Contract Review Procedures

Contract Review Procedures

All Contracts need to be reviewed by the Procurement office prior to execution.  When a vendor presents a contract to you for services, software, equipment, etc., it needs to be sent to Lucy Burke, Director of Procurement and Administrative Services, along with a purchase requisition.  At the discretion of senior staff or the Office of Procurement and Administrative Services, some contracts will be referred to College Counsel for review before approval as well.  The Director of Information Security and Privacy, Jerry Tylutki, will also be asked to review all contracts that allow a third-party access to any student data, employee data, or confidential information.  Often, a Non-Disclosure Agreement (NDA) and/or a Data Security and Privacy Addendum (DSPA) will be added to contracts to protect the confidentiality and security of College information.

Contracts will be reviewed by the Procurement office and the Security Officer to ensure the terms and conditions are in line with the College’s contracting guidelines.  The contract review process will add 2-4 weeks to the procurement process, so please plan accordingly.

The senior staff members of the College are authorized to sign contracts on behalf of the College.  Any contracts requiring non-budgeted funding or funding more significant than the budget amount initially approved for the project must be approved and signed by the Vice President for Administration and Finance.  The senior staff and any other Hamilton personnel authorized to sign contracts are responsible for ensuring that all contracts are thoroughly reviewed for appropriate content and terms before signing.

The LITS Checklist must be used for any contracts that involve acquiring any new information systems/services, e.g., new software.

Contract Signature Authority

The senior staff members of the College are authorized to sign contracts on behalf of the College.  The College senior staff are as follows:

David Wippman

President

Sean Bennett

Vice President for Diversity, Equity, and Inclusion

Christopher D. Card

Vice President and Dean of Students

Lori Rava Dennison

Vice President for Advancement

Monica Inzer

Vice President for Enrollment Management

Gill King

Chief of Staff and Secretary to the Board of Trustees

Karen L. Leach

Vice President for Administration and Finance

Ngonidzashe Munemo

Vice President for Academic Affairs and Dean of the Faculty

Melissa Richards

Vice President for Communications and Marketing

Joe Shelley

Vice President for Libraries and Information Technology