Signatures on Contracts
For any type of contract, the only acceptable signature from SCU is the signature of the Director of the Center for Student Leadership (CSL) or the Assistant Vice Provost for Student Life. Students are not permitted to sign any contracts.
Faxed and scanned versions of signed contracts are acceptable.
E-signatures where individuals type in their signatures rather than use a pen to sign are not acceptable.
Contracts for Speakers & Performers
If your student organization is inviting a non-SCU-affiliated speaker or performer for an event, then the speaker or performer needs to review, sign, and submit an Engagement Agreement. This agreement is required even if the speaker or performer is not receiving payment. Some speakers and performers may have their own contracts so their contracts will be used instead of the Engagement Agreement.
- Speakers include (but are not limited to) keynote speakers, presenters, facilitators, panelists, judges, etc.
- Performers include (but are not limited to) musicians, dancers, artists, actors, comedians, etc.
>>> Engagement Agreement
Contracts for Vendors
If a non-SCU school, company, or organization is paying your student organization or the University to be on campus, then the company or organization needs to review, sign, and submit a Vendor Agreement.
Vendor Agreements are also required if a student organization is charging a non-SCU school, company, or organization to be on campus for an event.
>>> Vendor Agreement
If your student organization is renting equipment from a non-SCU company, requesting services from a non-SCU company, or reserving space at a non-SCU venue (i.e. hotel, restaurant), then your organization needs to have a contract with that company. Some companies may have their own contracts. Such companies include (but are not limited to):
- Catering companies or restaurants
- Sound and lighting companies
- Staging companies
- Bus companies
- Venues such as hotels, banquet halls, and rental properties
W-9 IRS Form
If an individual or company is being contracted via an Engagement Agreement or Vendor Agreement and is being paid, then this individual or company (also called "payee") needs to be in the Accounts Payable system. If a payee is not in the system yet, then the payee needs to complete a W-9 IRS Form. And if a payee is already in the system, then no W-9 IRS Form is needed.
The W-9 IRS Form accompanies all other payment forms including (a) the Engagement Agreement or Vendor Agreement, and (b) the Payment Request Form (for Chartered Student Organizations or CSOs only) or Expense Request Form (for Registered Student Organizations or RSOs only).
>>> W-9 IRS Form
Depending on the level of risk associated with your event featuring a speaker, performer, and/or vendor, proof of insurance may be required. The CSL staff will consult with you to determine if the performer, speaker, and/or vendor needs to have insurance.