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This Policy is intended to ensure that commitments of Dartmouth College resources are properly reviewed and approved by authorized employees. The Policy thus identifies which Dartmouth College employees are authorized to enter into transactions with external parties on behalf of Dartmouth and to submit requisitions for purchases through Dartmouth's internal procurement system.
A. General Provisions
B. Relationship of this Policy to Procurement Card System, eProcurement System, Invoice Approval Process, Business Expense Reimbursement Policy, and other Policies.
C. Abbreviations
D. Delegations of Authority
E. Review by Office of the General Counsel
F. Documenting Delegations of Authority
Appendices
Appendix A: Business Transactions – General
Appendix B: Financial Management Transactions
Appendix C: Investment Transactions
Appendix D: Development Transactions
Appendix E: Real Estate and Facilities Transactions
Appendix F: Risk Management and Insurance Transactions
Appendix G: Sponsored Activities Administration and Intellectual Property Transactions
Appendix H: Staff Hiring
Appendix I: Medical School Transactions
Appendix J: Procurement Services Department Authority
Signature Authority Policy Approvals and Amendments
1. Authorized signers and requisitioners under this Policy are responsible for ensuring that:
2. To create an adequate audit trail, approvals shall be memorialized in a memorandum, e-mail or other document that is maintained with the file concerning the transaction. Such documents should be stored and retained (whether in paper or electronic form) in accordance with Dartmouth's record retention policies and procedures. After necessary approvals have been memorialized, it is acceptable for a contract to be signed by the person in the business unit with appropriate authority. An employee's Dartmouth email address must be used when signing or communicating about Dartmouth contracts.
3. Except as provided in this Policy, no Dartmouth faculty member, staff member or student has authority to enter into any contract or financial commitment on behalf of Dartmouth. Individuals who purport to enter into contracts or financial commitments on behalf of Dartmouth without authority may be personally liable for such contracts or commitments, whether oral or written. Individuals who enter into unauthorized contracts or commitments may also be subject to disciplinary action, up to and including termination.
4. Except as specified in this Policy, or in other Dartmouth policies or Board of Trustees resolutions, the President holds signature and requisition authority with respect to all educational, financial and administrative matters pertaining to Dartmouth and may delegate such authority to other senior administrators for specified transactions. All delegations of signature and requisition authority by the President must be in writing.
5. Authority delegated to employees under this Policy may also be exercised by higher level employees to whom the designated employees report.
6. To prevent delays in obtaining approvals when senior leaders are not available for extended periods, the following administrators may designate other administrators to exercise their authority under this Policy during their temporary absence:
If all persons with signature or requisition authority are temporarily absent, authority for transactions requiring immediate action may be exercised by the Executive Vice President or Provost.
Temporary delegations should be emailed to
7. All persons designated as having signature authority under this Policy are thereby authorized to execute, acknowledge and deliver to external parties, in the name and on behalf of Dartmouth, any and all agreements, documents or other instruments that they determine to be necessary or appropriate to carry out the transactions authorized thereby.
8. The Executive Vice President and Provost, on the recommendation of the Controller and with the approval of the General Counsel, may delegate authority up to $1 million and make modifications to the signature authority policy relating to matters of form, including but not limited to changes in titles or positions.
9. This Policy shall be published on Dartmouth's web site, and links shall be included in appropriate Dartmouth publications including but not limited to the Faculty and Employee Handbooks and the web sites of the Board of Trustees, the Office of the General Counsel, and the Controller.
10. Questions concerning the scope or interpretation of this Policy should be addressed to the Office of the General Counsel or the Controller.
AVPTM - Assistant Vice President Finance & Treasury Management
CEO - Cheif Executive Officer, Investments
CFO - Chief Financial Officer
CHRO - Chief Human Resources Officer
CIO - Chief Investment Officer
COO - Chief Operating Officer of applicable division
COOA - Chief Operating Officer for Advancement
COOI - Chief Operating Officer for Investment Office
CS - Campus Services
DCFR - Director of Corporate and Foundation Relations
EDAF - Executive Dean for Administration and Finance
EDGP - Executive Director of Gift Planning
EVP - Executive Vice President
OSP - Office of Sponsored Projects
OGC - Office of General Counsel
PI - Principal Investigator
REO - Real Estate Office
RICS - Risk and Internal Controls Services
SIOM - Senior Investment Operations Manager
SVPA - Senior Vice President for Advancement
VPAR - Vice President for Alumni Relations
VPCOMM - Vice President for Communications
VPCS - Vice President for Campus Services
VPD - Vice President for Development
VPPIPG - Vice President for Presidential Initiatives and Principal Gifts
VPR - Vice Provost for Research
Delegations of authority in this Policy are as follows:
Additionally, the Office of Procurement Services and the Office of the General Counsel have prepared a standard form for the purchase of goods and services.
Where applicable, the use of the forms noted above is required. Such forms may not be modified without the written approval of the General Counsel, Associate General Counsel, or Assistant General Counsel and the Office of Campus Services or Procurement, as applicable. Questions concerning the availability of standard forms or other contracting matters should be addressed to the Office of the General Counsel.
Delegations of authority shall be filed with the Controller's Office on a form provided by that office.
See https://www.dartmouth.edu/finance/forms-policies-systems/financial_systems/system_access.php
This appendix sets forth the authority to enter into transactions that are not covered by any other appendix. This appendix applies to business transactions whether Dartmouth will be making payments or receiving payments from other entities. It does not apply to faculty appointments, which are subject to the rules and procedures of each Faculty. (Staff appointments (including the appointment of faculty to administrative positions) are covered in Appendix H.)
The Chair of the Board of Trustees and the Chair(s) of the Resources Committee must be notified of all transactions with financial commitment expected to exceed $5 million (single year, or aggregate value if multi-year).
Advancement units (Alumni Relations and Development)
Campus Services
Dean of the College units
Faculty of Arts and Sciences, Geisel, Thayer, Tuck, and Graduate Schools
Finance & Administration Division units
President's Division units
Provost Division units
All other units not included in areas listed above
Subject to the following limitations, the administrator(s) for each unit designated above is authorized to delegate to other employees of the unit signature and requisition authority up to $250,000 for such matters as the designated administrator may determine, based on business need. In addition, divisional fiscal officers may authorize a designee for the division to approve delegations of authority up to $100,000.
For Master Services Agreements, Procurement and the requesting school/division should use best efforts to estimate the potential spend under the Master Services Agreement and use approval levels outlined above for signature requirements. If the estimated potential spend under the Master Services Agreement is less than $250,000 but the vendor is likely to be used by multiple schools/divisions, the signature of the CFO is required. Each Statement of Work under the Master Services Agreement must follow the signature requirements outlined above.
Grade Level or Faculty Title |
Authorization Level |
Any regular employee with purchasing responsibility | Up to $5,000 |
Regular administrative staff, Adjunct Faculty, Professor in Residence, Lecturer | Up to $25,000 |
Professional staff positions, Research Associates, Research Fellow | Up to $100,000 |
Institutional leadership positions, Assistant Professor, Associate Professor, Professor, and all levels of Research Scientist, Analysts or Engineers | Up to $250,000 |
Delegations of authority to approve invoices for payment against approved purchase orders or contracts may be at higher levels than those stated above. Signature and invoice approval delegations of authority shall be filed with the Controller's Office on the same form.
Banking and Brokerage Transactions
To open and close bank and brokerage accounts and similar accounts with financial institutions |
EVP or CFO; and Controller or AVPTM, jointly |
To issue payments up to $200,000 drawn on Dartmouth accounts at banks and similar financial institutions |
Either: Approving the payment release in OnBase by any two of the following: Executive Director for Finance Operations, Director of Financial Reporting or AVPTM. Exceptions: |
To issue payments over $200,000 drawn on Dartmouth accounts at banks and similar financial institutions |
Approving the payment release in OnBase by any two of the following: EVP, CFO, or Controller; or Approving the payment release in OnBase by one of the above and any one of the following: Executive Director for Finance Operations, Director of Financial Reporting or AVPTM. |
To transfer funds by check or wire between Dartmouth accounts at banks and similar financial institutions |
EVP, CFO, Controller, Executive Director for Finance Operations, Director of Financial Reporting, AVPTM, CEO, CIO, SIOM, or COOI |
To make wire transfers from Dartmouth bank accounts to the accounts of holders or trustees of debt obligations; providers of employee retirement, health or other benefits; and any other vendors providing goods or services in the course of conducting Dartmouth business, except that in the case of a recurring transfer an initial approval of the establishment of the recurring transfer by the EVP,CFO, or Controller shall be sufficient |
EVP, CFO, or Controller; or |
To make wire transfers between Dartmouth bank accounts or investment accounts in connection with the defined benefit pension plan |
CEO, CIO, COOI, Investment Office Managing Directors, or SIOM |
To approve the setup of ACH debits from Dartmouth's bank accounts |
EVP, CFO, or Controller; or |
Bank Accounts Pertaining to Operation of The Hanover Inn
To open, manage, draw from, and act as signatories on Dartmouth College bank accounts pertaining to the operation of the Hanover Inn. |
Any of the following officers of Pyramid Hanover Management LLC: Chief Operating Officer, Chief Investment Officer, Chief Financial Officer Controller, |
Banking Transactions for Off-Campus Programs
To issue checks and execute bank transactions on Dartmouth bank accounts maintained solely for Off-Campus Programs |
Up to $100,000 |
To purchase foreign currency. |
EVP, CFO, Controller, or AVPTM |
Borrowing
To issue debt within the limits of a Board-approved commercial paper program, line of credit, or similar liquidity facility |
Up to $25 million Any two of the following: EVP, CFO, or Controller; or AVPFTM with approval of EVP, or CFO; and With additional approval by CEO if used for endowment purposes; and with notice to the Chair of the Board of Trustees and the Chair(s) of the Resources Committee, and Chair of the Investment Committee if used for endowment purposes |
To issue debt within the limits of a Board-approved commercial paper program, line of credit, or similar liquidity facility |
Over $25 million EVP and either the CFO or Controller; and With additional approval by CEO if used for endowment purposes; and with the approval of the Chair of the Board of Trustees and the Chair(s) of the Resources Committee, and Chair of the Investment Committee if used for endowment purposes |
To enter into standby bond purchase agreements |
Up to 100% of Dartmouth's variable rate debt EVP or CFO |
To select and enter into contracts with financial institutions to serve as custodian banks or paying agents for borrowing |
EVP, CFO, or Controller |
To enter into or terminate swap agreements |
EVP or CFO, with the approval of the Chair of the Board of Trustees and the Chair(s) of the Resources Committee |
To authorize non-scheduled paydown of commercial paper and make payments on Lines of Credit |
Any two of the following: EVP, CFO, Controller or AVPTFM |
Audit and Accounting Services
To select and engage Dartmouth's outside auditors |
Controller, with approval of the Audit & Oversight Committee of the Board of Trustees |
Tax Reporting
To sign tax returns and related documents |
Controller, CFO, or EVP |
To sign registration and tax documents related to Payroll activity |
Director of Payroll, Controller, or CFO |
To sign power of attorney document for tax and payroll related services |
Controller, CFO, or EVP, with review by the General Counsel's Office |
In addition to the approvals set forth below, all related-party investments are subject to the approval requirements of the Policy on Pecuniary Benefit Transactions and Related-Party Investments.
To enter into investment management agreements, subscription agreements, limited partnership agreements, and similar investment contracts, or to redeem from or terminate such agreements and contracts. |
In accordance with the investment approval process as stated in the Investment Policy Statement and approved by the Investment Committee. Two approvers from among the following with one of the approvers being either the CEO, CIO or COOI: CEO, CIO, Managing Directors, or COOI |
To take actions necessary or incidental to the above commitments |
CEO, CIO, COOI, Investment Office Managing Directors, SIOM or Investment Operations Manager |
To authorize the transfer of cash and investment securities between investment accounts maintained by Dartmouth and investment accounts maintained by fund managers at financial institutions |
CEO, CIO, COOI, Investment Office Managing Directors, SIOM, or Investment Operations Manager |
To affect the sale of securities donated to Dartmouth and to take actions necessary or incidental thereto |
CEO, CIO, COOI, Investment Office Managing Directors, SIOM, or Investment Operations Manager |
To execute leases, sales contracts, and similar agreements for oil and gas lease interests donated to Dartmouth |
CEO, CIO, COOI, or Investment Office Managing Directors |
To authorize account transfer and take other actions necessary or incidental to management of charitable life income plans |
CEO, CIO, COOI, AVPTM, or Investment Office Managing Directors |
To contract with consultants and other service providers for services in support of investment operations |
Up to $5,000: SIOM or Investment Operations Associate Up to $100,000: COOI Up to $250,000: CEO or CIO |
To sell Hanover-area real estate held by the endowment to third parties Subject to the approval by the Resources Committee of the Board of Trustees |
Open Market Sale less than or equal to $1,000,000: CEO, CIO or COOI (with approval from CEO or CIO) and either Vice President for Campus Services or Director of Real Estate, jointly; |
To sell Hanover-area real estate held by the endowment to third parties Subject to the approval by the Resources Committee of the Board of Trustees |
Open Market Sale >$1,000,000: CEO, CIO or COOI (with approval from CEO or CIO) with approval from the Chair of Investment Committee, and either Vice President for Campus Services or Director of Real Estate, jointly; |
To sell Hanover-area real estate held by the endowment to third parties Subject to the approval by the Resources Committee of the Board of Trustees |
Sales Not Listed on Open Market: If proposed sale price is within 90% of current recorded FMV then CEO, CIO or COOI (with approval from CEO or CIO) with approval from the Chair of Investment Committee and either Vice President for Campus Services or Director of Real Estate. If proposed sale price is less than 90% of current recorded FMV, then, in addition to the immediately foregoing approvals, Investment Committee approval is required. |
To purchase Hanover-area real estate in the Endowment |
CEO, CIO or COOI, with approval from the CEO or CIO *In accordance with the investment approval process as stated in the Direct Investment Policy for the Total Return Pool as approved by the Investment Committee. |
To internally transfer Hanover-area real estate held by Endowment Subject to approval by Resources Committee of the Board of Trustees |
Transfer at current recorded FMV: CEO or CIO and either Vice President for Campus Services or Director of Real Estate Transfer at less than current recorded FMV: CEO or CIO and either Vice President for Campus Services or Director of Real Estate. |
In the absence of the VPD, VPPIG, DCFR, or EDGP, the COOA is authorized to exercise the authority of the individuals in the noted positions. All Development activity is subject to compliance with the Gift Policy Manual. For authority related to the joint Development Office for Geisel and Dartmouth Hitchcock, see Appendix I.
To accept gifts of real estate * |
SVPA, VPD, VPPIPG , or EDGP; and VPCS or Director of Real Estate jointly |
To accept gifts of non-marketable/restricted securities* |
up to $1 million EDGP, Controller, COO-Investment Office, and Sr. Tax Analyst, jointly, in consultation with OGC Over $1 million CFO, CEO, CIO, and VPD, jointly, in consultation with General Counsel |
To accept gifts-in-kind via deed of gift and sign related tax forms* |
SVPA, VPD, VPPIPG , or EDGP (together with Director of Hood Museum for works of art) |
To establish donor advised funds * |
SVPA, VPD, VPPIPG, EDGP |
To accept deferred gifts (trusts, bequests, life insurance, IRAs, etc.) and enter into gift annuity Contracts, life income trusts, and other agreements between Dartmouth and donors of charitable life income plans * |
SVPA, VPD, EDGP (in consultation with the Office of the General Counsel and/or CEO or CIO, as appropriate) |
To enter into contracts with vendors to administer Gift Planning programs * |
SVPA, VPD, VPPIPG , EDGP, CEO or CIO, CFO or Controller |
To accept gifts for endowment via gift instrument/statement of understanding * |
Development Officer, with approval of benefiting program officer/dean. Non-standard statements of understanding must be reviewed by the Endowment Administration office prior to acceptance. |
To accept gifts for facilities or Strategic Resource Fund via gift instrument/statement of understanding * |
Development Officer, with approval of the SVPA, VPD or VPPIPG, and CFO and benefiting program officer/dean |
To accept current use gifts via gift instrument/statement of understanding * |
Development Officer, with approval of the SVPA, VPD, or VPPIPG and benefiting program officer/dean |
To apply for corporate and foundation gifts or grants * |
DCFR and/or Dartmouth faculty, with appropriate approval of benefitting program director, associate dean, or chair; grant or contract proposals will be routed through OSP. Refer to Appendix G. |
To enter into agreements for, corporate and foundation grants or contracts * |
Grant or contract agreements will be routed through OSP. Refer to Appendix G. |
To enter into agreements for corporate and foundation gifts * |
DCFR, with appropriate approval of benefitting program director, associate dean, or chair and/or SVPA or VPD, as appropriate. |
*All types of gifts from foreign sources (including non-US individuals or entities or any agent, subsidiary or affiliate thereof) must be discussed with the COOA or their designee prior to acceptance to ensure appropriate compliance reporting.
Real Estate Office Property Transactions For purchases and sales of real estate held in the endowment refer to Appendix C. |
Up to $1 million VPCS or Director of Real Estate For purchase, sale, or easement transactions, notice to EVP or CFO $1,000,001 - $3 million EVP or CFO; with Notice to the Chair(s) of each of the Resources Committee over $3,000,000 President or Provost and EVP or CFO; and Subject to the approval by the Resources Committee |
To sell gifts of real estate, not held in the endowment. |
Up to $1 million VPCS or Director of Real Estate $1,000,001 - $3 million EVP or CFO over $3,000,000 President or Provost and EVP or CFO |
Release of Rights of First Refusal (ROFR) or Purchase Options for residential properties. |
VPCS or Director of Real Estate, with notice to EVP or CFO |
Leases |
Residential leases up to a one year term: Up to $50,000 - Director of Real Estate or Residential Property Manager All Leases with base rent for the first year up to $250,000 Director of Real Estate or Chief Operating Officer, CS All Leases with base rent for the first year over $250,000 VPCS |
Real estate taxes, water and utility payments |
Up to $1 million Director of REO or Chief Operating Officer, CS $1,000,001 - $2 million VPCS with notice to the EVP or CFO Over $2 million EVP or CFO |
Capital Project Approval (for projects greater than $50,000) Dollar thresholds apply to the cumulative cost of the project, including any cost overruns. |
Capital Projects should be approved via the annual Capital Budget approval process. The approvals below are required for projects that require approval outside of the annual process. $50,000 - $300,000 $300,001 - $1,000,000 $1,000,001 - $3,000,000 Over $3,000,000 Projects over $10,000,000 must also follow the Capital Projects milestone approval process. Capital projects funded in whole or in part from Infrastructure Renewal Funds must be for projects approved according to the Infrastructure Renewal Criteria and Priorities adopted by the Board of Trustees on February 18, 2021. All projects must have an identified funding source, including those being funded in whole or in part from philanthropic gifts. The approvals above are not intended to apply to emergent maintenance projects necessary to address operational or life safety issues (for example: repair of a steam pipe, sewer line or water line failure, structural reinforcement to avoid collapse or emergent upgrade of life safety systems such as fire protection). In such an event, the approval authority indicated above will be informed as soon as practical, although that may be after the project has been undertaken and an expense has been incurred. |
Contracts for services (including facilities services) and Construction Contracts For contracts and payments on contracts for Geisel construction and facilities services, see Appendix I |
Subject to approval under the Capital Project approval requirements described above: Up to $100,000 Campus Services Project Managers; Thayer Director of Facilities Planning and Operations; or Tuck Executive Director of Facilities, Operations & Events Up to $250,000 Campus Services Senior Project Managers, Program Managers, and Assistant Directors; Thayer Chief Financial & Administrative Officer; Tuck Associate Dean and Chief Financial & Administrative Officer Up to $500,000 Unit Directors $500,001 - $1,000,000 VPCS or Chief Operating Officer, CS Over $1,000,000
|
Construction change orders (within approved project budget) |
Individual Change Order Up to $100,000 Individual Change Order Over $100,000 |
Total Construction Project Costs Exceeding Board-Approved Levels
|
Increase up to $300,000: Increase of $300,001 - $2 million: Increase over $2 million: |
Energy and utility contracts (e.g., oil, propane, solar PPA) |
VPCS, Associate Vice President for FO&M, Chief Operating Officer, CS, or Director of Engineering – up to value of annual operating budget for energy or utility. With notice to EVP after the bid process is completed. For solar PPA contracts, this section refers to buying only the energy; for purchases of equipment, refer to Appendix A. |
Off-Campus Programs Abroad |
Office or Classroom Leases Up to $50,000 Executive Director of Off-Campus Programs or Director of Budget & Fiscal Affairs; or Faculty Program Director with approval of Executive Director of Off-Campus Programs |
Off-Campus Programs Abroad |
Office or Classroom Leases $50,001 - $100,000 Executive Director of Off-Campus Programs or Director of Budget & Fiscal Affairs |
Off-Campus Programs Abroad |
Office or Classroom Leases $100,001 - $250,000 Director of Budget & Fiscal Affairs |
Off-Campus Programs Abroad |
Residential Leases (not to exceed $ 75,000 per year) Executive Director of Off-Campus Programs or Director of Budget & Fiscal Affairs; or Faculty Program Director, with approval of the Executive Director of Off-Campus Programs |
Procurement of insurance (Director of Risk Management and Insurance may delegate authority to Executive Director of the Guarini Institute to procure insurance for off-campus programs) |
Annual premium or other financial commitment (e.g., collateral or letter of credit): Up to $100,000 Up to $250,000 $250,001 to $500,000 Over $500,000 |
Claims settlement – Insured Matters
|
Amount of settlement (without regard to deductible or extent of insurance coverage): Up to $25,000 $100,001 to $250,000 $250,001 to $500,000 Over $500,000 Approval by the CHRO is also required for settlement of all employment claims. The General Counsel and Director or Associate Director of Risk Management and Insurance are authorized to execute all documents necessary for the settlement of claims as approved above. |
Claims settlement – Uninsured Matters |
Up to $100,000 $100,001 to $250,000 $250,001 to $500,000 Over $500,000 Approval by the CHRO is also required for settlement of all employment claims The General Counsel is authorized to execute all documents necessary for the settlement of claims as approved above |
Grants (including sub-grants) for external support for research (applications and agreements) * Grants from foreign sources (including non-US individuals or entities or any agent, subsidiary or affiliate thereof) must be approved by Director of OSP. |
Up to $2,000,000 $2,000,001 - $5,000,000 Over $5,000,000 |
Contracts (including sub-contracts) for external support for research (applications and agreements) and fee for service agreements. * Contracts with foreign sources (including non-US individuals or entities or any agent, subsidiary or affiliate thereof) must be approved by Director of OSP. |
Up to $500,000 $500,000 - $1,000,000 Over $1,000,000 |
Agreements with federal agencies for reimbursement of facilities and administrative costs |
|
Approval of Sub-recipient Invoices/payments |
OSP and PI, jointly |
Purchases of goods and services with grant or contract funds Titles (e.g., "Director of Budget & Fiscal Affairs", "EDAF") refer to the designated position in the school or department that is the recipient of the grant or contract as recorded in the Office of Sponsored Projects. When a grant or contract has more than one PI, each PI is authorized to exercise the authority under this Policy with respect to the portion of the project for which they are responsible. |
In addition to the delegations set forth below, authorized staff members, and research team members designated in writing by the PI, may make purchases through any procurement mechanism up to the dollar amount permitted under the Procurement Card System, or such lower dollar amount as may be set by the PI. Up to $5,000 Up to $25,000 Up to $100,000 Up to $250,000 Over $250,000 Additional Approvals: |
Agreements relating to the transfer of materials used in scientific research |
Director , Technology Transfer Office; in the Director's absence, Director or Associate Director, OSP The Director of Technology Transfer may delegate authority to the Contract Manager. |
Agreements for licenses and options of inventions/patents (outgoing or incoming) |
Up to $500,000 Over $500,000 |
Agreements for licenses and options of works of authorship/copyrights (outgoing or incoming ) |
Dean of Libraries with respect to works administered by the Libraries Director, Technology Transfer Office with respect to research-related materials (including software and/or other works) General Counsel. Associate or Assistant General Counsel with respect to all other work |
Authority to execute documents pertaining to the registration and protection of intellectual property, including but not limited to powers of attorney, assignments, small entity forms and certifications required by the United States Patent and Trademark Office of patent authorities of foreign countries |
Director, Technology Transfer Office The Director of Technology Transfer may delegate authority to the Contract Manager or Senior Business Development & Licensing Manager. |
Authority to sign confidentiality and non-disclosure agreements in connection with the licensing (outgoing and incoming) and marketing of intellectual property or that are otherwise related to research |
Director, Technology Transfer Office The Director of Technology Transfer may delegate authority to the Contract Manager or Senior Business Development & Licensing Manager. |
Engagement of attorneys to represent Dartmouth in connection with the evaluation of inventions and the filing and prosecution of patents |
Director, Technology Transfer Office, in consultation with the General Counsel |
Licenses for the use of Dartmouth-owned trademarks |
General Counsel, Associate General Counsel, Assistant General Counsel, or Trademark Licensing Administrator |
State, federal and foreign jurisdiction trademark registrations and related documents |
General Counsel, Associate General Counsel or Assistant General Counsel |
1. Appointments: All staff appointments (including the appointment of faculty to administrative positions) must comply with applicable Dartmouth College human resources policies and procedures including availability of funding, approval of position description and salary level by the Office of Human Resources, and certification by the hiring officer through the Dartmouth Online Recruit and Review system (DORR) that the appropriate recruitment and due diligence procedures have been followed. (Faculty appointments are subject to applicable Dartmouth policies and the rules and procedures of each Faculty.)
SEIU and IATSE bargaining unit positions, Non-Union Service positions, and temporary positions |
President's Office Executive Director, Dean, Vice President, EDAF or Chief Operating Officer of Division, or their written designee |
All regular administrative and professional positions. |
President's Office Executive Director, Dean, Vice President, EDAF or Chief Operating Officer of Division |
Institutional leadership other than those listed below. |
President, Provost or EVP |
Provost, EVP, Dean or Vice President |
President |
Teaching and Service Contracts in Foreign Countries for Off-Campus Programs |
Executive Director of Off-Campus Programs |
2. Separation or Termination Agreements: Employee separation or termination agreements which supplement or modify standard College terms and conditions require approval by the Office of Human Resources and the Office of the General Counsel.
3. Personnel Actions Subsequent to Appointment: Other personnel actions subsequent to appointment (such as salary adjustments) are governed by Dartmouth human resource policies rather than this Policy.
Lease payments on property rented from third parties; Condominium payments to DHMC; Payments to DHMC or DHMC components for services provided outside the DHMC condominium agreement |
Geisel EDAF, or Geisel Director of Finance Each is authorized to delegate to other Geisel staff members in writing authority to approve payments up to $25,000. |
Contracts and payments on contracts for Geisel construction and facilities services Subject to approval under the Capital Project approval requirements in Appendix E: |
UP to $25,000 Up to $500,000 Up to $1,000,000 Over $1,000,000 |
Compensation Funding Agreement payments to DHMC components |
Geisel Director of Finance or Geisel Director of Institutional Reporting and Analysis |
To accept current use gifts via gift instrument/statement of understanding |
Geisel EDAF and VP of Joint Geisel/DH Advancement Office |
To accept gifts for endowment via gift instrument/statement of understanding |
Geisel EDAF and VP of Joint Geisel/DH Advancement Office Non-standard statements of understanding must be reviewed by the Endowment Administration office prior to acceptance. |
To apply for corporate and foundation gifts or grants |
Geisel EDAF and VP of Joint Geisel/DH Advancement Office; grant or contract proposals will be routed through OSP. Refer to Appendix G. |
To enter into agreements for, corporate and foundation grants or contracts |
Geisel EDAF and VP of Joint Geisel/DH Advancement Office; Grant or contract agreements will be routed through OSP. Refer to Appendix G. |
To enter into agreements for corporate and foundation gifts |
Geisel EDAF and VP of Joint Geisel/DH Advancement Office |
Based upon the submission of requisitions approved by authorized signers under this Policy, Procurement Services Department personnel are authorized to issue purchase orders as follows:
Up to $100,000 |
Procurement Specialist III, Supplier / Compliance Manager or Stockroom Manager |
Up to $250,000 |
Contract Manager |
Up to $3,000,000 |
Sourcing Manager, Contract Procurement Specialist |
unlimited |
Director of Procurement, CFO, EVP, and Controller |
To sign sales agreements or vehicle title documents for the transfer or selling of Dartmouth property
Titles for vehicles only |
Procurement specialist with the approval of Director of Procurement |
Up to $100,000 |
Director of Procurement or Fixed Asset/Surplus Property Administrator |
Over $100,000 |
Director of Procurement or Assistant Vice President, Finance |
Approved by the Board of Trustees April 9, 2011, effective July 1, 2011
Amendments Approved by the Board of Trustees:
approved March 3, 2012, and effective January 1, 2012
approved and effective September 22, 2013
approved and effective January 2, 2014
approved and effective March 8, 2014
approved and effective November 8, 2014
approved and effective September 17, 2016
approved and effective March 4, 2017
approved and effective November 4, 2017
approved and effective November 3, 2018
approved and effective January 21, 2022
approved March 3, 2023, and effective January 11, 2023
Amendments Approved by EVP and Provost
approved August 7, 2015, and effective July 1, 2015
approved and effective title changes September 17, 2016
approved and effective title changes April 10, 2017
approved and effective October 13, 2017
approved and effective October 18, 2018
approved and effective October 29, 2019
approved and effective March 3, 2020
approved June 8, 2020, and effective March 1, 2020
approved and effective April 13, 2021
approved June 15, 2022, and effective March 1, 2022