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RSCC Policies
RSCC Policy GA-34-01; Approval of Agreements and Delegation of Authority/Signature Authorization
RSCC Policy GA-34-01; Approval of Agreements and Delegation of Authority/Signature Authorization
Roane State Community College
Policy Number: GA-34-01
Subject: Approval of Agreements and Delegation of Authority/Signature Authorization

The purpose of this policy is to provide guidance for approval of agreements and delegation of authority/signature authorization.

Scope
This policy applies to anyone when exercising delegation of authority and signature authorization for any transaction that could create a financial liability for an institution. Examples include, but are not limited to, contracts, purchase orders, memorandums of agreement, travel authorizations, travel claims, and timesheets.

Examples outside the scope of this policy include, but are not limited to, course overloads, student advising, and reductions in student course loads.

The policy also applies to delegations by the President as delineated in section II.

  1. Delegation of Authority
    1. Delegations/authorizations must be in writing, with level of authority, any restrictions on authority and period of authority, if any, clearly noted. The delegations/authorizations should be recorded on the RSCC Delegation of Authority/Signature Authorization Form and filed annually at the beginning of the fiscal year with the office of the Executive Vice President (EVP) for Business and Finance or more frequently if needed.
    2. Delegations should run from the official holding authority to act directly to the person exercising that authority. The principle is that the person holding authority should have direct knowledge of who within the institution is exercising that authority on their behalf. The person receiving the delegated authority to act cannot further delegate that authority to someone else.
    3. Personnel with delegated authority should be qualified to do so by training and experience. The person making the delegation is responsible for ensuring the person to whom authority is delegated is qualified and understands the application of the authority delegated.
    4. The delegator is responsible for providing periodic training the delegator believes is necessary to ensure persons with delegated authority have a clear, current understanding of their authority and its limitations. This should occur with the annual filing of the form.
    5. Delegation of authority and signature authorization should not be delegated from an administrative/professional classification to a support staff classification.
    6. Appropriate disciplinary action up to and including termination will be taken for exceeding or misapplying one’s delegated authority and shall be uniformly enforced.
  2. Delegation by the President
    1. Authority assigned to the president by TBR policy, TBR guideline or statute cannot be delegated unless specifically allowed in TBR policy, TBR guideline, or statute.
    2. Authority in TBR policy, guideline or statute is often granted to the institution’s president or president’s designee. In these instances, unless otherwise designated in this policy, the EVP for Business and Finance will serve as the president’s designee without period restrictions.
    3. All contracts and agreements are subject to approval by the President or his/her designee as specified herein. All contracts and agreements other than those specified in this section (II. C) must be submitted to the EVP for Business and Finance for review and approval. Contracts and agreements not meeting the requirements of Tennessee Board of Regents (TBR) Policy 1:03:02:10, “Policy on Approval of Agreements" and Guideline G-30, "Approval of Agreements," will be returned to the initiator for revision.

      Agreements required to be submitted to the TBR should be submitted to the EVP for Business and Finance prior to the beginning of the contract’s original term or renewal. The President must sign contracts required to be submitted to TBR or to the State of Tennessee, Department of Finance and Administration. Any commitment to an agreement made by an employee of the College without the prior approval of the President or EVP for Business and Finance may be deemed to be the personal responsibility of the employee. No agreement for expenditures of funds can be made unless funds have been appropriated and are available.

      Signatory authority for selected contracts/agreements has been delegated as follows:
      1. Adjunct Faculty Contracts Vice President for Student Learning
        Clinical Affiliation Agreements Vice President for Student Learning
        Workforce Adjunct Faculty Contracts Vice President for Workforce Development and Student Affairs
        Dual Services Agreements Director for Human Resources/Wellness & Title VI Coordinator
        National Letter of Intent and Scholarship Agreements - Athletics Vice President for Workforce Development and Student Affairs
        Sole Source/Proprietary Purchases (Except Computer-Related Purchases) EVP for Business and Finance
        Temporary Employment Contracts EVP for Business and Finance
        Use of Facility Agreements - Hourly Rental of Expo Center up to $500 maximum Director of Henry/Stafford Exposition Center
        Health Sciences Memorandum of Understanding for Non-Credit-Instruction/ Services up to $10,000 maximum Director of Continuing Healthcare & Safety Education
        Use of Facility Agreements Standard Contract for use of the Henry/Stafford East TN Agricultural Exposition Center EVP for Business and Finance
        Use of Facility Agreements - Roane County Campus EVP for Business and Finance
        Use of Facility Agreements - Oak Ridge Branch Campus Vice President of Advancement and Community Relations
        Use of Facility Agreements - Off-Campus Centers Directors Off-Campus Centers
        Any other forms, agreements, or letters necessary for the conduct of business unless specifically excluded in this policy

        EVP for Business and Finance

    4. Other specific delegation of authority allowable in TBR policies and guidelines without period restrictions:

      TBR Policy/Guideline Description Designee
      A-052 Assignment of Non-Instructional Faculty Time The designating of alternative professional assignments. Vice President for Student Learning
      B-60 Fees, Charges, Refunds, and Fee Adjustments The appeal process should provide for final appeal to the president or his/her designee. No designee
      B-100 Institutional Emergency Preparedness Plan The Emergency Preparedness Plan may be activated at the direction of the president or designee in the event of a major emergency. Vice Presidents, the Campus Police Department, and the Satellite Campus Directors
      4:01:07:02 Foundations To ensure an appropriate level of institutional participation in foundation governance, it is recommended that the institution president and/or the president's designee(s) hold membership on the foundation's executive body. Vice President for Institutional Advancement and Community Relations
      4:02:10:00 Purchasing Policy and Procedures Evaluation of technical offers shall be determined by an evaluation team selected by the president or designee. EVP for Business and Finance or the Director of Purchasing and Contracts
      1:06:00:05 Uniform Procedures for Cases Subject to the Tennessee Uniform Administrative Procedures Act The authority and responsibilities of the president and director set forth herein may be delegated by him or her to individual designees who are members of the staff of the institution or school. All references herein to the president or director include any designee of the president or director. The president or director shall be responsible for any action taken under a delegation of his/her authority. No designee
      1:08:00:00 Information Technology Resources TBR personnel receiving a request for public inspection of electronic files (including e-mail correspondence) should refer the request to the president of their Institution (or to the president’s or director’s designee). Director of Human Resources
      1:08:00:00 Information Technology Resources Persons who have reason to suspect a violation of this policy, or who have direct knowledge of behavior in violation of this policy should report that allegation of violation to the Institution President or director or his/her designee. EVP for Business and Finance or Assistant Vice President for Information Technology
      P-020 Procedures for Implementation of the 37.5 hour Workweek Faculty office hours will continue to be determined by the president or technology center director or his/her designee. Vice President for Student Learning
      P-045 Deferred Compensation Plans The Participation Agreement must be approved by the president or his/her designee. EVP for Business and Finance or Director of Payroll and Special Projects
      P-110 Employee Grievance-Complaint Guideline The president/director or his/her designee shall be the final decision maker. No designee
      P-111 Support Staff Grievance The recommendation of the grievance panel will be forwarded to the president. Within fifteen (15) work days, the president or a designee will notify the grievant of the final decision. EVP for Business and Finance or Director of Human Resources
      P-160 Post Retirement Service Program for Tenured Faculty The 60-day period may be waived provided the faculty member renders no more than one-half of the hours she/he was normally scheduled to work prior to retirement for a like period and the president/designee certifies in writing (Part IV of the TCRS Temporary Employment Report) to the division of retirement that no other qualified persons are available to fill the position. No designee
      5:01:00:00 General Personnel Policy All equivalent teaching load activities shall be subject to prior review and approval by the president (or his/her designee). Vice President for Student Learning
      5:01:01:03 Leave of Absence Leave of absence without pay, not to exceed one (1) year, may be granted for justifiable absences wherein it is not desirable to terminate the employee. Such leave must be approved by the president or his/her designee, and any additional leave must be approved by the chancellor upon the recommendation of the president/director. No designee
      5:01:01:04 Military Leave The president or his/her designee may request that employees applying for reemployment submit applicable documentation per policy. EVP for Business and Finance or Director for Human Resources
      5:01:01:04 Military Leave A regular employee who has exhausted the 20 days of paid leave in any one calendar year may elect to use accrued annual leave. In addition, a regular employee may use accrued sick leave if the employee provides proof to the president or his/her designee that he/she was sick while serving in the armed forces. EVP for Business and Finance or Director of Human Resources
      5:01:01:08 Parental Leave Upon receipt of a written request for parental leave, the President or his/her designee will process the request in accordance with the provisions of this policy and the employee’s eligibility for leave under TBR Policy 5:01:01:14 Family and Medical Leave. EVP for Business and Finance or Director of Human Resources
      5:01:01:14 Family, Medical and Servicemember Leave For purposes of confirmation of family relationship, the president or his/her designee may require the employee giving notice of a need for leave to provide reasonable documentation or statement of family relationship. EVP for Business and Finance or Director of Human Resources
      5:02:03:70 Policy on Academic Tenure for the Tennessee Board of Regents Community Colleges

      Employment Status. Tenure may be awarded only to regular full-time faculty members who:

      a. Hold academic rank as instructor, assistant professor, associate professor, or professor and meet the minimum criteria as specified in a separate TBR policy.

      b. Have been employed in a tenure-track appointment and have completed the minimum probationary period of service as stated in the college’s policy and/or as agreed upon in writing and signed by the president or his/her designee.

      No designee
      3:01:01:00 Student Organizations Recommendations regarding registration of a proposed organization must be forwarded by the designated body or bodies of the institution or school to the president of the institution or the director of the school, or his/her authorized designee; and registration by the president or director or his/her designee is necessary before the organization can be officially registered. No person, group or organization may use the seal or any symbol of the institution or school without the prior written approval of the president of the institution or the director of the school, or his/her designee. Vice President for Workforce Development and Student Affairs
      3:04:01:00 Student Scholarships, Grants, Loans & Financial Aid Programs A student who forfeits his/her scholarship for any of the above reasons may be eligible for consideration after the lapse of at least one full semester. Exceptions to this provision may be made when approved by the institution's president or his/her designee. Vice President for Workforce Development and Student Affairs

      Should there be other places in TBR or institutional policy or guideline that allows for president’s designee that are not specifically addressed in this policy then that designation will rest with the EVP for Business and Finance.

  3. Recommended Practice

    1. Personnel with delegated authority should sign the name of the person of authority followed by their name.

      For example: John Doe by Jane Smith

    2. It is not required that authority be delegated and should normally only be considered to help ensure the timely execution of business and/or to effectively manage workload. The recommended/preferred practice is that those with signatory authority to exercise that authority themselves whenever possible and feasible.
  4. Exceptions
    Exceptions to this policy may be in writing by the president.

RSCC Delegation of Authority/Signature Authorization Form

Revision History: 01/27/2004, 09/25/2008, 07/08/2014
TBR Policy Reference: 1:03:02:10, 1:03:02:20
TBR Guideline Reference: G-030
Revision Date Effective: 07/08/2014
Revision Approval By: Christopher L. Whaley, President
Original Date Effective: 01/11/2000
Original Approval By: Sherry L. Hoppe, President
Office Responsible: Executive Vice President for Business & Finance
Reviewed: 07/08/2014
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