University Governance Intake Process

I am ready to submit an agenda item!

The intake process is initiated by the proponent when a new proposal is ready for submission into the intake system.

Please use the UGov Intake Form to submit an item for consideration by the Board of Governors, General Faculties Council and/or their standing committees. The item may be for:

• information

• discussion

• decision

What happens after I fill out the UGov Intake Form?

After submitting the form, you will receive an automatic email from Google Forms with a copy of your UGov Intake Form response. Please keep this email for your records!

Each item submitted will be assigned a unique UGov ID (e.g., UGOV-00003), which will be used to track and reference your submission throughout the governance process. The Lead Contact will also receive a confirmation email detailing the submission.

University Governance, in close consultation with the Lead Contact, will establish a routing pathway for the item. Sometimes, this pathway will be documented in an official routing memorandum issued by the University Secretary.

Please note: submitting documents for consideration by the Board of Governors, General Faculties Council, or its standing committees does not guarantee that they will be placed on the agenda. University Governance will follow up with the Lead Contact as necessary. The advice provided by University Governance is based on the information available at the time of submission. Any changes to this information may affect the advice given.

Help! I need to revise my UGov Intake Form!

As noted earlier, you will receive an automatic email from Google Forms with a copy of your UGov Intake Form response. To make edits to your submission, locate this email and click the green "Edit response" button at the top.

After making any changes, please inform University Governance of your revised submission by emailing ugov@ualberta.ca.

Where do I upload my relevant materials/ documents?

Each item will be assigned a dedicated collaborative workspace ("CW") between the proponent and University Governance within a shared Google Drive folder. University Governance will advise the Lead Contact of where to access the CW. Appropriate access permissions will be granted by University Governance.

Governance Outline Template

Please find linked here the most up-to-date template for the Governance Outline. The template now includes reference to the unique UGov ID for ease of tracking.

Who can I speak with if I have questions?

Should you have any follow-up questions or comments please do not hesitate to contact us directly at ugov@ualberta.ca.