The Vice President for Finance and Administration is authorized to sign contracts on behalf of the College, unless a standard pre-approved contract template is used as described below.
To schedule a meeting to review and clarify questions regarding the contract process, or to submit contracts for review, please email: firstname.lastname@example.org
Standard Contract Templates
Legal Counsel has developed standard contract templates to be used. Before entering into a contract with a vendor, the vendor should be asked if the standard template is acceptable. As the terms have been vetted by legal, and as long as no changes are made to the contract language, the contract originator has the delegated authority to sign the contract template with approval of that department's Vice President.
Templates (links Pending)
- Artist Speaker Contract
- Contractor Service Agreement
- Equipment Rental Agreement
- Facilities and Services License Agreement
- Facilities Use Athletics
- Incoming Loan Agreement
- Independent Contractor Contract
- Outgoing Loan Agreement
- Purchasing Terms and Conditions
- Speaker's Agreement
- Stewardship and Gift Agreement
- Temporary Use Agreement Athletic Facility
- Virtual Programming
All Other Contracts
In cases where the standard contract template cannot be used, please allow 2-3 weeks for contract review if possible. If the review is time sensitive, notify the Controller.
Contract Review Checklist
Prior to sending to the Controller, the originator (Administrator, Department Chair, Dean or Faculty member) is expected to review the contract using the Pre-signature Contract Checklist as a guide. This is a helpful tool to ensure the contracts has all required components before submitting the contract to email@example.com. A completed checklist is not required to be submitted with the contract, as it is primarily for the originator to reference.
The contract originator is responsible for reading the entire contract and attachments to ensure that the contract accurately reflects the statement of services and terms and conditions.
- Template Addendum to Contract. Contracts that include on-campus work and/or working closely around students should have certain items addressed in the contract. If they are not addressed, an addendum including these items may need to be added. See links below for templates which can be modified as appropriate.
- Insurance Requirements. For third party agreements there very frequently will be Insurance Requirements, particularly for contractors who will be performing services on campus.
- Details of the insurance and insurance levels should be specified in the contract and meet the College's minimum Insurance Requirements
- It will be expected that along with the contract, a Certificate of Insurance will be sent to the Controller naming The Trustees of Union College as an additional insured with the appropriate insurance levels.
- Technology and Software. Any contract related to technology and software should be first forwarded and reviewed by the Chief Information Officer, as specified in the IT Contracts section of the Pre-Signature Contract Checklist.
- The CIO will review with the Administrative Systems Advisory Committee to help vet new systems that impact enterprise processes (as needed).
- The CIO will perform an IT Security Review if college data will be transferred to the platform being purchased.
Due to time needed for potential data security and enterprise process review, it is recommended to coordinate with ITS early in the software procurement process to avoid excessive delay.
- Student Participation. In instances where students are engaging in an activity through Union – i.e. clubs outings, activities on campus, it may be necessary to obtain a signed student waiver of liability. Student groups looking to hold such an activity that requires a waiver should work directly with their sponsoring department for approval and access to the release of liability paperwork.
- The College waiver should be signed in addition to any waiver required by the vendor
- The department/group sponsoring the event is responsible for having all participants sign, and to collect and hold the waivers
- Contract Renewals. If the contract is a renewal of a previous contract, has previously been reviewed, and there are no changes to the contract, please note this when sending to firstname.lastname@example.org. These contracts can be signed by the contract originator, after review by the Controller and as approved by the Vice President overseeing the service under contract.
Contract Review Process
The graphic below illustrates the typical workflow for reviewing and submitting a non-standard contract for approval.