Category: News

Engaging Search Firms

  • September 4th, 2018
  • in News

Effective September 1, 2018, contact your Human Resources Recruiter for further guidance regarding the necessary procedures that must be followed when entering into a contract with a search firm. All contracts requiring review and signature should be routed to the Contract Management Department. Searches at a VP and/or Provost Level position or higher, must be approved by the Board of Trustees per Board Rule 302 before engaging with a search firm or starting the recruitment process.

Vendor E-Signature Systems

  • August 2nd, 2018
  • in News

When working with an external party on a contract, please advise them to provide their contract in a .doc or .pdf file format. Some vendors prefer or request to send their contracts through their electronic signature system, however, the University is not able to review or sign contracts in that fashion. We use DocuSign for the electronic routing of contracts and we have to review the contract prior to uploading it and routing it for signatures. We cannot sign within the other party’s electronic signature system and we ask that they avoid submitting their contracts in that way. Thanks so much for partnering with us as we work to expedite the contract review and execution process for you.

Spring Break Reminders

  • March 1st, 2018
  • in News

With Spring Break right around the corner, please send any contracts requiring Contract Management review as soon as possible. This will allow us time to work through any negotiations and obtain signatures in a timely manner.


  • January 9th, 2018
  • in News

The beginning of the year is the perfect time to be refreshed on contract processes and guidelines. Please check out the helpful reminders below. When submitting contracts, always

  • review the business terms to confirm you are in agreement;
  • submit an editable document;
  • provide us with the name and e-mail address of the external signer;
  • include a brief description of the subject matter of the contract;
  • provide us with as much lead time as possible.

Being aware of these reminders will allow us to more efficiently and effectively review and process contracts for signatures. Let’s make it a great year!

Is “Free Software” Really Free?

  • December 18th, 2017
  • in News

More and more companies are approaching our campus community with the promise of free or an extended trial use of their software. Oftentimes, these agreements are heavily drafted in the vendors’ favor. While there may not be a dollar amount initially associated with the agreement, these agreements still require the same review as any other software agreement. Keep in mind when considering this type of engagement who will own the data, how will the data be used, and what the vendor plans to gain through allowing the use of the software for free. It is to the end-user’s advantage to allow us to complete our standard review of the document to prevent future issues and minimize risk as much as possible.

UA Contracts

  • September 19th, 2017
  • in News

With the beginning of the academic year comes an increase in requests for contracts for food and/or entertainment for University employees (e.g., faculty/staff retreats). In order to spend University funds on these activities, the event must sufficiently serve a business purpose to the University. When submitting contracts for these types of events, please include a detailed business purpose of the event and/or provide a detailed itinerary or agenda.

Understanding UA Contracts

  • August 2nd, 2017
  • in News

Congratulations to the approximately 100 faculty and staff who have successfully completed the Understanding UA Contracts course. For those who have not completed the course, please consider completing this interactive e-learning course that is available through Skillport. This course will serve as a useful resource to guide you through the Contract Management process. As an added bonus, you will receive a certificate upon successful completion of the course and final exam.

Contract Submissions

  • July 10th, 2017
  • in News

With each passing month, the volume of contracts processed by the Contract Management Office continues to increase. As a reminder, to expedite the review of contracts emailed, please include the name and email address of the person who will be signing on behalf of the external party. Contracts that are emailed should be sent to and this will allow our contract team consisting of Melinda Wallace, Collin Rich, and newly promoted, Jordan Clements to review and respond to your request. For additional information regarding contract submissions, please visit our website.

Contract Management Reminders

  • June 6th, 2017
  • in News
  • When submitting your Concur Invoice Payment (Previously referred to as MDV) for payment, please include the signed contract with your submission to prevent delays in the issuing of payment.
  • With the exception of Professional Services, contracts over the $15,000 Bid Limit require sole source justification or they will be subject to bid.
  • Contract Management’s goal is to obtain fully-executed contracts and allow you to proceed with acquiring desired products or services and in the event there are negotiations, please allow adequate time for us to work on your behalf to reach the best possible outcome.

Understanding UA Contracts

  • April 3rd, 2017
  • in News

Understanding UA ContractsAs a reminder, we have created an e-learning course, Understanding UA Contracts.  This interactive course is available through SkillPort and it provides an overview of commonly used contract clauses and terms.  It also provides insight into the University’s position in contract negotiations.   This course will serve as a useful resource to guide you through the Contract Management process.  As an added bonus, you will receive a certificate upon successful completion of the course and final exam.