The Contract Review Process is a requirement that applies to all individuals signing or accepting agreements on behalf of the College. All qualifying Ithaca College contracts must be reviewed through the Contract Review Process before they are signed.
The full CONTRACT REVIEW AND APPROVAL POLICY can be found in Section 2.41 of the Ithaca College Policy Manual.
HOW DO YOU SUBMIT A CONTRACT FOR REVIEW?
Submit your contracts for review by doing both of the following:
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Complete Complete a Contract Review Request Form through TeamDynamix
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Register any new Supplier (meaning, the other party) in the Finance Cloud. Register a Supplier even when the relationship does not involve payments or accounts receivable.
Each submission should allow four weeks for review before its initial return is needed, allowing for legal, risk management, IT, and business purpose review.
More information about the Contract Review Process is available at Submitting a Contract for Review. More information about Contract Policy roles and responsibilities is available on the Legal Affairs' Contracts page or through the Procurement Office.
WHAT DOCUMENTS REQUIRE REVIEW?
Often, contracts for procuring goods or services will not require legal review. However, any written agreement or contract (whether labeled “invoice”, “order form”, or otherwise) must be submitted for review whenever:
- The contract, order form, or invoice includes legal language such as “terms and conditions”, “indemnification”, “limitation of liability”, “insurance”, “automatic renewal”, etc., please submit it for review.
Or…
- The contract is about something that, in your judgment, SHOULD have additional legal terms, please submit it for review. This would include, among others, contracts involving renting vehicles or heavy equipment, other higher-risk activities, intellectual property, renting commercial space, affiliations with other organizations, or any other written agreement with an outside party that is not a straightforward retail purchase or is not covered by the templates on the Contracts web page.
WHO CAN SIGN?
For those with signatory authority, we’d like to remind you of the purpose for that designation. Signing authority on behalf of the College is established in College bylaws for the President and Vice Presidents, but everyone else needs to be individually designated to sign for a specific scope of agreements and a within a specific dollar amount. [Note: There is no way to delegate your designated signature authority to someone else, even for a single agreement. Contracts that are signed by individuals without a formal delegation of signature authority may result in the signer’s personally liability, putting both the individual and the College at risk.
The full description of the signatory authority process is available on the Signatory Authority Information page of the College Counsel website.
The purpose of the Contract Review Policy and the Signatory Authority process is to avoid the formation of contracts that may inadvertently jeopardize the welfare of the College or any of us in the College Community. Thank you for working together and helping to protect Ithaca College!
QUESTIONS REGARDING THIS REMINDER
Please contact the Phil Garin in the Office of the College Counsel at pgarin@ithaca.edu or legal@ithaca.edu if you have any questions or concerns related to this notice.