Contract Checklist

Before you submit a contract, please review this checklist to help you determine what documentation is required to submit your contract for review. Please review the checklist and address applicable issues. 

Before You Submit a Contract

• Please ensure that your vendor is registered in PaymentWorks
  • Visit the Accounts Payable website for further instructions on this process.
  • If you have further questions or issues with entering or finding vendors in PaymentWork please reach out to purchasing@isu.edu. 
• Determine whether a pre-approved ISU contract template is appropriate for the agreement. 
• Review the contract, including the business and legal terms, to ensure the contract addresses your needs and is in the best interest of the university. Ensure the contract is clear and accurately reflects the intentions of both parties. If you have questions about a term, please note your concerns in the submission process. 
• Please submit the agreement through Jaggaer. 

Documents Needed for Contract Submission

Please attach the contract or agreement. Also, include the following:

• Terms and Conditions 
• All attachments or other referenced documents 
• A copy of the original contract or agreement (for renewals and amendments) and all previous renewals and amendments 
• When possible always upload documents in a Microsoft Word version

For more information on Jaggaer please visit the Jaggaer Training page.

If you would like to signup for Zoom based training please visit our Legal Trainings tab. 

cONTRACT TRAINING VIDEOS

 

All contracts or Affiliation Agreement should be submitted to the Office of the General Counsel through the following link. Allow sufficient time for drafting, review, revision, and execution of the contract by submitting well in advance of the anticipated start of service. The time required for review and approval should be taken into consideration when determining the contract start date.

YOU MUST BE LOGGED INTO BENGALWEB FOR THESE LINKS TO WORK

 

SUBMIT A CONTRACT

 

SUBMIT AN AFFILIATION AGREEMENT

In accordance with Contract Administration ISUPP 1060, only university officials that have signature authority can sign contracts on behalf of ISU. Unless specifically delegated by someone with inherent authority under the policy, signature authority is generally limited to Vice Presidents.

All signature authority delegations are maintained by the Office of the General Counsel. No member of the university community may sign or otherwise execute a contract that binds the University unless they have been delegated signature authority in writing. Contracts signed by individuals without signature authority may be deemed void and individuals in such circumstances may be held personally liable for the obligations assumed under such contracts. 

The ISU Signature Authority Chart below shows who has current signature authority, highlighted in orange. An explanation of this chart is also available by contacting the Office of the General Counsel:

• ISU Signature Authority

In accordance with ISUPP 1060, only certain authorized ISU personnel have inherent signature authority. Signature authority is used for signing all University agreements, including contracts, leases, memorandums of understanding, etc. In order to gain authorized signature authority, one must complete this form and have it signed by the relevant Vice President.

• Delegation of Signature Authority

The following is a list of pre-approved university templates. If any of the following are used to contract with a vendor and no changes are made to the template (other than the insertion of the factual information of the contract), then the contract may be submitted directly for signature in accordance with the University signature process. If you need assistance with contracts or would like a legal review, please submit the agreement in Jaggaer. 

Contract Forms

Professional Services Agreement

When a professional service is going to occur using ISU funding, this form should be completed and signed by an authorized ISU authority (See delegation of signature authority page here) as well as the contractor. Be as detailed as possible when filling out the required sections in orange. Ultimately, what is written down in this Agreement is what each party will be bound to. Please fill in this Agreement in a way that everyone knows exactly what is being agreed upon. A person with no knowledge of the Agreement should be able to read the Agreement and understand what is expected.

• Professional Services Agreement

Standard Contract Addendum

When contracting with a vendor we should strive to use ISU’s standard contract templates. If using an ISU template is not possible and you have to use a vendor’s contract, you can use this ISU Standard Contract Addendum if the total amount of the contract is less than $10,000.00. So long as the vendor signs the pre-approved ISU Standard Contract Addendum and the vendor contract with no additional terms or alterations, there is no need to submit the contract for further legal review. Once the ISU Standard Contract Addendum is signed an authorized ISU authority (See delegation of signature authority page here) must sign both the vendor’s contract and the ISU Standard Contract Addendum.

• Standard Contract Addendum

Guest Speaker Template

When a guest speaker is going to perform at ISU or an ISU event this form should be completed and signed by an authorized ISU authority (See delegation of signature authority page here) as well as the guest speaker or their representative. If the guest speaker requests a waiver of insurance contact Risk Management.

•  Guest Speaker Template

Guest Performer Template 

When a guest performer is going to perform at ISU or an ISU event this form should be completed and signed by an authorized ISU authority (See delegation of signature authority page here) as well as the guest performer or their representative. If the performer requests a waiver of insurance contact Risk Management.

• Guest Performer Template

Delegation of Signature Authority

In accordance with ISUPP 1060, only certain authorized ISU personnel have inherent signature authority. Signature authority is used for signing all University agreements, including contracts, leases, memorandums of understanding, etc. In order to gain authorized signature authority, one must complete this form and have it signed by the relevant Vice President.

• Delegation of Signature Authority

Facilities Use Agreements

A facilities use agreement is used to outline the terms and conditions for an outside entity to use ISU property or facilities, specifying responsibilities, restrictions, and potential costs. Please see the Facilities Use Cover Page below for guidance on how to use the different levels of Facilities Use Agreements.

• Facilites Use Cover Page
• Facilities Use Agreement Lite
• Facilities Use Agreement Standard
• Facilities Use Agreement Comprehensive
• Facilities Use Agreement State of Idaho Government Entity

 Athletics Forms

Game Contract Template

This template should be used for all ISU home athletic events.

• Game Contract

Student-Athlete Media Release

This form should be filled out by the legal guardian of any participant of an ISU Athletics Camp or the participant themself if they are over the age of 18. These waivers should be kept on file by the program running the camp.

• Student-Athlete Media Release

 Athletic Hotel Addendum

This form must be filled out by the appropriate athletics staff member who is responsible for arranging athletic lodging. This form must be signed by the Athletic Director in conjunction with the lodging facility's standard contract. The signed agreements should be kept on file by the athletics department.

• Hotel Addendum

Risk Management Forms

Assumption of Risk

This form is intended to ensure all participants involved in a program, event, or activity are aware of the risks inherent in their participation. This template should first be filled out by the department hosting or sponsoring the event and the final product should be sent to aubrienield@isu.edu for review. The Assumption of Risk should then be signed by all participants and stored in the department.

• Assumption of Risk

Volunteer Service Agreement

This form should be completed by all individuals volunteering through ISU. This agreement is designed to reduce volunteer risk and protect the interests of the University, its volunteers, and the community it serves.

• Volunteer Service Agreement

Background Check Authorization

All individuals volunteering through ISU must submit this Background Check Authorization. These completed forms should be sent to aubrienield@isu.edu so the background checks can be processed. Please provide adequate time for all background checks to be processed before the event begins.

• Background Check Authorization and Release

Media Release 

All individuals who will have their name, image, voice, and likeness in all forms of physical and digital media releases used for ISU's educational, marketing, and promotional purposes should use this waiver. The completed document should be housed in the department using the waiver.

• Media Release