A. The university presidents are authorized and encouraged to utilize appropriate faculty, students, and staff representatives as institutional resource persons at each meeting when, in their judgment, it is desirable.
B. Students, faculty, and staff may request opportunity to appear before the Board to discuss matters of interest and may request that an item be included on the docket. Such requests should be made in writing to the president of the Board with a copy to the president of the university concerned. The request should include a statement as to the reason why a personal appearance is desired or why an item should be included on the docket. A statement as to the exhaustion of local campus remedies, including specific persons or groups approached and their disposition of the matter, should also be included in the request. The president of the Board is empowered to permit such person or persons to appear or an item to be docketed, if, in the president's judgment, it is appropriate or unless there are unusual circumstances.
The president of the Board shall report to the full Board all requests made for permission to appear or to include an item on the docket, whether or not the request was granted.
The procedure set forth in this section does not replace, alter, or supersede the procedures for formal appeals to the Board by students or employees who feel aggrieved by any final adjudicatory order or rule-making decision as set forth in Section 4.25 of this Guide or in other rules and regulations of the Board.
C. Representatives of appropriate campus constituencies may seek permission to comment on a given item on the agenda during a Board meeting by oral request of the president of the university and upon authorization of the president of the Board of Regents.
D. The president may, on rare occasions, recognize an individual seeking, without advance written or oral notice, to comment during deliberations on a docketed item.
E. Board members will plan to meet informally throughout the year with students, faculty, and staff to discuss problems of mutual interest. Members of these groups are encouraged to contact Board members and to develop plans for informal meetings.
F. The presidents of the universities should continue to forward without editing, change, or delay all communications or reports to the Board from faculty, students, and staff members.
G. Faculty, students, and staff are welcome to attend Board meetings. All sessions of the Board are public except for those authorized by law (Code 21) to be considered in executive session (see Section 2.05D of this Guide for details) The Regents have no objection to the appointment of representatives by the various university constituencies to attend meetings of the Board as observers.
H. The Board will attempt to give advance notice on any issues to be considered by the Board at a later date so that students, faculty, and staff will have the opportunity to seek to be heard if they so desire.
I. The agenda or docket for each Board meeting will be available for review at the Board Office and the information offices at each university at 1:00 p.m. Monday preceding each meeting so that interested parties will have ample opportunity to review items of particular concern to them. Upon request, copies may be made available at cost to interested parties at this time.
J. The presidents of the universities are urged to report to the Board the views of faculty, staff, and students, where pertinent and to the extent known, on any matter before the Board for consideration.
It is the Board's expectation that the policies set forth above will be administered to the end that the Board understands the viewpoints of faculty, students, and staff and that these groups understand the viewpoints of the Board.