Incoming mail is processed by Administrative Records (AR) in a timely manner. Urgent correspondence is processed upon arrival in AR and is delivered promptly.

AR does not open "In Confidence" or "Addressee Only" or mail addressed to Chancellor's Office staff.

Initial Review and Distribution

AR assigns Action and Information on Chancellor's mail as necessary. "Action" and "Info" copies are distributed with a Route Slip attached to each piece of correspondence.

Chancellor's Office Route Slips

"Action" Items

"Action" is assigned at the Vice Chancellor/Director level or anyone reporting directly to the Chancellor. Exceptions are made on occasion, usually at the request of the Chancellor. When it is not clear which VC/Director has responsibility--The Associate Chancellor is a strong candidate for questionable actions.

It is the responsibility of the individual Vice Chancellor/Director's offices to provide copies to appropriate personnel in their areas. Any changes made regarding "Action" assigned should be reported to AR so corrections can be made.

Type of Action Assigned

The four common types of "Action" assigned are explained below. All other "Actions" are self explanatory.

Coordinate Reply:

Those named on the "Action" line should discuss the issue together and formulate a reply. An asterisk is placed by the person's name who will coordinate and prepare the response.

Prepare Response for Chancellor's Signature:

The person assigned "Action" will gather background/research on the issue and prepare a response for the Chancellor's signature.

Direct Reply:

The person assigned "Action" will gather background and research the issue and prepare a response for his/her own signature with a copy to the Chancellor.

Appropriate Handling:

The person assigned this action has the option of preparing a response for his/her own signature with a copy to the Chancellor or preparing a response for the Chancellor's signature. If the item does not need a reply, it should be handled in any way that is appropriate: i.e., a meeting, a phone call, distribution to staff members, or a NOTICE to the campus.

Information Only

Indicate those with a need to know. It is the responsibility of those listed to inform their staff members as appropriate. Sometimes correspondence is to be routed for information only (usually bound and/or thick material). Rather than individual copies being made, routing numbers are placed on the Route Slip next to the name of the individuals on the Information line. Material should be routed as quickly as possible. Items for information with no "Action" assigned may still be acted on at the VC/Director's discretion; however, the Chancellor should be copied on any written responses.

Remarks

This section is used to note identifying information regarding the correspondence for "Action" items. The Chancellor occasionally makes use of this section to write a note to the person(s) assigned Action. The message will be telephoned or copied to the person to whom it was intended.

Questions Regarding Route Slips

Questions regarding the Route Slips and/or back-up material from the files can be directed to Deirdre Vernon ext. 40103 .

Action Follow-Up

Vice Chancellors/Director are requested to review their assigned "Actions" and indicate the status of each item. AR personnel will occasionally call offices to check on the status of items with deadline dates that are past due.