External Parties

• OPPENA will ALWAYS initiate and coordinate the signature process for its signature once terms are finalized.
• OPPENA ALWAYS utilizes its own Contract Management System, DocuSign platform, to obtain signatures.
• As a North Carolina state agency, policy requires UNC to sign contracts last.
• You will be made aware of the proposed contract terms prior to the contract being submitted to OPPENA for review.
• Prior to a contract being submitted to OPPENA, you will be notified by the Department Approved Requestor (DAR) that you will receive communications directly from OPPENA during the contract review and negotiation phases.
• OPPENA will contact you for review and negotiation of a contract prior to execution. During the process of contract negotiations, OPPENA will follow up with you on a routine basis and inquire about the status of your review.
• To ensure a streamlined process and in compliance with existing policies, UNC will routinely require use of its own templates.
• Faculty and staff need University approval to engage in professional activities outside their duties to the University.

• You will work with UNC faculty, leadership, and other internal stakeholders to gather information and confirm details of the contract.

• A SOM Designated submitter (DAR) completes a request as soon as the contract is available or as soon as the terms are agreed upon by all parties.

• OPPENA reviews the request and drafts/reviews the contract.
• OPPENA will reach out to you via the Docusign Contract Management System with edits or an initial draft for your review.
• OPPENA will work with you to finalize a draft.

• OPPENA will route the agreement to you for signature via Docusign.
• Following OPPENA signature, you will automatically receive a copy of the fully executed agreement via a Docusign email notification.

• Affiliation Contracts for the purpose of furthering training, education or clinical experience of students and interns.
• Professional Service Contracts – Non-clinical Services for non-patient care activities such as technical assistance, program support, quality assurance and continuing medical education (CME) events.
• Educational Grant Contracts and Event Exhibitor Contracts for the purpose of vendor support of SOM educational activities.
• Teaching/Training Contracts for faculty and staff to conduct or participate in external seminars, presentations, etc., and/or provide consultation.
• Medicolegal Contracts for faculty members in the Departments of Psychiatry and Physical Medicine & Rehabilitation to provide medicolegal review and related work.
• Licensing, Certifications for supporting program documents, including state and federal certifications.

• Who submits contracts to OPPENA for review?
  Only Department Approved Requestors (DARs) are permitted to submit contract review requests to OPPENA. Departments are aware of their DARs. DARs have general knowledge about the contract process and can assist you with University processes.
• What information is needed for the submission process?
  DARs will need to know information such as your legal name, whether you are a United States entity, start date of an agreement, payment terms, etc.
• What is the timeline for review of a contract?
  It depends on the completeness of the information we receive, our current volume, your responses, etc.
• Who is authorized to sign contracts for SOM?
  OPPENA has signature authority for SOM. SOM Staff and/or faculty are not authorized to sign contracts on SOM’s behalf.
• What does each OPPENA operational status mean?

OPPENA has a three-tier status system reflecting volume impacts:

1. 1. Routine Status: This indicates we are processing requests at normal levels and will respond accordingly.
   2. Elevated Status 1: This indicates higher than normal volume impacts. Response times may be slightly delayed.
   3. Elevated Status 2: This is the highest status and indicates sustained and prolonged volume impacts. During this time, response times may be delayed.