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Contracts at MSJC

The contracts process has moved over to FreshService. All contract requests are entered on the .

** A FreshService ticket must be entered prior to entering a PR in Galaxy. PR entry will occur after meeting with a Contracts Coordinator to discuss your request. 

What is a Contract?

  • A contract is an agreement between two parties that is written and enforceable by law.
  • A contract can be for:
    • Outside Professional Services
    • Purchases that require a signature on behalf of the District
    • Catering
    • Licenses
    • Software Licenses
    • Subscriptions
    • Independent Contractors
    • Public Works
    • Facility Rental
    • Equipment Rental (chairs, tables, party tent)

** Some payable agreements have a scope of work, a description of services, dates of services, start and end dates, and a total cost or hourly rates. 

What are examples of Contracts?

  • Agreement (or Service Agreement)
  • Memorandum of Understanding (MOU)
  • Affiliation Agreement
  • Revenue Agreement
  • Hold Harmless/Indemnification

What is considered 鈥渂ack-up鈥� documentation for a Contract?

  • Estimate
  • Quote
  • Proposal
  • Invoice

**Any document that includes terms of service, indemnification, start/end dates, and/or requires a signature in order to complete a purchase or move forward with a service is considered a contract. 

Tips to assure a smooth contract process:

Allow enough time!  

  • Enter your request in FreshService
  • Contracts must be signed prior to services being rendered, so plan ahead to allow ample processing time.  
  • The entire contracts process takes at a minimum 21 days to complete, this is including required approvals in FreshService and Galaxy.  
  • During certain times of the year (at the start of the semester), many departments have contract requests, which can increase the processing time for contract requests.

Be thorough and descriptive!  

  • Before entering a request in FreshService, make sure you have:
    • Vendor Contact information (name, address, phone, e-mail).
    • Detailed description of the service and what it is for.
    • Start and end date.
  • The FreshService approval process will obtain approval from the EA on behalf of the VP prior to the Contracts Coordinator review of your request.

Don't be afraid to ask questions!  

  • If you have any questions about contracts or the contract process, please contact the Contracts Coordinators.  We are here to help!

Frequently asked questions:

Who can sign contracts?

  • Per MSJC Board policy, contract signing authority has been assigned to the Vice President of Business Services.  
  • Regardless of the type of contract/agreement, even if no cost is involved, no other staff or faculty are authorized to sign contracts/agreements on behalf of MSJC.

Where do I find the contracts process?

MSJC employees may access the new contracts process through:

How long does the contract process take? 

  • The contracts process can take at a minimum of 21 days 鈥� this is considering the approval process in FreshService and Galaxy.
  • If you are submitting a request for an Independent Contractor or Technology (e.g., software or licenses), additional time will be required for additional review and approval.
    • All Independent Contractor Requests will be reviewed by Human Resources.
      • If HR determines the request is for a Professional Expert, the request will be denied, and the department will have to complete the Professional Expert Process.