ÂÒÂ×ÊÓƵ's Office of Contract Management is responsible for providing expert support and oversight in the development, review, and management of contracts to ensure compliance, mitigate risk, and uphold the university’s values and strategic goals. We are committed to facilitating efficient, ethical, and transparent contracting processes that serve the best interests of the university and its stakeholders.
Contract Guidance
Our office is committed to ensuring that all contractual agreements entered into on behalf of the university are legally sound, properly authorized, and aligned with institutional policies and State of Texas regulations. This guidance is intended to assist faculty, staff, and administrators in understanding the contract process and their roles within it.
What Is a Contract?
A contract is any agreement, written or electronic, that creates obligations enforceable by law. This includes, but is not limited to:
- Memorandums of Understanding (MOUs)
- Vendor agreements
- Service agreements
- Consulting contracts
- Lease agreements
- Non-disclosure agreements (NDAs)
When to Involve the Contracts Office
Engage with the Contracts Office before any contract is signed or any services are initiated. All contracts that obligate the university—financially or otherwise—must be reviewed and approved by the Contracts Office. This ensures:
- Legal and regulatory compliance
- Risk mitigation
- Proper authority and signatory verification
- Alignment with university objectives and budget
Key Steps in the Contract Review Process
- Initiation
Submit the draft agreement or proposal to the Contracts Office along with relevant documentation (e.g., scope of work, budget approvals, vendor information).
- Review and Revision
The Contracts Office will review the terms and conditions, negotiate changes if necessary, and ensure compliance with applicable laws, including state procurement laws and university policies.
- Approval Routing
Depending on the contract type and dollar amount, additional internal approvals may be required (e.g., department head, legal counsel, finance, or provost’s office).
- Execution
Only individuals with delegated signature authority may sign contracts on behalf of ÂÒÂ×ÊÓƵ. Unauthorized signatures may result in personal liability and unenforceable agreements.
- Recordkeeping
Executed contracts must be stored in accordance with university records retention policies. The Contracts Office maintains a centralized repository for auditing and reference purposes through our contract management system, Contracts+.
Common Pitfalls to Avoid
- Signing a contract without university approval
- Assuming email exchanges or verbal agreements are sufficient
- Failing to read or understand contract terms
- Using vendor-provided agreements without review
- Making changes after execution without an amendment
Support and Resources
The Contracts Office is here to support departments throughout the contracting process. We provide:
- Contract templates and checklists
- Training sessions for department contract managers
- Guidance for compliance and risk management
Questions?
Contact the Contracts Office for guidance, to initiate a contract review, or to request training.
Who Should I Contact?
For Non-Monetary and Revenue-Based Agreements:
- All revenue-based contracts where monies are coming into the university through payments from another party, such as facility use, sponsorships, game agreements, campus auxiliary services. Contact Azadeh Semien at (409) 880-8997 or azadeh.semien@lamar.edu.
- All non-monetary contracts such as, Affiliations, Articulations, Study Abroad, No-cost contracts, and Memoranda of Understanding (MOU). Contact Cynthia Dean at (409) 880-7695 or cynthia.dean@lamar.edu or Carolyn Durapeaux at (409) 880-7464 or cdurapeaux@lamar.edu.
- You can also email contractmanagement@lamar.edu, with any questions regarding non-monetary or revenue-related contracts.
For Expense-Related Agreements:
- All expense-based contracts through which Lamar is paying an outside source for the goods or services being purchased.
- Contact Blaire Brevell at (409) 880-1882 or bbrevell1@lamar.edu.
- You can also email contractmanagement@lamar.edu, with any questions regarding expense-related contracts.
Cynthia Dean
Director, Contract Services & Public Information Coordinator
Campus Operations
(409) 880-7695
cynthia.dean@lamar.edu
How do I request a contract?
The process for requesting a contract depends on the type of contract.
Expense-Related Contracts
- For expenditure contracts, the department must first enter a requisition in Cardinal Purch and attach all related documentation.
- Contract Specialist will review the information and create a contract for execution.
- Once the contract is executed, the Contract Specialist will link the contract to the requisition and process the Purchase Order to complete the purchasing process.
- Departments are responsible for ensuring the vendor receives any signed contracts executed as well as monitoring the contract deliverables, renewals, etc.
Non-Monetary and Revenue-Based Contracts
- Revenue and non-monetary contracts require the department to enter a Contract Request found in the Contracts module (or icon) in Cardinal Purch.
- Once submitted, the Contract Request will be reviewed by our office, and if approved, a contract will be generated, reviewed, and executed.
Can I Sign a Contract?
No. Pursuant to the Texas State University System (TSUS) Rules and Regulations, only an individual with a written delegation of authority from the President of ÂÒÂ×ÊÓƵ may execute contracts on behalf of the university.
All contracts must be reviewed for approval, then routed through the appropriate channels (indicated above), and then signed by the delegated signatory prior to the start of any service or payment.