Contract Management

Contract Management Procedures Overview

The Vice President for Finance and Administration oversees the contract management process. Daily operational responsibility for contract management is delegated to the Purchasing Director.

What is a Contract?

A contract is any electronic or physical agreement between two or more entities that creates a legally binding obligation to do—or not do—something.
Any document that imposes obligations on LC State should be treated as a contract, regardless of the title used.

Examples of contracts include, but are not limited to:

  • Academic Agreements
  • Addendums and Amendments
  • Affiliation Agreements (e.g., student and resident clinical internships, rotations, externships, field experiences, practicums)
  • Business Agreements
  • Co-Enrollment/Co-Admission Agreements
  • Equipment Rentals and Leases
  • Licensing Agreements
  • Memorandums of Agreement (MOAs)
  • Memorandums of Understanding (MOUs)
  • Non-Disclosure Agreements (NDAs)

Contract Routing and Approval Workflow

All contracts must be submitted to the Office of the Vice President for Finance and Administration at Contracts@lcsc.edu for review and signature in accordance with the Contract Management Policy 4.131.

Exceptions: Exceptions to this policy include contracts for travel such as rental car agreements, hotel accommodation, conference registrations and internal department-to-department arrangements or employee contracts or forms. See also the Academic Affairs Agreement template exception below.

Step 1: Obtain Required Approvals

Before submitting a contract for review and signature, route it through the appropriate internal approvals:

Instructional Units:

  • Obtain email approval from the chair and dean.

Non-Instructional Units (Student Affairs, Institutional Research & Effectiveness, and Non-Instructional Academic Affairs units):

  • Obtain email approval from the department head and the applicable Vice President.

Direct Reports:

  • Direct reports to the President and to the Vice President for Finance and Administration may route contracts directly to Contracts@lcsc.edu.

Step 2: Department Coordination (as applicable)

If the agreement involves resources or support from another department or division, consult that area before submitting.

Obtain the following approvals when applicable:

  • IT Department: Contracts involving IT equipment, systems, or services. Refer to IT Software/System Purchases website.
  • Controller’s Office: Contracts involving systems or solutions that accept payments.
  • Purchasing Department: Contracts involving purchases of $10,000 or more for federally funded purchases or $20,000 or more for all others.
  • Vice President for Student Affairs: Contracts involving co-enrollment/co-admission or articulation/transfer agreements.

Step 3: Submit for Review

After all approvals are obtained, email the contract and approval documentation to Contracts@lcsc.edu.

Step 4: Signature and Finalization

  • The contract will be reviewed and routed to the appropriate signatory authority.
  • After review and signature, the contract will be returned to the originating individual.
  • The originating individual is responsible for transmitting the contract to the other party, either to obtain the remaining signature(s), if applicable, or to provide a fully executed copy for the other party’s records.
  • Once fully executed, the originating individual must return the fully signed contract to Contracts@lcsc.edu for retention.

 

Insurance Requirements 

In certain circumstances, LC State may require the other party to a contract to provide proof of insurance coverage. Any exceptions to the standard insurance requirements must be reviewed and approved by Risk Management. For information on insurance requirements, please visit the Risk Management website or contact Risk@lcsc.edu.  

Authority to Sign Contracts

The President or the Vice President for Finance and Administration may delegate review and/or signing authority to a college employee. Individuals with delegated signing authority are listed on the Signature Authority website.

Contract Retention

All fully executed contracts are retained by the Office of the Vice President for Finance and Administration.

Contract Performance

Departments entering into contracts are responsible for ensuring that all business terms and service obligations are performed by the vendor throughout the duration of the contract. The Vice President for Finance and Administration and the Purchasing Director are available to assist with discussions regarding contract performance with third parties.

The contract templates below are available for use when engaging individuals or entities to perform work or services on LC State campus property. In general, an agreement is required for any individual or entity performing work or services on campus— whether it involves contractors providing trade services or individuals delivering a lecture or speech. Agreements must be fully executed before any work or services begin.

LC State Professional Services Agreement (PSA)

For individuals or organizations providing professional, specialized, or higher-risk services.

Examples include, but are not limited to:

  • Electrical, plumbing, HVAC, or landscaping services
  • IT networking installation or technical services
  • Security system installation or services
  • Architectural or engineering consulting
  • Environmental testing or hazardous materials handling
  • Equipment repair or calibration

Note: If the vendor provides their own contract, the LC State PSA generally does not need to be used.

LC State Memorandum of Agreement (MOA)

For low-risk, short-term, or routine services provided at a stated price.

Examples include, but are not limited to:

  • Referees and event judges
  • Short-term consultants
  • Professional development presenters
  • Interpreters or translators for specific events

LC State Honorarium Agreement

For non-routine, gratuitous services provided by an individual receiving a one-time token payment.

Examples include, but are not limited to:

  • Visiting authors or poets
  • Guest speakers or panelists
  • Musicians performing at a ceremony or event
  • Artists providing a demonstration or exhibition talk
  • Judges for student presentations who do not charge a formal fee

LC State Vendor Agreement (General/Event Vendor)

For vendors providing goods or services on LC State property, typically in connection with events, activities, or campus operations.

Examples include, but are not limited to:

  • Event vendors (e.g., merchandise, booths)
  • Service providers operating on campus for a defined event or time period

Note: This agreement is generally used when the vendor is paying a fee to operate on campus or is otherwise conducting business on campus outside of a standard purchasing or professional services arrangement.  Food Vendors for events such as NAIA World Series, Art Under the Elms and other campus events should be direct to the Food Vendor Registration Form.

Academic Affairs Agreement Templates

Approved internship agreement and other education-related memorandum of agreement templates may be signed by the Division Chairs, unless the agreement language is changed in any way, other than naming the parties, location or other fillable form fields. The approved agreement templates are located on the Academic Affairs Agreement website. Completed agreements must be routed to the office of the Vice President for Finance and Administration at Contracts@lcsc.edu for contract retention.