It is important that every contract, including "terms and conditions" on web sites or license agreements in computer software, be reviewed by the appropriate staff and approved by officials with the authority to enter into contracts and agreements on behalf of the university.

Often, legal expertise is required to ensure that the contract is in accordance with Ball State's policies and regulations and other requirements. Once that review is complete, the board of trustees has authorized the president, the vice president for business affairs and treasurer, and the associate vice president of business affairs and assistant treasurer to sign documents on behalf of the institution. If an non-authorized employee signs a contract, the contract may be unenforceable if the other party violates it, or it may open the employee up to personal liability.