91ÉçÇø

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.

The Contract Workflow system is the University's centralized platform for managing the full contract lifecycle, enabling enchanced collaboration between contract submitters and review groups, simultaneous multi-group reviews, and real-time tracking and status updates.

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

Department/Contract Owner Responsibility: The Department/Contract Owner is responsible for understanding the agreement as it relates to departmental obligations, ensuring all terms and requirements are vetted and approved within the department, serving as the primary point of contact for all parties, monitoring the contract's progress, and providing updates when feedback or an action is pending.

Inactive Submission & Closure: Contract Administrators monitor submissions and request updates every 15 to 20 business days as needed. If no activity occurs for 90 days, the submission will be closed. To resume work on a closed agreement, the submitter may request that the submission be reopened by contacting a Contract Administrator.

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 8/1/26)

• Commodity / Service / Technology

  Commodity or Service Template (updated 8/1/26) 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)  

  Technology Template (updated 8/1/26)  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)  

  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 91ÉçÇø 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 91ÉçÇø 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: 9/30/2026)

• Revocable Permit (Campus Use)

  A SUNY Revocable Permit grants official, temporary permission for a business or organization to use SUNY property or facilities for a specific purpose or event. If additional businesses or organizations will be present on campus to support the event, each must obtain its own Revocable Permit and provide a Certificate of Insurance. Upon submission, please reference the Main Event ID number in the 'Description' field if applicable.

  Revocable Permit for a Covered Activity with Minors - (last updated 07/01/26) Authorizes the use of campus facilities for non-commercial organization were minors are involved.

  Revocable Permit Application for All Other Activities - (last updated 07/01/26) Authorizes the use of campus facilities for non-commercial organization.

• Other

  Athletic Suite Agreement v09/8/25

  Athletic Suite Agreement Exhibit C

  Athletic Marketing Agreement v10/31/25

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

  91ÉçÇø Art Museum Loan Agreement v 02/03/25

  Marketing Services Revenue Agreement  v 08/29/24

  Partnership Agreement - (updated 04/01/2026) 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.

  SLP Clinical Services Revenue template and Exhibit B - (updated 7/7/26)

- Power Point v5/21/2025