A contract is any document that imposes an obligation on the University or legally binds the University to another party. Contracts can be used to purchase goods or services, detail a relationship between two entities or persons, or include the responsibilities and obligations of one party to another. A contract can be called a variety of things, including, but not limited to, Agreement, Nondisclosure Agreement (NDA), Memorandum of Agreement (MOA), Memorandum of Understanding (MOU), Letter Agreement, Affiliation Agreement, Waiver, Grant Agreement, Lease, or License. Contracts do not always involve the payment of funds from one party to another. Terms and conditions that you must accept or “click through” prior to using an online product or service are also contracts and may bind the individual user or the university that the user represents. Appalachian State University requires that all contracts be in writing and signed by an authorized representative of each party.
The following administrative offices are responsible for reviewing and processing University agreements:
- Procurement Services: Purchases of goods or services. Procurement Services will also review and negotiate terms and conditions provided by vendors before sending the agreement to the appropriate party for signature.
- Sponsored Programs: Contracts involving a grant, research, or sponsored project.
- IT Security (“ITS”): Software agreements must be reviewed by App State ITS prior to review/negotiation. Information on Software Services can be found HERE.
- Conference and Event Services (“CES”): Contracts involving summer camps, conferences, or events on campus. CES also coordinates all activities involving minors on campus.
- Office of University Events: Facility Use Agreements, reserving space on campus through 25Live, planning events across campus, including Grandview Ballroom, Plemmons Student Union, and Holmes Convocation Center.
All University agreements for goods or services (including renewals and amendments) should be submitted through the University’s Total Contract Manager (“TCM”) software. More information on TCM and contract requests may be found HERE. TCM utilizes university template agreements for goods and professional services on campus. Should a vendor provide an agreement for a good or service, that agreement should be included in the TCM contract request.
If you have questions related to any contract, the contract process, or where to route a contract, please feel free to contact the Office of General Counsel.