1. Submit Your Contract:
   • First, refer to Guidance and resources regarding contract approval process.
   • Next, if the contract involves an Application: Verify if your Application is on the CISO-Approved Business Applications list, indicating IT Security certification. If not listed, submit an IT Security Assessment. Note that even for certified Applications, contract owners must follow the below contract review and approval process. CISO approval covers security only and does not bypass the need for contract review.
   • If you are submitting a College Requisition (CR): Attach a Contract Cover Sheet and a copy of the contract, including any quotes, order forms, online Terms and Conditions or “click-through” agreements to the CR in PeopleSoft eCampus Financials. Purchasing initiates the review and contract approval process on your behalf.
   • If your contract is $0 or you are purchasing with PCard or LVPO: Review the contract and then send a copy of the contract, the OGC Contract Cover Sheet and Appendix A to an Authorized Signatory for signature and/or approval before executing contract.
2. Review Process:
   • Purchasing opens a Request for IT Contract Review.
   • Our team carefully reviews the contract to ensure compliance with University standards.
   • You can track the progress using My Requests in the service portal.
3. Feedback and Approval:
   • Feedback is sent using email notifications. You can post comments to the request at any time.
   • Any negotiation of terms or requests for insurance will be handled by Purchasing.
   • Purchasing routes the contract to an Authorized Signatory. Once it is approved, the Purchase Order can be issued.

Authorized Signatories for IT Contracts:

Per Delegation Table on the Office of General Counsel Signature Authority page

• All individuals holding the title of College and Graduate School Dean (Purchases of goods and/or services of less than $50,000 within their units)
• Chief Information Officer (Purchases of IT hardware or software and/or IT services less than $250,000)
• Vice Presidents

See also: IT Contracts – Individual Delegation Reference List.XLSX

Quick Links:

• Contract Cover Sheet and Appendix A
• Existing IT Security Assessments
• Request for IT Security Assessment
• My Requests

Governing Policies and Procedures:

• URI Policy on Approval and Execution of Contracts and Other Binding Documents & PROCEDURES for Policy on Approval and Execution of Contracts and Other Binding Documents
• University IT Policies
• Purchasing Manual

Definitions:

• Application. A digital solution that may encompass Software, Software-as-a-Service (SaaS), Infrastructure-as-a-Service (IaaS), and Platform-as-a-Service (PaaS). These solutions provide a range of functionalities from basic software programs to comprehensive service platforms, including cloud-based infrastructure and development environments offered to users on-demand over the internet.
• Contract. Any agreement between two or more parties where there is a mutual exchange of promises and which creates legally enforceable rights and/or duties of the parties. (Common examples: “agreement,” “memorandum of understanding,” “license,” “subscription,” “lease,” “order,” “amendment,” “addendum,” “renewal,” or “letter of intent.” A “click to agree” website contract is also a contract even though it is not signed by parties.)
• Contract Owner. The individual or department initiating a Contract by requesting the goods, services, or other relationship or transaction to be covered in the Contract.
• IT Resources. All computer and telecommunications equipment, software, data, and media, owned or controlled by University or maintained on its behalf. 
• University Data. All data or information held on behalf of the University of Rhode Island, created as a result and/or in support of University business, or residing on University IT Resources, including both electronic and paper records. University Data includes personal data (e.g., personal emails to friends, copies of tax returns) of Users that do not relate to University business but that Users voluntarily choose to transmit or store on IT Resources.

Contact Us:

Have questions or need assistance? Reach out to our IT Contract Review Team at it-contract-review-group@uri.edu or use the button below to schedule a consultation.

Book an IT Contract Review consultation