Contract Services

Overview

Contract Services supports California State University Channel Islands departments with the review, drafting, negotiation, and execution of University agreements. Our goal is to help campus move business forward while protecting the interests of the University and ensuring agreements are handled in accordance with CSU policy and sound business practices.

Contract Services works with campus departments to:

• Review proposed agreements
• Draft or provide University contract templates when appropriate
• Negotiate contract terms with external parties when needed
• Coordinate with campus partners when additional review is required

What We Do

Contract Services assists with a wide range of University agreements, including:

• Service agreements
• Independent contractor agreements
• Speaker and performer agreements
• Revenue-generating agreements
• Memoranda of understanding (MOUs)
• Event-related agreements
• Non-pecuniary agreements
• Programmatic or operational agreements requiring institutional review

Contract Services also helps departments determine when an arrangement may need to be handled through:

• A purchase order
• A formal contract
• A public works process
• Another appropriate procurement or administrative process

Our Role

Contract Services ensures all contracts/agreements meet CSU contracting standards. Our role is to ensure agreements include appropriate legal, business, and risk protections for the University. Contract Services does not make departmental business decisions on behalf of the requesting unit.

Departments remain responsible for:

• Defining the business need
• Confirming the scope of work or activity
• Verifying funding, if applicable
• Determining that the agreement supports department operations
• Reviewing operational terms for accuracy
• Ensuring the department is ready to proceed with the agreement

Before You Submit a Contract Request

Providing complete information at the time of submission helps reduce review time and supports a more efficient contract process. To help avoid delays, departments should be prepared to provide:

• The full legal name of the outside party
• A description of the services, activity, or relationship
• The proposed term dates
• Payment terms, if any
• Scope of work or supporting documentation
• Department contact information
• Vendor-provided agreement, proposal, or quote (if available)
• Insurance requirements, if applicable
• Any special concerns involving branding, data, minors, travel, or use of campus property

Important Reminders

Work Should Not Begin Before the Agreement Is Executed

Only individuals with delegated signature authority may sign agreements on behalf of CSUCI. Signing a contract without proper authority may create personal liability and may not bind the University.

Department Signatures Do Not Bind the University

Department approvals may be part of the internal review process, but only an authorized University official may execute the agreement on behalf of CSUCI.

Contract Services Does Not Replace Operational Review

Departments are responsible for reviewing operational terms such as scheduling, deliverables, performance expectations, and program requirements.

Common Types of Agreements We Support

Service Agreements

Used when a vendor or individual is providing a defined service to the University.

Independent Contractor Agreements

Used when an individual or entity performs services for the University but is not an employee.

Non-Pecuniary Agreements

Used when no funds are exchanged but the University is entering into a documented relationship or arrangement.

Revenue Agreements

Used when the University receives revenue as part of the agreement.

Event-Related Agreements

May include speakers, performers, merchandise sales, event services, or other activities associated with campus events.

When Additional Review May Be Required

Some agreements may require coordination with other campus partners prior to execution. These may include:

• Risk Management
• Information Security or IT
• Finance or Accounting
• University Events
• Academic Affairs
• Facilities Services
• Human Resources
• CSU Office of General Counsel (when appropriate)

Examples include agreements involving:

• Data sharing or system access
• International activities or travel
• Programs involving minors on campus
• Use of University branding and trademarks
• Insurance exceptions
• Construction, installation, or facility modifications

Timeline Expectations

Contract review timelines vary depending on several factors, including:

• Agreement complexity
• Vendor responsiveness during negotiations
• Department responsiveness to questions
• Whether additional campus review is required

Departments are encouraged to submit requests as early as possible, especially for:

• Events
• International travel or activities
• Revenue agreements
• Agreements involving multiple campus stakeholders

Frequently Asked Questions

Can a department sign a vendor agreement if the event is urgent?

No. Urgency does not replace the requirement for proper review and authorized signature.

Can work begin while the contract is being reviewed?

No. Work should not begin until the agreement is fully approved and executed.

If a vendor provides their own contract, does it still need to be reviewed?

Yes. Vendor agreements must still go through the University's contract review process.

What if there is no payment involved?

Even when no funds are exchanged, agreements may still require review if the University is entering into a formal relationship or assuming obligations.

Best Practices for Departments

To help agreements move through review more efficiently:

• Submit requests as early as possible
• Provide complete documentation at the time of submission
• Avoid promising signature dates to outside parties
• Use University templates when available
• Respond promptly to requests for clarification or edits
• Coordinate internally with stakeholders before submitting

Contact Contract Services

When contacting Contract Services with questions or assistance with contract review, drafting, or routing, please include the below information. Providing this information helps us respond more quickly and direct your request appropriately.

• Department name
• Description of the agreement
• Vendor or organization involved
• Any relevant documentation

📧 ContractServices@csuci.edu