University Affairs

University Affairs at a Cal Maritime plays a crucial role in managing and coordinating a diverse array of institutional functions that support the university's overall mission.  

California State University Maritime Academy (Cal Maritime) recognizes that effective shared governance is critical to its core mission. A governance structure in which administration, faculty, staff, students, and other stakeholders work together to achieve shared goals is essential to true shared governance and load-sharing. Cal Maritime has instituted several boards, councils, committees, and task forces to foster shared responsibility and cooperative action. For more information about a specific board, council, or committee listed below please contact the appropriate area or division. 

Administrator and staff appointments to Cal Maritime’s standing committees are made by the President through the divisional leaders. Faculty appointments are made by the President through the Executive Dean of Academic Affairs upon the recommendation of the Academic Senate. Student appointments are made by the President through the Dean of Student Affairs upon the recommendation of the ASCMA President. 

The University Affairs Office oversees Public Records Act (PRA) request processing to ensure The California Public Records Act can be found in Gov. Code Section 7920.000 et seq. It mandates all non-exempt documents in Cal Maritime’s possession be available for public inspection. Requests for public records should be sent to UniversityAffairs@csum.edu.

When a university department, office, or employee receives a Public Records Act request, they should:

Certain records are exempt from public disclosure under the California Public Records Act. Cal Maritime may redact purely personal and private information from public records. The Public Records Act also does not require Cal Maritime to create documents that do not already exist.

Requests for public records may be made verbally or in writing. For purposes of clarity, Cal Maritime encourages written requests.

Requests for inspection or copying of public records:

  • must be specific and focused. Where a request is not specific or focused, Cal Maritime will assist in identifying available records.
  • may not interfere with the business operations of the university, including all university and CSU policies. Records that are reasonably required by Cal Maritime personnel in the performance of their duties may not be available for inspection at certain times.

Upon receipt of a Public Records Act request, Cal Maritime will conduct a reasonable search for the requested records. The records will be made available for inspection during regular business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. Records may not be destroyed, altered, or removed from Cal Maritime. Cal Maritime may have university personnel present during an inspection to safeguard the records. Hard-copy records can be copied and provided upon payment of a direct duplication cost of 20 cents per page.

Contact (707) 654-1780 or email  UniversityAffairs@csum.edu if you have any questions.

Prior approval is required for any alcohol served on campus property or at an official university-hosted event, on or off-campus. Please complete the Alcohol Service Request Form. Only Cal Maritime staff and faculty are able to fill out the form. Others must contact Conference and Events Services for assistance.

This form must be submitted at least 45 days in advance of the event.  For university-hosted events, you will need to complete the University Event Planning Form. 

External Event Inquiries

For external groups interesting in hosting an event at Cal Maritime, contact Conference and Events Services

University-Hosted Event Inquiries 

  1. Inquiry received for Cal Maritime participation by student, staff, and/or faculty. 
  2. Inquiry sent to University Affairs (UA) for initial review. 
  3. UA engages appropriate Division(s)/Department(s) for review and notifies the Divisional Leader. 
  4.  Lead Division(s)/Department(s) reviews request, identifies resource requirements and confirms strategic alignment with university priorities.  
  5. Lead Division(s)/Department(s) engages Risk Management and General Counsel (if needed) for risk and liability assessment. 
  6.  The Divisional Leader notifies President for awareness and/or approval. 
  7. Lead Division(s)/Department(s) coordinates with external entity regarding university role in event. 
  8. Lead Division(s)/Department(s) confirms participation and overview of role to UA. 
  9.  If Department/Division is hosting the event, complete the University Event Planning Form and continue the University Event Planning process below.  If external entity is hosting the on-campus event, work with Conference and Events services. 

  1. Complete University Event Planning Form for approval. Identify strategic purpose/need for the event, resources, and partners. Must be approved by Divisional Leader, presented to President’s Executive Leadership Team for awareness, and approved by the Office of the President. 
  2. Submit approved event into 25Live by event lead and work with service providers to ensure service needs are communicated. Complete any required forms (catering/facilities contract, work orders, alcohol request form, event insurance, parking request form, speaker forms, etc). 
  3. Schedule a coordination meeting with all key event stakeholders and partners such as: Catering, Facilities, CMPD, IT/AV, Communications, Risk, Procurement. 
  4. Schedule as needed, planning meeting to ensure successful event. 
  5. Provide an update and overview of the event to the President’s Executive Leadership Team, 10-14 days prior to a major university event.
  6. Confirm all elements for a successful event. 
  7. Host a debrief of the event for future planning with key stakeholders and partners. 

University Event Planning Form 

Contact

University Affairs

UniversityAffairs@csum.edu
(707) 654-1780