The Cart: HokieMart Newsletter

Contracts Review Request Form Available in HokieMart

As of August 3rd, a new Contracts Review Request Form is now available in HokieMart to support the review and processing of contracts and agreements. Requests submitted through the form will be routed to University Counsel for review in accordance with Policy 3015: University Contract Signature Policy and Procedures.

The new HokieMart form is intended to reduce administrative burden and streamline the contract review process by providing a centralized way to submit requests and track reviewed agreements. Instructions for completing and submitting the form are available on the Procurement website.

Once a contract or agreement has been reviewed through this process, it will be catalogued in HokieMart’s centralized contracts repository. This repository will provide a convenient location for maintaining and accessing agreements that have completed the review process.

All contract and agreement review requests should be submitted through the Contracts Review Request Form rather than by email. W-9 and W-8 forms should not be submitted through this form. Sponsored programs agreements will continue to follow the existing review processes established by the Office of Sponsored Programs.

Employees who need access to HokieMart should complete an Access Request Form. Questions about the form or uncertainty about which agreements should be submitted for review can be directed to the Procurement Team.

Introducing HokieAI

HokieAI is a newly released university-supported AI platform that can be utilized by all Virginia Tech students, faculty, and staff. HokieAI provides metered access to vetted commercial models for generative and agentic AI. This allows users to select from a variety of commercial models through a single platform and allows Virginia Tech to add models over time as they are vetted and approved for use. This platform has been approved for use with all university data risk levels.

For additional information, please read the full article from the Division of IT. To explore HokieAI, visit the following link: HokieAI | AI at Virginia Tech | Virginia Tech.

In addition to HokieAI, there are several other alternatives that have been pre-approved for usage around the University.

Other pre-approved tools that are immediately available to campus include:

• Advanced Research Computing LLM Gateway (All VT Students, Faculty, and Staff)
• Advanced Research Computing LLMs via Open OnDemand (All VT researchers with an account on ARC systems)
• ChatGPT Edu (Limited access and concludes December 2026)
• Google AI Pro (VT employees)
• Google Gemini App (All VT students, faculty, and staff)
• Google Notebook LM (All VT students, faculty, and staff)
• Microsoft Copilot (All VT Students, Faculty, and Staff)

Users can find more information on active services and platforms, please visit: AI Tools & Access at Virginia Tech | AI at Virginia Tech | Virginia Tech

For any AI tool related questions, please visit Artificial Intelligence at Virginia Tech | AI at Virginia Tech | Virginia Tech for more information or reach out for an AI consultation with IT here: HokieAI Service Consultation.

If you do not see an AI tool listed here that you or a researcher in your department may need, please schedule a consultation with the HokieAI team prior to purchasing a separate tool. Any AI service requests outside of these pre-approved channels must only be used with low risk, public data and must have a Low Risk, Low Cost software approval.

Procurement Training Now Available Through Canvas

Procurement training resources are now easier to access with the launch of the new Procurement Canvas Course. This course serves as a centralized hub for Procurement-related training and information, giving departments a convenient place to find resources that support their purchasing responsibilities.

As part of the launch, we have transformed our monthly HokieMart Requestor training into an on-demand course. The training can now be completed at the department’s convenience and users can still log into the training site to gain hands-on entry experience as they follow the course.

The following training courses have been updated and posted to Canvas:

• HokieMart: Requestor Essentials
• Contract Administration at Virginia Tech
• Low-Risk, Low-Cost Software Procurement

Employees can enroll in the Procurement Canvas Course through the Finance Training Catalog. After enrolling, be sure to bookmark the course link for quick and convenient access to the training and other Procurement resources whenever they are needed. Look for more trainings as we continue to make updates and migrate courses into Canvas!