103.7 - Contacting the UA System General Counsel's Office
1. Purpose
To ensure consistent, coordinated, and efficient communication with the UA System General Counsel’s Office while maintaining appropriate institutional awareness and oversight.
2. Authorized Contacts
Only the following individuals are authorized to initiate contact with the UA System General Counsel’s Office on behalf of the university:
- Chancellor
- Vice Chancellors
- Chief of Staff
- Director of Human Resources
- Associate Provost
- Dean of Students
- Special Assistant to the Chancellor
- Individuals specifically authorized by the chancellor or vice chancellors
Faculty, staff, and other employees who believe legal guidance is needed should coordinate requests through their respective division leader or supervisor who may elevate the matter to an authorized contact as appropriate.
3. Communication Requirements
All communications with the UA System General Counsel’s Office, including emails, requests for legal opinions, requests for contract review, inquiries regarding litigation, compliance matters, or other legal issues, must include the chief of staff and appropriate vice chancellors as a copied recipient.
The chief of staff and appropriate vice chancellors shall be copied on:
- Initial communications with the UA System General Counsel's Office;
- Follow-up correspondence;
- Requests for meetings or consultations; and
- Written legal guidance or responses received from the UA System General Counsel's Office.
No authorized contact may intentionally exclude the chief of staff and appropriate vice chancellors from communications with the UA System General Counsel’s Office unless specifically directed by the chancellor.
4. Exceptions
This procedure shall not be interpreted to prohibit or restrict any employee, student, or other individual from:
- contacting the UA System Office of Internal Audit;
- reporting suspected fraud, waste, abuse, misconduct, or other compliance concerns through established reporting channels per UA Board Policy 350.1 and UAFS Faculty and Staff Handbook section E.6.5;
- participating in investigations conducted by Internal Audit, law enforcement, regulatory agencies, or other authorized entities; or
- exercising any rights provided under applicable laws, regulations, or university policies related to whistleblower protections or reporting obligations per UA Board Policy 355.1 and UAFS Faculty and Staff Handbook section E.6.6.
Nothing in this procedure is intended to interfere with, discourage, or impede the reporting of fraud, waste, abuse, or other concerns through authorized reporting mechanisms.
5.Responsibility
The chief of staff and appropriate vice chancellors are responsible for monitoring compliance with this procedure and serving as the primary institutional liaisons for communications with the UA System General Counsel’s Office.