The following message from President Napolitano was shared with UCOP staff on Thursday, April 12:

Dear Colleagues,

I would like to update you on recent activity and decisions related to the OP Restructuring Effort.  Over the past two months we have reviewed the 30+ restructuring options and prioritized them into phases for consideration.  For each option, we will undertake a defined process of review, consultation, and decision.  The timeline for each will vary based on complexity and I will continue to provide updates as we move forward.  Just as I did in February, I will let you know when we are beginning to review a particular option so that you are aware of, and can engage in, the consultative process.

After careful deliberation and consultation with division leaders, chancellors, Executive Budget Committee, Academic Senate, campus stakeholders and staff, I would like to announce the following decisions:

Decisions

• Institutional Research and Academic Planning (IRAP) will remain within the Academic Affairs Division (instead of moving as proposed), but will continue exploring ways to expand its services and scope to other customers across the UC system.
• Systemwide Title IX Office currently reports to the President but the department budget and headcount are located in Ethics, Compliance and Audit Services (ECAS).  The Title IX team will be relocating from the Kaiser building to Franklin, and effective July 1, 2018 the budget and headcount will move to the PEO.
• External Relations and Communications:  In order to better coordinate our internal and external communications and government relations work, improve performance, and reduce costs, several divisions and departments will be organized into one division called External Relations and Communications. Effective May 1, 2018, Claire Holmes, Interim SVP Public Affairs, will be appointed as interim SVP of this new division, and a competitive search will be launched before the end of the fiscal year.  This new division will merge two divisions and two departments, including the:
  • Public Affairs Division
  • Government Relations Division
  • Media Relations Department
  • Legislative Analysis (currently part of the IMPAC department)

  The Press Secretary will be a dual report to the SVP and the President. The Chief Policy Advisor will continue to serve in the President’s Executive Office, focusing on policy and issues management. The Director of Issues Management and Strategy will join the PEO and continue supporting the Chief Policy Advisor. The Presidential Correspondence Team will report to the Chief Administrative Officer.

• UC Education Abroad Program:  The systemwide Education Abroad Program (EAP) is physically located near UC Santa Barbara and is operated by UCOP with support from UCSB through a charter and MOU arrangement. Effective July 1, 2018, EAP will be operated by UCSB with oversight from the Chancellor and the UCOP Provost as specified in an updated charter and MOU.  EAP will maintain and strengthen its systemwide focus in a number of ways, including ensuring representation from all undergraduate campuses on its Advisory Committee.  The roles and responsibilities of the Academic Senate will be unchanged and more clearly articulated. Course and program approval processes, as well as student enrollment procedures, will also be unchanged.

Implementation

• Office of General Counsel (OGC):  The OP Restructuring effort includes options for OGC based on a review conducted last year by Value Strategies.  OGC has begun analyzing and implementing a number of operational enhancements, including projects to optimize attorney workload and legal support tasks, reduce outside counsel spend through alternatives to traditional hourly-based fee arrangements, expanding OP client engagement and enhancing financial reporting. OGC will launch a strategic planning effort and conduct leadership 360 reviews in June.

Consultation

The remaining options announced in February for consultation continue to move forward:

• Innovation & Entrepreneurship is developing a business plan that is due mid-April
  Advisory Committees will be announced shortly to consider options for the UC ANR and UC Health divisions

In order to provide more information on the prioritization, consultation and decision-making process, we will be hosting a number of manager information sessions in the coming weeks for divisions with options proposed for consideration. Dates and times will be set and communicated separately for those divisions.  I would like to thank those of you who have shared your thoughts with me and your division and department leaders.  I value your input and would like to encourage you to continue providing your ideas to me electronically through janet@ucop.edu or submit anonymously here.

As before, I want to assure you that we are working hard both to act promptly and engage our community with attention to careful and deliberative thought as we build our future organization.

Yours very truly,

Janet Napolitano

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