Affiliation Agreements

 

Type of Contract

Typical Routing for Review

Authority to Execute

Academic agreements with foreign institutions

OIP

Legal Counsel

Provost

Academic agreements with other institutions/entities

Dean

Legal Counsel

Dean of Graduate Studies

If graduate program

Provost

 

 

Athletic Agreements

Type of Contract

Authority to Execute

Coach’s Contracts

 

Athletic Director

Legal Counsel

VP for Student Affairs

President

 

 

       Classroom Use Agreements

Type of Contract

Typical Routing for Review

Authority to Execute

Classroom Use Agreements

Registrar

Manager of Conference Services

 

Manager of Conference Services  or

Director of Sports Facilities and Conference Services or Director of Auxiliary Services

 

 

Construction Contracts

 

Type of Contract

Typical Routing for Review

Authority to Execute Contracts less than $75,000

Authority to Execute contracts over $75,000

Physical Plant Construction

OFS Director

State A&E, if required

OFS Director

State A&E unless delegated to OFS

Modification/alteration to buildings

OFS Director,

State A&E if required

OFS Director

State A&E unless delegated to OFS

 

 

Donor Agreements

 

Type of Contract

Typical Routing for Review

Authority to Execute

Outright Gift to Foundation (Donor) Gift Agreement

Foundation Development & Accounting Staff

MSU Foundation Officer, President, or Treasurer

 

Mature Bequest or other Deferred Gift to MSU designated for endowed scholarship, Foundation Agent of MSU Memorandum of Agreement

MSU Treasurer, Dean of Beneficiary College & Foundation Admin & Accounting Staff

 

Same as above plus MSU Admin (e.g. Dean, FA Director, or Treasurer)

 

Outright Gift to MSU Foundation Naming Opportunity MSU Facility (Donor) Gift Agreement

College Development Officer, MSU Foundation Admin Staff

 

MSU Pres & MSU Foundation Foundation Officer, President, or Treasurer

 

Gift to MSU Foundation Naming Opportunity MSU Foundation Facility (Donor) Gift Agreement

MSUF President and Treasurer

 

MSUF Officer, President, or Treasurer

 

Outright Gift to MSU for any purpose or Mature Bequest or other Deferred Gift for other than scholarship

No Involvement by MSU Foundation

No Involvement by MSU Foundation

 

 

 

Employment Agreements

 

Type of Contract

Typical Routing for Review

Authority to Execute

Offer/Hire Letters

Tenure/Tenure Track Faculty

Dept. Head

Dean

Legal

Provost

Provost

Offer/Hire Letters

Contract Professionals – BOR

Dept. Head/ Director

Dean

HR/AA

Appropriate VP

Appropriate VP

BOR Contracts

President

President

Letter of Appointment – Adjunct; non-tenured faculty; research professional; grant funded professional

Dept. Head

Dean

HR/AA
Appropriate VP

Appropriate VP

Summer session appointments

Dept. Head

HR/AA

Dean
Appropriate VP

Appropriate VP

Modification of Letter of Appointment with salary change

Dept. Head

Dean

HR/AA

Appropriate VP

Appropriate VP

Modification of Letter of Appointment

Dept. Head

Dean

HR/AA

Appropriate VP

Appropriate VP

Intergovernmental Personnel assignments

Dept. Head

Dean

OSP, if research funded

Legal Counsel

President

President

Additional compensation – Faculty/Contract Professional

Dept. Head

Dean

Provost – Faculty

VP - Professional

President

All add comp must be approved by the President’s designee

 

 

Facilities Use

 

Type of Contract

Typical Routing for Review

Authority to Execute

Sports Facilities

Director of Sports Facilities and Conference Services

Director of Sports Facilities and Conference Services
Director of Marketing if appropriate (in the case of a concert)
Director of Auxiliary Services

SUB Facilities

Manager of Conference Services
Director of
StrandUnion Building

Director of Sports Facilities and Conference Services
Director of
StrandUnion Building
Director of Auxiliary Services

Outdoor Locations Use

Director of Student Activities if appropriate
Manager of Conference Services
Director of Sports Facilities and Conference Services

Manager of Conference Services
Director of Sports Facilities and Conference Services
Director of Auxiliary Services

Other Facilities Use (Including Filming on Campus)

Manager of Conference Services

Manager of Conference Services
Director of Sports Facilities and Conference Services if appropriate
Building Manager
Director of Auxiliary Services

 

 

Federal and State Regulatory Agreements

Type of Contract

Typical Routing for Review

Permits. Licenses, Declarations, applications filed with state local or federal regulatory agencies on behalf of MSU

Dept. Head

SRM

Facilities

VPAF

 

 

Financial Aid Agreements

 

Type of Contract

Typical Routing for Review

Authority to Execute

Program Participation Agreement

President's Office and US Dept of Education Secretary

President

 

Freeborn Loan - Memorandum of Understanding (in process of being finalized)

Alumni Assoc, Foundation and Financial Aid Office

 

Directors of Alumni Assoc, Foundation and Financial Aid Office

Consortium Agreements (Student specific) This is an agreement to allow MSU to give financial aid funds to our degree-seeking students attending another institution. Student and term specific.

MSU and other school's Financial Aid Office

 

Associate Director of Financial Aid

 

Work Study Contracts - Contract that allows students to use federal work study funds for off-campus employment.

Off-campus work study employer and Financial Aid Office

Financial Aid Assistant Director

 

 

Intellectual Property

Type of Contract

Typical Routing for Review

Authority to Execute

Invention/Software/ Copyright Disclosure

Inventor
Inventor’s Dept Head
TTO

n/a

License Agreement (University owned technology)

TTO
Legal Counsel
VPR

VPR

Material Transfer Agreement

Faculty
TTO

VPR

Non-Use Non-Disclosure Agreement (Confidentiality Agreement)

Faculty
TTO

VPR

Collaborative Research Agreement

OSP
TTO

VPR

Revenue Sharing Agreement

Faculty
TTO

n/a

Memorandum of Understanding (MOU)

Faculty
Dept. Head
OSP
Legal Counsel
TTO

VPR

Inventor Assignment Agreement

Inventor
TTO

VPR

Patent Prosecution Documents

TTO

VPR

 

Lease Agreements

Type of Contract

Typical Routing for Review

Authority to Execute 

Equipment Lease/Use agreement

MSU as lessor

Dept. Head/Director

Legal Counsel

OTT if research equipment

Dean

Appropriate VP under Real Property Lease Policy

Real Property Leases 2 years or less

(land and building space)

MSU as Lessee

Dept. Head/Director

OFS

Legal

Appropriate VP under Real Property Lease Policy

Real property Leases

More than 2 years

MSU as Lessee

Dept. Head/Director

OFS

Legal Counsel

VPAF

BOR

Appropriate VP under Real Property Lease Policy

Real Property Lease

MSU as lessor

Dept. Head/Director

OFS (if not AES managed)

Director of AES (if AES managed Land)

Appropriate VP under Real Property Lease Policy

 

Litigation Settlements

Type of Contract

Typical Routing for Review

All litigation settlements or payments

Legal Counsel

President

BOR, if necessary

 

Memoranda of Agreement/Understanding - Academic

Type of Contract,

Typical Routing for Review

Authority to Execute

General MOA/MOU

[Documents programmatic commitments between MSU and Non-MSU entities to perform educational and service activities.]

Dept. Head

Dean

Provost

Provost

International Programs

[Agreements relevant to MSU’s involvement in an international program.]

OIP

Legal Counsel

Provost

Provost

Training Affiliations/ internships

(documents the mutual obligations for training/internship opportunities for MSU students)

Dept. Head/Director

Dean

Dean of

Graduate Studies, if graduate studies

Dean

 

Memoranda of Agreement/Understanding - Research

Type of Contract

Typical Routing for Review

Authority to Execute

Research Collaboration/Joint research Project with other institutions/entities

Documents the mutual obligations that commit MSU employee/equipment to research related activities

Dept. Head

Dean

OSP

TTO

VPR

VPR

 

Memoranda of Agreement/Understanding – Other

Type of Contract

Typical Routing for Review

Authority to Execute

 

Pledge of programmatic commitments not involving academic or research

Dept. Head/Director

Dean

Appropriate VP

Appropriate VP

 

Non-Contractual HR Forms

Form

Required Signatures

Classified Fixed Term Request

Supervisor
Dept Head
Dean/Director
VP
AES/ES/OSP, if appropriate

Family and Medical Leave Request

Employee Dept Head

Funding Change Only

Director/Dept Head or designee AES/ES/OSP, if appropriate

Hiring Rationale/Summary of Search Process for Offers above Entry - Classified

Hiring Authority Classified Recruitment Specialist

I-9 Employment Eligibility Verification

Employee Employer or Authorized Representative

Leave Without Pay Request (must accompany a PTF)

Employee
Dept Head
Dean
VP
President

Lump Sum Bonus

Supervisor
Dean/Director
AES/ES/OSP, if appropriate
PPS
VP, if $350 or higher
President, if $750 or higher

New Hire Salary Exception - Classified

Supervisor
Dean/Director
AES/ES/OSP, if appropriate
PPS
VP, if $350 or higher
President, if $750 or higher

New Hire Salary Exception - Classified

Dean/Director
VP, if appropriate
President, if appropriate

Payroll Funding Correction Form

Director/Dept Head or designee
AES/ES/OSP, if appropriate

Performance Evaluation - Classified

Employee
Supervisor
Dean/Director

Personnel Transaction Form - Classified

Director/Dept Head
Dean or designee
VP
AES/ES/OSP, if appropriate
PPS

Personnel Transaction Form - Professional/Faculty

Director/Dept Head
Dean or designee
VP
AES/ES/OSP, if appropriate
HR/AA

Position Description (non-MAP classified employees)

Employee
Immediate Supervisor
Dept Head/Director

Progression Plan

Employee
Supervisor
Dept Head/Director
VP
AES/ES/OSP, if appropriate
PPS

Recruitment Authorization Form

Director/Dept Head
Dean
VP or designee
AES/ES/OSP, if appropriate

Role Description

Employee
Supervisor
Director/Dept Head

Sick Leave Direct Grant Form

Donating Employee
Dept Head of Receiving Employee
Dean of Receiving Employee

Separation/Termination Checklist

Representative of Home Dept
PPS
Controller's
Office
University Police

Strategic Pay Request

Dept Head
Dean/Director
AES/ES/OSP, if appropriate
PPS
VP
President

Student Work Study

Student
Supervisor
Financial Aid

Summer Session Appointment Form

Employee
Dept Head
Dean
OSP, if appropriate
AES, if appropriate

Temporary Hourly Non-Classified Appointment Form

Employee
Supervisor
Director/Dept Head
AES/ES/OSP, if appropriate
PPS

Purchasing Agreements

The General Services Division entered into a Procurement Delegation Agreement (PDA) with MSU-Bozeman effective from October 1, 2005 through September 30, 2007. This agreement allows the MSU-Bozeman Purchasing Department to further delegate purchasing authority across the Bozeman campus and to affiliate campuses. The authority granted below is in accordance with the Procurement Delegation Agreement.

The matrix below provides signature authority levels. There are some exceptions to this matrix, which are too extensive to include below. For example, Departments are not authorized to issue contracts for new vehicles, photocopiers, etc. When buying goods and services on behalf of your department, please ensure you are authorized to sign the contract. When in doubt, please contact the Purchasing Department prior to signing any document that legally binds the University. The University must comply with the Montana Procurement Act, Title 18 of the Montana Code Annotated.

Please refer to the "Procurement Policy and Procedures" at /policy/purchasing/

Montana State University, including departments and affiliate campuses, must use the most current form of MSU-Bozeman's Standard Contract Language (Standard Statements and Boilerplate Terms and Conditions), IFB forms, RFP templates, Limited Solicitation forms, Sole Source/Sole Brand Justification forms, and all pertinent standard statements and standard forms in their entirety unless exceptions are approved by the General Services Division.

Leslie Taylor, Legal Counsel, must approve any contract that is not an approved MSU template, prior to award.

Montana State University departments and affiliate campuses, agree that all vendor requests for exceptions to MSU-Bozeman's Standard Contract Language or contract templates requirements be approved in writing by MSU-Bozeman Legal Counsel or (2) the State Procurement Bureau. Our first preference is to obtain approval from Ms. Taylor.

Type of Contract

 

Authority to Execute Contracts up to $25,000*

 

Authority to Execute Contracts up to $50,000*

 

Authority to Execute contracts up to $250,000*

 

"Controlled Items" such as New Vehicles, Photocopiers, etc.

 

Purchasing Department

 

Purchasing Department

 

Purchasing Department

 

Departmental Purchase Order (DPO)

 

All MSU departments and affiliate campuses per the PDA

 

MSU-Billings MSU-Bozeman:
- Auxiliary
Services
- Facilities
Services
- ITC
per the PDA

 

MSU Bozeman Purchasing Department per the PDA

 

Contracted Services Agreement

Note: Departments must obtain OSP signature on any CSA over $5,000 using OSP funds

 

All MSU departments and affiliate campuses per the PDA.

 

MSU-Billings MSU-Bozeman:
- Auxiliary
Services
- Facilities
Services
- ITC
per the PDA

 

MSU Bozeman Purchasing Department per the PDA

 

Contract resulting from a Request for Proposal

 

Purchasing Department

 

Purchasing Department

 

Purchasing Department

 

Purchase Order

 

Purchasing Department

 

Purchasing Department

 

Purchasing Department

 

Purchase Agreements

 

Purchasing Department

 

Purchasing Department

 

Purchasing Department

 

Cooperative Agreements: Inter-governmental agreements for research purposes

 

All MSU departments and affiliate campuses per the PDA

 

MSU-Billings MSU-Bozeman:
- Auxiliary
Services
- Facilities
Services
- ITC
per the PDA

 

Purchasing Department per the PDA

 

Cooperative Agreements with Montana political subdivisions or other state or local governments

Note: Departments must obtain prior approval from State Procurement Bureau (SPB) prior to contract award.

 

All MSU departments and affiliate campuses per the PDA

 

MSU-Billings MSU-Bozeman:
- Auxiliary
Services
- Facilities
Services
- ITC per the PDA
- Prior approval is required from the SPB

 

Purchasing Department with prior approval from the SPB

 

No Cost Contracts

 

All MSU departments and affiliate campuses per the PDA

 

MSU-Billings MSU-Bozeman:
- Auxiliary
Services
- Facilities
Services
- ITC per the PDA

 

Purchasing Department

 

Contracts that generate revenue for Montana State University or the State of Montana

 

All MSU departments and affiliate campuses per the PDA

 

 

 

Not to exceed $25,000 in total revenue

 

MSU-Billings MSU-Bozeman:
- Auxiliary
Services
- Facilities
Services
- ITC per the PDA

- Not to exceed $50,000 in total revenue

 

Purchasing Department

 

* The authority granted above is in accordance with the Procurement Delegation Agreement.

 

Real Property

Type of Contract

Typical Routing for Review

Authority to Execute

Sale

Legal Counsel

AES, if necessary

President

BOR

Board of Land Commissioners

President or designee

 

Exchange

Legal Counsel

AES, if necessary

President

BOR

Board of Land Commissioners

President or designee

Easemant

Legal Counsel

AES, if necessary

President

BOR

President or designee

 

  Research Agreements  

Type of Contract

Typical Routing for Review

Authority to Execute

Federal, state grants, contracts and cooperative agreements for performance of research

OSP
Legal Counsel
TTO

VPR
Asst. VPR
Asst. Dir. OSP

Sponsored Research Agreements with private entities for research

OSP
Legal Counsel
TTO

VPR
Asst. VPR
Asst. Dir. OSP

Subcontracts

OSP
Legal Counsel
TTO

VPR
Asst. VPR
Asst. Dir. OSP

 

  Other Agreements  

Type of Contract

Typical Routing for Review

Authority to Execute

Any contract or agreement not specified

Legal Counsel

Dean/Director

Appropriate VP

Appropriate VP