Resources For Departments

The resources in this section are intended to serve as guidance to chairs, faculty, business officers, and other staff in Letters & Science departments and programs. College staff are available to answer questions or provide additional information. General policy questions can be directed to Barbara Gilkes (x3627).

College policies and procedures

Policies and procedures governing official entertainment are issued by the Office of the President. These policies are detailed in UC Business and Finance Bulletin 79 - Expenditures for Business Meetings, Entertainment, and Other Occasions.

Click here for college-specific instructions and guidance pertaining to entertainment. 

College policy is that individual memberships and/or journal subscriptions, regardless of their benefit to research groups and graduate and undergraduate students, must be purchased with contract/grant funds (if allowed), unrestricted funds, or personal funds. In those instances where membership in a scholarly society is being sought on behalf of the department as a whole, state funds may be used provided the anticipated benefits outweigh the membership cost.

All proposals for new course material fees or recharge services must be submitted to the appropriate dean for consideration before general campus review is initiated. If a dean’s review has not been completed, the chair of the Income and Recharge Committee will return the proposals to the originating department.

When considering new fees or updating existing fees, department personnel should consult income and recharge guidelines and procedures

Departments with existing fees should continue to submit their annual rate proposals directly to the campus Budget Office (1317 Cheadle Hall). The Budget Office will initiate the review by the Income and Recharge Committee. 

Chairs and Directors in the College of Letters and Science are delegated authority to approve the following for their department/program/unit:

Travel

  • Domestic travel – within policy (all funds)
  • Foreign travel – within policy (all funds)
  • No authority to approve exceptions to policy

For further information, consult the UC and Campus Policy and Regulations Governing Travel.  The department should establish practices to ensure equitable consideration for all faculty members.

Official Entertainment

  • Routine entertainment for breakfast, lunch, dinner, and light refreshments within policy
  • No authority to approve exceptions to policy (e.g. over per person maximum)
  • No authority to provide Additional Approval (e.g. for alcohol or inclusion of spouse)

For further information, consult the UC policy and campus guidelines on Expenditures for Business Meetings, Entertainment, and Other Occasions

University-sponsored memberships in organizations

  • Up to $1,000 on research funds only

Honoraria Payments

  • Amounts of  $2,000 or less. Any honorarium request beyond $2,000 should be forwarded to the Divisional Dean (via Barbara Gilkes).

Approval by the College of Letters and Science

  • Since all transactions involving the unit head require the approval of the next higher authority, paperwork for travel and entertainment by chairs/directors must be sent to Barbara Gilkes (ext. 3627) in the college office for processing. 
  • Some transactions require Additional Approval of Next Higher Authority (e.g. alcohol, employee morale-building). These must also be sent to Barbara Gilkes. 

Please consult these guidelines for space management within the College of Letters & Science. 

For department chairs/business officers

The selection of department leadership is one of the most important personnel actions taken at universities. The College of Letters & Science is committed to supporting and recognizing the service provided by chairs and directors, who devote considerable time and energy to advancing their department. The department and the university benefit greatly when departments nurture leadership and involve faculty members in a variety of departmental activities that help develop administrative talent. Full guidelines here

Scheduled classes should comply with these guidelines.

Departments and programs must have bylaws to guide decision-making about personnel issues, leadership, and committee structure and membership. These bylaws describe the implementation of University of California Academic Senate Bylaw 55 (“Departmental Voting Rights”) and may also describe the relationship with other governing bodies such as the Academic Senate.

Other policies and procedures that may be included in departmental and program bylaws include:

  • Membership of the unit
  • Voting rights and procedures
  • Administration of the unit
  • Duties and responsibilities of members
  • Meetings
  • Election process
  • Elected, appointed and ad hoc committees
  • Procedure for amending bylaws

The department chair should notify the divisional dean of any proposed changes to departmental bylaws. A bylaw change that involves faculty voting procedures will require additional review by the Academic Senate Committee on Academic Personnel (CAP).

Changes, when approved by the dean (or dean and CAP), should be incorporated into the full bylaw text and forwarded to the divisional dean.

Trainings

TOPIC

AUDIENCE

PRESENTERS

WHEN/WHERE

Collaborating Effectively in the Workplace

All staff

Caroline Adams, Campus Ombuds

Oct 9, 9-11am, Mosher Alumni Hall

Basic Excel

All staff

Chad Olson, LSIT

Oct 15, 2-4pm, SSMS 1301

Oct 16, 9-11am, SSMS 1304

Advanced Excel

All staff

Chad Olson, LSIT

Oct 29, 2-4pm, SSMS 1301

Oct 30, 9-11am, SSMS1304

Financial Processes and Systems at UCSB

Business Officers and financial staff

Mary Lum

November 19, 9-11am

Library Room 1312

Faculty Recruitment and the Campus Travel System

Campus-wide

Yasmin Sidi, UCOP, and June Betancourt, Academic Personnel

Dec 10, 9-11am

Mosher Alumni Hall

Financial Processes and Systems at UCSB

Business Officers and financial staff

Mary Lum

December 4, 9-11am

Mosher Alumni Hal

Questions about trainings? Ask Cathy Pollock