Georgia College is a public university; this status imposes certain restrictions on its contracting activities that are different than that of a private university or company. Many standard clauses typically found in commercial contracts cannot be accepted by Georgia College. The restrictions are based on constitutional and statutory prohibitions. Because of these restrictions, Georgia College requires an effective contracting process to ensure adherence with appropriate laws and policies.
Please be certain to thoroughly read the Contract Review Approval Process prior to sending your contract to the Office of Legal Affairs for review.
The Contract Process Tutorial can be used to assist you with many questions you may have of the contract submission process.
NOTE: Effective Immediately - contracts will NOT be approved by the Office of Legal Affairs if submitted after the day of the event or after the effective date listed on the contract. We cannot guarantee that contracts submitted the day or week of the event will be approved. All contracts should be submitted as soon as possible, but no later than two weeks before the performance of the contract is scheduled.
NOTE: If the vendor of your contract/MOU will have access to students (either GC students and/or minors), employees, facilities, or if the vendor will handle cash, the following language MUST be included in the terms and conditions of your contract/MOU:
State Security/Background Checks: Unless exempted by University process, the University requires a criminal background investigation be made of any and all Vendor/Guest personnel contracted to provide services to the University. Vendor/Guest represents and warrants that Vendor/Guest shall refrain from assigning personnel to any task under this Agreement if such investigation reveals a disregard for the law or other background that indicates an unacceptable security risk as determined by the University. The Vendor’s/Guest’s employees, agents and subcontractors may be granted access to state computers, hardware, software, programs, and/or information technology infrastructure or operations to the extent necessary to carry out the Vendor’s/Guest’s responsibilities under the Agreement. Such access may be terminated at the sole discretion of the University. The Vendor/Guest shall provide immediate notice to University of any employees, agents and/or subcontractors suspected of abusing or misusing such access privilege. The Vendor/Guest represents and warrants that Vendor/Guest shall provide notice to University of the changed status of any employee, agent, or subcontractor granted access to state computers, hardware, software, programs, and/or information technology infrastructure or operations, including, but not limited to, termination or change of the position or contract relationship.
Initial Request for Services/Goods from a Contractor/Vendor
When requesting a service or good from a contractor/vendor, please use this Letter to Vendor/Contractors to ensure the contractor/vendor understands GC's contracting restrictions and requirement. When reviewing the contract, prohibited terms should be removed and the contract should be returned to the contractor for approval of new terms prior to submitting to the Office of Legal Affairs for approval.
Submitting a Contract for Approval
Please submit all contracts via the Contracts Submission Form. Before the contract is submitted for university approval it should be signed by the outside party.
If you have already submitted a contract and merely need to submit revisions or vendor approval of revisions, please resubmit the contract using the link that is provided to you via email advising of modifications needing vendor approval.
Please note, prohibited terms as contained in the Letter to Contractors/Vendors should be removed prior to submitting contracts to the Office of Legal Affairs or your contract will be returned to you.
After a Contract is Approved
After a contract is approved, as to form, Office of Legal Affairs will route the contract via GC Signatures for approval by the authorized University officials.
Due to the busy nature of the Office of Legal Affairs, please refrain from contacting the office for status updates for contracts until at least one week has passed since contract submission.