College of MedicineGraduate Medical EducationPoliciesRequest or Amend Contract SOP

Standard Operating Procedure to Request a New or Amend a Current Contract 

Applies to: Program Administrators, Program Coordinators, Institutional Manager 

Key Words: Contracts, Contract Amendments, New Contract Requests 

Responsible: GME Director, DIO, AD GME, GME Administrative Assistant 

Purpose: To outline the process for requesting a new contract or creating an amendment to an existing contract. 

Procedure

  1. Complete the GME Purchasing and Contracts Request form.
    • Include as much detail as possible and all relevant PDF documents. 
  2. Administrative Assistant will process requests in the order received or based on deadline, whichever comes first.
    • Process includes submitting a Contract Request with the Business Office, following up with requester on timeline, questions, etc., and ensuring that the request continues through the request pipeline smoothly. 
    • Administrative Assistant will continue communication via Asana, email, Teams, etc. with the relevant parties to keep them updated throughout the process and answer questions related to it. 
    • Once the process is complete, Administrative Assistant will inform all parties and provide a copy of the fully executed (FE) agreement. 
  3. Should an amendment (continuation) of the contract be needed, the Administrative Assistant will contact the relevant parties no later than 90 days before the current contract expires.
    • Amendments will follow the same process as above. 

Date Created: October 30, 2024