Contact:
Office of the Vice Chancellor-Planning and Budget at (949) 824-7677
A. Definitions
The University of California is governed by a Board of Regents.
The Regents are vested with the management and disposition of the property
of the University. The Regents also have all the powers necessary or convenient
for the effective administration of its trust, including the power to delegate
to its committees or to the faculty of the University, or to others, such
authority or functions as The Board may deem wise.
The Regents meet six times a year. The Board operates through ten standing
committees: audit, compensation, educational policy, finance, governance, grounds and buildings, health
services, investments, long-range planning, and oversight of the Department of Energy Laboratories.
Standing committees meet as required, usually on the day preceding the Board's
business meetings.
Amendments of the Bylaws and Standing Orders and Regental policies
are designed to improve the functioning of the Committees and the Board, to
decrease the volume of routine administrative matters, and streamline the
Board's practices and procedures. To determine whether an item should be presented
to The Regents, review the proposed action under the Standing Orders.
Items for Action require action to be taken by The Regents, are
presented in writing, and may or may not involve oral presentation or discussion.
Items for Discussion do not require action and are presented in
writing and (sometimes) orally. They generally concern status reports on matters
of University concern and are used as a way of updating The Regents. Campuses
are discouraged, under most circumstances, from submitting Items for Discussion
and Information.
In an urgent situation, when Regents' action is required between
regular meetings, two action modes are available: Interim Authority and
Emergency Authority. These items receive the same level and detail of
analysis and review as all other proposed Regents' actions. Emergency Authority
is invoked when action is required within three working days. Interim Authority
is available if more than three working days are available to complete the
action. Campuses are encouraged to submit items to regular meetings rather
than using these methods, except under very special circumstances.
B. Coordination of Regents' Agenda Items (RAIs)
The Regents' Coordinator at UCI is the Vice Chancellor-Planning and Budget.
The Coordinator is responsible for coordinating the submission of all of UCI's
RAIs and ensuring delivery to the appropriate division at the Office of the President, by the published deadline and in
the proper format.
Procedures and presentation formats for preparing material for
Regents' meetings are available in the Coordinator's office in
454 Aldrich Hall.
The office of the Coordinator holds a complete set of Regents'
materials and a record of minutes and actions taken at the meetings.
The Coordinator distributes and updates Regents' materials to
senior management as appropriate.
As far in advance as possible, offices preparing agenda items
should contact the Coordinator's office indicating the proposed
meeting date, the subject of the RAI, the Committee(s) that needs
to review the item, and the author/assignee for the item. A list
of contacts has been developed by the Coordinator's staff to distribute
information and update campus departments on agenda items.
The campus review process for agenda items is:
1. originating department,
2. coordinating point Vice Chancellor,
3. Regents' Coordinator,
4. Executive Vice Chancellor, and
5. Chancellor.
All reviews must be completed by the submission deadline or the item will
not be accepted by the Office of the President.
Prior to the Regents' Meeting, all systemwide RAIs of interest to UCI are
presented to the Chancellor's Cabinet for review.
The draft Agenda may be viewed on the Regents' web site starting at the end
of the day Friday, about seven working days before the Regents'
Meeting.
On the day the item is presented to The Regents, the author or
designee will remain accessible to the Chancellor by phone to
answer questions that may arise.
C. Components of a Regents' Agenda Item Submittal
The RAI package will consist of:
a cover letter to the appropriate contact at the Office of the President, signed by the Chancellor, with copies to:
Coordinating point Vice Chancellor, and
Coordinator.
Other staff, as appropriate, may also be copied
an Executive Summary
the proposed RAI in double-spaced Regents' format, and
an electronic copy of the item sent as an e-mail attachment to
the appropriate contact at the Office of the President.
Samples of cover letters are available in the Coordinator's office.