Contract Policy

Policy Statement

It is imperative that faculty and employees seeking to enter into a contract with outside parties on behalf of the University adhere to established University procedures to ensure that the University’s and their individual interests are protected. This applies to all contractual arrangements for goods and services, including consulting arrangements.

Reason for Policy

Entering into a contract for goods or services for the University creates financial and other legally binding obligations for the University. In addition, depending on the terms, a contract may expose Adelphi University resources and individual University employees and faculty members to certain statutory and legal risks because all contracts create legally binding obligations. It is imperative that all employees and faculty members intending to enter into a contract with outside parties on behalf of the University adhere to the University’s established procedures in order to protect Adelphi University and themselves, individually, against this risk exposure.

Who Is Governed by this Policy

Faculty and Staff

Policy

All University contracts shall be reviewed by the appropriate management, contract management staff, and, when necessary, the University’s legal counsel and/or insurance representative.

Board of Trustees and/or Committee approval is required for contracts that meet any of the following criteria:

• Aggregate commitment exceeds $500K
• Term exceeds 10 years
• Involves services that significantly impact the University’s academic direction

Contract renewals where the original contract was Board-approved do not require additional approval if the renewal does not exceed 110% of the original cost, and the expense is included in a Board-approved budget.

If you have any questions regarding this Policy and/or approval requirements, please reach out to the Policy Expert noted below or any member of the Contract team.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review, this area will be evaluated to determine if additional information is needed to supplement the policy.

Forms

The University has Standard Agreement forms for Guest Speakers, Multimedia Services, Performance, Professional Services, Speaking Engagements and Vendor Services as referenced in the Contract or Agreement Approval section of the Finance Administrative Reference Guide (FARG). There is a Contract Drafting Tool, which can be used to create the above Agreements to meet your needs.

Related Information

• The Contract Management webpage provides further information about the contract process.
• Authorized Signature Policy

Document History

• Last Reviewed Date: January 14, 2026
• Last Revised Date: January 14, 2026
• Policy Origination Date: Not known

Who Approved This Policy

Board of Trustees