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 inside left-hand side of the folder. Backup material is explanatory information to inform the
Chancellor about the item being signed. For example, an explanation of why a particular person has been nominated to receive a specific award.
- Letterhead (Internal and External) is available from Policy & Records Administration. Computer generated logos are currently not acceptable. Contact Deirdre Vernon x4-0103 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.
URGENT ITEMS
Please mark urgent items as such, hand the item directly with a member of the Office of Policy and Records Administration and include a date by whch the item must be signed.
Return of Signed Items
PRA notifies the initiating department by telephone once an item has been signed. Items may be either picked up from the Chancllor's Complex, Building 108 upstairs or, if indicated on the clearance sheet, sent via intercampus mail to the intiating department.
Policy & Records Administration does not send signature items on behalf of departments to anyone other than the initiating department.
If any correspondence signed by the Chancellor is NOT MAILED (or the correspondence is changed for some reason), please notify PRA at once.
Bypass Items
Policy & Records Administration will not be responsible for any mail or signature items which bypass this process.
