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Contract Services Office

Contract Types

Below is a brief list of contract types. This is by no means an exhaustive list. If you do not find the type of contract you have questions about listed below, contact your university's Contract Services Office at ChicagoCSO@uillinois.edu, SpringfieldCSO@uillinois.edu, or UrbanaCSO@uillinois.edu for assistance.

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Affiliation Agreements

Affiliation Agreements are contracts where the University sends one or more students to a clinic, school, or healthcare facility in order to receive training, practicum, or instruction either as a required part of their academic program or for academic credit. These contracts typically do not involve any transfer of funds, but there is a perceived benefit to engaging in the contracts for each party. Common examples are Clinical or Educational Affiliation Agreements and Student Teaching Agreements.

Affiliation Agreements provide a benefit to our students in terms of gaining practical experience and additional learning opportunities; they also provide a benefit to the other party that receives the services of Illinois students without having to pay them wages. NOTE: If a student is not receiving academic credit for the rotation/internship, then the University should not sign any contracts with the receiving entity as the University has no role within the arrangement as it becomes an employer/employee relationship of sorts between the student and the facility/school/clinic.

Processing Office

The Contract Services Office can assist with review, processing, or requesting an Affiliation Agreement for a student receiving academic credit or is required as part of their academic program.

Each university’s sponsored program pre-award office can assist with review, processing, or requesting an agreement involving faculty or non-academic research.

Amendments

Amendments are written changes, additions, alterations, corrections, or revisions to a fully executed (or completely signed) contract. An amendment can be used to lengthen a contract for an additional period of time, to update contact information, to update payment information, or for any other reason. Amendments are considered contracts and any additional funds contemplated under a contract (either payable or receivable) are counted toward or against the total of the governing contract itself (as well as any other previously-signed amendments that may exist). The terms “addendum,” “addenda,” and “amendment” are synonymous.

Processing Office

The office that processed your original contract should draft and execute the amendment.

Catering

The Purchasing Offices can assist with caterers not listed on the Master Catering Contract list and those that require a contract.

Chartered Transportation

The Purchasing Offices can assist with the processing of Chartered Transportation contracts.

Click-Through Agreements

Click-Through Agreements (also known as "clickwrap" agreements) are commonly used in connection with software or web-based platform licenses. These contracts may be part of the online installation process and often require the end user to click an "OK," "Agree," or "Accept" button in order to move forward with the installation before the user can access the platform. The terms of service for such systems frequently contain clauses that impede consumer rights in substantial and unexpected ways. It is very important to understand that clicking to accept one of these online contracts is equivalent to signing your name on a contract binding the university, which most faculty and staff are not authorized to do.

Processing Office

The Purchasing Offices process click-through agreements, even if zero dollar/no funds.

Concessions

Processing Office

Several contract processing offices at the University process concessions: Contract Services Office, the Office of Technology Management, Purchasing Offices, Real Estate Services, and Capital Programs. To decide which office should process your contract, first determine if the University is providing a service (e.g., allowing use of our facilities for a flat fee) or receiving a service (e.g., selling University Press e-books).

If the University is providing a good or service, contact the Contract Services Office.

If the University is leasing space to a tenant for an extended period of time, contact Real Estate Services.

If the University is receiving a good or service and a vendor relationship is created, contact the Purchasing Office.

If the University is licensing out technology created and owned by the University, contact the Office of Technology Management.

Consultant/Consulting Services

Please see Contracts for Services below.

Contracts for Services (CFS)

The Purchasing Offices process Contracts for Services. 

Course Agreements

Course Agreements are used in academic courses where students are required to partner with industry to gain real world experience. The company and the student, under the supervision of a faculty member, develop a project to address a specific need within the company.

Processing Office

The Contract Services Office can assist with review, processing, or requesting a Couse Agreement.

Data Use/Data Sharing Agreements

Data Use/Data Sharing Agreements are a type of material transfer contract that specifically deal with the transfer of information. For more information on processing these types of contracts, see Material Transfer Agreements below. 

Equipment Loans and Equipment Transfers

Property Accounting provides assistance with either an outgoing or incoming equipment loan agreements.

Facility Use Agreements (FUAs)

Facility Use Agreements or Space Rental Agreements (e.g., booth rentals at career or other fairs) are for short-term use of space, usually for a specific event. If the University is renting its own space, the renter (client) must sign our contract template. If the University is renting space from the other party, we must usually sign their contract.

Processing Office(s)

The Contract Services Office assists University facilities who want to rent their space to external entities.

The Purchasing Offices assist units with University departments wishing to rent space from a third party.

The Office of Risk Management will assist units if the other party requires a certificate of insurance by filling out the request proof of liability insurance form. Note that you can only request proof of insurance after the contract is fully executed by all parties.

Financial Assistance Award Agreements

Information about financial assistance awards is available on the OBFS website at 8.1.3 Determine the Allowability of Specific Expenditures.

The Purchasing Offices will assist in initiating a financial assistance award contract.

Healthcare Administration

A contract whereby a University health services college oversees another healthcare facility's operations. Medical directorship is a typical example.

Processing Office

The Contract Services Office assists university departments who wish to enter into a healthcare administration contract.

Healthcare Clinical/Patient Care

An contract whereby the University provides clinical services or patient care services such as surgery, OB/GYN, psychiatry, radiation oncology, annual flu shots, on-call services at another healthcare facility.

Processing Office

The Contract Services Office assists university departments who wish to enter into a healthcare clinical or patient care contract.

Healthcare Consulting

A contract whereby University faculty or staff provides expert witness services, drug monographs, and assays, etc.

Processing Office

The Contract Services Office assists university departments who wish to enter into a healthcare consulting contract.

In-Kind Exchange or Reciprocal Trade Agreements

The Purchasing Offices are responsible for drafting or reviewing these types of agreements.

Interagency/Intergovernmental Agreements (IGAs)

Interagency/Intergovernmental Agreements (IGAs) occur when the University (a state agency), contracts with another state agency or governmental entity. Intergovernmental agreements require different terms and certifications than other types of contracts.

Processing Office(s)

Contract Services Office assists when the university is providing services to the state agency or governmental entity. These contracts can be for a fee paid to the University or zero dollar.

The Purchasing Offices assist when the university is receiving services from the state agency or governmental entity. These contracts can be payable or for zero dollars.

Laboratory Agreements

A contract whereby the University receives samples/specimen from an external party to test, analyze, and report its findings/conclusions using existing University-owned equipment and processes. There is typically no exchange of intellectual property and analysis is limited to publicly available methods such as statistical analysis.

Processing Office

The Contract Services Office assists University departments who wish to provide laboratory services to external parties.

Location Agreements/Location Releases

Location Agreements/Location Releases give another party or entity permission to enter upon University premises, often for the purpose of taking pictures, filming, or recording some person, place, or event. Examples may range from a production company filming scenes for a movie on our campus (which will be portrayed as a fictional location), to the Discovery Channel interviewing one of our faculty members for a documentary program.

Processing Office

Your university’s Office of Public Affairs is the first point of contact. They will advise you on the necessary campus vetting and approval process and work with your university's Contract Services Office to get the appropriate contract in place.

Chicago: The Marketing and Brand Management Office under the Office of Public and Government Affairs can be reached via email at marketing@uic.edu or by phone at (312) 996-3456.

Springfield: The Office of Public Affairs can be reached via email at kgurs2@uis.edu or by phone at (217) 206-7795

Urbana-Champaign: The Office of Public Affairs can be reached via email at publicaffairs@uillinois.edu or by phone at (217) 333-5010.

Managed Care Agreements

Contracts between healthcare provider networks and the University whereby the healthcare provider network or University offers or directly administers one or more health benefit products or plans to the enrollees of such products or plans for the other.

Processing Office

The Contract Services Office assists University departments who wish to provide managed care services.

Material Transfer Agreements (MTA)

Processing Office(s)

Each university’s sponsored program pre-award office will assist when the university is the recipient of incoming materials.

The Purchasing Offices will assist when the University is purchasing the materials.

Office of Technology Management (OTM) will assist when the University is the provider of the materials.

Memorandum of Agreement (MOA)/Memorandum of Understanding (MOU)

Memoranda of Understanding (MOUs) or Memoranda of Agreement (MOAs) are often used inappropriately. Using the terms "Memorandum of Understanding (MOU)" or "Memorandum of Agreement (MOA)" does not mean that the document is not a legally binding contract. The substance of a document and not its name determines whether or not it is an enforceable contract. Typically, an MOU or MOA should be used when the parties want to document their intention to enter into a binding contract in the future. In other words, the MOU will serve as the basis of a future formal contract, as an “agreement to agree.” Sometimes the University will use an MOU or MOA to document arrangements between departments or units within the University. Keep in mind, however, that many parties, including foreign institutions, will issue a document titled "MOA" or "MOU" that contains legally binding obligations. An MOU or MOA must be routed, reviewed, approved, and signed according to the same policies and procedures governing contracts at the University.

Processing Office

The Contract Services Office will assist in determining whether an MOU/MOA is appropriate.

No Fund Agreements

No Fund Agreements could be any type of contract that involves no transfer of funds between the two parties. The determination of how to process a no funds, or zero dollar, contracts depends on what type of contract it is (for example, is the University providing or receiving goods or services; is intellectual property being exchanged?; is the University using or allowing someone else to use property or space?; etc.).

Where to Start:

Determine the type of contract and refer to the information on this page for the correct contract processing office. If you do not believe your contract fits into any of these types and you need additional assistance in identifying the appropriate processing office, contact your university's Contract Services Office.

Non-Disclosure Agreements (NDAs)

Non-Disclosure Agreements (NDAs), also known as Confidentiality Agreements, outline confidential material, knowledge, or information that two parties wish to share in order to conduct business with one another. An NDA creates a confidential relationship between the parties to protect any type of non-public business information from third party access.

Processing Office

The Purchasing Offices assist in drafting or reviewing an NDA related to the university receiving goods or services when a vendor relationship is created. 

Your university’s sponsored program pre-award office assists when an NDA is related to a research activity.

Chicago: The Office of Sponsored Programs can be reached via email at awards@uic.edu or by phone at (312) 996-2862.

Springfield: The Office of Research and Sponsored Programs can be reached via email at ora@uis.edu or by phone at (217) 206-7409.

Urbana-Champaign: The Sponsored Programs Administration can be reached via email at spa@illinois.edu or by phone at (217) 333-2187.

The Contract Services Office assists in drafting or reviewing an NDA related to the university providing goods or services.

Non-Standard Contracts

Non-standard contracts are any contracts that are not university-generated. This typically refers to contracts and forms that come from a third-party client or vendor. For routing and approval purposes, non-standard contracts are treated like standard templates that have had substantive changes made to them. They should always be reviewed and approved by the appropriate contracting office (i.e., Contract Services Office, Purchasing Offices, your pre-award office, etc.).

Where to Start

Determine the type of contract and refer to the information on this page. If you do not believe your contract fits into any of these types and you need additional assistance in identifying the appropriate processing office, contact your university's Contract Services Office.

Other Party Agreements

Publishing Agreements

Publishing agreements are commonly used by the University of Illinois Press to secure publishing rights to someone else's written work. Another instance may be when the University is working with a publishing company to create and distribute a custom work (for example, a custom textbook or course pack). The University signs these agreements only when it, not an individual faculty or staff member, is the entity securing or granting the publishing rights.

Processing Office

The Contract Services Office assistwith publishing agreements.

Purchases of Goods and Services

The Purchasing Offices assist in purchasing goods or services.

Real Estate Leases

University Office of Capital Programs and Real Estate Services (UOCP&RES) processes all leases, whether for the university as landlord or tenant).

Revenue Generating Agreements (RGAs)

Revenue Generating Agreements are used when the University is being paid for providing goods or services to an outside entity. Standard form templates for revenue-generating activities are available on the OBFS Forms Page

Processing Office

The Contract Services Office provides assistance with drafting or reviewing, and executing revenue generating agreements.

Software Licensing

The Purchasing Offices assist with drafting or reviewing, and executing software licensing agreements.

Sponsored Projects and Activities

Each university pre-award office) assists with drafting or reviewing contracts associated with grants or other sponsored projects.

Sponsorships

Sponsorships may come in various forms, such as cash or non-monetary items. Sponsors aim to create a link between the target audience of an event and their own brands, products, and services. A payment qualifies as a sponsorship as long as the sponsor does not receive any substantial benefits in return. Sponsors often receive access to the event or an acknowledgement in return, which is allowable.

Processing Office

The University of Illinois Foundation assists in processing sponsorship payments.

The Contract Services Office assists for logo usage as part of the sponsorship.

Standard Form Agreements/Templates

See Templates.

Student Teaching Agreements

Student Teaching Agreements are used to place students in local and/or regional elementary and secondary schools as student teachers and receive academic credit. These types of contracts provide a benefit to our students in terms of gaining practical experience and additional learning opportunities; and they provide a benefit to the other party that receives the services of Illinois students without having to pay them wages. 

See also Affiliation Agreements.

Processing Office

The Contract Services Office assists with student teaching contracts.

Templates

Templates were created by CSO and the Office of University Counsel to assist units in expediting the most common types of contracts. Standard templates contain pre-approved general terms and conditions. If a template is accepted and signed by the other party with no changes, the review and execution of that contract can be expedited significantly. For more information, see the OBFS Policies and Procedures Manual, 1.3.2 Initiation, Review, and Approval of University Contracts and Leases.

Processing Office

The Contract Services Office assists units when deciding if a customized template may be appropriate for a recurring project or service. Units can access the most frequently used contract templates from the OBFS Forms page. 

Last Updated: August 07, 2020

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