Items Requiring Action by the Board

1.07

The purpose of this policy section is to assist the presidents in identifying the various matters which are to be presented for formal action by the Board. Each proposed Board action is to be presented in the following agenda item format and sent in a timely manner to the Board and Chief Executive Officer in advance of the scheduled Board meeting. Categories which are shown in italics are presented as information and do not anticipate the need for action by the Board.

On occasion, the Board has adopted and may in the future adopt various policies which require action by the Board. The Oklahoma State Regents for Higher Education (OSRHE) have also adopted policies which require Board action before submission to the OSRHE. In addition to those required actions, the Board expects the presidents of all institutions to present to the Board for information or action anything that they consider to be significant enough to their institutions that awareness or action is required by the Board. The following topics under each category are intended to be broad and non-prescriptive. However, they are also intended to place the responsibility on the presidents to keep the Board informed of essential and sensitive issues while obtaining Board approval for only those issues requiring Board action.

A.
General Information/Reports Requiring No Action by the Board
B.
Resolutions
 
Memorial Resolutions
 
Resolutions of appreciation
C.
Policy and Operational Procedures
 
Institutional affirmative action plans
 
Institutional procedures for granting tenure
 
Faculty and staff handbooks and modifications thereto
 
Consortium agreements
 
Honorary/incentive awards programs
 
Awarding of honorary degrees
 
Change in institutional work schedules and/or hours of operation
 
Institutional mission statements
 
Benefit and retirement plans
 
Special fees and modifications thereof
 
Requests to waive Board Rules and/or Board Policy
 
Board-approved institutional policies and revisions thereto (See Policy Statement 1.08)
 
Official seals for colleges/universities
 
Salary programs
D.
Personnel Actions
 
Personnel actions consistent with Policy Statements 3.01, 3.08 and 3.09
 
Position description for major administrative personnel (See Policy Statement 3.01)
E.
Instructional Programs
 
New courses
 
New instructional programs
 
Curricular and degree modifications
 
Off-campus course offerings
 
New degree programs and termination of degree programs
 
Report of program reviews
 
Instructional contracts with outside entities
F.
Budgetary Actions
 
Annual operating budgets
 
Budget revisions which significantly impact E&G, Part I; E&G, Part II; and Auxiliary Enterprises
G.
Other Business and Financial Matters
 
Acceptance of gifts of real property to the institution
 
Acceptance of foundation projects
 
Authorization to negotiate/advertise for sale of real property
 
Sale of real property
 
Authorization to advertise for mineral leases
 
Mineral leases
 
Lease agreements requiring Board approval (See Board Rule 30:10-1-2)
 
Purchase of real property
 
All actions related to sale of revenue bonds (selection of financial advisor and bond legal counsel, sale of revenue bonds, selection of trustee bank, etc.)
 
All actions related to the defeasance of revenue bonds
 
Naming/renaming buildings and other facilities
 
Self-insurance programs
 
Distribution of group life surplus
 
Disclaiming interests in estates
 
Revisions to campus master plans
 
Commission of peace officers
 
Revocation of peace officer commissions
 
Change in building function
 
Discontinuance of student loan funds
H.
Contractual Agreements (other than construction and renovation)
 
Contracts with alumni associations and institutional foundations
 
Contracts with outside agencies (fund-raising, physical plant, food service, bookstore, etc.)
 
Extension/revision of existing contracts
 
Service/maintenance contracts in excess of the institution's Board approval limit
 
Clinical affiliation agreements and memorandums of understanding
 
Granting, termination, or abandonment of easements
I.
New Construction or Renovation of Facilities
 
Initiation of construction project and appropriation
 
Begin architectural/engineering consultant selection process, selection of architect/engineer, approval of detailed design, etc. (See Board Rule 30:10-1-8)
 
Award construction contract
 
Increase in project scope
 
Construction/renovation projects in excess of the institution's Board approval limit
 
Purchases/renovations to presidents' residences
 
Extension of time of award of contract
 
Rejection of bids
 
Removal of existing structures
 
Revision of funding for construction projects
J.
Purchase Requests
 
(See Board Rule 30:10-1-2)
K.
Student Services/Activities
 
Change in visitation hours
 
New student fees and modifications thereto
 
Room and board rates
 
Change in dormitory living concepts
 
Student rights and responsibilities statements and modifications thereto (See Policy Statement 1.09)
L.
New Business Unforeseen At Time Agenda Was Posted
M.
Other Informational Matters Not Requiring Action of the Board
 
Out-of-state/out-of-continental-U.S. travel summaries (See Policy Statement 2.15)
 
Construction change orders (See Board Rule 30:10-1-9)
Approved Date: 
June 20, 1997
Revised Date: 
October 27, 2006
January 20, 2012