Contracting Policies
University Policy 603.1, Authority to Sign Contracts and Other Official Documents
The Chancellor has the authority to execute contracts, financial documents, and other official documents necessary to conduct University business. No person is authorized to execute such documents on behalf of the University unless authority to do so has been delegated in writing by the Chancellor or another University official authorized to make such delegation.
The purpose of this Policy is to clarify the source of all University signature authority, the responsibilities of those individuals to whom University signature authority has been delegated, and the consequences of signing Contracts without the appropriate signature authority.
- Signature Authority Chart (Individuals Authorized to Sign Contracts and Other Official Documents) (updated September 11, 2023)
- Individuals Authorized to Sign Applications for Grants, Contracts, and Cooperative Agreements and Internal Processing Forms (UPDATES PENDING)
- What to Consider Before Signing a Contract
- Guidelines for Accepting Digital or Electronic Signatures
University Policy 601.11, Purchasing Policy
The Purchasing Office has the sole authority to issue purchase orders for procuring goods or services on behalf of the University. Requests for purchases must be submitted through the University’s designated e-procurement platform and will automatically be routed for required approvals. Detailed, step-by-step instructions on electronic requisitioning are available in the University Requisition Online Training.
Contract Review
The Office of Legal Affairs has developed the Contract Checklist to assist University employees in the negotiation and review of contracts.
- Contract Checklist (click here for fillable .pdf)
- Contract Checklist Purpose and Procedures:
- To instruct negotiators on basic contract law matters.
- To regularize the review of terms and conditions in University contracts.
- To comply with the laws and regulations of the State of North Carolina and other requirements.
- To save time by featuring "knockout" clauses.
- To provide for a single location for "official" copies of all UNC Charlotte contracts.
- Prohibited Contract Clauses
- The University is prohibited by law from agreeing to certain contractual terms because it is a State entity. If you find such prohibited terms in a contract proposed by another party, it is advantageous to begin contract negotiations by explaining these limitations to the other party. The key is to determine early on in the negotiations whether a certain term might be a deal-breaker before you put in too much time and effort in negotiating other terms. This resource provides examples of the types of clauses or provisions that are prohibited and legal language that you can use in negotiating these provisions out of contracts.
- Alternate Contract Clauses
- In negotiating certain prohibited or risky clauses, the Office of Legal Affairs provides suggestions for alternate contract language.
- Contract Advisory
- If the contracting unit/authorized signatory wishes to assume the risk of inadvisable terms, and they have assessed the risks involved in agreeing to the contract clauses marked below, they can agree to assume the budgetary risks indicated on the Contract Advisory.
- Contract Checklist Purpose and Procedures:
Purchasing Contracts
All contracts for the purchase of goods or services, and all consulting contracts must be reviewed and approved by Purchasing/Materials Management, in accordance with University Policy 601.11, Purchasing Policy.
- Purchasing Contract Review Workflow
- All proposed statewide and agency term contracts for purchase of supplies, materials, printing, equipment, and contractual services that exceed one million dollars ($1,000,000) MUST be reviewed by the UNC Charlotte General Counsel or designee to ensure that the proposed contracts are in proper legal form, contain all clauses required by law, are legally enforceable, and accomplish the intended purposes of the proposed contract. The General Counsel, or designee, in consultation with Materials Management, will complete the NC Attorney General’s contract checklists prior to finalizing a contract that exceeds one million dollars.
Contract Training Materials
- 2022 Legal Training Session: Let’s Make a Deal: Dos and Don’ts of Negotiating University Contracts
- 2020 Legal Training Session: Deal or No Deal
- 2018 Legal Training Session: Let’s Make a Deal: The Dos and Don’ts of Managing University Contracts
- 2017 Legal Training Session: Yes, No, or Maybe: How to Negotiate University Contracts
- 2016 Legal Symposium: The Science of the Deal: Negotiating Technology Terms in Contracts
- 2015 Legal Symposium: Supplies, Equipment, and Services: How to Purchase Them, Insure Them, and Account for Them
- 2014 Legal Symposium: The Contract Checklist: It Really is Your Friend!
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2013 Legal Symposium: Contracting Requirements and Why They Matter
Volunteer Agreements
Many divisions at UNC Charlotte engage volunteers to do work for the University. These volunteers are a valuable resource for the University. However, volunteers are not considered University employees and do not enjoy many of the protections of employees, such as Worker’s Compensation and the State Personnel Act. It is important that each volunteer understands the protections afforded, as well as the limits of those protections afforded, while volunteering for the University. In addition, it is important that each volunteer understands their obligations, such as compliance with University policies. Therefore, every University volunteer should sign a Volunteer Agreement.