Getting a Contract Signed

If an academic or administrative unit wishes to have a contract signed, the first step is to determine if the contract falls within a category for which signing authority has already been delegated to the Head or other person in the unit. For example, Resolution #14, Employment, authorizes a Department Head to sign a contract of employment with a Teaching Assistant, and Resolution #12, UBC Library, authorizes certain Librarians and Directors to sign certain contracts for the purchase of library materials. Does your Unit have the Required Signing Authority?

Determine if the contract falls within a category for which signing authority has already been delegated to another administrative unit. For example, Resolution #11, Research Contracts and Agreements, authorizes the Director of Research Services to sign certain contracts for the carrying out of research and certain contracts dealing with intellectual property, and Resolution #15, Supply Management, authorizes Purchasing Officers to sign certain contracts for the acquisition of goods and services. Step Two: Does another Unit have the Required Signing Authority?

Contracts that do not fall under the foregoing categories may be signed under Resolution #1, General Commitments and Agreements. The most common way for a contract to be signed under Resolution # 1 is for the Head of the Unit responsible for negotiating the contract to fill out and submit a Request for Contract Review and Indemnity Approval Form to the Office of the University Counsel. The form can be found here. The Office of the University Counsel will review the contract and may contact the unit with questions or concerns about the contract. Revisions to the text of the contract may be required. Please note that the review is from a legal perspective only and does not include an assessment of the business case underlying the transaction. The head of the academic or administrative unit wishing to have the contract executed is responsible for ensuring that the contract fits within its business and operational requirements, and that any other units of the University affected by the contract have been consulted and (if necessary) have approved the contract. The Head of the Unit must be prepared to recommend execution of the contract and support the recommendation with a brief case statement.

After the legal review, the Office of the University Counsel will arrange for the contract to be signed by the appropriate senior officers of the University.

Please note: the determination may be made that the contract cannot be signed pursuant to Resolution #1 (for example, the liability of the University pursuant to the contract may be uncertain, or in excess of $10 million, or the commitment is precedent setting). In this case, the contract will need to be presented to the Board of Governors for approval.