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Office of Legal Counsel and Compliance

Your Role

As a Contract Manager, you are responsible for ensuring that the contract is understood, tracked, and properly executed throughout its lifecycle.

1. Know the Contract

Before any work begins:
  • Read the entire contract carefully
  • Understand:
    • Scope of work
    • Key obligations (both UM and the other party)
    • Payment terms
    • Term and renewal provisions
    • Termination rights
If something is unclear, ask before issues arise.

2. Track Key Dates

Immediately calendar important deadlines, including:
  • Contract start and end dates
  • Renewal or non-renewal notice deadlines
  • Deliverable due dates
  • Payment milestones
  • Reporting requirements
Missing a notice deadline may automatically renew the contract.

3. Monitor Performance

Ensure both parties are meeting their obligations:
University Responsibilities
  • Deliver services or work as agreed
  • Make payments on time
  • Meet reporting or compliance requirements
Other Party Responsibilities
  • Provide goods/services as specified
  • Meet quality and performance standards
  • Deliver on schedule
Address issues early—don’t wait until the contract ends.

4. Manage Payments

  • Review invoices for accuracy
  • Confirm work/services were completed satisfactorily
  • Ensure payments align with contract terms

5. Maintain Documentation

Keep a complete and organized contract file, including:
  • Final signed contract
  • Amendments or changes
  • Communications related to performance issues
  • Payment records
  • Close-out documentation

6. Handle Changes Properly

Do not allow informal changes to scope, price, or timeline
  • All changes must be:
    • Documented
    • Formally approved
    • Processed through the appropriate channels

7. Plan for Contract End

Before the contract expires:
  • Decide whether to:
    • Renew
    • Rebid
    • Terminate
  • Provide the required non-renewal notice on time
  • Complete any required close-out steps

8. Close Out the Contract

At completion or termination:
  • Confirm all obligations are met
  • Ensure final payments are completed
  • Document any issues or performance concerns
  • Retain records per policy

Key Reminders:

  • You are the primary point of contact for the contract
  • Stay proactive—don’t rely on memory; use calendars and reminders
  • When in doubt, ask for guidance (Legal, Procurement, etc.)