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Chancellor's Signature Requests

Policy and Records Administration facilitates departments seeking chancellor signature and approval on documents. To allow for electronic submission of Chancellor Signature items, Policy and Records Administration upgraded to the OnBase platform.

Preparing Chancellor's Signature Items

If you require the chancellor’s signature on a document or letter, you can login with your Single Sign-On credentials to access the OnBase Clearance Sheet. Please ensure that the appropriate departments and vice chancellors have seen and approved the item(s) prior to submitting to our office.

If you have questions about preparing Chancellor’s Signature items, have physical documents requiring a wet signature, or need other assistance, contact Edgar Alminar (858-822-0009), Mayan Aguirre (858-534-0039), or Michael Paciorek (858-534-3913) at

Urgent Items

Urgent items should be identified by checking “Yes”  in the Urgent section of the Chancellor’s clearance sheet. Additionally, the due date must be included in this section.

Signed Documents

  • Policy & Records Administration will notify the initiating office by the preferred method of contact indicated on the Chancellor’s clearance sheet. If the initiating office requests the item(s) be returned by mail, then the item(s) will be sent via intercampus mail. If pickup is requested, the initiating office will be notified by telephone or email. Items may be picked up from the Chancellor's Complex, Building 108C (2nd floor).
  • Policy & Records Administration does not send signature items on behalf of departments to anyone other than the initiating department.
  • If any correspondence signed by the Chancellor is not routed through the signature item process, or the correspondence has changed, please send the item(s) to Policy & Records Administration immediately, so 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 Policy & Records Administration. Requests for letterhead should be routed to Edgar Alminar in Policy & Records Administration.

If your project requires more than 50 sheets of letterhead, you will need to supply an index number, so that a special order for letterhead may be placed.