Business and Finance (Includes Physical Plant)

04:07:00 Contract Policies
(This policy is not applicable to employment contracts with the College.)

1. General: The following shall be implemented to:
   1. Ensure College contracts adhere to College and TBR policy and guidelines, including 4.02.01.00 Approvals of Agreements and Contracts, G-030 Contracts Guideline, and all relevant laws.
   2. Allow divisions to continue to nurture their contracting relationships with outside entities (Contractors). A contract coordinator will encourage direct coordination at the user-expert level.
   3. Encourage the use of purchase requests for goods and incidental services if the vendor accepts Chattanooga State standard terms and conditions and does not impose vendor terms.
   4. Establish a standardized control system for processing the College’s contracts when a written contract is involved. All contracts must meet the standards as outlined in this document.
   5. To access the Contract Procedures and instructions, log onto TigerWeb, Chattanooga State’s campus portal, and click on the “Faculty/Staff” tab. There you will find a link to the “Contracts SharePoint Portal.”
   6. This policy applies to contracts for independent contractors, but not for any other personnel contracts.
2. Timing 
   1. It is the Originator’s responsibility to ensure contracts are prepared and submitted in a timely fashion.
   2. Timing is set out in the referenced Contract Procedures.
3. Contract Preparation
   1. All divisions will be responsible for the preparation of their own contracts. Each division is, then, a contract originator and is responsible for compliance obligations. All contracts should be submitted to the College for review and signing before the contractor has signed, or the Originator should seek preapproval from the Contract Officer if the contract is expected to be signed before it is formally routed.
4. Obtaining College Approval
   1. Each division shall coordinate and prepare contracts based on their needs. After drafting is complete, a formal contract request shall be submitted via email to the Contract Officer at contracts@chattanoogastate.edu.
   2. For contracts requiring pre-approval, the Contract Originator and Contract Officer will follow the college’s defined pre-approval process.
   3. Contracts will be reviewed by the Contract Officer, and the Contract Officer will obtain appropriate pre-approvals prior to obtaining signatures.  All contracts must be signed by the President or their designee.
   4. The Contracts Office will maintain the executed contract in the College’s contract file, according to an organized system which allows for contract tracking and reporting. It is recommended that the division keep an executed copy of the contract on file.
5. Post-Contract Responsibilities
   1. It is the responsibility of the division to ensure each contract is monitored for performance, and to ensure contracts do not lapse.  

Submitted to Policy Review Committee on September 29, 2025

Submitted to Policy Review Board on November 3, 2025

Approved by Policy Review Board on November 15, 2025

Submitted to Policy Review Committee on June 4, 2021

Submitted to Policy Review Board on July 8, 2021

Approved by Policy Review Board on July 28, 2021

Submitted to Policy Review Committee on June 14, 2019

Submitted to Policy Review Board on July 22, 2019

Approved by Policy Review Board on July 31, 2019

See Previous Version(s):

Source: Revision submitted to the Policy Review Board on November 10, 2017 

Revision approved by the Policy Review Board on November 29, 2017 

Source: Revision approved by Business and Finance on January 28, 2009 

Revision approved by Executive Staff, President’s Cabinet, and President on May 20, 2009