Guidelines and sample memoranda are provided below for guidance in preparing correspondence for the Chancellor's signature. (Attachments A, B & C)
Preparation of Chancellor's Signature Items
- Attach Clearance Sheet (see section on Clearance Sheet) to the front of a manila folder.
- Attach backup material to left-hand side of the folder. This backup material usually consists of a copy of the correspondence being answered by the originating office. If there is no backup, a note of Routine type memos need not have an explanation.
- Letterhead (Internal and External) is available from Administrative Records. Computer generated logos are currently not acceptable. Contact Dragana Radulovic x43394 for Letterhead.
- Clip the item for the Chancellor's signature to the right-hand side of the folder. If there are several memos/letters to be signed, each signature page should be flagged (it is preferred that metal paper clips not be used for this purpose).
- Include one copy of each letter for Administrative Records, and one copy of any attachment(s). If the same letter is addressed to more than five individuals, one copy of the first letter with a listing of the other addressees is sufficient. Also, depending upon the size of the attachment and the proximity of the originating office to AR, arrangements can be made to forego providing copy of attachment.
- Copies of the signed original can be made for multiple addressees.
URGENT items are to be brought to the Receptionist's attention when delivered to Administrative Records. All urgent items require a statement of justification; i.e., what is the deadline date, or reason for expeditious handling along with an urgent sticker placed on the outside front cover of the item.
Disposition
Correspondence that the Chancellor has signed is picked up from the Chancellor's Office by Administrative Records personnel. All copies are stamped with the "Original signed by..." stamp. The file copy is removed and the item is checked carefully to see that attachments, if any, are included and all is in order. The Clearance Sheet is removed by AR and kept on file for one year.
Material to be Mailed by Departments
According to the instructions indicated on the Clearance Sheet, AR notifies the department by telephone that the item has been signed and that the signed item may be picked up or will be returned in the mail to the originating department. The department picks up the material from the pick-up box in AR, 108 UCTR upstairs.
If any correspondence is rewritten at the request of the Chancellor's office, a note of explanation or the previous version should be attached to the left side of the folder. If any correspondence signed by the Chancellor is NOT MAILED (or the correspondence is changed for some reason), notify Administrative Records at once.
Material to be Mailed by Administrative Records
Administrative Records does not mail signature items for departments.
If it is vital that Administrative Records mail a signature item, the department must coordinate with Administrative Records. In this event, the following applies:
The Originating department must enclose addressed envelopes with the Index Number of the department on the upper right hand corner. If the correspondence is confidential, all envelopes, including copies, should be stamped accordingly.
Administrative Records personnel will insert the material in the envelopes and mail. Notation is made on the folder indicating the time and date mailed and the initials of the person mailing the envelopes. The folder with the back-up material, if any, is returned to the originating department.
BYPASS ITEMS
Administrative Records will not be responsible for any mail or signature items which bypass this process.
