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Quick Guide: By Administering Unit Quick Guide: By Transaction Type Frequently Asked Questions

I have a contract requiring review and signature. What should I do?

The University of North Carolina at Chapel Hill enters into a wide range of contracts (legally enforceable agreements) with outside parties on behalf of itself and its units. Only individuals with specific delegated signature authority are authorized to negotiate, amend, or terminate a UNC contract.

Faculty and staff may use the information provided below to find the UNC contracting office tasked with managing common transactions. Each office has a specific area of responsibility. Personnel in these offices are knowledgeable of the UNC policies and state and federal regulations that govern each transaction. Often, contract review is initiated by submitting a request online, and links to the appropriate starting points are provided below. If you are unable to determine your starting point from the information below, please choose the transaction that most closely matches your needs. The appropriate office will work with you to determine next steps.

Specialized transactions are sometimes administered under authority granted directly to the unit tasked with administering the action (e.g. Campus Health Services, Ackland Art Museum, Athletics). These activities are not included in the information below but can be found in the delegated signature authority list.

Frequently Asked Questions

  1. What is a contract? A contract is an agreement between two or more separate legal entities that creates a legally binding obligation. It may include a financial component (transfer of money), but not always. A contract might be called any number of things, including a Memorandum of Agreement or Memorandum of Understanding.  “Terms and Conditions” associated with the use of a website or service may also constitute a contract.
  2. Can I just sign this myself? Probably not on behalf of the University unless you have received a letter specifically delegating such authority to you. Only individuals with delegated signature authority can sign a contract that is binding upon the University. The list of individuals with signature authority delegated from the Chancellor is attached to the Policy on Signing University Contracts. Agreements related to approved external professional activities for pay (EPAPs) are not University agreements and should be signed and reviewed by the authorized employee. Intra-University agreements (between units within the University) are not contracts that require authorized signature, but may benefit from review by one or more of the offices below.
  3. How long will it take? Contracts at the University generally can take from one day to several weeks to execute, depending on the complexity of the contract and volume of contracts already in process.
  4. What do I do with click-through agreements required to access software or data? Complete the Data Protection Checklist (PDF) and obtain review and approval as indicated by the checklist.
  5. Can I ask my students to sign a contract? No.

Quick Reference Guide: By Administering Unit

Instructions By Administering Unit

Administering Office Contract Types Online Database/Submission Submission Instructions
Office of Sponsored Research (OSR) Research and sponsored project agreements RAMSES (funded research)
SIP (funded outgoing subawards)
CRMS (clinical trial agreements and clinical CDAs – start here)
ALICE (industry and data use agreements)
RAMSES instructions
SIP instructions
CRMS instructions
Alice Instructions
Purchasing Procurement of goods or services Connect Carolina Purchasing Instructions
Data Protection Checklist
Office of Technology Commercialization (OTC) Intellectual property management
Material transfer
BLUE MTA and CDA instructions
Privacy Business Associate Agreements Privacy Agreement Repository BAA instructions
privacy@unc.edu
UNC Development Office Gifts/in-kind donations Individual Gifts
Foundation Gifts
Industry Gifts
Individuals – How to Give
cfr@unc.edu for foundation-related questions
industry@unc.edu for industry related questions
Office of University Counsel Legal Agreements and non-research University agreements that generate revenue Review the OUC Practice Areas and contact an OUC attorney who works in the practice area best aligned with the subject matter of your contract. Please call 919-962-1219 if you are unsure of the best OUC contact for your matter.
Office of the Vice Provost for Global Affairs International Collaboration Agreements Contact the manager of global partnership administration Agreement Drafting and Approval Process
Office of Professional Service Contracts and Affiliations (OPSCA) Certain School of Medicine contracts OPSCA OPSCA instructions
Trademarks and Licensing University branding and trademark agreements unc.licensing@unc.edu Apply for a UNC trademark license
Property Office Property lease agreements property@unc.edu Lease request form (PDF)
Accounts Payable Independent Contractor Management Agreements for services purchased from individuals Connect Carolina Independent contractor instructions
Digital and Lifelong Learning Agreements for digital educational content DLL directory

Quick Reference Guide: By Transaction Type (may be incoming or outgoing)

  • I want to apply for a grant (all partners)
  • I have been notified that I will receive a grant or funding for a sponsored project (all partners)
  • I want to amend an existing industry sponsored research agreement and add funds

Office of Sponsored Research (OSR)
(submit IPF online using RAMSES)
See instructions in the Office of Sponsored Research (OSR) row of the Administering Unit table

Instructions By Transaction Type

Transaction Administering Unit
  • I want to issue a subaward under my funded project that is already in RAMSES (excludes purchase of services and site agreements under industry clinical trials)
Office of Sponsored Research (OSR)
(submit online using SIP)
See instructions in the Office of Sponsored Research (OSR) row of the Administering Unit table
  • I want to engage in a confidential discussion with a third party regarding research or a sponsored project or I have a non-disclosure agreement (NDA) or confidential disclosure
    agreement (CDA) regarding research for review
  • I want to enter into an unfunded research agreement (all partners)
  • I want to send and/or receive data (all partners)
  • I want to enter into a master research agreement (industry partners)
  • I want to amend an existing industry sponsored research agreement without a budget change
  • I want receive materials used to treat patients in clinical trials
Office of Sponsored Research (OSR)
(submit online using ALICE)
See instructions in the Office of Sponsored Research (OSR) row of the Administering Unit table
  • I need an agreement for a recharge center service
Office of Sponsored Research (OSR)
(submit via email to oic@unc.edu)
See instructions in the Office of Sponsored Research (OSR) row of the Administering Unit table
  • I want to engage in a confidential discussion with a third party regarding a clinical trial with an industry sponsor or I have a non-disclosure agreement (NDA) or confidential
    disclosure agreement (CDA) regarding a clinical trial for review
  • I want to engage in an industry sponsored clinical trial
  • I want to amend an existing industry clinical trial agreement
Office of Sponsored Research (OSR)
(submit online using CRMS – note that you must start in CRMS and end up in ALICE for final submission)
See instructions in the Office of Sponsored Research (OSR) row of the Administering Unit table
  • I need want to engage in a confidential discussion with a third party regarding a purchase or I have a non-disclosure agreement (NDA) or confidential disclosure agreement (CDA)
    regarding a purchase for review
  • I want to purchase supplies, equipment, or services costing more than $5,000 (excludes research subawards)
  • I need a business associate agreement (HIPAA) to go with my purchase (only UNC unmodified BAA accepted)
  • I want to receive demo/evaluation equipment or software (excludes permanent donations)
Purchasing
(submit online using Connect Carolina)
See instructions in the Purchasing row of the Administering Unit table
  • I want to engage in a confidential discussion with a third party regarding intellectual property or I have a non-disclosure agreement (NDA) or confidential disclosure agreement
    (CDA) regarding intellectual property for review
  • I want to send or receive materials (excludes materials used to treat patients in clinical trials)
  • An external party wants to license UNC intellectual property
  • I have been asked to sign a license to use third party intellectual property
  • I need an intellectual property management agreement
Office of Technology Commercialization (OTC)
(submit online using BLUE)
See instructions in the Office of Technology Commercialization (OTC) row of the Administering Unit table
  • I need a business associate agreement (HIPAA) or modifications to the UNC BAA have been requested
Privacy
(email or call)
See instructions in the Privacy row of the Administering Unit table
  • I want to solicit philanthropic support for my area of focus
  • I am receiving software or cloud donation
  • I am receiving donated equipment (in-kind)
  • I expect to receive a directed gift or award from a donor
  • I want to donate to the University
  • I am receiving a research gift
  • I have a question abotu grant versus gift
University Development Office
(email or call)
See instructions in the University Development Office row of the Administering Unit table
  • I want to engage a lawyer or law firm for services
  • I want to settle a dispute
  • I want to create a waiver or release of liability for participants in a University activity
  • I want to engage in a non-research or non-clinical activity or partnership that generates revenue for the University
  • I want to permit an outside party to use a space that my department controls on a short-term basis
Office of University Counsel
(email or call)
See instructions in the University Counsel row of the Administering Unit table
  • I want to lease space off-campus
  • I want to acquire or dispose of real property
  • I want to permit an outside party to use a space that my department controls on a long-term basis
Property Office
(email or call)
  • I want to engage an independent contractor and pay an individual (or single member LLC) rather than an entity
Accounts Payable Independent Contractor Management
(submit online using Connect Carolina)
  • I want to start a new digital or online education program
Digital and Lifelong Learning
(email or call)
  • I want to use or let someone else use a University trademark
Trademarks and Licensing
(email or call)
  • I want to execute a Memorandum of Understanding or collaboration agreement with a foreign institution
  • I want to establish an exchange of students and/or faculty with a foreign institution
  • I want to work with an organization or company to offer study abroad or other international opportunities for students from my school/unit
  • I want to establish a joint/dual degree or academic program with a foreign institution
  • I want to host visiting students or scholars from a foreign institution
Office of the Vice Provost for Global Affairs
(email or call)
See instructions in the Office of the Vice Provost for Global Affairs row of the Administering Unit table
School of Medicine ONLY

  • I want to provide or receive clinical training (excludes CME)
  • I want to provide or receive professional clinical services (excludes UNCFP)
  • I want to provide or receive professional non-clinical services
  • I want to solicit support for educational activities
  • I want to serve as an expert witness
  • I need supporting documents for licensure or certification
School of Medicine Office of Professional Service Contracts and Affiliations (OPSCA)
(submit online)
See instructions in the Office of Professional Service Contracts and Affiliations (OPSCA) row of the Administering Unit table
  • My transaction is not in the list above
Please choose the transaction that most closely matches your needs and that office will work with you to determine next steps

This website was jointly created by the Office of Sponsored Research, Purchasing Department, Office of University Development, UNC Global, Office of Professional Service Contracts and Affiliations, Office of Technology Commercialization, and Office of University Counsel. If you still have questions about where to route your agreement, choose the office that reviews transactions that most closely match your needs and contact that office to assist you in determining next steps. If you want to report broken links or have other technical website issues, please contact Joe Deem at deem@email.unc.edu or 919-843-7983.