Components of and Approval Process for Presidential Delegations of Authority

What is a "Delegation of Authority"?

A Delegation of Authority is a statement that provides specific positions with the authority to execute defined actions and activities, including the authority to act, commit resources, execute agreements, and other legally binding documents on behalf of the University.

The University of California (UC) Board of Regents is granted "...full powers of organization and government..." of the University by the Constitution of the State of California, Article IX Section 9. The UC Regents have delegated broad authorities to the President and to other other UC Officers through Standing Orders, Bylaws, and Policies. These authorities may be redelegated by the UC President with more specificity and restrictions through formal Delegations of Authority or through Presidential Policies.

Components of a Delegation of Authority

A Delegation of Authority should include the following components according to the Presidential Delegation of Authority template:

  • Delegation number: Contact the University Policy Office to obtain the appropriate delegation number.
  • Recipient(s): Specify the position title(s) receiving the delegated authority.
  • Subject: State the subject or title of the delegation.
  • Description of the authority: Detail the authority being delegated.
  • Limitations: Description of limitations on restrictions
  • Redelegations: State whether the delegation of authority can be further re-delegated or not
  • Reference to existing delegations: Indicate any existing delegations that will be modified (amended or superseded) by the action.
  • Copy recipients: List the positions or groups to be copied on the delegation of authority letter (Note: Include the University Policy Office as a recipient).
  • Source of the authority: Identify the document where the authority is derived from such as:
    • Regents Policy, Bylaw, or Standing Order
    • Presidential directives
    • Other Delegations of Authority
    • Laws and regulations

Composing a Delegation of Authority and Redelegation of Authority

  • Approval Authority: Authority for matters that require specific approval of the Board of Regents may not be redelegated.
  • Delegation Recipient: Authority is delegated to a position title, not to an individual. It is not necessary to issue a new delegation when there is a change in the individual holding the position.
  • Hierarchy: The President delegates authority to a direct report, who may (if allowed) redelegate that authority to their direct report, and so on. The same principle applies to delegations and redelegations within a campus.
  • Redelegation: If a written delegation does not explicitly disallow or limit redelegation, the presumption is that the authority may be redelegated. Redelegated authority must be granted and exercised consistent with the terms and conditions of the original delegation and with applicable laws, regulations, and University policies.
  • Alignment: Ensure that delegations are consistent and do not conflict with Standing Orders of the Regents, other Presidential delegations, current policy, financial bulletins, and manuals.
  • Designations vs. Delegations: Designations are different from Delegations of Authority and may, but are not required to, be formally documented.

Issuing and Retiring Delegations of Authority

The office with functional responsibility over the authority being delegated is responsible for collaborating with the University Policy Office to draft the delegation for the President's consideration. The draft delegation must be accompanied by a cover memo documenting appropriate approvals within the Division. The University Policy Office will coordinate the required review and approval by the UC Legal - Office of General Counsel.

Once approved, the University Policy Office prepares the official issuance for transmittal to the President for signature, publishes the approved version, and notifies campuses and any other necessary stakeholders. The University Policy Office retains records of Presidential Delegations of Authority within the Office of the President.

Delegations of Authority remain active until they are retired or superseded by another Delegation of Authority. If a Delegation of Authority requires an update, contact the University Policy Office. The Delegation may then be reissued and may require a 30-day comment period from interested stakeholders.

To ensure that a Presidential Delegation of Authority may be properly retired, the office with responsibility over the matter must contact the University Policy Office.

Campus Management of Delegations and Redelegations of Authority

Each Chancellor has designated a unit with responsibility to manage campus delegations and redelegations of authority. The list of campus contacts, is available on the Campus Policy Contact site.

 

If you have questions or concerns regarding a Presidential Delegation of Authority, please contact the University Policy Office at PolicyOffice@ucop.edu.