Obtaining approval for Mous/Agreements

Obtaining prior approval for Signing Memoranda of Understanding (MoU)/ Agreements to be entered by State Universities

PROCEDURE

Internal Approval

1. The staff member (Lecturer/Academic Staff Member) initiates the approval process by submitting the following documents through the Head of the Department, the Dean of the Faculty and the Vice-chancellor to the Legal Consultant, Legal & Documentation Division.

  • Checklist for Obtaining Council Approval (Can be Downloaded)
  • Complete set of a MoU/ Agreement including schedules and Annexures
  • Recommendation of the faculty board , senate, etc (If available)
  • Duly filled “Justification format” and the “Check list”(New/ Renewalfor the MoU/ Grant Agreement            
  • If the MoU/Agreement is a renewal, certified copy of the previous signed MoU/Agreement of the same (To be certified by the Head of the Department)

2. The Legal & Documentation Division obtains the Council Approval

3. The Office of the Registrar sends the Council approved documents with the extract of the Council decision to the External Affairs, Publicity & International Students Promotion (EAP) Division.

4. The EAP Division submits the document to the Ministry of Education through the University Grants Commission for obtaining approval from the relevant authorities for External Approval as described under Section B.

External Approval

The University Grants Commission (UGC) has informed all Vice Chancellors that prior approval should be obtained from the line Ministry with the recommendation of the UGC before entering into Memorandum of Understanding (MoU)/ Agreements with the foreign Institutions.

Further, the Cabinet of Ministers on 03.07.2018 had decided that all the MOUs/Agreements to be entered by the Universities are required to be tabled before Parliament through the Cabinet of Ministers.

The  procedure adopted in the University System governed under the Universities Act No. 16of 1978, for this purpose is as follows;

1. Approval of the Council of the appropriate University

2. Clearance by the University Grants Commission

3. Clearance by the Ministry of Education

5. Clearance by the Ministry of Foreign Affairs

6. Observation of the honorable Attorney General

Additional Information

UGC 1

Info 1

 

Obtaining Prior Approval for Receiving Foreign Grants to Sri Lanka from Other Governments / Foreign Development Partners / Foreign Institutions

PROCEDURE

Internal Approval

1. The lead grant recipient/coordinator of the Grant initiates the approval process by submitting the following documents through the Head of the Department, the Dean of the Faculty and the  Vice-chancellor to the Legal Consultant, Legal & Documentation Division.  

  1. Checklist for Obtaining Council Approval (Can be  Downloaded)
  2. Complete set of the  MoU/ Agreement including schedules and Annexures
  3. Budget and other relevant financial documents relevant to the MoU/ Grant Agreement
    • Budget Should be prepared in  accordance with the Council approved policy on “Use of Funds Generated From Self Financing Activities at the University”
    • Advice of the Assistant Bursar attached to the Faculty can be sought in this regard
  4. Duly filled “Justification format” and the “Check list” for the MoU/ Grant Agreement 
  5. Duly filled “Project Submission Format” issued by the Department of National Planning (Can be Downloaded)
    • “Section 16 - Project Budget of the  Project Submission Format” should tally with the Budget submitting for the Council Approval
  6. A Certified copy of the Grant approval letter issued by the Donor (Grant Recipient to Certify)
  7. A certified copy of the Project Proposal in relevant to the MoU/ Grant Agreement (Grant Recipient to Certify)
  8. Recommendation of the faculty board , senate, etc (If available)

 

2. The Legal & Documentation Division obtains the certification of the Bursar, Finance Division for the following documents

    1. Budget and other relevant financial documents relevant to the MoU/ Grant Agreement
    2.  Section 16 - Project Budget -  Project Submission Format

3. The Legal & Documentation Division obtains the Council Approval

4. The Office of the Registrar  sends  the Council approved documents with the extract of the Council decision to the Assistant Registrar, External Affairs, Publicity and International Student Promotion (EAP) Division

5. The EAP division submits the documents to the Ministry of Education through the University Grants Commission for obtaining approval from the relevant authorities for External Approval as described under  Section B.

External Approval

The procedure adopted in the University system governed under the Universities Act No. 16 of 1978, for this purpose is as follows;

  • Approval of the Council of the appropriate University
  • Clearance by the University Grants Commission
  • Clearance by the Ministry of Education
  • Clearance by the Ministry of Foreign Affairs
  • Observation of the honorable Attorney General
  • Clearance by the External Resources Department

Further, the Cabinet of Ministers on 03.07.2018 had decided that all the MOUs/Agreements to be entered by the Universities are required to be tabled before Parliament through the Cabinet of Ministers.

Additional Information

UGC 2

Info 2

 

IMPORTANT NOTICE (1ST JUNE 2022)

The Secretary to the H.E. President through his letter dated 27th May 2022 (Ref No. PS/M&E-3/04/04) has informed the Chairman of the  University Grants Commission to proceed with the MoU/Agreements which are to be signed between Sri Lankan and foreign higher academic institutions, where there is no monetary or other obligation by the Government of Sri Lanka, and where the collaboration is only between the relevant academic institutions. In such cases, it is sufficient to obtain the certification of the Legal Consultant and the prior approval of the Council. Depending on the nature of the MoU/Agreement, the approval of other relevant authorities such as the Faculty Board, the Senate and the Finance Committee may be required in addition to the approval of the Legal Consultant and the Council.