’s information on the Affiliation Agreement.
  4. The site contact will receive the same link directly after the VCU Coordinator finishes inserting the School/Program’s information, so that they may insert their information.
  5. Upon site acceptance of the standard language in the affiliation agreement and signs, the agreement will automatically move down the chain of signature authority by emailing each signature authority consecutively after each signature.
  6. After the agreement is fully executed, Docusign will send a copy of the agreement to the VCU coordinator and the site coordinator via email.

Standard (VCU) Affiliation Agreement With Site Requested Changes

  1. Using Word version of the Standard Affiliation Agreement, VCU and Site Coordinators should fill in their respective information.
  2. Using Track Changes, site should edit the agreement with requested changes.
  3. Send the Track Changes Word document to Kayla Watts (kewatts@vcu.edu) for review.
  4. Kayla will review document and determine if the requested changes are acceptable, need further review by University Counsel, must be further edited, or need to be removed.
  5. Traditionally, once all parties agree on the terms, the last party to accept changes begins the signature process.
    • If site's changes accepted as is by VCU, then VCU signs first.
    • If site's s changes edited by VCU, then Site signs first.
    • If site's changes are removed by VCU, then site signs first.
  6. To start the VCU signature process, if the department needs to sign off on the agreement, then it should sign first. Then the Dean of the College/School would sign. Then the VP or designee would sign. These signatures are collected via pen and paper.
  7. Collect site signature, if not already obtained.
  8. The department responsible for the agreement should receive a copy once it is fully executed.

Non-Standard Affiliation Agreement (Site’s agreement)

  1. VCU Coordinator should use the Review Sheet for Non Standard Agreements to complete the initial review of the affiliation agreement and remove any inappropriate terms listed on the coversheet. Then the VCU Coordinator should enter the School/Program’s information on the agreement. Please use Track Changes in Word to complete this entire step.
  2. Send the Track Changes Word Document to Kayla Watts for further review.
  3. Kayla will review document and determine if the terms are acceptable, need further review by University Counsel, must be further edited, or need to be removed. Kayla will use track changes to request any additionally needed changes and send the document back to the VCU Coordinator.
  4. VCU Coordinator will send the document back to the site for review. Steps 3 and 4 will continue until all parties agree on the terms.
  5. Traditionally, once all parties agree on the terms, the last party to accept changes begins the signature process.
    • If site’s agreement accepted as is by VCU, then VCU signs first.
    • If site’s agreement last edited by VCU, then site signs first.
    • If site’s agreement was last edited by site, then VCU signs first.
  6. To start the VCU signature process, if the department needs to sign off on the agreement, then it should sign first. Then the Dean of the College/School would sign. Then the VP or designee would sign. These signatures are collected via pen and paper.
  7. Collect site signature, if not already obtained.
  8. The department responsible for the agreement should receive a copy once it is fully executed.
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