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Execution of Contracts Policy

I.    Purpose

The purpose of this policy is to specify the signing authorities required for Contracts entered into by Ryerson University (“University”) to ensure that only those individuals with appropriate approval and accountability sign Contracts on behalf of the University.

II.    Scope and Application 

This policy applies to all Contracts to which the University is a party or that create an obligation on the University. It applies to all faculty, staff and students.  

III.    Definitions

“Capital Project” means projects that concern the demolition of existing buildings or infrastructure, new construction, renovation or renewal of existing facilities or infrastructure, and acquisition or sale of real property. 

“Collective Agreement” means a Contract between the University and one of its trade unions or employees’ associations that regulates the terms and conditions of employees at work.

“Contract” means any agreement including but not limited to any contract (including any renewal, extension or amendment of an existing contract), subcontract, letter of intent, memorandum of understanding, memorandum of agreement, legal action, memorandum of settlement, minutes of settlement, academic agreement, employment contract, gift agreement, lease, license, purchase requisition/order, deed, transfer, instrument, assignment, obligation, certificate or other document, the provisions of which may be binding upon the University.

“Research Contract” means a Contract with an entity outside the University concerning research that is undertaken by University faculty, staff or students.

“Signing Officer” means the individual who has been granted authority to sign a Contract in accordance with this Policy.

“Student Placement Agreement” means a Contract with an entity outside the University to provide students with discipline-related work experience as a component of an academic program.

IV.    Policy

1)    Signing Authority

a)    Individuals may only sign a Contract on behalf of the University if they have explicit authority to do so under this Policy, or if that authority has been properly delegated to them by the relevant Signing Officer.

b)    Except as set out herein, the authority to sign a Contract is dependent on its total value as set out in Schedule A.

c)    The Signing Authority for Research Contracts is determined in accordance with Senate Policy 154: Signing of Research Applications and Agreements in Support of Research

d)    The Signing Authorities for Student Placement Agreements for placements in Canada are the Provost and Vice President Academic, and the General Counsel and Secretary of the Board of Governors. The Signing Authority for Student Placement Agreements for placements outside of Canada is determined in accordance with Senate Policy 95: the Development and Approval of International Partnerships and International (and National) Mobility Programs.

e)    All Collective Agreements must be approved in advance by the Board of Governors and must be signed by the President and the General Counsel and Secretary of the Board of Governors.

f)      All Contracts relating to legal actions (for example: minutes of settlement or memorandum of settlement) must be approved by the Office of the General Counsel and Board Secretariat prior to being signed by the Signing Authority specified in Schedule A.

g)    All employment Contracts must be signed by the hiring supervisor as directed by Human Resources.

h)    All Contracts relating to the lease or license of space must be signed by the Vice-President, Administration and Operations in addition to the Signing Authority specified in Schedule A.

2)    Prior to presenting a Contract for signature by the appropriate Signing Officer(s), the following requirements must be met:

a)    The business terms of the Contract must be reviewed and approved in advance by the appropriate unit(s) within the University.

b)    The Risk & Insurance Officer must review the insurance terms of the Contract.

c)    An assessment of the risks to which the University may be exposed to by entering into the Contract must be prepared.

d)    The Contract must be reviewed by the Office of the General Counsel and Board Secretariat

3)    The term of a Contract, including any renewals and extensions, should not exceed five (5) years, unless approved by the Office of the General Counsel and Board Secretariat.

4)    Signature stamps or pre-signed blank forms are not accepted as original signatures on Contracts.   Electronic signatures will be accepted as original signatures on Contracts with the prior approval of the Office of the General Counsel and Board Secretariat.

Schedule A:

 Signing Officer Authority

1)     A Contract with a value of less than $100,000 in the aggregate must be signed by any one of the following:

  • Assistant Vice President
  • Vice-Provost
  • Deputy Provost 
  • Dean
  • Executive Director
  • or higher ranked individual within the University

2)     A Contract with a value of $100,000 in the aggregate but less than $2,500,000 in the aggregate must be signed by one of the following:

  • President and Vice Chancellor
  • Provost and Vice President Academic
  • Vice President Administration and Operations
  • General Counsel and Secretary of the Board of Governors
  • Vice President University Advancement and Alumni Relations
  • Vice President Research and Innovation
  • Vice President, Equity and Community Inclusion
  • Chief Financial Officer.

3)     A Contract with a value $2,500,000 in the aggregate but less than $10,000,000 must be signed by any two of the following:

  • President and Vice Chancellor
  • Provost and Vice President Academic
  • Vice President Administration and Operations
  • General Counsel and Secretary of the Board of Governors
  • Vice President University Advancement and Alumni Relations
  • Vice President Research and Innovation
  • Vice President, Equity and Community Inclusion
  • Chief Financial Officer.

4)  A Contract with a value of $10,000,000 or more in the aggregate, must be approved in advance by the Board of Governors, except as noted below, and must be signed by any two of the following:

  • President and Vice Chancellor
  • Provost and Vice President Academic
  • Vice President, Administration and Operations
  • General Counsel and Secretary of the Board of Governors
  • Vice President University Advancement and Alumni Relations
  • Vice President Research and Innovation
  • Vice President, Equity and Community Inclusion
  • Chief Financial Officer.

A Contract concerning a Capital Project with a value of $10,000,000 or more in the aggregate, does not require additional approval by the Board of Governors if the Board of Governors has already approved the budget for the Capital Project.

Appendix:

 (PDF file) Contract Checklist for Risk Management (opens in new window)