Signing Authority Procedures – Sub-delegation of Signing Authority

To outline the process for the sub-delegation of contract signing authority by delegates under the Policy.

The individuals who occupy positions that have been delegated the authority to sign contracts on behalf of the University by the Signing Authority Policy may sub-delegate that authority in accordance with this Procedure. The sub-delegation may contain such terms, conditions and limitations as the person delegating the signing authority deems appropriate. A sub-delegate may not be further sub-delegated except as outlined below.

In order for a sub-delegation to be valid, it must meet the following requirements:

• The sub-delegation cannot be to an individual but must be to a position (or positions)
• The sub-delegation can only be made to positions that are occupied by employees who have the experience and training to use the sub-delegated signing authority in an appropriate manner and in the best interests of the University
• The sub-delegation must be in writing and identify:
  • The position receiving the sub-delegated signing authority
  • The types of contract that may be signed by the sub-delegee
  • The maximum dollar amount of any contract signed by the sub-delegee
• The written sub-delegation must be maintained by the office of the delegate who issued the document and a copy must be provided to the Legal Office and the Office of the Chief Financial Officer
• A delegate may only sub-delegate signing authority that has been granted to their position in the Signing Authority Policy

A sub-delegation made pursuant to this Procedure may only be further sub-delegated in the following circumstance. Where a Dean of a College, Executive Director of a School or Centre or Head of a unit has been delegated authority to sign Approved Contracts that Dean, Executive Director or Head may further sub-delegate signing authority for such Approved Contracts only. The Dean, Executive Director or Head can delegate signing authority on behalf of both the Chair and the Secretary in this circumstance only. An Approved Contract is a contract that has been approved by the Vice-President Administration and has a value under $500,000.

The person who occupies a position delegated signing authority by the Board is ultimately responsible for contract signed by persons to whom they have sub-delegated signing authority.

All sub-delegates of signing authority are required to familiarize themselves with the Signing Authority Policy and have the same responsibilities, as outlined in the Signing Authority Policy, as the original delegate when signing any contracts on behalf of the University.

The source of institutional approved definitions is in the Academic and Curricular Nomenclature

Academic and Curricular Nomenclature 
Signing Authority Policy