Policy Statement and Purpose
This policy governs Hampden-Sydney College’s memorandums of understanding (MOU), which are partnerships with other higher education institutions and organizations that are designed to increase students’ educational opportunities. This policy defines the types of MOUs and describes how MOUs are managed with the primary goals of protecting the College and its students, ensuring the agreements are updated regularly, and documenting how credits earned at host institutions are applied to students’ Hampden-Sydney transcripts.
Definitions
MOUs are agreements between Hampden-Sydney College and an external higher education institution or organization. The College's MOUs are either admission agreements or cooperative academic agreements. This policy does not address academic credit Hampden-Sydney students earn at another accredited institution with which the College does not have a formal agreement. The transfer credit policy governs non-MOU transfer credit.
A home institution is the institution where a student is enrolled in a degree program. The home institution grants degrees and determines students’ eligibility for state and federal financial aid, and if applicable, disperses that aid.
A host institution is the institution 1) with which the College has an agreement and 2) where the student is completing in-person degree program requirements while in residence at the host institution. In agreements with a host institution, the College upholds duty of care for its students, meaning it takes reasonable steps to safeguard their health, safety, and well-being, which includes providing safe housing, appropriate insurance, and fulfilling its responsibilities to protect students from foreseeable harm.
A partnering institution is an institution with which the College has an agreement, but the student does not transfer their residence to the other institution’s campus to complete coursework.
Types of Agreements
MOUs are categorized as admission agreements and cooperative academic agreements.
Admission agreements occur when an external higher education institution or organization grants admission privileges to Hampden-Sydney students. Such privileges may be guaranteed admission and/or application waivers into a degree program, pending Hampden-Sydney students’ achievement of specified academic criteria. Admission agreements do not involve the application of a partnering institution’s academic credit to a Hampden-Sydney degree program.
Cooperative academic agreements are arrangements between the College and a host institution, partnering institution, or organization that allow Hampden-Sydney students to complete coursework at another institution. These agreements may take several forms:
- A consortium is an agreement between Hampden-Sydney and one or more institutions that enables students to complete courses without living on campus at the partner institution. Students continue to receive federal and state financial aid from their home institution. The application of academic credit to the student’s H-SC transcript is defined in the agreement.
- A dual academic award occurs when a student completes two degree programs simultaneously. Two separate diplomas (one from each institution) are awarded, and two degrees are earned. The agreement specifies how academic credit is shared between the two programs.
- A study abroad or study away (SASA) agreement is an agreement in which the College retains duty of care while students complete in-person, academic coursework at a domestic or international host institution. Credit earned at the host institution always appears as transfer credit on the Hampden-Sydney transcript, and the grades earned are not factored into the H-SC GPA.
Terminating an Agreement
The College will terminate an agreement with another institution or organization for loss of accreditation, health and safety risks to Hampden-Sydney students, and violation of the terms of the cooperative agreement.
If a student has not utilized an agreement within 10 years, the College will evaluate whether it should continue in consultation with the stakeholder(s) managing the agreement. The agreement’s role in new student recruitment and other efforts should be considered before discontinuing the agreement.
If the College chooses not to renew the agreement, it will do so according to the process defined in the agreement.
Signature Authority
The Chief Financial Officer signs all SASA agreements. The Provost and Dean of the Faculty (Provost) signs all admission, consortium, and dual academic award agreements.
Creating and Renewing MOUs
The processes for creating and renewing MOUs are discussed in the following sections by program type.
SASA Committee: SASA Agreements
The SASA Committee determines whether the College will begin, renew, or terminate an agreement. Hampden-Sydney stakeholders who want to initiate a new agreement must submit their request to the committee. The Director of Global Education monitors the status of SASA agreements, notifies the committee when an agreement reaches its renewal date, works with the host institution or organization to renew or create an agreement, and submits agreements to the CFO for signature approval. The Director of Global Education notifies the Provost of new, renewed, and terminated agreements. SASA agreements are archived in the Office of Global Education.
Associate Dean of the Faculty: Admission, Consortium, and Dual Academic Award Agreements
The Associate Dean of the Faculty (Associate Dean) manages all admission, consortium, and dual academic award agreements on behalf of the Provost, overseeing their development, approval, and maintenance.
To establish a new agreement, the appropriate stakeholder collaborates with the Associate Dean to develop a proposal for the Provost’s consideration. If approved, the Associate Dean collaborates with the relevant Hampden-Sydney stakeholders and the partnering institution to finalize the agreement. The Provost signs all new agreements.
For existing agreements, the Associate Dean coordinates with appropriate campus stakeholders to review and update terms as needed. The Provost signs all updated agreements and approves their termination.
Once finalized, all admission, consortium, and dual academic award agreements are submitted by the Associate Dean to the Registrar’s Office for archival and tracking purposes.
Other Responsibilities
Office of Institutional Effectiveness
The Office of Institutional Effectiveness (OIE) is responsible for ensuring MOUs are in alignment with SACSCOC standards, as applicable. OIE ensures the MOU policy for academic program agreements is updated regularly.
Registrar’s Office
The Registrar’s Office stores all admission, consortium, and dual academic award agreements, and contacts the Associate Dean when the contract must be renewed, according to the timeframe specified in the MOU.
Associated Policies
This policy intersects with SACSCOC standards 10.8 (evaluating and awarding academic credit) and 10.9 (cooperative academic arrangements).
Policy History
- Initial approval by Provost and Dean of the Faculty: May 2, 2026
- Implemented: July 1, 2026
- Next review scheduled: July 1, 2031