Chancellor's Signature Requests

1. In the "Document Information" section:
   1. Check the "Urgent" box if the item is urgent. A required "Reason for Urgency" field will appear. A "Due Date" is required to proceed.
   2. Check the "Pre-Approved: Send Directly to IGP" box if the necessary approval(s) from the relevant departments and vice chancellor offices have been obtained.
2. Enter the requested return date in the "Due Date" field. This field is optional when the item is not marked urgent.
3. Enter the item name in the Subject" field.
4. In the "Signature Attachments" section, attach the document(s) to be reviewed for approval and signature. You may also upload any email threads, pre-approvals or other supporting documents.
5. Enter your department information in the "Campus Department," "Head of Initiating Office" and "Title" fields. The "Department Head Phone Number" field is optional.
6. Enter any additional information that may be helpful for processing the item in the "New Comments" field.
   1. Please indicate in this field if the item does not require the Chancellor's signature, only the Chancellor's electronic approval.
   2. Wet signatures can be requested in this field. Information Governance and Policy will coordinate with you to have a wet signature placed on an item.
7. The "Document Routing" section requires at least one approver to be selected. You may include multiple approvers by clicking the "Add" button.
   1. If "Pre-Approved: Send Directly to IGP" was checked at the top of the form, select the appropriate "Approver Unit" and "Pre-Approver Name" for each department and vice chancellor that pre-approved the item, adding as many people as needed in the routing order. The "Date Approved" is required for each person selected.
   2. If "Pre-Approved: Send Directly to IGP" was not checked at the top of the form, select the appropriate "Approver Unit" and "Approver Name" for each department or vice chancellor office required to review and approve the item. OnBase will route the request and item to each approver in the order selected.
8. In the "Document Return" section, enter a "Contact Name," "Email" and "Phone Number." This person will receive the completed item notification and serve as a point of contact for any communication about the request.
9. Click the Submit button on the bottom left of the form once all the required fields are completed.

• Items submitted through OnBase for chancellor’s signature will be returned via email to the person listed in the "Document Return" section on the Clearance Sheet.
• If a wet signature was applied, Information Governance and Policy will contact you to coordinate a time and place to pick up or drop off the signed item(s).

What if the content of the signature item has changed after it was signed and returned to me?

If any document signed by the chancellor has changed, please send the item(s) to Information Governance and Policy at prachan2@ucsd.edu immediately so that we can maintain a complete and accurate record.

What if an item was signed outside of the OnBase chancellor’s signature process?

If any document signed by the chancellor was not routed through the OnBase chancellor’s signature process, please send the item(s) to Information Governance and Policy at prachan2@ucsd.edu immediately so that 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 Information Governance and Policy. Route letterhead requests to Edgar Alminar.

If your project requires more than 50 sheets of letterhead, you will need to supply a Chart of Accounts (COA) number so that a special order for letterhead may be placed.