Business Affairs and Auxiliary Services

Amendment to the Policy on Negotiating and Entering into Contracts and Leases

 
Purpose
The purpose of this amendment is to further streamline the contract review process by authorizing the Provost and Vice President for Student Affairs to execute certain standard contracts that have a value of $10,000 or less.  

Scope
This amendment is to a University wide policy.

Policy Amendment
  1. To facilitate the contract review process, the Provost is now authorized to execute standard contracts for practicums, affiliations, honorariums, internships and other academic functions that have a value of $10,000 or less.

  2. This amendment also authorizes the Vice President for Student Affairs to execute standard contacts for speakers, performers, entertainers and other special services related to student development activities that have a value of $10,000 or less.

  3. Accordingly, the section of the Policy on Negotiating and Entering into Contracts and Leases entitled “General Overview – Review and Approval Process” is amended to read as follows:

    Contracts and leases will generally involve either the University’s obtaining or supplying of goods or services.  Depending on the planned arrangements, contracts or leases may have been preceded by a Request for Proposal (RFP) and both may require review and revision by Business Affairs, Procurement, Compliance and General Counsel.  Contracts or leases for goods or services totaling over $500,000 must be approved by the University’s Board of Regents.  Standard contracts (as defined below) for practicums, affiliations, honorariums, internships and other academic functions that have an expenditure of $10,000 or less may be approved and signed by the Provost.  Standard contacts for speakers, performers, entertainers and other special services related to student development activities that have an expenditure of $10,000 or less may be approved and signed by the Vice President for Student Affairs.  The Director of Business Affairs, from time to time, may determine that it is appropriate to have a standard contract reviewed more closely and signed as a non-standard contract.  Only the President, the Executive Vice President for Administration and the Vice President for Finance and Technology shall have authority to sign: a) non-standard contracts or lease agreements and b) standard agreements with expenditures in excess of $10,000.  Contracts and leases shall not be entered into by any other employee on behalf of Seton Hall University and no agreement consummated outside these guidelines herein shall be recognized by the University.  Appropriate time frames need to be incorporated into planning processes leading up to contract or lease signing, as discussed herein.

  4. The section of the Policy on Negotiating and Entering into Contracts and Leases entitled “Specific Steps to be Taken Prior to Contract or Lease Signing” is amended to read as follows:

    2.  If a contract to be entered into is a standard university contract, the agreement should be forwarded to the Office of Business Affairs for review and approval.  Any and all “standard contracts” or leases must be completed and attached to a Contract Review Routing Folder (see Attachment B).  Since the agreement is of standard format and has been previously approved by General Counsel, a Contract Review Checklist is not necessary.  All standard contracts should be signed by the contracting parties prior to final approval and signature by the Provost, Vice President for Student Affairs or other authorized University division head.  The Director of Business Affairs, from time to time, may determine that it is appropriate to have a standard agreement reviewed more closely and signed as a non-standard agreement.  If the standard agreement provides for expenditures that exceed $10,000, then the Business Affairs Office will direct the agreement to the President, the Executive Vice President for Administration or the Vice President for Finance and Technology for approval and signature.

  5. All other provisions of the Policy remain the same.

Responsible Offices
Provost
Vice President for Student Affairs
Vice President for Finance
General Counsel
Business Affairs
Procurement
Department Heads

Related Policies  
Procurement Policies and Procedures

Amended and Approved
Board of Regents
November 25, 2008

Effective Date
November 25, 2008

Contact Us

Business Affairs and Auxiliary Services
(973) 761-9002
Bayley Hall Rm. 200

 
 

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