Revised September 22, 2015
August 1, 2015
UC San Diego Academic Health Sciences Expenditure Commitments Policy
Overview
In response to financial pressures affecting the UC San Diego Health Sciences and growing
deficits in various departments, divisions, and entities within the professional schools (SOM and
SSPPS), the Vice Chancellor for Health Sciences (VCHS) is hereby establishing an expenditure
and faculty recruitment approval policy and process for all Academic Health Sciences and
clinical recruitments and commitments funded in whole or in part by the Health System, VCHS,
and/or Department support, as described further below.
New Policy
Effective immediately, all Academic Health Sciences spending commitment requests at the
threshold defined below, including all clinical spending commitments funded in whole or in part
by the Health System, VCHS, and/or the Department, will be submitted to the Health Sciences
Expenditure Commitments Committee (ECC) for review and approval prior to the incurrence of
any financial commitments. Examples of commitment requests that the committee will review
include, but are not limited to:
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New MSP recruitments (excluding renewals, change in series, or change in distribution);
Chair recruitments and reappointments;
New faculty recruitments, including recruitments related to existing Chair agreements;
Faculty retentions, including retentions related to existing Chair agreements;
Academic FTE allocations;
Bridge funding;
Institutional support;
Project initiatives;
Physical capital renovations or lease;
Capital equipment purchase or lease;
New purchased services contracts (excluding renewals)
The funding threshold that requires committee review will be $100,000 or more (present value
or cumulative value for multi-year term requests up to 5 years). The review will apply to
recruitment requests related to both academic and staff employees as appropriate.
Spending that is fully funded from Committed Restricted Funding sources such as grants and
contracts shall be excluded from this policy. Additionally, recruitments that are fully funded from
Rady Children’s Hospital San Diego (RCHSD) will be reviewed and approved at an accelerated
rate due to the extensive review process already performed at RCHSD. “Committed Restricted
Funding” is defined as funding that meets required funding conditions and is immediately
Office of the Vice Chancellor for Health Sciences
9500 Gilman Drive, #0602 • La Jolla, CA 92093-0602
healthsciences.ucsd.edu
Health Sciences Expenditure Commitments Policy – Page | 2
available. Medical Center spending is subject to a separate approval process and is excluded
from this policy, with the exception of commitments funded by Health System Support.
Process
The Health Sciences Expenditure Commitments Committee (comprised of the Vice Chancellor
for Health Sciences, Health System CEO, Dean of Clinical Affairs, VCHS Chief of Staff, VCHS
Chief Operating Officer, Associate Vice Chancellor for Scientific Affairs, Health Sciences CFO,
or their designated alternates), has established a regular meeting schedule. The attached
template is required for all submissions. This template must be submitted by end of day
Wednesday each week in order to be reviewed at the ECC’s weekly Monday meeting.
Administration
Teresa Kelly is the liaison for the Health Sciences Expenditure Commitments Committee and is
the administrative contact for submissions and distribution of relevant materials. Questions
regarding the template and pro-forma can be directed to her (contact information below). Mark
Harrison’s assistant, Betsy Macias, handles scheduling and provides logistics support to
Teresa.
Contacts
Teresa Kelly
trkelly@ucsd.edu
619.543.2262
Betsy Macias
eamacias@ucsd.edu
858.534.2338
Office of the Vice Chancellor for Health Sciences
9500 Gilman Drive, #0602 • La Jolla, CA 92093-0602
healthsciences.ucsd.edu
Health Sciences Expenditure Commitments Policy – Page | 3
ADDENDUM
Health Sciences Expenditure Commitments Committee Charge
 Review and evaluate feasibility of commitment requests;
 Determine appropriate and equitable distribution of resources support among the Health
Sciences entities (Professional Schools, Department, Health System);
 Determine and coordinate appropriate resource support contribution from the Chancellor
and other potential partner areas;
 Establish term limits to support duration;
 Adjudicate funding issues as required;
 Revise spending commitment policies as required;
 Define need for further legal or regulatory review.
Office of the Vice Chancellor for Health Sciences
9500 Gilman Drive, #0602 • La Jolla, CA 92093-0602
healthsciences.ucsd.edu