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Clinical Exchange Agreements

Overview

Clinical Agreements for Healthcare Colleges include several types of agreements: Affiliation Agreements, Clinical Exchange Agreements, Educational Site Agreements, and Graduate Medical Education Program Letter of Agreements. A non-binding memorandum of understanding (MOU) is not required to enter into an Affiliation Agreement, Clinical Exchange Agreement, Educational Site Agreement, or Graduate Medical Education Program Letter of Agreement. However, an MOU may be executed if circumstances warrant.

Approvals

All proposed agreements must be approved by the relevant department chairperson and dean, the Manager for Clinical Contracting, the Vice President for Clinical Academic Affairs, and the Associate Provost for Internationalization. If the proposed program falls under the supervision of the Graduate Medical Education (GME) Office, it requires review and approval of the program by the appropriate GME official. Please refer to the healthcare agreement flowchart for an overview of the agreement process. 

Review Criteria

Agreements must adhere to the criteria listed in the Agreement Guidelines.  Additional review criteria include: 

  • Educational objectives of the affiliation 
  • Faculty / staff / student population to be involved in the affiliation 
  • Anticipated frequency and duration of contacts 
  • Quality of supervision and training for the University of Kentucky students and/or house staff 
  • Scope of work for students at the University of Kentucky and for the University of Kentucky students and/or house staff at the international site, including whether direct patient contact is anticipated 
  • Housing arrangements for the University of Kentucky students, visiting students, and/or house staff  
  • Identification of supervisors and available resources at the University of Kentucky/international site for the University of Kentucky students, visiting students, and/or house staff  
  • Identification of supervisors and available resources at the University of Kentucky 
  • Safety of the University of Kentucky students and/or house staff at the international site 
  • Costs and proposed funding model 
  • Issues of reciprocity 

Preliminary Approvals to Proceed

Before beginning specific discussion with a prospective partner institution about the placement of students, the faculty sponsor obtains the Notification and Preliminary Approval to Negotiate International Clinical Agreements for UK Healthcare Colleges, obtains the approval and signature of the required by the form, and submits the form to the appropriate dean. After the dean signs, submit it to UK Clinical Legal Counsel for review. Upon approval they will forward it to the Assistant Provost for Global Health Initiatives and, if applicable, to Graduate Medical Education Review. If they approve, they will in turn submit the form to the Associate Provost for Internationalization for their review. Once approved by the Associate Provost for Internationalization, the form will be returned to UK Legal Counsel. 

Negotiation with the Partner Institution

After completing the Notification and Preliminary Approval Form, UK Legal Counsel (in consultation with the faculty sponsor), negotiates the agreement with the partner institution. During this step, you should use the templates approved by UK Legal Counsel to draft the agreement. UK Legal Counsel will negotiate specific wording and requests made by the partner institution. 

Execution of the Agreement

To execute the agreement, UK Legal Counsel prepares seven copies for signature. The University of Kentucky may have additional signatories (e.g., faculty sponsor, department chairperson, dean), but none can substitute for the Associate Provost for Internationalization and the Vice President for Clinical Academic Affairs. The agreement may be signed in person or via the electronic or physical exchange of documents. After all parties have signed, the agreement is fully executed and is considered active on the date of the last signature. At this point, the Manager of International Agreements will enter the agreement into the University of Kentucky’s International Agreement Database. 

Archives

The requested number of fully-executed copies remain with the partner institution. Five copies are held by the University of Kentucky: one by the Associate Provost for Internationalization, one by the Director of Clinical Contracting, the relevant dean, the relevant department chairperson, and one by the Assistant Provost for Global Health Initiatives.