Subject:  Legal Name/Authorized Signature on
Contract and Grant Documents
No.        02-7
Date:    July 26, 2002

(Note:  This Important Notice is being sent to Account Managers, Chairpersons, Deans and Chancellors.  Please forward to others who have a need to know.)

In all sponsored program agreements involving Indiana University, the name of the institution should be "The Trustees of Indiana University" or "Indiana University."  One exception to this is that all agreements with the Lilly Endowment should be made in the name of the "Indiana University Foundation."

Schools and departments within the University are not legal entities and, therefore, should not be parties to agreements.  If desirable, language similar to the following may be used:  "Indiana University for and on behalf of its School of __________________ (or Department of _________________ )."

The official authorized to sign agreements for the University is Mr. Steven A. Martin, Assistant Vice President for Research.  For the Indiana University Foundation, the authorized official is Mr. Steven A. Martin, Assistant Secretary.  In some cases, the project director's signature is also required by the awarding agency.  This is acceptable and even desirable, especially on industrial/commercial agreements.  However, the only authorized and binding signature for the University on contract and grant agreements is that of Mr. Martin or his designee.

All negotiations pertaining to agreements must include an official of the University who has been authorized to do so.  Persons at IUPUI should contact Ms. Pamela McKeough, Director, Sponsored Program Administration, for federal and other non-industrial agreements or Mr. Ike Levy, Associate Dean, Research and Sponsored Programs, for industrial/corporate agreements.  For all other campuses, Ms. Marcia Landen or Mr. Rick Morron of Sponsored Research Services should be contacted.  If patent and licensing issues are involved, Technology Transfer of ARTI may also become involved.  Each agreement will be negotiated in close cooperation with the project director.

 See also:         Important Notice 00-7

                        Financial Policy III-20

                        Financial Policy III-30

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Financial Management Services Phone:  (812) 855-4884 Email:  cgadmin@indiana.edu
Research and Sponsored Programs - Indianapolis Phone:  (317) 274-8285 Email:  rspinfo@iupui.edu
Sponsored Research Services - Bloomington Phone:  (812) 855-0516 Email:  resdev@indiana.edu
Research and University Graduate School Phone:  (812) 855-3963 Email:  stemarti@indiana.edu