Board of Regents
If the Board of Regents will be invited to participate in an event, coordinate the calendars of the following, in this order: donor, governor, Board of Regents, chancellor, chancellor’s spouse, chancellor’s executive members, or chief executive officers. Vickie Spillers is the primary contact regarding Board of Regents’ participation in events. View specific Board of Regents Guidelines.
Chancellor, Chancellor’s Spouse and Chancellor’s Executive Committee
The chancellor, chancellor’s spouse and the chancellor’s executive committee serve as representatives of the A&M System at events and functions throughout the state of Texas and beyond. To request the attendance of the chancellor, chancellor’s spouse, or a member of the chancellor’s executive committee, an
attendance request form must be submitted to the appropriate calendar contacts.
- Printed Materials Approval Process for Chancellor and Chancellor’s Spouse
- Invitation Protocol for Chancellor’s Residence Events
University/Health Science Center Presidents/Agency Directors
When planning events for the A&M System universities, health science center or agencies, please contact the office of the president or agency director to check for dates in which the president or director will be available. Please review the list of calendar contacts.
Under the guidance of the chancellor, the primary responsibility of the Office of Governmental Relations is to lead the development and coordination of the implementation of the legislative agenda for the A&M System and its member institutions. In order to carry out this responsibility, all contact with elected officials or other substantive interaction between an A&M System office or system member officials is to be made in consultation with the respective members’s governmental relations officer(s). Contact with statewide elected officials, the speaker, or chairs of key committees should be coordinated with the Office of the Vice Chancellor for Governmental Relations.
A&M system employees are state employees and, therefore, are allowed to participate in elections for public office only in their capacity as citizens, and are prohibited from using or allowing state resources to be used for political purposes. Please review the contact information for governmental relations officials.
When foreign dignitaries plan to visit your campus or agency, the following steps are helpful:
- Learn the purpose of the visit.
- Determine the beginning and ending date of the visit.
- Find out the names and titles of everyone in the delegation who is coming; make sure you secure a phonetic pronunciation of the names.
- If a visa letter is necessary, determine who will issue the letter for the system member and make sure all pertinent information is included (purpose, dates of visit, list of dignitaries, who will fund the visit, etc.).
- Once the visit is confirmed, research the country and culture of the visitor.
- Look at dietary issues.
- Are there disabilities that should be considered?
- Should you kiss, bow, or shake hands?
- Is a gift necessary?
- Should transportation be provided?
- Inform other appropriate offices of the visit (chancellor’s office, president’s office, etc.).
- Should the media be involved?
- Will a photographer be present? Be sure to ask permission to photograph and use the photos in publication.
- Research for protocol regarding the highest ranking visitor.
- Determine title and forms of address.
- Consider seating arrangements at dinners/events.
- If precedence warrants, ask for support from the guest’s protocol officer.
- Create a detailed itinerary.
- Contact information of the persons handling arrangements for both the system member and the foreign dignitary should be included.
- Determine security needs.
- Contact the U.S. State Department if U.S. Security is warranted (e.g. president of a country).
- Notify campus security of the upcoming visit.
- Prepare for a security visit from the dignitaries’ country (if warranted, involve U.S. Secret Service).
- A site map is helpful for the walk through.
- Determine if the visiting country’s flag is necessary at the event planned.