Academic Archer - Frequently Asked Questions

Owned by Stacy Johnson
Last updated: Mar 06, 2024

  1. How do I know which module of Archer I am supposed to access - Hospital or Health Sciences Academic? If your Org ID starts with 01, you will use the Health Sciences Academic module of Archer, if it starts with 02, you will use the Hospital module.

  2. How do I request access to Archer? Please submit a request through the UFIS Help Center https://ufis.atlassian.net/servicedesk/customer/portal/2/group/46/create/17 . Once a request is submitted, please have your department administrator email their approval to support@ufis.atlassian.net and include the request number from the confirmation email (e.g. UFIS-XXXX) in the subject line.

  3. Is there training for Archer? You can find training videos (less than 2 minutes each) on our Pulse site here. If after viewing these, you would like further training, you can sign up for a Zoom training. Zoom training is offered the first Wednesday of each month at 11:00 am. To sign up for this additional training, please view the Event Calendar on the University Faculty Information & Support page https://support.faculty.utah.edu/

  4. What is the website for the Academic module of Archer? https://archer.utah.edu/

  5. Who is responsible for obtaining the vendor signature, once the contract has been approved and signed in Archer? The submitting department is responsible for obtaining the vendor signature after a contract is completed in Archer. You can download the Executed Agreement signed by the VP’s office in Archer to send on to the vendor.

  6. I am a new Archer user replacing a previous user in my department. Can I have the previous employee’s name removed as Submitter and mine added so I can have access to former contracts? Once a user has submitted a contract, the submitter’s name cannot be changed. Doing so locks up the contract. A new user can be added as a Contract Alternate to be able to view contracts previously submitted.

  7. How do I resubmit a contract that has been sent back requiring clarification? Make sure all updated documentation has been uploaded. Then, scroll down towards the bottom of the contract to the “Ready to re-submit for approval?” section and select “Yes”. You should see that the contract status at the top of the contract now says “Resubmitted”. At this point, check to make sure all approvers are set back to “Awaiting Review” and save. (Any changes to documentation require a contract to re-route through all approvers.)

    The contract status should change automatically to “Awaiting Department Review” at this point. If not, scroll back down and select “Yes” next to the “Ready to re-submit for approval” section again if there or select “Yes” next to the “Ready to submit for approval?” section. Confirm the status at the top of the contract has changed to “Awaiting Department Review” and Save and Close. The contract is now re-routing, and approvers will receive notification emails.

  8. Do Independent Contractor Agreements (ICAs) go through Archer? Yes. It doesn’t matter whether it is for a project (5000) or an activity (2000), all ICAs must go through Archer. Paying an Independent Contractor with an EPR is not an option. It has to go through UShop. This is a mandated part of the procurement process.

  9. What contract rights does a Contract Alternate role have? They can view contract status and documentation. They cannot edit and do not receive contract status notifications.

  10. What is SOS Committee Approval for on an Archer contract? Certain contracts require the Site of Service (SOS) Oversight Committee review in order to provide clinical services at a non-University of Utah Hospital.

  11. How do I enter a contract into Archer for it to be used as a repository, when it doesn’t need to route for signatures? Enter the contract information (owner, title, etc.) and when you come to the approver section, mark each section as N/A so it won’t route. Enter your finalized signed document under the “Executed Agreement” section. This allows your contract to be kept for storage and future reference.

  12. How do you renew a contract if you didn’t select auto-renew? Once a contract is “Complete” you cannot edit it. Enter a new contract and link it to the original contract that you are renewing. (This section is to the right of the Submitter/Contract Owner information.) In the comment section, note that it is a renewal of an existing contract. Mark the auto-renew feature in the new contract if it will be renewing again in the future.

  13. Is Archer required for Institutional Advancement? If it is the Health Sciences section of Advancement (formerly known as Development), then Archer is required. Archer is not relevant for Campus Advancement.

  14. Do internal agreements have to be put in Archer for accreditation purposes? We are not subject to the DNV (UUHC’s accreditation body) requirement, so internal agreements do not need to be in Archer for accreditation purposes. Internal agreements can be entered into Archer for use as a repository, and Legal Counsel can be used as a resource to review the terms of these agreements if there are questions, but SVP signature is not required.

  15. Does Legal Counsel need to review internal agreements? Because internal University agreements, MOUs, etc. are not legally binding with respect to outside parties, the Office of General Counsel typically does not review them. The important consideration is that the two departments carefully review and are comfortable with the terms, and understand that any disputes would be resolved internally within the University. If there are unique circumstances that you believe would increase the legal risk associated with this arrangement, please reach out directly to the Office of General Counsel and reference the Archer record #, and they will review and advise.