Contracts & Designated Signers
Niagara University Contract Signing Procedure and Authority
Any contract entered into by Niagara University, regardless of the financial amount or conditions involved, must be executed pursuant to this policy. Contracts not signed in accordance with this policy shall be subject to revocation.
Prior to signing, and after all appropriate procurement and budget considerations, all contracts must be submitted to the General Counsel for review, then signed by one of the following officers of the university: the President, the Executive Vice President, the Senior Vice President for Operations & Facilities, the Chief Financial & Innovations Officer, or those employees with the delegated authority to do so (as listed below):
Standing delegations of signing authority from the President:
- The Provost may sign academic articulation agreements.
- The Vice President for Advancement may sign contracts involving $100,000 or less.
- The Senior Vice President for Enrollment Management & Strategic Initiatives may sign contracts involving $5,000.00 or less.
- The Dean of Students may sign contracts involving $50,000.00 or less.
- The Risk Control Manager may sign insurance policies, renewal forms, and invoices relating to property and casualty insurance.
- The Controller for Budget, or in their absence the Risk Control Manager may sign contracts involving $100,000 or less (in roll of Contract Management).
- The Director of Facilities may sign contracts involving $100,000.00 or less;
- The Director and Curator of the Castellani Art Museum may sign contracts as provided by the Museum's Collections Management Policy, including contracts for accession, de-accession, and the loan of works either to or from the Museum.
- The Director of the Theatre may sign contracts pertaining to theatrical performances involving $10,000.00 or less and with a duration of no more than one year.
- The Director of Athletics may sign contracts arranging athletic games and those involving $50,000.00 or less.
- The Director of Campus Activities may sign contracts related to campus events and entertainment, and off-campus student events, involving $10,000.00 or less and with a duration of no more than one year.
- The Director of Human Resources may sign letters of hire, termination and other matters relating to individual employment.
- The Director of Libraries may sign contracts for library and media content under $10,000.00 and under 3 years in duration.
Contract Review Steps
- Procurement Policy: A well-written RFP or RFI makes contract review faster, so before you identify a contract, follow the NU Procurement Policy for contracts in excess of $2,500.00, or if the terms of a grant require certain bidding procedures. Feel free to contact the GC office, Procurement, or OSPR with any questions about that.
- Requesting review: please email a scanned copy of the contract to the Contract Administrator at email, stating your deadline for review and any relevant information and/or questions you may have about the contract. (Please include your RFP or RFI if applicable.)
- Review: Review will be generated by the General Counsel’s Office and will take into consideration risk management input and insurance requirements provided by the Risk Control Manager. The review and input will be shared with the designated signer who will be making the business decision about whether or not to finalize the contract.
- Final signatures: It is the responsibility of the primary contact person to obtain final signatures; however, please let the GC Office know if you require assistance in this regard. Fully-signed contracts should be scanned and sent to email, and an original hard copy to the General Counsel's office for storage. Contracts will be uploaded into the Contracts Database on myNU for easy access and future reference.
- Compliance: Individual departments and signing officers are responsible for compliance (paying invoices on time, addressing inadequate service, warranty enforcement, etc.), but please feel free to contact the GC Office with any questions or concerns about your contract.
- Insurance: Certain contracts require proof of insurance. When insurance is required by NU, your contract is not considered ready for signature by the University until a copy of the certificate of insurance has been reviewed and approved by the Risk Control Manager. When insurance is required by an outside entity, please consult the Risk Control Manager as soon as possible to ensure you get a timely copy of the necessary paperwork.
- Contracts database: A copy of your fully-signed contract will be on the Contracts Database on MyNU. This tool tracks expiration dates, exclusivity clauses, and insurance documents. Please feel free to contact the GC for training on or to suggest improvements to the system.