POLICY STATEMENT
A contract may be entered into to establish a formal relationship between the College (University) and another organization or entity for the provision of academic, research or medical service programs. Authority to enter into University contracts rests with the Provost as requested by the Dean. Provisions for contract negotiation and implementation as specified in the guidelines below must be followed in establishing contractual relationships.
GUIDELINES
1. Concept Development
The impetus for developing a formal relationship may arise at any organizational level within OUCOM. Before faculty or staff proceed to develop or renew a contract, it is necessary for the concept to be approved by the appropriate department chair(s) and forwarded and approved by the Dean.
2. Negotiation
Contract negotiation is the purview of the Dean. The Dean shall determine who will be involved in negotiation and may delegate this responsibility to a department chair or division chief, and the department chair may delegate to a section head with the Dean’s approval.
3. Legal Authority
Legal contracting authority for the University resides in the Provost’s office. Signature blocks for the OUCOM Dean and OU Provost must appear on all OUCOM contracts. Other signatures may appear as appropriate to contract implementation and administration.
4. Records
A central repository for signed contracts will be maintained in the Office of Administrative and Financial Services (AFS). Original signed contracts should be forwarded for inclusion. Copies may be maintained elsewhere as necessary. AFS will maintain and update a master list of current contracts, along with the effective dates and responsible negotiating parties within OUCOM.
5. Renewal/Termination
It is the responsibility of the department originating the contract to notify AFS whether or not the contract is to be renewed. If the contract is to be renewed, the department head must contact AFS 60 days in advance of contract termination to permit time for any discussion necessary regarding evaluation, reconsideration, or renegotiation. Contracts not renewed will be deleted from the AFS master list.
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