Special Approvals by Department

The following departments may needs to approve special contracts and activities.

You can also review special approvals by category.

• Facilities Development and Operations (FD&O)

  • Fixtures, Furniture and Equipment (FF&E) items require FD&O written approval before submitting a requisition and installing the FF&E item. This process starts with a permit application [pdf] sent to FD&O for their review/approval.

    If you need to use an SJSU Building or Facilities for a scheduled event, please submit a FD&O Facilities Request.

    If you want to use new chemicals, they must be reviewed by the campus Chemical Hygiene Officer. Please submit the Hazardous Materials Request Form [pdf].

    If you have questions about these processes, please reach out to FD&O.

• Office of Research

  • Research Projects that require a Letter of Intent, Material Transfer Agreement, Non-Disclosure Agreement, or other agreements must be reviewed and approved by the Office of Research.

    For more information see their Forms and Policies.

• Information Technology

  • Information Technology must review all Information and Communication Technology (ICT) purchases for:

    1. Accessibility to ensure Section 508 compliance.
    2. Adherence to data security standards.
    3. Feasibility and integration.

    We recommend that departments complete a Technology Requisition Impact Assessment (TRIA) form before submitting a requisition.

• Research Foundation

  • Contracts involving Intellectual Property must be reviewed and approved by the Research Foundation.

    For more information on intellectual/creative property, including patents, copyright, trademarks, or trade secrets, please refer to Intellectual Property.

• Risk Management

  • Risk Management ensures compliance with insurance requirements to protect the university’s people, property, and financial resources. For more information, see Facility Use and Special Events.

• University Marketing and Communications

  • To ensure consistency in University branding to the public, logos and university marks must be approved by University Marketing and Communications before submitting a requisition.

    For more information, see Using SJSU's Name and Identity.

• University Personnel

  • Contracted Services

    All requisitions for contracted services that could potentially be performed by a CSUEU staff member must be reviewed and approved by UP Compliance to:

    • Ensure there is no favoritism in the acquisition of goods and services
    • Comply with conflict of interest policies
    • Verify the contractor is complying with IRS guidelines.

    Should the contract meet or exceed 180 days, a meet and confer with the CSUEU may be required. Notice to the Union is required by the 120 day mark.

    If the contracted service is outside the scope of the bargaining units, then departments do not need University Personnel approval.

    Independent Contractors

    Campuses must comply with State/Federal laws and CSU policies regarding the proper classification of employees and independent contractors. Misclassification of a worker as an independent contractor can result in considerable wage and benefit obligations, financial penalties, tax consequences, and other liabilities.

    Departments should review the requirements listed on Independent Contractors when they are considering using a current vendor in our system or onboarding a new independent contractor.

• University Police

  • Special University Events and Student Organization Events may require event security. Please submit a Special Event Request Form.

    For more information, see the Special Events Policy and Student Organization Events Policy.