The City University of New York – Office of the General Counsel

Affiliation Agreements

Affiliation Agreement Process

1-All affiliation agreements requests will be directed through the Office of Legal Affairs and the Legal Affairs Designee (“LAD”) will be the college point person. The LAD will email a completed OGC Affiliation Agreement Approval Formto for all requests.

2-Upon review, Adriana Blanco will determine which agreement form is the appropriate agreement for the proposed affiliation and will advise the LAD on one of the following:

  1. The LAD should send the “Standard Agreement” (CUNY’s form agreement that includes our preferred terms and conditions) directly to the desired facility;if the Standard Agreement is sent to the facility, then the LAD will obtain the facility’s signature on the Standard Agreement and email the facility-signed agreement to to request CUNY’s signature. AB will have CUNY execute the agreement and then email the fully executed agreement to the LAD.
  1. AB will send a “Non-Standard Agreement”(Agreements previously negotiated with a facility with terms and conditions that we expect to be used in new agreements with the same facility) directly to desired facility; if a Non-Standard Agreement is sent to the facility, then the facility will return the facility-signed agreement back to AB, and ABwill email the fully executed agreement to the LAD.
  1. If a facility submits its own form agreement,or if a facility responds to the Standard Agreement with proposed revisions, then the LAD should forward the facility form agreement or any revisions to AB,who will review and attempt to negotiate the terms of the agreement. ABwill provide status updates to the LAD throughout the negotiations process and will inform the LAD when the agreement is revised and sent to the facility. Once negotiations have been completed and an agreement has been executed, AB will email the fully executed agreement to the LAD.

AFFILIATION AGREEMENTS

FREQUENTLY ASKED QUESTIONS

  1. Who signs the CUNY Model Affiliation Agreement first?

Send the agreement to the clinical site for signature first, and then to at OGC for countersignature.

  1. Which facilities have pre-negotiated agreements with CUNY?

Refer to the CUNY Website list of “Facilities with Pre-Negotiated Agreements” and Facilities with “Pre-Negotiated Agreements Pending”

  1. How do I obtain a copy of the CUNY Model Affiliation Agreement and OGC Form?

Contact the Legal Affairs Designee (“LAD”) at your College. The LAD will be the college point person for all requests for affiliation agreements. The CUNY Model agreement will be on SharePoint, which is only accessible to the LAD. Please refer to the Affiliation Agreement Process.

  1. Who is authorized to sign affiliation agreements within CUNY?

Only the General Counsel and Senior Vice Chancellor for Legal Affairs.

  1. Who keeps the originals after both parties have executed both originals?

It is now acceptable to work with PDF scanned copies. For the most part there will be no originals unless the agency requests original copies. In that event then the College keeps one original and the Clinical Site keeps the other.

  1. What should be submitted to OGC when a facility will not accept the CUNY Model agreement and an agreement needs to be approved, revised or negotiated?

A completed OGC approval form (including anticipated term dates)

A copy of the proposed agreement

  1. How do I request a Pre-Negotiated Agreement?

Send an OGC request form to . Adriana will generate two copies of the agreement, and will send it directly to the facility.

  1. How long is a particular Affiliation Agreement in effect?

Check the Term provision of the agreement.

  1. Do I need a written renewal?

Check the term of the particular agreement. Most of the executed agreements provide for either an Evergreen (no termination date) or automatic renewals.

  1. Can I get a copy of a previously executed agreement from OGC?

No, it has not been OGC’s practice to keep fully-executed copies of Affiliation Agreements. Each College is responsible for maintaining their own agreements.

  1. Will the OGC let me know when a particular agreement is about to expire?

No. Each College is responsible for tracking term dates.

INSURANCE PROCESS TO BE COMPLETED

March 2016