Frequently Asked Questions
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Any written agreement that creates obligations for the University, including
- Service agreements
- Grants and research agreements
- MOUs, NDAs, data use agreements
- Leases, licenses, and affiliation agreements
If you’re unsure, treat it as a contract and submit it.
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Yes. All contracts must be submitted through the central contract portal for review, approval, and signature.
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Only if you are an Authorized Signatory or have a written delegation of signature authority on file.
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- The contract is not binding on the university.
- It may require Presidential ratification
- The employee may face disciplinary action, up to termination
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You’ll need:
- Contract document (draft or final)
- Contract type
- Dollar amount (if any)
- Term (start/end dates)
- Department/unit
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It still must be submitted.
No money ≠ no risk.
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The portal automatically routes your contract based on its content (e.g., IT, Procurement, OSP, HR).
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No. Work should not begin until the contract is fully executed.
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It depends on:
- Complexity of the contract
- Number of reviewers required
- Whether revisions are needed
Submitting early helps avoid delays.
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No. Legal review is required only for certain contracts, such as those with:
- High dollar value (≥ $100,000)
- Long terms (≥ 3 years)
- Indemnification or unusual risk
- Out-of-state law or jurisdiction
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Indemnification (“hold harmless”) clauses
- Out-of-state governing law
- Liability limits favoring the other party
- Excessive insurance requirements
- Long terms or auto-renewals
- Confidentiality that conflicts with public records law
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Only if they include an exception for disclosure required by law (public records).
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Generally, no. This must be reviewed by legal counsel.
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A written authorization allowing an employee to sign certain contracts within defined limits.
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Delegations must specify:
- Contract type
- Dollar limit
- Term length
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No. The delegate remains responsible for the delegated authority.
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It ends automatically if the employee:
- Leaves the University
- Changes roles
- Is placed on administrative leave
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Each contract must have a contract manager, responsible for:
- Monitoring performance
- Tracking deadlines
- Reviewing invoices
- Maintaining records
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Contracts are stored:
- In the central system and/or designated office
- In accordance with retention policies
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Generally, 8 years after the contract ends.
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No. This creates a conflict of interest and must be approved by a higher authority.
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Possible consequences include the following:
- Invalid contracts
- Loss of signature authority
- Disciplinary action
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- Legal Counsel → contract terms, risk, authority
- Procurement Services → purchasing contracts
- OSP / IT / HR / etc. → subject-specific review
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Submit it. The system will route it correctly.