Appendix B

B. Memorandum of Understanding Between the Graduate Student Commons Governance Board (GSCGB) and the Division of Graduate Studies (DGS)

If there is any inconsistency or conflict between the statements and provisions in this MOU and the statements and provisions of the GSCGB organizational or internal documents (such as its bylaws or constitution), this MOU will take precedence.

–The DGS’s primary responsibility to the GSCGB is to support all administrative tasks necessary for the operation of the GSC building and all programming held therein, so long as such operation adheres to University policies and regulations. This includes, but is not limited to, top-level financial approval above $10,000 per individual purchase and providing a tier 2 signature of authority when the DGS determines a tier 2 signature to be necessary or appropriate. The DGS is responsible for decisions concerning the salary of the facility manager, with consultation and recommendations of the GSCGB and in concert with UC and UCSC personnel policies.

–In the daily operation of the GSC building and many issues of long-term planning and action, the GSCGB is authorized to deliberate and decide, with the consultation and coordination of the DGS. All decisions are subject to DGS review, but it is anticipated that the DGS will defer to GSCGB decisions in most instances, except those the DGS determines involves campus direction, liability, litigation, negotiation of and recommendations to execute leases and contracts, legal recourse, or other significant risk to the campus.

In such instances, the Vice Provost and Dean of Graduate Studies or representative is delegated the authority by the Executive Vice Chancellor and may act on behalf of the GSCGB. In such cases, the DGS will keep the GSCGB apprised of all actions being taken unless there are confidentiality requirements preventing the dissemination of sensitive information. In this situation, the DGS will apprise and, if at all possible, consult with the GSCGB before a final decision is officially agreed upon.

–Lease revenues support the operations and facilities of the GSC, and are defined as the percent of net sales coming in from rent paid to the GSC by the vendor on the GSC building’s first floor. Lease revenues are, however, allocated at the discretion of the EVC, and under some circumstances may be allocated for purposes other than the DGS or the GSCGB. Such a situation could occur, for example, in the case of major budget cuts across campus or campus-wide reallocation of funds to support campus-wide services. Since the GSC relies on these revenues for programmatic purposes, any future modification to the allocation of the GSC lease revenues must be accompanied by discussions between the GSC and the DGS about alternative budget structures/allocations.

–The GCCGB’s primary responsibility to the DGS is to keep the DGS apprised of actions being taken by the GSCGB and to adhere to all University guidelines and timelines for the submission of documents requiring administrative approval.

–Both the GSCGB and the DGS are responsible for immediately notifying the other party should external events (such as changes to UC policy) necessitate a change in any aspect of how the two parties interact. In such a case, a GSCGB-appointed “MOU committee” and the Vice Provost and Dean of Graduate Studies are responsible for amending the existing MOU or negotiating a new MOU that incorporates the necessary revisions.