Appendix B: Signature Authority Tables
According to university's bylaws, only certain individuals are authorized to contractually bind the university. The president, the provost, the treasurer, and the CAO or such other person or persons as may be authorized by the Board of Trustees, each hold such authority.
- The president and provost may execute contracts, faculty appointment letters or other instruments related to the management of the university's academic programs.
- The president and treasurer may execute contracts and other instruments as required to conduct the university's financial activities and related operations.
- The president and CAO may execute contracts and other instruments as required to conduct the university's administrative operations.
The president, provost and treasurer, in keeping with the terms of the bylaws, may delegate signature authority granted to their offices through delegation memoranda.
Additionally, the president has delegated the chief administration officer with the authority to execute contracts and other instruments as required to manage the university’s administrative functions. The chief administration officer may also sub-delegate the authority granted to their office through written delegation.
The tables reflect grants of authority made by the president, provost, treasurer, and chief administrative officer to sign documents or bind the university through a contract of the types described to those persons and positions identified in the tables. Sub-delegation of the authorities contained in the tables are not permitted unless expressly indicated. Permitted sub-delegations must be made in writing and in accordance with the Contract Process Guidelines.
IMPORTANT INFORMATION FOR THOSE SEEKING TO EXERCISE SIGNATURE AUTHORITY:
Those who sign external contractor attempt to bind the university without proper authority may become personally responsible for the obligations made in the contract and may be
subject to university disciplinary action.
Requests to change the authorities delegated in the tables should be directed to the Office of the President, the Office of the Provost and Executive Vice President for Academic Affairs, the Office of the Executive Vice President and Chief Administrative Officer, or the Office of the Vice President, Chief Financial Officer and Treasurer, as appropriate. General questions concerning the scope of authority may be directed to the Office of General Counsel.
The terms "contract" and "agreement" are used interchangeably in the tables and refer to documentation that sets forth the acceptance of obligations on behalf of the university or a binding
arrangement between two or more parties.
|
President Delegation of Signature Authority, June 6, 2023 |
|||
|---|---|---|---|
Position |
Document Types |
Limitations |
Sub-delegation Permitted |
President |
Contracts, faculty appointment letters, and other instruments related to the management of the University’s academic program (Bylaws) | Yes | |
| Contracts, receipts, tax documents and other instruments as required to conduct the university’s business operations, including all real estate related documents (Bylaws) |
Yes | ||
| Documents related to borrowing of funds and related treasury actions to finance short term liquidity through bank loans and lines of credit for the sole purpose of short-term cash requirements (Board Resolution) | No, authority granted by Board Resolution may not be delegated | ||
Provost & Vice President for Academic Affairs |
Contracts, faculty appointment letters, and other instruments related to the management of the University’s academic program (Bylaws) | Yes | |
| Agreements related to business operations within the Office of the Provost with financial obligations of one million dollars ($1,000,000.00) or less | Yes, sub-delegations for agreements related to operations to the schools and colleges as provided in Signature Delegation Chart for the Provost | ||
| Settlement agreements associated with pending or potential lawsuits or other claims within the Office of the Provost, schools and colleges in amounts not to exceed five hundred thousand dollars ($500,000.00) | No | ||
| Non-disclosure and confidentiality agreements related to operations within the Office of the Provost, schools and colleges | Yes | ||
| Collective bargaining agreements with unions representing employees within the schools and colleges | No | ||
| Deeds of gifts of non-monetary items to the museums and library collections |
Yes | ||
| Authority to sign separation agreements offered to employees and faculty within the Office of the Provost, schools and colleges, whose employment with the university is terminated | No | ||
Executive Vice
|
Agreements related to operations within the Office of the CAO and CAO organization with financial obligations of one million dollars ($1,000,000.00) or less |
Yes, sub-delegations for agreements related to operations within the Office of the CAO and CAO organizations as provided in Signature Delegation Chart for the CAO | |
| Settlement agreements associated with pending or potential lawsuits or other claims within the CAO organization, in amounts of five hundred thousand dollars ($500,000.00) or less |
No | ||
| Non-disclosure and confidentiality agreements related to business operations within the Office of the CAO and CAO organization |
Yes | ||
| Regulatory filings related to operations within the Office of the CAO and CAO organization | Yes | ||
| Collective bargaining agreements with unions representing employees within the CAO organization | No | ||
| Authority to sign separation agreements offered to employees, whose employment with the university is terminated | Yes, to the Vice President & Chief People Officer | ||
| General authority for security transactions and related documents (Board Resolution) | No, authority granted by Board Resolution may not be delegated | ||
| Establishing and operating accounts at financial institutions (Board Resolution) | No, authority granted by Board Resolution may not be delegated | ||
Vice President, Chief Financial Officer, and Treasurer |
Contracts, receipts, tax documents and other instruments as required to conduct the university’s business operations, including all real estate related documents (Bylaws) | Yes | |
| General authority for security transactions and related documents (Board Resolution) | No, authority granted by Board Resolution may not be delegated | ||
| Establishing and operating accounts at financial institutions (Board Resolution) | Yes, only to facilitate administration of the financial accounts. |
||
| Documents related to borrowing of funds and related treasury actions to finance short term liquidity through bank loans and lines of credit for the sole purpose of short-term cash requirements (Board Resolution) | No, authority granted by Board Resolution may not be delegated |
||
Vice President and General Counsel |
Contracts retaining outside counsel and for services related to legal matters involving the university, its employees, and the Board, as appropriate (Bylaws) | Yes, to the deputy general counsel | |
| Agreements related to operations within the General Counsel’s Office with financial obligations of five hundred thousand dollars ($500,000.00) or less | Yes, to the deputy general counsel | ||
| Settlement agreements associated with pending or potential lawsuits or other claims in amounts of five hundred thousand dollars ($500,000.00) or less |
Yes, to the deputy general counsel | ||
| Non-disclosure and confidentiality agreements related to operations within the General Counsel’s Office | Yes, to the deputy general counsel | ||
| Receipts, releases and agreements for gifts that are related to bequests, annuity payments, distributions from trusts, or other payments that are subject to probate, surrogate or other court proceedings, legal filings and applications | Yes, to the deputy general counsel | ||
| Regulatory filings related to operations within the university, legal filings and applications | Yes, to the deputy general counsel | ||
Vice President, Chief of Staff, and Secretary of the University |
Agreements related to operations for offices within the Chief of Staff organization, with financial obligations of five hundred thousand dollars ($500,000.00) or less |
Yes | |
| Non-disclosure and confidentiality agreements related to operations for those offices reporting to the Chief of Staff | Yes | ||
| License agreements for the use of event space located on campus by university and non-university parties | Yes | ||
| Seal university documents and sign university attestations related to Board and Officer actions and authority (Delegation from Board Secretary) | Yes, to general counsel and deputy general counsel | ||
Director of Athletics |
Agreements related to operations within Athletics with financial obligations of one hundred thousand dollars ($100,000.00) or less | No | |
| Non-disclosure and confidentiality agreements related to business operations within Athletics | No | ||
| License agreements for the temporary use of university athletic facilities | No | ||
| Agreements with other schools for the purpose of scheduling athletic contests for the university’s athletic teams and the financial arrangements associated with such contests |
No | ||
Vice President for Development and Alumni Relations |
Agreements related to operations within Development and Alumni Relations with financial obligations of one hundred thousand dollars ($100,000.00) or less | Must secure appropriate review and approval under Development and Alumni Relations’ gift approval process |
No |
| Non-disclosure and confidentiality agreements related to operations with Development and Alumni Relations | No | ||
| Gift agreements for gift valued at less than one million dollars ($1,000,000.00) (Board Resolution) | No, authority granted by Board Resolution may not be delegated | ||
Vice President for
|
Agreements related to operations within Communications & Marketing with financial obligations of one hundred thousand dollars ($100,000.00) or less | No | |
| Non-disclosure and confidentiality agreements related to operations within Communications & Marketing | No | ||
| Location releases permitting filming, photographing, or other types of recordings at or within university property without monetary exchange | No | ||
|
Provost Delegation of Signature Authority |
|||
|---|---|---|---|
Position |
Document Types |
Limitations |
Sub-delegation Permitted |
Provost and
|
Contracts, faculty appointment letters, and other instruments related to the management of the University’s academic program (Bylaws) | Yes | |
| Agreements related to business operations within the Office of the Provost organization with financial obligations of one million dollars ($1,000,000.00) or less | Yes | ||
| Settlement agreements associated with pending or potential lawsuits or other claims within the Provost Office organization in amounts up to five hundred thousand dollars ($500,000.00) | No | ||
| Non-disclosure and confidentiality agreements related to operations within the Provost organization | Yes | ||
| Deeds of gift of non-monetary gifts to the museum and library collections | Yes, to the Director, Museum | ||
| Collective bargaining agreements with unions representing employees within the schools and colleges | No | ||
| Authority to sign separation agreements offered to employees and faculty within the Office of the Provost, schools and colleges, whose employment with the university is terminated | No | ||
Deputy Provost,
|
Agreements related to museum operation purchases and loans including agreements for goods and services with financial obligations of one hundred thousand dollars ($100,000) or less |
Does not include international agreements |
No |
| Academic agreements | Does not include international agreements |
No | |
| Non-disclosure and confidentiality agreements related to museum operations and collections |
No | ||
| Deeds of gift for non-monetary gifts of art and historic objects to the museum's permanent collection | No | ||
Vice Provost,
|
Agreements related to business operations within the Libraries and Academic Innovations with financial obligations of on hundred thousand dollars ($100,000.00) or less |
No | |
| Non-disclosure and confidentiality agreements related to operations within the Libraries and Academic Innovation | No | ||
| Deeds of gift for non-monetary gifts to library special collections | No | ||
| Agreements related to business operations within Information Technology with financial obligations of one million dollars ($1,000,000.00) or less | No | ||
| Non-disclosure and confidentiality agreements related to operations within Information Technology | No | ||
| Statements of work or orders made pursuant to an existing master services agreement within business operations of Information Technology | No | ||
Vice Provost for
|
Agreements related to business operations within the Office of the Provost organization with financial obligations of five hundred thousand ($500,000.00) or less | No | |
Vice Provost for
|
See Signature Delegation Chart for Research | ||
Vice Provost for
|
Agreements related to programmatic undertakings and business operations within the Division of Student Affairs with financial obligations of one hundred thousand dollars ($100,000.00) or less | Yes, to associate vice provost for student affairs |
|
| Non-disclosure and confidentiality agreements related to business operations within the Division of Student Affairs | Yes, to associate vice provost for student affairs |
||
| Agreements related to student activities and events, including speakers, performers, rental of space, and other entertainment related services, with financial obligations of one hundred thousand dollars ($100,000.00) or less |
Yes, to associate vice provost for student affairs |
||
| Agreements for the use of space at student venues located on campus | Yes, to associate vice provost for student affairs |
||
Vice Provost for
|
Agreements related to intellectual property, such as and not limited to, licensing agreements, IP assignments, patent agreements and copyright assignments | No | |
| Non-disclosure agreements (NDAs) related to related to intellectual property and other matters under the purview of the vice provost for faculty affairs |
No
|
||
Managing Director,
|
Non-disclosure agreements related to potential sponsors of research, licensees of university patents, and intellectual property matters generally | No | |
All Schools and
|
Agreements related to business operations within the schools/colleges with financial obligations of fifty thousand dollars ($50,000.00) or less |
No
|
|
| Academic and affiliation agreements establish the relationship and set the terms by which the schools’/colleges’ students may participate in internships, externships and clinical training at other facilities |
Does not include international agreements or agreements and documents processed by OVPR |
No | |
| Non-disclosure and confidentiality agreements related to business operations within the schools/colleges |
No | ||
Director, George
|
Agreements related to museum purchases and loans including agreements for goods and services with financial obligations of one hundred thousand dollars ($100,000.00) or less |
No | |
| Deeds of Gift for non-monetary gifts of art and historic objects to the museum's permanent collection | No | ||
| Non-disclosure and confidentiality agreements related to museum operations and collections |
No | ||
|
CFO and Treasurer Delegation of Signature Authority as of July 1, 2023 |
|||
|---|---|---|---|
Position |
Document Types |
Limitations |
Sub-delegation Permitted |
| Treasurer | Contracts, receipts, tax documents and other instruments as required to conduct the university’s business operations, including all real estate related documents (Bylaws) | Yes | |
| General authority to borrow funds including loans and lines of credit (Board Resolution) | No; Authority granted via Board R solution may not be sub-delegated |
||
| General authority for securities transaction and related documents (Board Resolution) | No; Authority granted via Board Resolution may not be sub-delegated |
||
| General authority for securities transaction and related documents (Board Resolution) | Yes, only to facilitate administration of the financial accounts. |
||
| Documents related to borrowing of funds and related treasury actions to finance short term liquidity through bank loans and lines of credit for the sole purpose of short-term cash requirements (Board Resolution) |
No, authority granted by Board Resolution may not be delegated |
||
| Gift Agreements subject to Gift Review Checklist approval | Yes | ||
Associate Vice
|
All federal and state tax documents including IRS Form 990 and 990-T | Any state or federal tax form that requires signature of a corporate officer |
No |
| Real estate tax filings | No | ||
| Debt payment agreements with former students | No | ||
| Establishing and operating accounts at financial institutions; (Board Resolution) | No | ||
| General authority for security transactions and related documents (Board Resolution) | No | ||
Senior Associate
|
Contracts and other instruments as required to conduct the university’s business operations with financial obligations of five hundred thousand dollars ($500,000.00) or less | No; Authority granted via Board Resolution may not be sub-delegated |
|
| Gift annuity contracts with donors, receipts and gift acknowledgements related to donation of gifts to the university | No | ||
| Tax documents related to the reporting of donations and receipts of gifts, including IRS Forms 8282 and 8283 | No | ||
| Establishing and operating accounts at financial institutions (Board Resolution) | No; Authority granted via Board Resolution may not be sub-delegated |
||
| General authority for security transactions (Board Resolution) | No; Authority granted via Board Resolution may not be sub-delegated |
||
Assistant Vice
|
Establishing and operating accounts at financial institutions; Documents related to selection of financial institutions, open financial accounts, obtain financial services, and sign checks, drafts, or other orders for payment (Board Resolution) |
No; Authority granted via Board Resolution may not be sub-delegated |
|
| General authority for security transactions; Documents to open maintain, execute transfers, assignments, and related actions related securities (Board Resolution) | No; Authority granted via Board Resolution may not be sub-delegated |
||
| Documents related to the administration of borrowings contemplated by the Resolution for Borrowing Funds (Board Resolution) | No; Authority granted via Board Resolution may not be sub-delegated |
||
Associate Vice
|
Orders and agreements related to the purchase of goods and services using the university’s standard terms and conditions prepared or reviewed and approved through P2P contract review process |
Yes, within procurement departments |
|
| Agreements related to procurements made from funds from third-party sponsors through OVPR | Yes, within procurement departments |
||
| Non-disclosure and confidentiality agreements related to the procurement of goods and services | Yes, within procurement departments |
||
Associate Vice
|
Lease administration documents related to leasing activities, including non-binding letters of intent and proposals related to leasing activities, notices of default, date certifications, estoppels, and other routine administrative documents |
Does not include leases, easements, licenses for the use of space, or other similar documents affecting real property rights, on behalf of university |
No |
| Real estate tax filings (including but not limited to exemption applications, exempt property reports and income/expense reports) |
No | ||
| Regulatory filings related to real property with the District of Columbia and other municipalities | Does not include regulatory filings that require signature by a corporate officer |
No | |
| Agreements related to business operations within the Office of Real Estate with financial obligations of one hundred thousand dollars ($100,000.00) or less | No | ||
| Non-disclosure and confidentiality agreements related to business operations within the Office of Real Estate | No | ||
Associate Vice
|
Agreements related to business operations within Business Services with financial obligations of one hundred thousand dollars ($100,000.00) or less |
No, except authority to sign trademark licenses may be sub-delegated to the Auxiliary Services Director |
|
| Non-disclosure and confidentiality agreements related to business operations within Business Services | No | ||
| Agreements for vendor enrollment in the GWorld Card program | No | ||
| Housing license agreements with students and student groups for a duration not to exceed an academic year | No | ||
| Licenses for the use of university-owned registered marks | Yes, to the Director of Auxiliary Services |
||
|
CAO Delegation of Signature Authority |
|||
|---|---|---|---|
Position |
Document Types |
Limitations |
Sub-delegation Permitted |
| Executive Vice President & Chief Administration Officer |
Agreements related to operations within the Office of the CAO and CAO organization with financial obligations of one million dollars ($1,000,000.00) or less | Yes | |
| Settlement agreements associated with pending or potential lawsuits or other claims within the CAO organization, in amounts of five hundred thousand dollars ($500,000.00) or less | No | ||
| Non-disclosure and confidentiality agreements related to operations within the Office of the CAO and CAO organization | Yes | ||
| Regulatory filings related to operations within the Office of the CAO and CAO organization | Yes | ||
| Collective bargaining agreements with unions representing employees within the CAO organization | No | ||
| Authority to sign separation agreements offered to employees whose employment with the university is terminated | Yes, to the Vice President & Chief People Officer |
||
| General authority for security transactions and related documents (Board Resolution) | No; Authority granted via Board Resolution may not be sub-delegated |
||
| Establishing and operating accounts at financial institutions (Board Resolution) | No; Authority granted via Board Resolution may not be sub-delegated |
||
Vice President &
|
Agreements related to operations within HRMD with financial obligations of fifty thousand dollars ($50,000.00) or less |
|
No |
|
Authority to sign separation agreements offered to employees whose employment with the university is terminated due to elimination of the employee's position |
• Excludes |
No |
|
|
Non-disclosure and confidentiality agreements related to operations within payroll, compensation, benefits, and HR information systems organizations |
|
No |
|
|
Regulatory filings related to operations within payroll, compensation, benefits, and HR information systems organizations |
|
No |
|
Associate Vice
|
Agreements related to operations within payroll, compensation, benefits, and HR information systems operations organizations, with financial obligations of fifty thousand dollars ($50,000.00) |
|
No |
|
Non-disclosure and confidentiality agreements related to operations within payroll, compensation, benefits, and HR information systems organizations |
|
No |
|
|
Regulatory filings related to operations within payroll, compensation, benefits, and HR information systems organizations |
|
No |
|
Senior Associate
|
Agreements related to operations within the organization with financial obligations of five hundred thousand dollars ($500,000.00) or less |
|
No |
|
Contracts for construction and renovation projects, design, and planning, and professional services related thereto, of one million dollars ($1,000,000.00) or less |
|
No |
|
|
Limited notices to proceed (“LNTPs”) |
|
No |
|
|
Contracts related to capital expenditures goods and services related to operational requirements of five hundred thousand dollars ($500,000.00) or less |
|
No |
|
|
Non-disclosure and confidentiality agreements related to operations within the FPCM |
|
No |
|
| Regulatory filings related to operations within the FPCM organization | No | ||