Contracts and Facility Use Agreements for RSO Leaders

CONTRACTS REQUESTS

A Contracts Overview Video can be viewed here: Contracts Overview Video

A contract is needed whenever you are planning to enter into an agreement for a professional service and you are going to provide a monetary compensation for that service.  Please contact the office of Student Life if you believe your event will require a contract

Contracts will need 4 weeks prior to an event to complete if you are not using an Ariba Vendor

RSOs are not expected to know which vendors are in Ariba and which are not. It’s best practice to assume if you need a professional service, to contact the Office of Student Life for help submitting a contract

Professional Services could include, but are not limited too

• DJs
• Speakers
• Entertainers

 If you are planning to solicit a Faculty or Staff Member for a Professional Service, they will instead need an Overload Extra Duties form completed in Docusign.  Please contact the Office of Student Life first so that we can help facilitate this process and make sure the correct documentation.

Facility/External Use Agreement

Event Requests from RSOs must have prior approval from the VCFA when coordinating an event that will:

• Bring external groups on campus for large scale events
• Require use of multiple facilities, Conference rooms or classrooms
• Take place during university holidays
• Occur outside normal building operating hours

In most cases, a Certificate of insurance will need to be provided by the entity using PNW space

Tabling for external groups should be vetted with the VCFA Executive Assistant

See the Facility use agreement here: FEUA Form

Some examples of external Groups (NOT AN EXHAUSTIVE LIST)

• Blood Drives
• Local Churches
• League of Women Voters

If you are planning to work with a group that is external to PNW, please email studentlife@pnw.edu so that we can help facilitate he process with you and the VCFA executive assistant.

Please let us know if you have any questions!

Email studentlife@pnw.edu

Visit some of the Links below!

The Student Life Linktree

Schedule a Student Life Appointment

Click here for Important RSO Information!