Contract Services Office

Contract Types

Below is a brief list of the types of contracts that may be used on the Urbana-Champaign campus. This is by no means an exhaustive list. If you do not find the type of contract you have questions about listed below, contact the Contract Services Office at 333-4638 or UrbanaCSO@uillinois.edu for assistance. Please click on any of the links below to learn more about each contract type:

Affiliation Agreements typically do not involve any transfer of funds, but there is a perceived benefit to engaging in the agreements for each party. Common examples are Clinical or Educational Affiliation Agreements by which the University of Illinois may send one or more students to another clinic or school in order to receive training, practicum, or instruction in a specialization or facility that is not available to them in our community; and Student Teaching Agreements by which University of Illinois students are placed in local and/or regional elementary and secondary schools as student teachers. These types of agreements provide a benefit to our students in terms of experience and additional learning opportunities and they also provide a benefit to the other party that receives the services of Illinois students without having to pay them wages.

Where to Start:
For assistance in drafting a single instance affiliation agreement, contact the Contract Services Office. If your college or department is going to be entering into multiple affiliation agreements with more than one institution, the Contract Services Office can assist you in developing a template agreement form that may be easily adapted to all of your affiliation agreements.

Catering services provided by a non-University entity (outside vendor) that serves food, beverages, and/or liquor at a University-sponsored event often require a contract. Caterers are required to comply with University policy including having proper certifications, licenses, and insurance.

Where to Start:
For assistance with a catering agreement, contact Urbana Purchasing. Purchasing has established master contracts with several local and regional caterers that can be used by any unit on the Urbana campus. Before selecting/hiring a caterer, check the list of Master Catering Contracts Opens PDF File.

Change Orders are written orders to a contractor authorizing a change to an existing project construction contract. The change may include an addition to, deletion from, adjustment, or revision of the requirements of the original contract documents, an adjustment to the amount payable, the time for performance, the date(s) of completion, or any combination of those things. A change order must be germane to the project and services originally contracted.

Where to Start:
Your first point of contact should be your F&S Project Manager. For further assistance, contact the Office of Facilities, University Office of Capital Programs and Real Estate Services at 217-333-5688.

Chartered Transportation agreements govern the University’s procurement of transportation services, including charter bus and charter air.

Where to Start:
For assistance with an agreement for charter transportation, contact Urbana Purchasing. Purchasing has established master contracts with local and regional charter bus companies that can be used by any unit on the Urbana campus. Before selecting/hiring a charter bus company, check the list of Master Charter Bus Services Contracts.

Click-through Agreements (also known as “clickwrap” agreements) are commonly used in connection with software licenses. These agreements 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. If the user does not accept, they cannot use or purchase the product or service. The terms of service or license do not always appear on the same webpage or window, but are usually accessible before acceptance, through a link embedded in the product’s site or a pop-up window prior to installation. These terms of service 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 agreements is equivalent to signing your name on a contract binding the University, which most faculty and staff are not authorized to do.

Where to Start:
Software agreements, even if zero dollar/no funds, must be reviewed in Urbana Purchasing to determine the appropriate processing office.

Concessions grant access to University property, whether tangible or intangible, in exchange for payment. This payment may come in the form of a percentage of a vendor’s sales resulting from the concession agreement. For example, a vendor may be interested in setting up a table or booth on University-owned property from which they will sell items. In exchange for allowing the vendor access to our (tangible) property, they pay the University a percentage of the sales revenue they earn during that time period. Another example may be a vendor with a product that may appeal largely to students living in residence halls. In exchange for allowing that vendor to place their marketing materials in housing welcome packages or distributing their marketing materials to our mailing lists, the vendor pledges a percentage of the sales revenue for each item they sell as a result of having access to our residential students (intangible property).

Where to Start:
Contact Urbana Purchasing for assistance with a concession contract.

Construction/Capital Projects Contracts are typically initiated by Facilities & Services (F&S) or the University Office of Capital Programs & Real Estate Services (UOCP&RES). Several types of services are appropriate to construction contracts (including, of course, construction services). Some examples include architectural services, engineering services, and land surveying services.

Where to Start:
Contact the Construction Management Division at 333-2500 for assistance in contracting for any type of construction-related services.

Please see Professional & Artistic Services agreements below.

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

Equipment Loan Agreements may be entered into for the temporary loan of University-owned equipment to another institution of higher education, such as another university, in order to facilitate research there. The University may also accept such temporary equipment loans from other institutions.

Where to Start:
For assistance with either an outgoing or incoming equipment loan agreement, contact Property Accounting.

Facilities Use or space rental agreements 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 agreement. If the University is renting space from the other party, we must usually sign their agreement.

Where to Start:
If you are a University unit that wishes to rent your space to an external entity, or if you are renting space from a third party and there is no payment involved, contact the Contract Services Office. If you are renting space from a third party and there is a payment involved, contact Urbana Purchasing. If the facility requires a certificate of insurance, you can request one from the Office of Risk Management, only after the contract has been fully executed.

Honoraria are tokens of gratitude or appreciation. It is a one-time payment made to an individual, who is not an employee of the University, for a special and non-recurring activity or event for which a fee is not legally or traditionally required. The intent is to show appreciation for participation in University educational, research, or public service activities or events.

Where to Start:
It can often be difficult to determine whether a payment should be an honorarium or professional & artistic services. The key to this decision is expectation. If a speaker or guest expects to be paid for his or her time and services, then they cannot be paid an honorarium. If you are unsure which payment type to use, contact University Payables for assistance.

Intellectual Property Agreements might deal with a third party’s use of our intellectual property, or vice versa. Some common examples of intellectual property are software, courseware, apps, instructional tools, books, textbooks, course packs, journals, technological developments, or other types of inventions.

Where to Start:
For contracts related to University-owned intellectual property, contact the Office of Technology Management (OTM). For contracts related to the use of intellectual property owned by a third party, contact Urbana Purchasing.

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

Where to Start:
For assistance in drafting or reviewing an Intergovernmental Agreement, contact the Contract Services Office.

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.

Where to Start:
Your first point of contact should be the Office of Public Affairs at 217-333-5010. They will advise you on the necessary campus vetting and approval process and work with the Contract Services Office to get the appropriate contract in place.

Material Transfer Agreements govern the transfer of tangible research materials between the University and another company or institution. The Material Transfer Agreement defines the rights of the provider and the recipient with respect to the materials and any derivatives. It typically covers liability, confidentiality, and other relevant terms. Biological substances are the most frequently transferred materials, but Material Transfer Agreements may also be used for other types of materials, such as chemical compounds and even some types of software. The parties to the agreement must consider the facts of each situation in the negotiations of appropriate terms.

Where to Start:
For assistance with Materials Transfer Agreements where the University will be the recipient of incoming materials, contact the Office of Sponsored Programs (OSP). If the University is purchasing the materials, consult Urbana Purchasing. For assistance with Materials Transfer Agreements where the University will be the provider of materials, contact the Office of Technology Management (OTM).

Memorandums of Understanding (MOUs) or Memorandums of Agreement (MOAs_ are often used inappropriately. Use of 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 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 other words, the MOU will serve as the basis of a future formal contract. 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.

Where to Start:
For assistance in determining whether an MOU/MOA is appropriate, contact the Contract Services Office.

Miscellaneous Sponsorships may come in various forms. Often an individual or organization providing sponsorship or support to the University desires a tax deduction, which requires the payment to be deposited as a gift.

Where to Start:
For assistance in determining whether a sponsorship should be deposited as a gift, contact the University of Illinois Foundation Link opens new window.

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

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

Non-Disclosure Agreements (NDAs), or 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.

Where to Start:
For assistance in drafting or reviewing an NDA related to a purchase or procurement, contact Urbana Purchasing. For assistance with an NDA related to a research activity, contact the Office of Sponsored Programs (OSP). If no research or procurement is contemplated in the NDA, contact the Contract Services Office for assistance.

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 administrative unit (i.e., Purchasing, CSO, OSP, etc.).

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

Professional & Artistic Services agreements are used when a non-University employee will provide a specific service, or services, and will receive payment for their work. Professional & artistic services (P&A) are primarily intellectual in nature. More information about what qualifies as professional & artistic services is available on the OBFS Purchasing website.

Where to Start:
Standard templates for P&A contracts under $5,000 are available on the OBFS Forms page and in the Illinois Contract System (iCS). Units should contact Urbana Purchasing for P&A contracts $5,000 or more. Due to frequent changes in certification and disclosure requirements, it is most efficient for a buyer to draft these contracts on a case-by-case basis.

Publishing Agreements are commonly used by the University of Illinois Press in order 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 the University, not an individual faculty or staff member, is the entity securing or granting the publishing rights.

Where to Start:
For assistance with a publishing agreement, contact the Contract Services Office.

Purchases of Goods and Services might include the procurement of general services, goods and products, professional & artistic services, or software licenses.

Where to Start:
For assistance in purchasing items or services, contact Urbana Purchasing.

Real Estate Leases are for long-term space or facility occupancy. Long-term might be one month or five years, but generally means anything more significant than the duration of a single event. There are various business rules, terms, and state certifications that must be followed depending on whether the University is the landlord or the tenant.

Where to Start:
All leases, whether for University as landlord or tenant, must be drafted and/or reviewed by the University Office of Capital Programs and Real Estate Services Link opens new window (UOCP&RES).

Reciprocal Trade Agreements are related to the trade of one party’s goods or services for another’s having an equal value. No cash is exchanged.

Where to Start:
For assistance in drafting or reviewing a reciprocal trade agreement, contact the Contract Services Office.

Revenue Generating Agreements are used when the University is being paid for providing goods or services.

Where to Start:
Standard templates for revenue-generating activities are available on the OBFS Forms page and in the Illinois Contract System (iCS). For assistance in drafting or reviewing a revenue generating agreement, contact the Contract Services Office.

Software Licensing Agreements are a form of Intellectual Property Agreements (see above). See also Click-through Agreements.

Sponsored Projects and Activities result from proposals submitted for external funding from Federal, State, or private sponsors. These funding awards are commonly referred to as grants and may also include no-dollar agreements that have certain reporting requirements.

Where to Start:
For assistance in drafting or reviewing contracts associated with grants or other sponsored projects, contact the Office of Sponsored Programs (OSP).

Standard Form Agreements/Templates have been created by OBFS and 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 Policy Manual, Section 1. Initiation, Review, and Approval of University Contracts and Leases

Where to Start:
Units can access the most frequently used contract templates from the OBFS Forms page and in the Illinois Contract Syste (iCS).  For units with a recurring project or service, a customized template may be appropriate. To inquire about this possibility, contact the Contract Services Office.

Last Updated: January 22, 2015

Give us feedback about this page Submit Feedback