The senior staff of the College are authorized to sign contracts on behalf of the College. The College senior staff are as follows:
Vice President for Enrollment Management
Karen L. Leach
Vice President, Administration and Finance
Vice President for Academic Affairs and Dean of the Faculty
Vice President for Library and Information Technology Services
Lori R. Dennison
Vice President for Advancement
Dean of Students
Any contracts requiring non-budgeted funding or funding greater than the budget amount originally approved for the project must be approved and signed by the Vice President, 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 prior to signing. Contracts needing review should be sent to Amber Denny, Administrative Services Administrator. Some contracts, at the discretion of the senior staff member of the Office of Procurement and Administrative Services will be referred to College Counsel for review prior to approval.
Please follow this LITS checklist for any contracts that involve the acquiring any new information systems/services at Hamilton College.
Any contracts that allow third-party service providers access to student and/or employee data must be reviewed and approved by Jerry Tylutki, Information Security Officer, prior to signature.
In some instances, College senior staff have delegated signature authority to College administrators as outlined below:
Roger Wakeman, Associate Vice President for Facilities and Planning, is authorized to sign construction contracts and purchase commitments approved by the Board of Trustees up to $5,000,000.
The Director of Procurement and Administrative Services is authorized to sign leases for approved equipment and services up to $50,000.
The Assistant Director of Student Activities is authorized to sign the standard Hamilton College performance contract and agency/artist contracts for commitments up to $5,000. The Director of Student Activities is authorized to sign radio station licensing contracts up to $5,000 and performance contracts for commitments up to $75,000.
Contracts meeting these criteria are filed in the student activities office.
The Performing Arts Director is authorized to sign performance contracts for Wellin Hall. Contracts meeting these criteria are filed in the performing arts director's office.
The Vice President of Administration and Finance must be notified if signature authority is delegated beyond this current list. Employees may be held personally liable for damages as a result of the unauthorized signing of contracts.
The office that signs the contract is the designated custodian and must retain a copy. Copies of contracts for commitments greater than one year or financial commitments greater than $50,000 should also be sent to the Director, Procurement and Administrative Services, for filing. Records will remain on file for a period of six (6) years after contract completion.
Delegation of signature authority beyond this list is uncommon and must be requested in writing through the Vice President, Administration and Finance. Employees may be held personally liable for damages as a result of the unauthorized signing of contracts.