Contract Management

St. Thomas regularly enters into contracts related to its operations. For common types of contracts, St. Thomas relies on designated contract managers who regularly review, negotiate and coordinate the implementation of contracts in their areas of responsibility. For contracts that do not have a designated contract manager or that do not regularly recur, staff and faculty work with OGC. OGC regularly assists contract managers and other employees to structure, draft, review and negotiate the terms and conditions of contracts, memoranda of understanding, letters of intent and similar legal documents, and to facilitate approval and execution of such documents by authorized signatories. OGC also develops and maintains templates for certain kinds of recurring contracts.

Contracts between St. Thomas and an outside party must be in writing, reviewed and managed by the designated contract manager or OGC, and signed by an authorized representative of St. Thomas. The designated contract managers and signatories for common categories of contracts are detailed below. If you are unsure who the designated contract manager is for your contract, or there is no designated contract manager for an arrangement you are working on with an outside party, contact OGC. 

Subject Matter of Contract/Agreement

Contract Manager

Authorized Signatory

Academic/educational affiliation, collaboration and articulation OGC EVP/Provost or designee
Commercial filming, photography or recording on campus Marketing, Insights and Communication Chief Marketing Officer or designee
Community engagement collaborations OGC EVP/Provost or designee
Facilities use or rental by third parties for conferences and events Conference and Event Services CFO/VP for Business Affairs or designee
Facilities use or rental by third parties for longer periods (not events) CFO/VP for Business Affairs CFO/VP for Business Affairs or designee
Gifts, pledges, naming rights Development Compliance and Operations VP for Development and Alumni Relations or designee
Independent contractors, speakers, performers Purchasing Services CFO/VP for Business Affairs or
AVP for Procurement Services
Intellectual property assignments and licenses OGC EVP/Provost or designee
International affiliations, programs, recruiting and services Senior International Officer EVP/Provost or designee
Liability waivers and releases OGC Varies
Off-campus location use for class work, research or service OGC Varies
Procurement of goods and services Purchasing Services CFO/VP for Business Affairs or
AVP for Procurement Services
Sponsored research and research services OGC EVP/Provost or designee
Technology consulting, development, procurement or services ITS Acquisitions and Budgets CFO/VP for Business Affairs or
AVP for Procurement Services