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Department Name

Office Of General Counsel

VI. Approval of Contract

Before execution by a designated University official, a contract binding the University should usually be reviewed and approved by other individuals. Generally, a contract requires review and approval of the following individuals (or their documented designees). Certain responsibilities under this policy necessarily overlap.

- Initiator of the Contract:  The University employee initiating the contract is primarily responsible for accurately and fully completing the Contract Routing Form and ensure the following:

  • That the proposed contract language is accurate and complete and reflects the current state of negotiations; all exhibits are attached; and the Department or Division is willing and able to comply with the terms.
  • That the contract is appropriate to the University's mission, complies with applicable University System and needs, and the unit can furnish the services, materials, or fund required.
  • That the contract is sufficiently clear, consistent, and fiscally prudent.
  • That no conflicts of interest exist or any potential or actual conflicts of interest have been reported and managed according to the University policy.

- Department or Division Head:   The contract is appropriate to the University's mission, complies with applicable University System and University policies, meets programmatic and operational needs, and the unit can furnish the services, materials, or funds required.

- Academic Dean:   Ensures that the College can furnish the services, materials, and/or funds (including any matching requirements) designated in the contract, that the contract is appropriate and necessary to the College's mission and priorities.

- The Office of Legal Affairs/Risk Management:   The Office for Legal Affairs along with the Risk Manager is responsible for the following:

  • Identifying and advising the initiating unit and appropriate University officials of significant potential liability or risk.
  • Determining that the terms of the contact comply with Board of Regents and University policies and applicable federal, state and local laws, rules, and regulations.
  • Ensuring that the contract review approval process has been followed. 

- Vice President for Business and Finance:  Must always review contracts requiring the expenditure of University funds.

- Additional Reviewers:  Depending upon the nature of the contract, review and approval may require further level of review to ensure that it complies with the system and university policies, is consistent with the university's mission, or where it may impact a department or unit other than the one initiating it.*

  • Office of Sponsored Programs (for grants and sponsored program contracts)
  • CSU Foundations (for contracts entered into or funded by CSU affiliated foundations)
  • CSU Purchasing Department (contracts involving the purchase of goods and services)
  • Office of the Provost (contracts relating to academics)
  • University Information and Technology Services (for software contracts utilizing UIT services)
* For example, an academic/athletic contract that requires implementation or significant resources by UIT.