McGill.CA / Secretariat / Policies and Regulations

University Signing Policy

Effective October 1, 2025

On this page

Quick links

Who should use this page?

  • Signing Officers and other authorized signatories — positions holding General and/or Specific Authority under the Policy.
  • Delegates — employees with written delegations (Template 1 or Template 3).
  • Staff supporting signatories — employees who prepare and review contract files for signatories.

Forms & tools

Template 1 — Delegation of Authority

When to use: A Signing Officer delegates authority (within Policy limits) to an employee. File with Secretariat and Financial Services.

Download Template 1

Template 1A — Revocation of Delegation

When to use: To revoke or amend a delegation. Append the original Template 1 to this revocation.

Download Template 1A

Template 2 — Quarterly Report

When to use: Delegates report all contracts ≥ $10,000 and any contract reviewed by Legal or presenting material risk.

Download Template 2

Template 3 — Notice of Temporary Delegation

When to use: For temporary absence (> four consecutive business days), delegating General Authority for the period stated. 

Download Template 3

Signing Checklist (Article 43)

When to use: Tool to document due diligence before approval/signature. 

Download Article 43 Checklist

Annotated Table A

When to use: To confirm Specific Authority by category/position and applicable thresholds.

View Annotated Table A [coming soon]

Quick help by role

Signing Officers

  • Confirm your authority (General or Table A category) before approving or signing.
  • Use Template 1 to delegate; use Template 1A to revoke.
  • For temporary absences, use Template 3 (General Authority only).
  • Before signature, ensure Article 43 due diligence (authority, legal review, if required, risk, budget, insurance, compliance).
  • If contract value > $1M, follow the Second Signature Procedure.

Delegates

  • Keep a copy of your delegation (Template 1/3) and know your limits by contract type.
  • Use Template 2 for quarterly reporting (≥ $10,000, legal review, material risk, Minor Amendments)
  • Use the Article 43 Checklist (optional) to document due diligence before signature.

Training & support

  • FAQ: Delegations, thresholds, Minor Amendments, legal review [coming soon]
  • Contact the Secretariat: signingpolicy.secretariat [at] mcgill.ca

Change log

October 1, 2025 — Major update

  • Updated policy, procedure, and templates.

Last updated: October 1, 2025

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