Information ahead of case presentation

The case presentation template follows on the next page. Please complete the information form below for each case presentation so that your colleague (who provides secretarial service) is well informed.

Instructions for writing a full case presentation are available in the AAU handbook and if necessary on the website of the respective forum.

The information sheet (as well as this entire page) is deleted before the case presentation file is sent to the meeting participants, but the information is essential for the committee secretary.

Meeting dates for the relevant forum are available on update.aau.dk or may be provided by the committee secretary.

If a case officer is to participate in the review of the item, it is the case officer’s own responsibility to ensure that the participant(s) can attend the meeting as scheduled.

This entire document containing information, case presentation and necessary supporting documents must be sent to the committee secretary in a timely manner. The deadline is indicated on the website.

Contact information can also be found on the website of the relevant forum.

Desired duration of the review	Enter number of minutes min.
Case officer participation during review of the item	Select
Name(s) of participant(s) reviewing the item	Click here to enter the name of the participant
Confidentiality	Select
Material for presentation at the meeting (this is sent to the committee secretary the day before the meeting)	Select
Other essential information for meeting preparation (Optional)	Click here to enter info

Questions about the template itself may be directed to:

Rector's Office

rektorsekretariatet@adm.aau.dk

Select an item.

Select an item.

Case No.: [Case no.]

Case presentation for meeting in Click here to enter text. on Click here to enter a date.

Click here to enter a heading for the case/agenda item

Recommendation

It is recommended that ... (if there is more than one recommendation, please type the recommendation in bullet form. Press backspace/delete before using bullets.)

Appendices

Number the appendices. Recommended format: "Appendix 1: xxxx (line break) Annex 2: xxxx

Case presentation

As a general rule, please note that the case presentation text and the recommendation must not exceed three pages, that it must be possible to read the file independently and that information from any supporting material that is essential for making an informed decision must therefore be included in the case presentation file – or referred to in the case presentation. It is recommended that the case presentation contains a brief history/background for the review of the case.

If the case presentation is text-heavy, the use of headings is encouraged. These are written in bold.

Note: if tables, graphs, images, etc., are essential to the content of the case and are thus to be included in the case presentation file, these must be as brief and precise as possible. Likewise, the style/layout of multiple tables, graphs, etc., MUST be uniform. As a rule, the colour of tables must be black/white/gray.

Financing

☐ The units/cost centres responsible for financing a new activity are informed and agree to finance the activity concerned.

☐ There are no pre-approvals from the entities/cost centres proposed for financing the activity.

☐ The financing for the proposed activity is proposed from a joint funding pool that will need to be increased. This is specified in the case presentation text.

☐ The recommendation does not result in new funding requirements.

Specify whether the case presentation and recommendation have financial implications. In this case, the presentation of the case must be discussed with relevant actors, typically the Finance and Accounts Department.

If the review of the case concerns the start of a new activity, there must be a cost budget and a financing budget (the cost budget and financing budget must be in 0).
The cost budget must show which units will bear the costs incurred in the fiscal year.
The financing budget must show where the financing comes from - the main areas themselves, joint university activities, external funding or other - broken down by fiscal year.

As a rule, before submitting the case presentation file to this committee/council, the units/cost centres responsible for financing a new activity must be informed and agree to finance an activity so as to ensure that the units financing a new activity have the financing in place. If there is no pre-approval from the units proposed to finance the activity, this must be clearly stated in the case presentation. If a proposed financial contribution from joint funding pools (joint university activities, digitalisation pool, etc.) involves the need to increase the pool concerned, this must be clearly stated in the case presentation file.

The above check boxes must be assessed and at least one of the boxes must be marked. Please supplement with explanatory text after the check boxes.

Involvement

Briefly describe the background to the case, in particular who was involved in the case. This includes persons, units, forums, etc.

Communication

Write recommendations for how the decision is communicated in your organisation:

Who is responsible for communicating the review of the case?

How is it communicated (choice of channels)?

What messages are communicated?

Who is it communicated to?

When will communication take place?

For confidential items: when can communication take place?

Case Officer(s)

[First name] [Last name]

[Department/unit]

[Email]

Click to enter a date.