³Ô¹Ïtv

General Contract Information

Contract Definition

An agreement between two or more parties creating obligations that are enforceable or otherwise recognizable at law.ÌýA contract may be called many different names. In higher education, a contract may be referred to by other names, including agreement, affiliation agreement, amendment, letter of agreement, letter of intent, lease, license, memorandum of agreement, memorandum of understanding, non-disclosure agreement, release, renewal, waiver, or terms and conditions.

Contract Review

All contracts must be reviewed by Legal Affairs.

³Ô¹Ïtv's status as a state college and a state agency imposes certain restrictions on its contracting activities that a private university/college or company does not face. Many standard clauses typically found in commercial contracts cannot be accepted by ³Ô¹Ïtv. The restrictions on acceptable clauses are based on Georgia’s constitutional and statutory prohibitions.

Signature Authority

At ³Ô¹Ïtv, there are only threeÌýpeople who may sign contracts.ÌýThose employees are the VP for Business and Finance/CBO, the Director of Purchasing, and the Provost. No one else may sign a contract without the express permission of ³Ô¹Ïtv’s President. DownloadÌýsignature blocks (Word doc)Ìýfor the threeÌý³Ô¹Ïtv employees who may sign contracts to addÌýto contract signature sections.Ìý

The ³Ô¹Ïtv Foundation should be made aware of any contracts for activities and/or rental space in buildings that are owned by them. These buildings include: Buildings D, E, F, G, I, Residence Life, Parking Deck, Athletic Fields, or Intramural Fields.

Contract Management: CobbleStone

³Ô¹Ïtv has a contract management system that is used for routing contracts for approval.ÌýOnce your contract has been finalized, please visitÌýÌýto submit your contract for approvals and signature.ÌýYou will use your ³Ô¹Ïtv login credentials for this system.ÌýIf you try logging into this system and do not have access, please emailÌý@emailÌýto request access to CobbleStone.ÌýA CobbleStoneÌýinstruction sheet as well as other resources regarding contracts can be found below.ÌýAll ³Ô¹Ïtv standard contracts and other contract resource documents may be found in the ³Ô¹Ïtv Form Contracts / Resource Library in CobbleStone.

Training

General contract training and training forÌýCobbleStoneÌýis available upon request.ÌýPlease contactÌý@emailÌýif you would like to schedule training for your area.ÌýOther resources regarding proper contract processes may be found below.

Documents and Forms

Contract FAQs

    What is ³Ô¹Ïtv’s legal name?

    The Board of Regent of the University System of Georgia by and on behalf of ³Ô¹Ïtv.

    Who is authorized to sign contracts on behalf of ³Ô¹Ïtv?

    The Director of Purchasing and the Vice President for Business and Finance/CBO have been designated by the President to have signature authority for ³Ô¹Ïtv. The Senior Vice President for Academic and Student Affairs / Provost has signature authority for non-monetary agreements and international agreements that require the expenditure ofÌý funds not to exceed $20,000.00Ìýfor Academic and Student Affairs only.Ìý

    How do I know if a contract is needed?

    If ³Ô¹Ïtv makes an agreement which commits the funds, personnel, facilities, equipment, property, or other resources of the college, a contract is needed.

    May I sign a contract, MOU, etc. on behalf of ³Ô¹Ïtv?

    You do not have the authority to bind ³Ô¹Ïtv or the Board of Regents, and you should not sign a contract unless you have express written authorization from the President to do so. You may incur personal liability under any contract you sign without written permission. If you need assistance to determine who is authorized to sign a specific document, please contact Legal Affairs.

    What do I do if I have a MOU, agreement, license, etc. that needs to be reviewed?

    Please email the document toÌý@emailÌýto be reviewed by Legal Affairs.

    What is the dollar amount that a contract must be bid or sole sourced?

    If the dollar amount of your contract is $25k or more for a fiscal year, it will need to be bid. Please contactÌý@emailÌýfor assistance with this process.

    Attorney General of Georgia

    The mission of the Department of Law is to serve the citizens of the State of Georgia by providing legal representation of the highest quality to the agencies, officers and employees of state government and by honorably and vigorously carrying out the constitutional and statutory responsibilities of the Attorney General (AG).ÌýVisit theÌý.