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Initial State | During This State… | To Move to the next State… | Next State |
|---|---|---|---|
(No State) | Any user can create a new agreement. | The agreement is saved in the system. (The user creating the new agreement clicks Continue on the first page of the agreement form or Save at the bottom of the page.) | Pre-Submission |
Pre-Submission | The PI, assigned PI proxy, or Primary Contact can edit the agreement. The PI, assigned PI proxy, Primary Contact, or an Agreement Manager or Reviewer belonging to the office associated with an agreement can add ancillary reviewers (e.g., department reviewers) to the agreement. Note: By default, the person who creates an agreement is the assigned Primary Contact of that agreement. If the Primary Contact is replaced by someone else then the person who creates the agreement will have read or write permissions only in the Pre-Submission state. | The PI, assigned PI proxy, the Primary Contact, or an Agreement Manager or Reviewer belonging to the office associated with an agreement submits the agreement to the agreement office. | Unassigned |
Unassigned | Agreements Reviewer (REV) reviews the agreement. | REV Agreements Reviewer takes ownership of the agreement or assigns it to another user. | Internal Review |
REV Agreements Reviewer requests clarification from the PI about the agreement submitted. | Clarification Requested | ||
Clarification Requested | The PI, assigned PI proxy, Primary Contact, or an Agreement Manager or Reviewer belonging to the office associated with an agreement can edit the agreement in response to the reviewer’s clarification request. | The PI, assigned PI proxy, or the Primary Contact submits changes and responds to the reviewer’s clarification request. | Unassigned or Internal Review (returns to the state in which the clarification request was made). |
Internal Review | REV Agreements Reviewer can generate the agreement for review. REV Agreements Reviewer can edit the agreement or upload a revision. REV Agreements Reviewer can e-mail the agreement to other Agreements software users to review. REV Agreements Reviewer can set up correspondence reminders to follow up with internal, 3rd party, or ancillary reviewers. REV Agreements Reviewer can add ancillary reviewers of their reviews (if present) and update ancillary reviews. | REV Agreements Reviewer moves the agreement to External Review. Note: REV Agreements Reviewer will move the agreement back and forth between Internal and External Review to reflect who is reviewing the agreement. | External Review |
When all parties agree on the agreement language and all the required ancillary reviews are completed, the REV Agreements Reviewer approves the language. | Language Finalized | ||
External Review | Same as Internal Review. | REV Agreements Reviewer moves the agreement to Internal Review. Note: REV Agreements Reviewer will move the agreement back and forth between Internal and External Review to reflect who is reviewing the agreement. | Internal Review |
When all parties agree on the agreement language and all the required ancillary reviews are completed, the REV Agreements Reviewer approves the language. | Language Finalized | ||
Language Finalized | REV Agreements Reviewer can upload the final version of the agreement for signature (or confirm final agreement is in the system). REV Agreements Reviewer can convert the agreement to a PDF if the agreement should be watermarked before signing. | If WVU will sign first, REV Agreements Reviewer routes the agreement for signature. | Internal Signature |
If a 3rd party will sign first, REV Agreements Reviewer sends out the agreement for signature. | External Signature | ||
Internal Signature | REV Agreements Reviewer can upload the final version of the signed document if wet ink signatures were obtained. REV Agreements Reviewer can convert the agreement to a PDF (if not done before receiving signatures).
| Once all internal signatures are received, REV Agreements Reviewer sends the agreement out to the 3rd party for signature. | External Signature |
REV Agreements Reviewer moves the agreement to Internal or External Review. | Internal Review or External review | ||
When all signatures have been received, REV Agreements Reviewer activates the agreement (or approves if an amendment). | Active (“Approved” for amendments) | ||
External Signature | Same as Internal Signature. | Once the 3rd party signatures are received, REV Agreements Reviewer routes the agreement for internal signatures. | Internal Signature |
REV Agreements Reviewer moves the agreement to Internal or External Review. | Internal Review or External review | ||
When all signatures have been received, REV Agreements Reviewer activates the agreement (or approves if an amendment). | Active (“Approved” for amendments) | ||
Active | REV Agreements Reviewer can terminate the agreement. The PI, assigned PI proxy, the Primary Contact, or an Agreement Manager or Reviewer belonging to the office associated with the Agreement can create an amendment, provided there is no other active amendment to this agreement. |
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