Campus administration is responsible for insuring that an adequate volume of appropriate space is available for the External Agency to occupy. Campus administration is responsible for approving the relationship as stated on the route sheet and for reviewing and approving all deviations made to the contract template by the Dean's office and Agency. The Dean’s signature is confirmation that he/she has reviewed and approved the transaction.Ĭampus Administration: The campus has the overall responsibility for the contract including initiating, renegotiating or canceling the contract, and on-going review of the relationship between the External Agency and the University. When a Contract with Personnel is being signed, the Dean's office is responsible for communicating to all affected employees as to the nature of the agreement and other employment related matters. proof of insurance) and that space resources are available should they be needed.
The Dean’s responsibility also includes making sure all pertinent paperwork is attached to the Route Sheet (i.e. This includes communicating adequately on the route sheet that this relationship is one the university wishes to have, as well as listing the specific benefits of the relationship to IU. For the comprehensive regional campuses (not IUPUI or IUB) the responsibility would rest with the Vice Chancellor for Administration and fiscal officers. ( External Agency Termination Procedure)ĭean/Director of the Responsibility Center: The Dean's office is responsible for reviewing the contract and making sure that all pertinent information has been added to the contract and to the Route Sheet. Campus administration will be responsible for ensuring that the agency account(s) is (are) end-dated and any reimbursement due to IU for expenditures incurred or accrued are repaid, consistent with the External Agency Agreement Termination Procedure. When an agency agreement is not extended or is terminated, the agency will have 90 days from the original end-date or the termination date, whichever is earlier, to wrap up its operations. If IU decides not to extend an agreement, the agency will be notified by the original agreement end-date. If the agency chooses not to extend the agreement, they will notify the Dean/Director of the Responsibility Center by the end-date of the original agreement. Requests for extension should be submitted, following the same process as for the initial review, 90 days prior to the end-date of the agreement in order to allow adequate time for review. Agreements will be formally reviewed for compliance prior to any extension. The initial term of the agreement will be for three years from the date of execution. The standard contractual templates are accessible in the Related Information section of this policy web page. Additional terms may be added to the standard agreement, if mutually beneficial, but must be clearly noted as such. External Agencies are no longer allowed to use motor pool vehicles they are not required to carry an employee bond as part of the insurance requirement.Īccordingly, a draft contract must be subjected to thorough review by the appropriate campus and University administrative units prior to ratification and signature of the contract, in order to confirm that the relationship is in the best interest of the University as a whole.Ī standard contractual template will be utilized for all such agreements and will require approval of the campus and university administrative units referred to in this document. IU may enter into contractual agreements to serve as fiscal agent for certain entities which are external to IU governance (External Agencies), for the purpose of facilitating the mutual achievement of educational, research and public services purposes and goals, but only in such instances where the purpose and function of the External Agency relates to, and is consistent with, IU’s mission.Īlthough such contractual relationships may be mutually beneficial, consideration of the fiscal, human resource, information technology, risk management, facilities/space management, budgetary, tax, legal and treasury related aspects of such a relationship must be considered.
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