Agreements and contracts

Agreements (also known as contracts) by Extension programs must follow appropriate University protocols, comply with University policies, and be transacted properly.

• The University of Minnesota’s legal needs are complex and varied. Agreements define a mutual written understanding of each organization’s obligations and help protect the legal interests of the University and the other party.

• Extension volunteers and employees do not have the authority to sign an agreement or take any actions that bind the University. The President of the University of Minnesota delegates signature authority to specific individuals in each college. In Extension, the official signers are Beverly Durgan, Tamie Bremseth and Madonna Monette.

• If you have questions about contracts for Master Gardener events and programs, contact mgweb@umn.edu.

Choosing an agreement

To help facilitate the agreement process, the Office of General Counsel (OGC) has created standard University-wide agreements as well as agreements specifically approved for Extension’s use. It is important that we use these agreements wherever possible.

When the University doesn’t have an applicable standard agreement available or the business or organization is unwilling or unable to use a standard agreement, the business or organization agreement may be accepted by the University. Prior to signature, a detailed review is required by Extension Finance and Planning, University subject matter experts and/or OGC. Changes and/or addendums may be necessary. Typically, this review takes 2-3 weeks to complete.

If the standard agreements do not accommodate the activity you are planning, contact mgweb@umn.edu. The team will work with you to identify an appropriate agreement.

UMN Extension standard agreements

• Program and service delivery contract: The delivery of workshops, programs, and professional services is core to the mission of Extension. Agreements are used to clarify the responsibilities of each partner/organization, rights to educational materials and participant data, financial commitments, and legal liability. Best practice is to enter an agreement whenever work is being conducted with or for another organization.

• Equipment use: When it is necessary for Extension to borrow or rent equipment for use in program delivery or day-to-day operations,  standard agreements are available. 

• Space rental:  Extension uses a variety of facilities for hosting programs. For example, facility use agreements are used for reserving space at hotels, retreat centers, community centers, libraries and other university facilities.  Use Agreements and Liability Waivers are only necessary when the property owner requires an agreement. The Extension employee using the space is responsible for asking the landlord if a form or agreement is needed to use the facility/garden and, if so, asking if they will accept the standard University facility use agreement, OGC-SC625.  If a public facility requires that all participants sign a Liability Waiver, they almost always provide it

• Off-campus private property facility use:  Complete  OGC-SC625 for University events held on private property. The agreement is designed to protect the facility owner and the University.  For example, "Paragraph 7 Responsibility" clarifies that the University will be responsible for damage, loss, or injury during their event except to the extent caused by the willful or negligent act or omission of the facility owner.  It is the decision of the facility owner if they would like an agreement to be completed.

  • The University does not require Extension to have an agreement if all of the following apply: the landlord does not require a written agreement; the landlord does not require proof of insurance; the total estimated value of the rental is under $2,500, and use of the facility will not exceed 3 days for an individual event. 

  • OGC-SC625, a short-term facility use agreement, is used if the owner is maintaining control of the garden. The Master Gardeners may be in the garden for up to 50 days between the first and last day of the agreement.  The dates that the University (the MG) is using the garden need to be documented -- not necessarily on the agreement but in a planned method (e.g. electronic calendar for the county program). A new agreement would need to be entered with the homeowner annually.  

  • A lease is when the facility or land (e.g. the garden) will be used 50 more days during a year (starting with the first day of the lease) and/or the facility use is continuous and exclusive, and no other organization, including the owner, will use that space.  There isn't a standard lease agreement but the real estate office has developed several for Master Gardeners.  

• Waivers and releases: A release and waiver informs participants of the risk involved in certain activities and protects the University from liability. Unlike other agreements, waivers and releases do not need to be routed for review and signature but should be maintained by the Extension employee.

• Additional agreements: There are other agreements available in the University Contracts Library. An example of one most likely to be used by Extension is a speaker agreement.

• Please contact mgweb@umn.edu if you have any questions about agreements.

Processing the agreement

Once the appropriate agreement is selected, Extension staff complete and route the agreement for review and signature. Be sure to allow sufficient time prior to an event for agreements to be routed, reviewed and approved. 

• Standard University agreements will take 1-2 days for approval.

• Non-UMN agreements may take 2-3 weeks for review and approval.

Questions? Contact mgweb@umn.edu. Staff can find information related to agreements on the Extension intranet.