Uploading Campus-Specific Contract Language TemplatesJune 4, 2018

Webinar Purpose

To enable Campus Template Owners to load and manage campus contract language templates in CalUsource.

Webinar Purpose

Who: Campus Template Owners

What: Load and manage campus-specific* contract language templates

Where: CalUsource

Why: So Contract Authors can utilize the most up-to-date templates when authoring a contract

*Note: this is only campus-specific templates. System wide templates are managed and uploaded on behalf of campuses.

Webinar Key Terms

Contract Language Template: Standard templates that your campus uses. Some examples include: nursing agreement templates, charter vessel agreement templates, etc. All system wide templates are already in the tool.

Webinar Key Terms

Variable: Field that “pulls” information entered by contract author directly into the actual contract language document.

Agenda• How To: Upload a campus contract language template• How To: Modify an existing campus contract language

template• Next Steps

How ToUpload a Campus Contract Language Template

How to Upload a Campus Contract TemplateWhat this will allow you to doLoad any specific contract language templates for easy contract authoring.

When you would want to use thisYour campus has a campus-specific template (i.e. non-system wide)

Uploading a Campus Contract Template

Step 1: Confirm you are the Template Owner* for your campus

UC Campus Template OwnersUC Berkeley: Mike Murphy, Carl Di GiorgioUC Davis: Steven Kobayashi, Mike Morgan, and Kelly GilmoreUC Irvine: Shelia ThomasUC Los Angeles: Rhodora Antigua, Bobby RichardsonUC Merced: Josh DubroffUC Riverside: Gae PurvisUC San Diego: Mary Chiu, Linda LunaUC San Francisco: David PendergastUC Santa Barbara: Calli PriceUC Santa Cruz: Rex Chung, Mike Steele

CSU Campus Template OwnersCal Maritime: Lorrie Dineen-ThackerayCal Poly Pomona: Debra Garr, Lorraine RodriguezCal Poly SLO: Cody VanDorn, John SageCal State Fullerton: Michael Pruitt, Sergio RodriguezCal State LA: Thomas Johnson, Pedro Diaz, Angela Warren, Alex RosalesCal State Monterey Bay: Art Evjen, Michael PhillipsCal State Northridge: Deborah Flugum, Suellen Martensson, Brian BerryCal State San Bernardino: Marie TorresCSU Bakersfield: Kathy Villa, Marina ManzanoCSU Channel Islands: Katharine Hullinger, Ilene Mehrez, Rhonda FlorickCSU Chico: Sara RumianoCSU Dominguez Hills: Sally Yassine, Richele Lewis, John TamuraCSU East Bay: Chris Lam-VazquezCSU Fresno: Brian Cotham, Tom Siechert, Lorrie WestcottCSU Long Beach: Malia Kinimaka, Greg Williams, Charles Martines, Andrew CalderonCSU San Marcos: David Taylor, Virginia BermanCSU Stanislaus: Karen MeadeHumboldt State: Tawny FlemingSac State: Rebecca Ann Dunlop, Michelle Bianco, Chris Wessendorf, Leah Davis, Dale Clack, Kimberley HolmbergSan Diego State: Bruce PetrozzaSan Francisco State: Megan Dobbyn, Rabea Woerthwein-MackSan Jose State: Sara Bonakdar, Barbara Keltner, Chrichelle McCloud, Silvia Sosa, Kathleen PruntySonoma State: Jenifer Barnett, Ming-Lan (Joy) Sun

Uploading a Campus Contract Template

Step 2: Click on ‘Manage’ button from homepage

Uploading a Campus Contract Template

Step 3: Open Up Template Management

Uploading a Campus Contract Template

Step 3: Open Up Template Management

Uploading a Campus Contract Template

Step 3: Open Up Template Management

Uploading a Campus Contract Template

Step 3: Open Up Template Management

Uploading a Campus Contract Template

As a template owner, you have visibility into templates across the UC and CSU system.

Please only modify templates that your campus owns.

Uploading a Campus Contract Template

Step 4: Create Language Template

Uploading a Campus Contract Template

Step 5: Complete Setup Information and Save

Uploading a Campus Contract Template

Step 6: Upload Contract Template

Uploading a Campus Contract Template

Step 6: Upload Contract Template

Uploading a Campus Contract Template

Step 7 (Optional): Modify Template

Uploading a Campus Contract Template

Step 7 (Optional): Modify Template

Uploading a Campus Contract Template

Step 8 (Optional): Embed Variables

Uploading a Campus Contract Template

Step 8 (Optional): Embed Variables

Uploading a Campus Contract Template

Step 8 (Optional): Embed Variables

Uploading a Campus Contract Template

Step 8 (Optional): Embed Variables

Uploading a Campus Contract Template

Step 8 (Optional): Embed Variables

Uploading a Campus Contract Template

Step 9: Save and Publish

Uploading a Campus Contract Template

Step 9: Save and Publish

Uploading a Campus Contract Template

Step 9: Save and Publish

Uploading a Campus Contract Template

Step 10: Finalize Template

Email the CalUsource Help Desk* and provide the following info:

Template NameTemplate NumberYour CampusContract Type(s)

*support@ucprocure.zendesk.com

Uploading a Campus Contract Template

Step 10: Finalize Template

CalUsource Help Deskwill work with softwareprovider to finalize publishing the template.

You will receive an email notification once complete!

*support@ucprocure.zendesk.com

Uploading a Campus Contract Template

Step 11: Template is available to campus!

How ToModify an Existing Campus Contract Language Template

Modifying an Existing Campus Contract Language Template

What this will allow you to doMake updates, as needed, as your template language changes.

When you would want to use this• Any change is made to your template (can be caused by policy,

business decision, etc.).

Modifying an Existing Campus Template

Step 1: Click on ‘Manage’ button from homepage

Modifying an Existing Campus Template

Step 2: Open Up Template Management

Modifying an Existing Campus Template

Step 2: Open Up Template Management

Modifying an Existing Campus Template

Step 2: Open Up Template Management

Modifying an Existing Campus Template

Step 2: Open Up Template Management

Uploading a Campus Contract Template

As a template owner, you have the ability to change templates across the UC and CSU system.

Please only modify templates that your campus owns.

Modifying an Existing Campus Template

Step 3: Open template that needs to be updated

Modifying an Existing Campus Template

Step 3: Open template that needs to be updated

Modifying an Existing Campus Template

Step 3: Open template that needs to be updated

Modifying an Existing Campus Template

Step 4: Edit Language

Modifying an Existing Campus Template

Step 4: Edit Language

Modifying an Existing Campus Template

Step 4: Edit Language

Modifying an Existing Campus Template

Step 5: Save & Publish

Modifying an Existing Campus Template

Step 5: Save & Publish

Modifying an Existing Campus Template

Changes are automatically made!

Next Steps

Frequently Asked QuestionsQ: How do I delete a template I created accidentally?A: Please contact the CalUsource Help Desk for assistance.

Q: Why insert a variable to the template?A: By inserting the variable into the master contract template, this saves your contract authors work from entering the information (or inserting the variable) manually every time.

Q: How does my campus reassign the Contract Template Owner to someone else?A: Please email the CalUsource Help Desk and cc your CPR requesting the change be made.

*Key Suggestion*

Play in CalUsource Test, first! By doing so, you will be able to create multiple versions and make mistakes, before doing it in the real site.

Please contact your CPR for the template owner login and URL.

Available ResourcesWebinar-Specific Resources (on website by 6/8) • Recording of this Webinar• This Slide Deck

General Resources Available• Contracts Video Briefs within the CalUsource platform• CalUsource Website: training recordings, QRGs, etc.• Process Issues: Contact your Campus Primary Representative• Technical Issues: Contact the UCOP Zendesk,

support@ucprocure.zendesk.com

Questions?Please type into the chat box