Signing Authority Policy

Effective Date: November 23, 2018
This document is available in alternate format on request.

Purpose/Rationale:

The purpose of this Policy is to specify the signing authorities for executing legal documents on behalf of The Humber College Institute of Technology and Advanced Learning (hereafter referred to as the “College” or “Humber”).

The Board of Governors delegates its signing authority to designated officers for the purpose of carrying out the ordinary course of business of the College.  This Policy clarifies the Board’s By-Law No.1 with respect to Article 6, subsection 6.3 “Execution of Documents”.  Subsection 6.3 specifies that “deeds, transfers, licenses, contracts and engagements on behalf of the College shall be signed by any two persons designated by the Board”.

This document is available in alternate format on request.

Scope:

This Policy applies to the Board of Governors, the President and all employees and officers of the College.

Definitions:

Legal Documents: any written agreement, contract, letter of intent, memorandum of understanding, lease, license, donor agreement, deed, grant, certificate, instrument, assignment, transfer, engagement or any other document which creates an obligation or legal commitment which may be binding upon the College.

Signing Authority: legal power delegated by the Board of Governors to organizational positions appointing them as officers of the College to execute legal documents.

Policy:

1. General

1.1  Only designated positions of the College and the Chair of the Board of Governors may be authorized as a signing officer.

1.2  The Board of Governors designates the following positions as authorized signing officers of the College and as such shall have the power to sign all legal documents on behalf of the College:

President and Chief Executive Officer

Senior Vice President, Transformation and Strategic Partnerships

Senior Vice President, Academic

Vice President, Students and Institutional Planning

Vice President, Advancement and External Affairs

Vice President, Human Resources and Organizational Effectiveness

Vice President, Administration and Chief Financial Officer

Chief Information Officer

Associate Vice President, Legal and Risk Management

1.3  Agreements must be signed by two (2) authorized signatories of the College, as designated in the Schedule of Signing Authority (Appendix A).

1.4  Delegated signing officers shall be responsible for ensuring that all legal documents are properly reviewed and signed in accordance with the Schedule of Signing Authority and the Contract and Proposal Approval Guideline / Flowchart prior to signature.

1.5  All original signed legal documents shall be filed in the contract registry in the office of the Associate Vice President, Legal and Risk Management.  Employment contracts will reside in the Human Resources Department.

Appendices:

Appendix A:  Schedule of Signing Authority

Appendix A

Schedule of Signing Authority

 

Document Type

Value or Other Description

Review or Consultation Requirement*

Signing Officer(s)

  1. Real Estate Property Agreements

Execution of real property purchase or sale contracts is made according to the directives of the MTCU

1. 

Acquisition of real estate property

 All values

Approval of Board of Governors,

Sr. Director, Capital Development and Facilities Management

Director, Financial Services

President & Vice President Administration & CFO

2.

Disposition of real estate property

All values

Approval of Board of Governors,

Sr. Director, Capital Development and Facilities Management

Director, Financial Services

 

President & Vice President Administration & CFO

3.

Lease of property as lessor or lessee

a.  Up to 5 years and up to $1,000,000 in total contract value

Sr. Director, Capital Development and Facilities Management

Director, Financial Services

 

Relevant Sr./Vice President or Vice President, Administration & CFO or President and another signing officer

b.  5 years or longer; or $1,000,000 or more in total contract value

Approval of Board of Governors,

Sr. Director, Capital Development and Facilities Management

Director, Financial Services

 

President & Vice President, Administration & CFO

B.  Purchasing of Goods and Services Related Agreements

Contracts arising from the purchasing of goods and services (vendor contracts) are to follow the Approval Authority Schedule outlined in Purchasing Policy and Procedures and the Contract and Proposal Approval Guideline/Flowchart

C.  Academic Contracts

1.

International academic agreements

 

Dean International

 

Relevant Dean(s)

Sr. Vice President, Academic together with Vice President Advancement & External Affairs

2.

Academic placement agreement

 

Relevant Dean or designate

 

Sr. Vice President, Academic or another signing officer**

3.

Academic affiliation agreement (e.g. with hospitals etc.) or inter-institutional collaborations

 

Relevant Dean

Sr. Vice President Academic or another signing officer**

 

4.

Externally funded contracts (those with government or other funding agencies that involve the College to provide academic services in return for a fee)

 

Relevant Dean/Director

Director, Financial Services

Relevant Sr./Vice President or President and another signing officer

D.  Research Agreements

1.

Research Contract

 

 

Dean, Applied Research & Innovation

Relevant Dean/Director

Sr. Vice President Academic or President and another signing officer**

2.

Funding Agreement (Research Grants) with Industry Partner

 

Dean, Applied Research& Innovation

Director, Financial Services

Relevant Dean/Director

Sr. Vice President Academic or President and another signing officer

E.  Advancement and Development Agreements

1.

Donation related agreements, including bequest/will

 

Chief Advancement Officer

Associate Vice President, Legal & Risk Management

Vice President, Advancement & External Affairs or President and another signing officer

2.

Naming agreements (physical facilities, department, school, etc.)

 

Chief Advancement Officer

 

Associate Vice President, Legal & Risk Management

 

Relevant Vice President/ Dean/Director

Vice President, Advancement & External Affairs or President and another signing officer

3.

Strategic Partnership Agreements

 

Chief Advancement Officer

Relevant Vice President/Dean/Director

Associate Vice President, Legal & Risk Management

Vice President, Advancement & External Affairs or Relevant Sr. Vice President or President and another signing officer

F.  Employment Related Contracts 

1.

  1. Academic Faculty

 

Relevant Dean/Director/Associate Director

Relevant Sr./Vice President or Vice President Human Resources and Organizational Effectiveness and another signing officer

 

  1. Support staff

 

Relevant Dean/Director

Relevant Sr./Vice President / CIO or Vice President Human Resources and Organizational Effectiveness and another signing officer

 

  1. Administrative staff

 

Relevant Dean/Director

Relevant Sr./Vice President / CIO or  Vice President Human Resources and Organizational Effectiveness and another signing officer

2.

Labour Relations Agreements (Negotiated Settlements / Letters of Understanding

 

Director, Human Resources

President or Relevant Sr./Vice President /CIO and another signing officer

3.

Human Rights Investigations Contracts

 

Director, Human Rights, Equity & Diversity

Vice President Human Resources and Organizational Effectiveness and another signing officer

4.

Employment Severance Agreements

 

Director, Human Resources

President and another signing officer

G.  Other/Miscellaneous Agreements/Documents

1.

Joint venture, partnership, government or externally  funded or other similar agreements/service contracts/proposals not dealt with elsewhere

 

Relevant Director/Dean

Relevant Sr./Vice President / CIO or President and another signing officer

 

* Review or Consultation Requirement, refers to review or due diligence from an area of the College administration with specific expertise, (e.g. Office of Legal & Risk Management, ITS, Financial Services, Capital Development, Health & Safety, Applied Research & Innovation, etc.) relevant to the nature of the purchasing, contract, agreement or proposal.  Regular operational review and approval within the department/school initiating, operationalizing or executing the contract is assumed.

** If the agreement is an update to a previously existing agreement or complies with a standard agreement or template that has been previously reviewed and approved, the relevant Dean/Director together with Associate Vice President, Legal and Risk Management are authorized as signing officers.

 

Appendix B: Contract and Proposal Approval Guideline / Flowchart