In the interest of ensuring the efficient and effective routing of documents requiring action this Routing and Memo Delegation Guide for UH Mānoa units was created. Effective immediately, please use this updated guide to help you determine the appropriate office and approving authority.
Please be sure to share this document with your units as appropriate. As a reminder, documents should be submitted in a timely manner to allow for sufficient time for review by each respective office and to allow time to obtain required approvals.
Should you have any questions please contact the Office of the Provost by phone (808) 956-8447 or by email at provost@hawaii.edu.
Michael Bruno
Provost
| Type of Document: | Designated Office: |
|---|---|
| Above Salary Threshold (for Faculty) | TO President ← VIA VPAS ← VIA Provost ← VIA CBO ← VIA VPAE |
| Accreditation – Professional (Degree Programs) | TO Provost ← VIA VPAE. President delegated to Provost. Provost is campus POC for accreditation for professional programs and has authority to sign related documents and correspond with accreditation agencies as appropriate. Provost will keep the campus CEO advised on accreditation timetables, visits and outcomes. (March 28, 2023) |
| Account Supervisor for President’s office that are for benefit of UHM, inclusive of UH, UHF or related accounts | TO CBO. President delegated to CBO authority as account supervisor for the campus CEO accounts that are for benefit of UHM, inclusive of UH, UHF or related accounts. (March 8, 2021) |
| Advance Payments and/or Deposits (OPM Form 154) – AP 8.275 | See “Procurement” |
| Athletic Contest Agreements – EP 8.111 (<$25K) | TO UHM Athletics. For financial considerations less than $25K, delegated to UHM Athletics |
| Athletic Contest Agreements – EP 8.111 ($25K to less than $1M) | TO President ← VIA CBO. See EP 8.111 to include execution of: 1) $25K to <$1M agreements for UHM Athletics and 2) $25K to <$1M for procurement of goods and services for UHM Athletics. |
| Administrative Stipends – $300 and below (Revised AP A9.235 – Administrative stipends for department chairs and special program directors) | $300 and below – covered by BU7 contract (Appointment, Duties and Compensation for Academic Chairs) and approval delegated to Deans/Directors |
| Administrative Stipends – $301 – $1,000 (Revised AP A9.235 – Administrative stipends for department chairs and special program directors) | $301 – $1,000 – TO Provost ← VIA CBO ← VIA VPAE |
| Administrative Stipends – >$1,001 (Revised AP A9.235 – Administrative stipends for department chairs and special program directors) | >$1,001 – TO President ← VIA Provost ← VIA CBO ← VIA VPAE |
| Agreements – In general, unless delegated to another executive (e.g., Provost), send to President as campus CEO. | TO President (if applicable) otherwise TO Provost ← VIA CBO |
| Agreements – Athletics Related | The campus CEO and as appropriate, the UH President, shall be consulted prior to approval in situations of high visibility, significant commitments and/or inherent risks pursuant to Section III.A. Requirements for all contracts, and III.B., Contracts Review Process, of EP 8.200, Policy on Contracts and Signing Authority. As an interim measure while the athletics related policies and procedures are being reviewed and updated, the CBO is delegated authority to approve:
|
| Agreements – Athletics Related (continued) | CBO to serve as a campus review level for athletics related agreements that require signature by the campus CEO, special agreements that do not occur on a regular basis such as revenue-generating concession agreements, or other agreements that may be of high visibility, involve significant commitments or have potential risk in accordance with EP 8.200, Policy on Contracts and Agreements. Should there be concerns or issues relating to the athletics related agreements that the CBO reviews, whether or not pursuant to CEO delegated authority, the CEO will coordinate discussions with the campus CEO, the athletics director, the university general counsel or applicable system vice president or director and/or the President, as appropriate, before signing such athletics related agreement or recommending approval for signature by the campus CEO. (December 30, 2024) ensuring adherence to the current review protocols which include the OEC and OVPAS, and adherence to applicable OGC-approved templates. completion of regular policy training; and timely uploads of agreements into the systemwide international agreement database. |
| Agreements – Educational Agreements – Domestic (Program/Course Articulation, Affiliation, etc.) – EP 8.200 | TO Provost ← VIA VPAE with c: to OVPAS and President. OVPAS and President should also receive the final document. President delegated to Provost March 28, 2023. Provost has the authority to enter into educational agreements within the guidelines of EP 8.200. Unit is responsible to ensure adherence to the current review protocols which include the Office of Export Controls and the OVPAS as well as adherence to applicable OGC approved templates and timely entry into the systemwide agreement database. |
| Agreements – International Agreements of All Types (General MOUs, Student Exchange, Study Abroad, Recruiters, Short-Term, International Dual Degree, Non-Funded International Research Agreements, Hoakipa, International Service Agreements, 3+2, 2+2, 3+1, and Course Articulation Agreements) – Pursuant to EP 8.200, Policy on Contracts and Signing Authority, Appendix 6. | TO CGO. With President’s approval, Provost has delegated authority to the CGO to approve the following Educational International Template Agreements which do not have an impact on tuition or have special tuition rates, and are within the guidelines of EP 8.200. Such documents include:
(Provost delegated to CGO, December 23, 2024) |
| Agreements – International Agreements of All Types (Continued) | The CGO assumes responsibility for ensuring agreements are internally vetted and reviewed by the appropriate campus and System offices (Office of Export Controls and Office of the Vice President for Academic Strategy), adhere to applicable OGC-approved templates, and for complying with all UH Policies and U.S. Export Control Laws and Regulations. This includes but is not limited to screening by the OEC for export control concerns, as well as the Data Governance Office if there are any data issues. If Data Governance issues are identified, the agreement must also be approved and signed by the Vice President of Information Technology (EP 8.200, Section III.B.4.g). The OGC/CGO is responsible for the timely uploads of agreements into the systemwide international agreement database. The CGO must inform both the President and Provost on all significant commitments prior to any significant commitment being confirmed. A significant commitment is defined as involving international or out-of-state operations or establishment of a University office or corporation, joint venture or partnership in a foreign country (other than study abroad or individual, intermittent faculty research). Contracts containing significant commitments must be (a) reviewed and signed by an Officer of the University or as otherwise authorized by the President and (b) reviewed by OGC (E8.200, Section III.A.1.b). Any agreement that impacts tuition including special tuition rates requires the approval of the UH President. (December 19, 2024) |
| Agreements – International Agreements of All Types (Continued) | International Partnership/Agreement Procedure:
All international agreements are to be routed through the Office of Global Engagement (OGE):
|
| Agreements – Educational Related with Payment of Services – EP 8.200 | TO President ← VIA Provost ← VIA CBO ← VIA VPAE. Unit is responsible to ensure adherence to the current review protocols as well as adherence to OGC approved templates and agreement language. If agreement has been reviewed by OGC, please advise in the memo or include confirmation of review. |
| Agreements – Facilities Use (Internal/External to use UHM facilities except Stan Sheriff Center) – EP 8.200, EP 10.201 | Rates already approved: TO CBO. President delegated to CBO authority to approve agreements in accordance with EP 8.200, Policy on Contracts and Signing Authority if the fee schedule has already been approved. (March 8, 2021).
Rates need approval: TO President ← VIA CBO. President’s approval is required to establish a new rate for facilities use agreements. |
| Agreements – Facilities Use for UHM Stan Sheriff Center for arena and room for use) – EP 8.200, EP 10.201, EP 10.202 | University affiliated groups: TO Stan Sheriff Center Manager
Non-University affiliated groups: TO President ← VIA CBO (December 30, 2024) |
| Agreements – Lease | OGC reviews letter of intent in addition to lease. Signatories are determined after review and will depend on length of lease and lease amount. |
| Agreements – Nonfunded Research Agreements (Domestic) | TO VPRS. Provost delegated to VPRS (October 9, 2019) |
| Agreements – Ticket Sales for Non-University of Hawaiʻi Athletic Events Using University Ticketing System (EP E8.110) – <$25K | TO President ← VIA CBO (if <$25K) ← VIA Athletics Director. Pertains to agreements relating the rights and discposition of proceeds of ticket sales for non-UH athletic events using the UHMAD ticket system which require or may result in a payment to a non-UH entity up to $25K. (December 30, 2024) |
| Agreements – Ticket Sales for Non-University of UH Athletic Events Using University Ticketing System (EP E8.110) – >$25K | TO VPB&F / CFO ← VIA President ← VIA CBO ← VIA Athletics Director |
| Agreements – Tuition (e.g., Outreach, etc) – RP 6.208 | Agreements that impact tuition require President’s approval, per policy and practice. TO President ← VIA Provost ← VIA VPAE |
| Athletics ʻAhahui Koa Ānuenue (AKA) Quarterly Distribution Check Requests | TO CBO. President delegated to CBO authority to approve the transfer of funds to the AKA operations account. The campus CEO will continue to approve the annual budget. (May 21, 2024) |
| Audit Coordination (Internal and External) | TO CBO (POC and coordinates response) |
| Authorization to Plan (ATP) – Certificates – EP 5.201 (Policy Revised 06/2022) | TO Provost ← VIA VPAE with c: to President. OVPAS and President should also receive the approved document. President delegated to Provost March 28, 2023. Provost is campus authority for ATPs, provisional proposals and termination of certificates. As appropriate, ensure review by the OVPAS prior to approval. |
| Authorization to Plan (ATP) – Degrees – EP 5.201 (Policy Revised 06/2022) | TO Provost ← VIA VPAS ← VIA VPAE with c: President. OVPAS and President should also receive the approved document. President delegated to Provost March 28, 2023. Provost is campus authority to approve ATPs and stop-out for degrees and criteria within Chancellor/Provost authority. As appropriate, ensure review by the OVPAS prior to approval. |
| Carry Forward Balances (Tuition Funds) | TO CBO. President delegated authority to CBO to approve requests from deans and directors to expend from unit carry forward balances in consultation with Provost. (July 24, 2023) |
| Cash Awards – Up to $5K | TO CBO. President delegated authority to CBO to approve amounts up to $5K and with President’s concurrence, authority to further delegate smaller amounts to another senior administrator as appropriate. (March 8, 2021). See Cash Awards – Chartered Student Organizations for delegation to VPSS for cash awards up to $500. |
| Cash Awards – >$5K | TO President ← VIA CBO. Cash awards over $5K require President’s approval. |
| Cash Awards – Chartered Student Organizations, up to $500 | TO VPSS. CBO further delegates VPSS authority to approve cash award requests for students serving in Chartered Student Organizations (specific to cash awards given to students in lieu of stipends for their service, and for up to $500 per cash award). (December 18, 2019) |
| CIP Code Requests (Graduate Programs) | TO Provost ← VIA VPAS ← VIA VPAE with c: to President. OVPAS and President should also receive the approved document. President delegated to Provost March 28, 2023. Provost is approving authority in accordance with the forthcoming systemwide policy. |
| Civil Service Exemption – HRS §76-16(b)(2) | TO UH Director of HR ← VIA CBO. President delegated to CBO authority to sign on his behalf requests for civil service exemption under HRS §76-16(b)(2). UH Director of Human Resources is final approving authority. (March 8, 2021) |
| Classification (E/M positions) – EP 9.212 | Establishing or amending an E/M class occurs on a limited basis. It is not necessary when filling an existing E/M position and is only required when a new or amended E/M position is desired and an applicable class has not been established, and/or to update the current functionality, reporting rank, and authority of the class role. Unit should consult with OHR to complete the action memo. Upon approval, OHR will assign the class to a band. TO President ← VIA Provost. |
| Council Membership Requests – Honors Program | TO VPAE. Provost delegated to VPAE. (October 9, 2019) |
| Course Actions (New, Modified, Deletions – UHM Forms & Kuali Curriculum Mgt) | TO VPAE. Provost delegated to VPAE. (October 9, 2019) |
| Dan & Maggie Inouye Distinguished Chair of Democratic Ideals | President delegated to Provost with MBF review of invitation offers, expenses, etc. (July 22, 2021) |
| Data Governance – EP 2.215 Institutional Data Governance (for executive data stewards) | TO Cognizant Vice Provost or CBO (routes to the appropriate Campus Steward). In addition, President delegated to CBO authority to approve campus data governance requests on his behalf which are in accordance with EP 2.215, Institutional Data Governance. (March 8, 2021) |
| Department Personnel Procedures | TO Provost ← VIA VPAE |
| Delegation of PI Signature Authority to an RCUH Employee (on a case-by-case basis) | TO VPRS ← VIA Dean/Director VIA Chair FROM PI and designee (need to include signature of the designee(s)) |
| Distance-Delivered Programs | TO Provost ← VIA VPAE |
| Dual Degrees (Domestic)* | TO Provost ← VIA VPAE (* Requires WASC Review) |
| Emeritus – EP 5.207 | Within policy: TO President ← VIA VPAS ← VIA Provost ← VIA VPAE.
Policy exception: TO BOR ← VIA President ← VIA VPAS ← VIA Provost ← VIA VPAE |
| Employee Assistance Program Requests | TO CBO. President delegated to CBO authority to review and approve requests which require UHM funds and payment. (March 8, 2021) |
| Employee Mobile Device Program Forms – Provost’s Direct Reports | TO Provost |
| Employee Mobile Device Program Forms – Employees of Academic Units (excluding Provost’s direct reports) | TO VPAE. Provost delegated to VPAE. (October 9, 2019) |
| Employee Mobile Device Program Forms – Employees of Research Units | TO VPRS. Provost delegated to VPRS. (October 9, 2019) |
| Employee Mobile Device Program Forms – Employees of Student Success Units | TO VPSS. Provost delegated to VPSS. (October 9, 2019) |
| Employee Mobile Device Program Forms – Employees of Enrollment Management Units | To VPEM. Provost delegated to VPEM. (January 2021) |
| Establishment or Change in Branch Campus/Off-Site Location for Program Delivery | TO President ← VIA Provost |
| Facilities and Administrative (F&A) Cost Waiver | TO VPRS |
| Fellowships and Distinguished Professorships (Establishment) | TO BOR Chair ← VIA President ← VIA Provost. |
| Fellowships and Distinguished Professorships (Appointment) | TO President ← VIA Provost ← VIA VPAE. A copy of the approved establishment request should be attached. |
| Fiscal Administrator Appointment and Delegation of Purchasing Authority Form (FMO-1) | TO CBO |
| Funding Requests from Deans/Directors | TO Provost, CBO |
| Fundraising by UH Affiliated Volunteer Group or Non-Profit Organization – AP 8.375 | TO President ← VIA CBO |
| Hawaiʻi Hall Space and Key Management | TO CBO. President delegated authority to CBO to approve space assignments, reassignments and keys for Hawaiʻi Hall rooms and locations. (March 8, 2021) |
| Legislative Data Request Coordination | TO CBO (POC and coordinates response) |
| Legislative Testimony – Academic/Research Units | TO Provost |
| Legislative Testimony – OVPSS Units | TO VPSS. Provost delegated to VPSS. (October 9, 2019) |
| Legislative Testimony – Enrollment Management Units | TO VPEM. Provost delegated to VPEM. (January 7, 2021) |
| Letters of Hire/Offer Letters – Changes to Workload | TO Provost ← VIA VPAE with c: VPSS (as appropriate) |
| LSRs – Academic, Personnel | TO VPAE. Provost delegated to VPAE. (October 9, 2019) |
| LSRs – International | TO CGO. Provost delegated to CGO. (August 15, 2024) |
| LSRs – Research Units | TO VPRS. Provost delegated to VPRS. (October 9, 2019) |
| LSRs – Student Success Units | TO VPSS. Provost delegated to VPSS. (October 9, 2019) |
| LSRs – Enrollment Management Units | To VPEM. Provost delegated to VPEM. (November 2022) |
| LSRs – Non Academic/Student/Research (i.e., Leases, Right of Entry, Easements) | TO CBO |
| LWOP / LWP (>2 years in 7 year period) – EP 9.112 | TO President ← VIA VPAS ← VIA Provost ← VIA VPAE |
| LWOP / LWP (<2 years in 7 year period) – EP 9.112 | Approving authority resides with the dean. |
| Memberships – Institutional Subscription & Membership Renewals | TO CBO. President delegated authority to CBO to approve applications and renewal payments of institutional memberships such as APLU, APRU, etc., upon recommendation by Provost or President. (Updated July 24, 2023) |
| Memberships – College level | Does not require campus level approval. Approval resides at unit level and availability of funds. |
| MOA Addenda – Early College (UH and HIDOE) | President delegated authority to Provost to approve the addenda that follow the template and comply with the terms and conditions of the overarching MOA signed by HIDOE Superintendent and UH President. (May 18, 2021) President continues to approve the overarching MOA with HIDOE. |
| MOU – T&P / Contract Renewals for Joint Appointments | TO Provost ← VIA VPAE |
| Parking Waivers – RP 10.207 | TO OVPA. President delegated to VPA (includes approving requests to set and waive parking fees for special events or disabled persons in accordance with Regents Policy 10.207). (March 8, 2021) |
| Policies, procedures, guidelines (campus level) – Academic Units | TO Provost ← VIA VPAE |
| Policies, procedures, guidelines (campus level) – Research Units | TO VPRS with c: Provost |
| Policies, procedures, guidelines (campus level) – Student Success Units | TO VPSS with c: Provost |
| Policies, procedures, guidelines (campus level) – Enrollment Management | TO VPEM with c: Provost |
| Policies, procedures, guidelines (campus level) – Business and Finance | TO CBO with c: President, Provost and Vice Provosts, System Vice Presidents |
| Position Actions (for UHM positions that reside under the purview of the Office of the President (e.g., Native Hawaiian Place of Learning, Athletics) and MBF) | TO CBO. President delegated CBO as required signatory on faculty and staff position actions (establishment, redescriptions, continuation, filling, abolishment) for UHM positions that reside under the purview of the Office of the President (e.g., Native Hawaiian Place of Learning, Athletics) and MBF. UH System position actions for the Office of the President requires the President’s continued approval.
(Note: Executive/Managerial positions for the campus require the President’s continued approval.) (Updated July 24, 2023) |
| Position Actions (for transfers of position numbers/counts and funds outside of schools/colleges and Vice Provost offices) | To CBO ← VIA Provost ← Dean/Director or cognizant Vice Provost. For transfers of position numbers/counts and funds outside of schools/colleges and Vice Provost offices, MBF approval is required in addition to deans and directors (March 8, 2021) |
| Position Counts Under Provost’s Purview (vacant positions – E/M, faculty, staff) | TO Provost, CBO (authority to release vacant positions from the campus pool for purposes as supported by President and Provost). Include VIA VPAE for faculty requests. |
| Postdoctoral Appointments (EP 12.227) | TO OVPRS ← VIA Dean/Director ← FROM PI (c: Admin Officer). Email to ovprs@hawaii.edu. Provost delegated to VPRS (June 30, 2023) |
Procurement Related Forms and Documents:*
* This list is not intended to be exhaustive and other procurement related documents may be forwarded to the CBO for approval. |
TO CBO. President delegated to CBO authority to approve and execute all procurement related forms and documents for UHM campus units in accordance with Administrative Procedures 8.200 through 8.290. (July 24, 2023)
Note: Campus Services and Student Housing Services are under the oversight of the VPA, who has authority to approve procurement-related documents for these programs. |
| Program – Established-Status Requests – Certificates – EP 5.201 (Policy Revised June 2022) | TO President ← VIA Provost ← VIA VPAE |
| Program – Established-Status Requests – Degrees – EP 5.201 (Policy Revised June 2022) | TO BOR ← VIA President ← VIA VPAS ← VIA Provost ← VIA VPAE |
| Program Modifications (Combined Degree Pathways, Minors, Tracks, Specializations, etc.) | TO VPAE. Provost delegated to VPAE. (October 9, 2019) |
| Program Name Changes – Certificates | TO Provost ← VIA VPAE |
| Program Name Changes – Degrees | TO President ← VIA VPAS ← VIA Provost ← VIA VPAE |
| Program Proposals – Certificates – EP 5.201 (Policy Revised June 2022) | TO Provost ← VIA VPAE with c: to OVPAS, President. OVPAS should also receive the approved document. |
| Program Proposals – Degrees – EP 5.201 (Policy Revised June 2022) | TO BOR ← VIA President ← VIA VPAS ← VIA Provost ← VIA VPAE |
| Program Review | TO Provost ← VIA VPAE |
| Program Stop-Outs – EP 5.201 (Policy Revised June 2022) | TO Provost ← VIA VPAE with c: to President. President delegated to Provost March 28, 2023. Provost is campus authority to approve ATPs and stop-out for degrees and criteria within Chancellor/Provost authority. As appropriate, ensure review by the OVPAS prior to approval. |
| Program Terminations (Certificates) – EP 5.201 (Policy Revised June 2022) | TO Provost ← VIA VPAE with c: to President. President delegated to Provost March 28, 2023. Provost is campus authority for ATPs, provisional proposals and termination of certificates. As appropriate, ensure review by the OVPAS prior to approval. |
| Program Terminations (Degrees) – EP 5.201 (Policy Revised 06/2022) | TO President ← VIA VPAS ← VIA Provost ← VIA VPAE |
| Promotion I2 to I3 | TO Provost ← VIA CBO ← VIA VPAE |
| Reclassification of Faculty | TO Provost ← VIA VPAE |
| Relocation Allowances – >$8K but ≤$15K – AP 8.863 | TO CBO ← VIA Provost. President delegated to CBO authority to approve relocation allowances in excess of $8K but not exceeding $15K that are in accordance with AP 8.863, Relocation Allowances. Supporting documentation shall include written quote(s) and offer letter. (March 8, 2021) |
| Relocation Allowances – >$15K – AP 8.863 | TO VPB&F/CFO ← VIA President ← VIA Provost ← VIA CBO. Relocation allowances above $15K require President and VPB&F approval. Supporting documentation shall include written quote(s) and offer letter. |
| Request to Fill – General-Funded APT/Civil Service Positions | TO CBO ← FROM Dean/Director (refer to request to fill template – APT/CS on MBF website) |
| Request to Fill – General-Funded Off-Cycle Faculty Positions | TO Provost, CBO ← VIA VPAE ← FROM Dean/Director (refer to request to fill template – faculty on MBF website) |
| Request to Fill – EM Positions – EP 9.212 | Refer to applicable Board and Executive Policies and Administrative Procedures. Per EP 9.212 – The President delegates the approval to recruit and fill all EM positions within their unit to the 4-year Chancellors, Provost and the Vice President for Community Colleges for any position that does not report directly to them. This authority may not be further delegated. TO Provost ← VIA CBO. |
| Requests to Fill – EM Positions (Direct Reports to Provost) – EP 9.212 | TO President ← VIA Provost ← VIA CBO |
| RCUH Internal Service Orders | TO VPRS |
| RCUH Revolving Account Service Orders | TO VPRS |
| Reclassification from an I2 to I3 | TO Provost ← VIA VPAE |
| Reorganization Proposal (for UHM units that report to Office of the President) – AP 3.101 | TO President ← VIA CBO ← VIA Director |
| Reorganization Proposal (for UHM units that reside under the Office of the Provost) – AP 3.101 (For changes to unit/org names, see “Unit Name Change/Organizational Titles.”) | TO President ← VIA Provost ← VIA CBO ← VIA VPAE (for academic units) OR VPRS (for research units) ← VIA Dean/Director. |
| Research Start Up – Supported by VPRS | TO VPRS |
| Research Start Up – >$500K | TO VPRS |
| Research Start Up – Space Requests/Modification | Email Space Allocation and Modification Request Form to planning@hawaii.edu. Form must be signed by requesting Department Contact, Department Head, and Dean/Director or Vice Provost. |
| Research and Training Revolving Funds (RTRF) Requests | TO VPRS |
| Service or Sale of Alcoholic Beverages (PDF, 414 KB) – EP 11.202 | TO CBO ← Dean/Director/Provost/Vice Provost. Note: MBF will route for VPSS approval, as needed.
The policy EP 11.202 does not cover the sale, service and consumption of alcoholic beverages at such special University facilities as College Hill, the baseball stadium, oceanographic vessels, observatories and other similar facilities where special policies exist. Units are advised to work directly with these special University facilities for the sale, service and consumption of alcoholic beverages at the respective facility.
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| Special Salary Adjustment (SSA) – For Unit 07 (Faculty) – CBA R-18 | TO President ← VIA VPAS ← VIA Provost ← VIA CBO ← VIA VPAE |
| Special Salary Adjustment (SSA) – For APT – A 9.218 | TO President ← VIA Provost ← VIA CBO |
| Student Fees (Fee establishment, or increase/decrease to professional or housing fees in accordance with RP 6.203) (PDF, 287 KB) | TO BOR ← VIA President ← VIA Provost ← VIA VPAE, VPSS (Fee Committee) with c: CBO. Submit via action memo and Fee Proposal Form |
| Student Fees (Other fee inrease/decrease in accordance with RP 6.203) (PDF, 287 KB) | TO President ← VIA Provost ← VIA VPAE, VPSS (Fee Committee) with c: CBO Submit via action memo and Fee Proposal Form |
| Tenure Upon Initial Appointment – EP 9.215 | For President’s direct reports: TO BOR ← FROM President.
Other Faculty and EM: TO President ← VIA Provost ← VIA VPAE (c: CBO for EM positions). Supporting documentation shall include Search Advisory Committee (SAC) recommendation. |
| Transfer of Position Counts/Funds (between units – schools, colleges, offices) | TO CBO ← VIA Provost |
| Transfer of Position Counts/Funds (within the same school, college, office) | Within Dean/Director authority. CBO approval not needed if the transfer of position counts/funds are within the same school, college or office. |
| Transfer of Locus of Tenure (between UHM units) | Locus of tenure: TO Provost ← VIA VPAE |
| Transfer of Locus of Tenure (between UHM units) + pos no./count +/or funds | Locus of tenure + pos no./count +/or funds: TO Provost, CBO. President delegated to Provost. Transfer of any associated position number/count and/or funding requires approval of both Provost and CBO. (March 8, 2021) |
| Transfer of Locus of Tenure (between UH campuses) | Locus of tenure: TO President ← VIA Provost |
| Transfer of Locus of Tenure (between UH campuses) + pos no./count +/or funds | Locus of tenure + pos no./count +/or funds: TO President ← TO Provost ← VIA CBO. Approval for the transfer of locus of tenure between UH campuses resides with the President, with consultation with the CBO on any associated transfer of position numbers/counts and funds. (March 8, 2021) |
| Tuition (Special Credit) – RP 6.202 | TO President ← VIA VPAS ← VIA Provost ← VIA CBO ← VIA VPAE. OVPAS should also receive the approved document. |
| Tuition (Special) – Non-Residential Tuition Exemption (NRTE) | TO President ← VIA VPAS ← VIA Provost ← VIA CBO ← VIA VPAE. OVPAS should also receive the approved document. |
| UHF Check Requests – Provost’s Direct Reports | TO Provost |
| Unit Name Change/Organizational Titles – AP 3.101 (Not direct reports to President) | TO President ← VIA Provost ← VIA CBO ← VIA VPAE (for academic units) OR VIA VPRS (for research units) |
| Vacant Postions (Executive/Managerial, Faculty, Staff) in UHM Pool | To CBO. President delegated authority to CBO to release vacant positions from the campus pool for purposes as supported by the President and Provost. (March 8, 2021) |
| Waiver of Educational Requirements (for Faculty – in accordance with academic standards and practices for hiring and tenure and promotion purposes) | President delegated to Provost. TO Provost ← VIA VPAE ← VIA Cognizant Vice Provost (if applicable). (March 8, 2021) |
| Waiver of Recruitment for Faculty Partner Hire – EP 9.112 (unit requests position count and funding) | TO President ← VIA Provost ← VIA CBO ← VIA VPAE ← VIA Cognizant Vice Provost (if applicable) ← VIA Equity Assurance Office. Supporting documentation shall include proposed salary, classification and rank. |
Last updated March 6, 2025
List of Acronyms
AKA – Ahahui Koa Anuenue
APLU – Association of Public and Land-grant Universities
APRU – Association of Pacific Rim Universities
AP – Administrative Procedures
APT – Administrative, Professional and Technical
ATP – Authorization to Plan
BOR – Board of Regents, UH
CBA – Collective Bargaining Agreement
CBO – Chief Business Officer, UHM
CGO – Chief Global Officer, UHM
CIP – Classification of Instructional Programs
CS – Civil Service
E/M – Executive/Managerial
EP – Executive Policy
FMO – Financial Management Office
HIDOE – Hawaiʻi State Department of Education
LSR – Legal Services Request
LWOP – Leave without Pay
LWP – Leave with Pay
MOA – Memorandum of Agreement
MBF – Mānoa Office of Budget and Finance
MOU – Memorandum of Understanding
NRTE – Non-Resident Tuition Exemption
OEC – Office of Export Controls, UH
OGC – Office of General Counsel, UH
OGE – Office of Global Engagement, UHM
OHR – Office of Human Resources, UH
OPM – Office of Procurement Management, UH
OVPA – Office of the Vice President for Administration, UH
OVPAE – Office of the Vice Provost for Academic Excellence, UHM
OVPAS – Office of the Vice President for Academic Strategy, UH
OVPRS – Office of the Vice Provost for Research and Scholarship, UHM
OVPSS – Office of the Vice Provost for Student Success, UHM
PI – Principal Investigator
POC – Point of Contact
RCUH – Research Corporation of the University of Hawaiʻi
RP – Regents Policy
RTRF – Research and Training Revolving Funds
SSA – Special Salary Adjustment
UHF – UH Foundation
UHM – UH Mānoa
VPA – Vice President for Administration, UH
VPAE – Vice Provost for Academic Excellence, UHM
VPAS – Vice President for Academic Strategy, UH
VPB&F – Vice President for Budget and Finance, UH
VPEM – Vice Provost for Enrollment Management, UHM
VPRI – Vice President for Research and Innovation, UH
VPRS – Vice Provost for Research and Scholarship, UHM
VPSS – Vice Provost for Student Success, UHM
WASC – Western Association of Schools and Colleges