School of Medicine Intranet

Contracts Process

Purpose: This document outlines the requirements and responsibilities for requesting and processing a new contract.

This regular contract process applies to all contracts that are not on UCR-approved standard templates. They must first go through the full review process meeting in the following order:

  • Contracting
  • Compliance
  • Legal
  • Sub-Business Owner
  • Senior Leadership
  • External

Contracts that are drafted on UCR-approved standard templates may go through the expedited process.

Note: this process is not for new contracts on a standard template. See Expedited Contracts Process for details.

Download this process as a graphical workflow
  • Start Contract Process
    • Requester enters complete contract request and upload all required documents into UCR SOM Cobblestone. Med school login credentials are required for access to the form.
    • If complete information is not supplied, Contracts Office will return the request to the requester with a list of required information.
  • Review Process

    Contracts Office

    • Contracts office receives a contract request.
    • If request is incomplete, contracts office to return application with list of required information.
    • If request is complete, contracts office to create redline draft.

    Redline Draft 1

    • Send redline draft of the contract/amendment along with the contract review form (CRF) to the compliance office for review and approval, with cc to the FAO. (mandatory)

    Compliance Office Review

    • Compliance office reviews the contract and/or amendment. (mandatory)
    • Compliance completes, signs, and returns CRF to the contracts office.

    Legal Review

    • Contract office sends the contract and/or amendment along with the CRF to legal for review and approval, with cc to the FAO and compliance. (mandatory)
    • Legal completes, signs, and returns CRF to contracts office.

    Sub-Business Owner Review (SBO Review)

    • The contract and/or amendment along with the CRF is sent to sub-business owner for review. (mandatory)
    • Business owner completes, signs, and returns CRF to contracts office.

    Redline Draft 2

    • Contracts office reviews and redlines the contract and/or amendment (Draft redline 2).
    • Send to CEO, CFAO, and Office of Risk Management (if necessary).

    Senior Leader Review

    • CEO and CFAO completes, signs, and returns CRF to contracts office. (mandatory)
    • Contracts office reviews and redlines the contract and/or amendment (Draft redline 3).

    Redline Draft 3

    • Contracts office reviews and redlines the contract and/or amendment (Draft redline 3).
    • Send to affiliate for external review. (mandatory)
  • Approval Process

    Approval

    Not Approved - Redline after External Review

    • If not approved, review and update with sub-business owner and applicable approvers.

    Approved

    • If approved, prepare final document and send to external party for execution. (mandatory).

    External Signatures

    • Route for authorized signatures (mandatory).

    Internal Signatures

    • Authorized approver reviews and signs, then returns to contract office. (NDAs only can be signed by the CEO. All other contracts must be signed by the dean.)
    • Request completion of contract summary from FAO.
    • Complete contract summary and return to contracts office.
  • Active

    Active

    Send notification email with:

    • Copy of completed contract.
    • Contract summary form.
    • Send final executed copy to affiliate.