B.2. Preparing Regents' Items
     Spring 1992

Development Policy and Administration Manual 
Chapter III. Gift Administration Policy 
Section B. Preparing and Coordinating Regents' Items  
*************************************************************


                         PREPARING REGENTS' ITEMS


Submittal

Proposed campus actions in the gift area requiring Regental ap-
proval are outlined in Section III: B.1.  Following approval by
the Chancellor, draft Regents' items should be submitted directly
to the Development Policy and Administration Office, Office of
the President, according to the current year schedule provided by
the Office of Coordination and Review, Office of the President. 
It is critical that campuses comply with announced deadlines. 
Failure to do so may result in an item being postponed to a later
meeting.


Format

Items should be submitted in double-spaced draft in appropriate
Regents' item format to the Director--Development Policy and
Administration, Office of the President.  A copy of the transmit-
tal letter only should be sent to the Regents' Coordinator,
Office of the Vice President--Budget and University Relations. 
Campuses are asked to state specifically in the transmittal
letter the name, phone number, and FAX number of the campus
contact person for each item.  The contact person should be the
person who is most familiar with the background and facts
relating to the item and who will be available to verify
statements in the item.

Further information on items and examples of format may be
obtained by calling the Development Policy and Administration
Office, Office of the President.  For general assistance with
Regents' items, ask your campus Regents' Coordinator for a copy
of the Guide to the Preparation of Regents' Materials, published
in 1988 by Coordination and Review, Office of the President.


Background Materials

When forwarding draft items, campuses must also include copies 
of significant background documents relating to the proposed
action.  Examples of such documents are gift or pledge letters
from donors, deeds for real property, and program or project
proposals for which gift funding is being solicited.  Items will 

not be considered received until such documents are in hand. 
Items for acceptance of gifts should be accompanied by a gift
form, completed except for the acceptance signature.



Coordination Process

After it receives a draft item, the Development Policy and
Administration Office does a preliminary editing, verifies that
information contained in the item is accurate, and secures from
the campus Regents' Coordinator or other contact person any
additional information as required.  The item is then circulated
for comment among senior members of the President's staff as well
as the Principal Officers of The Regents.  Typically, this
coordination process includes the Senior Vice President--Academic
Affairs, the Senior Vice President--Administration, the General
Counsel, and the Treasurer.  Seven working days are allotted in
the schedule for review and coordination of all items.  If items
are received late or incomplete from the campuses, they will be
postponed if it is not possible to arrange for adequate review. 
Care should be taken that all items related to a gift item are
compatible--that is, not unnecessarily repetitive but containing
consistent factual detail--with any related item(s) concerning
project budget, construction, or financing on the agenda for the
same meeting.

Following return of all coordinated copies, the item is revised
as appropriate.  Frequently, signature approval from a coor-
dinatee cannot be secured until mandated changes are incorporated
into the draft item.  When changes are substantive in nature, the
Development Policy and Administration Office will negotiate with
the campus Regents' Coordinator or other campus officer to secure
a satisfactory resolution among all parties.  

Following successful completion of coordination, the item is
reviewed by the Director--Development Policy and Administration,
the Assistant Vice President--University Relations, and the Vice
President--Budget and University Relations.  Finally, the item is
forwarded to Coordination and Review for the President's review
and approval for presentation to The Regents.


Release of Closed Session Actions

All Regents' items relating to establishment and naming of
endowed chairs, naming of University properties, programs, and
facilities, acceptance of gifts, and other sensitive matters are
presented by the President in Closed Session.  Actions taken in
Closed Session are normally released to the public immediately
following final action by the Board.  The release statement on
these items usually reads:

    Action will be released to the public immediately following
    the meeting of the Board.

If this is not acceptable, it is the responsibility of the campus
to stipulate an alternative for release of this information in a
footnote on the first page of the draft item.  Such alternatives
for release include:

    1.  release to the public on the working day following The
        Regents' meeting;

    2.  release to the public at a later date during the year
        following the date the action was taken;

    3.  release beyond a year following the date of action;

    4.  release to be permanently withheld to protect
        donor privacy [or provide other explanation].


When there is a significant delay in release (cases 2 and 3), the
reason for the delay must be stipulated.  In addition, the time
after which release is permissible must be specifically stated. 
If release is to be withheld permanently, the reason must also be
stipulated.

Questions regarding preparation and submission of draft Regents'
Items are to be directed to the Development Policy and Adminis-
tration Office, Office of the President.