Items Requiring Action by the Board


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.

General Information/Reports Requiring No Action by the Board
Memorial Resolutions
Resolutions of appreciation
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
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)
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
Budgetary Actions
Annual operating budgets
Budget revisions which significantly impact E&G, Part I; E&G, Part II; and Auxiliary Enterprises
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
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
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
Purchase Requests
(See Board Rule 30:10-1-2)
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)
New Business Unforeseen At Time Agenda Was Posted
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