The University of Georgia Foundation Vendor Agreement Guidelines :: Other Relevant Policies and Procedures :: UGA Foundation

 


Vendor Agreement Guidelines

POLICY: 12.3
Effective Date: 09/10/2009
Last Updated: 01/30/2017
Policy Owner: Stewart, Chip

  1. Upon receipt of a vendor agreement, the Executive Director for the Alumni Association must determine whether or not this service is beneficial to the Alumni and the University of Georgia overall.
  2. The Executive Director for Alumni must provide, in writing, to the Associate Vice President for Financial Services and the Vice President for Development and Alumni Relations the due diligence and benefits of the relationship. The outline must include, at minimum, the following:
    1. The purpose of the Agreement
    2. The term of the Agreement
    3. The financial benefit to the Alumni Association
    4. The rights we are providing the vendor (access to database, marks, logos, marketing opportunities, exclusivity, etc.)
  3. The Associate Vice President for Financial Services will review the request with the Vice President for Development and Alumni Relations and the Executive Director for the Alumni Association. They will determine on behalf of the University of Georgia if the opportunity impacts other business units and consult with those units accordingly.
  4. If approved, the Executive Director for the Alumni Association will work in conjunction with the Associate Vice President for Financial Services on the agreement/proposal. It will be the responsibility of the Associate Vice President of Financial Services to determine if Legal Affairs and/or outside legal counsel need to be consulted.
  5. Once an agreement has been reviewed and approved by the appropriate parties, the Director for the Alumni Association shall initial the signature line to indicate approval of the terms of the agreement. The Associate Vice President for Financial Services will be the signatory on behalf of the Foundation(s) contracts and the Senior Vice President for Development and Alumni Relations will be the signatory on behalf of the University of Georgia contracts. If there are requested changes to the agreement, Financial Services will work on behalf of the Alumni Association as the point for changes. By having one contact person, this will insure all revisions are reviewed, approved, and executed appropriately. This will also insure correct file copies are maintained and placed in the file.
  6. Once the agreement has been fully executed, the points of the agreement will be entered into a database to track royalties, renewal dates, use of logos, due dates and type of alumni lists required.
  7. Six months prior to renewals, the agreements will be reviewed by the Alumni Association to determine the viability of renewing the agreement and if the benefits to the Alumni Association still exist.