Reports: What, Who, When, and How
What are Reports?
Reports are one of three ways in which items are
submitted to the TSTC Board of Regents for consideration. Reports
are used to convey information that does not require Board action.
The formats of written reports vary. Some reports
are oral, that is, not accompanied by written documentation.
Since reports do not involve Board action, they
are not assigned minute order numbers.
Who submits Reports?
Reports 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 Chief Financial
Officer and Vice Presidents in their areas of responsibility |
| Marshall: |
President |
| Waco: |
President and the President’s Administrative Assistant |
| West Texas: |
President and the Chief Financial Officer |
When are Reports submitted?
Reports are submitted in accordance with the schedule
published by the Secretary to the Board of Regents. Preparation
Schedule
Only emergency Reports are considered after the
due date. Emergency Reports 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 Reports submitted?
Reports are submitted electronically to the Secretary
to the Board and to the appropriate Board of Regents staff members,
as follows.
| Board of Regents Committee |
Staff Member |
| Instruction
and Student Services |
Executive Vice Chancellor |
| Human Resources and Development |
Human Resources-
Associate Vice Chancellor for Human and Organization
Development
Development - Executive Vice Chancellor |
| Facilities |
Associate
Vice Chancellor for Administrative Services |
| Audit |
Director of Audits |
| Fiscal Affairs |
System
Chief Financial Officer |
| Committee of the Whole |
Chancellor |
|
How are Reports Prepared?
Reports are prepared according to what is appropriate
for the issue being addressed. In most cases, recent Reports on
the same or similar topics are used as a basis for content and format.
Reports should be prepared:
- Staying focused on what needs to be accomplished.
- Being clear and succinct.
- Using published Reports from recent Board of Regent meetings
as references for content and format.
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