- Program and Procedural Manual
- Chapter 1 - Organization
- Chapter 2 - Memoranda and Agreements
- Chapter 3 - Extension Program Areas
- Chapter 4 - Civil Rights
- Chapter 5 - Appointed Personnel
- Chapter 6 - Appointed Personnel Benefits
- Chapter 7 - Operations
- 7.01 - Fiscal Policies
- 7.01.01 - Arizona Cooperative Extension Funding
- 7.01.02 - Financial Records System (FRS)
- 7.01.03 - Cost Recovery and Program Development Fees
- 7.01.04 - Financial Issues
- 7.01.05 - The University of Arizona Foundation
- 7.01.06 - Gifts
- 7.01.07 - Guidelines for Raising Funds
- 7.01.08 - Grants and Sponsored Projects
- 7.01.09 - Program Funding
- 7.01.10 - Funding Requests for Faculty Travel, Professional Development and Publications
- 7.01.11 - Arizona 4-H Youth Foundation
- 7.01.12 - Facility Agreements and Contracts
- 7.01.13 - Federal Excess Property and Vehicle Use
- 7.01.14 - University Business Practices Guidelines
- 7.01.15 - Other Fiscal Policies
- 7.02 - Budget Timeline
- 7.03 - Communications and Technologies
- 7.04 - Extension Mail
- 7.05 - Risk Management
- 7.01 - Fiscal Policies
- Chapter 8 - Generic Information
- APPENDIX A
- APPENDIX B
- APPENDIX C
- GLOSSARY OF TERMS AND ACRONYMS
7.01.12 - Facility Agreements and Contracts
When a contract, lease or written agreement is required by a facility/institution for use by a University of Arizona group:
- Under no circumstances should a faculty member sign any contract/agreement on behalf of the University of Arizona. It is not legal and the faculty member could be personally liable if there are any problems.
- Submit the contract from the facility/institution at least four weeks in advance of use to the UA Procurement & Contracting Office, (see link for address information) with a letter indicating the purpose of the contract.
- The Contracting Office will review the contract and make necessary changes so that it conforms to State law, Arizona Board of Regents policies and University requirements. The Contracting Office will do any necessary negotiating with the institution/facility to make the agreement functional. They assure that most such negotiations are successful.
- The contract/agreement is returned to the faculty initiating the process unless it is requested to be returned to the institution/facility.
- The Contracting Office will contact the University Attorney if necessary. In addition, the Contracting Office will forward a copy of the signed contract to the University Department of Risk Management & Safety for insurance purposes.
When no contract, lease or written agreement is required, and a certificate of insurance is requested for facility use by a University group:
- Complete a Request for Certificate of Insurance form at least 10 days in advance of the Certificate effective date. This letter is sent to UA Department of Risk Management & Safety , PO Box 210300, Tucson, AZ, 85721-0300, Attn: Steve Holland. Requests for Certificates to be issued to schools must include the school district's name and address.
- The Certificate to be issued is a matter of information only and confers no rights upon the Certificate Holder. It neither affirmatively nor negatively amends, extends, nor alters the coverage afforded by the Arizona Revised Statutes.
When an agreement is required, a master agreement can be negotiated when there is continued use of a facility. Such an agreement can be for up to 5 years and for all facility uses under one entity if that entity (e.g., county or school district) agrees.
Example: Several facilities belonging to X County or School District are used every year. A master agreement can be developed if the county or the school district is willing. It can cover all facilities.
- Send a copy of the institution's/facility's agreement with a written request to the Contracts Office that they negotiate a Master Agreement with the entity. It is Extension's responsibility to make the initial contact with the entity and provide the Contracting Office with the contact person.
- The UA Department of Risk Management & Safety must be informed of all events prior to the event. This can be done either by: a) sending a letter to the Department of Risk Management & Safety prior to each event with a copy to the Contracting Office indicating the dates and times of use OR b) writing a letter to the Department of Risk Management & Safety at the beginning of each fiscal year with a copy to the Contracting Office indicating the dates and times of use for the whole year.