Employer Agreement Repository Procedures: Box

Purpose

The Employer Agreement Repository housed on Box Drive has been established to ensure consistency, transparency, and compliance in managing employer-related documentation. This centralized system supports alignment across departments and facilitates efficient employer engagement, legal review, and historical reference.

1. Repository Structure and Access

  • Each Academic and Continuing Education Department will have a dedicated folder within the Employer Agreement Repository. 
  • Folder access will be restricted to key departmental stakeholders and their respective leadership chains. 
  • The following positions will maintain full access to the entire Repository: 
    • Chancellor 
    • Vice Chancellor of Instruction 
    • Associate Vice Chancellor of Instructional Services 
    • Director of Employer Outreach and Experiential Learning Programs

2. Purpose and Use of the Repository

  • The Repository provides a centralized, consistent location for all employer agreements, ensuring: 
    • Uniformity in documentation and formatting 
    • Quicker legal review and approval processes 
    • Efficient future reference and historical tracking 
    • Improved collaboration across departments regarding employer engagement

3. Document Submission Guidelines

  • Once an employer agreement is signed or approved, it must be uploaded or updated in the appropriate departmental folder within 30 calendar days. 
  • All documents must be clearly named using the following naming convention:
     [Department Name][Employer Name][Document Type]_[Date]
     Example: BusinessTech_XYZCorp_MOU_2025-09-01

4. Access to Agreements from Other Departments

  • Departments are granted access only to their own folder. 
  • If a department needs access to an agreement owned by another department, the Apprenticeship Office will coordinate the request. 
  • The Apprenticeship Office will initiate a formal access request via email to the department that holds the agreement and manages the employer relationship.

5. Apprenticeship Program Requirements

  • For all apprenticeship programs, the following standard documents must be used: 
    • Memorandum of Understanding (MOU) 
    • Appendix D 
    • Appendix A (Reference Only) 
  • If the apprenticeship is registered with the U.S. Department of Labor (DOL), additional documentation as required by DOL must be completed in full compliance with federal standards and included in the departmental folder.

6. Compliance and Maintenance

  • The Repository will be regularly monitored and updated to ensure compliance with institutional policies and external regulations. 
  • Departments are responsible for maintaining the accuracy and completeness of their own folders. 
  • The Office of Employer Outreach and Experiential Learning may conduct periodic audits to verify documentation consistency and completeness.
  • Google Drive will be used as a backup storage of all documents uploaded to the box folders.

Resources

The Office of Experiential Learning (OEL) Handbook

Questions or Support

For support regarding document submission, access permissions, or questions about compliance, please contact:

Apprenticeship Office-

Andrea DeLeon, Apprenticeship Coordinator
[email protected]