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Unit Leadership: Best Practices for MOU Management

ID

VCE-1232NP

Authors as Published

Authored by Bethany Eigel, Associate Specialist Employee Development, Learning and Organizational Development, Virginia Cooperative Extension; and Stuart Vermaak, Unit Coordinator & Family and Consumer Sciences Agent, Loudoun County, Virginia Cooperative Extension

Introduction

Unit-level leadership positions within Virginia Cooperative Extension (VCE) carry a wide range of responsibilities. This publication draws from an online seminar series featuring unit leaders from across the state who share their insights, experiences, and guidance on key issues they manage as Unit Coordinators (UCs) or Unit Extension Directors (UEDs).

The content presented here - and in the accompanying tipsheets - is distilled from the UC Best Practices seminar series. It is intended to provide practical recommendations and strategies for individuals serving in unit leadership roles.

One key responsibility of unit leader positions is to represent VCE in negotiations with local government regarding new or updated Memorandums of Understanding (MOUs). These agreements outline the roles, responsibilities, and expectations between VCE and local partners.

This process is typically carried out in collaboration with the District Director (DD), who provides support and ensures that the MOU aligns with current VCE and Virginia Tech (VT) policies, guidance, and strategic priorities.

Best Practices

  • Notify the DD promptly upon receiving a request or identifying the need for an MOU.‌
  • Ensure MOUs are kept up to date and establish a regular review schedule to assess and revise the terms as needed.
  • Prioritize time to cultivate strong, collaborative relationships with local officials.
  • Leverage MOU negotiations as a strategic opportunity to engage with local administration.‌
  • Start conversations early and establish mutual goals.
  • Allow time for the local attorney to review as needed.
  • Establish an attachment to the MOU that documents funding, performance deliverables, staffing, and other relevant factors as appropriate.
  • Share the importance of establishing MOUs and the process to follow with all unit staff.

Steps in MOU Processing

A diagram outlining the steps in the process of getting an MOU drafted and approved. 1) Identify & Confirm the most recent MOU 2)If the MOU is New, work with DD on first draft 3) If revising an exisiting MOU, Include all changes (personnel, location, programming, funding) 4) ASk DD to review the MOU Draft 5) DD forwards draft to appropriate local offical for review 6)Local updates added to the draft and sent back to the DD 7)Approved MOU is signed by the VCE Director, DD, and senior associate director for Field OPerations and Administration 8)DD submits signed copy to local administration for their signature 9) Final signed copy returned to the unit leader and DD
Figure 1. AI-generated graphic outlining the steps in the process of developing an MOU.‌

Challenges

  • Unclear guidance and expectations from VCE.
  • Non-responsiveness by Administration and VT Legal.
  • No formal template or review standards for MOUs are in place.
  • Time required to build relationships with the local government.
  • How to address funds that run through the locality.‌
  • How to address “exempt” agency issues where the Unit Leader holds the responsibility for locally paid staff action and decisions.

Practices to Avoid

  • Signing an MOU without following the required process that includes approval from designated legal representatives and local/state leadership.‌
  • Attempting to bypass the establishment of an MOU in situations where it is appropriate and necessary.
  • Excluding key stakeholders who are essential to successfully completing the MOU process.

Support Needs

  • Develop a standardized MOU template, approved by VT legal, for consistent use across all Extension units.‌
  • Establish clear guidance and expectations from VT regarding the process and timeline for updating MOUs.
  • Provide training on initiating MOU discussions, including public administration and stakeholder engagement.

References

Hunnings, J., S. Mahdu, and A. Wood (2021). VCE Unit Coordinators Responsibilities. VCE Intranet https://drive.google.com/file/d/1hXHOySto9HLC yYfj7-1Az7VWhTdNhgWs/view

VCE Intranet, Extension Master Gardener page, Memorandums of Understanding examples: https://sites.google.com/view/extintranet/anr‌‌/extension-master-gardeners

Virginia Cooperative Extension materials are available for public use, reprint, or citation without further permission, provided the use includes credit to the author and to Virginia Cooperative Extension, Virginia Tech, and Virginia State University.

Virginia Cooperative Extension is a partnership of Virginia Tech, Virginia State University, the U.S. Department of Agriculture (USDA), and local governments, and is an equal opportunity employer. For the full non-discrimination statement, please visit ext.vt.edu/accessibility. 

Publication Date

December 8, 2025

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