Minute Orders: What, Who, When, How
What are Minute Orders?
Minute Orders are one of three ways in which items
are submitted to the TSTC Board of Regents for consideration. They
are the means through which the Board transacts business.
Some issues that are handled through Minute Orders
go through the Management Council process before they are submitted
to the Board of Regents for consideration. Minute Orders must be
approved by the Board to go into effect.
A Minute Order Document includes a proposed Minute
Order and information that the Board needs to make informed decisions,
including the date of the meeting; the proposed minute order number;
the name and title of the person proposing the minute order; the
subject; background; justification; any additional information,
if any; fiscal implications; attachments, if any; the recommended
minute order itself; and the signature, name, and title of the person
recommending the minute order.
A Minute Order Document is written using an electronic
template, which includes the correct categories and the proper margins,
spacing, logo, etc. Minute
Order Document Template
Who submits Minute Orders?
Minute Order Documents may be submitted by the
Chancellor, Executive Vice Chancellor, Presidents, and Board of
Regent committee staff.
A President may authorize designated executive
staff to submit certain documents on his/her behalf. Currently,
the following are authorized to do so.
| Harlingen: |
President and, in his/her absence, the Vice Presidents in their areas of responsibility |
| Marshall: |
President |
| Waco: |
President and the President’s Administrative Assistant |
| West Texas: |
President and the Vice President of Financial Services |
When are Minute Orders submitted?
Minute Order Documents are submitted in accordance
with the schedule
published by the Secretary to the Board of Regents.
Only emergency Minute Order Documents and Attachments
are considered after the due date. Emergency items are ones that
could not have been submitted at an earlier date and for which it
is critical that the earliest possible Board consideration be obtained.
This decision is made by the Executive Vice Chancellor.
How are Minute Orders submitted?
Minute Order Documents and Attachments are submitted
electronically, using the proper electronic template.
Minute Order Document Template
Minute Order Documents and Attachments are submitted
to the Secretary to the Board and to the appropriate Board of Regents
staff member, as follows.
| Board of Regents Committee |
Staff Member |
| Instruction
and Student Services |
Executive
Vice Chancellor |
| Human Resources and Development |
Vice Chancellor for Human and Organization Development |
| Facilities |
Associate
Vice Chancellor for Administrative Services |
| Audit |
Director of Audits |
| Fiscal Affairs |
Vice Chancellor for Financial and Administrative Services |
| Committee of the Whole |
Chancellor |
|
How are Minute Orders prepared?
Minute Order Documents are prepared using the
electronic template, which includes the correct categories and the
proper margins, spacing, logo, etc.Minute
Order Document Template
Minute Order Documents should be prepared :
- Following the directions provided at the link at the end of
this sentence.Minute
Order Directions.
- Staying focused on what needs to be accomplished, including
only information that the Board of Regents needs to make a sound
decision.
- Being succinct. In most cases, Minute Order Documents are only
one page in length.
- Using final Minute Order Documents from recent Board of Regent
meetings as references for content.
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