UNIVERSITY GUEST PRESENTER MERCHANDISING ADDENDUM

Table of Contents:

• Purpose
• General Information
• Exhibit and Instructions
• Form Requirements
• Number of Copies and Ultimate Distribution
• Where To Send Completed Forms
• Contact Information
• Cross References

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Purpose:

The University Guest Presenter Merchandising Addendum is for merchandise sales related to the rendering of personal services for a scholarly engagement on the property of The Pennsylvania State University or on property arranged for by the University. The University Guest Presenter Merchandising Addendum is an addendum to the University Guest Presenter Agreement. Both must be completed if the Guest Presenter is requesting permission to sell merchandise.

Temporary business process: If the Guest will be selling merchandise, the PDF version of both the University Guest Presenter Agreement AND the University Guest Presenter Merchandising Addendum must be completed. The Adobe Sign electronic form cannot be used due to the fact that the Merchandising Addendum is not yet available in Adobe Sign. The Business Area must verify with the Guest if they will be selling merchandise before completing the form, as this information impacts which version is to be completed.

Solicitation or sale of merchandise by Guest Presenters, Lecturers, and/or Speakers is prohibited without the prior approval of the University.

General Information:

The University Guest Presenter Merchandising Addendum is an agreement between a third-party and the University allowing the Guest Presenter to sell merchandise while appearing at a University event and as such, requires "legal signatures." The Adobe fill-and-print version of the form will not have signature form fields. It is the responsibility of the University employee sending the agreement to the Artist to complete the agreement fully before sending it. It is permissible to complete the contact information within the signature section of the Agreement, but it is important to note that the agreement should not be signed by the University official until AFTER the Artist has signed the form.

The University Guest Presenter Merchandising Addendum must be submitted, along with the University Guest Presenter Agreement, using the Procurement Contract Request Intake Form before payment is processed.

Exhibits and Instructions

This form has fill-and-print form fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Documents to PDF Documents for details.

To view a printed version of these instruction, click exhibit link below:

University Guest Presenter Merchandising Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Accessing GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available, at no cost, to all Penn State students, faculty, and staff members. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any form instruction page on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see exceptions below), it will be necessary to convert these web-based documents to PDF documents (see Converting Web-based Documents to PDF documents section).

Converting Web-based Documents to PDF Documents:

There are two (2) options available to download forms:

Option 1 - To create a PDF for this document (and only this document):

• Click the download icon located in the upper right-hand corner of the web-page
• Select a location to save the document where you will be able to locate the document
• Click Save
• Open the document from the saved location

Option 2 - To change system settings to always open documents with Adobe:

• Click the download icon located in the upper right-hand corner of the web-page
• Select a location to save the document where you will be able to locate the document
• Click Save
• The file will appear in the bottom left-hand corner of your browser window. Click the small up arrow to the right of the file name
• Click the "Always open with system viewer" option
• The form now opens as a PDF and can be completed
• All PDF files will now open in a separate window in Adobe

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple pdf documents into a single document for submission. In those instances, complete the following steps:

• Click on the appropriate form in GURU
• Complete the fill-and-print boxes on the web-based form
• Click the printer icon located in the upper right-hand corner of the screen
• Change Destination to Microsoft Print to PDF using the drop-down arrow
• Click Print at the bottom of that panel
• Enter a file name in the box at the bottom of the pop-up window and be sure to select a location where you will be able to relocate the document
• Click Save

Repeat this process for each document that will be combined.

• Open one of the completed pdf documents and on the far right select combine files
• Click Add Files and select the files to be combined
• Click Combine

Clearing Fill-and-Print Form Fields:

This form has the "Clear Form" Bookmarks enabled. To clear ALL form field entries:

• If left-hand column is not displayed when the document is opened, click the small arrow located at about the mid-point of the left-hand side of the screen to reveal the column
• Click "Bookmarks" (looks like a ribbon)
• Click "Clear Form"

If you encounter any difficulties, contact the GURU support staff by submitting a Technical support form request.

Number of Copies and Ultimate Distribution:

*Transitory Copy - University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineated on the Records Retention Schedule.

Where to Send Completed Forms:

The fully executed (approved) University Guest Presenter Merchandising Addendum is uploaded to SIMBA or SAP Concur, along with the fully executed (approved) University Guest Presenter Agreement as supporting documentation to the transaction.

Contact Information:

For questions or additional details on the University Guest Presenter Merchandising Addendum, please contact the Office of Central Procurement.

To request changes to the form, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Form.

Cross References:

• Policy AD35 University Archives and Records Management
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility

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