Systems and Procedures
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
The University Release and Indemnification Agreement has been converted to an Adobe Sign electronic form. Please contact the Adobe Sign Team for access to the Adobe Sign website and for training (see the Adobe Sign Electronic Form information below).
The University Release and Indemnification Agreement is to be used by non-University groups (hereafter referred to "Organization") using University facilities to protect the University from liability.
The Organization requesting use of University facilities must return the signed University Release and Indemnification Agreement along with the Certificate of Insurance to the Campus/College contact person.
The issuing office must forward a copy of the signed agreement along with the Certificate of Insurance to Central Procurement at least two (2) weeks prior to the date of the event (see New Contracts Training and Support for complete details). The issuing office retains the original and the Organization's Certificate of Insurance.
Please contact Risk Management with any insurance questions for non-University groups.
Refer also to Policies:
The electronic form is completed and sent by the business area.
Please complete the E-Signature - Service Now Request to request access to Adobe Sign.
Once access to Adobe Sign has been granted, access Adobe Sign using Adobe Sign Login.
When completing the form in Adobe Sign, the end-user will be required to update the name of the form to include the facility name and date of use (i.e., University Release and Indemnification Agreement Arboretum 9/25/2050). This naming convention is to ensure that previous requests are not written over. Every recipient (and cc'd recipients) on the agreement will receive an auto-generated email at the completion of the agreement. This email will include a link to View/Download/Print the completed agreement.
There are no exhibits associated with this document.
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. Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website contains complete details on creating and processing form templates.
The Adobe Sign version of the University Release and Indemnification Agreement is the vetted and approved form template. The Adobe Sign website must be accessed and a new electronic form submitted for each request. This allows for an electronic audit trail and record retention.
| Document: | Ultimate Distribution: | Retention Periods: | Disposition Method: |
|---|---|---|---|
| Original and Organization Certificate of Insurance | Issuing Office | End of fiscal year +2 years | Paper document = Secure Bin disposal or shred Electronic Document and Data = delete and empty computer recycle bin |
| Copy* | Contract Review Team in Procurement Services | End of fiscal year +2 years | Paper document = Secure Bin disposal or shred Electronic document and data = delete and empty computer recycle bin |
*Transitory/Disposable Records are 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 Records as delineated on the Records Retention Schedule.
The issuing office is responsible for retaining the official University Record (original agreement and the Organization's Certificate of Insurance) as stated in the distribution table (above).
For questions or additional details, please contact Central Procurement.
To request changes to this form, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Request form.