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Chancellor's Signature Requests

Policy and Records Administration facilitates departments seeking Chancellor signature and approval on documents.

As of July 10, 2021, Policy and Records Administration is upgrading its platform to allow for electronic submission of Chancellor Signature Items.

If you require the Chancellor’s signature on a document or letter, you can login with your Single Sign-On credentials to access the Clearance Sheet.

For physical documents requiring a wet signature or any other assistance, contact Edgar Alminar or Shannon Munemura at prachan2@ucsd.edu.

Preparing Chancellor's Signature Items

  1. Using paperclips, attach: 
    1. Chancellor’s Clearance Sheet (PDF) to the front of a file folder.
    2. Supporting documents or background materials inside the folder on the left side.
    3. Item(s) to be signed inside the folder on the right side. Mark the area to be signed with a "sign here" sticker.
  2. Ensure that the appropriate Departments and Vice Chancellors have seen and approved the item(s) prior to forwarding the folder to our office. (Approval is indicated either by those persons signing the Clearance Sheet or by including the notation "electronic approval" on the Clearance Sheet. If an item is approved electronically, please include a copy of the email approving the item behind the Clearance Sheet outside the file folder.)

If you have questions about preparing Chancellor's Signature Items, please contact Edgar Alminar, (858) 822-0009, Shannon Munemura, (858) 534-3477, or Jade Laidlaw, (858) 822-1098.

Urgent Items

Urgent items should be identified by checking “Yes”  in the Urgent section of the Chancellor’s clearance sheet. Additionally, the due date must be included in this section.

Signed Documents

  • Policy & Records Administration will notify the initiating office by the preferred method of contact indicated on the Chancellor’s clearance sheet. If the initiating office requests the item(s) be returned by mail, then the item(s) will be sent via intercampus mail. If pickup is requested, the initiating office will be notified by telephone or email. Items may be picked up from the Chancellor's Complex, Building 108C (2nd floor).
  • Policy & Records Administration does not send signature items on behalf of departments to anyone other than the initiating department.
  • If any correspondence signed by the Chancellor is not routed through the signature item process, or the correspondence has changed, please send the item(s) to Policy & Records Administration immediately, so we can maintain a complete and accurate record.

Letterhead

There are three types of Chancellor letterhead: internal, external, and monarch (A5 with a gold and blue seal at center).

All letterhead is available through Policy & Records Administration. Requests for letterhead should be routed to Edgar Alminar in Policy & Records Administration.

If your project requires more than 50 sheets of letterhead, you will need to supply an index number, so that a special order for letterhead may be placed.