Agreements & Contracts
Whenever University of Alberta faculties, departments or administrative units enter into an agreement with an external organization or individual there should be a formal agreement in place (eg. service contracts, facility use agreements, student placement agreements, etc). Please be aware that staff, faculty, and students are subject to various policies and procedures (UAPPOL) that prescribe certain kinds of agreement for different types of activities.
The University has several tools in place, including contracts and agreements, to help faculty and staff mitigate risk and define terms, conditions, and scope of services. Please use the information below to find the appropriate risk management tool, or contact Insurance & Risk Assessment with any questions.
Which Tool Should You Use? (Contact the department listed for more information)- Academic Visitor Registration Form - to register Academic visitors to campus (Academic Visitor Office)
- Alcohol Event Application - for staff to apply for permission to hold an alcohol event (Insurance & Risk Assessment)
- BearsDen application - Registered Student Group activity & approvals (Dean of Students)
- Consent for the use of photographs, videos, audio recording forms (Information and Privacy Office)
- Equipment Asset Loan Agreement - to rent equipment FROM an external group or individual (Equipment Services)
- Equipment Loan Agreement - to rent equipment TO an external group or individual (Equipment Services)
- Facility License Agreement - for facility usage by external group or individual (Real Estate Services - contact res@ualberta.ca)
- Field Activity Plan - for researchers to plan field research (Field Research Office)
- Off-Campus Activity & Travel Planning Tool - for planning international travel (Insurance & Risk Assessment or University of Alberta International)
- Placement or Practicum agreement - to arrange student placements or practicums with another organization (General Counsel*)
- SupplyNet - for purchase order or contract with an external supplier for goods & services (Supply Management Services)
- Volunteer registration form (coming in 2019 from Insurance & Risk Assessment)
*Please note that units contacting General Counsel should do so through the authorized contact in their portfolio (see the Retention of External Legal Counsel Procedure for more info).