Submit Business Agreement Request

VPBA Institutional Agreements

This section includes Institutional agreements under the delegation of authority of:

THE VICE PRESIDENT FOR BUSINESS AFFAIRS

THE VICE PRESIDENT FOR STUDENT AFFAIRS*

THE VICE PRESIDENT OF ATHLETICS*

*Delegation for specific agreements and/or within a threshold.

Learn more about Delegations of Authority.

Agreement Types, Definitions, and Checklists

UTEP Standard Agreement: Generated by the system: Expedited review process.

Contract Type	Definition	Additional Information
Amendments to Executed Agreement	An executed agreement must be amended and parties will agree to add, remove or change part of the agreement.		Amendment Checklist
Athletic Contest Agreement	Establish intercollegiate sports games or matches between the University and a partnering institution/organization.	Agreement can be executed by the Athletics Department if amount within threshold.	Athletic Contest Checklist
Athletics Coach Employment Agreement	Contracting of athletics assistant/associate head/head coach.	Includes Assistant Coach (short and long), Associate Head Coach (short and long), and Head Coach (short and long)	Coach Employment Checklist
Business Agreement of Cooperation (MOU)	Establish a general cooperative relationship between the University and a partner organization.	This agreement includes an English/Spanish version.	Business Cooperation Checklist
Business General Affiliation Agreement	Establish a partnership with general terms and conditions between the University and a partner organization. Serves as foundation for future specific program agreements.	This agreement includes the international version.	Business Affiliation Checklist
Business Non-Disclosure Agreement	Confidentiality or Non-disclosure agreement between University and a partner.		Business Non-Disclosure Checklist
Challenge Agreement	Establish the terms and conditions for the use of the University's Challenge Course within its recreational sports facilities.	Agreement can be executed by the Office of the Vice President for Student Affairs if amount within threshold.	Challenge Checklist
Consulting Agreement	Contracting of UTEP faculty as an external consultant for specific services.		Consulting Checklist
Courtesy Car Agreement	Grant by a car dealership of personal use of an automobile by specific Athletics Department personnel.	Agreement fully executed by the Athletics Department.	Courtesy Car Checklist
Entertainment/Show Agreement	Establish the terms and conditions for performance or presentation at a University student and community event.	Agreement can be executed by the Office of the Vice President for Student Affairs if amount within threshold.	Entertainment/Show Checklist
Equipment Rental or Lease Agreement	Establish the terms and conditions for rental or lease of University's equipment.		Equipment Rental Checklist
Facilities Use Agreement	Licensing for the special use of University designated facilities under University of Texas System Board of Regents' Rule Series 80106 by internal or outside groups/individuals.	The designated special use facilities include: Don Haskins Center, EPNGCC (designated areas), Fox Fine Arts Recital Hall, Magoffin Auditorium, Memorial Gym, Sun Bowl Stadium, Union Building, and Wise Family Theatre. Note: The use of any facility that is not listed above by outside groups/individuals is governed by Regents' Rule 80105 and appropriate approvals must be included in the request.	Facilities Use Checklist
Filming and Location Agreement	Permit to a producer or production company to use the University premises and film for a specific purpose.		Filming/Location Checklist
Interagency Agreement	Establishes terms and conditions for services provided or received by University from another Texas state agency.		Interagency Checklist
Interlocal Agreement	Establishes terms and conditions for services provided or received by University from another El Paso agency.		Interlocal Checklist
Loan Agreement	Loan of art for an exhibition from or at the University's museums/galleries.		Loan Checklist
Recharge/Service Agreement	Establishes terms and conditions for services provided by a University department.		Recharge/Service Checklist
Special Events Production Agreement	Establishes terms and conditions for the production of entertainment events to be held at a University venue.	This agreement pertains to production events held at these venues: Don Haskins Center, Fox Fine Arts Recital Hall, Magoffin Auditorium, Memorial Gym, or Sun Bowl Stadium.	Special Events Checklist
Third Party Tuition and Fee Agreement	Establish a tuition sponsorship program by a third party.	Other than Gifts or Scholarships.	Third Party Tuition and Fee Checklist

Non-Standard Agreement: Draft provided by Outside Party: Review process timeline might be affected.

For the following list or any other business agreements it is required that a draft is uploaded along with the form:

Agreement Checklist

Contract Type
Software Agreement
Any Other Business Agreements

Follow these steps to submit your request

1 - Proposal Approval Required

review the contract procedures by vpba

To route manually, download a sample here: Contract Review Cover Memo
To route electronically, use this form here: Electronic Contract Review Cover Memo

2 - DOWNLOAD THE AGREEMENT TYPE CHECKLIST

review agreement types and definitions above

Review definition to match the goal of the agreement.
Agreements might be named differently by each entity. i.e. Confidentiality = Non-Disclosure
Did not find a match? Go to Contracts Information for a full list of all institutional agreements and their respective delegations of authority.

3 - Applicable Insurance Requirements

checklist will indicate based on type

Obtain their Certificate of Insurance (COI)

Insufficient insurance:

Outside Party may purchase insurance through UTEP Insurance
Waivers to insurance must be approved by Department/College Leadership and UTEP Risk Management

4 - GATHER ALL INFORMATION AND DOCUMENTS

use the checklist as your guide

Outside Party information, points of contact, agreement details, and a brief synopsis.

Supporting Documents:

Approved Contract Review Cover Memo
For agreements with insurance requirements: Proof of insurance and any approved waivers
For amendments or renewals: Copy of executed agreement if not hosted in DocuSign CLM

5 - PROVIDE NON-STANDARD DRAFT

only required for non-standard agreements

SKIP IF USING UTEP STANDARD AGREEMENT OPTION

In addition to the next step, you must upload a Microsoft Word version of the draft to the Outside Paper Repository

If you cannot reach that SharePoint, email your draft to inst_contract_mgmt@utep.edu