Background
Keep partnership agreements (e.g., Affiliation Agreements, MOUs) current by saving renewed agreements in Experiential Learning Cloud (ELC).

When to Renew
Renew agreements when they are near expiration or have recently expired to maintain active partnerships and accurate site records.

Recommended Approach
We recommend completing renewals within ELC when possible. If site or institutional requirements prevent in‑platform signing, you may complete the renewal offline and upload the executed document to ELC.

Option 1:  Complete the renewal within ELC
1. Ensure an Authorized Site Representative (ASR) user is associated with the site

• They need the ASR role to sign/edit site documents).

2. Create the partnership agreement

• Open the site record (Program Setup → Sites or Program Management → Site Management tab).  
• Go to Documents → click + → select Form.  
  • 
• Choose your program’s Partnership Agreement form, select the program, and enter the agreement date range. 
  • Complete the form fields as needed.
• Send to the site representative for authorization
• Click the Envelope (Compose → Task).  
  • 
• Attach the existing site document:
  • 
  • Choose Existing → Site Document
  • 
  • Find the agreement, and click Send this Document.  
• Address the task to the site representative with the ASR role
• Add subject/message and send.
  • 

3. Confirm completion
     Check the site’s Documents tab after a few days to verify the document was updated/signed.

 

Option 2 — Complete the renewal outside ELC and upload
1. Complete the executed agreement outside the platform (paper/electronic signature).
2. Upload to the site record

• Open the site record
  • Go to Program Setup → Sites or Program Management → Site Management
  • Go to Documents → click the (+) → select File.  
  • 
• Browse and select the executed agreement file.  
  • Choose the Document Type
    • Partnership Agreement (Site Version) (Private)
      • Not visible to students 
    • Partnership Agreement (Site Version) (Public)
      • Visible to students for browsing  
    • Enter the Start Date and End Date for the agreement (use calendar controls as needed).  
    • Click Save
      • The file will be stored in the site’s Documents tab.

 

Notes & Best Practices

• Associate the site to the correct program before importing or saving documents, otherwise the site may not appear in program views.  
• Use the Public/Private document type appropriately depending on whether students should see the agreement.  
• If a site is managed externally and cannot sign in ELC, upload the fully executed document promptly so records remain current.  
  • You can export or sort site documents by Start/End Date to monitor upcoming expirations.