C108: Approval Authorities

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Policy Details

Corporate Operations Policies C1: Finance and Purchasing

Effective Date

February 11, 2026

Next Review/Revised Date

February 11, 2031

Reference Committee

Policy Purpose

This policy provides a risk-informed structure for the efficient execution of contracts, agreements or other
actions that bind the college. It supports decision making at a level appropriate to the impact of the decision
on the college. It imparts accountability on approvers to fully understand the decision being made, its impact
and all risks associated with it.

POLICY

Execution of contracts and agreements that bind the college must be undertaken in accordance with the

approval mechanisms of this policy.

2.1 Approvals Required Based on Contract Type

There are three primary types of contracts or agreements that may be entered into by the College.

The types and required approvals for each are:

Income generating – the College receives money
- Requires Operational Approval in accordance with Table 1 of Standard 1 or is otherwise permitted by a financial policy.
Purchasing – the College pays funds
- Requires operational and purchasing financial approval in accordance with Standard 1 or is otherwise permitted by a financial policy.
Non-monetary – no money is exchanged between the parties, although there often is some type of resource cost to the College
- Requires Operational Approval in accordance with Table 1 of Standard 1 or specific

delegated consent in Form 1.

2.2 Operational Approver Responsibilities

Prior to committing or binding the College an approver shall ensure the following:

All conflicts of interest have been disclosed and resolved.
The College can meet the obligations being made. Budgetary and/or resource approvals from all affected stakeholders have been obtained. This requires consultation with any College service or department that may be expected to participate or assist in facilitating the agreement.
All costs, monetary and non-monetary, have been determined and accounted for.
All clauses in a written agreement are fully understood.
Risks have been identified and mitigated, where appropriate.
It complies with all laws and related internal policies. This includes, but is not limited to, the following topics:
- Binding directives of the Ministry of Colleges and Universities
- Health and Safety
- Privacy and Cybersecurity
- Intellectual Property
- Insurance and Liability
- Public Sector Procurement
It is consistent with Fanshawe’s Strategic Direction (Purpose, One Big Goal, and Values), annualbudget, collective agreements, and policies.

REFERENCES

Board Policies

C05: Delegation to the President

College Policies

C103: Revenue Contract Management

C106: Purchasing

P207: Employee Code of Conduct

ADDENDA

Standard 1: Approval Thresholds

Form A: DELEGATION OF SIGNING AUTHORITY

Table 1 – Operational Approval Thresholds

Role	Approval Limit
Manager	$25,000
Chair / Senior Manager	$50,000
Associate Dean / Director	$100,000
Dean / Executive Director	$250,000
Senior Vice President / Vice President	$500,000
President / Vice President, CSI	>$500,000

Table 2 – Purchasing Financial Approval Thresholds

Role	Signing Authority
Buyer, Contract Management Office	$100,000
Senior Buyer, Contract Management Office	$250,000
Manager, Contract Management Office	$500,000
Executive Director, Finance	$1,000,000
Vice President, CSI	>$1,000,000

Below is a sample of the Designation of Signing Authority form. To initiate the process please contact the Executive Assistant of the Vice-President, Corporate Services and Infrastructure.

[The Sample Form is available on the Attached Policy PDF]

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