Working with real clients is a hallmark of the College of Journalism and Mass Communications student experience. To facilitate this, we have provided resources below about the necessary documents, processes, and agreements. These guidelines apply to any class or project involving a real client, regardless of whether the client is paying for the work or not.
Before beginning any project with a real client, all students must complete a Student Participant Agreement. Additionally, a separate Memorandum of Understanding must be finalized for every project before any work commences.
Student Participation Agreement
All students working on projects for real clients must complete the Student Participation Agreement. This agreement outlines the terms that students must understand and agree to for these projects. Students who choose not to complete the agreement can still produce work for the course based on the client's needs but cannot present or transfer their work to the client. Faculty may choose to provide these students with an alternate assignment.
Students should initiate the Student Participation Agreement using the button below. All Student Participation Agreements must be completed before finalizing the MOU with the client. Students need to complete the agreement only once per course, per semester.
Memorandum of Understanding
A Memorandum of Understanding (MOU) is required for all projects involving "real clients," regardless of whether the work is paid or unpaid. The purpose of the MOU is to clarify intellectual property rights, outline payment terms if applicable, and define other important terms related to the collaboration.
Memorandum of Understanding
Step 1: Develop your Exhibits
Exhibit A: Scope of Work
Exhibit A outlines the work agreed upon with your client. It should be clear, concise, and written in plain language. This exhibit must include any major deadlines and milestones, specify the work to be performed, and detail all project deliverables.
Exhibit B: Payment Schedule
Exhibit B details the billing schedule, including dates and amounts that will be billed to the client. It should also specify the total project cost. If the work is not being charged for, this should be clearly stated in Exhibit B. Only courses and projects with prior approval can charge for work. See the billing section below for more information.
Both exhibits should be developed, even if no payment is involved. These exhibits will be attached to your MOU when review and routing are initiated.
Step 2: Determine the Type of MOU You Need
The MOU document and process vary depending on whether your client is internal to the University of Nebraska system or external.
Internal Client: This refers to any University of Nebraska System (UNL, UNO, UNK, UNMC) department, organization, office, college, or group where payments are processed through a cost object.
External Client: This refers to any client that does not fall under the internal client criteria.
Identify the type of client you are working with to proceed to the next steps.
Step 3A: Internal MOU
An internal MOU should be used whenever the client is another University of Nebraska college, department, office, or organization.
Internal MOUs are reviewed and routed through DocuSign. The process can be initiated by either a student or the instructor/project director. Once initiated, the MOU preparer will complete the cover sheet and upload Exhibits A and B. Upon completion, the document will be automatically routed in DocuSign to the remaining reviewers and signers. Please advise your client to look out for a request to sign from Haley Hamel. The instructor/project director will receive a copy once the document is complete.
Information and documents you need to complete the MOU:
- Client Name (this is the person that will sign the document)
- Client Email (double-check for accuracy)
- Class prefix (ADPR, BRDC, etc.)
- Class number (101, 151, etc.)
- Class Section (001, 951, etc.)
- Class Name (Campaigns, etc.)
- Instructor’s Name
- Instructor’s Email (double-check for accuracy)
- Term Start Date (no sooner than five business days in the future)
- Contract Rate (if you are an approved service center)
- Project Name
- Exhibit A: Statement of Work (you will attach this when completing the MOU)
- Exhibit B: Payment Schedule (you will attach this when completing the MOU)
Step 3B: External MOU
An external MOU should be used for any organization not affiliated with the University.
To initiate an external MOU, download the MOU template and complete all blue fields, along with the table in Section 3. Change the text to black as you complete the fields.
Download the External Template
Once complete, save the document suing the following naming convention:
- Rev_Client Org Name_Class Name_M-YYYY.
"M-YYYY" should be the month and year in which the project begins. For example, if the project begins on January 15, 2000, it should be 1-2000.
Gather the following information:
- Exhibit A: Statement of Work
- Exhibit B: Payment Schedule
- Client Name (this is the individual who will sign the MOU)
- Client Email (double-check for accuracy)
- Client Business/Organization Name
Submit the MOU, Exhibit A and Exhibit B for review using the link below.
The Business Center will facilitate review and initiate routing in DocuSign. Please advise your client to be on the lookout for a request to sign from Sherri Ehmke. The Instructor/Project Director will receive a copy once the document is complete.
Addendum:
An addendum MOU should be completed any time the terms, deliverables, or schedule of your project changes.
Download the addendum template. Complete the sections in blue (change to black when complete) and complete the table.
Complete the sections in blue (change to black when complete) and complete the table. Save the addendum using the following naming convention:
- Rev_Client Org Name_Class Name_M-YYYY_Addendum
The "Rev_Client Org Name_Class Name_M-YYYY" should match that of the original MOU.
Gather the following information:
- Client Name (this is who will sign the addendum)
- Client Email (double-check for accuracy)
- Client Business/Organization name
- Copy of the original, full signed MOU
Submit the completed addendum, along with the name and email of the client's signer and the original signed MOU, to the Big Red Business Center using the button below.
The Business Center will facilitate the review and initiate routing in DocuSign. Please advise your client to be on the lookout for a request to sign from Sherri Ehmke. The instructor/project director will receive a copy once the document is complete.
Billing Process
Programs must be set up for billing before the beginning of a project. For assistance, please contact the business center using the information provided below.
Billing and Payment
Billing and Invoicing
The Big Red Business Center (BRBC) monitors billing dates as outlined in completed MOUs. The BRBC will initiate invoices on the agreed-upon billing dates and may require additional information, such as confirmation of completed work or hours logs, to finalize the invoice. Faculty advisors must promptly provide all requested information to facilitate billing.
If the agreed-upon work is not completed, the instructor should initiate an amendment to the MOU to update the billing dates. The BRBC will issue invoices to clients and manage all payment collections.
Payments
All external clients should remit payments to the Big Red Business Center at the address below. Faculty and students should avoid accepting payments directly. If unavoidable, payments must be returned to the BRBC immediately.
External clients can make payments via cash or check. Credit cards are not accepted. All checks should be made payable to the University of Nebraska-Lincoln and sent to:
College of Journalism and Mass Communications
Attn: Big Red Business Center
Room 123, 501 Building
Lincoln, NE 68588-0208
The BRBC will coordinate with internal clients to transfer payments to the college. The instructor/project director will be notified when payment is received.
Late Payments
Payments are due within 30 days of the invoice receipt. If a client fails to provide payment within this period, the BRBC will notify the faculty advisor, who is responsible for following up with the client.
The faculty advisor should maintain records of all correspondence with the client regarding the late payment and forward copies to the BRBC.
For any questions or further assistance, please contact the Big Red Business Center using the contact information provided below.
Frequently Asked Questions
If we are working with a College of Journalism and Mass Communications class, project, faculty member or group, is an MOU required?
MOUs between groups within the College of Journalism and Mass Communications are not required if no money is being transferred between the groups. However, they can be helpful in certain situations, such as when there is a need for clarity on the project scope at the outset or if faculty members prefer to have the details in writing.
If one group is paying another, then an MOU is necessary. This is to ensure that the business center has the proper documentation of the agreement, including the payment schedule and amounts, so they can appropriately manage the funds transfers.
In summary, if no money is changing hands, completing an MOU is optional. If money is involved, an MOU is required.
Can my client pay with a credit card?
The College of Journalism and Mass Communications does not accept credit card payments. Payments must be made by check payable to the University of Nebraska-Lincoln and sent to:
College of Journalism and Mass Communications
Attn: Big Red Business Center
Room 123, 501 Building
Lincoln, NE 68588-0208
Have Questions? We're Here to Help
Contact us for questions related to business transactions in the College of Journalism and Mass Communications.
