UCR

UCR Policies and Procedures

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Campus Policy Number:     150-70
Policy Topic:                         Delegations of Authority
Policy Owner:                       Office of the Chancellor
Effective Date:                      02/02/2010
Revision Date:                      08/03/2015
 
A.              INTRODUCTION AND OVERVIEW
Authority for making decisions at the University is communicated through various means, including but not limited to system-wide and campus-wide policies, system-wide and campus-wide delegation of authority letters, procedures, job descriptions, signature authorization forms, and granting various transactor and reviewer roles within campus systems. The purpose of this procedure is to provide information about delegations of authority.
The Regents may authorize the President to make certain decisions and may authorize the President to re-delegate that decision-making authority to Chancellors or other UC officers. The re-delegation of authority may be formalized by a  Delegation of Authority (DA) letter. A database of these Presidential delegations is maintained at the Office of the President Universitywide Policy Office and can be viewed at:
http://www.ucop.edu/ucophome/coordrev/da/
When permitted in a Presidential DA, the Chancellor may choose to re-delegate the applicable authority, approving and signing issuing a campus DA letter. Each re-delegation authorized by the  Chancellor is maintained in a campus DA database. A link to these re-delegations is provided below.
http://fboapps.ucr.edu/delegations/delegations.php
A DA letter specifies the title of the position to which authority is being re-delegated, the extent of the authority, and whether or not the authority can be further re-delegated. The letter includes a reference to the source of the authority being delegated and should include any specific terms, restrictions, or requirements established by the original delegation, making reference to any re-delegation being superseded.
B.            RELATED POLICIES AND PROCEDURES
 UCR Policy and Procedure #200-80 - Signature Authorization (or Cancellation)
C.            PROCEDURE
1.     Determining Delegated Authority at the Campus Level
                                          i.    One can determine the authority re-delegated to campus officers by referring to the campus DA database:
http://fboapps.ucr.edu/delegations/delegations.php
                                         ii.    This database collects in one on-line source all information about authorities re-delegated to the Chancellor and other campus officers via Delegation of Authority letters.
                                        iii.    The DA database provides:
·   Key word search features to locate a relevant DA on a particular subject. 
·   Sorting functions to see all delegations to a certain position and all delegations re-delegated by a certain position. 
·   Sorting by functional groups, including but limited to business and finance, personnel, general administration, research and academic, student affairs, facilities and properties, and university advancement.
 
                                        iv.    Questions or concerns about the delegations of authority can be directed to the Director, Institutional Ethics and Compliance. 
2.     Initiating or Revising a Campus-Level Delegation of Authority Letter
                                          i.     If a new DA letter is needed or revisions are needed to an existing letter, the following guidance should be followed:
                                         ii.    A delegation should be addressed to and stated according to the recipient's title. For example, the first sentence should read "I delegate to you, as the Vice Chancellor xxxxx, the authority to ...".   It is then clear that the authority belongs to the title, and not the employee, and is helpful when changes in personnel occur.
 
                                        iii.    Appropriate reference should be made to the source of the authority being redelegated. For example, "...the authority delegated to me by the President in his December 21, 2001 delegation (DA2027) concerning ...." or "...the authority delegated to me by Business and Finance Bulletin G-28...".
 
                                        iv.    Include in the letter any specific terms, restrictions, or requirements established by the original delegation.  It is preferable to do that by repeating the same language in the redelegation so that the document is complete in itself. However, if such language is lengthy and it is impractical to repeat it in its entirety, the language may be incorporated by reference to an attachment of the original delegation. Thereafter the attachment must always be included with redelegations and with copies to those persons on the cc list.
 
                                         v.    Make reference to any delegation that is being superseded. Include information on the delegation of authority number (e.g., DAxxxx or CHAxxxx, VCxxxxxx), date, subject, addressees, and the name of the person who issued the delegation being superseded.
 
                                        vi.    Establish if there are any restrictions on further redelegation of the authority.
 
                                       vii.    Include courtesy copies to those who were listed on the original source of authority, and the campus Delegations of Authority coordinator in the Vice Chancellor Finance and Business Operations Office (who will update the database).
Given that the delegation of authority is to a position and not to a specific individual, the position retains the authority although it may be occupied by a succession of incumbents. The authority stands until revoked by the original delegating position or if explicitly superseded by another delegation of authority letter.
If help is needed in drafting the letter, please contract the Delegations of Authority coordinator in the Office of Finance and Business Operations.
For a sample Delegation of Authority letter, please refer to the Delegation of Authority data base.
 
D.            FREQUENTLY ASKED QUESTIONS
 Question: Do we need to update a delegation of authority letter when we have a change of personnel in the position to which the authority is being delegated?
Answer: Given that the delegation of authority is to a position and not to a specific individual, the position retains the authority although it may be occupied by a succession of incumbents. The authority stands until revoked by the original delegating position or if explicitly superseded by another delegation of authority letter.
Question: Delegations of Authority are identified by a number scheme. What are the schemes and what do they mean?
Answer: A delegation numbered DAxxxx is a delegation of authority letter from the UC President or other universitywide officer, or a redelegation of that authority.
A delegation numbered CHAxxxx is a redelegation of authority letter from the Chancellor, where the original source of delegated authority to the Chancellor is universitywide policy (rather than a delegation of authority letter from the UC President or other universitywide officer).
A delegation numbered VCxxxxxx, CHASSxxxx, CNASxxxx etc, is a redelegation of authority from a Vice Chancellor or Dean, where the original source of delegated authority to that position is typically from a campus or system-wide policy.
 
E.             FEEDBACK
For questions about this policy and associated procedure or suggestions for improvement, contact the Director of Institutional Ethics and Compliance at (951) 827-8246.