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Ohio State University Extension
Facility Use Contract Signing Policy & Procedures

Policy Statement:

Ohio State University Extension Faculty, Staff or volunteers are not permitted to enter into contractual agreements (sign contracts) with any entity on behalf of The Ohio State University.

Procedures:

County, district, and state faculty and staff conduct a variety of events and activities each year that require signed contracts to use a specified facility. Additionally, in support of our mission, volunteers recruited and selected by OSU Extension faculty and staff conduct events and activities for youth and adults across the state. These events and activities are often times held at locations that require a signed contract.

In order to have the contract signed by Ohio State University Extension, the following procedures are to be followed:

  1. Submit the original contract to the Ohio State University Extension Business Office allowing 2-4 weeks for review, signature, and return.
  2. If volunteers are conducting the event/activity without a faculty/staff member present, there must be, at minimum, signed standards of behavior and application on file. For volunteers engaged on or after November 1, 2002, they must have adhered to the Ohio State University Extension Volunteer Selection Policy & Procedures.
  3. If the volunteer(s) are conducting the event/activity without a faculty/staff member present, the volunteer(s) must have participated in a training/orientation in the past 12 months.
  4. Please note - Ohio State University Extension is not able to provide a Certificate of Insurance (CoI) for events where an OSU Extension employee is not present.

There are times when a contract/agreement cannot be signed by Ohio State University Extension because (a) the terms of the agreement are for some reason unacceptable, or (b) because the activity related to the agreement presents unreasonably high risks. In that case, the organization will not accept the potential risk associated with the event/activity. In these instances, the following shall be considered:

  1. If the terms of the contract are not acceptable and the contracting entity does not accept the changes proposed as identified by Ohio State University Extension, a new location must be found. Only in rare cases will Ohio State University Extension negotiate the terms of the contract.
  2. If the event/activity is deemed too high risk and not in support of the mission of Ohio State University Extension, the organization may elect not to sign the contract. The event/activity will need to be changed to mitigate the risks and/or a new event/activity identified. The decision regarding the acceptance of higher risk activities/events and/or strategies to reduce potential risks will be made with the Extension agent responsible for the program consulting with any combination of the following, or their identified representative: County Chair, District Specialist, District Director, Associate Director - Operations, Leader, Business Operations, or Assistant Director of identified program area(s).
  3. All financial obligations identified in the contract will be the responsibility of the local entity using the facility. This will include rental fees, service charges, and other associated costs. Any additional costs incurred as a result of using the facility, regardless of their origin, will be the responsibility of the local entity using the facilities. This shall include, but not limited to assessments for damages, cleaning, etc. Ohio State University Extension will not sign a contract for a local entity that has an outstanding financial obligation(s) with any facility.

Reviewed by OSU Attorney
R. Schmiesing & B. Ludwig
Administrative Cabinet Approved 02/12/04