GenInfo - Contract and Agreement Reminders

1. Only designated individuals are approved to sign BTAA contracts/agreements. If you sign an agreement on behalf of BTAA, you could be held financially liable. The following individuals have signature authority for BTAA agreements:

1. Keith Marshall
2. Julie Sweet
3. Maurice York (select library-specific agreements)
   

2. Agreement-specific reminders:

1. Restaurant/Catering Agreements:
   
1. The submitter is responsible for confirming the food and beverage (including alcohol) value doesn’t exceed $85 per person. 
2. If greater than $85, the submitter is responsible for providing justification required to obtain Provost approval when routing agreement to help@btaa.org (‘Help’). Justification should include the following:
   
1. Name of group attending/event name
2. Event Date(s) 
3. Number of attendees
4. Food and beverage cost per person
   
3. If agreement refers to the following, they must be included in the request to help (either as attachments or website links):
   
1. Terms and Conditions
2. Privacy Policy
3. End User License Agreements (EULA)
   
2. Event Agreements:
   
1. Review agreement and confirm the following are accurate:
   
1. Name of group attending/event name
2. Event Date(s)
3. Number of rooms and/or venue being reserved
4. Room rate
5. Payment arrangements
   
2. In addition, if agreements are forwarded with the following clauses, submitter is approving both financial and logistical arrangements:
   
1. Cancellation
2. Termination
3. Attrition
   

3. All agreements should be routed to ‘Help’ only after the following have been reviewed and updated (in addition to what is mentioned above, and if applicable):

1. Organization name
   
2. Organization address
3. Contact information (name, telephone number, and email address)
4. Scope and deliverables are accurate
   

1. If agreements are sent to ‘Help’ without the above information, the agreement will be returned for updating and processing times will be delayed.
   

 

4. Clickthrough/Clickwrap agreements:

1. Definition – a type of online agreement between a user and a service provider that requires the user to agree to the terms and conditions of a website or vendor.
2. If discussing an agreement of this type with a vendor, you must ensure that Julie Sweet is assigned as BTAA’s signatory before the agreement is routed through ‘Help’.
3. If agreement refers to the following, they must be included in the request to help (either as attachments or website links):
   
1. Terms and Conditions
2. Privacy Policy
3. End User License Agreements (EULA)
   

5. Contract for Procurement of Services

1. Form location: Contract for Procurement of Services
2. Form use case: Professional services/consultants that don’t require their own agreements.
3. Examples: 
   
1. Graphic design services
2. IT services
3. Program consultants

Word document version available for download below.

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