Contract Review Policy

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Legal Affairs
Contract Review Policy
MBZUAI-LGL-CRP- POL-V1.0
Effective Date 19/07/23

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Table of Contents
1. Document Control Information ............................................................................................................ 3
2. Glossary of Terms.................................................................................................................................. 3
3. Introduction .......................................................................................................................................... 4
4. Objective ............................................................................................................................................... 4
5. Scope ..................................................................................................................................................... 4
6. Contract Review Policy.......................................................................................................................... 4
6.1. Legal Review Process ................................................................................................................... 4
6.2. Approval of Contract Templates.................................................................................................. 6
6.3. Contract Approval Process and Signature ................................................................................... 6
6.4. Contract Performance Monitoring .............................................................................................. 7
7. Related Documents ............................................................................................................................... 8
8. Version History ...................................................................................................................................... 8

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Department Legal Affairs Approval Date 19 Jul 2023
Policy Number MBZUAI-LGL-CRP- POL-V1.0 Revision Date 19 Jul 2025
Policy Contract Review Policy Policy Owner Legal Affairs
1. Document Control Information
Document Name Contract Review Policy
Reference Number MBZUAI-LGL-CRP- POL-V1.0
Department Name Legal Affairs
Owner/ Updated – Developed by General Counsel
Version Number 01
Approval Date 19 Jul 2023
Approved By President
Date of Last Review
Date for Next Review 19 Jul 2025
For Office Use – Keywords for search function
Policy Review
Person responsible Workflow Date
General Counsel/Legal Initiate 15 Jun 2023
Head of IEQA Review 15 Jun 2023
President Endorse 19 Jul 2023
2. Glossary of Terms
Term Definition
Authorized Signatory(ies) The individuals authorized by MBZUAI to sign Contracts on its behalf in
accordance with the Delegation of Authority document.
Contract(s) Any legally binding agreement entered by MBZUAI with the third party
Contract Owner
The individual responsible for initiating and managing the contract on behalf
of MBZUAI, and may refer to “End-user or Procurement officer or
Requester”
Contract Template(s) All contract templates developed and approved by the Legal Affairs
Department
Contract Lifecycle the process under which a contract is initiated, reviewed, sent for signature,
executed, and potentially renewed.

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Department Legal Affairs Approval Date 19 Jul 2023
Policy Number MBZUAI-LGL-CRP- POL-V1.0 Revision Date 19 Jul 2025
Policy Contract Review Policy Policy Owner Legal Affairs
3. Introduction
The Contract Review Policy ("Policy”) establishes a guideline for the review and approval of Contracts within
the University. It establishes a standardized process for the signature and approval of Contracts at MBZUAI
to ensure that Contracts entered into by the University are aligned with policies and adhere to applicable
laws and regulations.
All departments, and individuals involved in contract management are expected to familiarize themselves
with this Policy and comply with its provisions.
By adhering to this Policy, we contribute to the effective and responsible management of Contracts at
MBZUAI
4. Objective
The objective of having this Policy is to ensure that contracts entered by MBZUAI undergo a comprehensive
and standardized review process.
The policy aims to promote consistency, accuracy, and compliance with legal and regulatory requirements in
Contract management.
5. Scope
This Policy applies to all departments and individuals involved in the review, negotiation, and approval of
Contracts on behalf of the University. It includes all types of contracts, including but not limited to agreements
with suppliers, service providers, individual, consultants, companies, universities, government entities, and
all other third parties.
6. Contract Review Policy
6.1. Legal Review Process
6.1.1. Legal Affairs Responsibility
6.1.1.1. The Legal Affairs Department is responsible for overseeing and conducting Contract reviews.
6.1.1.2. The Legal Affairs Department will provide guidance and advice on legal matters, ensure
compliance with applicable laws and regulations, internal policies, and procedures, and protect
the University's rights.

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Department Legal Affairs Approval Date 19 Jul 2023
Policy Number MBZUAI-LGL-CRP- POL-V1.0 Revision Date 19 Jul 2025
Policy Contract Review Policy Policy Owner Legal Affairs
6.1.2. Contract Owner Responsibility
6.1.2.1. The Contract Owner is responsible for overseeing the entire Contract Lifecycle, ensuring that all
contractual obligations are met, and the interests of all parties involved are protected.
6.1.2.2. The Contract Owner will provide guidance to the Legal Affairs Department, in defining the scope,
objectives, specifications, deliverables, timelines, pricing, and any other requirements of the
Contract and will work closely with the Legal Affairs Department to ensure the contract aligns
with the organizational policies and objectives.
6.1.3. Contract Submission Process
6.1.3.1. All Contracts, and Contract Templates whether newly proposed or existing, must be submitted
to legal using the approved contract review process or platform established by the University.
The submission should include the following information:
a. Purpose and nature of the contract
b. Parties involved and their roles and responsibilities.
d. financial considerations and payment terms
6.1.4. Contract Review Process
6.1.4.1. The Legal Affairs Department will review the submitted contracts to ensure compliance with
applicable laws, regulations, and internal policies. The review may include, but is not limited to,
the following:
a. Identification and assessment of legal risks and liabilities
b. Evaluation of contract terms, conditions, and obligations
e. Assessment of intellectual property rights and confidentiality provisions
6.1.5. Contract Review Outcomes
6.1.5.1. Following the review, the Legal Affairs Department will provide feedback, recommendations,
and suggested changes to the Contract. The Contract Owner should promptly address the
identified legal concerns and incorporate the recommended modifications into the Contract.
6.1.6. Compliance with Contract Review Recommendations
6.1.6.1. All departments and individuals involved in Contract management are responsible for complying
with the recommendations provided by Legal Affairs Department.

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Department Legal Affairs Approval Date 19 Jul 2023
Policy Number MBZUAI-LGL-CRP- POL-V1.0 Revision Date 19 Jul 2025
Policy Contract Review Policy Policy Owner Legal Affairs
6.2. Approval of Contract Templates
6.2.1. Contract Template Review Process
6.2.1.1. The Legal Affairs Department is the only department that is responsible for identifying the need
of creating new Contract Templates.
6.2.1.2. All departments must submit the Contract Templates to Legal for review and approval before
they can be utilized within the University.
6.2.1.3. When a department requires a creation, modification, or utilization of an existing Contract
Template, they must submit a request to Legal that specifies the requirements, purposes, and
key provisions of the proposed commitment.
6.2.1.4. The Legal team shall assess whether an existing Contract Template can be adapted to meet the
requirements or if a new template needs to be created.
6.2.2. Contract Template Approval
6.2.2.1. Following the submission request, the Legal Department shall provide guidance on the correct
template, or specific clauses that should be included to address any legal and regulatory
requirements.
6.2.2.2. The Legal Department shall ensure that the Contract Template is clear, concise, and accurately
reflects the intended purpose and obligations of the parties involved.
6.2.2.3. Upon completion of the review, the Legal Department shall submit the approved revised
Contract Template to the Contract Owner.
6.3. Contract Approval Process and Signature
6.3.1. Contract Approval
6.3.1.1. Once the Contract has been reviewed and any necessary amendments have been made, the
Contract Owner or Legal Affairs Department shall submit the final version of the Contract for
endorsement/approval.
6.3.1.2. The Contract Approval Form, along with the final Contract, shall be submitted to the appropriate
authority for endorsement/approval in accordance with the MBZUAI Delegation of Authority
(“DOA”)
6.3.1.3. Once the Contract has received final approval, the Legal Affairs Department shall instruct and
inform the Contract Owner who has the authority as the Authorized Signatory of the Contract.
6.3.1.4. As a general rule, the Authorized Signatories are either the President, Provost, VP of Research,
or the VP of Corporate Services. The Legal Affairs Department shall provide explicit instructions
for which Authorized Signatory should sign that particular Contract.
6.3.2. Delegation of Authority
6.3.2.1. The Delegation of Authority has clearly defined the endorsement/approval process.

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Department Legal Affairs Approval Date 19 Jul 2023
Policy Number MBZUAI-LGL-CRP- POL-V1.0 Revision Date 19 Jul 2025
Policy Contract Review Policy Policy Owner Legal Affairs
6.3.2.2. The Contract Approval Form shall specify the level of authority required for each Contract,
ensuring appropriate signatories are involved.
6.3.3. Contract Records
6.3.3.1. All contract-related documents, including the Contract Approval Form, final contract, and
associated correspondence, are maintained in a centralized contract repository, with a copy sent
to Legal Affairs.
6.3.4. Training and Communication
6.3.4.1. The Legal Affairs Department can provide training and guidelines on the Contract signature and
approval procedure to all relevant personnel involved in the contract process.
6.3.4.2. Regular communication and updates are shared with MBZUAI community by the General
Counsel to ensure awareness of the process and any modifications.
6.4. Contract Performance Monitoring
6.4.1. Contract Monitoring Responsibility
6.4.1.1. The Contract Owner shall monitor contract performance throughout its duration to ensure all
parties are fulfilling their obligations and shall address any performance issues or disputes
promptly and initiate necessary corrective actions.
6.4.2. Contract Amendments and Renewals
6.4.2.1. The Contract Owner shall evaluate the need for contract amendments or modifications based
on changing circumstances or emerging requirements and collaborate with the relevant
stakeholders to negotiate and finalize changes. All changes or modifications, to the Contract,
require the same management and legal process as set forth herein.
6.4.2.2. The Contract renewal process will follow a similar review process as the initial Contract,
including a legal review, and an assessment of any changes or modifications.
6.4.3. Contract Closure
6.4.3.1. The Contract Owner shall ensure all obligations and deliverables have been fulfilled and
document and archive all relevant contract information, correspondence, and supporting
documentation for future reference.
6.4.3.2. The Contract Owner shall coordinate with the finance department to ensure accurate and
timely payment processing and settlement of any financial obligations.
6.4.4. Disciplinary Action and Penalty
6.4.4.1. Failure to adhere to this Policy or any Legal recommendations may expose the University to legal
risks and could result in disciplinary action.

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Department Legal Affairs Approval Date 19 Jul 2023
Policy Number MBZUAI-LGL-CRP- POL-V1.0 Revision Date 19 Jul 2025
Policy Contract Review Policy Policy Owner Legal Affairs
7. Related Documents
Section Related Document(s)
6.2 Contract Approval Form
6.2 Delegation of Authority
8. Version History
Version number Person responsible Date of change Comments
V1.0 General Counsel 19/07/2023 New Document

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Department Legal Affairs Approval Date 19 Jul 2023
Policy Number MBZUAI-LGL-CRP- POL-V1.0 Revision Date 19 Jul 2025
Policy Contract Review Policy Policy Owner Legal Affairs
Attachment
Attachment: Endorsement/Approvals per DoA
Contract Approval Form
This Contract Approval Form serves as a record of the approval process and should be retained with the Contract
documentation for future reference.
Contract Information
Contract Details Date
Contract Reference
Number
Contract Duration
Contract Type Contract Value
Counterparty
Endorsement
Legal Review [Name, Date, and Signature]
Finance Review [Name, Date, and Signature]
Contract Owner Review [Name, Date, and Signature]
It also could include any additional department and individual that were involved in the
Contract Lifecycle
Authorized Signatory Approval
Risk Level (As determined by Risk Management Policy)
Choose an item.
Name Signature Date
President Approval (if required)
☐Accept ☐Reject Signature
Date
Comments (if any):