I:01:07 Delegation of Authority/Signature Authorization Policy
Scope
This policy applies when exercising delegation of authority and signature authorization for any
transaction that could create a financial liability for Volunteer State Community College
(VSCC). Examples include, but are not limited to, contracts, purchase orders, grants,
memorandums of agreement, and travel authorizations. Examples outside the scope of this policy
include, but are not limited to, course overloads, student advising, and reductions in student
course loads.
I. Delegation of Authority
As required by Tennessee Board of Regents Policy 1:03:02:20 this VSCC policy addresses
delegation of authority and signature authorization in all applicable TBR and VSCC policies.
Provisions of this policy require:
a. Delegations/authorizations must be in writing, with level of authority, any restrictions
on authority and period of authority, if any, clearly noted.
b. Delegations should run from the official holding authority to act directly to the person
exercising that authority. The principle is that the person holding authority should have
direct knowledge of who within the College is exercising that authority on their behalf.
c. Personnel with delegated authority shall be qualified to do so by training and
experience. The person making delegation is responsible for ensuring the person to whom
authority is delegated is qualified and understands the application of the authority
delegated.
d. Delegations requiring the Chancellor’s approval must be properly obtained.
e. Authority assigned to the Chancellor, Presidents, or Vice Chancellors by policy,
guideline or statute cannot be delegated unless specifically allowed in the appropriate
policy, guideline, or statute.
II. Implementation:
a. To ensure persons with delegated authority have a clear, current understanding of
their authority and its limitations, training will occur periodically. At a minimum,
training will require a review of applicable policies and procedures by the person
delegating authority and signature authorization and the person(s) designated to
exercise authority.
b. Personnel with delegated authority will sign the name of the person of authority
followed by their name. For example: President John Doe by Jane Smith
c. The ramifications of exceeding or misapplying one’s delegated authority shall be
uniformly enforced as outlined in TBR and VSCC policies addressing fraud, waste,
theft, or other prohibited actions.
d. Copies of signed documents will be kept on file in the departments delegating the signature
authority.
TBR Source: TBR Meeting September 21, 2012
VSCC Source: President’s Cabinet, November 5, 2012; President’s Cabinet, January 13, 2014
