Are you planning to submit meeting documents for Executive Board meetings? See which steps you need to follow, depending on the department you work at.
Providing documents for Executive Board meetings
Announcing topics to the registry
Any topics that need to be discussed at an Executive Board meeting shouldbe announced at the latest on the Wednesday before the desired meeting (before 08:30 a.m.) to the registry, after approval from your superior.If there is room to discuss the topic at the desired board meeting, it will be placed on the agenda for the desired Executive Board meeting.
If there is no room to discuss the topic at the desired meeting, you will be informed as soon as possible.
- Submission and initialing of documents
When an item is on the agenda, a document must be submitted for the item to be discussed. This document consists of a cover page (see link at the bottom) and various appendices. The document must be submitted and initialed via iBabs on the Thursday before the desired Executive Board meeting (before noon). If this is not the case, the item will be moved to the next Executive Board meeting (if there is room for it). The advice is not to use Excel files because of readability in iBabs.
- Initialling a document
The person who placed the document in iBabs is responsible for initialing level 1 (your superior and any other departments that must also initial the document). Level 1 initialing must be completed by the Friday before the board meeting at the latest (before 08:30). If this is not the case, the item will be removed from the agenda and moved to the next board meeting (if there is room for it).
- Board decision
The subject is discussed at the desired Executive Board meeting when the above steps have been completed. The decision taken during the board meeting is fed back to the various management teams after the board meeting.
- Announcing topics to the registry
The subject to be discussed at an Executive Board meeting is announced to the registry, after approval from your manager, no later than the Wednesday before the desired board meeting (before 08:30 am). If there is no room to discuss the topic during the desired board meeting, you will be notified as soon as possible.
- Discussing documents in the Radboud Services management team meeting
Documents submitted from Radboud Services are first discussed in the weekly Radboud Services management team meeting (except cabinet documents such as appointments). This is usually on the Wednesday preceding the Executive Board meeting. The documents for this meeting are offered via the same route as for the meeting. You can then link the file first to the Radboud Services management team meeting and then to the desired Executive Board meeting.
- Submit the document and initial it
If the Radboud Services management team has approved the subject, the corresponding documents can be added to the relevant board meeting in iBabs and submitted for initialing. This document consists of a cover sheet (see link at the bottom of this page) and various appendices. This must be done before the desired board meeting. If this is not the case, the item will be moved to the next board meeting (if there is room for it). The advice is not to use Excel files because of readability in iBabs.
- Initialing a document
The person who has placed the document in iBabs is personally responsible for initialing levels 1 and 2 (your superior/any other departments who must also initial the document and the general director of Radboud Services). Initial levels 1 and 2 must be completed by 08:30 on the Friday before the board meeting. If this is not the case, the item will be removed from the agenda and moved to the next board meeting (if there is room for it).
- Board decision
The subject is discussed at the desired board meeting when the above steps have been successfully completed. The decision taken during the board meeting is fed back to the various management teams after the board meeting.
Contact details of the registrar's office
Do you have questions about submitting meeting documents? If so, please contact Ilona Wind. Ilona is available on Monday and Tuesday mornings, Wednesday, Thursday and Friday.
Email adress: ilona.wind [at] ru.nl (ilona[dot]wind[at]ru[dot]nl)
Phone: +31 6 21 34 46 51
If you cannot reach Ilona, please contact Daan Bouwer. Daan is present from Monday to Thursday.
Email adress: daan.bouwer [at] ru.nl (daan[dot]bouwer[at]ru[dot]nl)
Phone: +31 6 31 13 28 52