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Policy and Procedures for Contracts

All contracts require legal review, this legal review is conducted through the Office of the General Counsel (OGC).  Contracts are not valid and shall not be implemented unless they have been approved by the OGC.

A contract as used herein includes any and all agreements, however titled, that are intended to be legally enforceable and binding on the parties of the agreement.

Any contracts that are sent to the Office of the General Counsel for review must be accompanied by a routing form.  This is a required document to ensure proper routing sequence is followed and all account numbers and pricing information is included. The department originator must sign and date the routing form. Please include when the contract is due.  The routing form can be found here.

A normal routing process for contracts is as follows:

  1. Start with purchasing (if an expenditure contract) if it is not then it goes directly to OGCOGC-Legal Review
  2. Return to the department for other party signature and/or agreement to any changes
  3. Once signed by other party return to OGC for signature routing
  4. Returned to the department to send fully executed copy to other party.

Due to this detailed process it is requested at least a two week turn-around on contracts and possibly more time on larger projects. If you foresee any difficulties with a contract before submitting it for legal review, please notify the OGC office well in advance.

Examples of contracts include, but are not limited to the following:

Expenditure contracts
Revenue contracts
Leases of real or personal property
Real property agreements
Academic and cooperation agreements
Interagency and Intergovernmental Agreements
Licenses
Grants/Sponsored programs
Construction contracts
Personal services contracts such as Consulting/Performing artists
Intellectual property conveyances
Memorandum of Understanding (MOU)
Educational service agreements
Letters of intent

If you have any questions as to what constitutes a contract, please contact the OGC office.

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