General Policies and Services2015-04-20_15-42-54

 Contracts.  A contract is a legal agreement between two or more parties, especially one that is written and enforceable by law. A contract comes in many forms that most might not think of as contracts. Leases for equipment such as copiers, golf carts or storage facilities are contracts. Most contracts contain language that includes specific performance issues, penalties, jurisdiction requirements, insurance requirements and indemnification and subrogation clauses. Documents labeled as Letter of Agreement or Scope of Work are considered contracts since they are written agreements between TCU and another party. As with any University expense commitment, budgeted funds must be available and set aside by the applicable department to cover any contract expenses.

For these reasons, there are only few people at TCU who have the authority, either by Board resolution or administrative delegation, to sign contracts.

Signature authority:

Associate Vice Chancellor and Controller (ext. 5016) – has review and signature authority for all contracts for TCU Press, Student Government Association and Alumni contracts, event contracts, travel related agreements for Athletics (other than air travel and post-season travel), fraternity and sorority chapter facility agreements on master agreements approved by the Vice Chancellor for Finance and Administration, and the financial components of research contracts.

Associate Provost for Academic Affairs (ext. 7104) – has review and signature authority for the non-financial components of research contracts, non-financial international education agreements, and international education agreements with a financial impact of $5,000 and less.

Associate Provost for Academic Planning & Budgeting (ext. 5070) – has review and signature authority for non-financial educational agreements (such as articulation agreements) and educational agreements with a financial impact of $5,000 and less.

Executive Director of Technology Resources (ext. 7682) – has authority for renewal of licensing and maintenance contracts for existing computer hardware and software, as long as such renewals contain no changes to the basic terms and conditions, including limits of liability and indemnification.

Provost (ext. 7101) – has authority for adjunct faculty contracts.

Vice President of Business and Finance for Brite (ext. 5710) – has review and signature authority for all Brite contracts

Vice Chancellor for Finance and Administration, Assistant Treasurer, and Associate Vice Chancellor and Controller – have authority for banking and investment agreements.

Chief Investment Officer and Vice Chancellor for Finance and Administration – have authority for endowment investment contracts.

Vice Chancellor for University Advancement – has authority for cash gift acceptances that do not require financial exchanges by TCU to a third party.

Chancellor and Vice Chancellor for Finance and Administration – have authority for real estate contracts.

Athletics Director (ext. 7710) – has authority for athletic game contracts and related guarantees, as well as athletic equipment contracts of $5,000 and less.

Dean of the Library (ext. 7106) – has authority for library materials contracts (for books, databases, journals, and associated library subscriptions).

Vice Chancellor for Marketing and Communication (ext. 7810) – has authority for billboard, advertising, and other media buy agreements with a financial impact of $50,000 and less.

Director of  Contract Administration (ext. 5808) – has review and signature authority for contracts for TCU Press, Student Government Association and Alumni contracts, event contracts, travel related agreements for Athletics (other than air travel and post-season travel), and fraternity and sorority chapter facility agreements on master agreements approved by the Vice Chancellor for Finance and Administration, as well as review and signature authority for other contracts with a financial impact of $5,000 and less (excluding real estate, banking, investment, financing, and construction contracts).  All other contracts should be reviewed and signed by the Vice Chancellor for Finance and Administration (ext. 7815).

In order to facilitate the contract review and signature process, the TCU Contract Routing Form that includes the following information should be provided to the contract reviewer along with the contract:

  • Contract purpose
  • Financial obligation (in dollars) including budget code
  • Explanation of terms that need clarification or may be problematic along with the recommended change if necessary
  • Submitter’s initials next to contract signature line, indicating that submitter has reviewed and approved the contract

The Contract Routing Form and contract should be submitted to the Director of Contract Administration for review prior to forwarding to the Vice Chancellor for Finance and Administration for signature. The Director of Contract Administration will work directly with the submitter and the other party to the contract in resolving any contract issues before forwarding the contract to the Vice Chancellor for Finance and Administration for signature. The Director of Contract Administration also will consult with the Risk Management Department regarding any insurance, indemnification or subrogation clauses and with the Technology Resources Department regarding any technology clauses prior to forwarding the contract to the Vice Chancellor for Finance and Administration for signature.