WSU FAIS Cobblestone

Glossary

Access Levels: Dictates what a user can do within Cobblestone

  1. Read Only: Allows a user to view items but not change anything throughout the system
  2. Standard: All departmental users outside of  Accounts Payable, Contracts Office, International Programs, Purchasing Services, and Real Estate will be standard users
    1. Director/Chair: This indicates a person who is acting as the primary contact for a specific department.  These users can view all contracts and enter requests for the departments they are responsible for.
  3. Super: Allows more functionality than standard access but less than administrative access
    1. Purchasing: Buyers in Purchasing Services are granted this access level. It allows them to submit requests and create contract records.
    2. Super AP: An Accounts Payable employee who needs to create vendors in addition to handling requests and editing contracts. AP employees making payments on contracts should be in this group.
  4. Administrative: This is reserved for central units (i.e. Accounts Payable, Contracts Office, International Programs, Purchasing Services, Real Estate, and Finance and Administration Information Services (FAIS).)
    1. Contract Administrators: Allows users to create, edit, and delete information from Cobblestone. At least one individual from each central unit should have this level of access.

Affiliation Agreement: see Contract Types

Annual Review Date: The date an agreement needs to be reviewed prior to scheduled expiration/termination in order to determine next steps.

Assigned to: The individual in the International Programs, Purchasing Services, Real Estate, or Contracts Office who will be creating the Cobblestone contract record. This person may or may not also be responsible for red-lining a contract and negotiating with counter party.

Background and Purpose: Provides context and expected work associated with a contract. The information supplied here helps the Review Group determine what additional information is needed and if the request should be accepted, Also assists in identifying the contract by other unique identifying information (i.e. event or project title),

Business Type: On a W-9, the information found in box 3. If you are not uploading a W-9, leave this field blank.

Campus or Location: see Location

Certificate of Insurance:  A document that certifies that a party has insurance. Helps Revew Group identify if Risk Management needs to review the contract and if WSU needs to list the counter party as additional insured or provide evidence of liability coverage.

Client Services: see Contract Types

CNumber: see Contract ID

Contract Category: Indicates the type of document being submitted.

  • Amendment, Addendum, or Renewal – WSU Template: The document being submitted is to update an existing contract that is on a WSU template (i.e. WSU drafted the contract).
  • Amendment, Addendum, or Renewal – Counter Party Agreement: The document being submitted is an update to an existing contract that a counter party sent over (i.e the counter party drafted the document)
  • Amendment, Addendum, or Renewal – Request for Draft: An update to an existing contract is being requested but no document is being submitted. The requesting department is asking that the Review Group draft the amendment, addendum, or renewal to an existing contract.
  • Master Facility Agreement: An agreement that will be used as a template for renting out space (WSU or non-WSU space). This category should only be used for Contracts Office requests.
  • New – Counter Party Agreement: A request for a new contract that utilizes a draft provided from a counter party.
  • New – Request for Draft: A request for a new contract where the requesting department is asking the Review Group to provide a draft.
  • New – WSU Template (no changes): A request that utilizes a WSU template and no changes are being requested to the template.
  • New – WSU Template (with changes): A request that utilizes a WSU template but changes are being proposed to the template.

Contract ID:  The contract number. This number is used to reference payments made on a contract. Also known as the CNumber.

Contract Title: A short name that allows quick searching for a contract (e.g. purchasing a contract management system)

Contract Request: see Request Type

Contract Type: Identifies the contract matter, the reason for initiating the agreement (e.g. an affiliation agreement or an equipment rental agreement).

  • Affiliation Agreements: An agreement between WSU and an entity that will serve as the location at which one or more WSU students will do clinical or field training or an internship as a part of the WSU curriculum.  The term also applies to an agreement between WSU and another educational institution where WSU will serve as the location at which one or more students from the other educational institution will do clinical or field training or an internship as a part of their curriculum.
  • Client Services: Professional or technical services provided to WSU clients (e.g. students, extension clientele).
  • Easements & Rights of Access:
  • Equipment Rental (including Copiers): Renting of equipment for any purpose (includes capital leases)
  • Generic: Any contract that does not fit into another category
  • Interagency: An agreement with another public entity (i.e. federal, state, county, or municipal agency) for collaborative work, or work for hire (see RCW 39.34). An Interagency Agreement is NOT a Facility Use agreements with another state agency.
  • Interlocal: see Interagency
  • International Affiliation (aka Undergraduate Education Abroad Agreement): This agreement identifies the program details involved in a student education abroad experience. It addresses issues such as the selection process, number of students, housing, fees, time period of the program, and program contacts. Education abroad agreements can incorporate third-party providers; exchanges that do not require WSU/partner equivalency figures; or affiliation partnerships.
  • International Articulation: This agreement is known by a variety of names: Articulation, 2+2, 1+3, etc. It allows a student to transfer a defined set of undergraduate courses and credits between the academic program of an international institution and a program at WSU.
  • International Dual Degree: In this agreement, WSU and the partner institution outline the requirements to confer separate Ph.D. diplomas to a student on fulfillment of all the requirements towards the Ph.D. degree at each institution.  This agreement allows both institutions to develop and strength research collaborations through a shared Ph.D. candidate who may conduct part of the doctoral requirements at WSU and at the partner institution.  The student will receive 2 separate diplomas by transferring pre-approved credits from the partner institution to WSU and from WSU to the partner institution, as appropriate. Note: The dual degree is not to be confused with a joint Ph.D. degree in which both institutions are jointly named on a single diploma.
  • International Faculty-Led Trip: This agreement is for faculty-led or group study abroad programs. The information will detail a specific undergraduate education abroad program led by WSU faculty or authorized personnel. It will describe the housing arrangements, fees, time period, course requirements (for credit-bearing programs), contacts, and other information.
  • International Generic Partnership: An International Agreement with legally binding contract terms and conditions that commits WSU and the partner organization to provide specific services and/or activities to be determined between the parties.
  • International Memorandum of Understanding (MOU): A Memorandum of Understanding is a general, nonbinding statement of intent to cooperate and explore collaborative activities between WSU and a partner university, institution, or organization. The MOU provides a simple format to enter into a general agreement and serves as the foundation for more detailed agreements on specific activities.
  • International Programs English as a Second Language (ESL): Through WSU’s Intensive American Language Center (IALC) and other collaborative arrangements, WSU partners with external agencies to facilitate English education classes. These types of agreements will address schedules, terms and conditions to provide the necessary classes and program of study which may include English classes as well as WSU academic courses, time period, and other program content and fees.
  • International Recruitment: An agreement between parties for the purposes of outlining recruitment of international students to WSU from a domestic or international partner.
  • International Student Exchange: An agreement where a specific number of WSU undergraduate students will go on exchange to the international institution and the international institution will send an equal number of students to WSU. It is important that the numbers of students to and from WSU remain equal.
  • International Training or Internship: An agreement between a WSU unit, department, or college to host an international student, faculty scholar, or researcher as an intern or visiting scientist for a defined period of time in a non-degree seeking status. This activity may involve a commitment of university resources, funds, and/or personnel time. The agreement should include a scope of work and budget as appropriate. The agreement also can be modified for use by WSU faculty, staff or students wishing to intern with a partner institution.
  • International Undergraduate Education Abroad Agreement: see also International Affiliation
  • Lease Agreement (Real Property): Outside entities leasing property from the University or the University leasing property from a non-WSU counter party.
  • Lodging and/or Facility Use: An agreement for lodging or renting facilities. Includes rental of facilities for conferences.
  • Maintenance Agreement:
  • Performer or Speaker: An agreement for a non-WSU entity coming to WSU to perform or speak, or for a WSU entity to go elsewhere to perform or speak. The target audience for this kind of an agreement is NOT students or extension clientele (for student and extension clientele audiences, use Client Services).
  • Personal Services: An agreement for a consultant to perform professional or technical services for faculty and staff. Services are to accomplish a specific study, project, task, or other work statement. Contractors provide the University with professional opinions, judgments, or recommendations.
  • Provider Services: 
  • Purchased Services: 
  • Real Property (Purchase & Sale): The purchase or sale of real estate including but not limited to acquisitions of real property (including gifts); dispositions of University real property including sales and exchanges; acquisition, issue, or release of right-of-ways.
  • Revenue: An agreement that generates income for WSU through the selling of WSU products or services.
  • Software Agreement: Agreements that cover use of software, maintenance, and licenses.

Counter Party: The non-WSU organization who will be counter-signing a contract.

Counter Party Email: The email address for someone at the counter party who can answer questions about a contract.

Counter Party Name: The name of somone at the counter party who can answer questions about a contract.

Counter Party Phone: The phone number for someone at the counter party who can answer questions about a contract.

Department:  A division of WSU dealing with a specific subject, commodity, or area of activity.  Is unique and separate from area and unit.

Department Requested by Date: The date a department desires a request to be processed by. Please note, Review Groups will make every effort to process your requests in a timely manner, however, when possible, submit your requests such that the Review Group has 60 days to review and process.

Easements & Rights of Access: see Contract Types

Employee: Someone employed by WSU.

Employer Identification Number (EIN):

End Date: see Performance End Date

Equipment Brand: The equipment manufacturer (e.g. Toyota)

Equipment Model: The type of product purchased (e.g. Camry MX150)

Equipment Rental (including Copiers): see Contract Types

Equipment Serial Number: A unique identification number for equipment piece assigned by manufacturer

Existing Counter Party:

Fund Source:

Fund Subfund:

Generic: see Contract Types

Insurance Required: check if a Certificate of Insurance is required (see Certificate of Insurance)

Interagency: see Contract Types

International Affiliation: see Contract Types

International Articulation: see Contract Types

International Faculty-Led Trip: see Contract Types

International Generic Partnership: see Contract Types

International Memorandum of Understanding: see Contract Types

International Programs English as a Second Language: see Contract Types

International Recruitment: see Contract Types

International Student Exchange: see Contract Types

International Training or Internship: see Contract Types

Involves Data: Indicates that the data security language on a contract needs to be reviewed and vetted.

Lease Agreement (Real Property): see Contract Types

Lessee: see WSU Roles

Lessor: see WSU Roles

Location: The physical location of an event, property, or equipment

Lodging and/or Facility Use: see Contract Types

Maintenance Agreement: see Contract Types

Method of Award: Identifies what type of process the contract has gone through for award (e.g. a competitive process, utilizing a state contract, etc.)

New Counter Party (if needed): The name of a counter party that is not already present in Cobblestone. The Counter Party may already be a known vendor with WSU and have a WSUID. If this is the case, supplying the WSUID will speed processing of your request by Accounts Payable. If you cannot find a WSUID for the counter party AND the agreement involves expenditures, please attach a W-9 to the request. No W-9 is required for agreements that are strictly revenue or have no financial components (i.e. non-financial).

Non-Employees: Individuals participating in the functions covered by a contract who are not paid by WSU.

NTE Amount: the not to exceed amount. If a contract has variable costs, the NTE represents the total of the contract not including the variable costs..

Notify Days: The number of days before the Performance End Date that an email will be sent to the individual assigned to a contract.

Number of Pages:

Number of Payments:

Order Number: For cross-reference, a WSU purchase order or blanket order number (if any) associated with the contract.

Parcel Number: Number assigned to a piece of land by a county. Helps keep track of property within each county’s jurisdiction.

Payment Amount:

Payment Due Date:

Payment Schedule:

Payment Terms:

Performance End Date: The last day a contract is in effect.

Performance Start Date: The date when work on a contract will begin.

Performer or Speaker: see Contract Types

Personal Services: see Contract Types

Provider Services: see Contract Types

Purchased Services: see Contract Types

Purpose: see Background and Purpose

Real Estate Type:

  • Gift: Real property donated to the University. Donation is usually given through the Real Estate Office or the WSU Foundation.
  • Land Acquisition: Purchase of land, real property, or buildings
  • Land Assignment: The assignment of real property to a WSU department or college. All property owned by WSU is assigned to a department or college.
  • Land Disposal: Sale of WSU owned real property or buildings.
  • Lease: An agreement governing the use of space or land. A lease differs from a facility use agreement in that the use is over a continuous and extended period of time.

Real Property (Purchase & Sale): see Contract Types

Real Property Request Form: see Request Type

Recruitment Type:

REID Number: Number assigned to a property by the Real Estate Office. Assists with audits.

Request ID: A unique number distinguishing between different requests

Request Title: A short name that helps quickly identify an appropriate contract when looking at a list of contracts

Request Type: Identifies the general topic your request is related to. This is also synonymous to which office will process your request.

  • Contracts Office Request: Requests related to contracts that Contracts Office reviews (e.g. Affiliation Agreements, Client Services; Lodging and/or Facility Use; Performer or Speaker; Provider Services; Revenue). see also Contract Types for definitions of these agreement types
  • Delegated Authority: Requests for contracts that are signed by WSU employees with delegated authority.
  • International Programs: Requests for any contract that has an international component.
  • Real Property Request Form: Requests related to Real Property (e.g. Easements & Rights of Access; Lease Agreements; Purchase and Sale of Property). see also Contract Types for definitions of these agreement types.
  • Vendor/Counter-Party: Requests for a counter party to be created in Cobblestone (for use by Purchasing Services, Real Estate Office, Contracts Office, and International Programs ONLY).

Revenue Agreement: see Contract Types

Review Group: The office that will review your request. Select the group that corresponds to your request (e.g. Contracts Requests should have a review group of Contracts Office).

  • Capital Leases: Reserved for Accounts Payable use ONLY
  • Contracts Office: The Contracts Office (should be used when request type is Contracts Office Request)
  • Contracts Office Students: Reserved for Contracts Office use ONLY
  • Delegates (Accounts Payable): Sends a delegate request to Accounts Payable for conversion to a contract (should be used when the request type is Delegate)
  • International Programs: Sends a request to the International Programs Contracts Desk for processing (should be used when the request type is International Programs)
  • Real Estate Office: Real Estate Office (should be used when request type is Real Property Request Form (RPRF))
  • Vendor Management: Accounts Payable Contracts Desk (should be used when request type is Vendor/Counter-Party)

Roles/Groups: see Review Group

Software Agreement: see Contract Types

Start Date: see Performance Start Date

Status (Requests): Provides updates on the current disposition of a request.

  • Accepted: Indicates the review group has approved a request to become a contract.
  • Cancelled: Indicates a requestor has decided not to proceed with a request
  • Pending: Indicates a request has been created. Please note: a request will only be reviewed by the review group when the requester completes the task that is auto-assigned to them. The task auto-assigned to the requester indicates what additional actions need to be taken before the review group will evaluate the request.
  • Rejected: Indicates that the review group has decided not to proceed with a contract.

Status (Contracts): Provides updates on the current disposition of a contract.

  • 1. New: A request that has been converted to a contract and is awaiting work.
  • 2. Under Review: A contract that has been picked up and is being edited, reviewed (i.e. red-lined), and relevant WSU stakeholders are being consulted.
  • 3. In Negotiation: A contract that has been sent back to the counter party for review (i.e. red-lining). Also a contract request that is currently undergoing a bid process.
  • 4. Out for Signature: A contract that has been sent to a counter party for signature. For the Contracts Office, this is the same as Partially Executed (PE).
  • 5. Signed: A contract that has signatures from all parties (i.e. Fully Executed (FE)).
  • Cancelled: A contract that is terminated by the requesting department or after full execution.
  • Rejected: A contract that is terminated by the Contracts Office, Real Estate Office, Purchasing Services, or International Programs.
  • Task Complete: Related to contract tasks only. Indicates that a task has been done.

Tax ID: see EIN

Vendor/Counter-Party: see Request Type

Vendor ID: the ID number Cobblestone assigns to a counter party.

WSU Contact: A WSU Employee who can answer questions about a contract or request.

WSU Contact Email: The email address of a WSU employee who can answer questions about a contract or request.

WSU Contact Name: The name of a WSU employee who can answer questions about a contract or request.

WSU Contact Phone: The phone number of a WSU employee who can answer questions about a contract or request.

WSU Contract Manager: see WSU Financial Manager

WSU Department Contact: A WSU employee who can answer questions about a contract.

WSU Financial Manager: A WSU Employee who is responsible for coding invoices and making sure the work covered by a contract is being completed.

WSUID: The ID assigned to a counter party by WSU.

WSU Project Manager: A WSU employee who is a subject matter expert for the content of a contract. This person ensures that the work covered by a contract is being completed.

WSU Role: Indicates whether WSU is the lessor or lessee on a real estate request.

  • Lessee: WSU is renting FROM the counter party.
  • Lessor: WSU is renting TO the counter party.