The chief responsibility of the General Counsel’s office is to represent the University of Central Florida. We represent the University in all forms of litigation or legal disputes, including, but not limited to: lawsuits, administrative hearings, bid protests, arbitration, and mediations. In addition, we provide representation for individual employees who have had legal actions brought against them for actions they performed within the course and scope of their employment. An employee who has received a subpoena or notification of a lawsuit brought against them should contact the Office of the General Counsel immediately. The General Counsel’s office will sometimes coordinate with the State Attorney General’s Office or private attorneys when a matter is too complex to be handled by this office alone.
Only the President of the University of Central Florida has signature authority for contracting, unless that authority has been specifically delegated to other university employees. The General Counsel’s Office maintains the current list of signature authority delegations. Any university employee who does not have a written document specifically delegating signature authority to him/her,has no authority to sign contracts on behalf of the university. Further, failure to follow university policies on contracts set forth herein may subject the employee to personal liability.
All contracts need to be forwarded to the General Counsel’s office prior to execution by UCF to enable the attorneys to make necessary legal changes to the documents. Therefore, all contracts must be submitted through CobbleStone, the university contract management system.
Prior to submission in CobbleStone, departments should be satisfied with the terms of the contract; stated differently, a department should anticipate that if the Office of the General Counsel approves the contract as is or is able to readily negotiate legal terms, the contract will be signed as is. The Office of the General Counsel remains available to provide guidance on contract creation and negotiation, but if such a document is submitted into CobbleStone it should be clearly stated that the department has a good faith belief that that contract will ultimately be signed.
In addition, policy and procedures such as those from the Information Security Offices (ISO), Vendor Risk Management (VRM), Information Technology and Resources (IT&R), Procurement and other policies and procedures that affect contracts within the university should be processed before submitting the contracts to the Office of the General Counsel for review.
Therefore, after following proper procedures, departments should expect a minimum of 10 business days for processing contracts for proper legal review and document execution.
In effect, all changes made by staff of the Office of the General Counsel must be integrated into the final agreement. Therefore, after legal review, the contracts are routed by the Office of the General Counsel to the authorized UCF signatories and the non-UCF party. Correspondingly, only certain individuals have been delegated signature authority from the president to sign contracts. Signing contracts, a broadly defined term, without such authority exposes the individual to personal liability and the department to fines.
Given these points, all contracts must be completed and signed by both parties in advance of any services being performed.
Training for CobbleStone is available online. Trainees may register for the training through UCF’s PeopleSoft system at http://my.ucf.edu where they will then select “Learning and Development” from the “Employee Self-Service” tab. They will then select “request training enrollment” and can search by course name for “CobbleStone” and then follow the prompts. Within a few minutes, the Webcourse will be available in the trainee’s Webcourses, accessed at http://webcourses.ucf.edu and accessible with a NID and NID password. The training is about one hour long. Questions about accessing PeopleSoft or Webcourses can be directed to your local IT team.
Contracts Workshop 2015 This document discusses the different types of documents that can constitute a contract, who at UCF can sign contracts, highlights specific problem clauses in contracts, and addresses contractual procedures.
Media Consent Form This document should be used anytime any individual affiliated with UCF wishes to capture the image, voice, and likeness of another individual in the form of a photograph, recording, etc. This pertains to using such individual’s image for audio, video, film, and/or print images in any form and manner.
All Affiliation Agreements, Riders to Affiliation Agreements, and Letters of Renewal need to be forwarded to the General Counsel’s Office for review and legal approval. The office of the Provost must give final approval to all Affiliation Agreements, Riders to Affiliation Agreements and Letters of Renewal of affiliation agreements.
Before a department forwards an affiliation agreement for review, the department should review the document to determine whether any changes have been made to the department’s standard form or whether the proposed affiliate has proposed its own document. This information should be provided to the General Counsel’s Office when the affiliation agreement is sent for legal review.
Additionally, each department should verify that it has used the correct name for the affiliate and that all contact information has been included in the document. If an affiliate requires attachments or exhibits to the affiliation agreements, these must be sent with the agreement for review. Incomplete submissions will not be approved.
The agreements can be dropped off at the office, faxed or emailed to email@example.com. Please allow five business days for processing of standard agreements generated by UCF, and ten business days or more for non-standard agreements.
The General Counsel’s Office will review each agreement for legal purposes and approve the language. Once the General Counsel’s Office has reviewed the documents and approved the language, the document will be forwarded to the office of the Provost for final approval. The Office of the Provost will return the approved document to the General Counsel’s Office, which will notify the department that the agreement is ready.
Sole Source Certification
Sole Source means that the goods and/or services can only be obtained from one particular vendor (i.e. that vendor is the sole source from which the goods and/or services can be obtained).
Sole Sources accompanied with the purchase requisition and any additional terms and conditions must be sent to the General Counsel’s office for review after signature by the respective department’s dean / associate or assistant dean / director / associate director.
A sole source must state two facts:
1. The named product(s) and/or service(s) is/are the only product(s) and/or service(s) that meets the specifications required in writing by requester.
2. The named vendor is the only vendor that can make the named product(s) and/or service(s) available.
Sole Source Certification forms are not required below $50,000, but other bid and quote limit rules pertain, they are:
1. $10,000 and below: Additional quotes are not required. Competition is encouraged.
2. $10,001 – $25,000: Two or more informal price quotes are required. These quotes can be obtained by telephone and simply written on the purchase requisition or submitted as an attachment to the requisition. Obtain and forward as much information on the commodity/service as possible from each vendor (make, model, prices, delivery info, discount, etc.) to help properly compare the quotes to determine the most reasonable cost.
3. $25,001 – $50,000: Three or more written quotes from the company are required. These must be submitted with the purchase requisition on the company’s stationary/fax cover, etc., and signed by a company’s authorized representative.
4. $50,001 and above: A formal Request for Bid/Proposal is required unless the goods or services will be acquired from an existing contract, or are exempt from competition (sole source, emergency, etc.).
Procurement Services reserves the right to bid any requirement under $50,000 when it is determined that better pricing could be obtained.
Waiver of Competition: As stated above, quotes are required between $10,001 and $50,000, but we are aware that sometimes the required number of quotes cannot be found. In those instances, Procurement Service’s management can waive the need for competition if the request to waive additional quotes is properly justified. The request to waive quoting must accompany the requisition (can be written in the comments section or as an attachment).
If you have any additional questions, please contact the Procurement Services Department at 407-823-2661.
Public Records Requests
Florida’s public records law, Chapter 119 of the Florida Statutes, defines public records as: “All documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software of other material, regardless of physical form, or characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency.
State and federal laws exempt certain types of public records, or portions thereof, from disclosure under the public records law. Before documents are released pursuant to a public records request, any exempt documents or exempt information contained within the documents will be removed. This determination will be made by the Office of the General Counsel.
Requests should be handled by the department that maintains the documents requested. Requests do not need to be in writing, however a department may request that it be to ensure they fully understand what the requestor wants. The Office of the General Counsel will assist with any request as needed. Please contact us at (407)823-2482.
Media requests should be directed to News and Information at (407)823-5007.
Requests for statistical data or demographic data should be forwarded to Institutional Knowledge Management at (407)823-5061.
Requests for documents maintained by UCF Athletics should be directed to the UCFAA Communications department at (407)823-0994.
The University of Central Florida is committed to compliance with the Florida Public Records Law. Please contact the custodian at firstname.lastname@example.org or at 4365 Andromeda Loop N, Suite 360, Orlando, FL 32816. Florida Public Records Requests
Subpoenas that are university related are to be served or sent certified mail to Custodian of Records, University of Central Florida, General Counsel’s Office, MH 360, 4365 Andromeda Loop N, Orlando, FL 32816.
Out of state subpoenas are not enforceable in Florida and would need to be served in our jurisdiction in order to satisfy the federal law requirement.
Subpoenas involving HR matters are to be served, faxed, or mailed to our HR Department. Please refer to http://www.hr.ucf.edu.
The General Counsel’s Office does not accept subpoenas that are of personal nature. Subpoenas for records of an individual will need to be served and signed by the actual individual in which the subpoena addresses.
Clerk of the University
Located in the General Counsel’s Office in Millican Hall 360, the Clerk of the University handles all petitions and/or requests to the University of Central Florida. The current Clerk of the University is Rebecca Pluguez. The documents that must be filed in this office include the following:
- Petitions to adopt, amend, or appeal a regulation;
- Requests for copies of a proposed regulation;
- Requests for notice of regulation-making meetings and public hearings on proposed regulations;
The information contained on this website is provided as a service to the UCF community and does not constitute legal advice. While every effort has been made to provide quality information, the authors make no claims, promises, or warranties about the accuracy, completeness, or adequacy of the information contained in or linked to this website and its associated sites. Legal advice must be tailored to the specific facts and circumstances of each case, laws are constantly changing, and nothing provided herein should be used as a substitute for the advice of your own legal counsel. Information on this site may not be relevant or accurate for all jurisdictions. The Office of the General Counsel provides legal advice to members of the UCF community solely within the context of the course and scope of employment or agency with UCF. Any employees should contact us with any questions or provide particular facts and circumstances upon which the Office of the General Counsel attorneys may base their legal advice. This office cannot provide legal advice to individuals, personally.