Outlined below are the stages of the articulation agreement proposal process. Units should plan appropriately when developing timelines for approval of any articulation agreement. Mapping of coursework, legal translation of documents (where required), and approval processes at the partner institution can add additional time to the approval process. Units should allow for up to twelve months from the first planned Fall intake for domestic agreements and at least eighteen months from the first planned intake for international agreements. Note that at any stage in the approval process, the proposed articulation proposal may be returned requiring additional information prior to moving forward.
Prior to starting the process, it is recommended that the UM program contact the Vice-Provost (Integrated Planning and Academic Programs) to discuss the proposed articulation agreement. Additionally, for international agreements, please contact the appropriate Partnership Officer in the International Centre. Please refer to the list of contacts in the right-hand column, should you have any questions.
The UM unit overseeing the agreement will identify and work with the partner institution to define and develop the parameters of the articulation agreement. At this point, it is highly recommended that the UM representative contact Cassandra Davidson, Academic Programs Specialist, to coordinate a meeting between the appropriate offices to discuss the approval process and expected timelines.
In cases of international articulation agreements, units are also required to submit a Request for Agreement form through the International Centre to begin the parallel process of developing the legal international agreement. This form should be submitted to the International Centre once the partner institution has been identified and as soon as the participating institutions agree to pursue an articulation.
Once the decision is made to proceed with an articulation, the UM unit will begin preparing the Senate Articulation Agreement Proposal template. For international articulations, the unit will also begin preparing the legal international agreement, with support from the International Centre. Note that, while the legal agreement cannot be finalized until the articulation proposal has been approved by Senate, it is best practice to begin preparing this document while the proposal document is being developed and considered by Senate.
In addition to the Senate Articulation Agreement Proposal, units are also required to submit a course-mapping form (and related course syllabi/descriptions) for purposes of assessment and recognition of transfer credit. Units should begin the course-mapping exercise as early as possible in the process, as assessment for course equivalency can take time, especially if involving international transfer credit. The UM unit should work closely with the partner institution to ensure the required information is submitted to facilitate assessment. Please contact the Transfer Credit Office in Enrolment Services for questions on course-mapping or transfer credit assessment.
For renewals of existing agreements, please include the following supporting documents in addition to an updated Senate Articulation Agreement proposal:
Once the Senate Articulation Agreement Proposal is complete and supporting materials compiled, the UM unit may wish to submit the full proposal to the Provost's Office for preliminary review and comments prior to beginning the formal approval process. Please forward an electronic copy of the proposal to Cassandra Davidson and allow up to two weeks for review and comments.
The final Senate Articulation Agreement Proposal and all supporting materials, including course-map(s) and syllabi, will be reviewed by the Dean/Director and submitted to the relevant Faculty/School/College Council for approval. Following approval by council, the unit will prepare two copies of the full proposal for signature and delivery to the Office of the University Secretary and the Vice-Provost (Integrated Planning and Academic Programs) to begin the Senate approval process.
The Senate Articulation Agreement Proposal will be reviewed by the Senate Committee on Curriculum and Course Changes (SCCCC), the Senate Committee on Admissions (SCADM), and the Senate Planning and Priorities Committee (SPPC). Recommendations from the committees will be forwarded to Senate with the proposal for approval.
Following Senate approval, the Provost will review and ensure the appropriate resources are in place to proceed with the articulation. If a decision is made to proceed, the articulation agreement is forwarded to the partner institution for their review, approval and signatures. For international articulations, the UM unit will work with the International Centre to finalize the legal international agreement and acquire official translations of all documents, if applicable. The international agreement and the Senate Articulation Agreement Proposal are forwarded together to the partner institution for consideration.
Note that review by the partner institution may require time and negotiation. The UM unit is encouraged to keep the partner institution apprised of the structure and details of the proposed articulation as it is being developed so that they are in general agreement to the proposal upon its receipt.
Once signed by the partner institution, the Vice-Provost (Integrated Planning and Academic Programs) will notify the following offices of the new articulation - Dean/Director's Office, Partner Institution/International Centre, Registrar's Office, Enrolment Services, Office of Institutional Analysis, and Office of the University Secretary. At this time, the unit can begin admissions under the articulation.
Articulation agreements are normally reviewed and renewed through Senate on a 5-year cycle, unlesss otherwise stipulated in the approved agreement.
Updated August 2017
Articulation Agreement Process
Dr. David Collins
Vice-Provost (Integrated Planning & Academic Programs)
Academic Programs Specialist
International Partnerships Officers
Contact the appropriate regional partnership officer.
Transfer Credit Evaluations Co-ordinator
Office of the University Secretary