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Chancellor's Signature Requests

If you require the Chancellor’s signature on a document or letter, follow these steps.

To ensure the safety of our community and to comply with state and local guidance to maintain social distancing measures, Policy & Records Administration is adjusting the process for Chancellor’s Signature Requests.

Email and attach the following in one master PDF:

  1. Any item(s) for signature
  2. Supporting documents or background materials
  3. Chancellor’s Clearance Sheet with the appropriate signatories

Once the items have been approved, we will return the signed documents to the originator via email.

Please contact Policy & Records Administration at if you have any questions.

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.


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.