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INSTRUCTIONS

FOR COMPLETING A CONTRACT REVIEW REQUEST FORM FOR NON-PROCUREMENT CONTRACTS

SUBMITTING A REQUEST

Non-Procurement Contracts

If the contract is a Non-procurement Contract (i.e., A contract which is revenue-generating or zero-dollar and does not involve a

service provider or a vendor) which is routinely handled by the Office of General Counsel, complete a Contract Review Request Form for Non-Procurement Contracts.

Please Note:

If the Non-procurement Contract is routinely handled by another University unit (e.g., Sponsored Programs

Administration, Technology Transfer, Human Resource Services, University Conference Services), please contact that

department for assistance.

Procurement Contracts

If the contract is a Procurement Contract (i.e., A contract which either commits funds from the University, or is revenue-generating or zero-dollar, and involves any person or entity that provides goods or services to the University (“service provider”) or a vendor), follow the normal process for submitting a contract to Procurement Services and Contract Management.

LOGGING IN TO ONBASE

Log in to the system using your NIU credentials. Using Chrome or Firefox as your Internet browser when completing the Form is

recommended.

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INSTRUCTIONS TAB

Once the Form opens, select the “Instructions” tab and review the instructions.

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FORM TAB

Select the “Form” tab once you are ready to start completing the Form. All fields must be completed, unless marked optional.

The system will automatically fill in the “Entered By (“Entering Party”)” field by capturing the log in information of the user. This

field is read only and cannot be changed.

The Entering Party and Requestor email addresses are both required to save the Form. The information requested in all other

required fields are also required for the Form to process.

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ATTACHING DOCUMENTS

You may attach the contract requiring review and other supporting documentation in Section 3 of the Form. Upload

attachments by clicking the gray buttons that start with the word “Attach…”.

If you would like to delete a document once it has been attached to the Form, simply click “Remove”.

SAVING THE FORM

Please do not select the “Save” button until you are ready to save the Form. If you select “Save” prematurely, the Form will be

saved and you will have to wait to receive an email notification containing a link to the Form to return to the Form.

After the Form has been saved, it will be processed and routed in accordance with how the Form was completed.

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SENDING A FORM FOR REQUESTOR REVIEW

If the person entering the Form (i.e., the Entering Party) is not the Requestor (i.e., the departmental representative responsible for

the activity that is the subject of the contract, the business terms in the contract, and ensuring the contract’s compliance with all

applicable University policies and procedures), the Entering Party will only be able to complete the Form through Section 3.

Section 4, Confirmations must be completed by the Requestor.

When the Entering Party is ready for the Requestor to review the contract review request, the Entering Party should check the

“Ready for Requestor Review” button and then select the “Save” button. Please note that if the Entering Party is completing this

step after the Form was previously saved and accessed from an email link, the Entering Party MUST close out of the Form by

clicking the X at the top right of the screen. If this step is not completed, the Form will not move on for processing.

If the Entering Party saves a Form that is not fully complete or accidentally and/or prematurely hits “Save” or the “Enter” key on

the Entering Party’s keyboard, an email will be generated and sent to the Entering Party with instructions regarding completing

the Form. The Form will not be routed to the Requestor until the “Ready for Requestor Review” check box is checked, the Form

is saved, and the Entering Party has clicked the X at the top right of the screen (if applicable), as noted above.

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CONFIRMATIONS

Section 4 of the Form (Confirmations) may only be completed by the Requestor. If the Requestor is the person entering the

Form, the entire form will be available to the Requestor for completion (and the “Ready for Requestor Review” button will not

appear on the Form).

If the Entering Party is not the Requestor, Section 4, Confirmations will only appear as part of the Form once the “Ready for

Requestor Review” button is checked, the Form is properly routed to the Requestor for review, and the Requestor accesses the

Form.

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REQUESTOR SIGNATURE

The confirmations in Section 4 are all required fields and the Requestor must confirm and acknowledge (by checking each box)

each confirmation. Once the last checkbox is checked, a Requestor Signature box will appear which serves as verification that

the person who signed in to OnBase as the Requestor is the same person listed in Section 1 of the Form as the Requestor. The

Form will not process if the names do not match exactly.

Please make sure that the name in Section 1 of the Form is typed in exactly as the name appears in the Requestor Signature box.

If they do not match, please make the necessary modifications to the name in Section 1 of the Form.

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FINAL SUBMISSION OF THE FORM

Once the Requestor is verified (i.e., the name in Section 1 matches the name in the Requestor Signature box), the Form will be

ready for final submission. The “Ready for Final Submission” box will appear. Please check this box and then select the “Submit”

button to submit the contract review request to the Office of General Counsel for review.

ACKNOWLEDGMENT AND REMINDER NOTIFICATIONS

An acknowledgment confirming the Office of General Counsel’s receipt of the contract review request will be sent to the

Entering Party and Requestor via email. If the Requestor is the person who entered the Form (i.e., there is no separate Entering

Party), the Requestor will receive only one email. The acknowledgment will include a Form Number. Please reference the Form

Number in any communications with the Office of General Counsel concerning the contract review request submission.

If a partially-completed Form is saved for completion at a later time, a series of reminder notifications will be sent as needed.

CANCELLING A REQUEST

If a contract review request needs to be cancelled once a Form has been saved, check the “Cancel Request” box at the bottom of

the Form. Then, to process the cancellation request, select the “Save” button and close the page by selecting the “X” in the top

right corner of the page. If the Form is not closed by clicking the X at the top right of the screen, the Form will not move on for

processing.

Once a cancellation request has been received by the Office of General Counsel, a notification confirming the OGC’s receipt of

the cancellation will be sent to the Entering Party and Requestor via email. If the Requestor is the person who entered the Form

(i.e., there is no separate Entering Party), the Requestor will receive only one email.