Here are the step by step guidelines for submitting a contract:
Step 1: Do not sign anything without permission. If in doubt email Contracts@nku.edu for confirmation.
Step 2: Determine if all procurement guidelines are met. Keep in mind any contracts with a value over $40,000 must be legaly bid per state regulations. Existing contracts over $40,000 still need to be verified with Procurement Services. Quotes are needed for anything valued between $5,000 and $39,999.
Quick Tip: Use the Purchasing Process Workflow guide to determine necessary procurement guidelines.
Step 3: Email Contracts@nku.edu with your needs. We prefer to use our in house purchase agreements when possible. These forms protect the University and provide a quick return time when submited for review.
Step 4: Obtain a copy of the unsigned purchase agreement and submit for review to the electronic contract coversheet.
Step 5: Wait for the contract to clear workflow, this will need to be vetted by Procurement Services, Legal Affairs, Dean/VPs and sometimes IT.
Step 6: Check for contract edits. If edits were made they'll need to be sent to the contractor for review. Once all edits are approved, Procurement Services will route for the nevessary signatures through Adobe Sign.
Step 7: Stay on top of your contracts. Review pricing, terms and dates. Procurement is here to assist should any problems arrise. All contracts are tracked through the Procurement office, we can provide departmental contract reports upon request.
Contracts that don't follow these procedures:
Contract FAQ
What is a contract? A contract is an agreement between two or more separate legal entities that creates a legally binding obligation. It may include a financial component (transfer of money), but not always. A contract might be called any number of things, including a Memorandum of Agreement or Memorandum of Understanding. “Terms and Conditions” associated with the use of a website or service may also constitute a contract.
Can I just sign this myself? Probably not on behalf of the University unless you have received a letter specifically delegating such authority to you. Only individuals with delegated signature authority can sign a contract that is binding upon the University.
How long will it take? Contracts at the University generally can take from one day to several weeks to execute, depending on the complexity of the contract and volume of contracts already in process.
Can I ask my students to sign a contract? No
