1. What is the definition of a contract?
A contract is an agreement between two or more parties that creates an obligation to do or not do a particular thing. It can be an exchange for services, a promise, a commitment, a requirement, and/or responsibility to perform. There does not have to be a payment of money to create this obligation. If you are unsure as to whether a document is a contract, contact the General Counsel’s Office.
2. What are the contract type names that can be found on the title or body of a contract?
If a document meets the definition of a contract, the name it may have assigned to it does not change its status.
Below are some examples of different contract names:
- Advertising Agreement
- Affiliation agreements including – Away Electives, Clerkship Preceptorships, GME Residency Affiliation Agreements, Standard and Non-standard
- Agreement for Reciprocal Student Exchange
- Allocation of Rights
- Articulation Agreement
- Assignment and Consent Agreement
- Award Award (Flow Through)
- Bond Agreement
- Business Associate Agreement
- Catering Agreement
- Click Through Agreement
- Collaboration Agreement
- Confidentiality Disclosure Agreement
- Construction Agreement
- Construction Management Services Consulting Agreement
- Continuing Services Agreement
- Contract Agreement
- Employee Agreement
- Equipment Loan Agreement
- Equity Agreement
- Event Agreement
- Facility Usage Agreement
- Form Grant Agreement
- Group Sales Agreement
- Hotel Agreement
- Incubator Lease Agreement
- Institutional Agreement
- Inter-Institutional Agreement
- Lease Agreements including – Lease-purchase agreements, equipment leases, and real estate leases
- Letter Agreement
- Letter of Intent (LOI) License Agreement
- Maintenance & Support Agreement
- Maintenance Agreement
- Marketing Agreement
- Master Agreement
- Material Transfer Agreement
- Memorandum of Understanding (MOU)
- Non-Disclosure Agreement
- Option Agreement
- Participation Agreement
- Payor Agreement Proposal
- Purchase Agreement
- Purchase Order
- Rental Agreement
- Research Agreement
- Sales Agreement
- Service Agreement
- Services Contract
- Settlement Agreement
- Software Agreement
- Software License Agreement
- Software Technical Support and Maintenance Agreements
- Study Abroad Agreement
- Subcontracts Task Order Agreement
- Teaming Agreement
- Termination Agreement
- Termination Notices
- Terms & Conditions Vendor Agreement
- Visiting Scientist Agreement
- Warrant Agreement
3. How to search for the contract status on cobblestone?
To search for a contract:
If you know the contract number, enter the number into the “search” field at the top of the main CobbleStone window. Click on the magnifying glass to search. This will bring up all contracts with that number (i.e. – searching for 7500 will bring up contract #7500 as well as any contracts valued at $7,500). If you are the Requester (owner) of a contract, the contract number is located in the CobbleStone system emails you have received. Click on View Contract
If you do not know the contract number, enter a term in the search field. Click on the magnifying glass to search. (i.e. – searching “Bus” will bring up all bus contracts. Searching “Agreement” will pull up too many results and will not be useful). Click on View Contract
To check the status of a contract:
• Locate the contract record and look at Section 1. Contract Overview.
• The fourth item listed is “Status”. The most common statuses are:
• Requester Review = The person who “owns” the contract currently has the contract.
• Legal Review = The contract is with an attorney for review.
• Legal Administrative = The contract is currently with the contract coordinator for processing. Check back.
• Non-UCF Party Review = The contract is with the non-UCF party for review, or in negotiations.
• Authorized Signer Review = The contract is out for signature.
• Initial Submission Saved = The document has Not yet been submitted.
• College/Division/Unit Reviewer = The contract is being reviewed by your college/division/unit prior to legal review.
• If the status lists a department or unit, it means that it is currently with that department or unit for review or approval.
*NOTE: Section 2. Employee = Lists the name of the employee who currently has the record.
4. What is the average amount of time it should take to review a contract?
Most contracts will be reviewed in 10 days or less. This assumes the contract is sent to this office with complete information including the scope of work, effective dates, financial obligations, and other basic information necessary to enable a legal review.
If a contract does not contain basic information, violates state statute or federal law, or creates an unreasonable risk of liability for the university, the attorney will return the contract to the department with necessary revisions. Once the third party has accepted the revisions, the contract will be processed for signature.
5. Click-Through Agreements and Other Purchase Mechanisms
The Office of the General Counsel has recently updated its policy on the review of click-through contracts and other purchases involving Restricted or Highly Restricted Data.
UCF Departments are no longer required to send every click-through contract to the GC’s Office for review. Only those click-through contracts identified below as requiring General Counsel review should be sent to the Office of the General Counsel.
However, UCF Departments are required to complete the UCF Information Security Office (ISO) “ISO Data Checklist” for any click-through contract or other purchase involving Restricted or Highly Restricted Data the Department wishes to enter into. The checklist can be found in the FAQ section of the UCF ISO Vendor Risk Management website: https://infosec.ucf.edu/vrm. The checklist helps determine the applicability of the Vendor Risk Management (VRM) process and shows what steps the UCF department should take depending on the data involved.
A. Click-through Contracts and other Purchases that Require General Counsel Review:
1) Click-through contracts requiring “formal” signatures by both parties via signature blocks as opposed to just clicking a button
B. Click-through Contracts and other purchases that ALWAYS Require ISO Vendor Risk Management Review and Potentially Require General Counsel Review:
1) Click-through contracts and other purchases involving Restricted or Highly Restricted Data. The UCF department must follow the ISO Data Checklist to determine the data involved and if the Vendor Risk Management (VRM) process is applicable. As part of the VRM process, UCF ISO will advise the UCF Department on contractual and review requirements and whether the Department needs to forward the click-through or other purchase document to the Office of the General Counsel
• This applies to any purchases that involve Restricted or Highly Restricted Data regardless of what type of purchase mechanism is used (e.g. P-Card, Purchase Order, ROTT=Reimbursement Other Than Travel, etc.)
C. Click-through Contracts and other Purchases that Do Not Require General Counsel Review:
1) P-Card purchases – except if the vendor requires formal signatures by both parties AND except for P-Card purchases that involve Restricted or Highly Restricted Data as described above
2) Any other click-through contract or purchase that doesn’t involve Restricted or Highly Restricted Data as described above
Note: Any purchases that are made utilizing “regular contracts” must follow UCF’s established policies on Contract Review