UCLA Office of the Vice Chancellor, External Affairs

Dear Colleagues:

External Affairs is the campus department designated by the Chancellor as the principal resource for protocol and assistance with campus visits of state, national and international dignitaries.  Below is a link to the “UCLA Dignitary Invitation Protocols” document, providing more details.

Please submit a Visiting Dignitary Request Form to my office before you invite any dignitary.  We will contact you to discuss invitation protocol.  Note that the Chancellor reserves the right to invite individuals in the following categories:

  • Current or former Heads-of-state/Heads-of-government or their spouses
  • High-ranking members of royalty
  • Current or former United Nations Secretary General
  • Currently serving United States Cabinet members
  • Currently serving United States Members of Congress (Senators and Representatives)
  • California Governor and/or First Spouse
  • Mayor of Los Angeles

If the visiting dignitary does not fall into one of these categories, you must still submit the Visiting Dignitary Request Form in advance of extending an invitation.  External Affairs will consult with the Chancellor to assess the need for his involvement, coordinate his participation as necessary, provide guidance on protocol, and assist in notifying impacted campus departments (UCPD, Campus Parking, Media Relations, etc.).

Note that hosting a high-profile dignitary may involve heightened diplomatic and security creating increased cost.  These additional costs are typically incurred by the host department.  Consider such situations carefully and consult with the Office of Special Events and Protocol early in your planning to avoid unanticipated expenses and/or delays.

Please submit completed Visiting Dignitary Request Forms to my office in care of Nancy Lumsden (nlumsden@support.ucla.edu, fax: ext. 58480, or 2224 Murphy Hall, MC 140501).  The form can be accessed at https://island.fim.ucla.edu/eabusiness/docs/vc/visiting_dignitary_form.doc .  For additional details, go to http://www.specialevents.ucla.edu and click on Protocol Guidelines.  If you have questions, contact Nancy at ext. 60601 or Tracy Hershey in Special Events and Protocol at ext. 43270.

For information concerning international visitors that do not fall into the categories outlined above, please contact Elsie Walton, Director of External Affairs in the International Institute at ext. 67329.

Thank you for taking a few moments to review this important material.  Please share it with those in your area who are involved in such planning.

Sincerely,

Rhea Turteltaub
Vice Chancellor
External Affairs