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University Subscription Service Affiliate Agreement

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Affiliate Program Operating Agreement

This Agreement contains the complete terms and conditions that apply to an individual’s or entity’s participation in the Affiliate Program (the Program) which is administered by . As used in this Agreement, we means the Company, and you or Affiliate means the Applicant. Site means a World Wide Web site and, depending on the context refers either to the site of or to the site(s) or e-mail messages that you will link to our site.

1. Enrollment in the Program

To begin the enrollment process, you will submit a complete Application to participate in the Program via our site, and will receive immediate conditional acceptance and a unique Agent Code. We will then evaluate your application in good faith and will notify you if there is need for rejection. We may reject your application at any time if we determine (at our sole discretion) that your site is unsuitable for the Program for any reason, including, but not limited to, if your site includes images or content that promotes sexually obscene materials, promotes violence, promotes discrimination based on race, sex, religion, nationality, disability, sexual orientation, or age, promotes illegal activities, or violates intellectual property rights and/or copyrights or trademarks.

If we reject your application, you are welcome to reapply to the Program at any time. If we accept your application and your site is later determined (at our sole discretion) to be unsuitable for the Program based on, but not limited to the same criteria listed above, we may terminate this Agreement.

2. Links on Your Web Site or E-mail Messages

Upon acceptance of your Affiliate Application, we will provide you with guidelines and graphical artwork, including banner advertisements, button links to our site and/or a textlink to our site to use in linking to our site, which will include the logo of and words identifying . Each of these graphic and text links will herein be referred to as Links or individually as a Link and are subject to the terms and conditions of this Agreement.

In utilizing the Links, you agree that you will cooperate fully with us in order to establish and maintain such Links. A Link may only be modified with our consent and will in no way alter the look, feel, or functionality of our site. We have the right to monitor your site at any time to determine if you are in compliance with the terms of this Agreement. In addition, spamming or other improper use of Links to our site in your e-mail messages to sell our is not acceptable and may result in termination of this Agreement.

3. Order Processing

We will process all orders placed by customers who follow the Links from your site to the site. We reserve the right to reject orders that do not comply with any requirements that we periodically may establish (such as, but not limited to, false names and/or addresses, prank orders, etc.).

We will be responsible for all aspects of order processing and fulfillment, including, among other things, order entry, processing payments, cancellations, and customer service requests. We will track sales made to customers who purchase using Links from your site to our site and will send you reports summarizing this sales activity. The form, content, and frequency of the reports may vary from time to time in our discretion. To permit accurate tracking, reporting, and fee accrual, you must ensure that the Links between your site and our site are properly formatted with your unique Agent Code.

4. Commissions

We will pay you the Affiliate Agent Commission Rate (defined in 4-C) on all Qualifying sales (defined in 4-A).

A. Qualifying for the Affiliate Agent Commission Rate: For a sale to generate a commission at the Affiliate Agent Commission Rate, the customer must follow an Affiliate Link [in the format specified by ] from your site to the xxxx.com site; purchase the via our site; and remit full payment to us. Any additional that are added to a customer’s Shopping Cart after the customer has reentered our site directly (and not via your Affiliate Link), will not qualify for the Affiliate Agent Commission Rate.

B. Exclusive Multi- Link: You agree that you will not (directly or indirectly) allow any other person or entity to sell multi- or multi-national subscriptions on your site or link their site to yours in connection with the sale of multi- or multi-national subscriptions. Multi- and multi- national subscriptions are defined as any offer or link to a website that offers more than one subscription.

C. Affiliate Agent Commission Rate: You will earn the Affiliate Agent Commission Rate based on the sale price of Qualifying (as defined above), at the commission rate established by . Sale price means the sale price listed on our xxxx.com site. The Affiliate Agent Commission Rate is % on all paid Qualifying Sales for affiliates maintaining as the Exclusive Link on their web site.

5. Commission Payment

will pay you commissions on a monthly basis. Approximately days following the end of each month, we will send you a check for the commissions earned on Qualifying subscriptions that were purchased during that quarter (less any taxes that we are required by law to withhold). However, if the commissions payable to you for any calendar quarter are less than $, we reserve the right to hold those fees until the total amount due is at least $ or (if earlier) until this Agreement is terminated.

If a Qualifying subscription that generated a commission is canceled by the customer, we will deduct the corresponding fee from your next quarterly payment. If there is no subsequent payment, will send you a bill for the cancelled commission amount and you will reimburse promptly for that amount.

6. Policies and Pricing

Customers who buy through this Program will be deemed to be customers of . Accordingly, all rules, policies, and operating procedures concerning customer orders, customer service, and sales will apply to those customers.

We may change our policies and operating procedures at any time and without notice. We will determine the prices to be charged for sold under this Program in accordance with our own pricing policies. prices and availability may vary from time to time. Because price changes may affect that you already have listed on your site, you may not include price information in your descriptions without our prior authorization.

We will use commercially reasonable efforts to present accurate information, but we cannot guarantee the availability or price of any particular .

7. Non-Exclusive Limited License

All images, trademarks, service marks, product names, company names, or logos appearing on the web site, other than the Licensed Materials owned by , are the property of their respective owners. Any use of such images, trademarks, service marks, product names, company names, or logos, including the reproduction, modification, distribution, or republication of same, without the prior written permission of the owner of same, is strictly prohibited.

We grant you a non-exclusive, non-transferable, revocable right to use the approved images and graphics, solely for the purpose of selling on your site for in accordance with our Affiliate Program. Pursuant to this license, you may not reproduce, modify, distribute, or republish any of the approved images and graphics, except as permitted pursuant to this Affiliate Operating Agreement. The license shall terminate upon the effective date of the expiration or termination of this Agreement.

8. Responsibility for Your Site

You will be solely responsible for the development, operation, and maintenance of your site and for all materials that appear on your site, including, but not limited to, the technical operation of your site and all related equipment, creating and maintaining links to on your site, and the accuracy and appropriateness of materials posted on your site (including, among other things, all -related materials), ensuring that materials posted on your site do not violate or infringe upon the rights of any third party (including, for example, copyrights, trademarks, privacy, or other personal or proprietary rights), and ensuring that materials posted on your site are not libelous or otherwise illegal.

We disclaim all liability for these matters. Further, you will indemnify and hold us harmless from all claims, damages, and expenses (including, without limitation, attorneys’ fees) relating to the development, operation, maintenance, and contents of your site.

9. Term of the Agreements

The term of this Agreement will begin upon our acceptance of your Program application and will end when terminated by either party. Either party may terminate this Agreement at any time, with or without cause, by giving the other party written notice of termination. You are only eligible to earn commissions on sales of Qualifying occurring during the term of this Agreement, and fees earned through the date of termination will remain payable only if the related orders are not canceled or returned. We may withhold your final payment for a reasonable time to ensure that the correct amount is paid.

10. Modification

We may modify any of the terms and conditions contained in this Agreement, at any time, without prior notice and in our sole discretion, by posting a change notice or a new agreement on our site. Modifications may include, for example, changes in the scope of available commissions, payment schedules, payment procedures, and Program rules. IF ANY MODIFICATION IS UNACCEPTABLE TO YOU, YOUR ONLY RECOURSE IS TO TERMINATE THIS AGREEMENT. YOUR CONTINUED PARTICIPATION IN THE PROGRAM FOLLOWING OUR POSTING OF A CHANGE NOTICE OR NEW AGREEMENT ON OUR SITE WILL CONSTITUTE BINDING ACCEPTANCE OF THE CHANGE.

11. Relationship of Parties

You and we are independent contractors, and nothing in this Agreement will create any partnership, joint venture, agency, franchise, sales representative, or employment relationship between the parties. You will have no authority to make or accept any offers or representations on our behalf. You will not make any statement, whether on your site or otherwise, that reasonably would contradict anything in this Section.

12. Limitation of Liability

We will not be liable for indirect, special, or consequential damages (or any loss of revenue, profits, or data) arising in connection with this Agreement or the Program, even if we have been advised of the possibility of such damages. Further, our aggregate liability arising with respect to this Agreement and the Program will not exceed the total commissions paid or payable to you under this Agreement.

13. Disclaimers

We make no express or implied warranties or representations with respect to the Program or any sold through the Program (including, without limitation, warranties of fitness, merchantability, non-infringement, or any implied warranties arising out of a course of performance, dealing, or trade usage).

In addition, we make no representation that the operation of our site will be uninterrupted or error-free, and we will not be liable for the consequences of any interruptions or errors.

14. Independent Investigation

You acknowledge that you have read this Agreement and agree to all its terms and conditions. You understand that we may at any time (directly or indirectly) solicit customer referrals on terms that may differ from those contained in this Agreement or operate web sites that are similar to or compete with your web site. You have independently evaluated the desirability of participating in the Program and are not relying on any representation, guarantee, or statement other than as set forth in this Agreement.

15. Miscellaneous

This Agreement will be governed by the laws of the United States and the State of , without reference to rules governing choice of laws. You may not assign this Agreement, by operation of law or otherwise, without our prior written consent. Subject to that restriction, this Agreement will be binding on, inure to the benefit of, and enforceable against the parties and their respective successors and assigns. Our failure to enforce your strict performance of any provision of this Agreement will not constitute a waiver of our right to subsequently enforce such provision or any other provision of this Agreement.

Date:

Date:

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What the University Subscription Service Affiliate Agreement Is

A University Subscription Service Affiliate Agreement is a contract between a university (or its authorized office) and an affiliate partner who will resell, promote, or otherwise refer subscription services on behalf of the university. The agreement defines permitted activities, compensation or referral fees, data-sharing rules, confidentiality, compliance obligations relating to student and health data, term and termination mechanics, and ownership of marketing and intellectual property. It governs how affiliates represent the university, invoicing and payment processes, and requirements for recordkeeping and audits to ensure regulatory and institutional oversight.

Why a Clear Affiliate Agreement Matters for Universities

A well-drafted University Subscription Service Affiliate Agreement reduces compliance risk, clarifies revenue shares and payment timing, and sets expectations for data handling and brand use under applicable law such as ESIGN and state electronic records rules.

Why a Clear Affiliate Agreement Matters for Universities

Who Typically Prepares and Signs This Agreement

Clear role assignments in the agreement reduce administrative delays and make audits or reconciliations straightforward.

  • University contracting office and legal counsel review and approve standard terms and risk clauses.
  • Procurement and vendor management staff handle onboarding, invoice processing, and contract renewals.
  • Affiliate partners or resellers confirm marketing permissions, payment account details, and performance reporting expectations.

Core Sections to Include in a Professional Affiliate Agreement

Include these six core sections to make the agreement operational, enforceable, and compliant with institutional policies and applicable U.S. laws.

Parties

Identify the university legal entity and the affiliate by full legal name, business type, and primary contact information for notices and billing.

Scope

Define permitted marketing activities, territories, target audiences, product descriptions, and any exclusivity or placement restrictions.

Compensation

Specify commission rates, payment schedule, invoicing process, withholding obligations, and conditions for reversing or clawing back payments.

Data & Privacy

Set data categories exchanged, permitted uses, retention limits, security controls, and compliance with FERPA, HIPAA where applicable, and institutional policies.

IP and Branding

Grant limited license to use university marks and require brand guidelines compliance, pre-approval rights, and removal on termination.

Term & Termination

State initial term, renewal mechanics, notice periods, termination for cause, and consequences such as post-termination reporting and final payments.

Essential Administrative and Security Data to Record

Legal Entity: Full legal name
Tax ID: EIN or SSN
Contact Details: Address and email
Payment Details: Bank or remittance info
Data Classification: Type of data shared
Compliance Status: HIPAA/FEDRAMP flags

Step-by-Step: How to Complete the Affiliate Agreement

Follow these steps to prepare, review, and execute the University Subscription Service Affiliate Agreement in an auditable sequence.

  • 01
    Draft: Use institutional template and fill party-specific details.
  • 02
    Compliance Review: Legal and privacy teams check FERPA/HIPAA exposure.
  • 03
    Approval: Obtain signatures from authorized university signatory.
  • 04
    Execution & Record: Store signed copy and log in contract repository.

Suggested Digital Workflow Settings for Online Completion

Configure the digital workflow to ensure consistent routing, authentication, and auditability for university-affiliate agreements.

Field Configuration
Signing Order Sequential | University then affiliate
Authentication Email + SMS code or ID verification
Retention PDF with audit trail, retain 7+ years
Notifications Automated reminders at 7/3/1 days

How Online Execution and Distribution Typically Works

This outlines the common path from issuing the agreement to capturing signatures and storing final records.

  • Upload Document: Place template and required fields in the platform.
  • Assign Signers: Add university and affiliate signer emails and routing.
  • Authenticate Signers: Apply chosen signer authentication method.
  • Complete & Archive: Collect signatures, produce audit trail, and save copy.

Key Dates and Notice Periods to Include

Specify effective dates, renewal windows, payment due dates, and notice periods so both parties understand timing obligations.

Effective Date:

Enter MM/DD/YYYY to mark when obligations begin.

Payment Due Date:

Net 30 from invoice date unless otherwise specified.

Renewal Notice:

30–60 days before term end for non-renewal notice.

Termination Notice:

Specify 10–30 days for cure period on breaches.

Reporting Frequency:

Monthly or quarterly performance and remittance reports.

Common Preparation Pitfalls to Avoid

  • Leaving payment timing ambiguous which creates disputes over late fees and reversals.
  • Failing to define permitted marketing channels, leading to off-brand or noncompliant outreach.
  • Not addressing student data handling, which can create FERPA or HIPAA violations.
  • Using ambiguous IP language that fails to clarify ownership of content or promotional materials.

Top Risks and Consequences of a Deficient Agreement

Privacy Breach: Potential HIPAA or FERPA penalties
Tax Exposure: Backup withholding or IRS scrutiny
Payment Disputes: Delayed or reversed commissions
Brand Harm: Unauthorized representations
Contract Voidance: Improper authorization risks invalidity
Regulatory Fines: State or federal enforcement

eSignature Vendor Comparison for Affiliate Agreement Execution

Compare common platform attributes and starting prices for executing and storing University Subscription Service Affiliate Agreements; signNow appears first in the vendor column per platform data.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year No cap No cap No cap

Example Use Cases from Real Organizations

These short examples show how institutions and partners use e-signed affiliate agreements in practice.

Tim Martin, Martin Properties

We process and execute all partner agreements online for 100% compliance

  • Used mobile signing on site during onboarding
  • The result was consistent documentation, faster partner activation, and fewer follow-up clarifications for billing and reporting.

John Butler, Fertility Centers of Illinois

Implemented an e-sign workflow integrated with core systems to route affiliate confirmations

  • API automated archival and reporting
  • This reduced manual data entry, improved audit readiness, and centralized execution records for compliance reviews.

Technical Considerations for Digital Signing and Integration

Verify platform security certifications and API capabilities to automate routing, reporting, and archival while preserving audit trails and access logs.

  • Integrations: Salesforce, NetSuite, Microsoft 365
  • File Formats: PDF, DOCX, HTML
  • Authentication: Email, SMS, ID verification

Practical Tips for Efficient and Compliant Execution

Adopt these practices to reduce errors, speed processing, and support regulatory compliance when managing affiliate agreements.

Use a Standard Template
Maintain a single institution-approved template to ensure consistent terms, required clauses, and predefined data fields that reduce negotiation time and legal review cycles.
Centralize Recordkeeping
Store all executed agreements and related invoices in a central contract repository with role-based access controls and retention policies to simplify audits and rescissions.
Apply Strong Authentication
Require multi-factor signer authentication for affiliates that handle student or health data to support attribution and reduce dispute risk.
Schedule Regular Reviews
Periodically review commission calculations, data-sharing practices, and terminating clauses to ensure alignment with evolving regulatory and institutional requirements.

Frequently Asked Questions About Affiliate Agreement Execution

Answers to common questions from administrators and affiliates about signing, compliance, and recordkeeping for these agreements.


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