Contact
Q: I have a concern or question I need to ask the Office of University Counsel about. How do I contact your office?
A: You may contact the Office of University Counsel either by phone at 703-993-2619 or by email at ouc@gmu.edu. If you are contacting us by email, please provide a brief description of the topic your question or concern is regarding.
The mailing address is:
Office of University Counsel
George Mason University
4400 University Dr., MS2A3
Fairfax, VA 22030
UPS/FedEx: Merten Hall 5400
Fax: (703) 993-2340
Representation
Q: I am a student, can OUC represent me?
A: No. Although the university offers many other services to students, providing legal advice is not one of them. There may be exceptions to this restriction however if the student is an employee or serving as a formally designated agent or official of the University, and the legal representation is directly related to the student's role as an employee, agent, or official of the University.
Q: I am an employee, can OUC represent me?
A: No. The Office of University Counsel provides legal advice and representation to George Mason University, the Board of Visitors, and Mason’s schools, departments, and all faculty and staff acting in their official capacities on behalf of Mason. The Office of University Counsel does not provide advice or representation to faculty or staff in their individual capacities. Personal, unrelated, or potentially adversarial matters must be addressed by private counsel.
Lawsuits
Q: Someone has threatened to sue the University, what should I do?
A: Please contact ouc@gmu.edu or call our office at 703-993-2619.
Q: Someone showed up at my office trying to serve a lawsuit against the University or against me related to my work at Mason, what should I do?
A: If the lawsuit is against George Mason University or you in your capacity as an employee of Mason, do not accept service and please send the process server to the Office of University Counsel located in Merten Hall Suite 5400. You can also contact our office by either phone at 703-993-2619 or by email at ouc@gmu.edu. By law, Mason must respond to lawsuits within a specified time period after service. Accordingly, it is imperative that you notify us as soon as you are aware of a potential lawsuit so we can review the matter and respond in a timely manner.
Attorney Communication
Q: What do I do if I’m contacted by an outside attorney/lawyer about a matter related to Mason business?
A: If you or a member of your department has been contacted by an attorney, inform them that the University is represented by counsel and immediately forward all communications, including written, information to the Office of University Counsel via email at ouc@gmu.edu. Similarly, if someone contacts you and states they intend to file a lawsuit or are represented by an attorney, please contact the Office of University Counsel.
Service – Subpoenas
Q: What do I do if I am served with a subpoena related to my work at Mason?
A: If you have been served with a subpoena or have received any other document from any court or outside lawyer related to your work at Mason, immediately notify our office either by phone at 703-993-2619 or by email at ouc@gmu.edu.
Q: Who can accept subpoenas?
A: Generally, only the Office of University Counsel can accept subpoenas. You may accept service of a subpoena only if it is a subpoena for witness and is directed to you personally you must then notify our office regarding the subpoena. If someone tries to serve a subpoena for University records, then they should be directed to our office.
Litigation Holds
Q: What do I do if I receive a litigation/preservation hold?
A: If you receive a ligation hold letter from our office, it is because we have identified you as someone who may have documents (including documents, emails, communications, and other electronically stored information) in your possession that are related to a lawsuit or are relevant to potential future litigation. Please carefully read through the entire litigation hold notice to ensure you comply with the hold requirements. Do not delete or destroy anything covered by the hold notice.
If you receive a litigation hold letter from an outside third-party, immediately notify our office via email at ouc@gmu.edu, and forward all communications with the third party, including the litigation hold letter.
If you are subject to a hold notice and leave employment with Mason, please contact our office so that we can work with you to take steps to preserve any relevant documents prior to your departure.
If you have questions about your obligation under a litigation hold, please contact our office.
Family Educational Rights and Privacy Act (FERPA)
Q: What is the Family Educational Rights and Privacy Act (FERPA)?
A: The Family Educational Rights and Privacy Act (FERPA) (34 CFR Part 99) is a federal law that protects the privacy of student education records. This federal law also provides guidelines as to third-party access and the appropriate security of the education record.
For more information on Mason’s FERPA Policies, please review the FERPA Compliance policy and the Registrar’s FERPA Information Website. You may also contact the Registrar’s Office with questions about FERPA.
Signature Authority and Contracts
Q: Do I have the Authority to sign a University contract, memorandum of understanding, or other agreement?
A: Only Authorized Officers or Signatories who have been delegated Signature Authority, may sign contracts on behalf of the University. If you are an Authorized Officer or Signatory, please refer to your Delegated Signature Authority Letter for information regarding your authority. For additional information regarding Signature Authority, contract review process, and procedures, please refer to University Policy 1147.
Policy 2106 delegates purchasing authority for goods and services less than or equal to $5,000 to authorized employees with account responsibility at the department level. All Contracts and/or purchase orders must be executed prior to the ordering of goods or the commencement of services.
Q: What is the contract review process?
A: All University contracts not on an approved University template must be reviewed by the Office of University Counsel prior to execution. The Office of University Counsel will review contracts only to address legal sufficiency and not for business judgments. Prior to OUC Review, the following must take place:
- Purchasing Office review of contracts for the procurement of goods and services
- Office of Sponsored Programs review of all research contracts
- Provost Office review of all academic agreements. These must be submitted through the Provost’s electronic MOU process.
Authorized Signatories are responsible for the business terms, compliance with all University policies and procedures and that the contract is in the best interest of the University.
For OUC review, send a copy of the proposed contract to ouc@gmu.edu. The length of the review will depend on current workload, length and complexity of the document.
Contract review requests should include the following:
- Contact information for the individual responsible for negotiating the contract
- Key contract terms along with any information that would help our staff understand the purpose of the contract; and
- Date by which the review should be concluded. Please allow at least one week for a review.
For more information regarding signature authority and the contract review process and procedures, please refer to Policy 1147, Signature Authority for University Contracts.
Trademarks
Q: Who do I ask for permission to use a University Trademark?
A: The Office of University Branding protects and promotes Mason’s marks, names, and logos. For specific questions about using University trademarks, please visit the Trademark Licensing program or contact trademrk@gmu.edu.
Gifts
Q: How do I make a charitable gift to the University?
A: For information about how to make a charitable gift to the University, please visit the Giving to Mason Website, or contact the Office of Advancement and Alumni Relations at 703-993-8850.
Conflict of Interest
Q: I have a question about the University’s Conflict of Interest Policy, where can I find more information?
A conflict of interest (COI) is a situation in which a personal interest may compromise or bias an employee’s professional judgment and objectivity when performing research or making decisions on behalf of the university. If an individual is an employee of Mason and also has an outside financial interest in a company that has a contract or transaction with Mason, that could be a personal interest that would cause a conflict of interest. The employee would have conflicting loyalties or responsibilities, between the employee’s self-interest and the interest of Mason. Mason’s Conflict of Interest Policy is available on the University Policy website.
For frequently asked questions regarding conflicts of interest, you can refer to the conflict-of-interest website. For questions or concerns regarding conflict of interest, email rampcoi@gmu.edu.
Notary Requests
Q: Where I can get something notarized?
A: Our office has a notary available for University employees seeking to notarize documents related to University business. Individuals seeking notary services for personal matters should contact other notary services, such as a local bank.
Media Requests
Q: I am a reporter and have questions about the University?
A: Please contact the Office of University Branding Strategic Communications Department for general media inquiries or questions about the University.
Information provided on this website is only intended to provide general information to the students, faculty, staff, administration, and other affiliates of Mason. Nothing on this site should be construed as legal advice. Read the full disclaimer for more information.