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.
As many units continue to have a reduced physical presence of staff in the office and with many choosing to telework please continue to route documents electronically. Electronic signatures are acceptable for all internal documents. Sensitive documents should continue to be sent via File Drop. The President’s memo regarding the freeze still applies.
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/CEO ← VIA Provost ← VIA AVCAA |
| Accreditation – Professional (Degree Programs) | TO President ← VIA Provost ← VIA AVCAA |
| Advance Payments and/or Deposits (OPM Form 154) – AP 8.275 | President delegated to VCAFO to approve advance payments and/or deposits up to $25,000 that are in accordance with AP 8.275, Contract Formation and Administration. (03/11/20) |
| Athletic Contest Agreements – EP 8.111 | TO President ← VIA VCAFO. $25K to <$1M, Revenue-Generating Agreements for UH Mānoa Athletics, Procurement of Goods and Services for UH Mānoa Athletics $25K to <$1M. |
| Administrative Stipends – $300 and below | $300 and below – covered by BU7 contract and approval delegated to deans/directors |
| Administrative Stipends – $301 and above | $301 and above – Manoa CEO approves. TO President/CEO ← VIA Provost ← VIA VCAFO ← VIA AVCAA |
| Agreements – Requiring Provost/President Signature (with Exception of Research, Educational & Affiliation Agreements) | TO President (if applicable) otherwise TO Provost ← VIA VCAFO |
| Agreements – Educational Agreements (Program/Course Articulation, Affiliation, etc.) | TO President ← VIA Provost ← VIA AVCAA |
| Agreements – International (Student Exchange, Study Abroad, Recruiter, Short-Term, MOUs, etc.) – Pursuant to 8.200 | TO President ← VIA Provost ← VIA AVCAA ← VIA OIEP |
| Agreements – Nonfunded Research Agreements (International) – EP 8.200 | TO President ← VIA VCR with c: Provost |
| Agreements – Nonfunded Research Agreements (Domestic) | TO VCR. Provost delegated to VCR. (10/09/19) |
| Audit Coordination (Internal and External) | TO VCAFO (POC and coordinates response) |
| Authorization to Plan (ATP) – Certificates – EP 5.201 | TO President ← VIA Provost ← VIA AVCAA |
| Authorization to Plan (ATP) – Degrees – EP 5.201 | TO President ← VIA VPAPP ← VIA Provost ← VIA AVCAA |
| Cash Awards – Up to $5,000 | TO VCAFO. President delegated authority to VCAFO to approve amounts up to $5,000 and authority to further delegate smaller amounts to another senior administrator as appropriate. (03/11/20) |
| Cash Awards – >$5,000 | TO President ← VIA VCAFO. President approves cash awards >$5,000. |
| Cash Awards – Chartered Student Organizations, up to $500 | VCAFO further delegates VCS 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). (12/18/19) |
| Civil Service Exemption Requests – HRS §76-16(b)(2) | TO System Director of HR ← VIA VCAFO. President delegated to VCAFO authority to sign on his behalf requests for civil service exemption under HRS §76-16(b)(2). System Director of Human Resources is final approving authority. (03/11/20) |
| Combined Degree Pathways (Program Modification) | TO AVCAA. Provost delegated to AVCAA. (10/09/19) |
| Commencement (General Oversight) | TO AVCAA. Provost delegated to AVCAA. (10/09/19) |
| Council Membership Requests – Honors Program | TO AVCAA. Provost delegated to AVCAA. (10/09/19) |
| Course Actions (New, Modified, Deletions – UH Mānoa Forms & Kuali Curriculum Management) | TO AVCAA. Provost delegated to AVCAA. (10/09/19) |
| Data Governance Requests – EP 2.215 | TO Cognizant VC (routes to the appropriate Campus Steward). President delegated to VCAFO authority to approve data governance requests which are in accordance with EP 2.215, Institutional Data Governance. (03/11/20) |
| Department Personnel Procedures | TO Provost ← VIA AVCAA |
| Delegation of PI Signature Authority to an RCUH Employee (on a case-by-case basis) | TO VCR ← VIA Dean/Director VIA Chair FROM PI and designee (need to include signature of the designee(s)) |
| Distance-Delivered Programs | TO Provost ← VIA AVCAA |
| Dual Degrees* | TO Provost ← VIA AVCAA (* Requires WASC Review) |
| Emeritus – EP 5.207 | TO President ← VIA VPAPP ← VIA Provost ← VIA AVCAA. If exception to policy then TO BOR ← VIA President ←VIA VPAPP ← VIA Provost ← VIA AVCAA |
| Employee Assistance Program Requests | TO VCAFO. President delegated to VCAFO authority to review and approve requests which require UH Mānoa funds and payment. (03/11/20) |
| Employee Mobile Device Program Forms – Provost’s Direct Reports | TO Provost |
| Employee Mobile Device Program Forms – Employees of Academic Units | TO AVCAA. Provost delegated to AVCAA. (10/09/19) |
| Employee Mobile Device Program Forms – Employees of Research Units | TO VCR. Provost delegated to VCR. (10/09/19) |
| Employee Mobile Device Program Forms – Employees of OVCS | TO VCS. Provost delegated to VCS. (10/09/19) |
| Established-Status Requests – Certificates – EP 5.201 | TO President ← VIA Provost ← VIA AVCAA |
| Established-Status Requests – Degrees – EP 5.201 | TO BOR ← VIA President ← VIA VPAPP ← VIA Provost ← VIA AVCAA |
| Establishment or Change in Branch Campus/Off-Site Location for Program Delivery | TO President ← VIA Provost |
| Executive Searches – Academic & Research | TO Provost with assistance from Executive Search Coordinator |
| Executive Searches – VCAFO | TO President |
| Facilities and Administrative (F&A) Cost Waiver Request | TO VCR |
| Facility Use Agreements (Internal/External) – EP 8.200 | TO VCAFO. President delegated to VCAFO authority to approve agreements in accordance with EP 8.200, Policy on Contracts and Signing Authority. (03/11/20) |
| Fellowships and Distinguished Professorships | TO Provost |
| Fiscal Administrator Appointment and Delegation of Purchasing Authority Form (FMO-1) | TO VCAFO |
| Fundraising by UH Affiliated Volunteer Group or Non-Profit Organization – AP 8.375 | TO President ← VIA VCAFO |
| Institutional Subscription & Membership Renewals | TO VCAFO. President upon recommendation by Provost, authority given to VCAFO to approve applications and renewal payments of institutional memberships such as APLU, APRU, etc. (03/11/20) |
| Legislative Data Request Coordination | TO VCAFO (POC and coordinates response) |
| Legislative Testimony – Academic/Research Units | TO Provost |
| Legislative Testimony – OVCS Units | TO VCS. Provost delegated to VCS. (10/09/19) |
| Letters of Hire/Offer Letters – Changes to Workload | TO Provost ← VIA AVCAA with c: VCS (as appropriate) |
| LSRs – Academic, Personnel, International | TO AVCAA. Provost delegated to AVCAA. (10/09/19) |
| LSRs – Research Units | TO VCR. Provost delegated to VCR. (10/09/19) |
| LSRs – OVCS Units | TO VCS. Provost delegated to VCS. (10/09/19) |
| LSRs – Non Academic/Student/Research (i.e., Leases, Right of Entry, Easements) | TO VCAFO |
| LWOP/LWP (>2 years in 7 year period) – EP 9.112 | TO President ← VIA VPAPP ← VIA Provost ← VIA AVCAA |
| MOU- T&P/Contract Renewals for Joint Appointments | TO Provost ← VIA AVCAA |
| On-line leave – Deans/Directors | Provost delegated TO Executive Search Coordinator |
| Organizational Memberships | Does not require campus level approval. Approval resides at unit level and availability of funds. |
| Parking Waiver Requests | TO VPA. President delegated to VPA (includes approving requests to set and waive parking fees for special events or disabled persons). (03/11/20) |
| Policies & Procedures – Academic Units | TO Provost ← VIA AVCAA |
| Policies & Procedures – Research Units | TO VCR with c: Provost |
| Policies & Procedures – OVCS Units | TO VCS with c: Provost |
| Position Actions | TO VCAFO. President delegated to VCAFO as required signatory on faculty and staff position actions (establishment, redescriptions, continuation, filling, abolishment) for Mānoa positions that reside in the Office of the President and OVCAFO. Such position actions for Office of the President requires President’s continued approval. (Note: Executive and Managerial positions for the campus require President’s continued approval.) (03/11/20) |
| Purchase of Meals, Refreshments, and Protocol Items with Special, Revolving and/or Endowment Funds (OPM Form 136) – AP 8.265 | TO VCAFO. President delegated authority to VCAFO to approve such procurements for UH Mānoa campus units that are in accordance with AP 8.265, Specialized Purchasing. (03/11/20) |
| Procurement Documents Requiring President’s Approval: Request for Emergency Procurement (OPM Form 152) ≥ $25K, Request for Exemption from Chapter 103D (OPM Form 138), Request for Sole Source (OPM Form 65) ≥$25K, Report of Procurement Violation (OPM Form 158) – AP 8.220 | TO President ← VIA VCAFO |
| Program Modifications (Minors, Tracks, Specializations, etc.) | TO AVCAA. Provost delegated to AVCAA. (10/09/19) |
| Program Proposals – Certificates | TO President ← VIA Provost ← VIA AVCAA |
| Program Proposals – Degrees | TO BOR ← VIA President ← VIA VPAPP ← VIA Provost ← VIA AVCAA |
| Program Review | TO Provost ← VIA AVCAA |
| Program Terminations & Stop-Outs – EP 5.201 | TO President ← VIA VPAPP ← VIA Provost |
| Relocation Allowances – >$8,000 but ≤$15,000 – AP 8.863 | TO President ← VIA Provost (VCAFO will sign for President). President delegated to VCAFO authority to approve relocation allowances in excess of $8,000 but not exceeding $15,000 that are in accordance with AP 8.863, Relocation Allowances. (03/11/20) |
| Relocation Allowances – >$15,000 – AP 8.863 | TO VP for B&F/CFO ← VIA President ← VIA Provost (VCAFO will sign for President). Must be approved by VP for B&F/CFO. |
| Requests for Funding | TO Provost, VCAFO |
| Requests for Position Counts Under Provost’s Purview (vacant positions – E/M, faculty, staff) | TO Provost, VCAFO (authority to release vacant positions from the campus pool for purposes as supported by President and Provost) |
| Requests to Use Carry Forward Balances | TO VCAFO ← VIA Provost |
| Requests to Fill – Academic Units | TO Provost, VCAFO ← VIA AVCAA |
| Requests to Fill – Executive/Managerial Positions | TO President ← VIA Provost ← VIA VCAFO ← VIA Cognizant VC (AVCAA, VCR, VCS) |
| Requests to Fill – Research Units (R-Faculty PDs/Job Ad) | TO Provost, VCAFO ← VIA VCR |
| Requests to Fill – OVCS Units | TO Provost, VCAFO ← VIA VCS |
| RCUH Internal Service Order Requests | TO VCR |
| RCUH Revolving Account Service Order Requests | TO VCR |
| RTRF | TO VCR |
| Research Start Up Requests – Supported by VCR | TO VCR with c: Provost, VCAFO |
| Research Start Up Requests – >$250K | TO VCR with c: Provost, VCAFO |
| Research Start Up Requests – Space Requests/Modification | TO VPA ← VIA VCR with c: Provost |
| Sale, Service and Consumption of Alcoholic Beverages by or to Students – EP 11.202 | TO VCAFO ← VIA VCS. President delegated authority to VCAFO to approve the sales, service and consumption of alcoholic beverages in accordance with EP 11.202, Management and Regulation of the Sale, Service and Consumption of Alcoholic Beverages on University Premises, and UH Mānoa campus alcohol use policy. (03/11/20) |
| Sale, Service and Consumption of Alcoholic Beverages by or to Faculty and Staff – EP 11.202 | TO VCAFO. President delegated authority to VCAFO to approve the sales, service and consumption of alcoholic beverages in accordance with EP 11.202, Management and Regulation of the Sale, Service and Consumption of Alcoholic Beverages on University Premises, and UH Mānoa campus alcohol use policy. (03/11/20) |
| Special Salary Adjustment (SSA) – For Unit 07 – Contract; For APT – A9.210 | TO President ← VIA Provost with c: VCAFO |
| Student Fees (Academic – Course, Lab, Professional Fees) – RP 6.203 | TO President ← VIA Provost ← VIA Fee Committee with c: VCAFO |
| Tenure Upon Initial Appointment – EP 9.215 | TO President ← VIA Provost ← VIA Cognizant VC |
| Ticket Sales for Non-University of Hawaiʻi Athletic Events Using University Ticketing System (EP E8.110) – <$25K | TO President ← VIA VCAFO (if <$25K) |
| Ticket Sales for Non-University of Hawaiʻi Athletic Events Using University Ticketing System (EP E8.110) – >$25K | TO VPB&F/CFO ← VIA President ← VIA VCAFO (if >$25K) |
| Transfer Locus of Tenure (between UH Mānoa units) | TO Provost ← VIA Provost ← VIA AVCAA ← VIA Cognizant VCS/VCR. President delegated to Provost (07/01/20). Approval for the transfer between UH campuses resides with the President. |
| Travel – Provost’s Direct Reports | TO Provost |
| Tuition Requests (Special Credit) – RP 6.202 | TO President ← VIA Provost ← VIA AVCAA |
| Tuition Requests (Special) – Non-Residential Tuition Exemption (NRTE) | TO BOR ← FROM President with recommendation from Provost, VCAFO |
| UHF Check Requests – Provost’s Direct Reports | TO Provost |
| Waiver for Minimum Qualification for Advertising & Hiring (Faculty) – EP 9.112 | TO President/CEO ← VIA Provost ← VIA AVCAA ← VIA Cognizant VCS/VCR |
| Waiver of Educational Requirements (in accordance with academic standards and practices for hiring and tenure and promotion purposes) | TO Provost ← VIA AVCAA ← VIA Cognizant VCS/VCR. President delegated to Provost. (07/01/20) |
| Waiver of Recruitment for Faculty Partner Hire | TO President ← VIA Provost ← VIA AVCAA ← VIA Cognizant VCS/VCR |
List of Acronyms
APLU – Association of Public and Land-grant Universities
APRU – Association of Pacific Rim Universities
ATP – Authorization to Plan
AVCAA – Associate Vice Chancellor for Academic Affairs
FMO – Financial Management Office
LSR – Legal Services Request
LWOP – Leave without Pay
LWP – Leave with Pay
MOU – Memorandum of Understanding
NRTE – Non-Resident Tuition Exemption
OIEP – Office of International Exchange Programs
OPM – Office of Procurement Management
OVCAFO – Office of the Vice Chancellor for Administration, Finance & Operations
OVCR – Office of the Vice Chancellor for Research
OVCS – Office of the Vice Chancellor for Students
POC – Point of Contact
RCUH – Research Corporation of the University of Hawaii
SSA – Special Salary Adjustment
VCAFO – Vice Chancellor for Administration, Finance & Operations
VCR – Vice Chancellor for Research
VCS – Vice Chancellor for Students
VPA – Vice President for Administration
VPAPP – Vice President for Academic Planning & Policy
VPB&F – Vice President for Budget and Finance
WASC – Western Association of Schools and Colleges