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doc14068 Contract_Management_Policy.pdf
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Page 1
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"text": "POLICY TITLE:\nContract Management"
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"text": "APPLIES TO:",
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"text": "All KSU departments and divisions, and all employees involved in the creation, approval, signing, or management of KSU contracts"
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"text": "ADMINISTRATIVE AUTHORITY:\nDivision of Finance and Administration\nChief Financial Officer (CFO)\nOffice of General Counsel"
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"text": "APPROVED BY:\nKentucky State University Board of Regents"
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"text": "EFFECTIVE DATE:\nAugust 8, 2025"
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"text": "NEXT REVIEW DATE:\nAugust 8, 2028"
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"text": "This policy establishes the official framework for the management of all contracts at Kentucky State University (KSU). Its purpose is to safeguard KSU assets, manage risks associated with legal agreements, and ensure that all binding commitments are properly authorized and compliant with applicable laws. All KSU employees must adhere to this policy when creating, approving, signing, and managing contracts."
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"text": "A written agreement that is legally enforceable, regardless of its title. This includes, but is not limited to, agreements, leases, memoranda of understanding (MOU), memoranda of agreement (MOA), gift agreements, and settlement agreements. Oral agreements are not permitted and will not be honored by KSU."
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Page 2
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"text": "KSU's official system of record for the central storage and lifecycle tracking of all KSU contracts."
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"text": "All KSU contracts must be in writing and signed by an authorized KSU Contract Signer and the vendor to be enforceable."
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"text": "All contracts must be reviewed and approved as to form and legality by the Office of General Counsel before they are signed."
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"text": "KSU-approved contract forms and templates must be used to the fullest extent possible."
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"text": "All fully executed contracts must be uploaded to the university's official Contract Management System (CMS) by the appropriate Contract Manager, Contract Signer, or administrative assistant of the Manager or Signer."
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"text": "No employee may sign an agreement on behalf of KSU unless they have specific, delegated authority. The Board of Regents delegates authority to the President for determining who may sign contracts on behalf of KSU. The official schedule of signatory authority for KSU contracts is detailed in the Signatory Authority Regulation."
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"text": "To prevent unwanted auto-renewals or lapses in essential services, a proactive renewal process is required. The Contract Management System (CMS) will provide automated notifications to the designated Contract Manager in advance of a contract's expiration date. Upon receipt, the Contract Manager is responsible for initiating a timely review to determine whether the contract should be renewed, renegotiated, or terminated."
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"text": "Subject\nPolicy Questions",
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"text": "Office\nCFO/Vice President of Fin. & Admin.",
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"text": "Revision Type\nIssued (New Policy)\nModerate Revisions (New Template)",
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