Minutes of Board of Regents of Stephen F. Austin State University. 2005, Volume No. 214

              Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
July 14, 2005
Volume 214
TABLE OF CONTENTS
I. EXECUTIVE SESSION
A. REPORT ON PENDING LITIGATION
1. Flynn vs. SFASU
B. LEGAL ADVICE REGARDING NEW LEGISLATION.
1. Senate Bill 34
2. Senate Bill 511
C. REAL ESTATE.
D. PERSONNEL
1. Executive Director of Marketing
2. Assistant to the Board of Regents
3. Basketball Coach
4. Athletic Director
5. President
6. General Counsel
7. Director of Audit Services
II. OPEN SESSION 2
05-44 APPROVAL OF MINUTES 3
05-45 ADMINISTRATION 3
A. ELECTION OF PRESIDENT 3
B. ELECTION OF GENERAL COUNSEL 3
C. ELECTION OF DIRECTOR OF AUDIT SERVICES 3
D. ELECTION OF ASSISTANT TO THE BOARD OF REGENTS 3
05-46 PERSONNEL 3
A. FACULTY APPOINTMENTS FOR 2005-2006 4
B. ATHLETIC DIRECTOR 6
C. STAFF APPOINTMENTS FOR 2005-2006 6
D. CHANGES OF STATUS FOR 2005-2006 7
E. RETIREMENTS 8
F. VOLUNTARY MODIFICATION OF EMPLOYMENT 9
G. PROMOTIONS 9
H. HOLIDAY SCHEDULE FOR 2005-2006 9
05-47 ACADEMIC AND STUDENT AFFAIRS 10
A. UNDERENROLLED CLASSES 10
B. PROPOSAL TO OFFER A BACHELOR OF ARTS DEGREE IN PHILOSOPHY 10
C. EARLY CHILDHOOD LABORATORY QUALITY IMPROVEMENTS 10
D. INTERCOLLEGIATE ATHLETIC POLICY AND PROCEDURE MANUAL 10
05-48 FINANCIAL AFFAIRS , 10
A. ADOPTION OF FISCAL YEAR 2006 BUDGET 11
B. CONCRETE CONTRACT 11
C. DIRECTORS AND OFFICERS LIABILITY INSURANCE 11
D. WRONGFUL ACTS LIABILITY INSURANCE 11
E. PROPERTY, BOILER & MACHINERY, INLAND MARINE AND GENERAL LIABILITY
INSURANCE 11
F. FUEL CARDS FOR RETAIL GASOLINE PURCHASES 12
G. CABLE TELEVISION SERVICES 12
H. BUDGET CHANGES LESS THAN $50,000 12
I. APPROVAL FOR PURCHASES OVER $50,000 (ARTHUR TEMPLE COLLEGE OF
FORESTRY & AGRICULTURE)- Laboratory Analysis of Water Samples 12
J. APPROVAL FOR PURCHASES OVER $50,000 (ARTHUR TEMPLE COLLEGE OF
FORESTRY & AGRICULTURE)-COMPUTER PURCHASES 12
K. APPROVAL FOR PURCHASES OVER $50,000 (ARTHUR TEMPLE COLLEGE OF
FORESTRY & AGRICULTURE)- CHEMICAL ISOLATION EQUIPMENT 12
L. APPROVAL FOR PURCHASES OVER $50,000 (ARTHUR TEMPLE COLLEGE OF
FORESTRY & AGRICULTURE)- IN VITRO TESTING EQUIPMENT 13
M. APPROVAL FOR PURCHASES OVER $50,000 (ARTHUR TEMPLE COLLEGE OF
forestry and agriculture)—columbia geospatial service center—computer
Hardware and Software Items 13
N. INTERNET SERVICE 13
O. HARDWARE MAINTENANCE 13
P. INTERNET2 NETWORK ACCESS 13
Q. VOICE AND DATA TELECOMMUNICATIONS SERVICES 13
R. ADMINISTRATIVE SOFTWARE SYSTEMS MAINTENANCE 13
S. INTRANET SOFTWARE MAINTENANCE 14
T. DATABASE MANAGEMENT SOFTWARE MAINTENANCE 14
U. MICROSOFT OFFICE AND MICROSOFT OPERATING SYSTEMS LICENSE FEE 14
V. AUTOMOBILE INSURANCE 14
05-49 BUILDINGS AND GROUNDS 14
A. REAL ESTATE PURCHASE 14
B. MINERAL RIGHTS RIGHT-OF-WAY 15
C. ELECTRIC UTILITIES 15
D. WATER, SANITARY SEWER AND LANDFILL SERVICES 15
E. NATURAL GAS UTILITIES 15
05-50 UNIVERSITY POLICIES AND PROCEDURES 15
A. POLICY REVISIONS 15
B. BOARD RULES AND REGULATIONS 15
IX. REPORTS 16
A. FACULTY SENATE
B. ENROLLMENT MANAGEMENT
C. AUDIT SERVICES REPORT
D. VICE PRESIDENT FOR UNIVERSITY ADVANCEMENT REPORT
E. PRESIDENT'S REPORT
APPENDIX SECTION
Under-Enrolled Classes Summer 12005 Appendix 1
HEAF Requests for fiscal year 2005-2006 Appendix 2
Schedule of Budget Changes june 2004-september 2005 appendix 3
Policies Appendix 4
A-34 Off-Campus Credit Classes 1
A-39 Research Enhancement Program 2
A-51 Indirect Costs Distribution 5
A-64 Academic Program Review 7
B-16 Kennedy Auditorium 11
B-20 Norton HPE Complex 12
B-26 Piney Woods Conservation Center 14
B-28 Turner Auditorium 16
C-10 Delegated Purchasing Authority 25
C-17 Memberships 27
C-18 Interagency and Interlocal Contracts 28
C-40 Year-End Purchasing 30
C-42 Property Inventory and Management 32
D-4 Appearances Before the Board of Regents 39
D-16 Hazing 41
D34 Student Discipline 44
D-34.1Student Conduct Code 61
E-14A Emeritus 67
E-47.1 Sick Leave Pool 70
E-72 Faculty Code of Conduct 75
F-l 1 Express Mail Services 77
F-13 Faculty/Staff ID Cards 78
F-16 Accessibility for Persons with Disabilities 79
F-27 Student ID Cards 81
BOARD RULES AND REGULATIONS APPENDIX 5
Minutes of the Regular Meeting of the
Board of Regents of Stephen F. Austin State University
Nacogdoches, TX
Austin Building, Room 307
July 14,2005
The Meeting of the Board of Regents was called to order at 9:00 a.m., Thursday, July 14,
2005 by Chairman Fred Wulf. No executive session was held.
PRESENT:
Board Members: Dr. Margarita de la Garza Grahm
Valerie Ertz
Joe Max Green
Paul Pond
Mike Wilhite
Fred Wulf
President: Dr.Tito Guerrero
Vice-Presidents: Dr. Mary Cullinan
Dr. Jerry Holbert
Dr. Baker Pattillo
General Counsel: Yvette Clark
SFA administrators, staff, and visitors
ABSENT:
Vice President: Dr. Roland Smith
President Guerrero introduced Provost and Vice President Cullinan, who introduced Dr.
Scott Beasley, Dean of the Arthur Temple College of Forestry and Agriculture. Dr.
Beasley brought with him Dr. David Kulhavy and Dr. David Creech, who each reported
on collaborations with colleagues during their recent trip to China and joint ventures that
may result.
Dr. Holbert presented recent film clips of news coverage in the Austin area featuring the
response by SFA's Forest Research Institute and the HUES GIS Lab during the recovery
efforts in the Columbia disaster.
Amber Lara, President of the Student Government Association, brought a report
concerning the Watermelon Bash and SGA plans for the fall semester.
APPROVAL OF MINUTES
05-44
Upon motion of Regent Green, seconded by Regent de la Garza-Grahm, with all
members voting aye, it was ordered that:
The minutes of the April 27 & 28, 2005, May 13, 2005 and June 8, 2005 meetings
be approved.
ADMINISTRATION
05-45
Upon motion of Regent Ertz, seconded by Regent de la Garza-Grahm, with all members
voting aye, it was ordered that:
The following items be approved:
A. ELECTION OF PRESIDENT
Dr. Tito Guerrero be re-appointed President with a salary of $236,900 effective
September 1, 2005. It is also recommended that his deferred compensation
annuity be immediately funded for this year at an annual rate of $10,000 to vest in
accordance with the plan.
B. ELECTION OF GENERAL COUNSEL
Yvette Clark be re-appointed General Counsel with a salary of $115,360 effective
September 1,2005.
C. ELECTION OF DIRECTOR OF AUDIT SERVICES
Gina Oglesbee be re-appointed Director of Audit Services with a salary of
$70,040 effective September 1, 2005.
D. ELECTION OF ASSISTANT TO THE BOARD OF REGENTS
Judy Buckingham be appointed Assistant to the Board of Regents with a salary of
$32,500 effective July 15, 2005.
PERSONNEL
05-46
Upon motion of Regent Green seconded by Regent Pond, with all members voting aye, it
was ordered that:
The following personnel items be approved:
A. FACULTY APPOINTMENTS FOR 2005 - 2006
1. Applied Arts and Science
a) Mr. Georgen Guerrero, Assistant Professor of Criminal Justice,
M.S. (Texas State University), at a salary of $45,000 for 100
percent time for nine months, effective August 23, 2005,
contingent upon completion of doctorate by August 31, 2005.
2. Education
a) Ms. Holly Abel Assistant Professor of Human Services, M. A.
(University of Central Oklahoma), at a salary of $47,500 for 100
percent time for nine months, effective August 23, 2005,
contingent upon completion of doctorate by August 31, 2005.
b) Dr. Deborah J. Buswell, Assistant Professor of Kinesiology &
Health Science, Ph.D. (Texas Woman's University), at a salary of
$48,500 for 100 percent time for nine months, effective August 23,
2005.
c) Ms. Chay Runnels, Lecturer of Human Sciences, M.A. (University
of Texas), at a salary of $45,000 for 100 percent time for nine
months, effective August 23, 2005, contingent upon completion of
doctorate by Fall 2009.
d) Dr. Kimberly Welsh, Assistant Professor of Elementary Education,
Ed.D. (Texas A&M University-Commerce), at a salary of $47,000
for 100 percent time for nine months, effective August 23, 2005.
3. Fine Arts
a) Ms. Carolyn S. Conn, Assistant Professor of Theatre, M.F.A.
(Indiana University), at a salary of $40,000 for 100 percent time
for nine months, effective August 23, 2005, for nine months.
b) Ms. Maki Hajikano, Assistant Professor of Art, M.F.A. (University
of Oregon), at a salary of $42,000 for 100 percent time for nine
months, effective August 23, 2005.
c) Mr. Kyle D. Kennedy, Assistant Professor of Theatre, M.F.A.
(University of Texas at Austin), at a salary of $42,000 for 100
percent time for nine months, effective August 23, 2005.
d) Mr. David Ngirailemesang, Visiting Assistant Professor of Art,
M.F.A. (University of Washington, Seattle), at a salary of $36,000
for 100 percent time for nine months, effective August 23, 2005.
e) Ms. Natalva Pinchuk, Assistant Professor of Art, M.F.A.,
(University of Illinois, Urbana-Champaign), at a salary of $42,000
for 100 percent time for nine months, effective August 23, 2005.
4. Forestry and Agriculture
a) Ms. Erin G. Brown, Assistant Professor of Agriculture, M.S.
(Michigan State University) at a salary of $45,000 for 100 percent
time for nine months, effective August 23, 2005, contingent upon
completion of doctorate by December 31, 2005.
5. Liberal Arts
a) Mr. Baresh Ali, Assistant Professor of English, M.A. (SUNY-Buffalo),
at a salary of $38,000 for 100 percent time for nine
months, effective August 23, 2005, contingent upon completion of
doctorate by May 31, 2006.
b) Dr. William Forbes, Visiting Assistant Professor of Geography,
Ph.D. (University of North Texas), at a salary of $37,500 for 100
percent time for nine months, effective August 23, 2005.
c) Dr. Christos Frentzos, Visiting Assistant Professor of History,
Ph.D. (University of Houston), at a salary of $37,500 for 100
percent time for nine months, effective August 23, 2005.
d) Dr. Steven Eric Galatas, Assistant Professor of Political Science,
Ph.D. (University of Missouri), at a salary of $39,000 for 100
percent time for nine months, effective August 23, 2005.
e) Dr. Dwight Walker, Visiting Assistant Professor of Psychology,
Ph.D. (Kansas State University), at a salary of $37,500 for 100
percent time for nine months, effective August 23, 2005
f) Dr. Kevin R. West, Assistant Professor of English, Ph.D. (Indiana
University), at a salary of $3,000 for 50 percent time effective July
7, 2005, for Summer II session and $38,000 for 100 percent time
for nine months, effective August 23, 2005.
6. Science and Mathematics
a) Dr. Sara Elizabeth Bishop, Assistant Professor of Nursing, Ph.D.
(Texas Womens' University), at a salary of $58,000 for 100
percent time for nine months, effective August 23, 2005.
b) Ms. Christine J. Harper, Clinical Instructor of Nursing, M.S.N.
(Texas Womens' University), at a salary of $57,000 for 100
percent time for nine months, effective August 23, 2005.
c) Dr. Saad Hassan, Assistant Professor of Biology, Ph.D. (University
of North Texas), at a salary of $41,000 for 100 percent time for
nine months, effective August 23, 2005.
d) Ms. Regina Low, Clinical Instructor of Nursing, M.S.N.
(University of Phoenix), at salary of $54,000 for 100 percent time
for nine months, effective August 23, 2005.
e) Ms. Susan M. McDonald, Clinical Instructor of Nursing, M.S.N.
(Pace University), at a salary of $54,000 for 100 percent time for
nine months, effective August 23, 2005.
f) Ms. Sara Whitelaw, Clinical Instructor of Nursing, M.S.N.
(University of Texas at Austin), at a salary of $54,000 for 100
percent time for nine months, effective August 23, 2005.
B. ATHLETIC DIRECTOR
Robert Hill, Athletic Director at a salary of $90,000 effective
September 1,2005.
C. STAFF APPOINTMENTS FOR 2005 - 2006
1. Admissions
a) Dai a L. Pope, Admissions Counselor at a salary of $24,000 for 100%
time effective April 18, 2005 for 12 months
2. Athletics
a) Tara Schuling, Assistant Soccer Coach at a salary of $25,420 for
100% time effective April 18, 2005 for lO1^ months.
3. Library
a) Mercy T. Cannon, Assistant Director at a salary of $42,480 for 100%
time effective June 1, 2005 for 12 months.
b) Ms. Casandra Stonebraker, Academic Assistance and Resource
Center (AARC) Mathematics Program Director at a salary of
$40,000 for 100 percent time for twelve months, effective July 11,
2005.
4. Office of International Studies and Programs
a) Dr. Daniel P. Norton, Director and Adjunct Assistant Professor of
English at a salary of $66,000 for 100 percent time for twelve
months, effective August 15 2005.
5. Student Affairs
a) Mr. Jeffrey Huskey, Director of the Campus Recreation Center, at a
salary of $66,000 for 100% time for 12 months, effective July 11,
2005.
D. CHANGES OF STATUS FOR 2005 - 2006
1. Admissions
a) Ms. Daphne L. Curl, from Administrative Assistant at a salary of $22,972
for 100 percent time for 12 months to Admissions Counselor at a salary of
$24,000 for 100 percent time for twelve months, effective April 4, 2005.
2. Agriculture
a) Mr. Robert B. Rogers, from Graduate Assistant at a salary of $4,500 per
semester to Supervisor (Interim) at a salary of $2,944 for 100 percent time
for one month, effective May 16, 2005.
3. Applied Arts and Science and Liberal Arts
a) Dr. James O. Standley from Dean of Applied Arts and Sciences at a salary
of $117,861 for 100 percent for 12 months to Dean of Applied Arts and
Sciences and Liberal Arts at a salary of $117,861 for 100 percent time for
twelve months, effective July 31, 2005.
4. Education
a) Dr. Melanie Jephson from Associate Dean of Education at a salary of
$100,000 for 100 percent time for twelve months to Professor of Human
Services at a salary of $65,000 for 100 percent time for nine months,
effective September 1, 2005.
b) Dr. John Leonard from Associate Professor of Secondary Education at a
salary of $51,001 for 100 percent time for nine months to Associate
Professor of Secondary Education and Interim Associate Dean of
Education at a salary of $51,001 for 100 percent time for nine months, plus
a $6,000 salary supplement and an additional salary supplement $3,000 for
50 percent time for the additional three months as Interim Associate Dean,
effective September 2005.
c) Dr. Lisa Mize from Associate Professor of Human Sciences at a salary of
$45,000 for 100 percent time for nine months to Associate Professor of
Human Sciences and Interim Associate Dean of Education at a salary of
$45,000 for 100 percent time for nine months, plus a $6,000 salary
supplement and an additional salary supplement $3,000 for 50 percent time
for the additional three months as Interim Associate Dean, effective
September 2005.
5. Housing
a) Ms. Jill J. Heard, from Interim Manager at a salary of $28,509 for 100%
time for 12 months to Manager at a salary of $35,000 for 100% time for 12
months, effective April 14, 2005.
6. Science and Mathematics
a) Dr. Russell LaRell Nielson, from Interim Chair of Geology at a salary of
$71,957 for 100 percent time for eleven months to Chair of Geology at a
salary of $76,000 for 100 percent time for eleven months, effective August
23, 2005.
E. RETIREMENTS
1. Criminal Justice
a) Dr. Martha J. Sullivan, Associate Professor, effective December 31,
2005.
2. Health Services
a) Ms. Gail E. Risinger, Licensed Vocational Nurse, effective May 31,
2005.
3. Human Sciences
a) Dr. Mary K. Weems, Professor, effective July 31, 2005.
4. Mathematics and Statistics
a) Ms. Ellen T. Wood, Lecturer, effective May 31, 2005.
F. VOLUNTARY MODIFICATION OF EMPLOYMENT
1. Mathematics and Statistics
a) Dr. Thomas A. Atchison, at a salary of $37,400 for 100 percent time,
effective August 29, 2005.
PROMOTIONS
1. Dr. Mark S. Guidry, English and Philosophy, promoted to the rank of
Associate Professor, effective fall semester, 2005.
2. Ms. Ann Ellis, Library, not be promoted to Librarian III, as erroneously
reported in the April, 2005 Board of Regents meeting agenda.
H. HOLIDAY SCHEDULE FOR 2005-2006
Sept. 5 Labor Day
Nov. 24 Thanksgiving Day
Nov. 25 Day after Thanksgiving
Dec. 26 Day after Christmas
Dec. 27 (substitute for Veterans' Day)
Dec. 28 (substitute for MLK Day)
Dec. 29 (substitute for Confederate Heroes' Day)
Dec. 30 Employees take vacation or comp time
March 13 Spring Break (substitute for Texas Independence Day)
March 14 Spring Break (substitute for San Jacinto Day)
March 15 Spring Break (substitute for Emancipation Day)
March 16 Spring Break (substitute for Presidents' Day)
March 17 Spring Break - employees take vacation or comp time
May 29 Memorial Day
July 4 Independence Day
ACADEMIC AND STUDENT AFFAIRS
05-47
Upon motion of Regent de la Garza-Grahm, seconded by Regent Wilhite, with all
members voting aye, it was ordered that:
The following Academic and Student Affairs items be approved:
A. UNDERENROLLED CLASSES
The Summer 12005 under-enrolled class list be approved. The list is attached in
Appendix 1.
B. PROPOSAL TO OFFER A BACHELOR OF ARTS DEGREE IN PHILOSOPHY
Approval to offer a Bachelor of Arts Degree with a major in Philosophy be
granted.
C. EARLY CHILDHOOD LABORATORY QUALITY IMPROVEMENTS
Approval be given to solicit bids and secure contracts for the playground renovations and
educational materials. The total amount spent will not exceed the amount awarded from
Work Force Solutions. The President shall be authorized to sign all contracts contingent
upon receipt of funding.
D. INTERCOLLEGIATE ATHLETIC POLICY AND PROCEDURE MANUAL
The revisions to the Athletic Policy and Procedure Manual be approved as
presented.
FINANCIAL AFFAIRS
05-48
Upon motion of Regent Ertz, seconded by Regent de la Garza-Grahm, with all members
voting aye, it was ordered that:
The following Financial Affairs Items be approved:
10
A. ADOPTION OF FISCAL YEAR 2006 BUDGET
In accordance with Article III of the Appropriation Bill for the 2006-07 biennium,
the recommended operating budget totaling $150,014,879 for the 2005-06 fiscal
year be adopted. The 2005-06 proposed budget includes a $12 per semester credit
hour increase in Designated Tuition, a 16% increase in residence hall rates, and a
3% increase in meal plan rates. Also contained in the proposed 2005-06 budget is
a 3% salary pool for employee raises. The detailed HEAF allocation is included in
Appendix No. 2
B. CONCRETE CONTRACT
A new solicitation be issued and a contract awarded for a blanket contract for
minor improvements of $25,000 or less involving concrete site repair, concrete
new construction and other associated minor alterations. The contract will be
established for one year, with one annual renewal, subject to administrative
approval. The President will be authorized to sign the contract.
C. DIRECTORS AND OFFICERS LIABILITY INSURANCE
Approval be given to continue with the RFP process and proposal evaluation
while simultaneous obtaining from SORM renewal pricing and coverage for D&O
insurance to be effective September 1, 2005. A comparison of pricing and
coverage made and decision made based on which represents the best value to
SFA. If necessary, an exception will be requested from SORM; however, SORM
retains ultimate authority to deny such exception requests. If such exception is
sought and received, the University's insurance will include options for two
additional one year renewals subject to administrative approval. The President is
authorized to sign the contract.
D. WRONGFUL ACTS LIABILITY INSURANCE
Approval be given to continue working with USI Insurance Services of Texas to
analyze pricing for wrongful acts/sexual abuse coverage through Lexington to be
effective 9/1/05. The State Office of Risk Management has been asked to review
a specimen policy and provide input as well. The President is authorized to sign
the contract.
E. PROPERTY, BOILER & MACHINERY, INLAND MARINE AND GENERAL
LIABILITY INSURANCE
Approval be given to contract for a second year of insurance with Travelers
through USI Insurance Services of Texas covering property, boiler & machinery,
11
inland marine and general liability at a cost to be negotiated by administration.
The President is authorized to sign the contract.
F. FUEL CARDS FOR RETAIL GASOLINE PURCHASES
Approval be given to continue using the CCG contract issue a purchase order for
the payment of FY06 fuel card expenditures under the CCG contract. The
President is authorized to sign the purchase order.
G. CABLE TELEVISION SERVICES
Approval be given to enter into negotiations with Cox Communications as a sole
source provider of cable television services in Nacogdoches for a five-year
contract at a cost not to exceed $200,000 during the first year of the contract.
Should negotiations break down, it is recommended that the University enter into
a one-year agreement with Cox Communications at a rate not to exceed $9.50 per
drop plus FCC and franchise fees, at which point the University will pursue
issuing a solicitation for satellite or other options for Fiscal Year 2007. The
President is authorized to sign the contract.
H. BUDGET CHANGES LESS THAN $50,000
Items are included as Appendix 3.
I. APPROVAL FOR PURCHASES OVER $50,000 (ARTHUR TEMPLE COLLEGE
OF FORESTRY & AGRICULTURE)- Laboratory Analysis of Water Samples
The Board of Regents authorize the President to approve the purchase of stream
water analysis at a cost of $53,300.
J. APPROVAL FOR PURCHASES OVER $50,000 (ARTHUR TEMPLE COLLEGE
OF FORESTRY & AGRICULTUREVComputer Purchases
The Board of Regents authorize the President to approve the purchase of
computer equipment at a cost of $75,000.
K. APPROVAL FOR PURCHASES OVER $50,000 (ARTHUR TEMPLE COLLEGE
OF FORESTRY & AGRICULTURE)- Chemical Isolation Equipment
The Board of Regents authorize the President to approve the purchase of
equipment for Center for Medicinal Plant Research, at a cost of $123,000.
12
L. APPROVAL FOR PURCHASES OVER $50,000 (ARTHUR TEMPLE COLLEGE
OF FORESTRY & AGRICULTURE)- In Vitro Testing Equipment
The Board of Regents authorize the President to approve the purchase of
equipment for anti-tumor studies at a cost of $62,000.
M. APPROVAL FOR PURCHASES OVER $50,000 (ARTHUR TEMPLE COLLEGE
OF FORESTRY AND AGRICULTURE)—Columbia Geospatial Service Center-
Computer Hardware and Software Items
The Board of Regents authorize the President to approve the purchase of
computer servers and storage, workstations, software and licenses at a total cost of
$334,544 for the Columbia Geospatial Service Center.
N. INTERNET SERVICE
The Board of Regents approve an ongoing monthly expenditure expected not to
exceed $10,783 (i.e. $129,396 annually) in FY06 for Verio Internet services.
Source of funds will be O&M.
O. HARDWARE MAINTENANCE
The Board of Regents approve an ongoing annual expenditure expected not to
exceed $100,000 in FY06 for HP hardware maintenance. Source of funds will be
O&M.
P. INTERNET2 NETWORK ACCESS
The Board of Regents approve an ongoing annual expenditure expected not to
exceed $50,000 in FY06 for Internet2 connectivity through the Southeast Texas
Gigapop. Source of funds will be O&M.
Q. VOICE AND DATA TELECOMMUNICATIONS SERVICES
The Board of Regents approve ongoing monthly expenditures expected not to
exceed an annual total of $375,000 in FY06 for SBC voice and data services.
Source of funds will be O&M.
R. ADMINISTRATIVE SOFTWARE SYSTEMS MAINTENANCE
The Board of Regents approve an ongoing annual expenditure expected not to
exceed $237,000 in FY06 for SCT software maintenance of SFA's administrative
software systems, as invoiced by Texas A&M - Corpus Christi. Source of funds
will be O&M.
13
S. INTRANET SOFTWARE MAINTENANCE
The Board of Regents approve an ongoing annual expenditure expected not to
exceed $58,080 in FY06 for SCT software maintenance of the Campus Pipeline
intranet portal product. Source of funds will be O&M.
T. DATABASE MANAGEMENT SOFTWARE MAINTENANCE
The Board of Regents approve an ongoing annual expenditure not to exceed
$129,921 in FY06 for Oracle software maintenance. Source of funds will be
O&M.
U. MICROSOFT OFFICE AND MICROSOFT OPERATING SYSTEMS LICENSE
FEE
The Board of Regents approve the annual license renewal for Microsoft Office
Suite and Operating System upgrades, expected not to exceed $55,000 in FY06.
Source of funds will be HEAF.
Recommendations for financial items concerning auto insurance and third party payment
processing were withdrawn by the administration. They will be brought to a future board
meeting.
At the January 18, 2006 board meeting, the following correction was made to the July 14,
2005 minutes (Order 06-13):
The minutes of the July 14, 2005, board meeting should be corrected to add the following
Financial Affairs item to Board Order 05-48:
V. Automobile Insurance
Approval was given to secure Auto Insurance through the SORMprogram
for Fiscal Year 2006. The President was authorized to sign all contracts.
BUILDINGS AND GROUNDS
05-49
Upon motion of Regent Pond, seconded by Regent Wilhite, with all members voting aye,
it was ordered that:
The following Buildings and Grounds Items be approved:
A. REAL ESTATE PURCHASE
The President be authorized to sign all necessary closing documents for the
purchase of 125 Feazell and 115 Feazell, or that the Director of Physical Plant be
authorized to sign in his absence, at a cost not to exceed $95,000 for the purchase
14
of 125 Feazell and $125,000 for 115 Feazell, plus all closing costs to be paid by
the purchaser and tenant moving expenses of $500 each.
B. MINERAL RIGHTS RIGHT-OF-WAY
The President be authorized to sign all necessary right-of-way and surface
damage agreements relating to the Chesapeake Energy Marketing, Inc. oil and gas
exploration at the Walter C. Todd Agricultural Research Center. The University is
not the mineral rights owner on this property.
C. ELECTRIC UTILITIES
The university be authorized to purchase electricity from the Deep East Texas
Electric Coop to service the Todd Agricultural Research Center and the Temple-
Eastex Forestry Laboratory and that the contract be extended from year to year at
the option of the University as needed.
D. WATER, SANITARY SEWER AND LANDFILL SERVICES
The university be authorized to purchase water, sanitary sewer and landfill service
from the City of Nacogdoches for FY06 and that the university be authorized to
extend this contract as required.
E. NATURAL GAS UTILITIES
The university be authorized to extend its negotiated contract for gas with Center
Point Energy and that the university be authorized to seek a competitive price for
natural gas and enter into an annual or long term contract if advantageous to the
university. Current estimated gas cost for Fiscal Year 2005 is $1,675,000. The
estimated cost for Fiscal Year 2006 is $1,845,000.
UNIVERSITY POLICIES AND PROCEDURES
05-50
Upon motion of Regent Wilhite, seconded by Regent Ertz, with all members voting aye,
it was ordered that:
The policy revisions and the updated Board Rules and Regulations shown
respectively in Appendix No. 4 and Appendix No.5 be approved.
15
REPORTS
A. FACULTY SENATE
B. ENROLLMENT MANAGEMENT
C. AUDIT SERVICES REPORT
D. VICE PRESIDENT FOR UNIVERSITY ADVANCEMENT
E. PRESIDENT
Future board meetings were scheduled for October 20 and 21,2005; January 18 & 19,
2006; April 12 & 13, 2005; and July 12 & 13, 2006.
Upon motion of Regent Green, seconded by Regent Wilhite, with all members voting
aye, the meeting was adjourned by Chairman Wulf at 10:45 p.m.
16
APPENDIX SECTION
Appendix No. 1
Under-Enrolled Classes Summer 12005
DEFINITION OF UNDER-ENROLLED UNDERGRADUATE CLASS:
ANY ORGANIZED CLASS WITH LESS THAN TEN STUDENTS UNLESS THE CLASS IS CROSS-LISTED WITH ANOTHER ORGANIZED CLASS AND THE COMBINED CLASSES EQUAL TEN
OR MORE
DEFINITION OF UNDER-ENROLLED GRADUATE CLASS:
ANY ORGANIZED CLASS WITH LESS THAN FTVE STUDENTS UNLESS THE CLASS IS CROSS-LISTED WITH ANOTHER ORGANIZED CLASS AND THE COMBINED CLASSES EQUAL FIVE
OR MORE
DEPT. COURSE
SECTION
CJS414 020
CSC441001
HMS 440 201
HMS540 001
RHB220 001
RHB220 701
SPH 476 020
SED 460 001
MHL452 001
MTC526 501
AGR300 001
HRT239 001
HRT239L001
HRT417 001
HRT417L020
FOR 351 001
FOR 464 007
FOR 564 015
ILA 501 070
BIO 408 001
BIO 430 001
BIO 435 001
BIO 437 001
BIO 561 001
BIO 571 001
BTC562 451
NUMBER CREDIT FUNDED
ENROLLED HOUR HOURS DAYS / TIME / BUILDING / ROOM /
INSTRUCTION TYPE
9 3 27 W 0400PM 0630PM F 179 LEC
9 3 27 MWF 1000AM 1050AM BU 343 LEC
1 3 3 WEB TBA LEC
1 3 3 TR 0800AM 0915AM HMS 102 LEC
8 3 24 MWF 1100AM 1150AM HSTC 306 LEC
1 3 3 MWF 1100AM 1150AM HSTC 306 LEC
8 3 24 R 0430PM 0700PM HSTC 320 LEC
6 3 18 MW 0930AM 1045AM SEM
9 3 27 TR 1100AM 1215PM M 125 LEC
3 2 6 WEB TBA LEC
1 3 3
8 2 16 MW 0900AM 0950AM AG 118 LEC
8 1 8 W 0100PM 0250PM AG 118 LAB
5 2 10 T 1230PM 0220PM AG 118 LEC
5 1 5 T 0230PM 0400PM AG 118 LAB
9 3 27 W 0645PM 0915PM FO 221 LEC
9 3 27 M 0645PM 0915PM FO 221 LEC
4 3 12 MWF 0900AM 0950AM FO 205 LEC
1 3 3 TBA SEM
6 4 24 MWF 1100AM 1150AM S 228 LEC
4 3 12 TR 0930AM 1020AM S 211 LEC
9 3 27 MW 1100AM 1150AM S 117 LEC
7 4 28 TR 1100AM 1215PM S 137 LEC
3 3 9 MW 1000AM 1050AM S 132 LEC
4 3 12 T 0645PM 0915PM S 132 LEC
4 1 4 F 0900AM 0500PM OFFCP TYLER LEC
Appendix No. 1
TOTAL 712
HOURS
GENERAT
ED IN
SHORT
CLASSES
**SHORT 0.55%
CLASSES
AS A % OF
TOTAL
HOURS
♦ESTIMATED TOTAL HOURS ** 128,894
SPRING'05
♦ESTIMATE FROM OFFICE OF INSTITUTIONAL RESEARCH
M = Monday
T = Tuesday
W = Wednesday
R = Thursday
F = Friday
S = Saturday
U = Sunday
Appendix No. 2
Stephen F. Austin State University
HEAF Requests
Fiscal Year 2005-06
Department Item/Project Amount
Fiscal Year 2005-06 HEAF Appropriation
Debt Service
Instr Capital College of Applied Arts and Sciences
Instr Capital College of Business
Instr Capital College of Education
Instr Capital College of Fine Arts
Instr Capital College of Forestry
Instr Capital College of Liberal Arts
Instr Capital College of Sciences and Mathematics
Provost
Enrollment Services
Graduate Office
library/Imaging
Information Technology Services
Information Technology Services
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Contingency
Controller's Office
Controller's Office
Controller's Office
Purchasing
Financial Aid
Environmental Health, Safety, & Risk Management
Environmental Health, Safety, & Risk Management
Financial Services
Counseling & Career Services
Appendix No. 2
Counseling & Career Services
Counseling & Career Services
Counseling & Career Services
Disability Services
Disability Services
Disability Services
Judicial Office
Student Affairs
University Police Department
University Police Department
University Police Department
Sixteen Carrels and Furniture for Testing Lab
Ten Computers
Remodeling of Career Services Library
Updated Assistive Technology Software
Student Assistive Equipment for Campus Use
Small Ramp for Low Riser Stage for Campus Events
Four G5 Macintosh Computers and Software
Data Back-up Hardware Upgrade
Police Radio/Communication Equipment
Police Vehicle
Police Vehicle Equipment
$
$
$
$
$
$
$
$
12,800
12,825
5,000
5,769
10,400
1,500
14,000
3,100
$ 119,241
$ 25,000
$ 12,000
Total $4,683,847
Stephen F. Austin State University
Schedule of Budget Changes
September 30, 2004 to June 25, 2005
Appendix No. 3
ACCOUNT NAME
II Girl Cheer Discretionary
merican Heart Assoc AH EC
Co-Ed Cheerleader Discretionary
"hildrens1 Performing Arts Series
WAGG 2004
All Girl Cheer Discretionary
no-Ed Cheerleader Discretionary
om Squad Discretionary
neldhouse Additions
All Girl Cheer Discretionary
ne Arts Series
. HA President
Fine Arts Series
ISP Foreign Travel
HA RA Council
Equine Studies
""ine Arts Series
riends of the Arts - Art
Art Gallery
Agriculture Heifer Test
griculture Judging
American Heart Assoc AHEC
ECH Supply Fee
ertified Public Manager Prog
lusic Prep
Agriculture Heifer Test
quine Studies
arly Childhood Lab
Beef Farm
Deef Farm
oil Testing Lab
Road Bus IDT
Road Bus IDT
TOTAL
Policies for Board Review July 14,2005
Appendix No.4
Appendix No.4
Appendix No.4
Appendix No.4
Appendix No.4
Off-Campus Credit Classes A-34
Original Implementation: September 8, 1978
Last Revision: October 23, 2001 April July 14. 2005 Final
rwft
The University recognizes off-campus credit classes as an important responsibility to the
citizens of Texas. As part of this responsibility, the University offers off-campus courses
designed to meet educational needs of its clientele.
General policies for off-campus classes:
a. All off-campus classes must be approved by the Coordinating Board and meet
its guidelines for the conduct of such classes. The responsibility for submitting a
proposed class rests with the dean of the college offering the class in collaboration
with the Distance Education Coordinator in the Office of Instructional
Technology.
b. Each department chair, director, and academic dean of a college proposing to
offer an off-campus class has the responsibility, in conjunction with the
appropriate department chair/division director, of informing the Distance
Education Coordinator by the approved methods and deadlines for course
requests, of the intention to offer the class so that peer institutions may be notified
according to Coordinating Board rules. Deans and department chairs/division
directors also have the responsibility of fe^ scheduling the class, reserving space
at reasonable cost, and managing the budget related to that class. Each class must
have at least ten (10) students
c. A department offering an off-campus class is responsible for the instructional
aspects of the class including staff, content, materials and evaluation as well as for
student advising, registration, and degree plans.
Because off-campus instruction makes demands on faculty time and energy beyond that
required for on-campus instruction, additional compensation is appropriate. The
responsibility for establishing the schedule of compensation rests with the Provost and
Vice President for Academic Affairs.
Source of Authority: Texas Education Code, Title m, sub-Title A, Chapter 61,
Subchapter C, Sec. 61.051; and Provost and Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Provost and Vice President for Academic Affairs
Forms: None
Appendix No.4
Research Enhancement Program A-39
Original Implementation: September, 1965 Final-Draft
Last Revision: April 30, 2001 July 14, 2005
Research Enhancement funds provided by the State of Texas are the basis of the
support for the faculty research enhancement program. The funds are intended to
encourage and enhance research opportunities for faculty members and serve as
"support for innovative research and seed monies to attract non state external financial
support."[1987 Report of the Select Committee on Higher Education.]
The Research Enhancement Program at Stephen F. Austin State University is
composed consists of two components: the Faculty Research Grants Program and the
Minigrants Program. The Faculty Research Grants Program provides substantive
support for research and scholarly creative activities. Minigrants provide an
opportunity for faculty to carry out small projects or preliminary research
activities which will increase their competitiveness in the acquisition of Faculty Research
Grants or
external funds.
Any fall-time faculty member including any professional librarian is eligible to apply for
a faculty research grant, subject to the following conditions:
1. A faculty research grant will not be awarded for the purpose of obtaining an
advanced academic degree.
2. The recipient of a faculty research grant in a given year is ineligible for a
grant the following year, except that, in the first year of a fiscal biennium, a
project may be funded for two years under extraordinary circumstances.
3. Except in extraordinary circumstances, an applicant is limited to one faculty
research grant award or one minigrant award proposal in a single year.
4. Faculty research grant funds may not be used for research activities or
equipment funded by another research grant. This does not preclude the use of
these funds for purposes of matching.
5. Those researchers who have access to research funds from other sources are
encouraged to exhaust all alternative funding pathways prior to applying for a
faculty research grant.
6. In the expenditure of faculty research grant appropriations, a recipient is
subject to all local, state, and federal fiscal regulations.
7. A recipient is subject to all local, state, and federal affirmative action
Appendix No.4
regulations.
&.Z_ Any research proposal that would involve the use of human subjects,
laboratory animals, or hazardous materials must be accompanied by a memorandum
of approval from the chair of the appropriate University committee. These
committees are: Institutional Review Board for the Protection of Human Subjects,
Institutional Animal Care and Use Committee, Environmental Safety and
Health/Radiation Committee, Biosafety Committee, and Public Health Committee.
9_<S. A faculty research grant recipient must make such progress and final reports
about his/her project as required by the Office of Research and Sponsored
Programs. The final report must include a 200-word abstract of the research and
the findings.
409. Any publication resulting from a faculty research grant shall acknowledge
that the project was conducted under a Stephen F. Austin State University
faculty research grant. Copies of the publication shall be filed with the Office
of Research and Sponsored Programs and with the Steen Library.
4470. Each recipient of a faculty research giant is subject to the provisions of,
and shall be responsible for adherence to, the University policy on Intellectual
Property (Policy D-20), which applies to "... intellectual property of all
types (including any invention, discovery, trade secret, technology, scientific
or technological development, computer software, conception, design, creation or
other form of expression of an idea ) regardless of whether subject to
protection under patent, trademark, or copyright laws or common law." In
addition, each recipient shall be responsible for securing and disposing of all
other legal claims, such as copyrights, to any publication or other original
creation made or conceived in the course of research or other activity supported
by a faculty research grant
42J7. Nothing in this policy shall conflict with State or Federal law or with the
policies of the Board of Regents of the University.
For information on application procedures, program guidelines, submission
deadlines, methods of evaluating faculty research proposals, and criteria for
evaluating faculty research grant proposals, contact the Office of Research and
Sponsored Programs.
Source of Authority: Texas Education Code, sec. 141.001 et seq.; 7 U.S.C., sec.
2131; 9 CFR Part 3; 17 U.S.C., sec. 101; 37 CFR Parts 203 and 204; 35 U.S.C.,
sec. 101; 42 U.S.C., sec. 289; 45 CFR Part 46; President; Provost and Vice President for
Academic Affairs
Cross Reference: University Policy D-20, Intellectual Property
Appendix No.4
Contact for Revision: Associate Vice President for Graduate Studies and Research
Forms: None
Appendix No.4
Indirect Costs Distribution A-51
Original Implementation: October 26, 1999
Last Revision: AgEa^ft-3Q0S FebH»ry^QQ4 July 14, 2005
Indirect costs are those incurred for a common or joint purpose which benefit more than
one University department/activity, and which are not readily assignable to a specific
department/activity. They are sometimes referred to as overheadj^-s&j^osts. In some
instances, grantors and funding entities agree to reimburse the University for overhead
expenses of conducting research, education and service projects. This policy establishes
guidelines for the use of such reimbursements.
The Texas Education Code, Section 145,OCH. provides that recovered indirect costs can
be retained by State umversities4*eeei#e^H^^
^^^ The revenue from
indirect cost reimbursements to Stephen F. Austin State University will be allocated as
follows:
1. To the Office of Research and Sponsored Programs (ORSP) an amount sufficient to
cover the total actual costs of operations as approved through Academic Affairs budget
process.T
2. -Intety-Hftvpercent (3050%) of any remaining revenue (after Step 1) to the ORSP to
be distributed to academic units that generated the recovered indirect costs. Such units
shall expend the funds for projects encouraging further research, including, but not
limited to:
a. conducting pre-grant feasibility studies
b. preparing competitive proposals for sponsored programs
c. purchasing capital equipment directly related to expanding the
research capability of the institution
d. research or project administrative costs not covered by the funding
entity
e. supporting new researchers pending external funding
3. Any remaining funds shall be expended to support research and sponsored programs at
Stephen F. Austin State University according to the provisions of the Texas Education
Code, Section 145.001.
Appendix No.4
The ORSP shall make distributions to academic units as recommended by the University
Research Council and approved by the Provost ma^Vice President for Academic Affairs.
The distributions will be made at the close of each fiscal year, based upon the previous
year's indirect cost reimbursements. No allocations will be made to academic units in any
year in which the total indirect costs recovered are less than the actual amount expended
by the ORSP.
Source of Authority: Texas Education Code, Section 145.001^ji£amerided; Emvos
Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Associate Vice President for Graduate Studies and Research
Forms: None
Appendix No .4
Academic Program Review A-64
Original Implementation: April 28, 2005
Last Revision: None July 14, 2005
BACKGROUND
Academic Program Review (APR) is intended to enhance the quality of academic programs and ensure
the ongoing support necessary for continuation, modification, and development of programs. All
undergraduate and graduate degree programs fall within this policy.
Professional or specialized accreditation reports will substitute for the program review document
required by this policy. The scheduling of reviews for programs requiring such reports will be modified
so the two reports can be produced simultaneously. Any information required by the program review
but not included in the professional or accreditation review should be added before the report is
submitted as a program review.
The provost, dean, or department chair may recommend that a program which has very low enrollments
be subject to an independent (external) evaluation to help assist in assessing the program and determine
if new strategies to increase enrollment are warranted .
The following definitions help in distinguishing terms used throughout this document:
■ An academic program is a structured grouping of coursework designed to meet an educational
objective leading to a baccalaureate or post-baccalaureate degree, a minor, or a teaching credential.
■ A department is an administrative unit that may manage one or more academic programs.
PURPOSE
The goal of Academic Program Review is to improve the quality and viability of each academic
program. Academic Program Review serves to encourage self-study and planning within programs and
to strengthen connections among the strategic plans of the program, the college, and the university as a
whole. Academic program reviews provide information for curricular and budgetary planning decisions
at each administrative level. In turn, resources needed for growth, continuation, or modification of
programs can be included in planning processes.
PROCESS SUMMARY
The academic program review process is intended to close a circle of self-inquiry, review, and
improvement. The basic components of APR are the following:
■A self-study, recommendations, and implementation plan completed by the faculty associated with
the program and in some cases, an external evaluation.
■ Review and recommendations by the college
■ Review and recommendations by the University Program Review Committee.
■Final approval by the Provost.
The process can be summarized as follows:
Appendix No.4
1. The Office of the Provost announces the programs to be reviewed one year prior to the completion
date of the self-study along with its recommendations and implementation plan.
2. The program representative(s), program administrator, dean and Institutional Research establish a
schedule for completion of the review within the university's timeline for review.
3. For accredited programs, the provost, in consultation with the college dean and the program
administrator, will determine whether the accreditation review process covers the essential elements
of APR.
4. The program representative conducts the self-study and then prepares recommendations and a
suggested implementation plan along with the budgetary/resource issues identified in the self-study.
5. The college reviews the self-study, requesting additional materials as needed, and makes
recommendations. A copy of the self-study and implementation plan is forwarded to the Office of
the Provost for distribution to the University Program Review Committee.
6. The Program Review Committee reviews the self-study, recommendations, and implementation plan
of the program and makes recommendations.
7. The program representative(s), the program administrator, the college dean, the representative of the
Program Review Committee, and the provost meet to discuss recommendations.
8. The program administrator, in collaboration with the dean, submits to the provost a final
implementation plan that identifies resource needs consistent with the recommendations of
reviewing committees, and consistent with the college mission strategic plan. Programs responsible
for core curriculum courses and those programs that teach courses in the Honors Program may also
factor needs resulting from such participation into their resource needs.
9. A copy of the self-study, recommendations, and action plan is submitted to Institutional Research
10. Institutional Research submits a year-end report to the Board of Regents on the program reviews
completed that year.
11. Academic Affairs and the individual college builds the program review recommendations into
planning for the coming year(s).
ROLES AND RESPONSIBILITIES
Academic program review is a comprehensive and periodic review of academic programs and General
Education. APR is a function of the Provost, in conjunction with the deans and academic governance,
and is supported by Institutional Research. Since APR is the major assessment of all academic
programs, appropriate support should be given to programs to ensure a thoughtful, critical appraisal of
the program.
Academic programs should be reviewed periodically at intervals of five years. This schedule may be
accelerated in individual cases either at the discretion of the Provost or college dean or in compliance
with recommendations from prior program reviews. Wherever possible, APR's will be coordinated with
specialized accreditation reviews.
ELEMENTS OF THE SELF-STUDY
Introduction and update since last review. How has this discipline/field changed over the past five
years? How has your curriculum changed to address these developments? What actions have been taken
in response to recommendations made in any previous reviews?
Commitment to student learning. What are the learning goals of your program? How do you measure
that students are achieving these goals? How do you gather and use data collected in your assessment
program? For undergraduate programs, identify the general education goals/skills that are most critical
Appendix No.4
for majors entering your program. What is your assessment of student achievement in these goals/skills
as they enter your major courses? On what evidence do you base this assessment?
Describe enrollment trends in the program for the past five years. Provide an analysis of how
successful the program is in recruiting, retaining and graduating students. Include information about
service courses (for other majors, general education, remediation) if appropriate.
Does faculty expertise cover the breadth of the program? Please report how faculty members are
engaged and supported in development of expertise and skills required to strengthen the program and
how they are engaged in scholarship, research, and/or creative activity.
Recommendations and implementation plan. What are the recommendations of the program in
response to this review? Provide the plan that shows implementation of these recommendations and
projections for the program for the next five years. In the course of your plan, please address the
following:
• Are there any changes you can reasonably anticipated in the profile of the students in your
program, including number and types of students?
• What curricular changes are planned? What scheduling changes are planned? How will the
program contribute to non-traditional modes of delivery (i.e. short courses, web, TV)?
• What types of human, fiscal and physical resources are needed to implement your enrollment
projections and recommendations?
A preliminary draft should be included with the self-study; however, the final draft should reflect not
only the views of the program faculty but also recommendations by university committees. The final
implementation plan will result from discussion and consultation among the self-study coordinator, the
department chair, the dean of the college, and the provost. The implementation plan will link the
program plans and goals to those of the college and university and will guide the activities of the
program for the subsequent five years.
DATA APPENDICES:
Information provided by the Office of Institutional Research
STUDENT DATA (5-year history)
Student enrollment (major, minor)
Student/ethnicity/gender
Student grade distribution; GPA
Student retention rates, degrees awarded
FACULTY & faculty workloads (5-year history)
Student/faculty ratio
Course History
CURRICULUM DATA (5-year history)
Course enrollment history
Student credit hour generation
Appendix No.4
OTHER
Senior exit survey responses
TIMELINE
The timeline will be disseminated bv the Provost's office in September.
Normally the process will occur within the-following timeime
Target Date Activity Responsible Party
J. XL/111 Departments are notified of Program
Review
Provost
AVJLvTjP Self Study Coordinator Identified Program
June August Program review workshops held for Self Institutional Research
Study Coordinators
September December Program faculty make necessary decision
for program review
Program Faculty
January March Self study, recommendations,
implementation plan due to College
Program Self Study
Coordinator
iTjCCCjr Draft erport to dean Program
May August College review completed. Document
forwarded to University Program Reviex
Committee and Provost office.
College
November December Review by faculty governance and Provo
December Provost meets with dean/department
representatives. Approval of
implementation plan.
January Final document to Office of Institutional
Research with copy to College
February Summary document regarding all review
forwarded to Board of Regents
Provost
Source of Authority: Provost/Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Provost/Vice President for Academic Affairs
Forms: None
10
Appendix No.4
Kennedy Auditorium B-16
Original Implementation: September 1, 1975
Last Revision: July 17, 2001 July 14, 2005 Final Draft
The provisions of the policy for Use of University FaciliticsUmvgreit}^^
University Facilities, govern the use of all buildings, facilities, equipment and grounds,
hereinafter referred to as facilities, under the control of Stephen F. Austin State
University. That policy provides that the University may establish additional procedures
for the reservation and use of specific facilities; therefore, the following provisions apply
to the Kennedy Auditorium.
Reservations for the Kennedy Auditorium must be made with the Dean of the College of
Sciences and Mathematics.
1. No event is scheduled for which an admission fee is charged.
2. Verification is required from the University Center that no space in the University
Center is available prior to allowing student organizations to use the Kennedy
Auditorium.
3. The University is not responsible for items left in the auditorium.
4. It is the responsibility of the person making the reservation to obtain needed equipment
such as a podium, projector, public address system, etc.
5. Persons reserving the auditorium will be responsible for keeping the facility clean and
for repairing any damage.
6. No materials are to be taped or in any way affixed to the walls, doors (interior or
exterior), chalkboards or screens.
Violation of the above regulations will result in denial of future use.
Source of Authority: Board of Regents, President, Vice President for Business Affairs
Cross Reference: NeneB-1 Use of University Facilities
Contact for Revision: Dean of the College of Sciences and Mathematics
Forms: None
11
Appendix No.4
Norton HPE Complex B-20
Original Implementation: Summer, 1975
Last Revision: October 14, 2001 July 14, 2005 Fi«al
Thrift
The provisions of the policy for Use of University FacilitiesUniversity Policy 6-h Use of
University Facilities, govern the use of all buildings, facilities, equipment and grounds,
hereinafter referred to as facilities, under the control of Stephen F. Austin State
University. That policy provides that the University may establish additional procedures
for the reservation and use of specific facilities; therefore, the following provisions apply
to the Norton HPE complex.
The Lucille Norton HPE Complex is intended primarily for the use of SFASU students.
The first priority use is for instruction, the second priority is for organized intramurals,
and the third for recreation of students, faculty, and staff and fourth for summer camps
with a building maintenance fee attached.
University-sponsored groups may apply for use of the complex in accordance with the
policy on Use of University Facilities. Application for the use of the Complex and tennis
courts shall be made to the Chair of the Kinesiology and Health Science Department, and
for other outside recreational areas, to the Director of Intramurals. These requests are
normally honored provided the before mentioned guidelines are met.
Outside groups may apply for use of the Complex in accordance with University
regulations. Area public schools are usually granted permission to use the tennis courts
and, on rare occasion, Shelton Gym, for district and/or regional playoffs. Requests other
than these require administrative approval by the respective vice president(s) and/or the
President of the University.
The following are specific guidelines for the use of the Norton HPE Complex by faculty
and staff.
1. Faculty and staff I.D. card required to use facilities and/or check out equipment
2. No charge for use of facilities or pool by faculty or staff members; faculty/staff
families have access to pools at a cost of $20 and the tennis courts at no cost. There is no
access to the complex for faculty/staff families.
3. Family swim passes ($ 20) may be purchased at the Ticket Office and faculty/staff
locker fee ($4 per semester) paid at the University Business Office.
4. Full time faculty and staff participation permitted in organized intramurals.
12
Appendix No.4
5. Racquetball courts available by reservation at the equipment room; individuals must
reserve a court in person (with I.D.); only one hour per week
6. Indoor recreation areas are_open:
Monday - Thursday 3:00 p.m. to lO^OO p.m.
Friday 1:00 p.m. to 7:00 p.m.
Saturday 10:00 a.m, to 6:00 p.m.
Sunday VM p.m. to 9:00 p.m.
Source of Authority: Board of Regents, President, Provost and Vice President for
Academic Affairs, Vice President for University Affairs
Cross Reference: Intramural HandbookJ3: J ^
Contact for Revision: Chair of the Department of Kinesiology and Health Science;
Director of Intramurals
Forms: None
13
Appendix No .4
Piney Woods Conservation Center B-26
Original Implementation: September 1, 1986
Last Revision: July 17, 2001 July 14, 2005 Final Draft
The provisions of the policy for Use of University FacilitiesUniversity Policy B~L Use of
University Facilities, govern the use of all buildings, facilities, equipment and grounds,
hereinafter referred to as facilities, under the control of Stephen F. Austin State
University. That policy provides that the University may establish additional procedures
for the reservation and use of specific facilities; therefore, the following provisions apply
to the Piney Woods Conservation Center. Reservations for the Piney Woods
Conservation Center (PWCC) must be made with the Program Coordinator, (936) 584-
2412, Rt. 1 Box 138 DE,336 County Road 473. Broaddus, TX 75929, or the Arthur
Temple College of Forestry and Agriculture,- (936) 468-3301, P.O. Box 6109,
Nacogdoches, TX 75962-6109.
Reservations
1. A deposit is required to hold reservations for a specific date. The deposit may be
waived for state agencies.
2. University colleges, departments and sponsored programs must submit an LD.T.
account number for deposit and billing purposes.
3. The deposit or LD.T. account number is submitted to the PWCC Program
Coordinator with a letter detailing the following:
a. title and nature of program
b. name, phone number and address of program contact person
c. estimated number of participants
d. arrival and departure dates and times
e. number of meals
f. number of participants by sex for dorm assignments
g. special requests, i.e., menu preferences, sack lunches, number of
classrooms, etc.
Confirmation
1. A letter or e-mail of confirmation is returned by the Program Coordinator.
2. A final count of participants is due to the Program Coordinator of the PWCC no
later than seven (7) days prior to the event.
Each group is responsible for collecting meal and housing fees for its program.
The PWCC will submit a statement at the completion of the program based on the
14
Appendix No.4
actual number of participants per meal and per bed occupied. Payment is due no
later than 10 days after receipt of the bill.
Checks should be made payable to Stephen F. Austin State University and mailed
to Office of the ControllerBursar, P.O. Box 1305363007, Nacogdoches, TX
75962 3053.75963-9918,
Minimum
To maximize use of the PWCC, a twenty-person minimum is required for all
groups. Smaller groups may be accommodated at a higher rate or scheduled
simultaneously with another group using the facility.
Day and evening programs only (with no overnight reservations): The facilities of the
PWCC are available for luncheon, banquets, or planning sessions.
Capacities
The following capacities apply with two rooms sharing one bath (suite):
1. 1 person or couple per suite — capacity 16 individuals or 16
couples
2. 1 person per room - capacity 32
3. 2 people per room - capacity 64
4. 3 people per room - capacity 96
5. 4 people per room - capacity 128
Rates are established and adjusted periodically for standard meals and
accommodations. Special arrangements and prices can be negotiated for large
groups, miscellaneous equipment, etc. Standard rates are available upon request.
Arrangements may be made for accident insurance coverage for qualified groups.
Details are supplied upon request.
Source of Authority: Board of Regents, President, Vice President for Business Affairs
Cross Reference: NeaeB-1 Use of University Facilities
Contact for Revision: Dean of the Arthur Temple College of Forestry and Agriculture
Forms: None
15
Appendix No.4
Turner Auditorium B-28
Original Implementation: May, 1987
Last Revision: July 17, 2001 July 14, 2005 Draft 01
The provisions of the policy for the Use of University FaciliticsUniversity Policy B~
jJJse^nMversityFaciljite^ govern the use of all buildings, facilities, equipment and
grounds, hereinafter referred to as facilities, under the control of Stephen F. Austin State
University. That policy provides that the University may establish additional procedures
for the reservation and use of specific facilities; therefore, the following provisions apply
to Turner Auditorium.
W. M. Turner Auditorium is a part of the Griffith Fine Arts Center, an academic facility
of Stephen F. Austin State University. In addition to the Turner Auditorium, the facility
contains the SFA Gallery, two lab theaters, technical shops, classrooms, design areas and
the offices of the College of Fine Arts and the Department of Theatre.
Scheduling and use of the facility and its equipment are pursuant to Stephen F. Austin
State University PtessdeatHdrFeK^^ 25, 1932)Universitv Policy 6-1,
Use of University Facilities. PartJHr-Seefe^^ document assigns " *
responsibility for administrative control of the facility to the "Dean of the College having
jurisdiction over the space."
Auditorium Operating Policy
The William M. Turner Auditorium is an academic and performing arts facility of
Stephen F. Austin State University. Scheduling and use of the facility and its equipment
are pursuant to SFASU Presidential Policy No. IQUmversity Policy B-l, Use of
University Facilities. The Dean of the College of Fine Arts is the administrator of the
facility and its operating policies. Nothing contained in this policy shall be construed to
prohibit or hinder the operation of Turner Auditorium in pursuing the University's
mission as a public institution of higher education. All activities associated with that
mission shall have priority in the use of this facility.
Priority of Users
Because Turner Auditorium is an academic and a performing arts facility, its use shall be
restricted. The following priorities for assignment of use shall be in effect:
Category I - Events sponsored by the Departments of Art, Music, and Theatre; Dance
productions of the Department of kinesiology and Health Science; and other performance
activities that are a necessary adjunct to academic programs in the College of Fine Arts.
16
Appendix No.4
Category II - Events that are a part of the University Series or the Children's Performing
Arts Series of the CFA @ SFA visual and performing arts programming.
Category El - Events sponsored by University departments or registered student, faculty,
and staff organizations of both an academic and nonacademic nature.
Category IV - Events sponsored jointly by official University departments or agencies
with non-University groups subject to the regulations described herein.
Reservations Procedures
Reservations for all functions in Turner Auditorium are made through the office of the
Dean of the College of Fine Arts. Scheduling priorities will be given in accordance with
the following procedures:
Category I - Events requiring the use of the auditorium for five days or longer have
priority for reserving dates until October 15 of the previous academic year. Events
requiring the use of the auditorium for fewer than five days have priority for reserving
dates through December 15 of the previous academic year.
Category II - Events in this category have priority for reserving dates after October 15
and prior to March 15 of the previous academic year.
Category El and IV - Events in these categories may reserve available dates after May 1
of the previous academic year.
The office of the Dean of the College of Fine Arts will produce and distribute to all
Category I and II auditorium users a working calendar on October 15 and December 15
of the previous academic year. Attempts will be made to resolve any conflicts. The Dean
of Fine Arts will act as arbitrator in circumstances where scheduling conflicts cannot be
resolved.
Procedures for Reserving Facility
The following reservation procedures apply to requests to use Turner Auditorium:
Category I, II
1. The office of the Dean of the College of Fine Arts will distribute an
invitation to Category I and II users of Turner Auditorium to make their
initial date requests according to the reservation procedures.
2. Once conflicts are resolved, each scheduled user will receive forms
("William M. Turner Auditorium Reservation Request") to complete and
return to the office of the Dean of the College of Fine Arts. Formal
17
Appendix No.4
confirmation of a requested date will be issued upon receipt of a
completed form.
3. The office of the Dean of the College of Fine Arts will notify users at
the appropriate times regarding technical needs, publicity, house
management, etc.
Category HI, IV
1. Obtain a reservation packet from the office of the Dean of the College
of Fine Arts. The Auditorium should be reserved as far in advance as
possible (suggested minimal time: 12 weeks prior to the event) since there
is great demand for the facility and insufficient staff to easily
accommodate all requests. Alternate dates should also be selected in the
event that the date of first choice is not available.
2. For all non-College of Fine Aits users, if a date is confirmed, a meeting
with the Turner Facilities Manager will be scheduled to formalize
equipment and personnel needs (suggested minimal time: 5 weeks prior to
the event). At the time of the signing of a rental contract, the user will pay
a deposit of 20% of the estimated rental, personnel, and equipment fees as
indicated on the contract addendum. For College of Fine Arts users,
standard Arts Information Office procedures will be utilized.
3. Meet with the Turner Facilities Manager and staff 2 weeks before the
event to finalize plans. Additional meetings may be required at the
discretion of the Dean and/or the Turner Facilities Manager.
Schedule Of Fees
Category I
1. Rental Fees: None charged.
2. Equipment/Personnel Fees: During the academic year, equipment fees
general are not charged to Category I users, except in those instances
where the use of equipment results in an unusual expense to Turner
Auditorium (i.e., piano tuning, purchase of special gels, etc.). Personnel
fees may be charged per number of hours worked times the minimum
wage. A minimum of two hours per worker per rehearsal or performance
is charged. For the summer months, Category I users may be required to
cover personnel costs on a per-use basis (summer fees will be based upon
budgetary allocations to the College of Fine Arts).
Category II
18
Appendix No.4
1. Rental Fees: None charged.
2. Equipment/Personnel Fees: During the academic year, equipment fees
general are not charged to Category I users, except in those instances
where the use of equipment results in an unusual expense to Turner
Auditorium (i.e., piano tuning, purchase of special gels, etc.). Personnel
fees may be charged per number of hours worked times the minimum
wage. A minimum of two hours per worker per rehearsal or performance
is charged. For the summer months, Category I users may be required to
cover personnel costs on a per-use basis (summer fees will be based upon
budgetary allocations to the College of Fine Arts).
Category El
1. Rental Fees:
First Hour of Use- $150
Second Hour of Use - $100
Third and All Succeeding Hours of Use - $25 (This charge
applies to hours contracted for over several days.)
Hours are determined according to the production plan and
are continuous. Accordingly, a Category IQ event with
eight rehearsal hours and a performance of three hours
would cost $150 plus 100 plus 9 times $25 for a total $475.
Gaps of unscheduled stage time (periods between
rehearsals) may be used for certain events (i.e., speaker)
even though the stage is taken with sets or other equipment.
2. Personnel/Equipment Fees:
The minimum personnel requirement for any rehearsal or
performance (whether or not admission is charged) is one
each:
Stage technician - two hours times minimum wage
House manager - two hours time minimum wage (when
audience is present)
(Turner Auditorium personnel are hired from a list of
trained stage assistants familiar with apparatus and
equipment of Turner stage and employed only through the
office of Dean of the College of Fine Arts.)
19
Appendix No .4
Personnel needs are determined during the planning
conferences with Turner staff. Follow spot operators,
lighting technicians, sound technicians, and miscellaneous
stagehands may be needed. These workers will be
employed by the Dean of the College of Fine Arts and
supervised by the Stage Technician. The cost of the
workers will be charged to the user.
A schedule of equipment rental charges is available
separately from the office of the Dean of the College of
Fine Arts.
The need for House Personnel (ushers, ticket takers, house
manager, box office staff) will be determined at the
planning conference. A member of the Turner Auditorium
staff will provide the user with an estimate of total costs
associated with the use of the auditorium.
Category IV
1. Rental Fees:
First Hour of Use - $200
Second Hour of Use - $150
Third and All Succeeding Hours of Use - $75 (applies to
hours contracted for over several days)
Hours are determined according to the production plan and
are continuous. Accordingly, an event with eight rehearsal
hours and a performance of three hours would cost $200
plus $150 plus 9 times $75 for a total of $1,025. Gaps of
unscheduled stage time (periods between rehearsals) may
be used for certain events (i.e., speaker) even though the
stage is taken with sets or other equipment.
2. Personnel/Equipment Fees: Same as Category IQ
Events with Admission Charges
Category I, II users: If an event has an admission charge, the user of the facility must
deposit the proceeds from ticket sales to a University account.
1. Users scheduling events with admission charges must conform
to University Business Office ticket procedures.
20
Appendix No.4
2. Ticket prices and ticket availability notices may not be
published until Turner Auditorium Staff certifies that the event has
received adequate planning and all necessary approvals.
Category IE, IV users: Users are free to set admission prices and handle admissions as
they see fit. Notwithstanding this general statement, University departments must deposit
funds in a University account and conform with University business practices and
policies.
Jointly Sponsored Events
Jointly sponsored events (i.e., events where official University departments and agencies
jointly sponsor an event with a non-university group) may be scheduled only in
accordance with the provisions of Ai^eeei^^
fto4r-€faap^ Policv^B-L Use
of University Facilities. Jointly sponsored events in Turner Auditorium are subject to the
following regulations:
1. Only official University departments and agencies may jointly
sponsor an event with a non-University group.
2. A jointly sponsored event must have approval from a Dean or
Vice - President and have self-evident educational implications.
3. A written agreement between the University department/agency
and the non-University group must be prepared after consultation
with the office of the Dean of the College of Fine Arts and the
Turner Facilities Manager. This agreement must be signed by the
appropriate Dean or Vice-President.
4. The University department/agency acting as sponsor agrees to
assume full responsibility for the event and all charges for damages
related to that event.
5. The Turner staff will work directly with the sponsoring
University department/agency rather that the non-University
group. The University agency will be considered the producer of
the event.
6. All advertising, promotion, and announcements of the event
must include the name of Stephen F. Austin State University and
be approved by the University joint sponsor.
7. The University agency sponsoring an event assumes
responsibility to assure that the use of Turner Auditorium does not
result in private gain for the non-University group.
21
Appendix No.4
General Operating Regulations
Regulations Applying to All Turner Auditorium Users:
1. Signs and displays: No signs, messages or other materials may be posted,
displayed, distributed, or announced in, on, or adjacent to Turner Auditorium by
the user of sponsor without prior written approval by the Dean of the College of
Fine Arts. Such materials may not be fastened to any part of the facility except in
spaces provided for the purpose and may not be permitted to interfere with crowd
movement and safety.
2. Advertising: All news releases, handbills, advertisements, television and radio
announcements or other media utilized to inform the public of a non-University
event to be held in Turner Auditorium must be approved by the Public Affairs
Office and also must carry a disclaimer, approved by the University General
Counsel, to the effect that use of Turner Auditorium does not imply endorsement
of the event by the sponsoring organization or the University.
3. Safety: Safety regulations, as determined by the Turner Auditorium Staff and
the University Safety Officer, will govern all areas of Turner Auditorium and the
Griffith Building.
4. Conduct: The user organization is responsible for the conduct of its
representatives, members, and guests while in the Griffith Building. Organizations
with a history of conduct violations during previous use of the Turner Auditorium
may be denied subsequent use.
5. Smoking: Griffith Fine Arts Center is designated as a No Smoking facility. That
means there shall be no smoking in the building!
6. Photographs and recordings: Each user is advised to make its policies
regarding the taking of photographs and/or recordings clear to the audience.
7. Broadcasts: Users must have prior written permission from Turner Auditorium
Staff to make any broadcasts, telecasts, master recordings, films, and transcripts
of performances. If consent is given, the user organization will furnish and install
all equipment necessary other than Turner equipment furnished and contracted for
by the user organization.
8. Hours: The user must specify daily clock hours of occupancy and may not
carry out activities in the facility other than at those times. The Turner Staff will
be in attendance and may be paid for by the user during all specified hours.
9. Personnel: Turner Auditorium operating personnel needed shall be determined
by the office of the Dean of the College of Fine Arts and the Turner Facilities
Manager. A minimal crew (Turner Auditorium technical crew for all events;
22
Appendix No.4
House management when an audience is present) is required. Any additional
technical and house personnel required as determined by the office of the Dean of
the College of Fine Arts shall be provided at the user's expense.
10. User Staff: Organizations may wish to use their own crews for tasks more
appropriately understood by their personnel (music stand and chair setup, prop
arrangements, etc.). This arrangement must be cleared by the office of the Dean of
the College of Fine Arts and Turner Facilities Manager in advance. Such
arrangement does not, however, release the user from the basic personnel charges
identified in other sections of this document.
11. Services: Technical and house needs and functions performed by Turner
Auditorium Staff on behalf of the use outside scheduled occupancy shall be paid
for by the user. All University equipment will be operated by trained personnel
employed by the University and/or approved by the Turner Facilities Manager.
12. Operating Code: Any user whose technical or house crew fails to operate and
maintain the facility according to the stated Operating Regulations shall be
required to use Turner staff for future events. Users who fail to abide by the
Operating Regulations may forfeit future use.
13. Payment for damages: All users and sponsors shall be responsible for
payment for damages to the facility, its fixtures and equipment, whether caused
by the user or its patrons, ordinary wear and tear excepted.
14. Pianos: Pianos owned by SFA may be provided for use on the stage. Any
tuning requested by the user organization may be billed at cost to the user. The
Dean of the College of Fine Arts will designate the piano to be used and the tuner
employed.
15. Stage work: All stage work shall be done at the user's expense under the
supervision of the Turner Facilities Manager. Prior approval must be secured as
indicated above if user organizations wish to employ their own personnel.
16. House equipment: A request to use Turner Auditorium equipment must be
made at pre-event conferences and involve individuals who have been designated
as competent and qualified by the Turner Facilities Manager.
17. Cleared stage: The user organization shall leave the stage and stage areas,
including dressing room, clear after the final performance, unless permission is
given for a longer storage period. Such permission is granted by Turner Facilities
Manager. If the stage is not cleared within the designated period, the Turner staff
will employ a cleanup crew for this purpose and assign charges to the user
organization. A user will be released from further responsibility only after
inspection by the Turner staff reveals the facility to be in satisfactory condition.
23
Appendix No.4
18. Concessions: The user organization shall not allow tobacco products,
beverages, food, gum, or refreshments of any kind to be sold, brought into, or
served on the premises. No refreshment shall be taken onto the stage, into the
backstage areas or into the Auditorium at any time.
19. Prior approval: The user organization will acquire written approval from the
Turner Facilities Manager before placing any equipment on the stage. The user
organization will acquire written approval from the Turner Facilities Manager
before a) erecting or operating any machinery or equipment run by electricity or
other power, or by b) installing any wires, electrical installations or other
appliances. All decorations shall be installed without defacing the building and
shall be subject to the supervision and approval of the Turner Facilities Manager.
The use of tape, nails, adhesives, tacks, screws, or similar articles on wall, floors,
or plaster surfaces is not allowed.
20. Cancellation: In most cases, should an event be canceled more than two
weeks before the scheduled performance date, no financial obligation will accrue
to the user organization. Should an event be canceled within two weeks of
performance, however, appropriate charges will be made.
21. Curtain time: Doors ordinarily open 30 minutes before curtain time. The
House Manager starts the performance. Normally, evening performances begin at
7:30 p.m.
22. Rental Payments: When applicable, payments for use of Turner Auditorium
will be made within thirty (30) days of the event.
Source of Authority: Board of Regents, President, Provost and Vice President for
Academic Affairs
Cross Reference: NeaeB-l Use of University Facilities
Contact for Revision: Dean of the College of Fine Arts
Forms: None
24
Appendix No.4
Delegated Purchasing Authority C-10
Original Implementation: Unpublished
Last Revision: ©esefeerfuh; 14, 20054
Stephen F. Austin State University adheres to a policy of centralized purchasing for the
purposes of:
1. insuring compliance with state and federal laws, rules, and regulations;
2. protecting the University from unauthorized acquisitions of supplies, equipment and
services;
3. providing budgetary control and coordination;
4. insuring fair and ethical business practices; and
5. providing savings through consolidation of requirements, standardization of
products where appropriate, and competitive bidding.
The Purchasing Department, under supervision of the Director of Purchasing and
Inventory, has sole authority for the negotiation and purchase of all goods and services
for the University with the exception of items listed in Policy D-20.5, Items Requiring
Board of Regents Approval, and the following specific delegations that exist under
proper administrative approval.
1. The Director of the University Libraries is authorized to purchase books, periodicals,
journals, and other related materials needed to maintain University resource material
collections.
2. The Curator of the Stone Fort Museum is authorized to purchase general
merchandise for resale in the museum gift shop.
3. The Physical Plant is authorized to make purchases up to $2000 with pre-assigned
requisition numbers for completion by the Purchasing Office with the same number.
4. Account Administrators are authorized to make local purchases of items costing
$500 or less through the Local Purchase Authorization procedures, Policy C-20.A.
56. Employees are authorized to make procurement card purchases of items costing
$2000 or less through the Procurement Card procedures, Policy C-44.
67. Employees without Procurement Cards or access to LPA's may make purchases
approved by the Account Manager, and request reimbursement ONLY when other
purchase options are not possible or available. Taxes will not be reimbursed.
78. Employees are authorized to provide to vendors authorized PO numbers issued by
the Purchasing office (Phone PO). In most cases the requisition must be entered and
25
Appendix No.4
approved on-line before the PO# is issued. When determined appropriate by the
Purchasing Office, the PO# may be issued without a requisition. In such cases, the
requisition must be entered on-line within 24 hours, and referencing the PO#.
89. Certain payments may be made by completing a voucher for submission to the
Controller's Office. See Policy C-31, Purchase Voucher.
94-0. All other purchases are to be submitted as a formal request for the Purchasing
Department to secure a good or service. See Policy C-30, Purchase Requisition.
All official correspondence other than that delegated above; i.e., bids, purchase orders,
correction, cancellations, etc. shall be issued by the Purchasing Department.
UNAUTHORIZED PURCHASES MADE OUTSIDE OF DELEGATED
AUTHORITY
Unauthorized purchases are purchases charged to the University without utilizing one of
the delegations stated above. Payment for unauthorized purchases will not be made by
the University with appropriated funds.
The department head approving an unauthorized purchase is responsible to insure that the
account used for payment has sufficient funds.
If payment of the unauthorized purchase and/or any late fees is not approved by the
appropriate department head, dean, vice president or president, the individual making the
purchase will be responsible for payment to the vendor or returning the item(s). Any
freight costs associated with receiving or returning the item(s) will be the responsibility
of the individual making the unauthorized purchase.
Source of Authority: Vice President for Business Affairs
Cross Reference: Policy D-20.5 Items Requiring Board of Regents Approval; Policy C-
20.A Local Purchase Authorization; Policy C-30 Purchase Requisition; Policy C-31
Purchase Voucher
Contact for Revision: Director of Purchasing and Inventory
Forms: None
26
Appendix No.4
Memberships C-17
Original Implementation: September 1, 1982
Last Revision: July 14§, 20053
All memberships are held in the name of the University. Memberships that clearly relate
to the University as a whole may be paid from the University's Institutional Membership
account, subject to available funding and President's approval. Memberships relating to
specific departments or functions are funded from departmental or college accounts.
Requests for approval of memberships are processed electronically through the online
Financial Records System (FRS) using Requisition Type 'DM'.
All.membersh.ips must faej^ This
approval may not be delegated
Memberships to be funded from the University's Institutional Membership account must
Source of Authority: Texas Government Code, Section 2113.104; President; Vice
President for Business Affairs
Cross Reference: Purchase Requisition, Policy C-30
Contact for Revision: Director of Purchasing & Inventory
Forms: Purchase R
27
Appendix No.4
Interagency and Interlocal Contracts C-18
Original Implementation: Unpublished
Last Revision: July 25-14, 20052
The purchase of goods or services from another agency of the state of Texas is allowed
by the Interagency Cooperation Act, except that a state agency may not enter into an
agreement or contract that requires or permits the agency to exceed its duties and
responsibilities or the limitations of its appropriated funds. An agency may purchase
goods, equipment and special or technical services including the services of an employee
through an Interagency Cooperation Contract.
The Purchase of goods or services from or by a political subdivision such as a city or
county government, school district, or junior or community college in agreement with a
State Agency is handled as an Interlocal Agreement, and is allowed so long as neither the
agency nor the political subdivision exceeds its duties and responsibilities or the
limitation of its appropriated funds or its governing board or commission.
A state agency may not provide services or resources to another agency that are required
by Article XVI, Section 21, of the Texas Constitution to be provided under a contract
awarded to the lowest responsible bidder. Printing services MAY NOT be purchased
through an Interagency or Interlocal Agreement.
SFA AS THE RECEIVING AGENCY
A requisition must be submitted to initiate an i|nter-agency or ilnterlocal purchase where
SFA is the receiving agency. The requisition must include the following:
a. the kind and amount of goods or services to be provided;
b. the basis for computing reimbursable costs; and
c. the maximum cost during the period of the agreement
If the cost will be $50,000 or greater a formal agreement must be completed in addition
to the requisition and including the same information above, and Board approval must be
obtained.
SFA AS THE PERFORMING AGENCY
The Purchasing Office is not involved. If the estimated cost of the goods or services is
less than $50,000 the department must document the exchange through some type of
informal letter of agreement or memoranda. If the cost is $50,000 or greater, a formal
written agreement signed by both agency heads is required, and SFA Board approval
28
Appendix No.4
must be obtained. An Interlocal Agreement requires a formal written agreement
regardless of the dollar amount. The written agreement must include the following.
a. the kind and amount of goods or services to be provided;
b. the basis for computing reimbursable costs; and
c. the maximum cost during the period of the agreement
An agency shall reimburse another agency for the goods or services provided with an
interagency voucher payable to the providing agency or electronically as prescribed by
the Uniform Statewide Accounting System. A reimbursement received by an agency for
goods or services provided shall be credited to the appropriation items or accounts from
which the agency's expenditures for goods or services were made.
An agency shall reimburse or be reimbursed by a political subdivison for the goods or
services provided through the issuance and payment of an invoice
Source of Authority: Texas Government Code, Title 7, Chapter 771 and Chapter 791;
Texas Constitution, Article XVI, Section 21; President; Vice President for Business
Affairs
Cross Reference: Purchase Requisition Policy C-30; Items Requiring Board of Regents
Approval Policy D20.5
Contact for Revision: Director of Purchasing and Inventory
Forms: Purchase Requisition; Interagency Transaction Voucher (available in Controller's
Office)
29
Appendix No.4
Year-End Purchasing C-40
Original Implementation: April 5, 1984
Last Revision: July 145, 20053
The State fiscal year is September 1 through August 31 and the following rules and
regulations apply to year-end transaction processing.
Consumable/expendable supply items are to be charged to the fiscal year in which they
are delivered. The cost of consumable supplies ordered in one fiscal year and delivered in
the next fiscal year may be charged to the prior year only if the following conditions
exist:
1. delay causing delivery in the later fiscal period was beyond control of the agency;
2. delivery could have reasonably been expected to occur during the fiscal year in which
the order was placed; and
3. the quantity ordered could have been consumed during the fiscal year in which it was
ordered had delivery occurred as originally anticipated.
Services are to be charged to the fiscal year in which they are delivered.
Capital equipment purchases <no«-conmmi^^
vegrjf are to be charged to the fiscal year irTwiiic^
purchases may be charged to the year of delivery as long as the appropriation for the year
in which delivery will occur exists, (General Appropriations Act has been signed by the
Governor) and payment is not made prior to September 1 of the new fiscal year.
Payments under a lease-purchase agreement are to be charged to the fiscal year in which
the payment is made.
Subscriptions, maintenance contracts, post office box rental, insurance and surety
or honesty bonds are chargeable to the fiscal year in which they begin and may be paid
in full from that fiscal year regardless of whether the purchase covers more than one
fiscal year. This rule supercedes other rules relating to consumable items, services, or
capital equipment.
Seminar and conference expenses related to conducting or attending the same are to be
paid from the fiscal year in which the seminar or conference occurs, unless it is
determined to be cost-effective to use current fiscal year funds to pay for conducting or
attending a seminar or conference that will occur partly or entirely during a different
fiscal year. This rule supercedes other rules relating to consumable items, services, or
capital equipment.
Utility services are to be charged to the fiscal year in which the service is provided
except that a prior fiscal year may be used to pay for September services of the next fiscal
30
Appendix No.4
year. This rule supercedes other rules relating to consumable items, services, or capital
equipment.
A ^Combined ^Purchase of at least two consumable items, services and capital assets
should follow the year-end rules according to the dominant purpose of the contract.
A'Iforehage is contractually exercised feF4fee-toj>urchase
af-a consumable item, service, or capital equipment should follow the year-end rules
according to the good or service for which the option is exercised.
Each spring, the Purchasing Department notifies University departments of annual
deadlines to allow compliance with state deadlines and to allow adequate order
processing time for current year orders. Once a deadline has passed, orders received after
that date will be processed against the new fiscal year unless one of the above year-end
rules applies.
Requisitions received prior to a deadline date will be processed on current fiscal year
funds unless properly identified as a next fiscal year requisition following the instructions
provided through the Purchasing List-serv.
Source of Authority: 34 TAC, Part 1, Chapter 5, Subchapter E, Rule 5.56; President;
Vice President for Business Affairs
Cross Reference: None
Contact For Revision: Director of Purchasing and Inventory
Forms: None
31
Appendix No.4
Property Inventory and Management C-42
Original Implementation: September 28, 1996
Last Revision: FebmxHy4h|hQ4, 20054
Centralized property management and control is performed by the Purchasing and
Inventory Department. The Director of Purchasing and Inventory and the Property
Managers are responsible for the overall management of University equipment,
maintenance and control of centralized inventory records, and disposition of surplus,
salvage and scrap. (See Property Transfer and Disposal Policy B-24). Property acquired
under Federal or State grants and contracts is inventoried and maintained according to the
same guidelines of the University's centralized property management and control
described herein.
In accordance with Texas Government Code Ann. Sec. 403.271(a) through 403.278,
Stephen F. Austin State University will comply with the State Property Accounting
Policies and practitioner's standards as outlined in the State Property Accounting Policy
and Procedures Manual. Stephen F. Austin State University shall be certified as an
internal agency.
PROPERTY DEFINITIONS
Items are added to the SPA centralized inventory records at the time of acquisition and
are carried in the system at original cost value until disposed of through surplus. The
Property Manager is responsible for assignment and control of inventory numbers.
Inventory control tags are normally applied by Central Receiving prior to delivery or by
property office representatives after delivery. As outlined in the State Property
Accounting (SPA) Policy and Procedure Manual, property will be added to centralized
inventory records as follows:
Capitalized Equipment
All equipment with a useful life of greater than one year and a value of $5000 or more
Controlled Equipment
All equipment with a useful life of greater than one year and a value greater than $500 in
the following commodity groups:
fax machines, telecopiers (deleted effective 9/1/05)
stereo systems
cameras
TV, VCR DVD player, camcorder, any combination of these units
^^microcomputers, servers and laptops
printers
data projectors (added effective 9/1/05)
32
Appendix No.4
All equipment with a useful life of greater than one year and any value in the following
commodity groups:
firearms of any type
University Controlled Equipment
The Property Manager has determined that the following items will be added to
centralized inventory records with a useful life of greater than one year and at any value:
microcomputers, servers*~aHtl laptopsjm^handfagld computers
monitors
printers
scanners
digital cameras-#B:etatfag-^
palm pilots
PDAs
additional item(s) that the department head feels may be subject to a high risk of theft
(requires Property Manager approval)
PROPERTY RESPONSIBILITY
Property responsibility is delegated by the President of the University through the
Director of Purchasing and Inventory to two Property Managers. The chair or
administrative head of a department is designated as the "Property Manager" for the
department. The department head may not delegate this responsibility. However,
individual custodians of property will be held responsible for the proper maintenance and
safekeeping of property entrusted to them.
All University employees will be provided a written document for acknowledgement that
he/she will from time to time be entrusted with the proper maintenance and safekeeping
of State and University property. The Property Liability Acknowledgement Form (see
Policy B-34 Property Liability) will also declare the employee's understanding that
he/she will be held pecuniarily responsible for any property determined to be missing or
stolen due to employee negligence.
PROPERTY RESPONSIBILITY WITH CHANGE IN DEPARTMENT HEAD
Out-Going Department Head
When there is an administrative change in department heads, the out-going department
head (interim or permanent) must request from the Property Manager a current list of
inventory items for which he/she is accountable. Verification of all items must be
completed and the Change in Department Head form signed by the out-going department
head within 30 days prior to the individual's last day. Verification of property includes
documenting that all items are accounted for and in good condition. Any property that is
not accounted for will be investigated to determine if it is missing or stolen due to
employee negligence. If negligence is determined, a written demand for reimbursement
from the person(s) responsible for the loss will be issued by the State Attorney General's
Office.
33
Appendix No.4
In-Coming Department Head
The incoming department head (interim or permanent) must request from the Property
Manager a current list of inventory items for which he/she will be accountable.
Verification of all items must be completed and the Change In Department Head form
signed by the incoming department head within 30 days of the individual's first day.
Verification of property includes documenting that all items are accounted for and in
good condition. Any property that is not accounted for will be investigated to determine
if it is missing or stolen due to employee negligence. If negligence is determined, a
written demand for reimbursement from the person(s) responsible for the loss will be
issued by the State Attorney General's Office.
PROPERTY MAINTENANCE AND VALIDATION
Each department head is to exercise care and control over the assets for which he/she is
responsible. Property should be monitored on a perpetual basis. Location changes are to
be reported to the Property Manager as they take place. Transfers to surplus or other
departments must have prior approval of the Property Manager. (See Property Transfer
and Disposal Policy B-24) Missing or Stolen Property must be reported immediately.
Annual Physical Inventory Audit
To validate the accuracy of property records, an Annual Physical Inventory Audit is
conducted February through April of each year. During this Annual Physical Inventory
Audit each department head is responsible to physically count and verify by tag number
and room location all items on the official departmental inventory. Each item on the
report must be physically marked showing verification of the item and its location or
documented as to the reasons for not being verified. Responses will be due from
custodian departments within 45 days. The annual property report is due to SPA 45 days
from the department due date. Each department head shall sign an Annual Inventory
Audit Receipt and return it to the Property Manager along with a documented copy of the
departmental inventory. The receipt will include the following statement:
"I understand that I or the employees in my department are under financial liability for
loss or damage to this (these) item(s) if the loss or damage results from my negligence,
intentional act, or failure to exercise reasonable care, safeguard, maintenance, or
servicing."
Spot-Check Validation
Property validation spot-checks will be conducted by Property personnel in a routine
fashion to allow independent verification. Other spot-checks will be performed when
necessary. Spot-checks will not be performed during annual inventory (January-April).
Monthly Transaction Statements
Transaction statements listing all additions and deletions to the departmental inventory
are mailed out monthly. These transaction statements are to be updated with building and
34
Appendix No.4
room information and the name of the individual in possession of the property and
returned to the Property Manager.
Adjustment Of Property Records
When the need arises to alter the description or change the location of an item on a
departmental inventory, the person responsible for the department's inventory must
initiate a memo or email to the Property Manager listing the inventory number(s),
description and the change(s) desired.
The following fields must be updated throughout the year as changes occur:
L Responsible Department Name - this will only be changed for the following reasons: a)
through means of a transfer form when property is transferred between departments; b) if
it is determined that an error was made in the original entry; c) department has a name
change
2. Building and Room Location
3. End User Name
4. Department Chair Name
5. Serial Number - this will only be changed when it is determined that an error was made
in the original entry or that original equipment has been returned to the company and
replaced.
6. Description - this will only be changed when it is determined that the equipment has
not changed but that a more accurate description is needed to facilitate the physical
inventory process.
USE OF STATE PROPERTY
State/University property may be used only for state purposes. Non-consumable state
property in the custody of any Stephen F. Austin State University employee may not be
loaned, sold, traded, thrown away, cannibalized, or disposed of in any manner without the
prior authorization of the Property Manager. (See Property Transfer and Disposal Policy
B-24)
Removal Of Property From Campus
State/University property may be removed from the campus only for official business of
the University or another State Agency. When so removed, the individual removing it
assumes pecuniary responsibility.
If such property is to be removed, the department head responsible for the equipment
should prepare and sign a "Removal of Equipment From Campus " form. The inventory
35
Appendix No.4
number, date of purchase, description and inventory value may be obtained from the
departmental inventory printout provided by the Property Manager.
The original of the completed form should be sent to Purchasing and Inventory prior to
physical removal of the equipment from campus. A copy should be kept for departmental
inventory records. A follow-up audit will be made by the Property Manager on the date
equipment is to be returned to the University. If an extension of time is needed, contact
the Property Manager.
The Removal of Equipment from Campus form must also be filled out for equipment
being removed with an indefinite return date. The Department Head will be required
annually to verify the status of all such equipment. This verification will be initiated via a
memo from the Property Manager and will be separate from the Annual Physical
Inventory Audit.
Loaning Property To Another Agency
When State/University property is loaned to another agency the President must approve
the loan of the property in writing and receipt of the property must be acknowledged in
writing by the head of the borrowing agency.
MISSING OR STOLEN PROPERTY
Any equipment discovered to be 'missing' or 'stolen' must be reported IMMEDIATELY.
Missing property is to be reported to the Property Manager. Stolen property is to be
reported to BOTH the Property Manager and the University Police Department.
Missing Property is defined as any personal property that has disappeared with no
explanation.
Missing property must be reported to the property manager IMMEDIATELY upon
recognition of the loss. The department head must complete a Missing or Stolen Property
Report in full with a detailed report of the loss; i.e. last known location, last date seen,
date of discovery of loss, etc. This form must be submitted to the Property Manager
within 24 hours of notification. The Property Manager is required to update the property
records IMMEDIATELY for electronic notification to the State Comptroller's Office.
Missing property will remain on the department's inventory for two (2) years and will be
clearly marked as 'Missing'. The department head must continue to search for the
missing property during the 2-year time period. At the end of two (2) years the property
will be removed from centralized inventory records upon approval from the State
Comptroller's Office. In the event of employee negligence, the Property Manager must
fax a copy of the Missing or Stolen Report to the Office of the Attorney General within 5
working days of the occurrence.
36
Appendix No.4
Any appropriations withheld from the University due missing property based on the Fy
02-03 Appropriations Bill, section 9.03, will be deducted from the budget of the
department responsible for the equipment.
Stolen Property is defined as any personal property missing by known theft, whether by
forced removal, burglary, theft by employees, or other criminal acts.
Stolen property must be reported to the Property Manager IMMEDIATELY and
University Police within 48 hours of recognition of the loss. The department head must
complete a Missing or Stolen Property Report in full with a detailed report of the theft;
i.e., last known location, last date seen, evidence of theft, date of discovery of loss, etc.
Both the Missing or Stolen Property Report AND a Police Report must be submitted to
the Property Manager; and the Property Manager must report the theft to the State
Comptroller IMMEDIATELY. In the event of employee theft, the Property Manager
must fax a copy of the Missing or Stolen Report to the Office of the Attorney General
within 5 working days of the occurrence.
Failure to report to the Property Manager IMMEDIATELY, thus allowing reporting to
the State Comptroller or Attorney General within the required timeframe, may result in
the stolen property being report as missing property with possible employee negligence.
EMPLOYEE NEGLIGENCE
When the President has reasonable cause to believe that any State/University property has
been lost, stolen, damaged, or destroyed through the negligence or fault of an employee,
it must be reported to the Attorney General.
When equipment is reported Missing or Stolen, the department head must make an initial
determination of whether negligence was involved in the loss of the property. The
Property Manager will investigate? including requiring completion of a follow-up
questionnaire, the circumstances surrounding all property reported missing and make a
further determination of negligence. If the Property Manager determines that negligence
is involved, the Department Head, Attorney General's Office, Director of Purchasing,
SFA Audit Services and Vice President for Business Affairs will be notified immediately.
The Attorney General's Office will investigate and make a final determination of
negligence. If the final determination is negligence, the Attorney General's Office will
make a written demand for reimbursement from the person(s) responsible for the loss.
A person is pecuniarily liable for the loss sustained by the state if: (1) agency property
disappears, as a result of the failure of the head of an agency, property manager, or
agency employee entrusted with the property to exercise reasonable care for its
safekeeping; (2) agency property deteriorates as a result of the failure of the head of an
agency, property manager, or agency employees entrusted with the property to exercise
reasonable care to maintain and service the property; or (3) agency property is damaged
or destroyed as a result of an intentional wrongful act or of a negligent act of any state
official or employee.
37
Appendix No.4
Source of Authority: Texas Government Code Ann. Sec. 403.271(a) through 403.278;
2203.004; President; Vice President for Business Affairs
Cross Reference: Property Transfer and Disposal Policy B-24: Property Liability Policy
B-34
Contact for Revision: Director of Purchasing and Inventory
Forms: Change In Department Head (available on the ITS Forms Server), Annual
Inventory Audit Receipt (provided with Annual Inventory Packet), Removal of
Equipment from Campus (available on the ITS Forms Server), Missing or Stolen
Property Report (available on the ITS Forms Server), Police Report (available from
University Police Department)
38
Appendix No.4
Appearances Before the Board of Regents D-4
Original Implementation: January 19, 1988
Last Revision: January 30, 2001 My 14, 2005
1. Special appearances as requested by the Board or President: The Chair of the
Board of Regents or the President may invite individuals to appear before the
Board or one of its committees for specific purposes. The Chair of the Faculty
Senate and the President of the Student Government Association shall have the
opportunity to provide a report at each quarterly Board meeting. Other individuals
or group representatives wishing to appeal' before the Board shall file a written
request with the President at least seven working days before the appropriate
meeting. The written request shall include a statement of the purpose for which an
appearance is requested, the nature of the information to be presented and the
names of those who will speak to the Board. The President will submit the request
to the Chair of the Board, who will grant the request, deny the request or provide
for an appearance before an appropriate committee of the Board. The individual
making the request shall be notified of the Chair's decision by the President.
2. Requests to address the Board: Requests to appeal' before the Board to make
comments on a specific agenda item must be received by the Assistant to the
Board in writing no later than twenty-four (24) hours before the Board meeting at
which the individual wishes to speak. The request should set out clearly the nature
of the subject matter to be presented relating to a specific Board agenda item. In
making a request to appear before the Board, individuals must give their names
and any relevant title or affiliation. Comments regarding non-posted agenda items
may be submitted to the Assistant to the Board in writing, at any time, for
distribution to the Regents.
3. Time allocation: The Board will allow up to twenty (20) minutes for public
comment per agenda item. An individual speaker will be permitted three (3) to
five (5) minutes for a presentation. The Board will allow a total of up to ninety
(90) minutes for public comments per regular quarterly meeting. Copies of
speakers' comments, and/or other written materials for distribution to the Board of
Regents will be accepted. Public comments will take place during the scheduled
public comment period at the beginning of each regular quarterly meeting.
4. Other meetings: While a specific period for public testimony will be limited to
the regular quarterly meetings, written comments are welcome for any scheduled
meeting of the Board of Regents. Forward one copy of your comments to the
Assistant of the Board for distribution to the Regents.
39
Appendix No.4
5. Scheduling of speakers: When the number of requests to address the Board at a
given session and for a specific agenda item exceeds the time available, requests
will be approved based on the order the written request was received by the
Assistant to the Board. If, by virtue of time or other constraint a speaker is not
able to present his/her comments, said comments will be accepted and distributed
to the Board of Regents at the meeting.
6. Special Requests: Special requests to appeal' before the Board for comments at
times other than the regular quarterly meetings can be submitted to the Assistant
to Board for consideration by the Chair of the Board of Regents.
Source of Authority: Board of Regents Rules and Regulations; Texas Education Code.
Chapter 51, Section 51.355
Cross Reference: None
Contact for Revision: President
Forms: None
40
Appendix No.4
Hazing D-16
Original Implementation: September, 1987
Last Revision: October 23, 2003July 14, 2005
Stephen F. Austin State University is unequivocally opposed to any activity by an
organization or individual(s) within the organization that is herein defined as hazing.
Definitions
Hazing. Any intentional, knowing or reckless act occurring on or off campus by one
person alone or acting with others, that endangers the mental or physical health or safety
of a currently-enrolled or prospective student for the purpose of new member intake,
being initiated into, affiliating with, holding office in, or maintaining membership in that
organization.
Hazing acts include but are not limited to:
1. any type of physical brutality such as whipping, beating, striking, branding,
electronic shocking, placing a harmful substance on the body, or similar activity;
2. any type of physical activity such as sleep deprivation, exposure to the elements,
confinement in a small space, calisthenics or other activity that subjects the
student to an unreasonable risk of harm or that adversely affects the mental or
physical health or safety of the student;
3. any activity involving consumption of a food, liquid, alcoholic beverage, liquor,
drug or other substance that subjects the student to an unreasonable risk of harm
or that adversely affects the mental of physical health of the student;
4. any activity that intimidates or threatens the student with ostracism, that subjects
the student to extreme mental stress, shame, humiliation, that adversely affects the
mental health or dignity of the student or discourages the student from entering or
remaining registered at the institution, or that may reasonably be expected to
cause a student to leave the organization or the institution rather than submit to
the acts described in this policy;
5. any activity that induces, causes, or requires the student to perform a duty or task
which involves a violation of the Penal Code.
Committing an Offense. The organization and any individual involved in hazing
commits an offense by:
1. engaging in hazing;
2. soliciting, encouraging, aiding or directing another engaging in hazing;
41
Appendix No.4
3. intentionally, recklessly or knowingly permitting hazing to occur;
4. having first-hand knowledge that a specific hazing incident is being planned or
has occurred and failing to repoit said knowledge in writing to the Judicial
Officer.
Organization Hazing Offense. An organization commits an offense if the organization
condones or encourages hazing or if an officer or any combination of members, pledges,
or alumni of the organization commits or assists in the commission of hazing.
Consent It is not a defense to prosecution of an offense that the person against whom the
hazing was directed consented to or acquiesced in the hazing activity.
Penalties - University
Individual. Each individual committing an offense is subject to University penalties
ranging from probation to expulsion.
Organization. Student organizations committing an offense may be placed on University
probation and are subject to withdrawal of University recognition.
Penalties - Criminal
Individual. Penalties relative to criminal prosecution range from a fine of $2,000and/or
180 days in jail for failure to report a hazing incident to a fine of $10,000 and two years
in jail for an incident which causes the death of a student.
Organization. The student organization may be penalized with a fine of up to $10,000 or
double the expenses involved due to the injury, damages or loss.
Notice of Policy
To General Campus Community. This policy shall be published in the General
Bulletin, SFASU Website, and the Schedule of Classes and The Pine Log so as to cause
all students to be aware of the provisions of this policy.
Of Offenders. A list of organizations that have been disciplined for hazing or convicted
for hazing on or off campus during the previous three years shall, be published in the
same manner be included each time this policy is published. The three—year publication
will begin as soon as the organizations"an organization's name can be placed in the next
printing of the General Bulletin .first available printing of one of the above named
publications. A date in parenthesis following an organization's name will indicate the last
year the organization will be included.
42
Appendix No.4
Source Of Authority: V.T.C.A., Education Code, sees. 37.151 to 37.157; V.T.C.A.,
Education Code, sees. 51.936;- Board of Regents; President; Vice President for
University Affairs
Cross Reference: SFASU Web pages-, General Bulletin
Contact For Revision: Judicial Officer
Forms: None
43
Appendix No.4
Student Discipline D34
Original Implementation: January 19, 1988
Last Revision: February t 200Uulv 14, 2005
Rules Of Procedure In Student Disciplinary Matters
Contents
V. Introduction
VI. Definitions
VII. Rights of Charged Students in Disciplinary Proceedings
VIII. Rights of Victims in Disciplinary Proceedings
IX. Evidence and burden of Proof
X. Confidentiality Standards
XI. Penalties
XII. Residence Hall Policy Violation Procedures
A. Informal Disposition for Residence Hall Policy Violations
1. Informal Hearing Procedures
2. Right of Appeal
3. Status During Appeal
4. Record of Hearing
B. Formal Disposition for Residence Hall Policy Violations
1. Formal Hearing Procedures
2. Right of Appeal
3. Status During Appeal
4. Record of Hearing
XIH. Student Conduct Code Violation Procedures
A. Informal Disposition for Student Conduct Code Violations
1. Informal Hearing Procedures
2. Right of Appeal
3. Status During Appeal
4. Record of Hearing
B. Formal Disposition for Student Conduct Code Violations
1. Formal Hearing Procedures
2. Scope of the Committee
3. Determinations and Official Report
4. Other Procedural Questions
5. General Rules of Decorum
6. Right of Appeal
7. Status During Appeal
8. Record of Hearing
I. Introduction
44
Appendix No.4
The following Rules of Procedure in Student Disciplinary Matters are adopted to ensure
that the University will fulfill the requirements of procedural due process in student
disciplinary proceedings, that the Stephen F. Austin State University Student Conduct
Code and Residence Hall Policies may be secured to all students and that the disciplinary
procedures within Stephen F. Austin State University shall be definite and determinable.
These Rules of Procedure shall be followed in any disciplinary proceeding commenced
after the beginning of the Fall semester, 500^2005, subject to the authority of the Board
of Regents and the authority delegated to the President of the University to exercise
jurisdiction over disciplinary matters of the University.
II. Definitions
As used in these rules, the following definitions shall apply:
Advisor: An individual accompanying a charged student in a hearing. The advisor may
be anyone of the charged student's choice. The advisor may provide counsel to the
charged student but may not participate in the hearing through questioning or making
statements to any other hearing participant.
Appeal: The exercise of the right of review by the charged student or the individual
designated as the appellate authority of the full record of a disciplinary hearing and the
sanction imposed by a hearing officer or board.
Hall Director: The individual charged with the administration of a residence hall that
will initiate the proceedings to be followed when a residence hall infraction has occurred.
Judicial Board: The panel that is authorized to conduct hearings and to impose sanctions
regarding residence hall infractions committed by residence hall occupants. The Board
shall be composed of two (2) volunteer residence hall students, one (1) Resident
Assistant, and one (1) Hall Director who serves as the chair.
Judicial Officer: As used in these procedures, the Judicial Officer is charged, as a
designee of the Vice President, with the daily responsibility for the administration of
these disciplinary procedures. Specifically, the Judicial Officer conducts informal
hearings for alleged conduct code violations, has appellate authority over residence hall
violation hearings, presents the University's case in formal hearings before the Student
Conduct Committee and serves as custodian of all Student Conduct Code disciplinary
hearing records.
Student: A person having once been admitted to the University who has not completed a
chosen course of study and who intends to or does continue that course of study at the
University. For the purposes of these rules, student status continues whether the
University's academic programs are in session or not.
45
Appendix No.4
Student Conduct Code: University Policy D34.1, which describes the types of
behaviors and situations for which students and student organizations will be held
accountable.
Student Conduct Committee: As used in these procedures, the Student Conduct
Committee is that body which is authorized to conduct formal hearings and impose
sanctions for alleged Student Conduct Code violations and to serve as the appellate
authority over informal hearings for alleged Student Conduct code violations. The
Committee shall be composed of one (1) faculty/staff member, one (1) student and one
(1) faculty/staff Chair. The Chair, appointed by the President of the University, shall hold
the position on a permanent basis and shall preside at all disciplinary hearings of the
Committee, unless another faculty/staff member is appointed to preside by the Chair for
reasons of scheduling or conflict of interest. The initial pool of committee members shall
consist of five (5) faculty/staff appointed by the President of the University and the
student member of the Committee from a pool of five (5) students appointed by the
President of the Student Government Association. Each Committee member shall have a
vote.
University-recognized Medium: Any form of communication officially recognized by
the University. Examples include but are not limited to postal mail, campus mail, hand
delivery and email to a University account.
Vice President for University Affairs: As used in these procedures, the Vice President
for University Affairs is charged with the primary responsibility for the administration of
these disciplinary procedures and is the appellate authority for Student Conduct
Committee hearings. The Vice President may appoint designees to administer
disciplinary procedures in addition to or in the absence of the Judicial Officer. These
designees shall follow the same procedures as outlined for the Chief Judicial Officer.
HI. Rights of Charged Students in Disciplinary Proceedings
Any student charged with violating Residence Hall Policy or the Student Conduct Code
will be notified through a University-recognized medium to contact the appropriate
hearing official for a hearing on the alleged misconduct. The notice will include the date
of the alleged violation and the specific provision of the Policy or Code in question. The
rights outlined below will be accorded to any student in a formal or informal hearing for
an alleged violation of the Student Conduct Code and for formal hearings for an alleged
violation of Residence Hall Policy. A student is not afforded the right of an advisor in an
informal hearing for an alleged infraction of Residence Hall Policy due to the nature of
these types of offenses and the short timeframe allowed for a case to be resolved.
a. to be present at the hearing;
b. to have an advisor of the charged student's choice appear with the
student and to consult with such advisor during the hearing except as
stated in the previous paragraph;
46
Appendix No .4
c. to hear or examine evidence presented against the charged student;
d. to make any statement in mitigation or explanation of the conduct in
question;
e. to be informed in writing of the finding and any sanction imposed;
f. to appeal the finding and sanction to the proper authority;
g. to waive hearing deadlines as outlined in these procedures;
h. to have and cross-examine witnesses.
IV. Rights of Victims in Disciplinary Proceedings
Some actions that violate University rules involve victimization of one or more students
by a student(s). This behavior may include physical violence and other acts that endanger
the safety of others in the University community. If a person has filed a-eemplaint and is
identified as a victim of a nonforcible sex offense or other violent criminal offense
resekkig in bodily injury, that person is entitled to certain rights during the disciplinary
process.
If a complaint is filed with the Judicial Officer, it is important to remember that the
accused student is being charged with violating a University rule or regulation; therefore,
the University is ultimately responsible for initiating charges, imposing sanctions if the
charged student chooses to admit the violation, implementing the hearing process, and
determining sanctions following a finding of gmfaesponsibility. Although a victim's
input may be sought during the disciplinary process, the ultimate disposition of the case
rests with the University. If a victim withdraws the complaint during the course of the
disciplinary proceeding, the University reserves the right to proceed with the case on the
basis of evidence other than the testimony of the victim.
During the course of a disciplinary proceeding, a_victims of an alleged violent criminal
offense or nonforcible sex resulting in bodily injury have has_the following rights:
a. to meet with the judicial officer to discuss the disciplinary process.
b. to submit a written account of the alleged incident.
c. to be advised of the date, time and location of the disciplinary hearing,
and to request rescheduling for good cause.
d. to be present at the hearing and to be accompanied by an advisor of the
victim's choosing during the hearing process, although the advisor will
not be permitted to speak for the victim during the hearing.
e. to testify as a witness during the hearing. All alleged victims of any
violation involving sexual offenses or assault have the option to use
a&An intercom or other remote audio or video device, so that they may
may be used in hearings to allow a victim to testify and respond to
questions and cross-examinations without face-to-face contact with the
alleged perpetrator.
f. to decline to testify, with knowledge that such action could result in
dismissal of the University's charges for lack of evidence.
47
Appendix No.4
g. to make an impact statement, either in person or in writing, to the
hearing officer or Student Conduct Committee for consideration
during the sanctioning phase.
V. Evidence and Burden of Proof
In all disciplinary proceedings, the University bears the burden of proof by a
preponderance of the evidence. Preponderance of the evidence means proof which leads a
reasonable person to find that the fact in issue is more probable than not. It is evidence
that is of greater weight or more convincing than the evidence offered in opposition to it.
The rules of evidence do not apply in any hearing nor are the proceedings to be
conducted as judicial trials; however, care shall be taken to comply with the intent of the
procedural safeguards provided by these rules. All hearings are closed to the public.
VI. Confidentiality Standards