Contract Management System (CMS)

KSU's official system of record for the central storage and lifecycle tracking of all KSU contracts.

Contract Manager

A KSU employee responsible for managing the ongoing relationship with a vendor and ensuring all parties meet their contractual obligations.

Contract Signer

A KSU employee who has been explicitly delegated the authority to sign contracts and legally bind KSU.

PROCESS:

General Contract Requirements

• All KSU contracts must be in writing and signed by an authorized KSU Contract Signer and the vendor to be enforceable.
• All contracts must be reviewed and approved as to form and legality by the Office of General Counsel before they are signed.
• KSU-approved contract forms and templates must be used to the fullest extent possible.
• 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.

Signatory Authority

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.

Contract Renewal and Expiration

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.

Electronic Signatures

Electronic signatures are legally binding on behalf of KSU.

Record Retention

All fully executed contracts and related documentation shall be retained within the Contract Management System (CMS) in accordance with the official KSU Records Retention Schedule.

Roles and Responsibilities