Any contract for product and services can be presented for processing. Exceptions are
- applications for permits
- WWU's standard Contractor Terms & Conditions under $100,000
- WWU's standard Professional Services contracts
- Employment contracts
A document signed by both the contracting party and the University which sets forth the terms and conditions agreed between them. It describes the legal relationship of the parties and sets forth the obligations of each.
Processing will vary based on several factors including: complexity of the contract, Contractor's acceptance of University's terms, responsiveness of the Contractor and their legal resources, and prioritization with the signing offices. If the Contractor accepts the University's standard terms and conditions and if the contract is concise and thorough, lead-time should be around four weeks.
The review and approval process cannot be diminished without affecting the integrity of the contract. However, there are things you can do to increase the efficiency of the process, including:
~ Submitting the contract online with all details already completed.
~ Communicate any critical dates and reasons. Contracts with financial repercussions are generally considered a first priority.
~ Many contracts recur annually, so plan well in advance.
The University has a very strict policy regarding signature authority. Be advised that only certain individuals are authorized by the Board of Trustees to execute contracts on behalf of the University. Contractually binding the University without authorization or with prohibited terms could result in personal liability.
Board Authorized Signers
- Vice President for Academic Administration
- Vice President for Financial Administration
- Vice President for Student Life
- Vice President for University Relations and Advancement
- Associate Vice President for Academic Administration
- Associate Vice President for Alumni and Advancement Services
- Associate Vice President for Financial Administration
- Associate Vice President for Graduate Studies
- Associate Vice President for Marketing and Enrollment Services
- Assistant Vice President for Student Life
No, don't gamble with personal liability or risk exposure to the University.
Yes, don't gamble with personal liability or risk exposure to the University. Actually, simple contracts can be just as problematic as complex contracts due to their lack of detail and absence of liability protection for the University.
For any issue relevant to product or service contracts, including:
~ Documents that require University authorization. Exceptions are: the Director of Facility Services will review applications for permits and Standard WWU Contractor Terms & Conditions under $100,000; the Director of Human Resources and Vice President/Associate Vice President for Academic Administration will review employment contracts; and, the Director of Information Technology will review technology contracts.
~ Any contract changes. Most changes will require a written amendment to protect the parties from liability. Verbal changes to a contract without the proper written documentation create risk exposure. When in doubt, contact Risk & Safety Management. We're here to help.
Because there are statutes, restrictions, policies and guidelines the University is obligated to follow. Also, each party to the contract has its own approval processes to consider, e.g., finance, legal, management, board and safety. However cumbersome, this process is necessary.
Nothing, really--the words are synonymous.
Most changes will require a written amendment to protect the parties from liability. Verbal changes to a contract without the proper written documentation create risk exposure and set a negative precedence in the event of dispute. Contact Risk & Safety Management regarding any contract changes. We're here to help.
Contact Risk & Safety Management to help mediate and resolve the issue and to formally amend the contract or initiate termination if required.