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Stephen F. Austin State University Minutes of the Board of Regents Nacogdoches, Texas January 28,2003 Volume 188 TABLE OF CONTENTS Page 03-10 Approval of Minutes of October 17, 2002; November 19,2002; December 20, 2002; and January 9, 2003 { 03-11 Personnel A. Faculty and Staff Appointments for 2002-03 , 1 B. Changes of Status 2 C. Retirements 3 D. Voluntary Modification of Employment. 3 03-12 Academic Affairs A. Faculty Workload Report for Fall 2002 3 B. Last Class Day Report 3 C. Approval to Offer M.Ed. Program in Educational Leadership 3 D. Approval of the Charter School Contract and Constitution 3 E. Master of Professional Accountancy 4 03-13 Financial Affairs A. Rental Fleet Vehicle Replacements 4 B. Intranet Portal 4 C. Wireless Access - Science Research Center and Todd Beef Farm 4 D. Resolution to Review Qualified Investment Brokers and Financial Institutions 4 E. Resolution to Acknowledge Review of Investment Policy and Strategy 4 F. Purchase of Computer Servers 4 03-14 Construction Manager for University Center Renovations/Additions: J. E. Kingham Construction 5 03-15 Buildings and Grounds A. Roof Replacements - Music, Griffith Fine Arts, Human Sciences South, Norton HPE Complex, Mays Hall, and Steen Hall 5 B. Exterior Cleaning and Waterproofing - Chemistry, McGee, McKibben, Rusk (steps) 5 C. Chilled Water Unit Replacements 5 D. Emergency Power Supply - Computer Center 5 E. Elevator upgrades - ADA, Fire Safety, Elevator Operation Codes 5 F. Public Area Renovations - McGee and McKibben Buildings 5 G. Facility Renovations - 2200 North Street 6 H. Building Upgrades and Enhancements - Griffith Fine Arts Building 6 I. Stormwater Drainage System - HPE to Starr Avenue and HPE across Wilson Drive 6 J. Campus Lighting 6 K. Opera House (Downtown Gallery) Lease 6 L. University Center Architect 6 M. University Chapel Exploratory Committee 6 N. Equine Facility 6 03-16 Policy Revisions 7 A-04 Academic Programs and Curricula PI A-05 Add/Drop P2 A-7 Advanced Placement P3 A-20 Graduate Assistantships P4 A-22.1 Instructor Generated Material P5 A-23 Interlibrary Loan P7 A-26 Library Lending P9 A-29 Library Public Address System P10 A-31 Meeting and Conducting Classes Pll A-35 Library Online Search........ P12 A-36 Out of State ...'. P13 A-40 Satisfactory Academic Progress P17 A-41 Grade Reporting P20 B-ll Hall 20 Guest Rooms P21 C-11 Departmental Accounting Responsibilities P23 C-13 Food Purchases P24 C-35 Returned Checks P25 C-47 Budget Control P26 D-ll Emergency Management Plan P27 D-17 Health & Safety P37 D-19 Illicit Drugs and Alcohol Abuse P40 D-20.5 Items Requiring Board of Regents Approval P47 E-15 Employee Conduct P50 E-31A Library Faculty P52 E-33 Nepotism.. : P57 E-39 Personnel Action Request P58 E-40N Probationary Period of Employment P61 E-43.5 Risk Management P62 E-47 Sick Leave ...P68 E52N Time Sheets P70 E-63 USA Patriot Act P74 F-13 Faculty-Staff ID Cards P75 F-3 Bookstore Special Orders P76 F-4 Bookstore Textbook Orders P77 NEW E-Mail, Students Only P78 NEW Educational Assistance Plan P80 NEW Employee Training P81 MINUTES OF THE MEETING BOARD OF REGENTS STEPHEN F. AUSTIN STATE UNIVERSITY NACOGDOCHES, TEXAS JANUARY 28, 2003 The meeting was called to order at 9:07 a.m. by Chair Mike Enoch. Board members present in Room 307: Penny Butler, Margarita de la Garza-Grahm, Kenneth James, Gary Lopez, Susan Roberds, Lyn Stevens, Mike Wilhite, Fred Wulf. Executive Session was announced at 9:15; returned to Open Session at 10:54. 03-10 Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye, it was ordered that the minutes of October 17, 2002; November 19, 2002; December 20, 2002; and January 9, 2003 be approved. 03-11 Upon motion of Regent Stevens, seconded by Regent Lopez, with all members voting aye, it was ordered that the following Personnel items be approved. A. Faculty and Staff Appointments for 2002-03 1. Human Sciences Ms. Darla R. Daniel, Assistant Professor, Ph.D. (Texas Tech University), at a salary of $45,000, for 100% time for nine months, effective January 1, 2003. 2. Human Services Dr. Victor Vodounou, Assistant Professor, Ph.D. (New Mexico State University), at a salary of $42,000, for 100% time for nine months, effective January 1, 2003. Dr. Scott Whitney, Assistant Professor, Ed.D. (Lamar University), at a salary of $40,000 for 100% time for nine months, effective September 1, 2002. 3. Nursing Ms. Debbie K. Arnold, Clinical Instructor, M.S.N. (University of Texas Medical Branch), at a salary of $40,000 for 100% time for nine months, effective January 1,2003. Ms. Karen L. O Brien, Clinical Instructor, M.S.N. (University of Texas Medical Branch), at a salary of $40,000 for 100% time for nine months, effective January 1,2003. 4. Secondary Education Dr. Sheila S. Runnels, Assistant Professor, Ph.D. (University of North Texas), at a salary of $45,000, for 100% time for nine months, effective January 1,2003. 5. Counseling & Career Services Ms. Sheri Mullican, Associate Director for Career Services, at a salary of $42,692 for twelve months, effective January 2, 2003. 6. Student Affairs Ms. Peggy Greer, Coordinator for the Multicultural Center, at a salary of $37,000 for twelve months, effective October 14, 2002. Ms. Eva Pack, Assistant Coordinator for the Multicultural Center, at a salary of $29,000 for twelve months, effective January 6, 2003. B. Changes of Status 1. Early Childhood Laboratory Ms. Amanda Piagari, from Substitute Teacher at an hourly salary to Pre-K I Teacher at a salary of $23,987 for 100% for nine months, effective November 18, 2002. 2. Registrar Ms. Melinda A. Colby, from Assistant Director and Administrative Assistant of the Charter School at a salary of $29,658 for 100% time for twelve months, to Associate Registrar at a salary of $37,000 for 100% time for twelve months, effective December 9, 2002. 3. Secondary Education Dr. Barbara Nykiel-Herbert, from Visiting Assistant Professor in English at a salary of $34,000 for 100% time for nine months to Assistant Professor in Secondary Education at a salary of $38,000 for 100% time for nine months, effective January 1, 2003. 4. Social Work Dr. Linda Morales, from Assistant Professor at a salary of $42,631 for 100% time for nine months to Interim Associate Dean and Director of the School of Social Work at a salary of $71,013 for 100% time for eleven months, effective October 25, 2002. C. Retirements 1. Admissions Ms. Nancy Dunn, Associate Director of Admissions, effective January 31, 2003. 2. Computer Science Dr. Jarrell C. Grout, Professor, effective May 31, 2003. 3. Human Sciences Dr. Gloria Durr, Regents Professor and Chair, effective August 31, 2003. 4. Modern Languages Dr. Bonnie C. Todd, Professor and Chair, effective August 31, 2003. D. Voluntary Modification of Employment 1. College of Education Dr. Patsy Hallman, Professor and Dean, effective September 1, 2003. 2. Music Dr. David W. Jones, Professor, effective September 1, 2003. 3. English Dr. Leon J. Schultz, Professor, effective September 1, 2003. 03-12 Upon motion of Regent Roberds, seconded by Regent Wulf, with all members voting aye, it was ordered that the following Academic Affairs items be approved, A. Faculty Workload Report for Fall 2002 The faculty workload report for Fall 2002 was approved. B. Last Class Day Report The last Class Day Report for the Fall semester, 2001 was approved as presented. C. Approval to Offer MLEd. Program in Educational Leadership Secondary Education was granted approval to offer graduate courses in Educational Leadership at Alief, Cleveland, Dayton, Fairfield, and Pinetree. D. Approval of the Charter School Contract and Constitution The contract to continue the Charter School at SFA was approved. E. Master of Professional Accountancy Approval was granted for the Department of Accounting to offer a stand-alone Master of Professional Accountancy program. 03-13 Upon motion of Regent James, seconded by Regent Roberds with all members voting aye, it was ordered that the following Financial Affairs items be approved. A. Rental Fleet Vehicle Replacements Approval was given for (1) replacement of the 15-passenger vans with 9-passenger models at an estimated cost of $95,000 based on the state contract price, (2) replacement of the four sedans at an estimated cost of $70,000, based on bids received 1-22-03, and (3) replacement of the 1983 road bus at a cost of $345,000 based on bids received 1-10- 03. Pricing reflects trade-in of the road bus. Source of funds for the vans and sedans is HEAF. Source of funds for the road bus is HEAF ($100,000) with the balance to be financed over a period of five years, payable in sixty monthly installments of $4,623.44 from rental-fleet revenue. The President was authorized to sign the required purchase orders and contracts to accomplish the recommended procurement. B. Intranet Portal It was ordered that the expenditure of $30,000 in TIF funds to complete the $66,000 upgrade of SFA> s internal campus website be approved, and that the President be authorized to sign the required purchase order and contract. C. Wireless Access - Science Research Center and Todd Beef Farm It was ordered that the purchase of the wireless network solution from Wireless Dynamics be approved at a cost not to exceed $109,600 and that the President be authorized to sign the required contracts and purchase orders. D. Resolution to Review Qualified Investment Brokers and Financial Institutions It was ordered that the Resolution Approving Financial Institutions and Brokers for Investment Transactions be approved as presented. E. Resolution to Acknowledge Review of Investment Policy and Strategy It was ordered that the Resolution to Acknowledge Review of the Investment Policy and Strategy be approved as presented. R Purchase of Computer Servers It was ordered that the purchase of 3 computer servers for the WebCT course management system be approved at a cost of $84,088. The source of funds is the DI4 Discovery Grant. 03-14 Construction Manager for University Center Renovations/Additions Upon motion of Regent Wilhite, seconded by Regent Roberds, with 5 members voting aye and 2 members voting nay, it was ordered that J. E. Kingham Construction serve as the Construction Manager for the University Center Renovation/Addition Project. (Regent Wulf abstained from voting for personal reasons.) 03-15 Upon motion of Regent Wilhite, seconded by Regent Wulf with all members voting aye, it was ordered that the following Financial Affairs items be approved A. Roof Replacements - Music, Griffith Fine Arts, Human Sciences South, Norton HPE Complex, Mays Hall, and Steen Hall The University was authorized to re-roof Music, Griffith Fine Arts, Human Sciences South, Norton HPE Complex, Mays Hall, and Steen Hall. The contractor is Sta-Dri Co. Inc. The project cost is not to exceed $659,206 and the source of funds is HEAP balance and budgeted auxiliary funds. B. Exterior Cleaning and Waterproofing - Chemistry, McGee, McKibben, Rusk (steps) The University was authorized to clean and waterproof the Boynton Building, the Chemistry Building, the McKibben Building, the McGee Building and to repair and waterproof the Rusk Building front steps. The contractor is Century Waterproofing and the project cost is not to exceed $169,685. The source of funds is HEAF balance. C. Chilled Water Unit Replacements The University was authorized to replace two chillers in Power Plant II at a cost not to exceed $566,445. The Physical Plant will serve as General Contractor and the President is authorized to sign the required contracts and purchase orders. Source of funds is HEAF balance. D. Emergency Power Supply - Computer Center The University was authorized to seek bids for the emergency power supply, and for a construction manager at risk for the project at a cost not to exceed $250,000. Funds for the project are to be allocated from HEAF balances carried forward to FY 2003. E. Elevator Upgrades - ADA, Fire Safety, Elevator Operation Codes The University was authorized to contract with Thyssen/Krupp Elevator to complete code upgrades and annual inspections under the existing contract at a cost not to exceed $375,000 and the President was authorized to sign purchase orders and contracts necessary to complete the work. F. Public Area Renovations - McGee and McKibben Buildings It was ordered that the public areas of the McGee and McKibben Buildings be renovated at a total cost of $1,165,000 for both buildings. G. Facility Renovations - 2200 North Street It was ordered that the property at 2200 North Street be renovated to accommodate the increase in nursing-programs enrollment on an interim basis, at a cost not to exceed $150,000. The physical plant department will serve as general contractor for the project. Source of funds is HEAF balances carried forward to FY 2003. H. Building Upgrades and Enhancements - Griffith Fine Arts Building It was ordered that upgrades and enhancements be made in public areas of the Griffith Fine Arts building at a cost not to exceed $250,000. I. Stormwater Drainage System - HPE to Starr Avenue and HPE across Wilson Drive The administration was authorized to install the stormwater drainage system east from HPE to Starr Avenue and across Wilson Drive, at a cost not to exceed $650,000. The President was authorized to sign the necessary purchase orders and contracts. J. Campus Lighting It was ordered that Phase II of the campus lighting project be approved to replace 150 additional fixtures meeting identical standards to those used in the Human Services/Telecommunications building project. The physical plant department will install the Phase II fixtures. Cost is estimated at $375,000. K. Opera House (Downtown Gallery) Lease The "Opera House" lease for the downtown gallery was approved for renewal and the President was authorized to execute the contract. L- University Center Architect The administration was authorized to expend architectural fees on the University Center project in excess of $50,000 and the President was authorized to sign the contract, with total architectural costs to be based on 8 percent of the project if completed. It was further ordered that use of proceeds from future debt issued for the project be authorized to reimburse architectural fees for the project, and approval was given for the Resolution Declaring Expectation to Reimburse Expenditures with Proceeds of Future Debt once the amount and certainty of the bond issue are determined. M. University Chapel Exploratory Committee The President was authorized to appoint an exploratory committee to investigate the feasibility and funding possibilities for a University Chapel. N. Equine Facility Authorization was given for a project to develop a design and funding proposals for an equine facility to be located at the Todd Beef Farm. Design activity will be coordinated by the physical plant department. Plans and funding proposals are to be brought for consideration to the Board or designated Board committee(s) at a future date. 03-16 Policy Revisions Upon motion of Regent Roberds, seconded by Regent James, with all members voting aye, it was ordered that the Board of Regents adopt the policy revisions as presented. REPORTS A. Recruitment and Retention Report by Roger Bilow and Jerry Holbert B. Housing Report C. Faculty Senate Chair 1. Recent Senate Actions a. Resolution on Departmental and College Governance b. Faculty Mentor Program c. Resolution on Changes to Policy A-54 2. Issues Under Consideration by the Senate a. New Intellectual Property Right Policy b. Developmental Classes c. Policy Changes d. Changes to the Senate Constitution D. Student Government Association President 1. University Center Expansion E. Vice Presidents for University Advancement and Alumni Affairs 1. Recognition of Mrs. Peggy Wright 2. Update on Fund Raising Efforts 3. Update on Alumni Activities a. Nacogdoches/Lufkin Day in Austin b. Mentor Ring Update c. Charter Chapter Update F. President 1. Austin Office 2. Legislative Session/Governmental Relations 3. Gubernatorial Inauguration 4. Strategic Planning Effort 5. Status of Search Processes for the Provost/Vice President for Academic Affairs and Dean of the College of Education 6. Coordinating Board Meeting (January 30-31, 2003) 7. Meeting with UTMB Personnel (February 26, 2003) 8. Meeting with Dr. Kirk Calhoun (February 27, 2003) 9. Meeting of the Board of Regents in April 10. Answer Questions from Members of the Board of Regents Appendix No. 1 BOARD OF REGENTS OF STEPHEN F.AUSTIN STATE UNIVERSITY Nacogdoches, Texas RESOLUTION APPROVING FINANCIAL INSTITUTIONS AND BROKERS FOR INVESTMENT TRANSACTIONS WHEREAS, The Texas Public Funds Investment Act requires the University to submit a resolution approving a list of qualified investment brokers to the governing body of the institution for adoption and/or review; and WHEREAS, the following firms are approved investment brokers: Merril Lynch, Inc. Neuberger Berman Fayez Sarofim & Co. John A. Levin & Co Kayne Anderson Rudnick Investment Management Lazard Asset Management Franklin Private Client Group, Inc. Lord, Abbett, & Co. WHEREAS, the following firms are approved financial institutions: Citizen's First Bank Commercial Bank of Texas First Bank and Trust East Texas Bancorp South Fredonia Region's Bank Stone Fort Texas Bank NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University Board of Regents, by the issuance of this Resolution, does hereby approve the above listed firms for investment transactions by Stephen F. Austin State University; and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the January 28,2003 meeting of the Board. THE BOARD OF REGENTS, STEPHEN F. AUSTIN STATE UNIVERSITY Mike Enoch, Chair • Penny Butler, Secretary Appendix No. 2 BOARD OF REGENTS OF STEPHEN F. AUSTIN STATE UNIVERSITY Nacogdoches, Texas RESOLUTION TO ACKNOWLEDGE REVIEW OF INVESTMENT POLICY AND STRATEGY WHEREAS, The Texas Public Funds Investment Act requires that each University s investment policy and strategy must be annually reviewed by the governing board of the institution; and WHEREAS, the law also requires the goveming body to adopt a written instrument stating that is has reviewed the investment policy and strategy; NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University Board of Regents, by the issuance of this Resolution, does hereby approve the investment policy and strategy as reviewed on January 28, 2003; and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the January 28,2003 meeting of the Board. Attest: Mike Enoch, Chair Penny Butler, Secretary Appendix No. 3 Stephen F. Austin State University Schedule of Budget Changes September 27, 2002 to January 6, 2002 ACTIVITY RECIPIENT INCOME SOURCE REF# TOTAL 114,684 10 Appendix No. 4 Policies for Board Review January 28, 2003 11 Appendix No. 4 Policies for Board Review January 28,2003 12 Academic Programs and Curricula, Review and Approval A-4 Original Implementation: October 17, 1978 Last Revision: January 25, 2000 January 28, 2003 Each academic department must engage in continuous review of its programs and curricula. Each department will conclude a formal review of programs and curricula every three to five years according to a schedule proposed by the dean and department chair and approved by the Vice President for Academic Affairs. All new undergraduate or graduate majors, minors, concentrations, and programs, and all changes in such programs must be approved by the dean of the appropriate college and by the Vice President for Academic Affairs. Prior to approval the dean will secure the recommendations of individuals or bodies as prescribed by the policies of the particular college, and, in the case of graduate offerings, the Vice President for Academic Affairs will secure the recommendation of the University Graduate Council. New or altered undergraduate or graduate majors and teaching certificate endorsements additionally require approval by the President and the Board of Regents. When required by law or regulation, additional approval by the Texas Higher Education Coordinating Board, the Texas Education Agency, the State Board for Educator Certification, the Southern Association of Colleges and Schools, or other appropriate outside agencies will be secured before proposed innovations or changes are implemented. All new undergraduate courses or course revisions require in addition to the approval of the appropriate college dean and the Vice President for Academic Affairs, the recommendation of the University Curriculum Committee.r#H4-a ^411 new graduate courses or course revisions similarly require the approval of the college dean and the Vice President for Academic Affairs as w-ell as the recommendation of the University Graduate Council. Source of Authority: Vice President for Academic Affairs Cross Reference: None Contact for Revision: Vice President for Academic Affairs Forms: None PI Add/Drop A-5 Original Implementation: April 27, 1986 Last Revision: April 30, 200Uanuary 28. 2003 Students may add courses through the 2nd class day during the summer semesters and through the 4th class day during the fall or spring semesters. Academic Department Chairs may reconcile class schedules through the official reporting date. Students may drop classes through five working days past mid-semester or mid-session as applicable. A student will not be allowed to drop a course after these dates, unless he or she withdraws from the University or can secure the dean's permission by demonstrating some exceptional circumstance. The following applies: 1. Through the official reporting date, withdrawals or a course dropped will not be recorded on a student's transcript. 2. After the official reporting date through five working days past mid-term for full semester courses or mid-session for partial semester courses, a drop, as well as a withdrawal, will be noted as a "W" on the transcript. At that time, the student's withdrawal will be reflected on the student information system. 3. If a student has been found guilty of cheating/plagiarism according to policy A-9.1, Cheating and Plagiarism, the grade of "W" may be changed to "WF" at the discretion of the faculty member involved. 4. Beginning on the sixth working day after mid-term for full semester courses or mid-session for partial semester courses, a drop will not be permitted only with the permission of the student's dean unless the student withdraws from all courses for the term. This withdrawal -m&v/\\\ be noted on the transcript as a "WP" if the student is passing at the time or a "WF" if the student is failing at the time. A withdrawal will also be noted as a "WP" or "WF" on the transcript. Source of Authority: Vice President for Academic Affairs Cross Reference: General Bulletin, Graduate Bulletin, Schedule of Classes. Policy A-54: Semester Grades Contact for Revision: Registrar Forms: None P2 Advanced Placement A-7 Original Implementation: September 4, 1979 Last Revision: April 18, lOQOJanuary 28, 2003 Stephen F. Austin State University offers several options for students to earn college credit through various placement programs and national examinations. Students can receive college credit through the College Level Examination Program (CLEP), Advanced Placement Program (AP) of the College Board International Baccalaureate Program, and SFA departmental examinations. The responsibility of initiating a departmental advanced placement program (system that allows students to by-pass certain courses) or internally administered examinations rests with the individual department. A request to offer a departmental advanced placement program must be submitted by the department chair through the dean of the college to the Academic Affairs Council for review and approval. Departments shall review and update their programs as part of the university's general bulletin revision process. Criteria governing the Advanced Placement Program of the College Board and the College Level Examination Program and the International Baccalaureate shall be reviewed by the academic departments with recommendations for course credit submitted through the dean of the college to the Academic Affairs Council for review and approval. The review of the criteria will be initiated by the Office of Admissions on a periodic basis dependent upon the receipt of test and resource material from the College Board. The University's General Bulletin shall communicate the current regulations governing the Credit by Examination and Advanced Placement Program. Source of Authority: Vice President for Academic Affairs Cross Reference: General Bulletin, Student Handbook and Activities Calendar Contact for Revision: Vice President for Academic Affairs Forms: None P3 Graduate Assistantships A-20 Original Implementation: Unpublished Last Revision: January 25, 2000 28. 2003 To be eligible for a graduate assistantship, a student must have clear or provisional admission to the graduate school and the department and be in good academic standing. A graduate assistant may be assigned to research projects or to teaching. Graduate assistants assigned at the 50% rate (50% = full graduate assistantship) are expected to serve 20 clock hours or equivalent teaching assignment per week in the department to which they are assigned. Those assigned to other percentages are expected to work a proportionate number of clock hours. The department chair is responsible for the selection, training, assignment of duties and supervision of the graduate assistants in his/her department. A graduate assistant must be enrolled for at least nine hours of graduate course work in the fall or spring semesters and three semester hours in a summer session. Should a graduate assistant fall below the nine or three hour minimum for a semester or summer session, he or she will not be eligible for an assistantship the following semester. A student must be approved for an assistantship by the Chair of the Department, the Academic Dean, the Director of Personnel Services, the Budget Director, and the Associate Vice President for Graduate Studies and Research. The appointment as a graduate assistant is completed only after the candidate has attended a mandatory new employee orientation session in the Office of Personnel Services. Except for students in the Ed.D., Ph.D. and M.F.A. programs, a student may receive an assistantship for no more than four long semesters. Source of Authority: Vice President for Academic Affairs Cross Reference: Graduate Bulletin. \vw\\\sfasiLedu/^raduate/assistantshiD2Mml Contact for Revision: Associate Vice President for Graduate Studies and Research Forms: Application Form for Graduate Assistantships (available from the office of the Chair of the academic department) P4 Instructor-Generated Materials A-22.1 Original Implementation: September, 1990 Last Revision: July 17,2001 January 28, 2003 "Instructor-generated materials" generally refers to coursepacks or other such class materials that are intellectual property compilations and are intended for sale. They are not merely handouts, copies, textbooks, or trade books published by a commercial or university press. Copies of handouts distributed in class are provided to students and paid for by course fees. Published textbooks or trade books must be sold through bookstores. Under no circumstances, may faculty members sell instructor-generated or other academic materials directly to students. Instructor-generated materials must be favorably reviewed and approved by an appropriate review committee within the faculty member s department and by the dean of the college involved. The instructor-generated materials may then be sold through the University bookstore or off-campus vendors. The University and faculty member(s) will negotiate a royalty agreement in advance of the sale of instructor-generated materials in the University bookstore to properly compensate the faculty member(s) for their time, effort, and intellectual property, unless it was a work made for hire. See Intellectual Property. Policy D-20. The University shall not be responsible for royalties or other financial benefits on instructor-generated materials sold by off-campus vendors. The faculty member(s) shall retain the right to edit and amend their intellectual property as necessary, subject to a department/college review, to determine whether the general quality of scholarship renders the material suitable for sale. No departmental/college review may infringe upon the academic freedom of the faculty member(s) who created the instructor-generated materials. The General Fair Use Guidelines as described in Copyrighted Works Reproduction. Policy A-12, are applicable to instructor-generated materials. Copyright notices, appropriate citations and attributions should be included. The faculty-staff member who compiles the instructor-generated materials shall be responsible for complying with these guidelines. Permission must be obtained for materials that will be repeatedly used by the same instructor for the same class. Using a commercial copy shop does not necessarily relieve the creator of instructor-generated materials of liability, unless the Fair Use Guidelines are followed or the copy shop pays appropriate royalties. Campus copy centers are not permitted to copy such materials, unless these guidelines are followed. Source of Authority: President, Vice President for Academic Affairs Cross Reference: Faculty Handbook, University Policies D-20, Intellectual Property and A-12. Copyrighted Works Reproduction P5 Contact for Revision: Vice President for Academic Affairs Forms: None P6 Interlibrary Loan A-23 Original Implementation: March, 1985 Last Revision: January 25,2000 January 28,2003 The Interlibrary Loan program supplements local library resources by providing access to materials not available in the Steen library collection. The following statements regulate interlibrary loan activities. Eligibility for Borrowing. Interlibrary Loan service is extended to SFA faculty, staff, and students, generally on a non-fee basis with the following provision: patrons must exhaust the limits of the local collection before requesting interlibrary loan services. Faculty members, including university associates, may request materials related to their own professional scholarly research or to course-related subject matter. Graduate and undergraduate students may request materials pertinent to graduate their research or coursework. Undergraduate student may request materials pertinent to their assigned coursework under any of the following conditions: Requested itcm(s) arc approved by tho appropriate subject librarian or reference librarian. Instructors have provided class exemptions through the approval of an Access Services librarian. Service is available to library users not affiliated with SFASU on a contractual basis. The contract will be based on cost recovery with additional charges for university overhead. Therefore, patrons not affiliated with SFASU should normally contact their local public library for interlibrary loan requests. Any type of library materials may be borrowed through interlibrary loan, but the following types are usually not available: basic reference books, rare books, most dissertations completed at U.S. universities, books owned by this library which are temporarily in use, audiovisual materials. Procedural Rules. Requests should be submitted on forms specified by the library either through the Access Services Department or through the library web pages. Full bibliographic information, including published source of reference, is necessary for each item requested. Forms submitted without adequate information will be returned to the person requesting the item. All conditions of use imposed by the lending library on items borrowed are to be strictly observed. Borrowed materials are circulated from and returned to Access Services Department. Photocopies received for faculty will be delivered to their University offices. P7 Ordinarily, renewals on items borrowed should not be requested. In cases when a renewal is requested, the request must be made not less than four days before the loan is due to be returned. Requests are acted on in the chronological order of receipt. However, rush requests will be honored to the extent resources permit. Abuse of ILL regulations by a patron may result in the forfeiture of ILL borrowing privileges. (Examples: taking Library Use Only material out of the Library, disregarding loan restrictions, repeated failure to return material by due date). ILL service may be refused any patron whose Steen Library borrowing privileges are blocked. The right is reserved to refuse to accept or process any interlibrary loan request if it appears fulfillment of the request would involve violation of the copyright law. Steen Library abides by the AMIGOS and national interlibrary loan codes, and maintains such records of interlibrary loan transactions as required by law. Source of Authority: Vice President for Academic Affairs Cross Reference: None Contact for Revision: Library Director Forms: None P8 Library Lending A-26 Original Implementation: February 11,1981 Last Revision: January 25,2000 January 28,2003 Persons who hold University identification cards or Nacogdoches Public Library cards are eligible to borrow books from Steen Library, either directly or through a courier service which is run once a day during the week when both libraries are open. Other individuals who do not hold either university IDs or Nacogdoches Public Library cards may be issued university library cards. Social security numbers or a unique identification number must be used and an official picture identification must be furnished, e.g., driver's license, before a library card may be issued. Loan periods vary by borrower category and status of material borrowed and are set separately by each library. Borrowers are responsible for all materials borrowed from either library, including the payment of overdue fines, replacement and repair costs for lost or damaged materials. Borrowing privileges are suspended at both libraries for overdue materials or unpaid charges at either library. All materials borrowed from Steen Library are subject to immediate recall when requested by faculty for placement in the Reserve Collection or after three weeks from checkout when requested by any patron for other reasons. Individuals are limited to ninety-nine items on their borrowing record at any one time. For a fee a Library Delivery Service is offered to students with a disability and students living outside of Nacogdoches County. Source Of Authority: Vice President for Academic Affairs Cross Reference: None Contact For Revision: Library Director Forms: None P9 Library Public Address System Original Implementation: September 29? 1987 Last Revision: January 25, 2000 The Library public address system is used to quickly disseminate information of immediate interest to all people within the building. The P. A. system is used to announce the closing of the Library, so that users may have time to check out books before the building closes. The P. A. is used to make emergency announcements, such as the evacuation of the building. Paging Requests. All requests to page must be referred to the University Police Department. The University Police dispatcher makes the judgment if the page is for an emergency. The University Police dispatcher phones Circulation to authorize a page. . Source of Authority: Vice President for Academic Affairs Cross Reference: None Contact for Revision: Library Director Forms: None P10 Meeting and Conducting Classes A-31 Original Implementation: June 16, 1982 Last Revision: April 18,2000 January 25, 2003 Faculty members shall meet their assigned classes at the times and places as officially scheduled. Courses shall be conducted in accordance with the descriptions contained in the University s General Bulleting and Graduate Bulletin. Exceptions may be made with appropriate administrative department chair approval. Source of Authority: Vice President for Academic Affairs Cross Reference: General Bulletin, Graduate Bulletin, Faulty Handbook Contact for Revision: Vice President for Academic Affairs Forms: None Pll Library Online Search Services A-35 Original Implementation: July, 1986 Last Revision: August L 2000 Steen libraiy provides access to remote database services to supplement local library resources, particularly indices and abstracting services for advanced research. These services arc provided through Access Services and Reference libraries. Searches for SFASU students, faculty, and staff arc subsidized at an amount determined by the budget, which is reviewed each fiscal year by the Head of Reference according to available funds, changes in online search services, and evaluation of the program. The amount set is generally enough to cover most search charges for a typical search. Patrons not affiliated with SFASU are responsible for all charges incurred by a search, as well as libraiy and university overhead fees. The library s charges arc intended to recover costs of the search, including online time, citation charges, telecommunications charges, and staff time. The university overhead fee is set by the university administration. Fee schedules for library and university overhead are reviewed each year. Actual costs for each search vary with the database(s) used, amount of connect time, number of references displayed or ordered, and telecommunications charges. All fees will be assessed and collected before search results arc released unless prior arrangements for billing have been made and approved by the Head of Reference. This service is provided on an appointment basis; walk in requests can only be honored as time permits. Search services are provided Monday through Friday, from 8:00 a.m. to 5:00 p.m. Other arrangements may be made through the individual searcher. Steen Library search staff reserve the right to refuse any search which can be researched using locally available resources. Source of Authority: Vice President for Academic Affairs Cross Reference: None Contact for Revision: Library Director Forms: None P12 Out-of-State Travel/Study A-36 Original Implementation: September, 1981 Last Revision: January 15,2002 Januaiy 28, 2003 Out-of-state travel courses are those courses whose fundamental content is based on the use of natural or cultural resources found outside the state and in which a majority of instruction is delivered out-of-state. They do not include courses delivered on campus in which incidental travel to another state for enrichment activities occur. Requests for courses involving out-of-state travel within the United States must be routed, using an "Out-of-State Travel/Study Course Request Form", for approval via the instructor's department Chair, college Dean, the Director of Continuing Education, the Dean of Applied Arts and Sciences (who is out-of-state travel/study coordinator) and responsible for submitting course requests to the THECB), and the Vice President for Academic Affairs. Requests for courses involving international travel must be routed using an "International Travel/Study Course Request Form", for approval via the instructor \s department Chair, college Dean, the Director of International Studies and Programs, the Dean of Liberal Arts (who is responsible for submitting course requests to the THECB). and the Vice President for Academic Affairs, 1. The approval process consists of two stages. a. Tentative approval prior to formal arrangements and an agreement with a licensed carrier or travel agency if required. Criteria for approval shall be those set by the Texas Higher Education Coordinating Board and stated as follows: (1) No courses which offer credit primarily for travel, recreation, or pleasure may be authorized. (2) No out-of-state classes may be offered to serve non-Texas residents unless they are degree candidates at Stephen F. Austin State University, and they must be charged the non- resident or foreign student tuition as established by law. (3) No student may be eligible to enroll in an out-of-state class unless the student has satisfied all University and degree program admission requirements and has paid all appropriate fees. (4) All courses must be in the approved course inventory and be applicable to a program approved by the Coordinating Board. (5) In accordance with THEB Rules: (Chapter 5, Subchapter H, and Memorandum of Reporting Out-of-State and Out-of-Country Courses dated April 10, 2001) each P13 public institution wishing such approval shall submit its request on an "Out-of- State Resident Credit Course Request" form. For each course or group of related courses, the institution must attach a statement describing in detail how the course or group of courses will utilize academic, cultural, or physical resources not reasonably available in Texas. (6) The instruction in all authorized out-of-state classes must conform to all relevant academic policies at SFASU. All courses must conform to the University's workload and enrollment requirements, its contact hour/credit ratio, and s imilar matters. (7) If a course is to be taught by adjunct faculty (anyone other than regular University faculty), a statement must be attached describing the unique qualifications of personnel to be employed at the out-of-state site. (8) Motivation for the offering of courses must be educational, not entrepreneurial, and may not result in improper advantage or financial gain for participating faculty and staff. Out-of- state classes must emphasize their instructional nature. Any course advertised or marketed to create the impression that it is primarily a credit-for-travel experience will be disallowed. (9) Any free tickets for travel, accommodations, or other expenses provided by travel agents, carriers, or hotels must take the form of payments to SFASU and not be made as gifts to faculty members or their families. Except for funds specifically appropriated for international activities (e.g., state incentive programs, scholarships, etc.), state funds will not be used for faculty and student travel, meals and lodging, or other incidental expenses. (10) Financial aid must be available to students registering for out-of-state classes on the same basis as it would be for such students seeking financial aid for on-campus instruction. Additional student financial aid may be furnished by the University as appropriate. (11) Minimum class enrollments will conform to the same standards applicable were the class to be offered on-campus. b. Final approval based upon the submission of a total itinerary, plan of study and copies of promotional brochures to be used. The rationale used for final approval will consist of a written explanation of how the course will involve cultural, intellectual, academic or natural resources not accessible in Texas or produced via standard laboratory exercises. 2. Deadlines for approval are as follows: a. Tentative approval P14 (1) Fall semester: Prior to February 1 (2) Spring semester: Prior to June 1 (3) Summer semester: Prior to November 1 b. Final approval and submission to the Coordinating Board (1) Fall semester: May 1 (2) Spring semester: September 1 (3) Summer semester: February 1 3. The agreement with the travel agency carrier, or vendor shall contain the following clause specifying that transportation, lodging, and food services are the responsibility of the carrier and not the University: Stephen F. Austin State University and its representatives shall assist the tour members in making arrangements for hotels, transportation, sightseeing, restaurants, or any other services in connection with the itinerary, and the University and its representatives shall exercise reasonable care in making such arrangements. The University and its representatives shall not, however, assume any liability whatsoever, for any injury, damages, loss, delay or accident to person or property due to any act or default of any hotel, carrier, restaurant, company, or person rendering any of the services included in the tour. The tickets, coupons, rules, tariffs, or contracts currently in use by any carrier, hotel, restaurant, or other contractor, rendering service, shall constitute the sole contract between such contractor and the tour member. Further, (Tour Agent) and Stephen F. Austin State University accept no responsibility for any damage or delay due to sickness, pilferage, labor dispute, machinery breakdown, quarantine, government restrictions, weather, or any cause beyond their personal control. The right is reserved to cancel or change itineraries, or substitute services without notice and to decline to accept or retain any tour member at any time. Additional expenses, if any, shall be borne by the participants. The airlines concerned and their agents or affiliates, are not to be held responsible for any act, omission, or event during the time passengers are not on board the aircraft. The passenger ticket in use by said airline shall constitute, when issued, the sole contract between the airline and the purchaser of these tickets and/or for the passenger. Air fares are subject to change without notice. The services of any IATA carrier may be used for these tours, and transportation within the USA may be provided by any member carrier of the Air Traffic Conference of America. In view of the statutory or contractual limitations which may apply to personal injury or losses or damages to property, the purchase of accident and baggage insurance is strongly recommended. P15 4. TraThe brochure that is distributed to prospective students must contain a clause which specifies that where there is a contract for transportation, lodging and food, the student's contract is with the travel agency or carrier. The University is responsible for instruction and credit only. 5. All student deposits for reservations for a course involving contract travel will be deposited with the Division of Continuing Education or the Office of International Studies and Programs, as appropriate. After the deadline for reservations has passed, a check will be drawn payable to the agency or carrier, or if the course does not make, refunds will be made to students. For those courses not using contract travel, deposits must be made immediately on receipt to the appropriate University account. 6. All purchases are subject to the state bid procedures. Trip directors must submit requests for bids or justifications for contracts with specific vendors or agents. 7. The salary of the instructor will be paid in one of the following ways: a. The instructor's regular salary will be paid from the department's budget, or b. The instructor's salary will be paid through the College of Applied Arts and Sciences (outof state domestic travel) or the Office of International Studies and Programs (international travel) prorated on the basis of enrollment, not to exceed his/her regular salary. 8. There will be no travel allowance for the instructor unless specific exception is made by the Vice President for Academic Affairs. Source of Authority: Texas Higher Education Coordinating Board, President, Vice President for Academic Affairs Cross Reference: None Contact for Revision: Vice President for Academic Affairs Forms: Out-of-State Travel/Study Course Request Form (available in Division of Continuing Education); International Travel/Study Course Request Form (available in Office of International Studies and Programs) P16 Satisfactory Academic Progress for Financial Aid Recipients A-40 Original Implementation: September, 1985 Last Revision: April 30, 2001 January 28, 2003 Federal regulations mandate minimum standards of "satisfactory progress" for students receiving financial assistance. These requirements apply to the student s entire academic history, whether financial aid was received or not and to all types of aid: Grants, Loans, and Work-Study. The standards for determining progress at the university are composed of three separate measurements: Grade point average, Credit hour requirements, and Maximum hours allowed. For a student to be eligible to receive federal and state student financial assistance at SFASU, the student must maintain satisfactory progress in their course of study. All students must be enrolled in a degree or teaching certificate program. Newly enrolled undergraduate students must be admitted "in good standing". NOTE: Students who are admitted to SFASU as a Non-Degree, Provisional (except graduate students who will be given one semester to remove provisional status), Transient, Summer Prep, Career Interest or Self-Improvement, Audit Courses, AARC (090) tutoring, or if on academic suspension, will NOT be eligible to receive financial aid. When the student is admitted to a degree program, Special Student status is changed, or suspension status is removed, an eligible student may then be considered for financial assistance. GRADE POINT AVERAGE (GPA) This is the qualitative measurement used for academic work at this University. For financial aid purposes, a student must maintain a cumulative GPA of 4r& 1.6 or better as a Freshman, 2.0 or better as a Sophomore through Senior and 3.0 or better as a graduate. Grade point averages will be checked on an annual basis. CREDIT HOUR REQUIREMENTS This is the quantitative measurement of a minimum number of hours completed each year at SFASU. A year is defined as Summer I, Summer II, Fall, and Spring sessions. In order to receive financial assistance, freshmen must complete 60% of the hours attempted. Aall other students must complete at least 75% of the hours attempted. * Credit hours will be considered to be satisfactorily completed if one of the following grades is earned: A, B, C, D, or P. Grades of F, W, WH, WF, of-WP, or QF are not satisfactory. If a graduate student receives a WH for Thesis Research or Thesis Writing, the hours will not be counted as hours attempted due to the length of time needed to complete this degree requirement. However, there is a two-year limit on Thesis Research and Thesis Writing. * If you withdraw from the university prior to the end of the semester, receive all F s, or receive a combination of all W s. aftd-F s, or OFs. you will be denied for future P17 financial assistance. W s and F s will be checked after each semester. You may reapply after Satisfactory Progress has been met. * Financial Aid is given to students enrolled for remedial courses (098 & 099). These courses are considered attempted hours and also count as earned hours for financial aid satisfactory progress. A student must make a grade of A, B, C, D, or P to * remain in compliance. * Repeated classes are treated the same as any other class. MAXIMUM HOURS ALLOWED The stated maximum allowable hours at each level of study are for all students regardless of the number of changes in major or concentration. The student s entire academic record at SFASU (including prerequisite courses) is used to calculate the maximums. Course work transferred to SFASU will count toward the maximum number of allowable credit hours. Maximum hours allowed will be checked after each semester. Enrollment Status at University Census Date Maximum Number of Credit Hours by Degree Objective Undergraduate 195 attempted semester hours Post-Baccalaureate 36 attempted semester hours Graduate: Masters 54 attempted semester hours MFA&MBA 90 attempted semester hours Ph.D. 96 attempted semester hours Students who are not in compliance are not eligible for assistance until they have made up the credit hour deficiency from the last evaluation period and/or brought their GPA up to the qualitative standard indicated. Once the deficiency is made up, the student should notify the Financial Aid Office. Students who are not making satisfactory academic progress may file a written appeal to the Financial Aid office. Appeals will then go before a committee for review and all students will be notified of the committee s decision in writing. Appeals should include all documentation, which supports any mitigating circumstances concerning the failure to maintain the expected level of satisfactory progress. All decisions made by the committee are final. Students have thirty (30) days after notification of denial of financial aid to file an appeal with the Financial Aid office. Source of Authority: Vice President for Business Affairs Cross Reference: None P18 Contact for Revision: Director of Financial Aid; Vice President for Business Affairs Forms: None P19 Grade Reporting A-41 Original Implementation: January, 1983 Last Revision: January 25, 2000 28, 2003 On the first day of final examinations of each semester or summer term, the Registrar will provide official grade report forms for each class to departmental offices. It is the responsibility of each instructor to record the appropriate grade for each student listed on the grade sheet by entering the grade into the electronic data base for student records. Faculty shall complete grade entry by 12:00 noon on the third working fay the deadline established on the university calendar following the last scheduled final examination. The Registrar will provide access for electronic verification grade sheets for each class to departmental offices. It is the responsibility of each instructor to verify accuracy of grade entry and to notify the Registrar of any discrepancies. The Registrar will file the original copy of verification grade sheets with other academic records. Grades may be posted on bulletin boards or other designated places only with the written permission of the student and then must be done so in a manner that an individual student s grade can not be identified by others. Students may use a touchtone phone or logon to the University Web Site to obtain their grades as soon as they are added to the electronic data base. Source of Authority: Buckley-Pell Amendment, President, Vice President for Academic Affairs Cross Reference: None Contact For Revision: Vice President for Academic Affairs Forms: None P20 Hall 20 Guest Rooms B-ll Original Implementation: January 21,1986 Last Revision: October 23,2001 January 23, 2003 The provisions of the policy on the Use of University Facilities govern the use of all buildings, facilities, equipment, and grounds, hereafter 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 Hall 20 Guest Rooms. Three guestrooms are available in Hall 20 for use by individuals who are engaged in University-related business/activities, which require overnight lodging, or individuals who are invited to the University by the President as official guests. Requests from University departments for use of these rooms for their guests will be approved/disapproved according to the two criteria listed below. 1. The guest must be one for whom the University, the sponsoring department in particular, would pay lodging expenses if the guestrooms did not exist. University departments requesting use of the rooms should do so only when lodging is a normal, reimbursable travel expense to the visitor. "Free lodging" should not be offered to individuals who are providing a service/performance for the University for a specified fee when travel expenses, in addition to the fee, were not a part of the contract or agreement. 2. The length of stay should not exceed three consecutive nights. The guest rooms are located on the ground floor of Hall 20. Furnishings are hotel/motel style; available rooms have either a king bed or twin beds. Guests have access to ice and vending machines. Reserved parking is available in the small lot adjacent to Hall 20. University staff provides daily custodial service. Decisions regarding eligibility for use of these accommodations and reservations for the guest rooms are made by the Housing Department, extension 6302. Details and responsibilities of the University department reserving guest rooms are given below. 1. The following information should be provided in a memo to the Housing Department, from the originating department when calling to make a room reservation: name of University guest; date and time of arrival and departure; dates of stay; name of University sponsor and the department responsible for the guest; (see 2 below); purpose of visit, i.e., job interview, performance, etc; P21 copy of the contract between the University and the visitor name of the department who will be financially responsible for damages and/or lost keys. 2. Each guest must have a University sponsor who serves as the contact person regarding any change in arrival/departure or special needs. The sponsor is responsible for communicating such information to the Housing Department, and for the pick-up and return of room keys and the parking permit to the Housing Department. The sponsoring department will be responsible for the replacement cost of keys that are not returned to the Housing Department. 3. Guests may check into Hall 20 after 3 p.m. and check out time is 1 p.m. Source of Authority: Director of Housing Cross Reference: None Contact for Reference: Housing Department Administrative Assistant Forms: None P22 Departmental Accounting Responsibilities C-l 1 Original Implementation: September 1, 1987 Last Revision: August 1, 2( It is the responsibility of each department head to exercise budgetary control over and account for the funds and property of his/her department. For that reason all accounts are assigned to an Account Manager. It is the responsibility of each Account Manager to maintain records ofe^ sales and other revenues, expenditures and encumbrances, including salaries and wages, and other charges which support and supplement the Controller's Office's records. It is the Account Manager s responsibility to ensure that each account under his/her control does not exceed budget limitations. In accounts where both revenues and expenditures are projected (i.e. Designated Fund, Restricted Fund and Plant Fund accounts), if actual revenues do not meet budgeted revenues, it is the Account Manager s responsibility to reduce expenditures accordingly. Complete and accurate records of financial transactions are to be maintained by the Controller's Office and made available to Account Managers who are responsible for comparing their records with those of the Controller's Office and reporting any differences promptly to the Controller's Office. The original approved budgets and all authorized budget revisions are maintained by the Director of Financial Services. Budget revisions under the Account Manager s control can be initiated with the Budget Change and Additional Appropriation Form. Each Account Manager may designate one or more additional individuals in the department to approve vouchers, requisitions, and similar documents in his/her absence. The Purchasing Department, the Controller's Office, Printing Services and the U.C. Bookstore must be informed of these designations which shall be periodically reviewed and updated. SOURCE OF AUTHORITY: Vice President for Business Affairs CROSS REFERENCE: None CONTACT FOR REVISION: Vice President for Business Affairs FORMS: Budget Change and Additional Appropriation Form (available from University Printing Services and at http://www.uis.SFASU.EDU/sfa forms/budget chg.htmlx.) P23 Food Purchases C-13 Original Implementation: April 13,1988 Last Revision: Januarv 25. 2000 I I With the exception of food supplies purchased for travel, educational research or laboratory purposes, the only funds which may be expended for food and/or beverage shall be from Auxiliary, Designated, or Restricted Accounts. 1.Expenditure of these funds for such purposes must serve a legitimate public purpose or must furthers the educational function of the University. 2. Restricted funds may be used when the restrictions of the account include an authorization to purchase these items. The Purchase Requisition/Payment Voucher must indicate the time and place of the function and must identify the direct beneficiaries of the function. The Purchase Requisition/Payment Voucher attd must be approved by appropriate administrative personnel. Purchase of alcoholic beverages must be approved in advance by the appropriate vice president. The following statement must be typed on the Purchase Requisition/Payment Voucher and must be certified as true and correct by the account manager. "I hereby certify under penalty of law that the expenditure of funds for the purchase of food and beverage is necessary for the completion of the functions of this department, qualifies as a legitimate public purpose, or that the educational function of the University is well served thereby." State funds and funds under the control of the Intercollegiate Athletic Office may not be used to purchase alcoholic beverages. An itemized receipt from the restaurant must be forwarded to the Accounts Payable Department before payment can be made to a vendor or to an individual seeking reimbursement Credit card receipts without an itemized receipt from the restaurant or vendor will not be reimbursed. Source of Authority: Board of Regents, President Cross Reference: General Appropriations Act, 73rd Legislature Contact for Revision: President Forms: None P24 Returned Checks C-35 Original Implementation: September 1, 1987 Last Revision: January 25, IQOQJanuary 28. 2003 Checks presented to the University will be verified through CheckMate, a check Chock verification service, prior to acceptance. The University reserves the right to refuse ^4H not accept personal checks from individuals who have a history of bad checks as recorded by CheckMate. : Checks returned to the University for insufficient funds, payment stopped, or account closed will be collected by CheckMate. The Business Office shall assess a twenty dollar ($20) fee plus applicable sales tax for each such check. These checks may be collected by CheckMate or other collection service. Applicable collection charges assessed will be charged to the student s account. In certain instances, checks will be turned over to the county attorney for collection. WEBCHECK Checks processed through WebCheck and returned to the University for insufficient funds, payment stopped, or account closed, will be collected by the University. The Business Office shall assess a twenty dollar (S20.00) fee for each returned check The amount of the returned check and the twenty dollar ($20.00) fee will be charged to the account of the individual. When three (3) checks have been returnedto the University for insufficient funds, payment stopped, or account closed, the University will no longer accept checks from those individuals through WebCheck.- Source of Authority: Federal Fair Debt Collection Practice Act, 15 U.S.C.A., sees. 1692-1692o; Texas Debt Collection Act, V.T.C.S., arts. 5069-11.01 et.seq.; President; General Counsel; Vice President for Business Affairs Cross Reference: None Contact for Revision: General Counsel, University Controller Forms: None P25 Budget Control C-47 Original Implementation: January 25,2000 Last Revision: NeneJanuary 28, 2003 The primary responsibility for budget control resides with each account manager. Secondly, the department head or supervisor of each account manager is responsible for requiring sound budget practices. The Director of Financial Services will monitor current and plant funds accounts, excluding restricted contract and grant funds within the current funds category. If a department s expenditures exceed its budget, the Director of Financial Services will notify the department to process a budget transfer, fund transfer, or expenditure transfer. The Purchasing system provides a budget check for funds when a department submits a requisition for a product or service. If the requisition exceeds available funds in the account, the Director of Financial Services may authorize the expenditure, pending a budget or funds transfer. Source of Authority: Vice President for Business Affairs Cross Reference: Departmental Accounting Responsibilities Policy, Index C-l 1 Contact for Revision: Director of Financial Services Forms: None P26 Emergency Management Plan D-l 1 Original Implementation: November, 1986 Last Revision: April 30, 2002 January 28, 2003 An Emergency Management Plan has been adopted to guide the response of appropriate individuals to potential emergencies occurring on the campus of Stephen F. Austin State University. I. Authority and References A. Authority for implementation of the Emergency Management Plan rests with the President of Stephen F. Austin State University. B. References 1. Article 51.210 and Article 51.203 of the Texas Penal Code. 2. The Texas Emergency Disaster Act of 1975, as amended (Article 6889-7, Vernon's Civil Statutes). 3. The Texas Emergency Management Plan, and Annex L - Texas Department of Health. II. Purpose The purpose of this plan is to provide the necessary guidelines, procedures, and instructions for implementing emergency operations at SFASU. Emergency operations will utilize the existing University organizations, with aid as necessary from city, state, and federal governments. III. Scope This plan constitutes the general guidelines for personnel of the University and for such other departments or individuals as may come under the direction and control of the University while engaged in activities intended to mitigate the harmful effects of accidents or natural disasters. Further, this plan provides guidelines for response to such occurrences. This plan is intended to stand alone or to complement other plans and provisions of the Texas Emergency Management Council and of local government. Provisions of this plan that are not specific to the activities of the University, have been included for purposes of clarity and their presence here is not intended to supersede or abrogate the provisions of the Texas Emergency Disaster Act of 1975. P27 IV. Situations and Assumptions A. Situations The University is an autonomous community of approximately 13,000 people surrounded by a city of approximately the same size 30,000. The I University is responsible for providing law enforcement and internal distribution of utility services to the University community on a day-to-day basis. B. Assumptions 1. The University is more knowledgeable about its facilities than are other agencies. 2. In the event of a disaster, the University may be dependent upon its own personnel and resources in the interval prior to the arrival of help from the usual sources. 3. In the event that the University is not affected by the primary disaster, its personnel and resources may be available to supplement and support local services. V. Direction and Control A. Routine organization (See University organizational chart.) B. The organization of the Emergency Operation Center (EOC) will vary from the routine structure as follows: 1. The location of the primary EOC will be designated by the Director of the EOC upon activation of this plan after consideration of the nature of the emergency. 2. The secondary EOC may be in the University Police Department. 3. The EOC Director will be designated by the President of the University and he, or his designee, must be present in the EOC as long as the plan is activated. He will serve as the official source of information to the University response personnel and will represent the University in the coordination of activities with other agencies. To aid the EOC Director, representatives of those who are assigned responsibilities in Section VI will be present in the EOC, as needed, to record and document incoming information and to dispatch information to the appropriate personnel. The EOC staff will coordinate requests for service and assignment of resources. P28 C. Warning and Notification This plan will be implemented by the President of the University when information is received from a credible source concerning a potential .or actual disaster that requires a positive response by the University. In the absence of the President, the provisions of the President's Line of Succession", in section VII of this policy will determine the line of authority applicable to the implementation of this plan. Information received shall be verified and evaluated to determine the response required and the division having responsibility for such action. The individual who evaluates the information must have a thorough understanding of the capabilities and responsibilities of each department of the University. An up-to-date listing of persons to be notified during duty hours, after duty hours, weekends and holidays shall be available to the University Police Department dispatcher. The prioritized list of individuals to be called will consist of a name and at least two alternate names along with office and home phone numbers. Changes in the list shall be submitted to the Chief of the University Police Department (UPD). The notification procedure is as follows: 1. The UPD will maintain the callout list and make the initial notification. 2. The UPD will initially dispatch personnel as necessary until the EOC is established, then control will shift to the Director of the EOC who is responsible for emergency management. 3. Major problems will be reported to the EOC. D. Public Information All public information shall be provided by or coordinated with the Director of Public Information. The designation of a single University spokesperson provides a single point of contact for persons seeking information and provides a single point through which information is released. VI. Assignment of Responsibilities A. University President The President or his designee is the Director of the Emergency Operation Center and shall be responsible for delegating duties to the other staff members as the emergency situation dictates. P29 B. University Police Chief The Police Chief is responsible for furnishing and directing the manpower necessary to maintain security in the affected areas. He will maintain traffic control, preserve law and order, direct search and rescue operations, and provide communication between the scene of the emergency and the EOC. C. Director of the Physical Plant The Director of the Physical Plant is responsible for coordinating requests for supplies and personnel and for making deliveries to the emergency area. He will discontinue and restore utility services as conditions dictate, clear debris, and restore buildings to functional use, when it is determined that the buildings are safe. D. Director of Auxiliary Services The Director of Auxiliary Services is responsible for providing meals for students and other University personnel as conditions dictate and will coordinate the use of the University Center facilities as directed by the President or his designee. E. Director of the University Health Clinic The Director of the University Health Clinic is responsible for determining the medical needs, arranging for emergency medical supplies, and the establishment of First Aid Stations in or near the affected area, but clear of immediate danger. F. Director of University Public Information The Director of Public Information is responsible for the timely and accurate dissemination of information to the news media. He will establish an emergency telephone information center to inform students' parents as necessary, and arrange for photographers to document the disaster. G. Director of Safety University Safety Officer The Director of Safety University Safety Officer is responsible for providing the Director of the EOC with specific information about facilities and existing conditions relating to the emergency. He will work with the city fire department and University police when evacuation is warranted. He will assure facilities and buildings are safe before they are restored to service or occupied. P30 H. Director of Hazardous Materials Control and Radiological Safety Hazardous Materials Officer The Director of Hazardous Materials Control is responsible for monitoring of radiation sources, providing the Director of the EOC with information about locations of hazardous and toxic materials on campus, and to serve as consultant to the Director of the EOC. The Radiation Safety Officer will monitor radiation sources and report to the Hazardous Materials Officer. I. Director of Housing The Director of Housing will be responsible for the relocation and housing of students. VII. Line of Succession To insure continuity of University activities during threatened or actual emergencies, the following line of succession for EOC command is established as follows: Vice President for Business Affairs; Vice President for Academic Affairs; Vice President for University Affairs; Vice President for University Advancement. A list of the Line of Succession for the other positions on the EOC staff will be provided by the appropriate directors and be appended to the emergency callout list. VIII. Support Request for assistance, including activation of the Texas National Guard or other military assistance, will be made by calling the State Disaster District Headquarters located at the Department of Public Safety Disaster District Headquarters, Region Sub 2B office in Lufkin, telephone (936) 634-5553. In the event that the State Disaster District Headquarters cannot be reached, the request for assistance can be made to the local Department of Public Safety Supervisor, telephone (936) 560-6528. IX. Outdoor Warning Siren A. Locations P31 1. Sunset Cemetery on North Street 2. Fire Station 1 on North Street 3. Baseball Park on Old Tyler Road 4. Durst Street @ Reedy Street 5. Fire Station 3 on Old Lufkin Road 6. Temple Park on Martin Luther King 7. Center Highway @ East Oak Lane 8. Stephen F. Austin Maintenance Facility 9. Fire Station 4 @ Nacogdoches High School 10. Power Street Pump Station A. Sirens tested 1 st Monday of the month at noon. B. Sirens sounded if the city is to be impacted by: 1. A Severe Thunderstorm and warning by National Weather Service is placed. 2. A Tornado Warning is issued by National Weather System and the City is in its path. 3. A flooding situation and the Emergency Management Team feel that a warning should be issued. 4. A hazardous materials event has placed a section of the community in danger. A. Procedure 1. Take shelter inside unless Authorities are directing action. 2. Channel 14 and local radio stations will broadcast information. X. Emergency Action P32 The various types of disasters, related terms, and an outline of general actions are defined for each threat. Each stage of a potential disaster is assigned a condition status number as follows: A. Condition 4 will refer to normal operating conditions when daily work routine is not interrupted by disaster or impending emergency situations. No action is necessary. B. Condition 3 will refer to a severe weather watch established by the U.S. Weather Service. Such a watch may be issued for any of the following conditions: 1. Tornado Watch: Conditions are favorable for tornado formation. The attion is to maintain daily routine, notify the appropriate department heads of conditions, and be ready to respond to a warning. 2. Severe Thunderstorm Watch: Atmospheric conditions exist such that severe thunderstorms may develop. The action is to maintain daily routine, notify the appropriate department heads of conditions, and be ready to respond to a warning. 3. Flood Watch: Conditions are favorable for rising waters. The action is to maintain daily routine, notify the appropriate department heads of conditions, and notify Physical Plant. C. Condition 2 will refer to severe weather warnings as issued by the U. S. Weather Service and relayed by local radio and TV stations. Such warnings may be issued for any of the following conditions: 1. Tornado Warning: A tornado has been sighted or seen on radar. The action is to notify EOC personnel and place them on alert status. Maintain the daily "routine and notify the appropriate departments to take such action as is required. 2. Severe Thunderstorm Warnings: Severe thunderstorms have been sighted visually or on radar. The action is to maintain the daily routine and notify the appropriate departments to take such action as is required. 3. Flood Warning: Conditions are such that waters may exceed a safe control level. The action is to maintain the daily routine and notify the appropriate departments to barricade areas of possible flooding. D. Condition 1 indicates any of the following conditions: P33 1. a tornado strikes 2. flash flooding 3. a major accident or a disaster, man made or natural, occurs without warning 4. a major fire 5. an explosion 6. an electrical blackout The EOC is activated and all department heads are notified. The EOC members will report to the center. All other department heads will follow their standard operating procedures. It is imperative that all actions taken or anticipated by any department be coordinated with the EOC. XI. The post-disaster actions will consist of the following: A. Check and/or re-establish communications. B. Maintain law and order. C. Perform fire protection and rescue operations. D. Set up triage stations if necessary and assure acceptable health conditions. E. Assess extent of damage. F. Perform emergency clean-up and debris removal. G. Request outside assistance as required. H. Establish controls on critical resources and direct their distribution when necessary. 1. Designate restricted areas as necessary. J. Furnish regular status reports to the State Department of Public Safety Disaster District Headquarters, Region Sub 2B in Lufkin, telephone (936) 634-5553, as appropriate. K. Keep the public informed of conditions. Utilize photographers to document extent of disaster. P34 L. Insure orderly operations of shelters, provide welfare necessities to the extent possible, and direct all shelter operations. M. Conduct radiological monitoring and notify "Chemtrec" (1-800-424-9300) if a hazardous material disaster occurs. N. Examine the disaster area for life safety hazards and assure that precautions are taken to protect personnel until normal operations are established. XII. Chemical Spills and Emergencies Chemical Spill Plan will comply with the requirements of 29 CFR 1910.120. Basic emergency equipment and supplies to absorb and neutralize materials will be readily available. A. Material Safety Data Sheets will be available on each chemical B. Small non-toxic spills 1. Identify ch emical 2. Neutralize if necessary 3. Solids will be swept into a container that will not react for storage by individuals familiar with properties of chemical. 4. Liquids will be absorbed by a material for chemical clean-up and stored by individuals familiar with properties of chemical. 5. Proper disposal C. Hazardous Spills 1. Area will be evacuated and monitored 2. Identify'chemical 3. Neutralize if possible 4: Contact "Chemtrec" (1-800-424-9300) 5. Contact Emergency Response Team <5. Proper disposal by contracted company P35 XHtA7//. Implementation Source Of Authority: Texas Government Code sec. 418.001 et seq.; Texas Education Code sec. 51.201 et seq.; The Texas Emergency Management Plan, Annex L - Texas Department of Health; President Cross Reference: Employee Safety Manual Contact For Revision: Safety Director University Safety Officer Forms: None P36 Health & Safety D-17 Original Implementation: February 11, 1977 Last Revision : April 30, 2002 Januaty 28, 2003 I. PURPOSE This document will establish for Stephen F. Austin State University the policy for the protection of the University's human and material resources and the maintenance of a safe and healthful environment complementary to the University's needs and the accomplishment of its goals. II. SCOPE The intention of this policy statement is to create among all members of the University community an awareness of and a commitment to an effective safety program. The primary concern of this program will be the safety and well-being of the students, faculty, staff and visitors. The program will be promoted through training, identification of hazards, and initiation of loss-control measures aimed at the overall reduction of accidents and risk. III. COMMITTEE Responsibility and coordination of various aspects of the University's safety program is vested in the University Environmental Safety and Health/Radiation Committee that reports to the President of the University. The Committee will be composed of the Radiation Safety Officer Hazardous Materials Officer, the Chief of University Police, and other faculty and staff members appointed by the Vice President for Business Affairs. The Director of University Health Services, the Director of Safety University Safety Officer, the Director of Hazardous Material Control, and the Assistant Safety Director Assistant University Safety Officer * acting as the Workers Compensation Representative are ex officio members. IV. COMMITTEE RESPONSBILITIES A. Will meet quarterly or at necessary intervals. B. Act as a clearinghouse and consultative organization for the University safety and health problems. C. Act as liaison between the University and the State Employees Workers Compensation Division of the State Office of Risk Management. D. Act as an advisory body reporting to the President on the status of the University's safety control activities. P37 V. The Occupational Safety and Health Program for Texas State Agencies, published by the State Office of Risk Management, is the program document for the University's safety program except as noted below. Responsibilities are assigned to individuals at appropriate levels of authority and expertise as follows. A. The responsibility for physical safety, fire protection, occupational health, and engineering controls is assigned to the Director of Safety University Safety Officer, who reports to the Vice President for Business Affairs. The Director of Safety University Safety Officer will assume the duties of Accident Prevention Coordinator. The Assistant Safety Director Assistant University Safety Officer acting as the Workers Compensation Representative associated with the State Employees Workers Compensation Division of the State Office of Risk Management shall report to the Director of Safety University Safety Officer. B. The responsibility for radiological safety, including the purchase, transportation, use, storage, and disposal of radioactive materials are assigned to the Radiation Safety Officer who reports to the President of the University Hazardous Materials Officer. The Radiation Safety Officer will assume the responsibility for the Radioactive Materials Management Program to assure compliance with the conditions of the license/registrations issued by the Texas Bureau of Radiation Control, Texas Department of Health. C. The responsibility for control of hazardous materials, including use, storage, and disposal of regulated hazardous materials, as well as the responsibility for compliance with the Texas Hazard Communication Act, is assigned to the Director of Hazardous Material Control who reports to the President of the University. D. The responsibility for campus security, traffic control, criminal investigation, and civil order is assigned to the Chief of University Police who reports to the Vice President for University Affairs. E. The responsibility for the maintenance of the health of students and the initial care of the faculty and staff members suffering from minor occupational injuries or illness is assigned to the Director of University Health Services, who reports to the Vice President for University Affairs. VI. SUPPORT In addition to the aforementioned and specifically-assigned responsibilities, it shall be the general responsibility of all faculty and staff members to attempt to recognize hazards in their areas of activity and to take positive action to reduce or eliminate those hazards. Staff members shall be responsible for the education of P38 their employees and students in regard to proper job procedures and recognized hazards before making task assignments. VII. IMPLEMENTATION In all University activities and endeavors, safety is the first concern. The members of the University community shall comply with all statutes, rules, regulations and codes by which the University is bound. They shall also attempt to comply with the spirit of any non-binding requirement which would further the University's intent to provide and maintain a safe and healthful environment in which to work, study, and live. Source of Authority: President Cross Reference: None Contact For Revision: President, University Safety Director Officer Forms: None P39 Illicit Drugs and Alcohol Abuse D-19 Original Implementation: September 1, 1986 Last Revision: October 31, 2000January 28. 2003 It is the declared policy of the United States Government to create a Drug-Free America by 1995. As a part of that policy, the Drug-Free Workplace Act of 1988, P.L. 100-690, Subtitle D was adopted. On December 12, 1989, President Bush signed.the Drug-Free Schools and Communities Act Amendment of 1989, P.L. 101-226, which amends provisions of the Drug-Free Schools and Communities Act of 1986 and the Higher Education Act of 1965. University policies relating to the use of illegal drugs and alcoholic beverages have been established by the Board of Regents of Stephen F. Austin State University in compliance with state and federal law. Standards of Conduct It is the University's policy that all members of the University community and guests are required to comply with federal state, and local laws regarding the possession, consumption, and distribution of alcoholic beverages. University policy prohibits all employees (full-time and part-time faculty, staff, and students) from engaging in the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance or alcoholic beverage in the workplace, or reporting to work under the influence of alcoholic beverages or illegal drugs. None of the funds appropriated to the University by the State Legislature for travel expenses may be expended for alcoholic beverages. University policy further stipulates, with regard to students, .that the unauthorized use of intoxicating beverages on University controlled property or at University sponsored activities, including, but not limited to, intercollegiate and intramural athletic events is prohibited. Alcoholic beverages are not permitted in University residence halls. With regard to student apartments, state law prohibits alcohol is permitted in apartments only forjndividuals under 21 years of age^rojder from possessing or consuming alcoholic beverages. Alcoholic beverages will be permitted for authorized University sponsored or co-sponsored events on University controlled property only as follows: Lumberjack Alley tailgate events (must cease 30 minutes prior to the game): Homer Brvce Stadium Pressbox (only if catered or sold through a licensed vendor); University Center receptions or meals (only if catered or sold through a licensed vendor and approved in advance by the President): Opera House Downtown Art Gallery (only beer and wine may be served for events approved in advance by the Dean of Fine Arts): President's House (both interior and exterior). P40 In all cases, possession or use of alcohol must be in full compliance with applicable state laws including the Texas Alcoholic Beverage Code. Nothing herein shall be taken as an assumption of risk or responsibility on the part of the Board of Regents, the University or its employees for any injuries or damages, whatever kind, resulting from anv person's possession or use of alcohol, whether such use is legal or illegal. The only University funds which may be used to purchase alcohol are approved discretionary accounts. Under no circumstances will appropriated funds, funds under the control of the Athletics Department, or funds generated bv research grants and contracts be used to purchase alcohol. The General Appropriations Act also limits the consumption of alcoholic beverages bv University employees to non-dutv times, therefore, alcoholic beverages may not be served at official functions between 8 a.m. and 5 p.m.. Monday through Friday. It is the policy of Stephen F. Austin State University that any unlawful manufacture, possession or delivery of any controlled substance or illegal drug is strictly prohibited. Moreover, it is the policy of the State of Texas and of this University that this institution will be as free of illegal drugs as it can possibly be. Health Risks Alcohol Abuse. Alcohol is a primary and continuous depressant of the central nervous system. Impairment of judgment and of recently learned, complex and finely tuned skills begins to occur at blood alcohol concentrations as low as 0.025 percent. These impairments are followed by the loss of more primitive skills and functions, such as gross motor control and orientation at concentrations in excess of 0.05 percent. Alcohol in moderate doses impairs nearly every aspect of information processing, including the ability to abstract and conceptualize, the ability to use large numbers of situational cues presented simultaneously, and the cognitive ability to determine meaning from incoming information. Alcohol consumption can therefore promote action on impulse without full appreciation of, or concern about, the potential negative consequences of such action. Chronic long-term effects of heavy drinking over a period of years can result in brain damage, cancer of the mouth, esophagus or stomach, heart disease, liver damage resulting in cirrhosis, alcoholic hepatitis, and cancer of the liver, peptic ulcer disease and possible damage of the adrenal and pituitary glands. Prolonged, excessive drinking can shorten life-span by 10-12 years. Illicit Drugs. Illicit drugs include narcotics, such as heroin or morphine; depressants, such as barbiturates, Quaaludes, or valium; stimulants, such as cocaine or "crack"; hallucinogens, such as PCP, LSD or mescaline; cannabis, such as marijuana or hashish; inhalants, such ' as nitrous oxide, amyl nitrite (poppers) or various hydrocarbon solvents; and designer drugs, such as China White, methamphetamine (Ecstacy) or meperidine (Demerol). P41 Narcotics. Narcotics initially produce a feeling of euphoria that is often followed by drowsiness, nausea and vomiting. Tolerance may develop rapidly and dependence is likely. The use of contaminated syringes may result in diseases such as AIDS, endocarditis (inflammation of the lining of the heart) and hepatitis. Depressants. The effects of depressants are in many ways similar to the effects of alcohol. Small amounts can produce calmness and relaxed muscles, but a somewhat larger dose can cause slurred speech, ataxia or unstable gait and altered perception. Very large doses can cause respiratory depression, coma and death. The combination of depressants and alcohol can multiply the effects of the drugs, thereby multiplying the risks. The use of depressants can cause both physical and psychological dependence. Stimulants. Cocaine stimulates the central nervous system. Its immediate effects include dilated pupils; elevated blood pressure, heart and respiratory rate; and body temperature. Occasional use can cause a stuffy or runny nose, while chronic use can ulcerate the mucous membrane of the nose with long-term use eroding the nasal septum. The injection of cocaine with unsterile equipment can cause AIDS, hepatitis and other diseases. Preparation of freebase, which involves the use of volatile solvents, can result in death or injury from fire or explosion. Cocaine can produce psychological and physical dependency. In addition, tolerance develops rapidly. Crack or freebase rock is extremely addictive. The physical effects include dilated pupils, increased pulse rate, elevated blood pressure, insomnia, loss of appetite, tactile hallucinations, paranoia and seizures. Overdoses occur easily. Hallucinogens. Phencyclidine (PCP) users frequently report a sense of distance and estrangement. Time and body movement are slowed down. Muscular coordination worsens and senses are dulled. Speech is blocked and incoherent. Chronic PCP users report persistent memory problems and speech difficulties. Mood disorders, such as depression, anxiety and violent behavior, may also occur. In late stages of chronic use, users often exhibit paranoid and violent behavior and experience hallucinations. Large doses may produce convulsions and coma, heart failure, lung problems and/or ruptured blood vessels in the brain. Lysergic acid (LSD), mescaline and psilocybin cause illusions and hallucinations. The physical effects may include dilated pupils, elevated body temperature, increased heart rate and blood pressure, loss of appetite, sleeplessness and tremors. Sensations and feelings may change rapidly. It is common to have a bad psychological reaction to LSD, mescaline and psilocybin. The user may experience panic, confusion, suspicion, anxiety and loss of control. Delayed effects or flashbacks can occur' even after use has ceased. Inhalants. The chemicals in most inhalants are rapidly absorbed in the lungs and exert their central nervous system effects within seconds, producing an altered mental state for about five to fifteen minutes. Immediate effects of inhalants include nausea, sneezing, coughing, nose bleeds, fatigue, lack of coordination and loss of appetite. Solvents and aerosol sprays can decrease the heart and respiratory rates and impair judgment. Amyl and butyl nitrite can cause rapid pulse, headaches and involuntary passing of urine and feces. Inhalation of toluene as well as other hydrocarbons has been associated with P42 kidney and liver damage, peripheral nerve problems, convulsions, encephalopathy (organic brain damage) and other central nervous system disorders. Sudden death associated with both glue sniffing and especially the inhalation of aerosols containing halogenated hydrocarbons (Freon) has been reported and is thought to be secondary to cardiac arrhythmias (abnormal electrical conduction patterns in the heart). Marijuana. The short term effects of marijuana include distortion of time perception, increased heart rate, dilation of blood vessels and loss of short-term memory. Also decreased are visual perception and psychomotor skills, which have adverse effects on driving ability. The effects of long-term use include loss of motivation, chronic bronchitis, decreased vital lung capacity and an increased risk of lung cancer. Tolerance and psychological dependence do develop with marijuana. Designer Drugs. Designer drugs are synthetic chemical modifications of older drugs of abuse that are designed and manufactured in covert laboratories and sold at great profit for recreational use. These drugs can be several hundred to several thousand times stronger than the drugs they are designed to imitate. Designer drugs similar to opiates include fentanyl, demerol, and "china white." The narcotic analogs of designer drugs can cause symptoms such as those seen in Parkinson's disease - uncontrollable tremors, drooling, impaired speech, paralysis, and irreversible brain damage. Analogs of amphetamines and methamphetamines cause nausea, blurred vision, chills or sweating and faintness. Psychological effects include anxiety, depression, and paranoia. Withdrawal problems include sweating, diarrhea, fever, insomnia, irritability, nausea and vomiting and muscle and joint pain. University Penalties Students. Any student who is determined through the regular disciplinary procedures of the University, to have violated the policy on the use of illicit drugs will be suspended from the University for no more than two years and no less than the remainder of the current semester. University sanctions imposed for alcohol possession or consumption include the following. First offense - The student is placed on Conduct Probation for a period of six months and is required to attend an alcohol awareness class provided through the University's Counseling and Career Services office. Second offense - The student is placed on Disciplinary Probation for a period of twelve months. This sanction may include the condition that continued participation in campus activities will be curtailed or restricted for that same period. Third offense - The student is suspended from the University. P43 Employees. Observance of the policy regarding alcoholic beverages and illegal drugs is a condition of employment for all University employees. An employee violating this policy shall be subject to employment discipline up to and including termination, or shall be required-to undergo satisfactory participation in a drug abuse assistance or rehabilitation program. Any employee directly engaged in the performance of work pursuant to the provision of a federal grant or contract who is convicted of violating a criminal drug statute shall notify his/her immediate supervisor of the conviction no later than five days after the conviction. The immediate supervisor shall promptly report the conviction to the appropriate vice president and the Director of Research Services. On behalf of the University, the Director of Research Services shall notify the federal agency grantor or contractor of the conviction within ten days of the University's receipt of notice from the employee or of receipt of other actual notice. State and Federal Penalties Federal Law Offense Minimum Punishment Maximum Punishment Manufacture, distribution or dispensing drugs (includes marijuana) A term of imprisonment not more than 20 years, and a minimum fine of $1,000,000 Possession of drugs (including marijuana) Civil penalty in amount not to exceed $10,000 Operation of a common carrier under the influence of alcohol or drugs A term of life imprisonment without release (no eligibility for parole) and a fine not to exceed $4,000,000 (for an individual) or $20,000,000 (if other than an individual) Imprisonment for not more than 20 years or not less than 5 years, a fine of not less than $5,000 plus costs of investigation and prosecution Imprisonment for up to 15 years and a fine not to exceed $250,000 Texas Law Offense Minimum Punishment Maximum Punishment Manufacture or delivery of controlled substances (drugs) Possession of controlled substances (drugs) Delivery of marijuana Possession of marijuana Confinement in the Texas Department of Criminal Justice State Jail facility for a term of not more than 2 years or less 180 days, or confinement in a community correctional facility for not more than I year, and a fine not to exceed $10,000 Confinement in jail fora term of not more than 180 days, and a fine not to exceed $2,000 Confinement in jail for a term of not more than 180 days, and a fine not to exceed $2,000 Confinement in jail for a term of not more Confinement in TDCJ for life or for a term of not more than 99 years or less than 15 years, and a fine not to exceed $250,000 Confinement in TDCJ for life or for a term of not more than 99 years or less than 15 years, and a fine not to exceed $250,000 Confinement in TDCJ for life or for a term of not more than 99 years or less than 15 years, and a fine not to exceed $50,000 Confinement in jail for a term of not more P44 Driving while intoxicated (includes intoxication from alcohol, drugs, or both) Public intoxication than 180 days, and a fine not to exceed than 2 years or less than 30 days, or $2,000 confinement in TDCJ for a term of not more than 10 years or less than 2 years and a fine of not more than $10,000 Confinement in jail for a term of not more Confinement in jail for a term of not more than two years or less than 72 hours, and a than two years or less than 30 days, or fine of not more than $2,000 confinement in TDCJ for a term of not more than ten years or less than two years and a fine of not more than $ 10,000 A f,ne not t0 exceed $5Oo Purchase or consumption or_possession of Fine of r.ot more than $500 alcohol by a minor Sale of alcohol to a minor pjne Qf nQt mQre For a subsequent offense a fine of not less than $250 nor more than $2000 for a subsequent offense a fine of not less than $250 nor more than $2000 or confinement in jail for not more than 180 days or both Counseling, Treatment and Rehabilitation Students. Stephen F. Austin State University, through the Counseling and Career Services office, provides an alcohol/drug abuse prevention program which is available to all students. Program components include assistance in abstaining from the use of chemical substances, early intervention when chemical abuse is detected, and referral to a campus support system and/or a community referral for inpatient/outpatient services not available on campus. Medical counseling and printed information on chemical dependency are available through University Health Services, the campus student health facility. Students may seek individual counseling or request printed information at either campus location. Prevention/Education. The objectives of this element of the assistance program are to: increase awareness of the students, faculty, and staff concerning the psychological and health risks associated with chemical use; provide information to students regarding a variety of wellness issues which promote successful college adjustment; and, orient students, faculty and staff to the services available through the assistance program. Presentations are available to student groups on a variety of topics including alcohol and substance abuse, adult children of alcoholics, assertiveness skills, stress and time management, self-esteem and related issues. A group representative should contact the Counseling and Career Services office to schedule a presentation. The assistance program also offers an Alcohol Awareness Workshop. The four-hour workshop, divided into two sessions, provides basic information, tools for self-assessment, information on University and state regulations, and an orientation to the assistance program. Students may request to attend the workshop or be referred by the Associate Dean of Student Development. Referral/Assessment. Any SFA student requiring information about, or assistance with, a chemical abuse problem may be referred to the assistance program. A student may initiate a self-referral by contacting the Counseling and Career Services office; University faculty and staff may initiate a student referral. Participation by a student is voluntary, except when mandated by the Associate Dean of Student Development. A staff counselor conducts an assessment interview on the student's initial visit to Counseling and Career Services and provides the student with details regarding confidentiality and record P45 keeping requirements. The counselor informs the student of alternatives and makes recommendations based on the student's needs. Campus Support System. The assistance program serves as a link between the individual student and support groups which are available for chemical dependency, adult children of alcoholics and victims of sexual abuse. Support groups function under guidelines established by Counseling and Career Services. Community Referral. Services for chemical dependency are available in the Nacogdoches community and include: private practitioners offering individual counseling or intellectual/psychological assessment; self-help groups such as Alcoholics Anonymous and Narcotics Anonymous; and, inpatient/outpatient treatment. Employees. University employees with supervisory responsibilities should be cognizant of employee behavior related to unacceptable job performance which may result from drug or alcohol abuse. Any decision to initiate employee counseling or a referral to Personnel Services should be based on the employee's unacceptable job performance. Employee counseling, referral and related record keeping should be conducted with the degree of care and confidentiality appropriate to such personnel matters. Alcohol and drug abuse seminars are among the services provided cost-free to University employees. Other services for employees with a chemical dependency are available in the community, including private practitioners offering individual counseling, self-help groups such as Alcoholics Anonymous and Narcotics Anonymous, and inpatient/outpatient treatment at various health care facilities. It is the intent of Stephen F. Austin State University to continue to strive for a drug-free campus and to comply with state and federal regulations regarding prevention programs established to eliminate the illegal use of drugs and alcohol abuse. To this end, Stephen F. Austin State University will provide annually to each student and employee a copy of this drug and alcohol abuse prevention program. In addition, the University will conduct a biennial review of this program implemented to provide a learning and working environment free of drug and alcohol use. The purposes of the biennial review will be to: 1) determine the effectiveness of the program and implement needed changes; and 2) ensure that the sanctions included in the program are consistently enforced. The University's General Counsel will be responsible for initiating the biennial review. Source of Authority: P.L. 100-690, sec. 5151 et seg.; P.L. 101-226, which amends provisions of the Drug-Free Schools and Communities Act of 1986 and the Higher Education Act of 1965; General Appropriations Act; OMB Circular A-21: Board of Regents; President Cross Reference: None Contact for Revision: General Counsel Forms: None P46 Items Requiring Board of Regents Approval D-20.5 Original Implementation: July 5,1988 Last Revision: January 15,200228,2003 A. Items That Require Approval by the Board of Regents 1. Construction/renovation projects if the estimated cost is $50,000 or more, including a. Selection of an architect/engineer b. Authority to submit the proposal to the Coordinating Board if the estimated project cost (includes all cost) is at least $ 1,000,000 for new construction, $2,000,000 for renovation, or as otherwise required under law. c. Construction contract awards d. Change orders that would increase the cost of the project beyond the amount of the approved budget 2. Actions relating to University employees, including a. Appointment of full-time faculty b. Faculty promotions c. Awarding of faculty tenure d. Appointment of full-time administrative/professional staff (non-classified) excluding those requiring student status and those paid with grant funding e. Change of position status of full-time faculty and administrative/professional (non-classified) staff f. Advisement on termination of full-time faculty and administrative/professional (non-classified) staff (Executive Session only, does not require Board action for approval) g. Leaves of absence for faculty and administrative/professional (non-classified) staff for one semester (four and one-half months) or more h. Dual employment (with state agencies) of faculty and administrative/professional (non-classified) staff 3. Delegations of administrative authority, including a. Authority to approve travel b. Authority to approve purchases 4. Policy statements when the effect will be to a. change admission, probation, or suspension regulations P47 b. establish or alter policies, regulations, or rules relating to employment or property rights c. govern the activities of the entire University or a major section of the University, such as rules for admission into teacher education or any other major curriculum d. change long standing and well accepted practices or patterns of behavior e. implement rules, regulations, or activities established by external authorities 5. Contracts, purchases, or agreements in the amount of $50,000 or more 6. Any lease of any item (building, equipment, etc.) if the total cost of the lease is expected to be $50,000 or more without regard to the length of the lease period 7. Purchase, sale or exchange of real property (Executive session only, does not require Board action for approval) 8. Depository contract (presently submitted annually) 9. Food service (or similar) contracts, including changes in existing contracts 10. Contracts and agreements with support or development foundations 11. Settlements, consent decrees, authority to enter into litigation (Executive session only, does not require Board action for approval.) 12. Establishment (or change) of mandatory fees 13. Curriculum matters, including a. Establishment or elimination of academic programs b. Establishment or elimination of courses c. Major changes in programs or courses 14. Designation of a name for University buildings, facilities, streets, etc. 15. Annual holiday schedule 16. Private, governmental, or foundation grants or agreements if the purpose of the grant, etc. is not designated ("President's Discretion" constitutes a designation) 17. Annual operating budget 18. Increases in existing budgets through a "budget adjustment" if over $50 000 except revolving funds. 19. Biennial legislative request 20. Long Range Master Plan P48 B. Items That Do Not Require Approval bv the Board of Repents 1. Construction or renovation projects under $50,000 2. Change orders under $50,000 as long as the approved budget is not exceeded 3. Appointment, change-of-status, promotion, termination of classified employees 4. Appointment, change-of-status, termination of graduate or student assistants 5. Resignations 6. Contracts, purchases, and agreements when the amount is less than $50,000 7. Budget transfers that do not increase the Board approved budget 8. Private, governmental, and foundation grants or agreements if the purpose of such is stipulated by the grantor, etc. 9. Materials purchased for resale in auxiliary operations and central stores 10. Materials purchased for inventory stock of the physical plant operation 11. Materials purchased for normal inventory stock from operation and maintenance budgets previously approved by the Board 12. Maintenance and service contracts 13. Library subscription services 14. Recurring printing orders 15. Contracts and agreements for athletic events, entertainment concerts fine arts events, and other similar activities 16. Group travel packages for resale 17. Materials or services purchased for emergencies resulting from disasters hazards, or other exigent circumstances ' 18 Other items approved by the President of the University which are not listed in Section I of this policy. Source of Authority: Board of Regents Cross Reference: None Contact for Revision: President Forms: None P49 Employee Conduct Original Implementation: September 1, 1987 Last Revision: April 18, lOOOJanuary 28, 2003 Various standards of conduct have been established by the legislature that apply to employees of Stephen F. Austin State University. These include: 1. No state officer or state employee should accept or solicit any gift, favor, or service that might reasonably tend to influence in the discharge of official duties or when it is known or should be known the offering is made with the intent to influence official conduct. 2. No state officer or state employee should accept employment or engage in any business or professional activity which might reasonably be expected to require or induce a disclosure of confidential information acquired by reason of the official position. 3. No state officer or state employee should accept other employment or compensation that could reasonably be expected to impair independent judgment in the performance of official duties. 4. No state officer or state employee should make personal investments that could reasonably be expected to create a substantial conflict between the officer s or employee s private interest and the public interest. 5. No state officer or state employee should intentionally or knowingly solicit, accept, or agree to accept any benefit for having exercised official powers or performed official duties in favor of another. Additionally, the University, its officers and employees must comply with the following restrictions regarding political activities: a. A state agency may not use any money under its control, including appropriated money, to finance or otherwise support the candidacy of a person for an office in the legislative, executive, or judicial branch of state government or of the government of the United States. This prohibition extends to the direct or indirect employment of a person to perform an action described by this subsection. b) A state officer or employee may not use a state-owned or state-leased motor vehicle for a purpose described by Subsection (a). c) A state officer or employee may not use official authority or influence or permit the use of a program administered by the state agency of which the person is an officer or employee to interfere with or affect the result of an election or nomination of a candidate or to achieve any other political purpose. d) A state employee may not coerce, command, restrict, attempt to restrict, or prevent the payment, loan, or contribution of any thing of value to a person or political organization for a political purpose. P50 e) For purposes of subsection (c), a state officer or employee does not interfere with or affect the results of an election or nomination if the individual's conduct is permitted by a law relating to the individual's office or employment and is not otherwise unlawful. Source of Authority: Section 572.051, Texas Government Code; Section 556.004 Texas Government Code; President; Vice President for Business Affairs Cross Reference: None Contact for Revision: General Counsel Forms: None P51 Library Faculty E_31A Original Implementation: 1970 Last Revision: January 25,2000 28, 2003 Stephen F. Austin State University seeks to maintain the strongest library faculty possible. The University thus provides for advancement based upon the librarian's academic credentials and experience, professional performance, contributions to the University community and the profession of librarianship, and service to the general community through his/her professional expertise. In order to assure that recommendations and administrative decisions relative to the promotion of librarians are equitable, the following principles and procedures are observed. 1. Rank While the contributions of the University librarians are both scholarly and an important extension of the teaching function of the University, the usual titles denoting ranks of the eaching faculty do not best describe the responsibilities of librarians. Instead, each hbranan has both a position title and a title of rank. The titles of rank and consist of Librarian I, II III, IV, with Librarian IV being the highest rank. These ranks do not apply o the three library administrative positions-Library Director, Associate Director of Information Services, and Associate Director of Technical Services. 2. Criteria for Appointment and Promotion: a. The minimum criterion for appointment to any rank as Librarian at the University is a master s degree in library science from a school accredited by the American Library Association.^(The M.L.S. or M.L.I.S. is generally considered to be the terminal degree for practicing librarians.) e b. Beyond adequate credentials, the following levels of performance should be present for promotion: (1) An individual promoted to the rank of Librarian II should have the demonstrated capabilities to be an effective and productive librarian and a contributing member of the academic and general communities as evidenced by substantial job accomplishments and participation in professional library organizations or professional service to the university or the community. (2) An individual promoted to the rank of Librarian III should have a proven record of effective and productive librarianship and have made numerous professional contributions to the academic and general communities through presentations at professional meetings, professional publications, or service to library organizations. P52 (3) An individual promoted to the rank of Librarian IV should be a librarian whose contributions to the profession of librarianship are substantial and are recognized beyond the confines of the local campus to be of high quality. The applicant's professional contributions to the academic and general communities should be significant as evidenced by exceptional records of accomplishment in-the lower ranks. c. In order to hold either of the upper two library ranks, an individual is expected to have some previous professional experience and to have held a lower rank. Ordinarily to be promoted to the rank of Librarian III, an individual should have held the rank of Librarian II for at least five years. To be promoted to the rank of Librarian IV, an individual should have held the rank of Librarian III for no fewer than three years. dLA record of truly exceptional performance in some areas of the basic responsibilities to librarianship, performance, and service may mitigate against slight contributions in other areas in consideration for promotion, within the performance guidelines established for each rank. The evidence to support promotion based upon exceptional considerations must be unequivocal. 3. Promotion Procedures: a. A librarian may be nominated or apply for promotion. A nomination may be initiated by an individual librarian or the appropriate Associate Director. The applicant/nominee is responsible for developing and submitting to the Associate Director a packet of supporting materials a current vita, and a completed Promotion/Tenure Application form. The packet of supporting materials should contain information sufficient to judge the merits of the promotion application. b. Applications/nominations are placed in a special file in the office of the Library Director and are accessible for evaluation and recommendation by any professional librarian. Formal comment by librarians concerning the applications/nominations must be submitted on the Recommendations on Promotion/Tenure form. c. Review Panel: (1) Each application/nomination for promotion, including all supporting materials and written signed comments from the professional librarians with regard to the applicant/nominee's credentials and performance as a librarian will be reviewed by a panel of not less than five librarians. (2) The panel will consist of the non-competitive members of the Library Academic Advisory Council, excluding ex officio members, who hold the applicant/nominee's present rank and above. P53 (3) In the event that the panel thus constituted is fewer than five members the panel will select the remaining members from among the other non-competitive librarians holding the applicant/nominee's rank or above. (4) Applicants for the rank of Librarian IV will be reviewed by the members of - the Library Academic Advisory Council which shall constitute the review panel/ (5) Each member of the review panel will complete the Recommendations on Promotion/Tenure form. d The Associate Director of the applicant/nominee's division will evaluate the packet of materials submitted by the candidate, librarians' comments and the recommendations of he 3T r r' S" ^thCSe materials al0n* With his/her 'ecommendaZ to the Library Director. The Recommendations on Promotion form will be used to transmit the Associate Director's recommendation. "«»nui ejhe Library Director will review the supporting materials prepared by each applicant ubmittedZ8 rrentS' 'n reVieW ^ reco^ndations, and the recommendation' submitted by the Associate Director and will recommend to the Vice President for Academic Affairs that the applicant be promoted/not promoted, with comments VkepTS t If fengt!; 5th6 aPPlication- The Library Director will submit to the Vice President for Academic Affairs a summary of the recommendations of all participants in the review process and the packet of materials prepared by each applicant. f. The Vice President for Academic Affairs will review these materials as a basis for making recommendations to the President of the University. The Vice President for feSTs,^1? ?H1 SUbmUtO ^ PreSid£nt 8 recommendation to promote/not promote £nH?H,t ^ prOmotlon> along with the P^ket of materials prepared by each candidate and the recommendations made at each step of the review process. ZfT ?e Vn™Tsity wil1 review *«« materials and recommendations and S^T ?^ Plrtment 3S a b3Sis for his/her commendation to the Board Regents that the candidate be promoted. After the decision of the Board of Regents a Hcatf ° PP°rting materials Prepared by the candidate will be returned to the ' °f Stephen F-Austbl State Periodic Evaluation Each librarian cites periodically his/her accomplishments in areas such as library service scholarship, publication, teaching, research, individual achievements, and other public or university service. His/her accomplishments are discussed personally with him/her by the library administration and are preserved in writing for future reference. The librarian in turn may discuss each librarian's progress with the Vice President for Academic Affairs P54 Compensation Adequate and equitable career salaries, properly graduated through the academic ranks are established and maintained to provide incentive for professional growth, to support morale, and to recruit highly qualified personnel. The department heads are compensated for their added responsibilities. Librarians accrue vacation and compensatory time the same as other state employees and are free to take their vacation at any time during the periods they are under contract subject to supervisor approval. Vacation time may be accumulated according to the limits established for state employees. Librarians receive the same holidays as other state employees. Work Load Professional librarians are appointed for twelve-month terms and receive staff vacation time and state holidays. Tenured librarians employed as of April 21,1998, will not be required to work twelve-month contracts. Appeal Should a librarian feel that the above policies and standards have not been followed in his/her case, he/she has the right to appeal his/her case on the same basis as that established for other members of the faculty. Library Academic Advisory Council A Library Academic Advisory Council functions as a committee to advise the University Librarian on policy matters and to consider any matter it deems appropriate. Five members, all professional librarians, with at least two years of service at Stephen F. Austin State University, elected in September by the professional staff, comprise the Council. Council members serve for two year staggered terms. If not elected to this Council, the librarian who is the Faculty Senate representative is an ex officio member of the Council. The Council elects its own chairman. Note: The change from three to two years is recommended because prospective staff changes in the next several years may significantly limit the number of librarians who can serve. The Council meets at the call of the chairman and shall meet at least once in the fall and once in the spring semesters. University Governance Librarians have all the voting rights granted other members of the faculty. They are eligible for membership on the Faculty Senate and on faculty committees. These include, but are not limited to, the Curriculum Committee, the Graduate Council, and those P55 committees having implications for library collections and services as well as for curriculum development. Leaves Librarians are eligible for faculty development leaves on the same basis of eligibility granted other members of the faculty. Research and Grants Librarians are eligible for grants, fellowships, and research funds on the same basis as other members of the faculty. Tenure Librarians are eligible for tenure in accordance with tenure regulations set by the University for members of the faculty Tenure Policy E-50A. An additional criterion ft awarding librarians tenure is satisfactory job performance. In considering job performance, the library director may choose to review the librarian S annual evaluation forms. The librarian may also include documentation ofj ob performance in the tenure packet, such as part of the annual evaluations or other documentation. Academic Freedom and Responsibility Librarians have the protection of academic freedom and are to exercise professional responsibility and judgment. There shall be no censorship of library resources. Source of Authority: President Cross Reference: Faculty Handbook Contact for Revision: President Forms: None 'or P56 Nepotism Original Implementation: Unpublished Last Revision: January 25,2000Januaiy 28, 2003 Relatives of a person within the second degree of affinity include the spouse of the person and the parents, children, brothers, sisters, grandchildren, nephews, nieces, uncles aunts, and first cousins of the employee's spouse. The relatives of a person within the third degree of consanguinity include the parents, children, brothers and sisters, grandparents, uncles and aunts, first cousins, nephews and nieces, grandchildren, great-grandchildren, great-grandfathers, great-
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Title | Minutes of Board of Regents of Stephen F. Austin State University. 2003, Volume No. 188 |
Subject |
Meetings Universities & colleges Stephen F. Austin State University |
Description | January 28, 2003, Volume No. 188 |
Date | 2003-01-28 |
Contributors | Penny Butler, Margarita de la Garza-Grahm, Kenneth James, Gary Lopez, Susan Roberds, Lyn Stevens, Mike Wilhite, Fred Wulf. |
Repository | East Texas Research Center |
Repository Link | http://library.sfasu.edu/etrc |
Location |
Nacogdoches County Texas |
Associated Dates | 2000-2009 |
Type | Publication |
Format | |
Rights | This item may be protected under Title 17 of the U.S. Copyright Law. It is available for non-commercial research and education. For permission to publish or reproduce, please contact the East Texas Research Center at asketrc@sfasu.edu |
Transcript | Stephen F. Austin State University Minutes of the Board of Regents Nacogdoches, Texas January 28,2003 Volume 188 TABLE OF CONTENTS Page 03-10 Approval of Minutes of October 17, 2002; November 19,2002; December 20, 2002; and January 9, 2003 { 03-11 Personnel A. Faculty and Staff Appointments for 2002-03 , 1 B. Changes of Status 2 C. Retirements 3 D. Voluntary Modification of Employment. 3 03-12 Academic Affairs A. Faculty Workload Report for Fall 2002 3 B. Last Class Day Report 3 C. Approval to Offer M.Ed. Program in Educational Leadership 3 D. Approval of the Charter School Contract and Constitution 3 E. Master of Professional Accountancy 4 03-13 Financial Affairs A. Rental Fleet Vehicle Replacements 4 B. Intranet Portal 4 C. Wireless Access - Science Research Center and Todd Beef Farm 4 D. Resolution to Review Qualified Investment Brokers and Financial Institutions 4 E. Resolution to Acknowledge Review of Investment Policy and Strategy 4 F. Purchase of Computer Servers 4 03-14 Construction Manager for University Center Renovations/Additions: J. E. Kingham Construction 5 03-15 Buildings and Grounds A. Roof Replacements - Music, Griffith Fine Arts, Human Sciences South, Norton HPE Complex, Mays Hall, and Steen Hall 5 B. Exterior Cleaning and Waterproofing - Chemistry, McGee, McKibben, Rusk (steps) 5 C. Chilled Water Unit Replacements 5 D. Emergency Power Supply - Computer Center 5 E. Elevator upgrades - ADA, Fire Safety, Elevator Operation Codes 5 F. Public Area Renovations - McGee and McKibben Buildings 5 G. Facility Renovations - 2200 North Street 6 H. Building Upgrades and Enhancements - Griffith Fine Arts Building 6 I. Stormwater Drainage System - HPE to Starr Avenue and HPE across Wilson Drive 6 J. Campus Lighting 6 K. Opera House (Downtown Gallery) Lease 6 L. University Center Architect 6 M. University Chapel Exploratory Committee 6 N. Equine Facility 6 03-16 Policy Revisions 7 A-04 Academic Programs and Curricula PI A-05 Add/Drop P2 A-7 Advanced Placement P3 A-20 Graduate Assistantships P4 A-22.1 Instructor Generated Material P5 A-23 Interlibrary Loan P7 A-26 Library Lending P9 A-29 Library Public Address System P10 A-31 Meeting and Conducting Classes Pll A-35 Library Online Search........ P12 A-36 Out of State ...'. P13 A-40 Satisfactory Academic Progress P17 A-41 Grade Reporting P20 B-ll Hall 20 Guest Rooms P21 C-11 Departmental Accounting Responsibilities P23 C-13 Food Purchases P24 C-35 Returned Checks P25 C-47 Budget Control P26 D-ll Emergency Management Plan P27 D-17 Health & Safety P37 D-19 Illicit Drugs and Alcohol Abuse P40 D-20.5 Items Requiring Board of Regents Approval P47 E-15 Employee Conduct P50 E-31A Library Faculty P52 E-33 Nepotism.. : P57 E-39 Personnel Action Request P58 E-40N Probationary Period of Employment P61 E-43.5 Risk Management P62 E-47 Sick Leave ...P68 E52N Time Sheets P70 E-63 USA Patriot Act P74 F-13 Faculty-Staff ID Cards P75 F-3 Bookstore Special Orders P76 F-4 Bookstore Textbook Orders P77 NEW E-Mail, Students Only P78 NEW Educational Assistance Plan P80 NEW Employee Training P81 MINUTES OF THE MEETING BOARD OF REGENTS STEPHEN F. AUSTIN STATE UNIVERSITY NACOGDOCHES, TEXAS JANUARY 28, 2003 The meeting was called to order at 9:07 a.m. by Chair Mike Enoch. Board members present in Room 307: Penny Butler, Margarita de la Garza-Grahm, Kenneth James, Gary Lopez, Susan Roberds, Lyn Stevens, Mike Wilhite, Fred Wulf. Executive Session was announced at 9:15; returned to Open Session at 10:54. 03-10 Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye, it was ordered that the minutes of October 17, 2002; November 19, 2002; December 20, 2002; and January 9, 2003 be approved. 03-11 Upon motion of Regent Stevens, seconded by Regent Lopez, with all members voting aye, it was ordered that the following Personnel items be approved. A. Faculty and Staff Appointments for 2002-03 1. Human Sciences Ms. Darla R. Daniel, Assistant Professor, Ph.D. (Texas Tech University), at a salary of $45,000, for 100% time for nine months, effective January 1, 2003. 2. Human Services Dr. Victor Vodounou, Assistant Professor, Ph.D. (New Mexico State University), at a salary of $42,000, for 100% time for nine months, effective January 1, 2003. Dr. Scott Whitney, Assistant Professor, Ed.D. (Lamar University), at a salary of $40,000 for 100% time for nine months, effective September 1, 2002. 3. Nursing Ms. Debbie K. Arnold, Clinical Instructor, M.S.N. (University of Texas Medical Branch), at a salary of $40,000 for 100% time for nine months, effective January 1,2003. Ms. Karen L. O Brien, Clinical Instructor, M.S.N. (University of Texas Medical Branch), at a salary of $40,000 for 100% time for nine months, effective January 1,2003. 4. Secondary Education Dr. Sheila S. Runnels, Assistant Professor, Ph.D. (University of North Texas), at a salary of $45,000, for 100% time for nine months, effective January 1,2003. 5. Counseling & Career Services Ms. Sheri Mullican, Associate Director for Career Services, at a salary of $42,692 for twelve months, effective January 2, 2003. 6. Student Affairs Ms. Peggy Greer, Coordinator for the Multicultural Center, at a salary of $37,000 for twelve months, effective October 14, 2002. Ms. Eva Pack, Assistant Coordinator for the Multicultural Center, at a salary of $29,000 for twelve months, effective January 6, 2003. B. Changes of Status 1. Early Childhood Laboratory Ms. Amanda Piagari, from Substitute Teacher at an hourly salary to Pre-K I Teacher at a salary of $23,987 for 100% for nine months, effective November 18, 2002. 2. Registrar Ms. Melinda A. Colby, from Assistant Director and Administrative Assistant of the Charter School at a salary of $29,658 for 100% time for twelve months, to Associate Registrar at a salary of $37,000 for 100% time for twelve months, effective December 9, 2002. 3. Secondary Education Dr. Barbara Nykiel-Herbert, from Visiting Assistant Professor in English at a salary of $34,000 for 100% time for nine months to Assistant Professor in Secondary Education at a salary of $38,000 for 100% time for nine months, effective January 1, 2003. 4. Social Work Dr. Linda Morales, from Assistant Professor at a salary of $42,631 for 100% time for nine months to Interim Associate Dean and Director of the School of Social Work at a salary of $71,013 for 100% time for eleven months, effective October 25, 2002. C. Retirements 1. Admissions Ms. Nancy Dunn, Associate Director of Admissions, effective January 31, 2003. 2. Computer Science Dr. Jarrell C. Grout, Professor, effective May 31, 2003. 3. Human Sciences Dr. Gloria Durr, Regents Professor and Chair, effective August 31, 2003. 4. Modern Languages Dr. Bonnie C. Todd, Professor and Chair, effective August 31, 2003. D. Voluntary Modification of Employment 1. College of Education Dr. Patsy Hallman, Professor and Dean, effective September 1, 2003. 2. Music Dr. David W. Jones, Professor, effective September 1, 2003. 3. English Dr. Leon J. Schultz, Professor, effective September 1, 2003. 03-12 Upon motion of Regent Roberds, seconded by Regent Wulf, with all members voting aye, it was ordered that the following Academic Affairs items be approved, A. Faculty Workload Report for Fall 2002 The faculty workload report for Fall 2002 was approved. B. Last Class Day Report The last Class Day Report for the Fall semester, 2001 was approved as presented. C. Approval to Offer MLEd. Program in Educational Leadership Secondary Education was granted approval to offer graduate courses in Educational Leadership at Alief, Cleveland, Dayton, Fairfield, and Pinetree. D. Approval of the Charter School Contract and Constitution The contract to continue the Charter School at SFA was approved. E. Master of Professional Accountancy Approval was granted for the Department of Accounting to offer a stand-alone Master of Professional Accountancy program. 03-13 Upon motion of Regent James, seconded by Regent Roberds with all members voting aye, it was ordered that the following Financial Affairs items be approved. A. Rental Fleet Vehicle Replacements Approval was given for (1) replacement of the 15-passenger vans with 9-passenger models at an estimated cost of $95,000 based on the state contract price, (2) replacement of the four sedans at an estimated cost of $70,000, based on bids received 1-22-03, and (3) replacement of the 1983 road bus at a cost of $345,000 based on bids received 1-10- 03. Pricing reflects trade-in of the road bus. Source of funds for the vans and sedans is HEAF. Source of funds for the road bus is HEAF ($100,000) with the balance to be financed over a period of five years, payable in sixty monthly installments of $4,623.44 from rental-fleet revenue. The President was authorized to sign the required purchase orders and contracts to accomplish the recommended procurement. B. Intranet Portal It was ordered that the expenditure of $30,000 in TIF funds to complete the $66,000 upgrade of SFA> s internal campus website be approved, and that the President be authorized to sign the required purchase order and contract. C. Wireless Access - Science Research Center and Todd Beef Farm It was ordered that the purchase of the wireless network solution from Wireless Dynamics be approved at a cost not to exceed $109,600 and that the President be authorized to sign the required contracts and purchase orders. D. Resolution to Review Qualified Investment Brokers and Financial Institutions It was ordered that the Resolution Approving Financial Institutions and Brokers for Investment Transactions be approved as presented. E. Resolution to Acknowledge Review of Investment Policy and Strategy It was ordered that the Resolution to Acknowledge Review of the Investment Policy and Strategy be approved as presented. R Purchase of Computer Servers It was ordered that the purchase of 3 computer servers for the WebCT course management system be approved at a cost of $84,088. The source of funds is the DI4 Discovery Grant. 03-14 Construction Manager for University Center Renovations/Additions Upon motion of Regent Wilhite, seconded by Regent Roberds, with 5 members voting aye and 2 members voting nay, it was ordered that J. E. Kingham Construction serve as the Construction Manager for the University Center Renovation/Addition Project. (Regent Wulf abstained from voting for personal reasons.) 03-15 Upon motion of Regent Wilhite, seconded by Regent Wulf with all members voting aye, it was ordered that the following Financial Affairs items be approved A. Roof Replacements - Music, Griffith Fine Arts, Human Sciences South, Norton HPE Complex, Mays Hall, and Steen Hall The University was authorized to re-roof Music, Griffith Fine Arts, Human Sciences South, Norton HPE Complex, Mays Hall, and Steen Hall. The contractor is Sta-Dri Co. Inc. The project cost is not to exceed $659,206 and the source of funds is HEAP balance and budgeted auxiliary funds. B. Exterior Cleaning and Waterproofing - Chemistry, McGee, McKibben, Rusk (steps) The University was authorized to clean and waterproof the Boynton Building, the Chemistry Building, the McKibben Building, the McGee Building and to repair and waterproof the Rusk Building front steps. The contractor is Century Waterproofing and the project cost is not to exceed $169,685. The source of funds is HEAF balance. C. Chilled Water Unit Replacements The University was authorized to replace two chillers in Power Plant II at a cost not to exceed $566,445. The Physical Plant will serve as General Contractor and the President is authorized to sign the required contracts and purchase orders. Source of funds is HEAF balance. D. Emergency Power Supply - Computer Center The University was authorized to seek bids for the emergency power supply, and for a construction manager at risk for the project at a cost not to exceed $250,000. Funds for the project are to be allocated from HEAF balances carried forward to FY 2003. E. Elevator Upgrades - ADA, Fire Safety, Elevator Operation Codes The University was authorized to contract with Thyssen/Krupp Elevator to complete code upgrades and annual inspections under the existing contract at a cost not to exceed $375,000 and the President was authorized to sign purchase orders and contracts necessary to complete the work. F. Public Area Renovations - McGee and McKibben Buildings It was ordered that the public areas of the McGee and McKibben Buildings be renovated at a total cost of $1,165,000 for both buildings. G. Facility Renovations - 2200 North Street It was ordered that the property at 2200 North Street be renovated to accommodate the increase in nursing-programs enrollment on an interim basis, at a cost not to exceed $150,000. The physical plant department will serve as general contractor for the project. Source of funds is HEAF balances carried forward to FY 2003. H. Building Upgrades and Enhancements - Griffith Fine Arts Building It was ordered that upgrades and enhancements be made in public areas of the Griffith Fine Arts building at a cost not to exceed $250,000. I. Stormwater Drainage System - HPE to Starr Avenue and HPE across Wilson Drive The administration was authorized to install the stormwater drainage system east from HPE to Starr Avenue and across Wilson Drive, at a cost not to exceed $650,000. The President was authorized to sign the necessary purchase orders and contracts. J. Campus Lighting It was ordered that Phase II of the campus lighting project be approved to replace 150 additional fixtures meeting identical standards to those used in the Human Services/Telecommunications building project. The physical plant department will install the Phase II fixtures. Cost is estimated at $375,000. K. Opera House (Downtown Gallery) Lease The "Opera House" lease for the downtown gallery was approved for renewal and the President was authorized to execute the contract. L- University Center Architect The administration was authorized to expend architectural fees on the University Center project in excess of $50,000 and the President was authorized to sign the contract, with total architectural costs to be based on 8 percent of the project if completed. It was further ordered that use of proceeds from future debt issued for the project be authorized to reimburse architectural fees for the project, and approval was given for the Resolution Declaring Expectation to Reimburse Expenditures with Proceeds of Future Debt once the amount and certainty of the bond issue are determined. M. University Chapel Exploratory Committee The President was authorized to appoint an exploratory committee to investigate the feasibility and funding possibilities for a University Chapel. N. Equine Facility Authorization was given for a project to develop a design and funding proposals for an equine facility to be located at the Todd Beef Farm. Design activity will be coordinated by the physical plant department. Plans and funding proposals are to be brought for consideration to the Board or designated Board committee(s) at a future date. 03-16 Policy Revisions Upon motion of Regent Roberds, seconded by Regent James, with all members voting aye, it was ordered that the Board of Regents adopt the policy revisions as presented. REPORTS A. Recruitment and Retention Report by Roger Bilow and Jerry Holbert B. Housing Report C. Faculty Senate Chair 1. Recent Senate Actions a. Resolution on Departmental and College Governance b. Faculty Mentor Program c. Resolution on Changes to Policy A-54 2. Issues Under Consideration by the Senate a. New Intellectual Property Right Policy b. Developmental Classes c. Policy Changes d. Changes to the Senate Constitution D. Student Government Association President 1. University Center Expansion E. Vice Presidents for University Advancement and Alumni Affairs 1. Recognition of Mrs. Peggy Wright 2. Update on Fund Raising Efforts 3. Update on Alumni Activities a. Nacogdoches/Lufkin Day in Austin b. Mentor Ring Update c. Charter Chapter Update F. President 1. Austin Office 2. Legislative Session/Governmental Relations 3. Gubernatorial Inauguration 4. Strategic Planning Effort 5. Status of Search Processes for the Provost/Vice President for Academic Affairs and Dean of the College of Education 6. Coordinating Board Meeting (January 30-31, 2003) 7. Meeting with UTMB Personnel (February 26, 2003) 8. Meeting with Dr. Kirk Calhoun (February 27, 2003) 9. Meeting of the Board of Regents in April 10. Answer Questions from Members of the Board of Regents Appendix No. 1 BOARD OF REGENTS OF STEPHEN F.AUSTIN STATE UNIVERSITY Nacogdoches, Texas RESOLUTION APPROVING FINANCIAL INSTITUTIONS AND BROKERS FOR INVESTMENT TRANSACTIONS WHEREAS, The Texas Public Funds Investment Act requires the University to submit a resolution approving a list of qualified investment brokers to the governing body of the institution for adoption and/or review; and WHEREAS, the following firms are approved investment brokers: Merril Lynch, Inc. Neuberger Berman Fayez Sarofim & Co. John A. Levin & Co Kayne Anderson Rudnick Investment Management Lazard Asset Management Franklin Private Client Group, Inc. Lord, Abbett, & Co. WHEREAS, the following firms are approved financial institutions: Citizen's First Bank Commercial Bank of Texas First Bank and Trust East Texas Bancorp South Fredonia Region's Bank Stone Fort Texas Bank NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University Board of Regents, by the issuance of this Resolution, does hereby approve the above listed firms for investment transactions by Stephen F. Austin State University; and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the January 28,2003 meeting of the Board. THE BOARD OF REGENTS, STEPHEN F. AUSTIN STATE UNIVERSITY Mike Enoch, Chair • Penny Butler, Secretary Appendix No. 2 BOARD OF REGENTS OF STEPHEN F. AUSTIN STATE UNIVERSITY Nacogdoches, Texas RESOLUTION TO ACKNOWLEDGE REVIEW OF INVESTMENT POLICY AND STRATEGY WHEREAS, The Texas Public Funds Investment Act requires that each University s investment policy and strategy must be annually reviewed by the governing board of the institution; and WHEREAS, the law also requires the goveming body to adopt a written instrument stating that is has reviewed the investment policy and strategy; NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University Board of Regents, by the issuance of this Resolution, does hereby approve the investment policy and strategy as reviewed on January 28, 2003; and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the January 28,2003 meeting of the Board. Attest: Mike Enoch, Chair Penny Butler, Secretary Appendix No. 3 Stephen F. Austin State University Schedule of Budget Changes September 27, 2002 to January 6, 2002 ACTIVITY RECIPIENT INCOME SOURCE REF# TOTAL 114,684 10 Appendix No. 4 Policies for Board Review January 28, 2003 11 Appendix No. 4 Policies for Board Review January 28,2003 12 Academic Programs and Curricula, Review and Approval A-4 Original Implementation: October 17, 1978 Last Revision: January 25, 2000 January 28, 2003 Each academic department must engage in continuous review of its programs and curricula. Each department will conclude a formal review of programs and curricula every three to five years according to a schedule proposed by the dean and department chair and approved by the Vice President for Academic Affairs. All new undergraduate or graduate majors, minors, concentrations, and programs, and all changes in such programs must be approved by the dean of the appropriate college and by the Vice President for Academic Affairs. Prior to approval the dean will secure the recommendations of individuals or bodies as prescribed by the policies of the particular college, and, in the case of graduate offerings, the Vice President for Academic Affairs will secure the recommendation of the University Graduate Council. New or altered undergraduate or graduate majors and teaching certificate endorsements additionally require approval by the President and the Board of Regents. When required by law or regulation, additional approval by the Texas Higher Education Coordinating Board, the Texas Education Agency, the State Board for Educator Certification, the Southern Association of Colleges and Schools, or other appropriate outside agencies will be secured before proposed innovations or changes are implemented. All new undergraduate courses or course revisions require in addition to the approval of the appropriate college dean and the Vice President for Academic Affairs, the recommendation of the University Curriculum Committee.r#H4-a ^411 new graduate courses or course revisions similarly require the approval of the college dean and the Vice President for Academic Affairs as w-ell as the recommendation of the University Graduate Council. Source of Authority: Vice President for Academic Affairs Cross Reference: None Contact for Revision: Vice President for Academic Affairs Forms: None PI Add/Drop A-5 Original Implementation: April 27, 1986 Last Revision: April 30, 200Uanuary 28. 2003 Students may add courses through the 2nd class day during the summer semesters and through the 4th class day during the fall or spring semesters. Academic Department Chairs may reconcile class schedules through the official reporting date. Students may drop classes through five working days past mid-semester or mid-session as applicable. A student will not be allowed to drop a course after these dates, unless he or she withdraws from the University or can secure the dean's permission by demonstrating some exceptional circumstance. The following applies: 1. Through the official reporting date, withdrawals or a course dropped will not be recorded on a student's transcript. 2. After the official reporting date through five working days past mid-term for full semester courses or mid-session for partial semester courses, a drop, as well as a withdrawal, will be noted as a "W" on the transcript. At that time, the student's withdrawal will be reflected on the student information system. 3. If a student has been found guilty of cheating/plagiarism according to policy A-9.1, Cheating and Plagiarism, the grade of "W" may be changed to "WF" at the discretion of the faculty member involved. 4. Beginning on the sixth working day after mid-term for full semester courses or mid-session for partial semester courses, a drop will not be permitted only with the permission of the student's dean unless the student withdraws from all courses for the term. This withdrawal -m&v/\\\ be noted on the transcript as a "WP" if the student is passing at the time or a "WF" if the student is failing at the time. A withdrawal will also be noted as a "WP" or "WF" on the transcript. Source of Authority: Vice President for Academic Affairs Cross Reference: General Bulletin, Graduate Bulletin, Schedule of Classes. Policy A-54: Semester Grades Contact for Revision: Registrar Forms: None P2 Advanced Placement A-7 Original Implementation: September 4, 1979 Last Revision: April 18, lOQOJanuary 28, 2003 Stephen F. Austin State University offers several options for students to earn college credit through various placement programs and national examinations. Students can receive college credit through the College Level Examination Program (CLEP), Advanced Placement Program (AP) of the College Board International Baccalaureate Program, and SFA departmental examinations. The responsibility of initiating a departmental advanced placement program (system that allows students to by-pass certain courses) or internally administered examinations rests with the individual department. A request to offer a departmental advanced placement program must be submitted by the department chair through the dean of the college to the Academic Affairs Council for review and approval. Departments shall review and update their programs as part of the university's general bulletin revision process. Criteria governing the Advanced Placement Program of the College Board and the College Level Examination Program and the International Baccalaureate shall be reviewed by the academic departments with recommendations for course credit submitted through the dean of the college to the Academic Affairs Council for review and approval. The review of the criteria will be initiated by the Office of Admissions on a periodic basis dependent upon the receipt of test and resource material from the College Board. The University's General Bulletin shall communicate the current regulations governing the Credit by Examination and Advanced Placement Program. Source of Authority: Vice President for Academic Affairs Cross Reference: General Bulletin, Student Handbook and Activities Calendar Contact for Revision: Vice President for Academic Affairs Forms: None P3 Graduate Assistantships A-20 Original Implementation: Unpublished Last Revision: January 25, 2000 28. 2003 To be eligible for a graduate assistantship, a student must have clear or provisional admission to the graduate school and the department and be in good academic standing. A graduate assistant may be assigned to research projects or to teaching. Graduate assistants assigned at the 50% rate (50% = full graduate assistantship) are expected to serve 20 clock hours or equivalent teaching assignment per week in the department to which they are assigned. Those assigned to other percentages are expected to work a proportionate number of clock hours. The department chair is responsible for the selection, training, assignment of duties and supervision of the graduate assistants in his/her department. A graduate assistant must be enrolled for at least nine hours of graduate course work in the fall or spring semesters and three semester hours in a summer session. Should a graduate assistant fall below the nine or three hour minimum for a semester or summer session, he or she will not be eligible for an assistantship the following semester. A student must be approved for an assistantship by the Chair of the Department, the Academic Dean, the Director of Personnel Services, the Budget Director, and the Associate Vice President for Graduate Studies and Research. The appointment as a graduate assistant is completed only after the candidate has attended a mandatory new employee orientation session in the Office of Personnel Services. Except for students in the Ed.D., Ph.D. and M.F.A. programs, a student may receive an assistantship for no more than four long semesters. Source of Authority: Vice President for Academic Affairs Cross Reference: Graduate Bulletin. \vw\\\sfasiLedu/^raduate/assistantshiD2Mml Contact for Revision: Associate Vice President for Graduate Studies and Research Forms: Application Form for Graduate Assistantships (available from the office of the Chair of the academic department) P4 Instructor-Generated Materials A-22.1 Original Implementation: September, 1990 Last Revision: July 17,2001 January 28, 2003 "Instructor-generated materials" generally refers to coursepacks or other such class materials that are intellectual property compilations and are intended for sale. They are not merely handouts, copies, textbooks, or trade books published by a commercial or university press. Copies of handouts distributed in class are provided to students and paid for by course fees. Published textbooks or trade books must be sold through bookstores. Under no circumstances, may faculty members sell instructor-generated or other academic materials directly to students. Instructor-generated materials must be favorably reviewed and approved by an appropriate review committee within the faculty member s department and by the dean of the college involved. The instructor-generated materials may then be sold through the University bookstore or off-campus vendors. The University and faculty member(s) will negotiate a royalty agreement in advance of the sale of instructor-generated materials in the University bookstore to properly compensate the faculty member(s) for their time, effort, and intellectual property, unless it was a work made for hire. See Intellectual Property. Policy D-20. The University shall not be responsible for royalties or other financial benefits on instructor-generated materials sold by off-campus vendors. The faculty member(s) shall retain the right to edit and amend their intellectual property as necessary, subject to a department/college review, to determine whether the general quality of scholarship renders the material suitable for sale. No departmental/college review may infringe upon the academic freedom of the faculty member(s) who created the instructor-generated materials. The General Fair Use Guidelines as described in Copyrighted Works Reproduction. Policy A-12, are applicable to instructor-generated materials. Copyright notices, appropriate citations and attributions should be included. The faculty-staff member who compiles the instructor-generated materials shall be responsible for complying with these guidelines. Permission must be obtained for materials that will be repeatedly used by the same instructor for the same class. Using a commercial copy shop does not necessarily relieve the creator of instructor-generated materials of liability, unless the Fair Use Guidelines are followed or the copy shop pays appropriate royalties. Campus copy centers are not permitted to copy such materials, unless these guidelines are followed. Source of Authority: President, Vice President for Academic Affairs Cross Reference: Faculty Handbook, University Policies D-20, Intellectual Property and A-12. Copyrighted Works Reproduction P5 Contact for Revision: Vice President for Academic Affairs Forms: None P6 Interlibrary Loan A-23 Original Implementation: March, 1985 Last Revision: January 25,2000 January 28,2003 The Interlibrary Loan program supplements local library resources by providing access to materials not available in the Steen library collection. The following statements regulate interlibrary loan activities. Eligibility for Borrowing. Interlibrary Loan service is extended to SFA faculty, staff, and students, generally on a non-fee basis with the following provision: patrons must exhaust the limits of the local collection before requesting interlibrary loan services. Faculty members, including university associates, may request materials related to their own professional scholarly research or to course-related subject matter. Graduate and undergraduate students may request materials pertinent to graduate their research or coursework. Undergraduate student may request materials pertinent to their assigned coursework under any of the following conditions: Requested itcm(s) arc approved by tho appropriate subject librarian or reference librarian. Instructors have provided class exemptions through the approval of an Access Services librarian. Service is available to library users not affiliated with SFASU on a contractual basis. The contract will be based on cost recovery with additional charges for university overhead. Therefore, patrons not affiliated with SFASU should normally contact their local public library for interlibrary loan requests. Any type of library materials may be borrowed through interlibrary loan, but the following types are usually not available: basic reference books, rare books, most dissertations completed at U.S. universities, books owned by this library which are temporarily in use, audiovisual materials. Procedural Rules. Requests should be submitted on forms specified by the library either through the Access Services Department or through the library web pages. Full bibliographic information, including published source of reference, is necessary for each item requested. Forms submitted without adequate information will be returned to the person requesting the item. All conditions of use imposed by the lending library on items borrowed are to be strictly observed. Borrowed materials are circulated from and returned to Access Services Department. Photocopies received for faculty will be delivered to their University offices. P7 Ordinarily, renewals on items borrowed should not be requested. In cases when a renewal is requested, the request must be made not less than four days before the loan is due to be returned. Requests are acted on in the chronological order of receipt. However, rush requests will be honored to the extent resources permit. Abuse of ILL regulations by a patron may result in the forfeiture of ILL borrowing privileges. (Examples: taking Library Use Only material out of the Library, disregarding loan restrictions, repeated failure to return material by due date). ILL service may be refused any patron whose Steen Library borrowing privileges are blocked. The right is reserved to refuse to accept or process any interlibrary loan request if it appears fulfillment of the request would involve violation of the copyright law. Steen Library abides by the AMIGOS and national interlibrary loan codes, and maintains such records of interlibrary loan transactions as required by law. Source of Authority: Vice President for Academic Affairs Cross Reference: None Contact for Revision: Library Director Forms: None P8 Library Lending A-26 Original Implementation: February 11,1981 Last Revision: January 25,2000 January 28,2003 Persons who hold University identification cards or Nacogdoches Public Library cards are eligible to borrow books from Steen Library, either directly or through a courier service which is run once a day during the week when both libraries are open. Other individuals who do not hold either university IDs or Nacogdoches Public Library cards may be issued university library cards. Social security numbers or a unique identification number must be used and an official picture identification must be furnished, e.g., driver's license, before a library card may be issued. Loan periods vary by borrower category and status of material borrowed and are set separately by each library. Borrowers are responsible for all materials borrowed from either library, including the payment of overdue fines, replacement and repair costs for lost or damaged materials. Borrowing privileges are suspended at both libraries for overdue materials or unpaid charges at either library. All materials borrowed from Steen Library are subject to immediate recall when requested by faculty for placement in the Reserve Collection or after three weeks from checkout when requested by any patron for other reasons. Individuals are limited to ninety-nine items on their borrowing record at any one time. For a fee a Library Delivery Service is offered to students with a disability and students living outside of Nacogdoches County. Source Of Authority: Vice President for Academic Affairs Cross Reference: None Contact For Revision: Library Director Forms: None P9 Library Public Address System Original Implementation: September 29? 1987 Last Revision: January 25, 2000 The Library public address system is used to quickly disseminate information of immediate interest to all people within the building. The P. A. system is used to announce the closing of the Library, so that users may have time to check out books before the building closes. The P. A. is used to make emergency announcements, such as the evacuation of the building. Paging Requests. All requests to page must be referred to the University Police Department. The University Police dispatcher makes the judgment if the page is for an emergency. The University Police dispatcher phones Circulation to authorize a page. . Source of Authority: Vice President for Academic Affairs Cross Reference: None Contact for Revision: Library Director Forms: None P10 Meeting and Conducting Classes A-31 Original Implementation: June 16, 1982 Last Revision: April 18,2000 January 25, 2003 Faculty members shall meet their assigned classes at the times and places as officially scheduled. Courses shall be conducted in accordance with the descriptions contained in the University s General Bulleting and Graduate Bulletin. Exceptions may be made with appropriate administrative department chair approval. Source of Authority: Vice President for Academic Affairs Cross Reference: General Bulletin, Graduate Bulletin, Faulty Handbook Contact for Revision: Vice President for Academic Affairs Forms: None Pll Library Online Search Services A-35 Original Implementation: July, 1986 Last Revision: August L 2000 Steen libraiy provides access to remote database services to supplement local library resources, particularly indices and abstracting services for advanced research. These services arc provided through Access Services and Reference libraries. Searches for SFASU students, faculty, and staff arc subsidized at an amount determined by the budget, which is reviewed each fiscal year by the Head of Reference according to available funds, changes in online search services, and evaluation of the program. The amount set is generally enough to cover most search charges for a typical search. Patrons not affiliated with SFASU are responsible for all charges incurred by a search, as well as libraiy and university overhead fees. The library s charges arc intended to recover costs of the search, including online time, citation charges, telecommunications charges, and staff time. The university overhead fee is set by the university administration. Fee schedules for library and university overhead are reviewed each year. Actual costs for each search vary with the database(s) used, amount of connect time, number of references displayed or ordered, and telecommunications charges. All fees will be assessed and collected before search results arc released unless prior arrangements for billing have been made and approved by the Head of Reference. This service is provided on an appointment basis; walk in requests can only be honored as time permits. Search services are provided Monday through Friday, from 8:00 a.m. to 5:00 p.m. Other arrangements may be made through the individual searcher. Steen Library search staff reserve the right to refuse any search which can be researched using locally available resources. Source of Authority: Vice President for Academic Affairs Cross Reference: None Contact for Revision: Library Director Forms: None P12 Out-of-State Travel/Study A-36 Original Implementation: September, 1981 Last Revision: January 15,2002 Januaiy 28, 2003 Out-of-state travel courses are those courses whose fundamental content is based on the use of natural or cultural resources found outside the state and in which a majority of instruction is delivered out-of-state. They do not include courses delivered on campus in which incidental travel to another state for enrichment activities occur. Requests for courses involving out-of-state travel within the United States must be routed, using an "Out-of-State Travel/Study Course Request Form", for approval via the instructor's department Chair, college Dean, the Director of Continuing Education, the Dean of Applied Arts and Sciences (who is out-of-state travel/study coordinator) and responsible for submitting course requests to the THECB), and the Vice President for Academic Affairs. Requests for courses involving international travel must be routed using an "International Travel/Study Course Request Form", for approval via the instructor \s department Chair, college Dean, the Director of International Studies and Programs, the Dean of Liberal Arts (who is responsible for submitting course requests to the THECB). and the Vice President for Academic Affairs, 1. The approval process consists of two stages. a. Tentative approval prior to formal arrangements and an agreement with a licensed carrier or travel agency if required. Criteria for approval shall be those set by the Texas Higher Education Coordinating Board and stated as follows: (1) No courses which offer credit primarily for travel, recreation, or pleasure may be authorized. (2) No out-of-state classes may be offered to serve non-Texas residents unless they are degree candidates at Stephen F. Austin State University, and they must be charged the non- resident or foreign student tuition as established by law. (3) No student may be eligible to enroll in an out-of-state class unless the student has satisfied all University and degree program admission requirements and has paid all appropriate fees. (4) All courses must be in the approved course inventory and be applicable to a program approved by the Coordinating Board. (5) In accordance with THEB Rules: (Chapter 5, Subchapter H, and Memorandum of Reporting Out-of-State and Out-of-Country Courses dated April 10, 2001) each P13 public institution wishing such approval shall submit its request on an "Out-of- State Resident Credit Course Request" form. For each course or group of related courses, the institution must attach a statement describing in detail how the course or group of courses will utilize academic, cultural, or physical resources not reasonably available in Texas. (6) The instruction in all authorized out-of-state classes must conform to all relevant academic policies at SFASU. All courses must conform to the University's workload and enrollment requirements, its contact hour/credit ratio, and s imilar matters. (7) If a course is to be taught by adjunct faculty (anyone other than regular University faculty), a statement must be attached describing the unique qualifications of personnel to be employed at the out-of-state site. (8) Motivation for the offering of courses must be educational, not entrepreneurial, and may not result in improper advantage or financial gain for participating faculty and staff. Out-of- state classes must emphasize their instructional nature. Any course advertised or marketed to create the impression that it is primarily a credit-for-travel experience will be disallowed. (9) Any free tickets for travel, accommodations, or other expenses provided by travel agents, carriers, or hotels must take the form of payments to SFASU and not be made as gifts to faculty members or their families. Except for funds specifically appropriated for international activities (e.g., state incentive programs, scholarships, etc.), state funds will not be used for faculty and student travel, meals and lodging, or other incidental expenses. (10) Financial aid must be available to students registering for out-of-state classes on the same basis as it would be for such students seeking financial aid for on-campus instruction. Additional student financial aid may be furnished by the University as appropriate. (11) Minimum class enrollments will conform to the same standards applicable were the class to be offered on-campus. b. Final approval based upon the submission of a total itinerary, plan of study and copies of promotional brochures to be used. The rationale used for final approval will consist of a written explanation of how the course will involve cultural, intellectual, academic or natural resources not accessible in Texas or produced via standard laboratory exercises. 2. Deadlines for approval are as follows: a. Tentative approval P14 (1) Fall semester: Prior to February 1 (2) Spring semester: Prior to June 1 (3) Summer semester: Prior to November 1 b. Final approval and submission to the Coordinating Board (1) Fall semester: May 1 (2) Spring semester: September 1 (3) Summer semester: February 1 3. The agreement with the travel agency carrier, or vendor shall contain the following clause specifying that transportation, lodging, and food services are the responsibility of the carrier and not the University: Stephen F. Austin State University and its representatives shall assist the tour members in making arrangements for hotels, transportation, sightseeing, restaurants, or any other services in connection with the itinerary, and the University and its representatives shall exercise reasonable care in making such arrangements. The University and its representatives shall not, however, assume any liability whatsoever, for any injury, damages, loss, delay or accident to person or property due to any act or default of any hotel, carrier, restaurant, company, or person rendering any of the services included in the tour. The tickets, coupons, rules, tariffs, or contracts currently in use by any carrier, hotel, restaurant, or other contractor, rendering service, shall constitute the sole contract between such contractor and the tour member. Further, (Tour Agent) and Stephen F. Austin State University accept no responsibility for any damage or delay due to sickness, pilferage, labor dispute, machinery breakdown, quarantine, government restrictions, weather, or any cause beyond their personal control. The right is reserved to cancel or change itineraries, or substitute services without notice and to decline to accept or retain any tour member at any time. Additional expenses, if any, shall be borne by the participants. The airlines concerned and their agents or affiliates, are not to be held responsible for any act, omission, or event during the time passengers are not on board the aircraft. The passenger ticket in use by said airline shall constitute, when issued, the sole contract between the airline and the purchaser of these tickets and/or for the passenger. Air fares are subject to change without notice. The services of any IATA carrier may be used for these tours, and transportation within the USA may be provided by any member carrier of the Air Traffic Conference of America. In view of the statutory or contractual limitations which may apply to personal injury or losses or damages to property, the purchase of accident and baggage insurance is strongly recommended. P15 4. TraThe brochure that is distributed to prospective students must contain a clause which specifies that where there is a contract for transportation, lodging and food, the student's contract is with the travel agency or carrier. The University is responsible for instruction and credit only. 5. All student deposits for reservations for a course involving contract travel will be deposited with the Division of Continuing Education or the Office of International Studies and Programs, as appropriate. After the deadline for reservations has passed, a check will be drawn payable to the agency or carrier, or if the course does not make, refunds will be made to students. For those courses not using contract travel, deposits must be made immediately on receipt to the appropriate University account. 6. All purchases are subject to the state bid procedures. Trip directors must submit requests for bids or justifications for contracts with specific vendors or agents. 7. The salary of the instructor will be paid in one of the following ways: a. The instructor's regular salary will be paid from the department's budget, or b. The instructor's salary will be paid through the College of Applied Arts and Sciences (outof state domestic travel) or the Office of International Studies and Programs (international travel) prorated on the basis of enrollment, not to exceed his/her regular salary. 8. There will be no travel allowance for the instructor unless specific exception is made by the Vice President for Academic Affairs. Source of Authority: Texas Higher Education Coordinating Board, President, Vice President for Academic Affairs Cross Reference: None Contact for Revision: Vice President for Academic Affairs Forms: Out-of-State Travel/Study Course Request Form (available in Division of Continuing Education); International Travel/Study Course Request Form (available in Office of International Studies and Programs) P16 Satisfactory Academic Progress for Financial Aid Recipients A-40 Original Implementation: September, 1985 Last Revision: April 30, 2001 January 28, 2003 Federal regulations mandate minimum standards of "satisfactory progress" for students receiving financial assistance. These requirements apply to the student s entire academic history, whether financial aid was received or not and to all types of aid: Grants, Loans, and Work-Study. The standards for determining progress at the university are composed of three separate measurements: Grade point average, Credit hour requirements, and Maximum hours allowed. For a student to be eligible to receive federal and state student financial assistance at SFASU, the student must maintain satisfactory progress in their course of study. All students must be enrolled in a degree or teaching certificate program. Newly enrolled undergraduate students must be admitted "in good standing". NOTE: Students who are admitted to SFASU as a Non-Degree, Provisional (except graduate students who will be given one semester to remove provisional status), Transient, Summer Prep, Career Interest or Self-Improvement, Audit Courses, AARC (090) tutoring, or if on academic suspension, will NOT be eligible to receive financial aid. When the student is admitted to a degree program, Special Student status is changed, or suspension status is removed, an eligible student may then be considered for financial assistance. GRADE POINT AVERAGE (GPA) This is the qualitative measurement used for academic work at this University. For financial aid purposes, a student must maintain a cumulative GPA of 4r& 1.6 or better as a Freshman, 2.0 or better as a Sophomore through Senior and 3.0 or better as a graduate. Grade point averages will be checked on an annual basis. CREDIT HOUR REQUIREMENTS This is the quantitative measurement of a minimum number of hours completed each year at SFASU. A year is defined as Summer I, Summer II, Fall, and Spring sessions. In order to receive financial assistance, freshmen must complete 60% of the hours attempted. Aall other students must complete at least 75% of the hours attempted. * Credit hours will be considered to be satisfactorily completed if one of the following grades is earned: A, B, C, D, or P. Grades of F, W, WH, WF, of-WP, or QF are not satisfactory. If a graduate student receives a WH for Thesis Research or Thesis Writing, the hours will not be counted as hours attempted due to the length of time needed to complete this degree requirement. However, there is a two-year limit on Thesis Research and Thesis Writing. * If you withdraw from the university prior to the end of the semester, receive all F s, or receive a combination of all W s. aftd-F s, or OFs. you will be denied for future P17 financial assistance. W s and F s will be checked after each semester. You may reapply after Satisfactory Progress has been met. * Financial Aid is given to students enrolled for remedial courses (098 & 099). These courses are considered attempted hours and also count as earned hours for financial aid satisfactory progress. A student must make a grade of A, B, C, D, or P to * remain in compliance. * Repeated classes are treated the same as any other class. MAXIMUM HOURS ALLOWED The stated maximum allowable hours at each level of study are for all students regardless of the number of changes in major or concentration. The student s entire academic record at SFASU (including prerequisite courses) is used to calculate the maximums. Course work transferred to SFASU will count toward the maximum number of allowable credit hours. Maximum hours allowed will be checked after each semester. Enrollment Status at University Census Date Maximum Number of Credit Hours by Degree Objective Undergraduate 195 attempted semester hours Post-Baccalaureate 36 attempted semester hours Graduate: Masters 54 attempted semester hours MFA&MBA 90 attempted semester hours Ph.D. 96 attempted semester hours Students who are not in compliance are not eligible for assistance until they have made up the credit hour deficiency from the last evaluation period and/or brought their GPA up to the qualitative standard indicated. Once the deficiency is made up, the student should notify the Financial Aid Office. Students who are not making satisfactory academic progress may file a written appeal to the Financial Aid office. Appeals will then go before a committee for review and all students will be notified of the committee s decision in writing. Appeals should include all documentation, which supports any mitigating circumstances concerning the failure to maintain the expected level of satisfactory progress. All decisions made by the committee are final. Students have thirty (30) days after notification of denial of financial aid to file an appeal with the Financial Aid office. Source of Authority: Vice President for Business Affairs Cross Reference: None P18 Contact for Revision: Director of Financial Aid; Vice President for Business Affairs Forms: None P19 Grade Reporting A-41 Original Implementation: January, 1983 Last Revision: January 25, 2000 28, 2003 On the first day of final examinations of each semester or summer term, the Registrar will provide official grade report forms for each class to departmental offices. It is the responsibility of each instructor to record the appropriate grade for each student listed on the grade sheet by entering the grade into the electronic data base for student records. Faculty shall complete grade entry by 12:00 noon on the third working fay the deadline established on the university calendar following the last scheduled final examination. The Registrar will provide access for electronic verification grade sheets for each class to departmental offices. It is the responsibility of each instructor to verify accuracy of grade entry and to notify the Registrar of any discrepancies. The Registrar will file the original copy of verification grade sheets with other academic records. Grades may be posted on bulletin boards or other designated places only with the written permission of the student and then must be done so in a manner that an individual student s grade can not be identified by others. Students may use a touchtone phone or logon to the University Web Site to obtain their grades as soon as they are added to the electronic data base. Source of Authority: Buckley-Pell Amendment, President, Vice President for Academic Affairs Cross Reference: None Contact For Revision: Vice President for Academic Affairs Forms: None P20 Hall 20 Guest Rooms B-ll Original Implementation: January 21,1986 Last Revision: October 23,2001 January 23, 2003 The provisions of the policy on the Use of University Facilities govern the use of all buildings, facilities, equipment, and grounds, hereafter 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 Hall 20 Guest Rooms. Three guestrooms are available in Hall 20 for use by individuals who are engaged in University-related business/activities, which require overnight lodging, or individuals who are invited to the University by the President as official guests. Requests from University departments for use of these rooms for their guests will be approved/disapproved according to the two criteria listed below. 1. The guest must be one for whom the University, the sponsoring department in particular, would pay lodging expenses if the guestrooms did not exist. University departments requesting use of the rooms should do so only when lodging is a normal, reimbursable travel expense to the visitor. "Free lodging" should not be offered to individuals who are providing a service/performance for the University for a specified fee when travel expenses, in addition to the fee, were not a part of the contract or agreement. 2. The length of stay should not exceed three consecutive nights. The guest rooms are located on the ground floor of Hall 20. Furnishings are hotel/motel style; available rooms have either a king bed or twin beds. Guests have access to ice and vending machines. Reserved parking is available in the small lot adjacent to Hall 20. University staff provides daily custodial service. Decisions regarding eligibility for use of these accommodations and reservations for the guest rooms are made by the Housing Department, extension 6302. Details and responsibilities of the University department reserving guest rooms are given below. 1. The following information should be provided in a memo to the Housing Department, from the originating department when calling to make a room reservation: name of University guest; date and time of arrival and departure; dates of stay; name of University sponsor and the department responsible for the guest; (see 2 below); purpose of visit, i.e., job interview, performance, etc; P21 copy of the contract between the University and the visitor name of the department who will be financially responsible for damages and/or lost keys. 2. Each guest must have a University sponsor who serves as the contact person regarding any change in arrival/departure or special needs. The sponsor is responsible for communicating such information to the Housing Department, and for the pick-up and return of room keys and the parking permit to the Housing Department. The sponsoring department will be responsible for the replacement cost of keys that are not returned to the Housing Department. 3. Guests may check into Hall 20 after 3 p.m. and check out time is 1 p.m. Source of Authority: Director of Housing Cross Reference: None Contact for Reference: Housing Department Administrative Assistant Forms: None P22 Departmental Accounting Responsibilities C-l 1 Original Implementation: September 1, 1987 Last Revision: August 1, 2( It is the responsibility of each department head to exercise budgetary control over and account for the funds and property of his/her department. For that reason all accounts are assigned to an Account Manager. It is the responsibility of each Account Manager to maintain records ofe^ sales and other revenues, expenditures and encumbrances, including salaries and wages, and other charges which support and supplement the Controller's Office's records. It is the Account Manager s responsibility to ensure that each account under his/her control does not exceed budget limitations. In accounts where both revenues and expenditures are projected (i.e. Designated Fund, Restricted Fund and Plant Fund accounts), if actual revenues do not meet budgeted revenues, it is the Account Manager s responsibility to reduce expenditures accordingly. Complete and accurate records of financial transactions are to be maintained by the Controller's Office and made available to Account Managers who are responsible for comparing their records with those of the Controller's Office and reporting any differences promptly to the Controller's Office. The original approved budgets and all authorized budget revisions are maintained by the Director of Financial Services. Budget revisions under the Account Manager s control can be initiated with the Budget Change and Additional Appropriation Form. Each Account Manager may designate one or more additional individuals in the department to approve vouchers, requisitions, and similar documents in his/her absence. The Purchasing Department, the Controller's Office, Printing Services and the U.C. Bookstore must be informed of these designations which shall be periodically reviewed and updated. SOURCE OF AUTHORITY: Vice President for Business Affairs CROSS REFERENCE: None CONTACT FOR REVISION: Vice President for Business Affairs FORMS: Budget Change and Additional Appropriation Form (available from University Printing Services and at http://www.uis.SFASU.EDU/sfa forms/budget chg.htmlx.) P23 Food Purchases C-13 Original Implementation: April 13,1988 Last Revision: Januarv 25. 2000 I I With the exception of food supplies purchased for travel, educational research or laboratory purposes, the only funds which may be expended for food and/or beverage shall be from Auxiliary, Designated, or Restricted Accounts. 1.Expenditure of these funds for such purposes must serve a legitimate public purpose or must furthers the educational function of the University. 2. Restricted funds may be used when the restrictions of the account include an authorization to purchase these items. The Purchase Requisition/Payment Voucher must indicate the time and place of the function and must identify the direct beneficiaries of the function. The Purchase Requisition/Payment Voucher attd must be approved by appropriate administrative personnel. Purchase of alcoholic beverages must be approved in advance by the appropriate vice president. The following statement must be typed on the Purchase Requisition/Payment Voucher and must be certified as true and correct by the account manager. "I hereby certify under penalty of law that the expenditure of funds for the purchase of food and beverage is necessary for the completion of the functions of this department, qualifies as a legitimate public purpose, or that the educational function of the University is well served thereby." State funds and funds under the control of the Intercollegiate Athletic Office may not be used to purchase alcoholic beverages. An itemized receipt from the restaurant must be forwarded to the Accounts Payable Department before payment can be made to a vendor or to an individual seeking reimbursement Credit card receipts without an itemized receipt from the restaurant or vendor will not be reimbursed. Source of Authority: Board of Regents, President Cross Reference: General Appropriations Act, 73rd Legislature Contact for Revision: President Forms: None P24 Returned Checks C-35 Original Implementation: September 1, 1987 Last Revision: January 25, IQOQJanuary 28. 2003 Checks presented to the University will be verified through CheckMate, a check Chock verification service, prior to acceptance. The University reserves the right to refuse ^4H not accept personal checks from individuals who have a history of bad checks as recorded by CheckMate. : Checks returned to the University for insufficient funds, payment stopped, or account closed will be collected by CheckMate. The Business Office shall assess a twenty dollar ($20) fee plus applicable sales tax for each such check. These checks may be collected by CheckMate or other collection service. Applicable collection charges assessed will be charged to the student s account. In certain instances, checks will be turned over to the county attorney for collection. WEBCHECK Checks processed through WebCheck and returned to the University for insufficient funds, payment stopped, or account closed, will be collected by the University. The Business Office shall assess a twenty dollar (S20.00) fee for each returned check The amount of the returned check and the twenty dollar ($20.00) fee will be charged to the account of the individual. When three (3) checks have been returnedto the University for insufficient funds, payment stopped, or account closed, the University will no longer accept checks from those individuals through WebCheck.- Source of Authority: Federal Fair Debt Collection Practice Act, 15 U.S.C.A., sees. 1692-1692o; Texas Debt Collection Act, V.T.C.S., arts. 5069-11.01 et.seq.; President; General Counsel; Vice President for Business Affairs Cross Reference: None Contact for Revision: General Counsel, University Controller Forms: None P25 Budget Control C-47 Original Implementation: January 25,2000 Last Revision: NeneJanuary 28, 2003 The primary responsibility for budget control resides with each account manager. Secondly, the department head or supervisor of each account manager is responsible for requiring sound budget practices. The Director of Financial Services will monitor current and plant funds accounts, excluding restricted contract and grant funds within the current funds category. If a department s expenditures exceed its budget, the Director of Financial Services will notify the department to process a budget transfer, fund transfer, or expenditure transfer. The Purchasing system provides a budget check for funds when a department submits a requisition for a product or service. If the requisition exceeds available funds in the account, the Director of Financial Services may authorize the expenditure, pending a budget or funds transfer. Source of Authority: Vice President for Business Affairs Cross Reference: Departmental Accounting Responsibilities Policy, Index C-l 1 Contact for Revision: Director of Financial Services Forms: None P26 Emergency Management Plan D-l 1 Original Implementation: November, 1986 Last Revision: April 30, 2002 January 28, 2003 An Emergency Management Plan has been adopted to guide the response of appropriate individuals to potential emergencies occurring on the campus of Stephen F. Austin State University. I. Authority and References A. Authority for implementation of the Emergency Management Plan rests with the President of Stephen F. Austin State University. B. References 1. Article 51.210 and Article 51.203 of the Texas Penal Code. 2. The Texas Emergency Disaster Act of 1975, as amended (Article 6889-7, Vernon's Civil Statutes). 3. The Texas Emergency Management Plan, and Annex L - Texas Department of Health. II. Purpose The purpose of this plan is to provide the necessary guidelines, procedures, and instructions for implementing emergency operations at SFASU. Emergency operations will utilize the existing University organizations, with aid as necessary from city, state, and federal governments. III. Scope This plan constitutes the general guidelines for personnel of the University and for such other departments or individuals as may come under the direction and control of the University while engaged in activities intended to mitigate the harmful effects of accidents or natural disasters. Further, this plan provides guidelines for response to such occurrences. This plan is intended to stand alone or to complement other plans and provisions of the Texas Emergency Management Council and of local government. Provisions of this plan that are not specific to the activities of the University, have been included for purposes of clarity and their presence here is not intended to supersede or abrogate the provisions of the Texas Emergency Disaster Act of 1975. P27 IV. Situations and Assumptions A. Situations The University is an autonomous community of approximately 13,000 people surrounded by a city of approximately the same size 30,000. The I University is responsible for providing law enforcement and internal distribution of utility services to the University community on a day-to-day basis. B. Assumptions 1. The University is more knowledgeable about its facilities than are other agencies. 2. In the event of a disaster, the University may be dependent upon its own personnel and resources in the interval prior to the arrival of help from the usual sources. 3. In the event that the University is not affected by the primary disaster, its personnel and resources may be available to supplement and support local services. V. Direction and Control A. Routine organization (See University organizational chart.) B. The organization of the Emergency Operation Center (EOC) will vary from the routine structure as follows: 1. The location of the primary EOC will be designated by the Director of the EOC upon activation of this plan after consideration of the nature of the emergency. 2. The secondary EOC may be in the University Police Department. 3. The EOC Director will be designated by the President of the University and he, or his designee, must be present in the EOC as long as the plan is activated. He will serve as the official source of information to the University response personnel and will represent the University in the coordination of activities with other agencies. To aid the EOC Director, representatives of those who are assigned responsibilities in Section VI will be present in the EOC, as needed, to record and document incoming information and to dispatch information to the appropriate personnel. The EOC staff will coordinate requests for service and assignment of resources. P28 C. Warning and Notification This plan will be implemented by the President of the University when information is received from a credible source concerning a potential .or actual disaster that requires a positive response by the University. In the absence of the President, the provisions of the President's Line of Succession", in section VII of this policy will determine the line of authority applicable to the implementation of this plan. Information received shall be verified and evaluated to determine the response required and the division having responsibility for such action. The individual who evaluates the information must have a thorough understanding of the capabilities and responsibilities of each department of the University. An up-to-date listing of persons to be notified during duty hours, after duty hours, weekends and holidays shall be available to the University Police Department dispatcher. The prioritized list of individuals to be called will consist of a name and at least two alternate names along with office and home phone numbers. Changes in the list shall be submitted to the Chief of the University Police Department (UPD). The notification procedure is as follows: 1. The UPD will maintain the callout list and make the initial notification. 2. The UPD will initially dispatch personnel as necessary until the EOC is established, then control will shift to the Director of the EOC who is responsible for emergency management. 3. Major problems will be reported to the EOC. D. Public Information All public information shall be provided by or coordinated with the Director of Public Information. The designation of a single University spokesperson provides a single point of contact for persons seeking information and provides a single point through which information is released. VI. Assignment of Responsibilities A. University President The President or his designee is the Director of the Emergency Operation Center and shall be responsible for delegating duties to the other staff members as the emergency situation dictates. P29 B. University Police Chief The Police Chief is responsible for furnishing and directing the manpower necessary to maintain security in the affected areas. He will maintain traffic control, preserve law and order, direct search and rescue operations, and provide communication between the scene of the emergency and the EOC. C. Director of the Physical Plant The Director of the Physical Plant is responsible for coordinating requests for supplies and personnel and for making deliveries to the emergency area. He will discontinue and restore utility services as conditions dictate, clear debris, and restore buildings to functional use, when it is determined that the buildings are safe. D. Director of Auxiliary Services The Director of Auxiliary Services is responsible for providing meals for students and other University personnel as conditions dictate and will coordinate the use of the University Center facilities as directed by the President or his designee. E. Director of the University Health Clinic The Director of the University Health Clinic is responsible for determining the medical needs, arranging for emergency medical supplies, and the establishment of First Aid Stations in or near the affected area, but clear of immediate danger. F. Director of University Public Information The Director of Public Information is responsible for the timely and accurate dissemination of information to the news media. He will establish an emergency telephone information center to inform students' parents as necessary, and arrange for photographers to document the disaster. G. Director of Safety University Safety Officer The Director of Safety University Safety Officer is responsible for providing the Director of the EOC with specific information about facilities and existing conditions relating to the emergency. He will work with the city fire department and University police when evacuation is warranted. He will assure facilities and buildings are safe before they are restored to service or occupied. P30 H. Director of Hazardous Materials Control and Radiological Safety Hazardous Materials Officer The Director of Hazardous Materials Control is responsible for monitoring of radiation sources, providing the Director of the EOC with information about locations of hazardous and toxic materials on campus, and to serve as consultant to the Director of the EOC. The Radiation Safety Officer will monitor radiation sources and report to the Hazardous Materials Officer. I. Director of Housing The Director of Housing will be responsible for the relocation and housing of students. VII. Line of Succession To insure continuity of University activities during threatened or actual emergencies, the following line of succession for EOC command is established as follows: Vice President for Business Affairs; Vice President for Academic Affairs; Vice President for University Affairs; Vice President for University Advancement. A list of the Line of Succession for the other positions on the EOC staff will be provided by the appropriate directors and be appended to the emergency callout list. VIII. Support Request for assistance, including activation of the Texas National Guard or other military assistance, will be made by calling the State Disaster District Headquarters located at the Department of Public Safety Disaster District Headquarters, Region Sub 2B office in Lufkin, telephone (936) 634-5553. In the event that the State Disaster District Headquarters cannot be reached, the request for assistance can be made to the local Department of Public Safety Supervisor, telephone (936) 560-6528. IX. Outdoor Warning Siren A. Locations P31 1. Sunset Cemetery on North Street 2. Fire Station 1 on North Street 3. Baseball Park on Old Tyler Road 4. Durst Street @ Reedy Street 5. Fire Station 3 on Old Lufkin Road 6. Temple Park on Martin Luther King 7. Center Highway @ East Oak Lane 8. Stephen F. Austin Maintenance Facility 9. Fire Station 4 @ Nacogdoches High School 10. Power Street Pump Station A. Sirens tested 1 st Monday of the month at noon. B. Sirens sounded if the city is to be impacted by: 1. A Severe Thunderstorm and warning by National Weather Service is placed. 2. A Tornado Warning is issued by National Weather System and the City is in its path. 3. A flooding situation and the Emergency Management Team feel that a warning should be issued. 4. A hazardous materials event has placed a section of the community in danger. A. Procedure 1. Take shelter inside unless Authorities are directing action. 2. Channel 14 and local radio stations will broadcast information. X. Emergency Action P32 The various types of disasters, related terms, and an outline of general actions are defined for each threat. Each stage of a potential disaster is assigned a condition status number as follows: A. Condition 4 will refer to normal operating conditions when daily work routine is not interrupted by disaster or impending emergency situations. No action is necessary. B. Condition 3 will refer to a severe weather watch established by the U.S. Weather Service. Such a watch may be issued for any of the following conditions: 1. Tornado Watch: Conditions are favorable for tornado formation. The attion is to maintain daily routine, notify the appropriate department heads of conditions, and be ready to respond to a warning. 2. Severe Thunderstorm Watch: Atmospheric conditions exist such that severe thunderstorms may develop. The action is to maintain daily routine, notify the appropriate department heads of conditions, and be ready to respond to a warning. 3. Flood Watch: Conditions are favorable for rising waters. The action is to maintain daily routine, notify the appropriate department heads of conditions, and notify Physical Plant. C. Condition 2 will refer to severe weather warnings as issued by the U. S. Weather Service and relayed by local radio and TV stations. Such warnings may be issued for any of the following conditions: 1. Tornado Warning: A tornado has been sighted or seen on radar. The action is to notify EOC personnel and place them on alert status. Maintain the daily "routine and notify the appropriate departments to take such action as is required. 2. Severe Thunderstorm Warnings: Severe thunderstorms have been sighted visually or on radar. The action is to maintain the daily routine and notify the appropriate departments to take such action as is required. 3. Flood Warning: Conditions are such that waters may exceed a safe control level. The action is to maintain the daily routine and notify the appropriate departments to barricade areas of possible flooding. D. Condition 1 indicates any of the following conditions: P33 1. a tornado strikes 2. flash flooding 3. a major accident or a disaster, man made or natural, occurs without warning 4. a major fire 5. an explosion 6. an electrical blackout The EOC is activated and all department heads are notified. The EOC members will report to the center. All other department heads will follow their standard operating procedures. It is imperative that all actions taken or anticipated by any department be coordinated with the EOC. XI. The post-disaster actions will consist of the following: A. Check and/or re-establish communications. B. Maintain law and order. C. Perform fire protection and rescue operations. D. Set up triage stations if necessary and assure acceptable health conditions. E. Assess extent of damage. F. Perform emergency clean-up and debris removal. G. Request outside assistance as required. H. Establish controls on critical resources and direct their distribution when necessary. 1. Designate restricted areas as necessary. J. Furnish regular status reports to the State Department of Public Safety Disaster District Headquarters, Region Sub 2B in Lufkin, telephone (936) 634-5553, as appropriate. K. Keep the public informed of conditions. Utilize photographers to document extent of disaster. P34 L. Insure orderly operations of shelters, provide welfare necessities to the extent possible, and direct all shelter operations. M. Conduct radiological monitoring and notify "Chemtrec" (1-800-424-9300) if a hazardous material disaster occurs. N. Examine the disaster area for life safety hazards and assure that precautions are taken to protect personnel until normal operations are established. XII. Chemical Spills and Emergencies Chemical Spill Plan will comply with the requirements of 29 CFR 1910.120. Basic emergency equipment and supplies to absorb and neutralize materials will be readily available. A. Material Safety Data Sheets will be available on each chemical B. Small non-toxic spills 1. Identify ch emical 2. Neutralize if necessary 3. Solids will be swept into a container that will not react for storage by individuals familiar with properties of chemical. 4. Liquids will be absorbed by a material for chemical clean-up and stored by individuals familiar with properties of chemical. 5. Proper disposal C. Hazardous Spills 1. Area will be evacuated and monitored 2. Identify'chemical 3. Neutralize if possible 4: Contact "Chemtrec" (1-800-424-9300) 5. Contact Emergency Response Team <5. Proper disposal by contracted company P35 XHtA7//. Implementation Source Of Authority: Texas Government Code sec. 418.001 et seq.; Texas Education Code sec. 51.201 et seq.; The Texas Emergency Management Plan, Annex L - Texas Department of Health; President Cross Reference: Employee Safety Manual Contact For Revision: Safety Director University Safety Officer Forms: None P36 Health & Safety D-17 Original Implementation: February 11, 1977 Last Revision : April 30, 2002 Januaty 28, 2003 I. PURPOSE This document will establish for Stephen F. Austin State University the policy for the protection of the University's human and material resources and the maintenance of a safe and healthful environment complementary to the University's needs and the accomplishment of its goals. II. SCOPE The intention of this policy statement is to create among all members of the University community an awareness of and a commitment to an effective safety program. The primary concern of this program will be the safety and well-being of the students, faculty, staff and visitors. The program will be promoted through training, identification of hazards, and initiation of loss-control measures aimed at the overall reduction of accidents and risk. III. COMMITTEE Responsibility and coordination of various aspects of the University's safety program is vested in the University Environmental Safety and Health/Radiation Committee that reports to the President of the University. The Committee will be composed of the Radiation Safety Officer Hazardous Materials Officer, the Chief of University Police, and other faculty and staff members appointed by the Vice President for Business Affairs. The Director of University Health Services, the Director of Safety University Safety Officer, the Director of Hazardous Material Control, and the Assistant Safety Director Assistant University Safety Officer * acting as the Workers Compensation Representative are ex officio members. IV. COMMITTEE RESPONSBILITIES A. Will meet quarterly or at necessary intervals. B. Act as a clearinghouse and consultative organization for the University safety and health problems. C. Act as liaison between the University and the State Employees Workers Compensation Division of the State Office of Risk Management. D. Act as an advisory body reporting to the President on the status of the University's safety control activities. P37 V. The Occupational Safety and Health Program for Texas State Agencies, published by the State Office of Risk Management, is the program document for the University's safety program except as noted below. Responsibilities are assigned to individuals at appropriate levels of authority and expertise as follows. A. The responsibility for physical safety, fire protection, occupational health, and engineering controls is assigned to the Director of Safety University Safety Officer, who reports to the Vice President for Business Affairs. The Director of Safety University Safety Officer will assume the duties of Accident Prevention Coordinator. The Assistant Safety Director Assistant University Safety Officer acting as the Workers Compensation Representative associated with the State Employees Workers Compensation Division of the State Office of Risk Management shall report to the Director of Safety University Safety Officer. B. The responsibility for radiological safety, including the purchase, transportation, use, storage, and disposal of radioactive materials are assigned to the Radiation Safety Officer who reports to the President of the University Hazardous Materials Officer. The Radiation Safety Officer will assume the responsibility for the Radioactive Materials Management Program to assure compliance with the conditions of the license/registrations issued by the Texas Bureau of Radiation Control, Texas Department of Health. C. The responsibility for control of hazardous materials, including use, storage, and disposal of regulated hazardous materials, as well as the responsibility for compliance with the Texas Hazard Communication Act, is assigned to the Director of Hazardous Material Control who reports to the President of the University. D. The responsibility for campus security, traffic control, criminal investigation, and civil order is assigned to the Chief of University Police who reports to the Vice President for University Affairs. E. The responsibility for the maintenance of the health of students and the initial care of the faculty and staff members suffering from minor occupational injuries or illness is assigned to the Director of University Health Services, who reports to the Vice President for University Affairs. VI. SUPPORT In addition to the aforementioned and specifically-assigned responsibilities, it shall be the general responsibility of all faculty and staff members to attempt to recognize hazards in their areas of activity and to take positive action to reduce or eliminate those hazards. Staff members shall be responsible for the education of P38 their employees and students in regard to proper job procedures and recognized hazards before making task assignments. VII. IMPLEMENTATION In all University activities and endeavors, safety is the first concern. The members of the University community shall comply with all statutes, rules, regulations and codes by which the University is bound. They shall also attempt to comply with the spirit of any non-binding requirement which would further the University's intent to provide and maintain a safe and healthful environment in which to work, study, and live. Source of Authority: President Cross Reference: None Contact For Revision: President, University Safety Director Officer Forms: None P39 Illicit Drugs and Alcohol Abuse D-19 Original Implementation: September 1, 1986 Last Revision: October 31, 2000January 28. 2003 It is the declared policy of the United States Government to create a Drug-Free America by 1995. As a part of that policy, the Drug-Free Workplace Act of 1988, P.L. 100-690, Subtitle D was adopted. On December 12, 1989, President Bush signed.the Drug-Free Schools and Communities Act Amendment of 1989, P.L. 101-226, which amends provisions of the Drug-Free Schools and Communities Act of 1986 and the Higher Education Act of 1965. University policies relating to the use of illegal drugs and alcoholic beverages have been established by the Board of Regents of Stephen F. Austin State University in compliance with state and federal law. Standards of Conduct It is the University's policy that all members of the University community and guests are required to comply with federal state, and local laws regarding the possession, consumption, and distribution of alcoholic beverages. University policy prohibits all employees (full-time and part-time faculty, staff, and students) from engaging in the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance or alcoholic beverage in the workplace, or reporting to work under the influence of alcoholic beverages or illegal drugs. None of the funds appropriated to the University by the State Legislature for travel expenses may be expended for alcoholic beverages. University policy further stipulates, with regard to students, .that the unauthorized use of intoxicating beverages on University controlled property or at University sponsored activities, including, but not limited to, intercollegiate and intramural athletic events is prohibited. Alcoholic beverages are not permitted in University residence halls. With regard to student apartments, state law prohibits alcohol is permitted in apartments only forjndividuals under 21 years of age^rojder from possessing or consuming alcoholic beverages. Alcoholic beverages will be permitted for authorized University sponsored or co-sponsored events on University controlled property only as follows: Lumberjack Alley tailgate events (must cease 30 minutes prior to the game): Homer Brvce Stadium Pressbox (only if catered or sold through a licensed vendor); University Center receptions or meals (only if catered or sold through a licensed vendor and approved in advance by the President): Opera House Downtown Art Gallery (only beer and wine may be served for events approved in advance by the Dean of Fine Arts): President's House (both interior and exterior). P40 In all cases, possession or use of alcohol must be in full compliance with applicable state laws including the Texas Alcoholic Beverage Code. Nothing herein shall be taken as an assumption of risk or responsibility on the part of the Board of Regents, the University or its employees for any injuries or damages, whatever kind, resulting from anv person's possession or use of alcohol, whether such use is legal or illegal. The only University funds which may be used to purchase alcohol are approved discretionary accounts. Under no circumstances will appropriated funds, funds under the control of the Athletics Department, or funds generated bv research grants and contracts be used to purchase alcohol. The General Appropriations Act also limits the consumption of alcoholic beverages bv University employees to non-dutv times, therefore, alcoholic beverages may not be served at official functions between 8 a.m. and 5 p.m.. Monday through Friday. It is the policy of Stephen F. Austin State University that any unlawful manufacture, possession or delivery of any controlled substance or illegal drug is strictly prohibited. Moreover, it is the policy of the State of Texas and of this University that this institution will be as free of illegal drugs as it can possibly be. Health Risks Alcohol Abuse. Alcohol is a primary and continuous depressant of the central nervous system. Impairment of judgment and of recently learned, complex and finely tuned skills begins to occur at blood alcohol concentrations as low as 0.025 percent. These impairments are followed by the loss of more primitive skills and functions, such as gross motor control and orientation at concentrations in excess of 0.05 percent. Alcohol in moderate doses impairs nearly every aspect of information processing, including the ability to abstract and conceptualize, the ability to use large numbers of situational cues presented simultaneously, and the cognitive ability to determine meaning from incoming information. Alcohol consumption can therefore promote action on impulse without full appreciation of, or concern about, the potential negative consequences of such action. Chronic long-term effects of heavy drinking over a period of years can result in brain damage, cancer of the mouth, esophagus or stomach, heart disease, liver damage resulting in cirrhosis, alcoholic hepatitis, and cancer of the liver, peptic ulcer disease and possible damage of the adrenal and pituitary glands. Prolonged, excessive drinking can shorten life-span by 10-12 years. Illicit Drugs. Illicit drugs include narcotics, such as heroin or morphine; depressants, such as barbiturates, Quaaludes, or valium; stimulants, such as cocaine or "crack"; hallucinogens, such as PCP, LSD or mescaline; cannabis, such as marijuana or hashish; inhalants, such ' as nitrous oxide, amyl nitrite (poppers) or various hydrocarbon solvents; and designer drugs, such as China White, methamphetamine (Ecstacy) or meperidine (Demerol). P41 Narcotics. Narcotics initially produce a feeling of euphoria that is often followed by drowsiness, nausea and vomiting. Tolerance may develop rapidly and dependence is likely. The use of contaminated syringes may result in diseases such as AIDS, endocarditis (inflammation of the lining of the heart) and hepatitis. Depressants. The effects of depressants are in many ways similar to the effects of alcohol. Small amounts can produce calmness and relaxed muscles, but a somewhat larger dose can cause slurred speech, ataxia or unstable gait and altered perception. Very large doses can cause respiratory depression, coma and death. The combination of depressants and alcohol can multiply the effects of the drugs, thereby multiplying the risks. The use of depressants can cause both physical and psychological dependence. Stimulants. Cocaine stimulates the central nervous system. Its immediate effects include dilated pupils; elevated blood pressure, heart and respiratory rate; and body temperature. Occasional use can cause a stuffy or runny nose, while chronic use can ulcerate the mucous membrane of the nose with long-term use eroding the nasal septum. The injection of cocaine with unsterile equipment can cause AIDS, hepatitis and other diseases. Preparation of freebase, which involves the use of volatile solvents, can result in death or injury from fire or explosion. Cocaine can produce psychological and physical dependency. In addition, tolerance develops rapidly. Crack or freebase rock is extremely addictive. The physical effects include dilated pupils, increased pulse rate, elevated blood pressure, insomnia, loss of appetite, tactile hallucinations, paranoia and seizures. Overdoses occur easily. Hallucinogens. Phencyclidine (PCP) users frequently report a sense of distance and estrangement. Time and body movement are slowed down. Muscular coordination worsens and senses are dulled. Speech is blocked and incoherent. Chronic PCP users report persistent memory problems and speech difficulties. Mood disorders, such as depression, anxiety and violent behavior, may also occur. In late stages of chronic use, users often exhibit paranoid and violent behavior and experience hallucinations. Large doses may produce convulsions and coma, heart failure, lung problems and/or ruptured blood vessels in the brain. Lysergic acid (LSD), mescaline and psilocybin cause illusions and hallucinations. The physical effects may include dilated pupils, elevated body temperature, increased heart rate and blood pressure, loss of appetite, sleeplessness and tremors. Sensations and feelings may change rapidly. It is common to have a bad psychological reaction to LSD, mescaline and psilocybin. The user may experience panic, confusion, suspicion, anxiety and loss of control. Delayed effects or flashbacks can occur' even after use has ceased. Inhalants. The chemicals in most inhalants are rapidly absorbed in the lungs and exert their central nervous system effects within seconds, producing an altered mental state for about five to fifteen minutes. Immediate effects of inhalants include nausea, sneezing, coughing, nose bleeds, fatigue, lack of coordination and loss of appetite. Solvents and aerosol sprays can decrease the heart and respiratory rates and impair judgment. Amyl and butyl nitrite can cause rapid pulse, headaches and involuntary passing of urine and feces. Inhalation of toluene as well as other hydrocarbons has been associated with P42 kidney and liver damage, peripheral nerve problems, convulsions, encephalopathy (organic brain damage) and other central nervous system disorders. Sudden death associated with both glue sniffing and especially the inhalation of aerosols containing halogenated hydrocarbons (Freon) has been reported and is thought to be secondary to cardiac arrhythmias (abnormal electrical conduction patterns in the heart). Marijuana. The short term effects of marijuana include distortion of time perception, increased heart rate, dilation of blood vessels and loss of short-term memory. Also decreased are visual perception and psychomotor skills, which have adverse effects on driving ability. The effects of long-term use include loss of motivation, chronic bronchitis, decreased vital lung capacity and an increased risk of lung cancer. Tolerance and psychological dependence do develop with marijuana. Designer Drugs. Designer drugs are synthetic chemical modifications of older drugs of abuse that are designed and manufactured in covert laboratories and sold at great profit for recreational use. These drugs can be several hundred to several thousand times stronger than the drugs they are designed to imitate. Designer drugs similar to opiates include fentanyl, demerol, and "china white." The narcotic analogs of designer drugs can cause symptoms such as those seen in Parkinson's disease - uncontrollable tremors, drooling, impaired speech, paralysis, and irreversible brain damage. Analogs of amphetamines and methamphetamines cause nausea, blurred vision, chills or sweating and faintness. Psychological effects include anxiety, depression, and paranoia. Withdrawal problems include sweating, diarrhea, fever, insomnia, irritability, nausea and vomiting and muscle and joint pain. University Penalties Students. Any student who is determined through the regular disciplinary procedures of the University, to have violated the policy on the use of illicit drugs will be suspended from the University for no more than two years and no less than the remainder of the current semester. University sanctions imposed for alcohol possession or consumption include the following. First offense - The student is placed on Conduct Probation for a period of six months and is required to attend an alcohol awareness class provided through the University's Counseling and Career Services office. Second offense - The student is placed on Disciplinary Probation for a period of twelve months. This sanction may include the condition that continued participation in campus activities will be curtailed or restricted for that same period. Third offense - The student is suspended from the University. P43 Employees. Observance of the policy regarding alcoholic beverages and illegal drugs is a condition of employment for all University employees. An employee violating this policy shall be subject to employment discipline up to and including termination, or shall be required-to undergo satisfactory participation in a drug abuse assistance or rehabilitation program. Any employee directly engaged in the performance of work pursuant to the provision of a federal grant or contract who is convicted of violating a criminal drug statute shall notify his/her immediate supervisor of the conviction no later than five days after the conviction. The immediate supervisor shall promptly report the conviction to the appropriate vice president and the Director of Research Services. On behalf of the University, the Director of Research Services shall notify the federal agency grantor or contractor of the conviction within ten days of the University's receipt of notice from the employee or of receipt of other actual notice. State and Federal Penalties Federal Law Offense Minimum Punishment Maximum Punishment Manufacture, distribution or dispensing drugs (includes marijuana) A term of imprisonment not more than 20 years, and a minimum fine of $1,000,000 Possession of drugs (including marijuana) Civil penalty in amount not to exceed $10,000 Operation of a common carrier under the influence of alcohol or drugs A term of life imprisonment without release (no eligibility for parole) and a fine not to exceed $4,000,000 (for an individual) or $20,000,000 (if other than an individual) Imprisonment for not more than 20 years or not less than 5 years, a fine of not less than $5,000 plus costs of investigation and prosecution Imprisonment for up to 15 years and a fine not to exceed $250,000 Texas Law Offense Minimum Punishment Maximum Punishment Manufacture or delivery of controlled substances (drugs) Possession of controlled substances (drugs) Delivery of marijuana Possession of marijuana Confinement in the Texas Department of Criminal Justice State Jail facility for a term of not more than 2 years or less 180 days, or confinement in a community correctional facility for not more than I year, and a fine not to exceed $10,000 Confinement in jail fora term of not more than 180 days, and a fine not to exceed $2,000 Confinement in jail for a term of not more than 180 days, and a fine not to exceed $2,000 Confinement in jail for a term of not more Confinement in TDCJ for life or for a term of not more than 99 years or less than 15 years, and a fine not to exceed $250,000 Confinement in TDCJ for life or for a term of not more than 99 years or less than 15 years, and a fine not to exceed $250,000 Confinement in TDCJ for life or for a term of not more than 99 years or less than 15 years, and a fine not to exceed $50,000 Confinement in jail for a term of not more P44 Driving while intoxicated (includes intoxication from alcohol, drugs, or both) Public intoxication than 180 days, and a fine not to exceed than 2 years or less than 30 days, or $2,000 confinement in TDCJ for a term of not more than 10 years or less than 2 years and a fine of not more than $10,000 Confinement in jail for a term of not more Confinement in jail for a term of not more than two years or less than 72 hours, and a than two years or less than 30 days, or fine of not more than $2,000 confinement in TDCJ for a term of not more than ten years or less than two years and a fine of not more than $ 10,000 A f,ne not t0 exceed $5Oo Purchase or consumption or_possession of Fine of r.ot more than $500 alcohol by a minor Sale of alcohol to a minor pjne Qf nQt mQre For a subsequent offense a fine of not less than $250 nor more than $2000 for a subsequent offense a fine of not less than $250 nor more than $2000 or confinement in jail for not more than 180 days or both Counseling, Treatment and Rehabilitation Students. Stephen F. Austin State University, through the Counseling and Career Services office, provides an alcohol/drug abuse prevention program which is available to all students. Program components include assistance in abstaining from the use of chemical substances, early intervention when chemical abuse is detected, and referral to a campus support system and/or a community referral for inpatient/outpatient services not available on campus. Medical counseling and printed information on chemical dependency are available through University Health Services, the campus student health facility. Students may seek individual counseling or request printed information at either campus location. Prevention/Education. The objectives of this element of the assistance program are to: increase awareness of the students, faculty, and staff concerning the psychological and health risks associated with chemical use; provide information to students regarding a variety of wellness issues which promote successful college adjustment; and, orient students, faculty and staff to the services available through the assistance program. Presentations are available to student groups on a variety of topics including alcohol and substance abuse, adult children of alcoholics, assertiveness skills, stress and time management, self-esteem and related issues. A group representative should contact the Counseling and Career Services office to schedule a presentation. The assistance program also offers an Alcohol Awareness Workshop. The four-hour workshop, divided into two sessions, provides basic information, tools for self-assessment, information on University and state regulations, and an orientation to the assistance program. Students may request to attend the workshop or be referred by the Associate Dean of Student Development. Referral/Assessment. Any SFA student requiring information about, or assistance with, a chemical abuse problem may be referred to the assistance program. A student may initiate a self-referral by contacting the Counseling and Career Services office; University faculty and staff may initiate a student referral. Participation by a student is voluntary, except when mandated by the Associate Dean of Student Development. A staff counselor conducts an assessment interview on the student's initial visit to Counseling and Career Services and provides the student with details regarding confidentiality and record P45 keeping requirements. The counselor informs the student of alternatives and makes recommendations based on the student's needs. Campus Support System. The assistance program serves as a link between the individual student and support groups which are available for chemical dependency, adult children of alcoholics and victims of sexual abuse. Support groups function under guidelines established by Counseling and Career Services. Community Referral. Services for chemical dependency are available in the Nacogdoches community and include: private practitioners offering individual counseling or intellectual/psychological assessment; self-help groups such as Alcoholics Anonymous and Narcotics Anonymous; and, inpatient/outpatient treatment. Employees. University employees with supervisory responsibilities should be cognizant of employee behavior related to unacceptable job performance which may result from drug or alcohol abuse. Any decision to initiate employee counseling or a referral to Personnel Services should be based on the employee's unacceptable job performance. Employee counseling, referral and related record keeping should be conducted with the degree of care and confidentiality appropriate to such personnel matters. Alcohol and drug abuse seminars are among the services provided cost-free to University employees. Other services for employees with a chemical dependency are available in the community, including private practitioners offering individual counseling, self-help groups such as Alcoholics Anonymous and Narcotics Anonymous, and inpatient/outpatient treatment at various health care facilities. It is the intent of Stephen F. Austin State University to continue to strive for a drug-free campus and to comply with state and federal regulations regarding prevention programs established to eliminate the illegal use of drugs and alcohol abuse. To this end, Stephen F. Austin State University will provide annually to each student and employee a copy of this drug and alcohol abuse prevention program. In addition, the University will conduct a biennial review of this program implemented to provide a learning and working environment free of drug and alcohol use. The purposes of the biennial review will be to: 1) determine the effectiveness of the program and implement needed changes; and 2) ensure that the sanctions included in the program are consistently enforced. The University's General Counsel will be responsible for initiating the biennial review. Source of Authority: P.L. 100-690, sec. 5151 et seg.; P.L. 101-226, which amends provisions of the Drug-Free Schools and Communities Act of 1986 and the Higher Education Act of 1965; General Appropriations Act; OMB Circular A-21: Board of Regents; President Cross Reference: None Contact for Revision: General Counsel Forms: None P46 Items Requiring Board of Regents Approval D-20.5 Original Implementation: July 5,1988 Last Revision: January 15,200228,2003 A. Items That Require Approval by the Board of Regents 1. Construction/renovation projects if the estimated cost is $50,000 or more, including a. Selection of an architect/engineer b. Authority to submit the proposal to the Coordinating Board if the estimated project cost (includes all cost) is at least $ 1,000,000 for new construction, $2,000,000 for renovation, or as otherwise required under law. c. Construction contract awards d. Change orders that would increase the cost of the project beyond the amount of the approved budget 2. Actions relating to University employees, including a. Appointment of full-time faculty b. Faculty promotions c. Awarding of faculty tenure d. Appointment of full-time administrative/professional staff (non-classified) excluding those requiring student status and those paid with grant funding e. Change of position status of full-time faculty and administrative/professional (non-classified) staff f. Advisement on termination of full-time faculty and administrative/professional (non-classified) staff (Executive Session only, does not require Board action for approval) g. Leaves of absence for faculty and administrative/professional (non-classified) staff for one semester (four and one-half months) or more h. Dual employment (with state agencies) of faculty and administrative/professional (non-classified) staff 3. Delegations of administrative authority, including a. Authority to approve travel b. Authority to approve purchases 4. Policy statements when the effect will be to a. change admission, probation, or suspension regulations P47 b. establish or alter policies, regulations, or rules relating to employment or property rights c. govern the activities of the entire University or a major section of the University, such as rules for admission into teacher education or any other major curriculum d. change long standing and well accepted practices or patterns of behavior e. implement rules, regulations, or activities established by external authorities 5. Contracts, purchases, or agreements in the amount of $50,000 or more 6. Any lease of any item (building, equipment, etc.) if the total cost of the lease is expected to be $50,000 or more without regard to the length of the lease period 7. Purchase, sale or exchange of real property (Executive session only, does not require Board action for approval) 8. Depository contract (presently submitted annually) 9. Food service (or similar) contracts, including changes in existing contracts 10. Contracts and agreements with support or development foundations 11. Settlements, consent decrees, authority to enter into litigation (Executive session only, does not require Board action for approval.) 12. Establishment (or change) of mandatory fees 13. Curriculum matters, including a. Establishment or elimination of academic programs b. Establishment or elimination of courses c. Major changes in programs or courses 14. Designation of a name for University buildings, facilities, streets, etc. 15. Annual holiday schedule 16. Private, governmental, or foundation grants or agreements if the purpose of the grant, etc. is not designated ("President's Discretion" constitutes a designation) 17. Annual operating budget 18. Increases in existing budgets through a "budget adjustment" if over $50 000 except revolving funds. 19. Biennial legislative request 20. Long Range Master Plan P48 B. Items That Do Not Require Approval bv the Board of Repents 1. Construction or renovation projects under $50,000 2. Change orders under $50,000 as long as the approved budget is not exceeded 3. Appointment, change-of-status, promotion, termination of classified employees 4. Appointment, change-of-status, termination of graduate or student assistants 5. Resignations 6. Contracts, purchases, and agreements when the amount is less than $50,000 7. Budget transfers that do not increase the Board approved budget 8. Private, governmental, and foundation grants or agreements if the purpose of such is stipulated by the grantor, etc. 9. Materials purchased for resale in auxiliary operations and central stores 10. Materials purchased for inventory stock of the physical plant operation 11. Materials purchased for normal inventory stock from operation and maintenance budgets previously approved by the Board 12. Maintenance and service contracts 13. Library subscription services 14. Recurring printing orders 15. Contracts and agreements for athletic events, entertainment concerts fine arts events, and other similar activities 16. Group travel packages for resale 17. Materials or services purchased for emergencies resulting from disasters hazards, or other exigent circumstances ' 18 Other items approved by the President of the University which are not listed in Section I of this policy. Source of Authority: Board of Regents Cross Reference: None Contact for Revision: President Forms: None P49 Employee Conduct Original Implementation: September 1, 1987 Last Revision: April 18, lOOOJanuary 28, 2003 Various standards of conduct have been established by the legislature that apply to employees of Stephen F. Austin State University. These include: 1. No state officer or state employee should accept or solicit any gift, favor, or service that might reasonably tend to influence in the discharge of official duties or when it is known or should be known the offering is made with the intent to influence official conduct. 2. No state officer or state employee should accept employment or engage in any business or professional activity which might reasonably be expected to require or induce a disclosure of confidential information acquired by reason of the official position. 3. No state officer or state employee should accept other employment or compensation that could reasonably be expected to impair independent judgment in the performance of official duties. 4. No state officer or state employee should make personal investments that could reasonably be expected to create a substantial conflict between the officer s or employee s private interest and the public interest. 5. No state officer or state employee should intentionally or knowingly solicit, accept, or agree to accept any benefit for having exercised official powers or performed official duties in favor of another. Additionally, the University, its officers and employees must comply with the following restrictions regarding political activities: a. A state agency may not use any money under its control, including appropriated money, to finance or otherwise support the candidacy of a person for an office in the legislative, executive, or judicial branch of state government or of the government of the United States. This prohibition extends to the direct or indirect employment of a person to perform an action described by this subsection. b) A state officer or employee may not use a state-owned or state-leased motor vehicle for a purpose described by Subsection (a). c) A state officer or employee may not use official authority or influence or permit the use of a program administered by the state agency of which the person is an officer or employee to interfere with or affect the result of an election or nomination of a candidate or to achieve any other political purpose. d) A state employee may not coerce, command, restrict, attempt to restrict, or prevent the payment, loan, or contribution of any thing of value to a person or political organization for a political purpose. P50 e) For purposes of subsection (c), a state officer or employee does not interfere with or affect the results of an election or nomination if the individual's conduct is permitted by a law relating to the individual's office or employment and is not otherwise unlawful. Source of Authority: Section 572.051, Texas Government Code; Section 556.004 Texas Government Code; President; Vice President for Business Affairs Cross Reference: None Contact for Revision: General Counsel Forms: None P51 Library Faculty E_31A Original Implementation: 1970 Last Revision: January 25,2000 28, 2003 Stephen F. Austin State University seeks to maintain the strongest library faculty possible. The University thus provides for advancement based upon the librarian's academic credentials and experience, professional performance, contributions to the University community and the profession of librarianship, and service to the general community through his/her professional expertise. In order to assure that recommendations and administrative decisions relative to the promotion of librarians are equitable, the following principles and procedures are observed. 1. Rank While the contributions of the University librarians are both scholarly and an important extension of the teaching function of the University, the usual titles denoting ranks of the eaching faculty do not best describe the responsibilities of librarians. Instead, each hbranan has both a position title and a title of rank. The titles of rank and consist of Librarian I, II III, IV, with Librarian IV being the highest rank. These ranks do not apply o the three library administrative positions-Library Director, Associate Director of Information Services, and Associate Director of Technical Services. 2. Criteria for Appointment and Promotion: a. The minimum criterion for appointment to any rank as Librarian at the University is a master s degree in library science from a school accredited by the American Library Association.^(The M.L.S. or M.L.I.S. is generally considered to be the terminal degree for practicing librarians.) e b. Beyond adequate credentials, the following levels of performance should be present for promotion: (1) An individual promoted to the rank of Librarian II should have the demonstrated capabilities to be an effective and productive librarian and a contributing member of the academic and general communities as evidenced by substantial job accomplishments and participation in professional library organizations or professional service to the university or the community. (2) An individual promoted to the rank of Librarian III should have a proven record of effective and productive librarianship and have made numerous professional contributions to the academic and general communities through presentations at professional meetings, professional publications, or service to library organizations. P52 (3) An individual promoted to the rank of Librarian IV should be a librarian whose contributions to the profession of librarianship are substantial and are recognized beyond the confines of the local campus to be of high quality. The applicant's professional contributions to the academic and general communities should be significant as evidenced by exceptional records of accomplishment in-the lower ranks. c. In order to hold either of the upper two library ranks, an individual is expected to have some previous professional experience and to have held a lower rank. Ordinarily to be promoted to the rank of Librarian III, an individual should have held the rank of Librarian II for at least five years. To be promoted to the rank of Librarian IV, an individual should have held the rank of Librarian III for no fewer than three years. dLA record of truly exceptional performance in some areas of the basic responsibilities to librarianship, performance, and service may mitigate against slight contributions in other areas in consideration for promotion, within the performance guidelines established for each rank. The evidence to support promotion based upon exceptional considerations must be unequivocal. 3. Promotion Procedures: a. A librarian may be nominated or apply for promotion. A nomination may be initiated by an individual librarian or the appropriate Associate Director. The applicant/nominee is responsible for developing and submitting to the Associate Director a packet of supporting materials a current vita, and a completed Promotion/Tenure Application form. The packet of supporting materials should contain information sufficient to judge the merits of the promotion application. b. Applications/nominations are placed in a special file in the office of the Library Director and are accessible for evaluation and recommendation by any professional librarian. Formal comment by librarians concerning the applications/nominations must be submitted on the Recommendations on Promotion/Tenure form. c. Review Panel: (1) Each application/nomination for promotion, including all supporting materials and written signed comments from the professional librarians with regard to the applicant/nominee's credentials and performance as a librarian will be reviewed by a panel of not less than five librarians. (2) The panel will consist of the non-competitive members of the Library Academic Advisory Council, excluding ex officio members, who hold the applicant/nominee's present rank and above. P53 (3) In the event that the panel thus constituted is fewer than five members the panel will select the remaining members from among the other non-competitive librarians holding the applicant/nominee's rank or above. (4) Applicants for the rank of Librarian IV will be reviewed by the members of - the Library Academic Advisory Council which shall constitute the review panel/ (5) Each member of the review panel will complete the Recommendations on Promotion/Tenure form. d The Associate Director of the applicant/nominee's division will evaluate the packet of materials submitted by the candidate, librarians' comments and the recommendations of he 3T r r' S" ^thCSe materials al0n* With his/her 'ecommendaZ to the Library Director. The Recommendations on Promotion form will be used to transmit the Associate Director's recommendation. "«»nui ejhe Library Director will review the supporting materials prepared by each applicant ubmittedZ8 rrentS' 'n reVieW ^ reco^ndations, and the recommendation' submitted by the Associate Director and will recommend to the Vice President for Academic Affairs that the applicant be promoted/not promoted, with comments VkepTS t If fengt!; 5th6 aPPlication- The Library Director will submit to the Vice President for Academic Affairs a summary of the recommendations of all participants in the review process and the packet of materials prepared by each applicant. f. The Vice President for Academic Affairs will review these materials as a basis for making recommendations to the President of the University. The Vice President for feSTs,^1? ?H1 SUbmUtO ^ PreSid£nt 8 recommendation to promote/not promote £nH?H,t ^ prOmotlon> along with the P^ket of materials prepared by each candidate and the recommendations made at each step of the review process. ZfT ?e Vn™Tsity wil1 review *«« materials and recommendations and S^T ?^ Plrtment 3S a b3Sis for his/her commendation to the Board Regents that the candidate be promoted. After the decision of the Board of Regents a Hcatf ° PP°rting materials Prepared by the candidate will be returned to the ' °f Stephen F-Austbl State Periodic Evaluation Each librarian cites periodically his/her accomplishments in areas such as library service scholarship, publication, teaching, research, individual achievements, and other public or university service. His/her accomplishments are discussed personally with him/her by the library administration and are preserved in writing for future reference. The librarian in turn may discuss each librarian's progress with the Vice President for Academic Affairs P54 Compensation Adequate and equitable career salaries, properly graduated through the academic ranks are established and maintained to provide incentive for professional growth, to support morale, and to recruit highly qualified personnel. The department heads are compensated for their added responsibilities. Librarians accrue vacation and compensatory time the same as other state employees and are free to take their vacation at any time during the periods they are under contract subject to supervisor approval. Vacation time may be accumulated according to the limits established for state employees. Librarians receive the same holidays as other state employees. Work Load Professional librarians are appointed for twelve-month terms and receive staff vacation time and state holidays. Tenured librarians employed as of April 21,1998, will not be required to work twelve-month contracts. Appeal Should a librarian feel that the above policies and standards have not been followed in his/her case, he/she has the right to appeal his/her case on the same basis as that established for other members of the faculty. Library Academic Advisory Council A Library Academic Advisory Council functions as a committee to advise the University Librarian on policy matters and to consider any matter it deems appropriate. Five members, all professional librarians, with at least two years of service at Stephen F. Austin State University, elected in September by the professional staff, comprise the Council. Council members serve for two year staggered terms. If not elected to this Council, the librarian who is the Faculty Senate representative is an ex officio member of the Council. The Council elects its own chairman. Note: The change from three to two years is recommended because prospective staff changes in the next several years may significantly limit the number of librarians who can serve. The Council meets at the call of the chairman and shall meet at least once in the fall and once in the spring semesters. University Governance Librarians have all the voting rights granted other members of the faculty. They are eligible for membership on the Faculty Senate and on faculty committees. These include, but are not limited to, the Curriculum Committee, the Graduate Council, and those P55 committees having implications for library collections and services as well as for curriculum development. Leaves Librarians are eligible for faculty development leaves on the same basis of eligibility granted other members of the faculty. Research and Grants Librarians are eligible for grants, fellowships, and research funds on the same basis as other members of the faculty. Tenure Librarians are eligible for tenure in accordance with tenure regulations set by the University for members of the faculty Tenure Policy E-50A. An additional criterion ft awarding librarians tenure is satisfactory job performance. In considering job performance, the library director may choose to review the librarian S annual evaluation forms. The librarian may also include documentation ofj ob performance in the tenure packet, such as part of the annual evaluations or other documentation. Academic Freedom and Responsibility Librarians have the protection of academic freedom and are to exercise professional responsibility and judgment. There shall be no censorship of library resources. Source of Authority: President Cross Reference: Faculty Handbook Contact for Revision: President Forms: None 'or P56 Nepotism Original Implementation: Unpublished Last Revision: January 25,2000Januaiy 28, 2003 Relatives of a person within the second degree of affinity include the spouse of the person and the parents, children, brothers, sisters, grandchildren, nephews, nieces, uncles aunts, and first cousins of the employee's spouse. The relatives of a person within the third degree of consanguinity include the parents, children, brothers and sisters, grandparents, uncles and aunts, first cousins, nephews and nieces, grandchildren, great-grandchildren, great-grandfathers, great- |
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