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PRINT DISCLAIMER: Official version of this document is accessible in the online policy library at https://policyoffice.ku.edu/. Printed copies may not reflect the most recent updates.
DOCUMENT TYPE:
Policy
PURPOSE:
To outline the review, approval, and signature process for executing contracts on behalf of the University. Contracts for university-affiliated corporations, such as Kansas Athletics, Inc., the KU Center for Research (KUCR), etc., shall be reviewed and signed by corporate personnel in accordance with the corporations’ respective governing policies.
APPLIES TO:
All faculty and staff of the University of Kansas.
CAMPUS:
Lawrence, Edwards, Leavenworth, Juniper Gardens, Parsons, Pittsburg, Salina (KUL), Topeka, Wichita (KUL), Yoder, Medical Center (KUMC), Salina (KUMC), Wichita (KUMC)
TABLE OF CONTENTS:
A. Contract Review
B. Contracts for Expenditures or Transfers over $1,000,000
C. Signature Authority
D. Contracts Related to KU Intellectual Property
E. Real Estate Transactions
DEFINITIONS:
For purposes of this policy, “contract” means any agreement, regardless of its title or form, that is intended to obligate the University to a responsibility, including promise of payment, promise of action, provision of services, use of resources or facilities, income-generating, or allocation of liability.
- Contracts can be formal or informal, including, but not limited to letters, memoranda of understanding or agreement, purchase orders containing terms and conditions, purchase or sale agreements, leases, rental agreements, employment or professional services or consulting agreements, event space and catering agreements, affiliation agreements, agreements for student internships, liability waivers or releases, settlement agreements, nondisclosure agreements, assignments of agreements to other parties, student or faculty exchange agreements, and online terms-of-use agreements (“click-wrap” or “click-through” agreements).
- The term “contract” also includes amendments, addendums, or modifications to contracts.
POLICY STATEMENT:
Subject to Kansas Board of Regents Policy, the Kansas Board of Regents (KBOR) has authorized state universities, such as the University of Kansas (KU), to enter into contracts to acquire or provide goods or services, which may involve an exchange of funds or other consideration, if such contracts are related to the operation, function, or mission of the University. In alignment with this authority, the offices listed herein are responsible for the University’s contractual obligations.
A. Contract Review
All University contracts must be in writing and in the name of the University of Kansas and not in the name of individual faculty or staff, campuses, schools, divisions, or departments. All University contracts, regardless of contract amount, must be reviewed by one of the following offices depending on the type of contract:
- Office of Research (KU Lawrence)/ Research Administration (KU Medical Center). All Research-related contracts and agreements in the name of the University, including, but not limited to, grant awards and subawards, sponsored research agreements, research collaboration agreements, material transfer agreements, business service agreements, teaming agreements, data use agreements, and confidential disclosure agreements to discuss potential research collaborations.
- Procurement (KU Lawrence) / Purchasing (KU Medical Center). All supplier agreements for the purchase of goods or services, including, but not limited to, software license agreements, facilities equipment and services, financial services, HR-related services, marketing, and other professional services.
- KU Lawrence units are required to use Mandatory Contracts and Catalogs for the specific products or services listed and are encouraged to use existing contracts.
- For KU Medical Center, units should engage KUMC Procurement directly at the contact information listed below.
- Office of the General Counsel. All other agreements, including, but not limited to, non-disclosure agreements, confidentiality agreements, real estate contracts, leases, easements, memorandums of understanding (MOUs), affiliation agreements, shared services agreements, business associate agreements, and consulting or employment related professional service agreements.
B. Contracts for Expenditures or Transfers over $1,000,000
The Kansas Board of Regents Policy Manual requires that the KBOR President and CEO be notified in writing of any contract that requires expenditures by the University of an amount greater than one million dollars ($1,000,000), excluding contracts directly related to a capital improvement project. Such notifications are made by the Chief Financial Officer in consultation with the Office of the General Counsel.
C. Signature Authority
Only the Chancellor and the Chancellor’s designees may execute (sign) contracts on behalf of the University of Kansas. The Chancellor’s delegation letter is available at the Office of the General Counsel website.
Anyone who is not authorized by written delegation who signs a contract that purports to bind the University of Kansas or any of its units is acting without authority and may be held personally liable for the contract and all costs incurred there under.
EXCLUSIONS OR SPECIAL CIRCUMSTANCES
D. Contracts Related to KU Intellectual Property
Contracts that stipulate licensing, assignment, or transfer interest in university-held intellectual property subject to the All-University Intellectual Property Policy (including but not limited to inter-institutional agreements, licenses, and revenue distribution agreements) are processed in most instances by the KU Center for Technology Commercialization.
In accordance with the Trademark Licensing Policy, no contractual provision shall give express or implied permission for use of the University’s name(s), symbols, logos, trademarks, service marks, designs, trade dress, or slogans in any manner.
E. Real Estate Transactions
Transfers of real property to or from the University of Kansas are subject to KBOR policies and approval. Further, Kansas law (K.S.A. 75-2131 and 74-3264) requires that easements across state land be approved as to form by the state attorney general. Moreover, certain leases of real property require KBOR’s approval. Requests for the described approvals must be made through the Office of the General Counsel.
RESPONSIBLE UNIT:
Office of the General Counsel
CONTACT:
Purchasing and Procurement
Lawrence Campus Contact
Chief Procurement Officer
Strong Hall | The University of Kansas
1450 Jayhawk Blvd, Room 225F, Lawrence, KS 66045
Desk: 785-864-0923 | Mobile 816-519-0658
www.procurement.ku.edu
KU Medical Center Contact:
Director of Purchasing
Institutional Finance and Administration
Support Services Facility
2100 West 36th Ave., Suite 120F
Kansas City, KS 66160
fthomas@kumc.edu
Office of Research/Research Administration
Lawrence Campus Contact:
Office of Research
Strong Hall
1450 Jayhawk Blvd.
Lawrence, KS 66045
ovcr@ku.edu
KU Medical Center Contact:
Research Administration
3901 Rainbow Boulevard
Kansas City, KS 66160
Office Location: Support Services Building, Suite 120
913-588-1261
researchadministration@kumc.edu
Office of the General Counsel
Lawrence Campus Contact:
General Counsel
245 Strong Hall
1450 Jayhawk Blvd.
Lawrence, KS 66045-7535
785-864-3276
gencoun@ku.edu
KU Medical Center Contact:
General Counsel
2001 Murphy Administration Building, Mail Stop 2013
3901 Rainbow Blvd.
Kansas City, KS 66160-7101
913-588-7281
gencoun@ku.edu
APPROVED BY:
Chancellor
APPROVED ON:
2020-03-21
EFFECTIVE ON:
2020-03-21
REVIEW CYCLE:
2 years
RELATED STATUTES, REGULATIONS, AND/OR POLICIES:
Kansas Board of Regents Policy Manual
Kansas Statute 76-721
HLC Assumed Practices: Part A
RELATED RESOURCES:
Chancellor's Delegation letter
Mandatory Contracts and Catalogs
CHANGE HISTORY:
03/26/2026: Identified Research and Procurement/Purchasing contract review authority.
10/01/2025: Updated formatting.
09/22/2025: Updated KBOR link.
09/19/2025: Added HLC link.
04/18/2025: Updated links
03/25/2025: Migration to TeamDynamix from Drupal.
01/11/2023: Fixed broken link.
04/03/2020: Policy added to the Policy Library.
TITLE:
Contract Review and Signature Authority