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Contract Submission and Workflow Process

All contracts and related documents that require University signatures must be submitted through the . Any contracts that are not processed through the proper channels and signed by an authorized University representative are not considered valid.

To ensure sufficient time for required reviews and potential negotiations, plan for a minimum 6–8 week processing period.

The Contract Workflow system is the University’s centralized platform for managing the full lifecycle of contracts and enables:

• Improved collaboration between contract submitters and review groups (e.g., Legal, ITS, Risk & Compliance, Accessibility, Purchasing)
• Simultaneous review by multiple review groups
• Streamlined storage and file management
• Real-time tracking and status updates 

This workflow system supports a more efficient, transparent, and timely contract review process.

The following contract templates are available for use:

• NYS Standard Exhibits

  Exhibit A: State University of New York Standard Contract Clauses  June 21, 2023

  Exhibit A-1: State University of New York Affirmative Action Clauses March 31, 2020

  Exhibit B: State University of New York General Contract Terms and Conditions (updated 7/17/25)

• Commodity / Service / Technology

  Commodity or Service Template (updated 7/17/25) When procuring commodities or services from vendors that are not preferred source or on state contract, and the vendor requires an agreement to be signed, departments should utilize this template for non-technology types of agreements (for example: maintenance, repair services, furniture, equipment)  Refer to How to Create a Commodity or Service Draft Agreement for more information.

  Technology Template   (updated 7/17/25)  When procuring technology from vendors that are not preferred source or on state contract and the vendor requires an agreement to be signed, departments should utilize this template for technology of agreements (for example: software applications, licenses, databases, electronic subscriptions, computers, hardware with software components)  Refer to How to Create a Technology Draft Agreement for more information.

  Note: For all technology agreements that are submitted to the contract workflow, an ITS Questionnaire will need to be completed and the following reports will need to be obtained from the vendor and uploaded to the contract workflow (VPAT, HECVAT and SOC2)

• Student Experience/Internship 

  Agreement templates between SUNY ÑÇÖÞÇéÉ« and the host agency for disciplines/curriculums that require clinical and non-clinical field internships as a part of the credits earned within an academic program are available on the Applied Learning at ÑÇÖÞÇéÉ« webpage.

  Refer to this to view which Applied Learning agreements are currently active or pending approval in the Workflow. It is updated at the end of each month. (Last Update: 6/30/2025)

• Revocable Permit (Campus Use)

  Revocable Permit for a Covered Activity with Minors - (last updated 05/14/24) Authorizes the use of campus facilities for non-commercial organization were minors are involved.

  Revocable Permit Application for All Other Activities - (last updated 05/14/24) Authorizes the use of campus facilities for non-commercial organization.

• Other

  Athletic Suite Agreement v09/18/24

  Athletic Suite Agreement Exhibit C

  Athletic Marketing Agreement less than $25K v09/25/24

  Athletic Marketing Agreement greater than $25K v09/25/24

  Confidential Information and Non-Disclosure Agreement v 10/16/24

  ÑÇÖÞÇéÉ« Art Museum Loan Agreement v 02/03/25

  Marketing Services Revenue Agreement  v 08/29/24

  Partnership Agreement - (updated 3/11/25) International Recruitment Partnership agreement facilitates expanding recruitment relationships with international agencies

  Performance Agreement - Agreement to be used for agencies performing at one of the University performance centers.

  Play Production Agreement -Template to use for playwrights who do not have agents or agencies to represent them.

  Speaking Services Template - Template to use for speaking engagements.

  Library Licensing Agreement template for OGS PC69912 - (updated 7/22/25)

  SLP Clinical Services Revenue template and Pay Schedule - (updated 1/6/25)

- Power Point v09/26/24

- Power Point v5/21/2025