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.