Contract Review and Maintenance Procedures

Originator: Vice President and General Counsel

Subject: UMGC Policy on Signature Authority

1. Applicability

   These Procedures apply to all contracts, agreements, procurements or memorandums of understanding ("MOUs") which may result in a contractual relationship between UMGC and another party (referred to herein as an "agreement").

2. Definitions

   1. "Business Owner(s)" – the employee position(s) at the University that may initiate consideration of an agreement for a particular type of agreement, as reflected in Appendix A.

   2. "Approver(s)" – the employee position(s) at the University that has the authority to determine whether to move forward with negotiation of an agreement and provide final approval of the terms of the agreement for a particular type of agreement, as reflected in Appendix A.

   3. "Reviewer(s)" – the department(s) at the University that is responsible for reviewing the terms of the agreement, negotiating the terms with the other party and receiving approval from the Approver(s) of the terms of the agreement for a particular type of agreement, as reflected in Appendix A.

   4. "Signatory" – the employee position(s) at the University that has the authority to sign an agreement for a particular type of agreement, as reflected in Policy 366.00 – Signatory Authority and Appendix A. If there is a discrepancy between the Policy and the attached schedule, the Policy shall prevail.

   5. "Custodian" – the department(s) at the University that is responsible for storing and maintaining the fully executed version of the agreement for a particular type of agreement, as reflected in Appendix A.

   6. "Legal" – the Office of Legal Affairs.

   7. "Procurement" – the Office of Procurement.

   8. "Foundation" – the USM Foundation.

   9. "DPO" – the university’s Data Protection Officer.

   10. "CMS" – Contract Management System

3. Review Process

   1. CONTRACT REVIEW REQUEST

      1. Appendix A sets forth the Business Owner(s), Approver(s), Reviewer(s), Signatory, and Custodian for each particular type of agreement. If the Business Owner is unsure as to which type of agreement applies, the Business Owner shall contact the Office of Legal Affairs for guidance. P

      2. When a Business Owner would like to pursue an agreement with another party, the Business Owner shall review Appendix A to determine which University department is the Reviewer.

         1. If Procurement is the Reviewer, the Business Owner shall follow the UMGC Purchasing Guidelines located at https://engage.umgc.edu/docs/DOC-136999.

         2. If the Foundation is the Reviewer, the Business Owners shall follow the Foundation directions set forth at https://www.usmf.org/resources/frequently-asked-questions/

If Legal is the Reviewer, the Business Owner shall follow the review process set forth in Appendix B, including completion of Appendix C, the Contract Term Sheet, Appendix D, Appendix E, or into any applicable contract management system when available.