Approval Process

IMPORTANT ANNOUNCEMENT: Effective December 1, 2020 the contracting out approval process will transition from DocuSign to ServiceNow. 

What is Changing

Beginning December 1st., departmental requests to contract out for SX, EX or K7 work must be submitted via the ServiceNow SHR Contracting Out Request (COR) form.

This change is based on DocuSign user feedback and technical enhancements available in ServiceNow. Information regarding CruzBuy process impacts are available here.

Accessing DocuSign documents after November 30, 2020

If you have an in-process DocuSign, you can still access your form via the email you received from DocuSign and/or through the DocuSign interface directly.

ServiceNow Training 

Training sessions geared toward departmental requestors will be offered November 23 - December 9, 2020. These 90-minute Zoom sessions will cover the new request form, workflow, and dashboard tools. Email Project Manager, Lori Castro at lhcastro@ucsc.edu for more details.


A Department can only proceed with contracting out after all other options have been determined to not be feasible and approval by the local Labor Relations Office has been received. The Contracting-Out Request and Justification form is used to collect specific information from the department regarding their service needs. This includes:

  • A detailed explanation of all options (e.g. overtime, stipend, recruitment) considered and why they are not feasible;
  • Contract duration;
  • Scope of work;
  • Work location, if known;
  • Dollar value of contract;
  • Specific exception used to justify the request and reason why the exception applies; and
  • Job Code and Total UC Cost from the Wage/benefit parity spreadsheet, if applicable.

The Form requires a narrative justification for the request. Failure by a department to provide adequate details will delay the review of their request.  A copy of the Form will be attached to the CruzBuy requisition if contracting out is approved.

The links below provide workflow details.


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