Total Contract Management (TCM) Processing Affiliation Agreements

These instructions show how to set up a facility and contract in Mountaineer Marketplace to enable WVU Students/Residents to go to another facility, and students/residents from another facility to come to WVU.

Instructions

WVU Students/Residents Going to Other Facilities

1. Locate a facility for the rotation.

2. Determine if the other facility will use WVU’s template or if it will require that WVU use its own template.

3. Access Mountaineer Marketplace.

4. In the icon bar on the left-hand side of the page, hover over Contracts, and select Search Contract Parties.

5. Search in either the default field (Simple Search) or Advanced Search.

6. After locating a contract party, be sure that it is listed as Inactive when you hover over the red X to the left of the party’s name. The contract party you use must be inactive and not be available for shopping.

   1. Mountaineer Marketplace has two types of contract parties:

      1. An affiliation agreement and is marked “inactive” for shopping.  The contract party is called a “Partner.” These contracts are noted by a red X. These are the only ones to use for the contract party.

      2. A shopping contract and is marked as “active.” The contract party is called a “Supplier.” These contracts are noted by a green check mark.

7. If:

   1. You locate the contract party in Mountaineer Marketplace AND

   2. The contract party is noted by a red X so is considered a Partner AND

   3. The other facility has agreed to use the WVU Template, THEN

      Create the contract in Mountaineer Marketplace using the directions in Creating a Contract in Mountaineer Marketplace and follow the directions for using the template. The approved

      WVU template is already in Mountaineer Marketplace.

8. If:

   1. You locate the contract party in Mountaineer Marketplace AND

   2. The contract party is noted by a red X so is considered a Partner AND

   3. The other facility does not agree to use the WVU Template and wants you to use their template, THEN

      Create the contract in Mountaineer Marketplace using the directions in Creating a Contract in Mountaineer Marketplace and follow the directions for uploading the contract from the other facility​​​​​​​.​​​​​​​

9. If the contract party is not listed in Mountaineer Marketplace, contact the General Counsel’s office at LegalServices@mail.wvu.edu or 304-293-7286. You will need to provide the following information about the other facility so that the General Counsel’s office can enter the information into Mountaineer Marketplace:

   1. Legal Contract Party Name (As an example, WVU’s legal name is West Virginia University Board of Governors on behalf of West Virginia University.)

   2. Country of Origin, if an international rotation

   3. Address

   4. Name of the person authorized to sign on behalf of the facility (As an example, Dr. Clay Marsh is the only person authorized to sign any agreement for Health Science Center schools at WVU)

   5. Term of the agreement (We prefer a 5-year term so that other students might also use the facility but will agree to the term that the other facility wants to use).

10. After the Legal Counsel’s office enters the contract party into Mountaineer Marketplace, follow the steps in Creating a Contract in Mountaineer Marketplace.

Students/Residents From Other Facilities Coming to WVU

Because of the unique structure of the relationships at WVU, the other facility will have to use the WVU template. The template will be a multiparty agreement that includes as an example, WVU, WVU Hospital (“WVUH”), WVU Medical Corporation (“UHA”), and the other facility.​​​​​​​

1. Arrange the rotation for the student/resident to come here.

2. Contact the General Counsel's office at LegalServices@mail.wvu.edu or 304-293-7286. You will need to provide the following information about the other facility so that the General Counsel's office can enter the information into Mountaineer Marketplace:

   1. Legal Contract Party Name (As an example, WVU's legal name is West Virginia University Board of Governors on behalf of West Virginia University.)

   2. Country of origin, if an international rotation

   3. Address

   4. Name of the person authorized to sign on behalf of the facility (As an example, Dr. Clay Marsh is the only person authorized to sign any agreement for Health Science Center schools at WVU.)

   5. Term of the agreement (We prefer a 5-year term so that other students/resident might also come here but we will agree to the term that the other facility wants to use.)

3. The General Counsel’s office will create the contract and return to you.

4. Follow the directions for requesting a contract in Mountaineer Marketplace in Request a Contract in Mountaineer Marketplace.