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.
- All Independent Contractor Requests will be reviewed by Human Resources.