Purchasing and Contracts need to review the the End User License Agreement, Terms
& Conditions Agreements, Service Agreements, and insurance requirements for vendors
outside the UNC ecosystem. As advisors and staff, we must submit requests through
the OnBase system before agreeing to the services. Once we submit the request, they
handle the legal requirements, negotiations, and extra steps in contracting software,
speakers, apps, and more.
Action Items:
- Check OnBase, IM&T, and with Purchasing for any 3rd Party apps or software you currently use.
- Submit for approval is not active already or verify that the active contract is a
"master" and not an individual approval
- Save the UNC Waiver and Release Form to bring unpaid guest speakers to campus
If something we download or use puts the university at risk, we can be at fault and
liable. The dollar amount does not determine or impact the speed and approval process,
and does not diminish the need for approval (a free service still puts us at individual
risk if something happens).
Questions from the Meeting
- How long does the process take?
It can be as quick as a day for simple applications and up to several months for complicated
contracts and usage.
Submit your request as soon as possible before your event or needed use.
- Do Google and Microsoft add-ons need approval?
In 2012 the State of Colorado adopted Google and their services. We are covered by
that agreement as a public entity of the State to use Google products, even though
we are not a "Google School."
We have contracts for the Microsoft Office 365 products and apps. For additional "Add-Ins"
or "Integrations" check with P&C.
- How do I know if it has approval?
You can look up past contracts in OnBase by searching for the vendor name. If the
document indicates it was approved and active, then check with P&C that there is a
Master Services Agreement in place for all of UNC to use the vendor.
Or contact the Purchasing and Contracts staff.
- When do we need a contract request?
Basically... always.
- Any vendor that is NOT a UNC affiliate
- If students are being sent to other locations for learning
- Services rendered to UNC including virtual services
- Do we need to obtain a contract for unpaid guest speakers who come on campus to speak
with student clubs?
If the speaker is not being paid, please ask whomever is coming onto campus to sign
the UNC Waiver & Release Form and provide proof of auto insurance. We (Contracts)
can load the documents into OnBase as a Bypass contract [simply email the Release
Form and the auto insurance proof to Erin, Jill, or John and we’ll take it from there].
- Do we need contracts for Facebook, Instagram, and Twitter?
In 2012 the State of Colorado entered into agreements with Google, YouTube, Facebook,
Instagram and Twitter and we (UNC) are protected by those. No issues in using these
for UNC business.
