Minutes of the Board of Regents of Stephen F. Austin State University. 1998, Volume No. 156

              Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
April 21,1998
Volume 156
TABLE OF CONTENTS
Page
97-129 Approval of January 20, 1998 and March 30, 1998 Minutes. 1
97-130 Revision of Rules and Regulations of the Board of Regents. 1
97-131 Election of Officers 1
97-132 Election of President ZZZZZZZZZZZZZZZ. 1
97-133 Election of General Counsel 1
97-134 Election of Director of Audit Services ZZZ.'. l
97-135 Faculty and Staff Appointments for 1997-98 "..............11
97-136 Faculty and Staff Appointments for 1998-99 .-. 2
97-137 Changes of Status ZZZZZ 2
97-138 Promotions 3
97-139 Tenure ZZZZZZZZZZZZZZZZZZZZZZZZZ.4
97-140 Regents Professorships for 1998-99 ZZZZZZZZZZZZZZZZZ.ZZZ.'.4
97-141 Faculty Development'Leaves 4
97-142 Retirements ZZZZZZZZZZZZZZZZZZZZZ.5
97-143 Voluntary Modification of Employment 5
97-144 Faculty Workload Report ZZZZZZZZZZZZZZ.5
97-145 Acceptance of General Bulletins 5
97-146 Laboratory Fees 5
97-147 Course Fees ZZZZZZZ 5
97-148 Incidental Fees ZZZZZZZZZZZZZZZZZZZZZZ 5
97-149 Distance Learning Fee ZZZZ.6
97-150 Proposal to Name Speech and Hearing Clinic ZZZZZZZZZZZ. 6
97-151 Proposal for SFA Rodeo Club Practice Arena ZZZZ!. 6
97-152 Approval for Additions to Long Range Plan ZZZ. 6
97-153 Food Service Contract with ARAMARK ZZZZZZZZZZZZ'. 6
97-154. Room and Board Rates •. ZZZZ. 6
97-155 Texas Ranger Scholarships ZZZZZZZZZZ. 6
97-156 University Police Department Survey 6
97-157 Approval of the 1998-99 Budget ZZZZZZZZZZZZZZZZZZZZZ'Z 1
97-158 Approval of Summer Budget ZZZZZZZZ. 1
97-159 Approval of Resolution Approving Fayez Sarofim to Manage
Rockwell and Wisely Endowment Securities 7
97-160 Resolution Authorizing Request for Financing ZZZZZZ. 7
97-161 Athletic Benchmarking ....!...!... 7
97-162 Forest Resource Institute Computer Purchase ..7
97-163 Housing System HVAC Projects ZZZZZZZZZZZZZZZ. 7
97-164 Mays Hall Renovation ZZZZZZZZZZZZZZZZZ.l
97-165 Policy Revisions ZZZZZZZZZZZZZZZZZZ.l
Reports g
A. Chair, Faculty Senate
B. President, Student Government Association
C. Vice President for University Advancement
D. President
Appendix No. 1 - Laboratory Courses Requiring Fees 9
Appendix No. 2 - Schedule of Course Fees 23
Appendix No. 3 - International Student Application Fee 24
Appendix No. 4 - Proposal for SFA Rodeo Club Practice Arena.... 25
Appendix No. 5 - Additions to Long Range Plan 26
Appendix No. 6 - Room and Board Rates 27
Appendix No. 7 - Resolution Approving Fayez Sarofim to Manage Donated
Securities 28
Appendix No. 8 - Resolution Authorizing a Request for Financing 29
Appendix No. 9 - Athletic Benchmarks 31
Appendix No. 10 - Forest Resource Institute Computer Purchase 33
Appendix No. 11 - Policy Revisions.. 38
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES TEXAS
APRIL 21, 1998
The meeting was called to order at 9:12 a.m. by Chair Murray Shaw. Board members present
in Room 307: Ron Adkison, R. A. Brookshire, Penny Butler, Mike Enoch, Pattye Greer, Lynn
Montes, Jimmy Murphy, and Susan Roberds.
Others present in Board Room 307: Dan Angel, Roland Smith, Janelle Ashley, Baker Pattillo
Jerry Holbert, and other SFA administrators.
97-129
Upon motion of Regent Murphy, seconded by Regent Adkison, with all members voting aye it
was ordered that the minutes of January 20, 1998 be approved as corrected, and that the '
minutes of March 30, 1998 be approved.
97-130
Upon motion of Regent Greer, seconded by Regent Adkison, with all members voting aye it
was ordered that the revisions to the Board Rules and Regulations be tabled until the July '
meeting. J
97-131
Upon motion of Regent Adkison, seconded by Regent Enoch, with all members voting aye it
was ordered that the Board officers for 1998-99 be as follows: Chair Murray Shaw Vice '
Chair Jimmy Murphy, Secretary R. A. Brookshire.
97-132
Upon motion of Regent Montes, seconded by Regent Adkison, with all members voting aye it
was ordered that the President's contract be extended to the year 2003, at a salary of $158,500.
97-133
Upon motion of Regent Adkison, seconded by Regent Greer, with all members voting aye it
225 25 that the General Counsel's contract be renewed for the next year at a salary of
$85,523.
97-134
Upon motion of Regent Montes, seconded by Regent Brookshire, with all members voting aye
it was ordered that the Director of Audit Services's contract be renewed for the next year at a '
salary 01 $54,338.
97-135
Upon motion of Regent Adkison, seconded by Regent Enoch, with all members voting aye it
was ordered that-the following appointments be approved.
1. Counseling and Special Educational Programs
Dr. Robin R. Rumph, Assistant Professor, (Ph.D., Texas Woman's University), at a
salary of $32,000 for 100% time for nine months, effective spring semester, 1998.
2. University Library
Mr. Philip Reynolds, Librarian I, (MLS, University of Kentucky), at a salary of $30,697
for 100% time for 12 months, effective spring semester, 1998.
3. University Affairs
Mr. Jason Poole, Coordinator of Orientation and Testing, at a salary of $25,403 for twelve
months, effective December 2, 1997. . . .
It was also ordered that the following appointments be approved:
1. Education,
Thomas Tiefenwerth Longview $ 624 80
Betty Alford Humble 1,040.00
Bob Browning Longview 1,736.00
Robert Marshall Humble 1,040.00
Bennat Mullen Longview 936.00
Jose Rodriguez Jasper 948.00
Carol Shaw Fairfield 988XX)
Hans Williams Tyler 948.00
97-136
Upon motion of Regent Greer, seconded by Regent Enoch, with all members voting aye it
was ordered that the following appointments be approved.
1. Elementary Education
^Sf"*1 R May0> Associate Professor, (Ed.D., Texas A&M-Commerce), at a salary
of $39,000 for 100% time for nine months, effective fall semester, 1998.
2. Sociology
Dr. Thomas W. Segady, Associate Professor, (Ph.D., University of Denver), at a salary
of $35,418 for 100% time for nine months, effective fall semester, 1998.
Dr. Gerald E. Tyler, Assistant Professor, (Ph.D., Louisiana State University), at a
salary of $33,000 for 100% time for nine months, effective fall semester, 1998.
97-137
Upon motion of Regent Murphy, seconded by Regent Roberds, with all members voting aye it
was ordered that-the following changes of status be approved.
1. University Affairs
Mr. Joe Cauthen, from Restricted Earnings Coach at a salary of $5,000 for nine months
to Assistant Coach and Instructor of Kinesiology, at a salary of $37,879 for 10.5
months, effective March 1, 1998.
Mr. Denzil Cox, from Assistant Coach and Instructor of Kinesiology at a salary of
$45,861 for 10.5 months, to Assistant Coach (Defensive Coordinator) and Instructor of
Kinesiology at a salary of $51,254 for 10.5 months, effective March 1, 1998.
Mr. Charles Davis, from Assistant Coach and Instructor of Kinesiology at a salary of
$37,879 for 10.5 months, to Assistant Coach and Instructor of Kinesiology at a salary of
$45,861 for 10.5 months, effective March 1, 1998. Mr. Davis assumed the
responsibilities previously held by Mr. Denzil Cox who was promoted to Defensive
Coordinator.
97-138
Upon motion of Regent Greer, seconded by Regent Roberds, with all member? voting aye, it
was ordered that the following individuals be granted promotion to the academic rank
indicated, effective fall semester, 1998.
To Assistant Professor:
Ms. Jo Carlson**
Ms. Wynter Chauvin*
Dr. Kirsten Nelson
To Associate Professor:
Dr. Jean Parker
Dr. David Gunderson
Dr. Michael Pickard
Dr. M. Aileen Smith
Dr. Jane Holland
To Librarian II, III, IV:
Ms. Virginia Rigby
Ms. Karen Wielhorski
Ms. Jeanne Pyle
Ms. Martha Turnage
To Professor:
Dr. Patrick Mueller
Dr. Andrew Parr
Dr. Robert Choate
Dr. Sandra McCune
Dr. Sherry Rulfs
Art
Elementary Education
Music
Communication
Management/Marketing/International Business
Computer Science
Accounting
Counseling and Special Educational Programs
Librarian II
Librarian III
Librarian HI
Librarian IV
Criminal Justice
Music
Counseling and Special Educational Programs
Elementary Education
Secondary Education and Educational Leadership
To Professor Emeritus:
Dr. Lloyd Collier Political Science & Geography
Dr. Joe Erickson Political Science & Geography
Dr. David Petty Sociology
* Contingent upon completion of doctorate by September 1, 1998
** Contingent upon completion of doctorate by September 1, 1998 and favorable
recommendations in promotion review process. Currently on leave.
97-139
Upon motion of Regent Roberds, seconded by Regent Murphy, with all members voting aye, it
was ordered that academic tenure be awarded to the following individuals, effective
September 1, 1998. . . . . ,
Dr. Barbara Heard-Mueller Social Work
Dr. Ronald Robinson Criminal Justice
Dr. Gary Mayer , ,- Communication , ,
Dr. David Gundersoii ' Management, Marketing & International Business
Dr. Clifton T. Jones Economics and Finance
Dr. M. Aileen Smith Accounting
Ms. Wynter Chauvin* Elementary Education
Ms. Charlotte Kennemer* Elementary Education
Dr. Rachel Underwood Human Sciences
Dr. Jeff Briggs Kinesiology and Health Sciences
Dr. Michael Sandlin Kinesiology and Health Sciences
Dr. Patrick Jenlink Secondary Education and Educational Leadership
Dr. David Lewis Art
Ms. Jo Carlson** Art
Dr. Lauren Scharff Psychology
Dr. Kandy Stahl Psychology
Dr. Robert Stewart Biology
Dr. Josephine Taylor . Biology
Dr. Robert Wiggers Biology
* Contingent upon completion of doctorate by September 1, 1998
**. Contingent upon completion of doctorate by September 1, 1998, and favorable
recommendations in tenure review process. Currently on leave.
97-140
Upon motion of Regent Greer, seconded by Regent Enoch, with all members voting aye, it
was ordered that Tom Calloway and Mike Chang be awarded Regents Professorships for the
academic year 1998-99.
97-141
Upon motion of Regent Adkison, seconded by Regent Butler, with all members voting aye, it
was ordered that the faculty members listed below be awarded Faculty Development Leaves
for the semesters) indicated.
Fall, 1998:
Dr. Calvin W. Hines , History
Dr. Ray Darville Sociology
Fall 1998 and Spring 1999:
Dr. Charles D. Jones Art
97-142
Upon motion of Regent Murphy, seconded by Regent Butler, with all members voting aye, it
was ordered that the following retirements be accepted.
1. English and Philosophy
Dr. Alfred S. Shivers, Professor, effective May 31, 1998.
2. Forestry
Dr. Malcolm D. MacPeak, Associate Professor, effective May 3,1, 199.8.
97-143
Upon motion of Regent Montes, seconded by Regent Butler, with all members voting aye, it
was ordered that the following request for retirement and subsequent modification of
employment be approved:
Dr. F. Doyle Alexander, Mathematics and Statistics, effective September 1, 1999.
97-144
Upon motion of Regent Adkison, seconded by Regent Butler, with all members voting aye, it
was ordered that the faculty workload report for the spring semester, 1998 be approved as'
submitted at the meeting.
97-145
Upon motion of Regent Adkison, seconded by Regent Enoch, with all members voting aye, it
was ordered that the General Bulletins (undergraduate and graduate) be accepted:
General Bulletin 1998-1999 (undergraduate)
Graduate Bulletin 1998-2000 (graduate)
97-146
Upon motion of Regent Montes, seconded by Regent Enoch, with all members voting aye, it
was ordered that the Schedule of Laboratory Fees be approved as presented in Appendix No.
1, effective beginning with registrations for Fall, 1998.
97-147
Upon motion of Regent Adkison, seconded by Regent Montes, with all members voting aye, it
was ordered that the modifications in the Schedule of Course Fees in excess of $6.00 be
approved as presented in Appendix No. 2, effective beginning with registrations for Fall, 1998.
97-148
Upon motion of Regent Adkison, seconded by Regent Butler, with all members voting aye, it
was ordered that the application fee for international students be increased from $25.00 to'
$50.00 as presented in Appendix No. 3, effective beginning with registrations for Fall, 1999. It
was further ordered that the proposed graduate application fee be deferred and returned to the
Board for action at the July 1998 meeting.
97-149
Upon motion of Regent Enoch, seconded by Regent Butler, with all members voting aye, it
was ordered that the distance learning fee of $35.00 per semester credit hour be approved,
effective beginning with registrations for Fall, 1998.
97-150
Upon motion of Regent Greer, seconded by Regent Adkison, with all members voting aye, it
was ordered that the Speech and Hearing Clinic be named in honor of Professor Emerita Dr.
Elnita Stanley.
97-151
Upon motion of Regent Adkison, seconded by Regent Roberds, with all members voting aye, it
was ordered that the SFA Rodeo Club be authorized to construct a practice arena and bam at
the SFA Beef Farm utilizing Rodeo Alumni Association funds, and that the Club be required to
maintain a liability policy to cover participants and spectators in case of injury, with valid
certificates of insurance to be on file with the General Counsel of the University. See
Appendix No. 4.
97-152
Upon motion of Regent Greer, seconded by Regent Roberds, with all members voting aye, it
was ordered that the administration be given authority to add to the long range plan future
degree programs in Environmental Science (Ph.D.), Public Administration (M.P.A.) and
Nursing (M.S.N.), and to seek Coordinating Board approval to add these to the University's
Table of Programs by authorizing planning authority. See Appendix No. 5.
97-153
Upon motion of Regent Montes, seconded by Regent Roberds, with all members voting aye, it
was ordered that the food service contract with ARAMARK be renewed, at an increase of
2.0%.
97-154
Upon motion of Regent Montes, seconded by Regent Roberds, with all members voting aye, it
was ordered that room and board rates be increased by 3.0%, as shown in Appendix No. 6.
97-155
Upon motion of Regent Adkison, seconded by Regent Montes, with all members voting aye, it
was ordered that two $750 annual Texas Ranger scholarships be authorized beginning Fall,
1998, to be funded by the SFA Alumni Association.
97-156
Upon motion of Regent Greer, seconded by Regent Butler, with all members voting aye, it was
ordered that the Board and the University accepts the University Police Department report
prepared by Mr. Harry Montgomery, accepts the findings, and supports the current funding and
staffing levels. '--
97-157
Upon motion of Regent Montes, seconded by Regent Murphy, with all members voting aye it
was ordered that the 1998-99 Budget be approved as presented.
97-158
Upon motion of Regent Montes, seconded by Regent Murphy, with all members voting aye, it
was ordered that the current faculty salaries budget for summer school 1998 be increased by
$419,694. The source of funds for this transfer will be E&G salary savings.
97-159
Upon motion of Regent Murphy, seconded by Regent Enoch, with all members voting aye, it
was ordered that the Resolution Approving Fayez Sarofim to Manage Donated Securities be
approved as submitted in Appendix No. 7.
97-160
Upon motion of Regent Enoch, seconded by Regent Montes, with all members voting aye, it
was ordered that the Resolution Authorizing a Request for Financing be approved as presented
in Appendix No. 8 and that the President and staff be authorized to proceed wjth the bond
transaction as directed by the Texas Public Finance Authority.
97-161
Upon motion of Regent Adkison, seconded by Regent Butler, with all members voting aye, it
was ordered that the Athletic Benchmarking proposal be approved as presented in Appendix
97-162
Upon motion of Regent Adkison, seconded by Regent Murphy, with all members voting aye, it
was ordered that the Arthur Temple College of Forestry be authorized to seek appropriate bids
and that the President and Board Chair or Vice Chair be authorized to sign purchase orders and
contracts as required to expend up to $180,000 of Forest Resources Institute budgeted funds in
FY 98 for Phase I of the five year plan for a computerized database system (Super Computer)
and further for $100,000 in FY 99 for the first upgrade of the system as described in Appendix
No. 10.
97-163
Upon motion of Regent Montes, seconded by Regent Adkison, with all members voting aye, it
was ordered that approximately $400,000 in savings from completed projects be reallocated to
existing and future housing system HVAC deferred maintenance projects.
97-164
Upon motion of Regent Greer, seconded by Regent Montes, with all members voting aye, it
was ordered that the general maintenance of Mays Hall, plus replacement of the floors and
renovation of the bathrooms be done during the summer of 1998, and that the President be
authorized to sign the necessary contracts and purchase orders. The estimated cost is
$135,000 and the source of funds is budgeted maintenance funds.
97-165
Upon motion of-Regent Adkison, seconded by Regent Butler, with all members voting aye, it
was ordered that the policy revisions be approved as amended, with the exception of Policy
D-30.1 which was tabled until the July meeting. See Appendix No. 11.
XII. REPORTS
A. Faculty Senate
B. Student Government Association
C. Vice President for University Advancement
President
Meeting adjourned at 11:26 a.m.
Appendix No. 1
10
11
12
13
14
15
16
17
18
19
20
Stephen F. Austin State University
Schedule of-Lab Fees
21
22
Appendix No. 2
Modifications to Schedule of Course Fees
College of Education
Adv. Scuba (Special Studies
College of Sciences and Mathematics
Course
BIO
BIO
BIO
BIO
BIO
BIO
BIO
BIO
BIO
BIO
BIO
GOL
GOL
NUR
NUR
NUR
NUR
NUR
NUR
NUR
.ourse
No.
312
424
433
435
436
437
508
JZD
572.01
572.02
\11.003
512
y-%'%■'}•(
302
317
320
414
U6
m
m
Course Name
Local Flora
Mycology
Plant Pathology
Ornithology
Plant Systematics
Mammalogy
Herpetology
Microbial Ecology
Industrial Microbiology
Aquatic Vascular Plants'
Plankton Ecology
Special Topics: Introductory
Geology Field Trip
Igneous and Metamorphic
Petrology ■
Nursing Fundamentals
Indv. in Situational Crisis
Indv. in Developmental Crisis
Families in Crisis
Systems Health Promotion
7amily - Self Care in Crisis
Nursing Process Practicum
Current
Fees
16.00
16.00
16.00
21.00
16.00
16.00
21.00
21.
21.
6.00
6.00
6.00
14.00
14.00
14.00
14.00
14.00
36.00
Proposed
Fees
21.00
10.00
10.00
26.00
:i.oo
14.00
16.00
14.00
16.00
26.00
31.00
56.00
56.00
50.00
50.00
35.00
50.00
40.00
50.00
63.00
* FY 99 only. After'this, the course will have its own unique number, KIN 217.
23
Appendix No. 3
International Student Application Fee: Change Form
Department Graduate School/Office of Admissions Type Application Fee
Request For: Change of Current Fee JC New Fee
Current Fee: $25.00 Requested Fee: $50.00
Rationale/Justification:
The Graduate School and the Office of Admissions are interested in attracting more well-qualified
international students into the graduate and undergraduate degree programs at Stephen F Austin
State University. To do this requires an expenditure of money and time. Both offices have
expenses involved in processing requests for information from international students (e.g the
costs of printing and mailing brochures, applications, letters, and other materials). In addition
there are expenses involved in the processing of applications and international student visas (e g
mailing and faxing correspondence and immigration forms). The fee increase would help to offset
these costs.
Estimate of Costs
A. Initial Inquiry - Brochures, applications, postage for each inquiry = $2 to $3
Number of inquiries ' 3,000 to 3,500 per year
B. After Receiving Application - Per Student Cost
Postage, faxes of correspondence and immigration forms $25
Transportation assistance: Pickup at Houston airport and DFW $25
Fall/Spring Receptions $10
Social Events (Fall/Spring) ^fo
Total Per Student Cost $70
Current Source of Funds
O&M, Admissions Office; O & M, Graduate School; International Student Application
Comparisons to Other Universities
University of Texas, Arlington $50
University of Texas, Austin $75
University of Texas, Dallas $75
University of Texas, Tyler none
University of North Texas $50
University of Houston $75
Sam Houston State University $15 for all students (foreign & domestic)
Southwest Texas State University $50
Texas A&M, College Station $75
Benefits
• Continue quality service to international students
• Encourage "serious" applications to SFA, thus reducing unnecessary processing time and
expenditures for students "fishing" for a university in the United States
• Increase enrollment of qualified international students by improving informational materials and
speed of processing
• Develop a quality recruiting brochureio represent SFASU.
24
Appendix No. 4
Proposal for SFA Rodeo Club Practice Arena
For some tone the SFA Rodeo Club has worked to obtain a location to build a practice
arena on the SFA campus. Dr. Dale Perritt has carefully reviewed the options and
proposes a site on the southern end of the SFA Beef Farm along the county road that
runs east off Hwy 259. The Rodeo Alumni Association has enough support to
construct the facilities (arena and barn) at no cost to the University SFA's
responsibility would be to provide the land.
Universities and colleges in our region that currently have such practice arenas are
Tarleton, Sam Houston, Texas A&M, A&M-Kingsville, McNeese, Sul Ross and South
West Texas. Community colleges include Hill County, Southwest Community
College, Wharton and Northeast.
To limit liability orl the* part of the University, we propose, as other universities have,
that the Rodeo Club utilize a long term lease on the 3 to 6 acres of land needed for the
arena and barn. The Club must then maintain a liability policy to cover participants
in case of injury. *
The University would require the Rodeo Club to:
1) cover all the costs associated with building the arena and horse facilities
2) be responsible for maintenance and upkeep-no University equipment
would be used
3) meet current electrical codes for all facilities
SFA would cover the costs of water and electricity which should be minimal.
A practice arena has been a tremendous asset for other universities in recruiting
students. This should also greatly benefit the Agriculture Department at SFA All
students would be required to be active in the National Intercollegiate Rodeo
Association (N.I.R.A.) which entails attending ten college rodeos a year through the
Southern Region of the N.I.R.A. The top two cowboys in each event go the College
National Finals in Rapid City, South Dakota. SFA should receive significant publicity
directly related to the number and quality of students that the Rodeo Club could
recruit. Additionally, building the facilities on the agriculture beef farm would allow
the arena to serve as a working pen for the farm's cow-calf operation. The arena and
barn could serve as facilities for the equitation program as well.
25
Appendix No. 5
feciSd ve^rnf^M^1 Sdence~The College of Sciences and Mathematics is in the
second year of an MS program with a major in Environmental Science. Twenty-six
1997'lSSSS Tff 'm ** FOf"? "* ** &St Student ^aduated December rww? ♦^s graduate program has been extremely high since its inception.
Complementing the Environmental Science program at the masters level is an
undergraduate degree program in Environmental Science offered through the College of
IZZ ™ert^adUate *2¥?i UtmzeS SeVeKd courses * biol4y and cherfsiy
32? *CoUegtof Scienc3? ^ Mathematics. The timber industry consistently ranksin
&e top three cash crops in Texas, and the East Texas poultry industry accountfo?86% of
the Texas poultry industry which ranks sixth nationally. Both of these mduTtries Dresent
env^onmental concerns which can be addressed by students and facutty^n a?h DP
Ff Zm Z™*?™™^?™™- Because of the experience and interest noted above
^a*em*ics «»d the College of Forestry seek authority to p an
Wlth a major in Environmental Science as a joint effort The
.Adl?inistration--To meet the needs and demands for qualified
auAoritvSk £?? 8°yem,mentS 3nd SS!e agencies in ^ reSion' SFA s^eks Planning auAonty for this masters level program. The employment outlook for professional
S5S l?Vl'i6 ^ ^^leVels of g^mment is very strongPand any proposal
nmZlr10^W°Udd°CUmentthoseneedsfortheE^tTex^region AnMPA
program at SFA would complement our undergraduate public administration degree
£2K y f**?**?** titrating in-service and some pre-service students sleking
terminal professional degrees We would design a program to meet the accreditation
standards establishedi by the National Association of Schools of Public Affairs and
S1^'. Such a program would not only allow for specialized training in the field
SJ admuustration, it would also enhance public service opportunities for students
and become a resource to meet governmental challenges and needs in the region.
of Nursing has been working with the University
iseycTa[yeBxs. The UTMB School of Nursing
instruction on our campus both in person and via
pticipated in the instruction. We are now seeking to
deUvSCE^/^' c?nsortium with UTMB and Lamar University to g
f^f u "fu ^^.graduate nursing education in our respective areas. UTMB and
Lamar have either submitted, or are in the process of submitting, parallel requests SFA
?ottT1Ved S grant fl°m, 1LL-Temple Foundation to assist il the development of such a
Si ^S PI?Sram' "* "^ haS Submitted a federal«™« for development of the joint
degree with a focus on a gerontology sub-specialty.
26
Appendix No. 6
ROOM AND BOARD, 1998-99
FALL OR SPRING SEMESTER
With 7 day 14 Meals * With 7 Day 20 Meals
UNITS HALL I - III $1,895 $1 963
WISELY HALL $2,091 $2159
TODDHALL $1,991 . $2059
GIBBS HALL $1,895 . Ji963
NORTH HALL $2,091 $2'i59
HALL 10 $2,025 $2 093
MAYS HALL , $2,025 ' ' $2093
SOUTH HALL $2,091 $^59
WILSON HALL $1,991 $2'059
HALL 14 $1,991 $2'059
GRIFFITH HALL5 $1,991 $2059
HALL 16 $1,991 $2f05g
STEENHALL $2,091 $2159
20 $2,091 . $2,159
* Meal plans begin of the first class day.
27
Appendix No. 7
BOARD OF REGENTS
OF
STEPHEN F. AUSTIN STATE UNIVERSITY
RESOLUTION APPROVING FAYEZ SAROFIM
TO MANAGE DONATED ENDOWMENT SECURITIES
WHEREAS, Stephen F. Austin State University has received donations of stock in the past,
and can reasonably expect to continue to receive donations of stock, its endowment fund manager, Fayez
Sarofim is approved to manage any such past or future donations.
NOW THEREFORE BE IT RESOLVED that the President or Vice President for Business
Affairs is fully authorized and empowered to assign, transfer, and deliver donated stock now or hereafter
standing in the name of or owned by Stephen F. Austin State University, and to make, execute, and
deliver, any and all written instruments necessary or proper to effectuate the authority hereby conferred.
BE IT FURTHER RESOLVED that the authority thereby conferred is not inconsistent with the
Charter or By-Laws of Stephen F. Austin State University, and that the following is a true and correct list
of the officers of the University who are authorized to act-
Signing Officers:
Name Office
Dan Angel ^=^^^v(^^^ President
Roland K. Smith/^^^/&^&fc^yice President for Business Affairs
In witness, whereof, I have hereunto set my hand and seal of said University this 21st dav of
April. 1998. " J
A
Secretary
28
Appendix No. 8
RESOLUTION AUTHORIZING A REQUEST FOR FINANCING
WHEREAS, the Texas Public Finance Authority (the "Authority") has the exclusive
authority to act on behalf of Stephen F. Austin State University (the "University") in the
issuance of bonds pursuant to Tex. Rev. Civ. Stat., art. 601d as amended; and
WHEREAS, the University has been authorized to acquire, purchase, construct, improve,
renovate, enlarge, or equip property, buildings, structures, facilities, roads or related
infrastructure to be financed by the issuance of bonds pursuant to Texas Education Code
55.1727 in the aggregate principal amount not to exceed $6 million; and
WHEREAS, the Board of Regents of Stephen F. Austin State University (the •'Board of
Regents") now desires to approve and authorize financing to enable the University to
acquire, purchase, construct, improve, renovate, enlarge, or equip property, buildings,
structures, facilities, roads or related infrastructures, and authorizes the President of the
University (the "President") or designees to submit requests for financing to the'
Authority from time to time to issue bonds in an aggregate amount of $6 million to
enable the University to acquire, purchase, construct, improve, renovate, enlarge, or equip
property, buildings, structures, facilities, roads or related infrastructures and to take other
actions related thereto.
THEREFORE, BE IT RESOLVED BY THE BOARD OF REGENTS OF STEPHEN F
AUSTIN STATE UNIVERSITY THAT:
1) The University is duly authorized by law pursuant to Texas Education Code, Section
51.1121 to acquire, purchase, construct, improve, renovate, enlarge, or equip
property, buildings, structures, facilities, roads or related infrastructures to be
financed by the issuance of bonds in accordance with Texas Education Code, Chapter
55, Subsection B in the aggregate amount not to exceed $6 million;
2) Dr. Dan Angel, President, or his designee is hereby authorized and directed to submit
requests from time to time to the Authority to issue bonds in an aggregate amount not
to exceed $6 million in order that the University may acquire, purchase, construct,
improve, renovate, enlarge, or equip property, buildings, structures, facilities, roads or
related infrastructures as these projects are specifically approved by the Board of
Regents and further approved by the Texas Higher Education Coordinating Board as
may be required;
3) the President is hereby further authorized to approve, execute, and deliver or cause to
be delivered those documents and such other instruments including but not limited to
the financing documents required by the Authority's rules, and to take such other
actions as are necessary and appropriate in connection with the issuance, sale, or
delivery of the bonds;
29
4) due notice of the meetmg and the subject matter of this Resolution was given as
required by law; and that a quorum of the Board of Regents was present at the
meetmg at which this resolution was considered.
Adopted/Rejected by a vote of. nine yeas, n0 nays effective as of
April 21 .1998
Secretary, Board of Regents
Stephen F. Austin State University
Chairman, Board 8f Regents
Stephen F. Austin State University
30
as
6
t3
I
Benchmark
Athletic Income
Auxiliary Revenues
Student Service Fee
Private Contributions
Other Designated Fees
Salaries and Wages
Fringe Benefits
Travel
Maintenance and
Operations
FY '98 Actual
Stephen F. Austin State University
Department of Intercollegiate Athletics
Benchmarks and Thresholds
Threshold
Not Applicable
Concession commissions plus FY '98 auxiliary revenue
transfer, adjusted for CPI increases occuring after 9-1-98
FY '98 student service fee allocation, adjusted for CPI
increases occuring after 9-1-98
Not Applicable
FY f98 budget allocation, adjusted for CPI increases occuring after 9-1-98
FY '98 budget allocation adjusted for annual Board of Regent
approved salary increases and NCAA mandates
26% of salaries and wages
FY f98 budget allocation adjusted for CPI increases occuring after 9-1-98
plus playoff-related activity not previously budgeted plus travel cost
increases from NCAA mandates
FY '98 budget allocation adjusted for CPI increases occuring after 9-1-98
and private contributions or endowment earnings designated for athletic
support plus playoff-related activity not previously budgeted plus
maintenance and operations cost increases from NCAA mandates
FY '98 Actual
Scholarships FY '98 budget allocation adjusted for Board of Regent
approved salary increases and private contributions
or endowment earnings designated for athletic scholarships
Reference: House Bill No. 1 (General Appropriations Act), Article III, Sec. 40, State of Texas,
Seventy-fifth Legislature, Regular Session
File: AthleticBenchmarksFY98.xls
cn
CO
v
\
Appendix No. 10
PURCHASE REQUEST:
Computing Equipment
Forest Resources Institute
College of Forestry
Background:
Last November, the T. L. L. Temple Foundation awarded the College of Forestry almost
SJE* iun °Ver a 5 year peri0d t0 suPP°rt development of the Forest Resources Institute
(tKl). Ine purpose, as stated in the approved proposal to the Foundation was to " collect
and integrate the complex information essential for protecting, maintaining and enhancing
forest ecosystems while sustaining the production of essential commodities and other
values to meet human needs and desires." FRI will use an interdisciplinary, collaborative
and integrated approach to conduct relevant studies on the structure and function of forest
ecosystems throughout the southern United States, including man's impacts on and role in
these ecosystems. Research results and analyses provided by FRI will afford a factual basis
• long-range planning
• enhanced credibility ,
• global perspectives
• integrated approaches for problem-solving
• decision- and policy-making
• increased profitability
• minimization of environmental risks
In order to accomplish this goal, a computerized database system was
approved for development. This database will reside within a complex high-end
computing system maintained at the Tucker House and Center near the campus.
The computing system will provide Internet access by users (viz., researchers policy
makers resource professionals, students, lawmakers, etc.) to the database for state-of-the-knowledge
inquiries and problem-solving. Residing within the Tucker House/FRI
computer will be all the known information about forest ecosystems in the South — an
ambitious, yet achievable objective! The purpose, then is convey knowledge, as well as
information. '
The nature of these data, plus the amount of data required to provide a
functional, interactive information system dictate the development
ultimately of a supercomputer. Such as system (see attached exhibit) requires the
ability to handle simultaneously, data including numerical, tabular, text, video, una^e and
other formats. Obviously, this is not a PC or NT computing environment. MemorV and
storage in the magnitude of terabytes and petabytes will be needed to warehouse and data
mine the system. Hence, funding was requested both for capital outlay and services to
develop and support the Tucker House computer system.
A total of $350,000 in TLLTF funds and $125,000 in SFASU-COF contributions were
,Sd t ,^fy . for areas relating to non-expendable equipment,
subcontracts/collaboration, materials and supplies. In addition, future funding is anticipated
trom contracts and. grants awarded to the Institute. Hence, adequate funding is anticipated
to support the development of FRI operations without allocation of funds from other
University sources
pp e
sources.
33
The FRI Computing System
The computing system will require approximately 5 years to fully develop; however
operation will begin during FY98, provided Year 1 development is approved The data
processing system will consist of a scaleable, shared memory, parallel
processing system to host the database, and a series of independent graphic
workstations for analysis and visualization operations. Justification for such advanced
computing resources is clear: The goals of the Institute demand nothing less The
challenges facing the Institute scientist will require ever-increasing storage retrieval
processing and rendering resources.
Scaleability is a key factor in design criteria for the Institut's database system
As the quantity and complexity of the Institute's data grows, demands on the computing
system supporting it will increase dramatically. Fortunately, scaleable, shared memor?
parallel processing offers a solution. This technology allows an affordable entry-level
system to be grown to the proportions of a super computer — the first for East Texas.
The Institute's implementation plan (cf., attached illustration) takes advantage of this
scaleability by starting with a single, two processor node system with approximately 100
GB of hard disk storage and 1/2 Gigabyte of system memory. Peripheral tape drives a
console, and system and application software complete the initial package (Phase I).
This system will provide adequate functionality for the first months of operations
During this time, database design, schema development and quality control issues wili
predominate over more processor intensive activities. Emphases will be on system
application, procedural, and security concerns.
As the database is populated, the initial system will be out grown rapidly. Scaleability
insures that the Institute's hardware investment is not wasted. Often, large amounts of
money are spent by institutions for computing equipment, only to see the need for
completely new technology arise soon after purchase. This will not he the case for FRT'<
computer system given the scaleabilitv feature Additional storage space will be added as
needed by populating bays in the original rack system. Similarly, as the processing
demands increase, additional processor nodes will be added. Shared memory, parallel
ProducStion mSUreS Aat theSC Upgrades occur seemlessly wi* minimum interruption of
Additional racks may be added as needed either to contain more hard disk storage or more
processor nodes or both. It is estimated a second rack will be required by the third year
(Phase H) of operation. By this time, database population will be occurring continuously
trom multiple sources. Simultaneously, Institute scientists will be accessing the database
both locally and remotely through the Internet. In addition, as information on southern
torest ecosystems is made available to the general public through the World Wide Web
™ on the ^Mute's system will increase dramatically. Industry research has shown
that Web access demands are nearly always underestimated in the initial phases of planning
for Srerowm011' Again> SCaleability is *** key t0 avoiding costly mistakes in planninl for
Parallel to the development of the database, Institute scientists will be working on
advanced analysis-and graphic visualization projects. The fields of spatial analysis
image processing and remote sensing are continually stretching the limits of
34
technology. Advanced graphics workstations will be used to apply these emerging
technologies and new data sources to the issues being researched by the Institute.
Graphic workstation technology is advancing at an incredible rate. The Institute will
stay abreast of this technological whirlwind by constantly upgrading and
f^JvCmg workstations as they become dated. Initial plans call for three high-end
UNIX workstations with advanced graphics capability to form the basis for the Institute's
analysis and graphic visualization work. These workstations will be upgraded as new
capability become available. In order to reduce investment costs in highly volatile short
lived equipment, lease options probably will be employed for workstations. This will allow
addition of new generation workstations as needed to keep the Institute's computing
environment state-of-the-art. °
The challenges facing the computing resource of FRI are great. However, scaleable
shared-memory parallel processing offers scaleable path toward meeting those challenges. '
Relationship of FRI Computing System to Campus Systems
This Forest Resources Institute is working closely with SFA's
Telecommunications and Networking group to assure that Institute plans
are in line with University policies and standards. The Tucker House, which
serves as the Institute's headquarters, is being used as a prototype for future high-capacity
networking on campus. Category 5 compliant cabling has been installed in all work areas
and new network switching equipment is being installed to provide 100 Megabit and
eventually, Gigabit, network service to the Institute's offices and computing areas.
Inside the Tucker House, 100 megabit ethernet will be the norm for host-to-host
communications. Ten megabit service is provided for legacy equipment unable to operate at
the faster bandwidth. This model — Gigabit (fiber optics) to the building, and
Megabit (Category 5 unshielded twisted pair) inside the building — will
become the standard for future campus installations.
In planning for the development and growth of the computing requirements of the
Institute, consideration must be given to the demands they will place on
M«A s campus network. Steps are being taken to anticipate these demands and allow
tor them. In this way, the Institute will help drive the development of advanced networking
services on campus
Anticipated Costs of Implementation
Although the request covers a five year developmental program, approval is only
requested for Phase I of the plan. The nature of the modern computing environment makes
it^ difficult, if not unwise, to plan for acquisition of specific hardware items beyond that
planning horizon. At present, computer technology is doubling every six months!
However, it is possible to budget anticipated expenditures for the next two years
Approval is requested to expend $180,000 of FRI budgeted funds for
acquisition and services for the basic computing hardware system in FY98
and an additional $100,000 in FY99 for the first upgrade of the system.
Coordination of Requested Purchases
The FRI staff has spent several hundred person-hours researching various types of
equipment and vendors for computing systems commensurate with FRI needs Close
coordination with the SFASU purchasing department and business office will be
35
j^tenfr1 "flf.1™^ course of acquisition. All university policies and procedures
will be followed strictly during this process.
36
Forest Resources Institute Exhibit
Scalable Parallel Processing Implementation Plan
Future Expansion
to 128 Processor Max.
(64 nodes-16 racks)
Basic Console
Year 1 :1 node (2 processors), 100 GB storage with standard I/O options
Year 2 : add 2 nodes (4 processors) and 100 GB storage and tape auto-changer
Year 3: add 2 nodes (4 processors) and 100 GB storage and 2nd rack
Year 4 : add 2 nodes (4 processors) and 100 GB storage and graphics head
Year 5 : add 2 nodes (4 processors) and 100 GB storage and 3rd rack
•Based on Silicone Graphics (SGI) Origin™ server
parrallel processing server product. Currently
available technology is represented. Advances in
these product lines will be accomodated as
appropriate.
FRI-lntemal 27 March 1998
Appendix No. 11
Policies for Board Review
April 1998
Academic Programs,
Approval of
Advanced Placement
Allowable Credit Hours and
Completion Time for
Doctoral Students
Class Attendance and
Excused Absences
A-4
A-7
Unnumber
ed
A-10
Substantial rewrite
Substantial rewrite
New policy
required documentation satisfactory to the instructor;
announcement of absence for University sponsored'
events by VP Academic Affairs
Course Incidental Fees A-12.1 Replaces policy A-42, Student Travel Fees,, which is to
be deleted
Dead Week A-15 Reviewed, no changes made
Distinguished Professor
Award
A-16 Incorporate current job title
Off-Air Recording of Broad
casts for Education Use
A-33 Reviewed, no changes made
Oral English Proficiency
Exam
Transfer Admission
A-35.1 Reviewed, no changes made
A-44 Substantial rewrite
Academic Space for Non-
Academic Activities
B-2 Change contact for room reservations
Campus Facilities for
Political Purposes
Forestry Houseboat
B-5 Reviewed, no changes made
B-9 Delete policy
Competitive Procurement C-7 Incorporate requirements of Texas Govt. Code and
Texas Administrative Code
Historically Underutilized
Business
Methods of Purchase
C-16.5 Change wording to certified HUB vendor
C-20 Layout changes, reference to Policy C-30 Purchase
Requisition, change in dollar amounts for certain
methods of purchase
Prompt Payment C-25.1 New policy
Purchase Requisition
Purchase
C-30 Substantial rewrite
Voucher
Registration Fees
C-31 Substantial rewrite
C-33.1 Substantial rewrite
Special Purchases C-36 Change items requiring special consideration for
processing
Appearances Before the
Board of Regents
Authority for Official
D-4 Faculty Senate Chair and SGA President may report at
quarterly Board meetings
Statements
D-6 Remove reference to emergency statements being
cleared with Board Chair
Authority to Act in the
Absence of the President
D-7 Remove references to Vice Presidents by name
Authorization for University
President to Suspend Faculty
and Staff
D-8 Notification of General Counsel of action
38
Honorary Degrees
Student Records
Items Requiring Board of
Regents Approval
Naming Buildings and Other
Facilities
Safe and Vault
Combinations
Selection of President,
General Counsel and
Director of Audit Services
Working Hours and
Holidays
Faculty Roster and Staff
Roster
Library Faculty
Forming a Recognized
Student Organization
D-13
D-18
D-20.5
D-22
D-29
D-30
D-40
E-22
E-31A
F-14
Appendix No. 11
Delete Directory Information reference to date and
place of birth; change cross reference to Student
Handbook
Reviewed, no changes made
Reviewed, no changes made
Incorporate current job title
Incorporate current job title
Addition of General Counsel and Director of Audit
Services, delete Vice Presidents and Athletic Director
Reviewed, no changes made
Delete policy
Change workload to twelve month, earning staff
vacation time and state holidays
Remove 4-meeting limit; cross reference SFA web
pages rather than student handbook
39
ACADEMIC PROGRAM RE\TEW/EVALUATION A-4
Academic Programs, Approval of Page 1 ofl
Original Implementation: October 17,1978
| Last Revision: September, 1993April, 1998
All new undergraduate or graduate majors, minors, concentrations, and programs, and
all changes in such programs must be approved by the dean of the college in question and
by the Vice President for Academic Affairs. Prior to granting his or her 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 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, and all new graduate courses
or course revisions similarly require the recommendation of the University Graduate
Council
Periodic formal evaluation of academic programs is one way to assist in the maintenance
of quality. A request to review a department's programs may originate at any level The
Vice President for Academic Affairs has the authority to approve such reviews.
For each academic program, each Chair/director will conduct a comprehensive review and
prepare an evaluation report that answers the following questions:
•k What are the specific goals the department/division is attempting to attain through,
the program?
Or How do those goals help fulfill the University goals and purposes and societal
3t What means does the department/division use to fulfill the programmatic
requirements, the University goals and purposes, and societal needs?
4. How effective is the program? (Present concrete evidence to justify claims of
effectiveness, including, any recent accreditation reports.)
In answering the questions above, refer to the following guidelines.
Question-^
List and explain each departmental/divisional goal the program is attempting to attain
Question 2
The frame of reference in this question should be tho following statement of University
goals and purposes from tho 1988 89 Self Study Report:
■k "Stephen F. Austin State University is a comprehensive, state supported
university whose goal is to serve as an intellectual, cultural and educational
resource of distinction."
2r. "It is dedicated to the pursuit of truth; the freedom of inquiry and discussion; tho
expansion of the intellectual and cultural experiences of its students, faculty, and
public; the preservation and expression of society's diverse cultural and
intellectual heritage; the discovery and dissemination of new knowledge and ideas;
and the enhancement of the quality of life for all those it serves."
^ "While primarily an institution to provide an under graduate education
characterized by excellence to students who meet its standards, Stephen F. Austin
State University also provides graduate study of quality with emphasis in those
fields which reflect tho societal needs of its region."
A-. "Study in each of the University's many curricula allows students to see
themselves as part of their physical and cultural environments, encourages them to
enrich their personal lives, and enables them to become responsible and productive
citizens."
&-. "The University strives to discover truth while communicating existing
knowledge, sources of information, and processes for understanding through its
encouragement of tho interrelated and mutually enriching activities of teaching,
research, and artistic creativity in those areas consistent with its primary
function."
"The University fulfills its responsibility as a cultural center by providing diverse
programs which are available to the University community and tho public."
"The University moots its responsibility for service by committing its personnel,
resources, and facilities toward the solution of problems affecting tho region and
by providing continuing education opportunities to all its citizens."
Questions
Take into consideration the following factors:
4-;—Faculty
a. Academic training
b. Research/creative activity
c. Research/creative productivity
d. Teaching effectiveness
e. Concern for student development
f. University, school, and departmental sendee
g. Group morale or esprit
h. Professional activity
i. Professional recognition and standing
2. Students
a. Student demand for the program
b. Academic ability at entrance
—: c. Achiovoment/knowledge/skills at time of degree completion
— d. Post degroo performance
e. Student perceptions about program quality
f. Satisfactions with various aspects of program
g. Group morale or esprit
h. Student involvement in co curricular activity
3. Resources
. a. Library
b. Physical facilities
c. Quality of and cooperation with supporting programs
d. Cost
e. Financial support internal and external (including education and general,
—financial aid for students, research)
f. Computer facilities
—: g. Quality and availability of off campus support facilities
1. Curriculum and Operations
a. Course and program offerings
b. Curriculum design
c. Admission policies
d. Faculty welfare
e. Evaluation of student progress
f. Program leadership and decision making
g. Advisement of students
h. Internships, assistantships, and other opportunities for relevant student
experiences
i. Degree requirements
j. Level of degree production
k. Appropriateness and effectiveness of administrative structure
1. Overall reputation of program
The procedure to conduct tho review and prepare the evaluation report is as follows:
1-. A committee will be assembled by the dean of the undergraduate school to which
the department/division is assigned A majority of the members of tho committee
will bo oloctod by and from tho involved departmental/divisional faculty. Tho
committee will be composed of:
a. a faculty member appointed by the undergraduate dean from outside tho
involved department/division, but within the same undergraduate school;
b. a faculty member appointed by the Vice President for Academic Affairs from
outside the undergraduate school; and
c. if tho program concerns graduate education, a Graduate Council mombor
appointed by the Associate Vico President for Academic Affairs from outside the
undergraduate school involved. In the interest of achieving intellectual balance, the
dean of the undergraduate school may appoint additional faculty members to the
committee.
Or. The report should be presented essentially in narrative form. It should be
typewritten and double spaced. Although comprehensive, the report should be as
concise as possible. Figures and tables should be placed at the end of tho report.
$-. The report will be reviewed first by the departmental/divisional1 faculty. Then, it
will be presented to the dean of the undergraduate school and, if applicable,
concurrently to the Dean of the Graduate School. The undergraduate dean may
wish to have the report reviewed by school council, and the Dean of the Graduate
School may wish to have it reviewed by tho Graduate Council. After the reviews
have been completed, the report will bo presented to the Vice President for
Academic Affairs, who may wish to arrange for the use of outside consultants.
4-. The report should have been complotod, reviewed by the faculty, and presented to
the appropriate dean(s) within throe months of the date on which it is first
requested by tho Vice President for Academic Affairs. The roviow(s) by tho
appropriate dean(s) should be complotod within one month of tho timo that tho
report roaches tho doan(s). Presentation of tho report and tho reviews to tho Vice
President for Academic Affairs should be accomplished within four months of tho
date on which the review is first requested by the Vice President for Academic
Affairs.
&z Should a program modification not receive favorable review/approval at any point
of tho review process, the appropriate dean will decide whether to withdraw or
continuo tho roquost (application) for program modification in tho review routo.
SOURCE OF AUTHORITY: Vice President for Academic Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Vice President for Academic Affairs
FORMS: None
dean of the undergraduate school may appoint additional faculty members to the
committee.
Or. The report should be presented essentially in narrative form. It should be
typewritten and double spaced. Although comprehensive, the report should be as
concise as possible. Figures and tables should be placed at the end of the report.
£-. The report will bo reviewed first by the departmental/divisional faculty. Then, it
will be presented to the dean of the undergraduate school and, if applicable,
concurrently to the Dean of the Graduate School. The undergraduate dean may
wish to have the report reviewed by school council, and the Dean of the Graduate
School may wish to have it reviewed by the Graduate Council. After the reviews
have been completed, the report will be presented to the Vice President for
Academic Affairs, who may wish to arrange for the use of outside consultants.
4-. The report should have been completed, reviewed by the faculty, and presented to
the appropriate dean(s) within three months of the date on which it is first
requested by the Vice President for Academic Affairs. The reviow(s) by the
appropriate dean(s) should be completed within one month of the time that the
report roaches the dean(s). Presentation of the report and the reviews to the Vice
President for Academic Affairs should be accomplished within four months of the
date on which the review is first requested by the Vice President for Academic
Affairs.
£* Should a program modification not receive favorable review/approval at any point
of tho review process, the appropriate dean will decide whether to withdraw or
continue the request (application) for program modification in tho review route.
SOURCE OF AUTHORITY: Vice President for Academic Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Vice President for Academic Affairs
FORMS: None
ADVANCED PLACEMENT A-7
Original Implementation: September 4,1979
Last Revision: None 2-2 -98
The purpose of the Advanced Placement Program is to motivate a student with
exceptional background or ability to excel by permitting him/her to obtain
credit in beginning courses and select more advanced and challenging courses
to enhance his/her educational experience.
1. Methods of Awarding Advanced Placement
—Students are offered advanced placement opportunity7 through:
—a. the Advanced Placement Program of the College Entrance Examination
Board (CEEB),
—b. the College Level Examination Program (CLEP of the CEEB),
—c. examinations devised and administered locally by the individual
academic departments, and
—d. exceptional performance in accelerated courses.
2. Administrative Responsibilities
—a. The responsibility for initiating an advanced placement program and
specifying eligibility criteria for the program and student
eligibility rests with the individual department.
—b. It is the responsibility of each participating.department to ensure
that its program is consistent with the stated purpose of Advanced
Placement as given above.
—c. All participating departments are responsible for developing an
explicit program description and statement of criteria for the use
of students and advisors. The program description and statement of
criteria arc submitted by the department Chair through the dean of
the school to the Academic Affairs Council for review and approval.
3. Administration
a. The University's General Bulletin is designated as the vehicle for
communicating the current status of the Advanced Placement Programs.
(1) Departments annually review and update their programs as part
of the Bulletin revision process.
(2) A general statement of program purpose appears in the
introductory section of the Bulletin together with a list of
all participating departments and reference to the departmental
section for more detailed information.
(3) Detailed descriptions of what the examinations cover, i.e.,
material in textbooks currently in use, and criteria for a
satisfactory performance for each program appear in the
departmental sections of the General Bulletin.
b. Students pay a $10 fee for each locally administered advanced
placement examination.
c. Credit earned by a satisfactory score on an examination is awarded
only to students currently or previously enrolled for an equal
number of residence credit hours at Stephen F. Austin State
University. Advanced placement credit may be banked until such time
—that a student has an equal number of residence credit hours at SFASU.
d. Credit by examination may not be earned for:
—(1) Any course (or its equivalent) in which the student is
currently officially enrolled at SFASU beyond the 12th class
d
(2) Any subject area in which the student has already earned
credit for a more advanced course except by permission of the
dean.
e. To cam credit by a locally administered examination, a student must
—make a score equivalent to at least a C. Credit by examination
courses, however, arc identified on the transcript as such to
distinguish them from classroom courses.
—Unsuccessful attempts to earn credit by examination are not recorded
on the transcript.
f. A student may receive credit for a maximum of 32 hours of course
work in credit by examination programs. These hours do not count as
credit earned in residence.
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 annually 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 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
Allowable Credit Hours and Index XX
Completion Time for Doctoral Students Page 1 of 1
Original Implementation: Cunentdate
1. Effective September 1,1998, those students who have completed a total of 130 or
more doctoral hours will be subject to paying tuition and fees in an amount to be
commensurate with the current out-of-state tuition and fees, or the equivalent of
full-cost-of-education as determined by Stephen F. Austin State University.
2. Effective September 1,1998, those students who have reached a total of 99 or more
doctoral hours will be disallowed student employment by Stephen F. Austin State
University.
3. Effective September 1,1999, those students who have completed a total of 99 or
more doctoral hours will be subject to paying tuition and fees in an amount to be
commensurate with the current out-of-state tuition and fees, or the equivalent of
full-cost-of-education as determined by Stephen F. Austin State University.
4. Effective Septemer 1,1998, and every academic year thereafter, a formal review of
each doctoral student's academic progress will be conducted subsequent to three
years of fiill-time enrollment by the appointed graduate program advisor within
the department and/or respective college. In all cases, the review process will be
initiated within the program/department and follow the guidelines set
forward in the most current Graduate Bulletin and/or the most current guidelines as
recorded in the Office of the Associate Vice President for Graduate Studies and
Research. Each review will result in a progress profile to be shared with the
student, major professor, graduate program advisor, department chair, and dean of
the college, and placed on record with the Graduate School. Subsequent to the
three-year review, a doctoral student must file a progress report signed by the major
professor with the graduate program advisor. Accumulation of doctoral hours
in excess of 99 while failing to complete the degree will constitute unsatisfactory
progress and will result in the termination of the student's degree program. In the
case when a student's program is terminated she/he may request a Post-Termination
Review to be conducted by the department chair, graduate program advisor,
and dean of the college. The Post-Termination Review may result in a
recommendation for reinstatement to the Associate Vice President for Graduate
Studies and Research.
5. An appeal for reinstatement beyond the Post-Termination Review may be made in
writing to the University Graduate Council.
Source of Authority: Texas Education Code 61.059 (1); Vice President for
Academic Affairs
Cross Reference: Graduate Bulletin
Contact for Revision: Vice President for Academic Affairs
Forms: None
CLASS ATTENDANCE AND EXCUSED ABSENCES A-10
Original Implementation: November 9,1981
Last Revision: -None April 2\, i998
Class Attendance
Regular and punctual attendance is expected at all classes, laboratories, and other activities for
which a student is registered. For those classes where attendance is a factor in the course grade
the instructor shall make his/her class policy known in writing at the beginning of each term and
shall maintain an accurate record of attendance.
Excused Absences
It is University policy to excuse students fiom attendance for certain reasons. Among these are
absences related to health, family emergencies, and student participation in certain University-sponsored
events.
Students are responsible for providing documentation satisfactory to the instructorof for each
class missed. sati&faUui v duiumeiiuauu fux an excused absence. Students with acceptable
excuses will be permitted to make up work for absences to a maximum of three weeks of a
semester or one week of a six-week summer term when the nature of the work missed permits.
Inthecase of absences caused by participation in University-sponsored events, announcement
^c}^}yu of such absences by the Vice President for Academic Affairs in the UniveiMly's Family
BuHetin will constitute an official excuse. Faculty members should submit a written explanation
of the absence, including the date, time and an alphabetical listing of all students attending to the
office of the Vice President for Academic Affairs for publication.
SOURCE OF AUTHORITY: Vice President for Academic Affairs
CROSS REFERENCE: General Bulletin, Faculty Handbook, Student Handbook and
Activities Calendar
CONTACT FOR REVISION: Vice President for Academic Affairs
FORMS: None
Course Incidental Fees Index A-12.1
Original Implementation: April , 1998 " Page 1 of 1
Each course other than a laboratory class that is offered by the University will charge a
course incidental fee of $6. These funds will be used to provide materials, supplies, and/or
services which result in a direct educational benefit in the classroom. Laboratory classes
charge a fee for the purpose of providing materials and supplies in the laboratory (See
Policy A-24); therefore, the course incidental fee will not be charged for a laboratory
class.
In those cases where the costs of classroom materials, supplies, expendable equipment,
and guest lecturers or travel expenses to off-campus locations as an integral part of the
classroom learning experience exceed the $6 minimum, the additional per capita cost of
these goods and services and other educational opportunities may be added to the
minimum fee. The course incidental fee charged must reasonably reflect the actual cost to
the University of the materials and services for which the fee is collected.
Course incidental fees in excess of $6 shall by recommended by the department chair and
approved by the Dean of the College and the Vice President for Academic Affairs. These
fees shall be published in the appropriate bulletin of the University. These fees will be
reviewed and approved annually by the Board of Regents. All course incidental fees are
to be collected by the Controller's Office through student billings. All course incidental
fees collected are to be spent for materials, supplies and/or services which provide a direct
benefit to the classroom environment.
Source of Authority: Texas Education Code, Sec. 54.501 and 54.504, VTCA, Board of
Regents, President, Vice President for Academic Affairs
Cross Reverence: None
Contact for Revision: Vice President for Academic Affairs
Forms: None
Student Travel Fees fades A 42
Original Implementation: June 29, 1981 ' pfl£C i of i
Last revision: August 3,1988
Replaced by Course Incidental Fee, Index A-12.1
It is University policy that costs of student travel associated with organized classes be
by assessment of foes against students enrolled in such classes. Student travel feo
accounts are intended to bo self liquidating and nmy be used to fund the costs of
transportation, lodging, food and related expenses incurred in the conduct of required
class travel. The instructor's travel costs may bo included in the calculation of student
travel foes for a course.
Student travel fees arc recommended by the deportment chairman and approved by the
dean of the school and the Vice President for Academic Affairs. Foes arc reviewed
annually in conjunction with the calendar for submitting curriculum changes and the
Registrar will be notified in writing of courses for which student travel fees arc to be
assessed or changes to bo made in existing student travel fees.
Student travel fcos are deposited by the University Business Office to a departmental
account specifically established for that purpose. Each department that assesses student
travel fees is responsible for establishing an account through the University Business
Office. (Sec Request to Establish Account procedure.) Actual student travel costs will be
charged against the department's student travel account, and the fee for each course
should moke it as nearly self supporting as possible. Any excess funds which may
accumulate from one course in a department may bo used to offset deficits from courses
within the some department for which established costs wore too low. Funds arc not to bo
transferred from student travel accounts to support other functions.
Since student travel fees arc listed with a description of the course each year in the
General Bulletin, it is the responsibility of the department chairmen to review foes annually
before publication of the Bulletin.
Source of Authority: Vice President for Academic Affairs
Cross Reverence: Faculty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: Nene
DEAD WEEK A-15
Original Implementation: June 16, 1982
Last Revision: September, 1993 April 21,1998
Dead week is an established tradition in higher education to allow students the
necessary time to prepare for final examinations. During the last five class days of
each long semester, written examinations (except to cover daily assignments) and
themes or assignments beyond normal daily requirements are not to be assigned
without written notification to the students prior to the twelfth class day.
The Division of University Affairs and major student groups (SGA, RHA, IFC,
Panhellenic, UC Programs) of the University shall observe dead week by refraining
from sponsoring on-campus student social activities (parties, dances, films, concerts,
banquets). On-campus advertising for any social activity sponsored off-campus by a
student group during dead week will not be approved.
SOURCE OF AUTHORITY: Vice President for Academic Affairs, Vice President
for University Affairs
CROSS REFERENCE: Faculty Handbook
CONTACT FOR REVISION: Vice President for Academic Affairs, Vice President
for University Affairs
FORMS: None
Distinguished Professor Award Index A-16
Original Implementation: Unpublished " Page 1 of 1
Last Revision: August 1,19Z&April, 1998
The Stephen F. Austin State University Alumni Association honors an outstanding faculty
member at its Awards Luncheon, which follows Commencement each spring semester.
Nominations are solicited through the Faculty Bulletin in early February with the deadline for
nominations about March 1. A committee made up of the last three recipients reviews the
nominations and presents their recommendation to the Executive Director Vice President for
Alumni Affairs of the Alumni Association. The selection of the Distinguished Professor is made
by the Alumni Association Board of Directors.
Criteria for the selection of the Alumni Association Distinguished Professorship Award are listed
below:
1. In general, the faculty member selected should most nearly satisfy the criteria for faculty
excellence as published in the Faculty Handbook.
2. The recipient should actually be engaged in classroom teaching with a teaching load of at
least nine semester hours. A department head is eligible if he/she meets this requirement.
3. He/she must have been a full-time teacher at SFASU for three years.
4. He/she must be an active member of the faculty at the time of the award.
5. Scholarship, citizenship, and contribution to academic excellence and to the overall
program of SFASU is of such magnitude as to be judged by the selection committee and
SFASU Alumni Association as to cause wide recognition of SFASU of the highest rank.
Source of Authority: President, Alumni Association Board of Directors
Cross Reference: None
Contact for Revision: Executive Director of the Alumni AssociationF/ce President for Alumni
Affairs
Forms: None
OFF-AIR RECORDING OF BROADCASTS FOR EDUCATIONAL USE A-33
Original Implementation: December 21, 1982
Last Revision: None April 21,1998
The following guidelines must be observed in the off-air recording of broadcast
programming for educational use:
1. A broadcast program may be recorded off-air simultaneously with the broadcast
transmission (including simultaneous cable retransmission) and retained by Stephen
F. Austin State University for a period not to exceed the first forty-five (45)
consecutive calendar days after the date of the recording. Upon conclusion of such
retention period, all off-air recordings must be erased or destroyed immediately.
Broadcast programs are television programs transmitted by television stations for
reception by the general public without charge.
2. Off-air recordings may be used once by individual teachers in the course of
relevant teaching activities, and repeated once only when instructional
reinforcement is necessary, in classrooms and similar places devoted to instruction
within a single building, cluster, or campus, as well as in the homes of students
receiving formalized home instruction, during the first ten (10) consecutive school
days in the 45-calendar-day retention period. School days are school session days-not
counting weekends, holidays, vacations, examination periods, or other
scheduled interruptions-within the 45-calendar-day retention period.
3. Off-air recordings may be made only at the request of and used by individual
teachers and may not be regularly recorded in anticipation of requests. No
broadcast program may be recorded off-air more than once at the request of the
same teacher, regardless of the number of times the program may be broadcast.
4. A limited number of copies may be reproduced from each off-air recording to meet
the legitimate needs of teachers under these guidelines. Each such additional copy
shall be subject to all provisions governing the original recording.
5. After the first ten (10) consecutive school days, off-air recordings may be used to
the end of the 45-calendar-day retention period only for teacher evaluation
purposes; i.e., to determine whether or not to include the broadcast program in the
teaching curriculum, and may not be used in the recording institution for student
exhibition or any other non-evaluation purpose without authorization.
6. Off-air recordings need not be used in their entirety, but the recorded programs may
not be altered from their original content. Off-air recordings may not be physically
or electronically combined or merged to constitute teaching anthologies or
compilations.
7. All copies of off-air recordings must include the copyright notice on the broadcast
program as recorded.
SOURCE OF AUTHORITY: Vice President for Academic Affairs
CROSS REFERENCE: Faculty Handbook
CONTACT FOR REVISION: Vice President for Academic Affairs
FORMS: None
ORAL ENGLISH PROFICIENCY PROGRAM A-35.1
Original Implementation: September, 1990
Last Revision: None April 21,1998
Legislation enacted by the Texas Legislature requires that instruction at public colleges
and universities be delivered in understandable English. It further requires that each
University adopt policy establishing procedure for insuring that instructors whose native
language is not English are proficient in the use of the English language. Therefore, the
University has established this Oral English Proficiency Program.
It is understood that a faculty member may use a foreign language to conduct foreign
language courses designed to be taught in a foreign language.
It is also understood that a faculty member may provide individual assistance during
course instruction to a non-English-speaking student in the native language of the
student.
1. The Program will be of a tutorial nature,
2. The Dean of Applied Arts and Sciences will be the dean of record.
3. a. The Program will appear in the General Bulletin with a course number, a title,
and a description and be listed among the offerings of the Department of
Communication, with a cross-reference to the Division of Continuing Education.
b. The Program will appear in the General Bulletin with a course number, a title,
and a description (all from the Department of Communication) and be listed
among the offerings of the Division of Continuing Education.
c. The bulletin description of the Program is as follows:
This Program is meant to assist faculty members whose primary language is not
English to become more proficient in the use of English. This Program does not
carry academic credit.
4. The Program will be situated in the Academic Assistance Resource Center
(AARC), where there is adequate space, tutor-guided and self-help materials, and
equipment for the proper conduct of the Program.
5. a. The Dean of Applied Arts and Sciences will appoint a Director of the Program,
among whose responsibilities are the testing of individuals, the establishing of
minimum scores, and the format for individual tutorial assistance and its
frequency.
The Director of the Program will be additionally responsible for identifying the
appropriate instructional materials and communicating program needs to the
Director of the AARC.
The Director of the Program, acting upon the advice of the instructor(s) of the
Program, will also verify when or whether an ndividual has successfully
* completed the Program and will report the results to the Director of Continuing
Education, who will make a recommendation to the faculty member's
chairperson.
b. The Director of Continuing Education will report these and subsequent decisions
to the Dean of Applied Arts and Sciences.
6. The Dean of Applied Arts and Sciences, in conjunction with the Director of
Continuing Education, will select the teacher(s) of the Program.
The teacher(s) of the Program may include:
a. the Director of the Program
b. an experienced or credentialed person from an English as a Second Language
educational program
c. an experienced or credentialed person from the Department of Communication
d. an experienced or credentialed person from AARC, with specialization in ESL
matters.
7. The law requires the faculty member to bear the costs of the program. Because of
the widely varying needs of the individual recipients of the Program, and
consequently because of the widely varying amounts of time involved in
satisfactory completion of the Program, the Director of Continuing Education will
attempt to negotiate individual contracts involving costs of the Program which will
be satisfactory to both the recipients of the Program and the instructor(s) of the
Program.
8. a. Successful completion of the Program will be signaled by:
1) the passing of a locally administered version of the SPEAK test with an
appropriate, score or
2) the passing of the TSE-A or TSE-P test with an appropriate score or
3) the decision of the Director of the Program, acting upon the advice of the
teacher(s) of the Program who, along with the person's chairperson, will
certify a person's successful completion of the Program.
b. Upon an instructor's successful completion of the Program, a document asserting
that fact will be issued by the Division of Continuing Education, with approval by
the Dean of Applied Arts and Sciences, and entered into the instructor's
personnel file.
c. Further notification of an instructor's successful completion of the Program will
be made to the relevant chairpersons, deans, and ultimately to the Vice President
for Academic Affairs by the Division of Continuing Education.
9. Should a person fail the Program, he will be required to re-enroll in the Program
until he is able successfully to complete it by passing a locally administered version
of the SPEAK test with an appropriate score or by passing the TSE-A or TSE-P test
with an appropriate score or by receiving the certification of successful completion
by the Director of the Program.
Identification Of Instructor
1. Departmental chairpersons shall cause all faculty members, as defined in House
Bill 638, to specify in writing their native and primary language.
a. Those who identify English as their native or primary language and who offer
proof of that identification shall be exempt from any testing or oral language
improvement program.
b. Those who do not identify English as their native or primary language shall be
required to take and pass with an appropriate score either:
1) the Test of Spoken English (TSE-A or TSE-P) or
2) the locally administered SPEAK test.
c. The fact that a person has successfully completed the TSE-A and TSE-P or the
SPEAK test with an appropriate score would be duly recognized, and a
document attesting his success would be entered into the instructor's personnel
file, with copies sent to his/her chairperson and dean, and to the Dean of Applied
Arts and Sciences and to the Vice President for Academic Affairs by the
Division of Continuing Education.
d. Those who fail to achieve an appropriate score on the TSE-A or TSE-P or the
SPEAK test will be required to enroll in the Oral English Proficiency Program
offered at Stephen F. Austin State University and described in this policy.
2. a. For each member of his department whose primary language is not English, the
departmental chairperson will complete and sign an oral English proficiency
form which rates each faculty member's English proficiency as being:
1) Acceptable
2) Unsatisfactory
The chairperson's rating shall be based on the faculty member's passing with an
appropriate score the TSE-A, TSE-P, or the locally administered SPEAK test.
b. The chairperson shall provide the faculty member with a copy of this form.
c. The chairperson shall send a copy of this English proficiency form to his dean.
d. The dean shall send a copy of this English proficiency form to the Academic
Vice President.
Summary
The normal procedure, then, for one whose primary language is not English, would be
as follows:
1. Any instructor identified by a departmental chairperson whose native language is
not English is subject to the procedures contained in this policy.
2. The instructor would take a locally administered SPEAK test as a means of
determining his fluency in oral English.
3. If the instructor successfully completed this SPEAK test with an appropriate score,
this fact would be duly recognized, and a document attesting his success would be
entered into the instructor's personnel file, with copies sent to his/her relevant
chairperson, dean, and to the Vice President for Academic Affairs by the Division
of Continuing Education, with approval by the Dean of Applied Arts and Sciences.
4. If the instructor failed the locally administered SPEAK test, he would be required to
enroll in the Program.
5. If an instructor objected to the results of the locally administered SPEAK test, he
could request to take the Test of Spoken English (TSE), which is offered twelve
times a year and administered by Educational Testing Service at established test
centers in Fort Worth, Houston, and Austin at a cost ranging from $75 to $100.
(Teaching and research assistants apply for a test entitled TSE-A, which costs $75.
Professors and others not designated as teaching or research assistants request the
test entitled TSE-P, which costs $100.)
6. An instructor's passing the TSE-A or TSE-P test with an appropriate score would
obviate his enrolling in the Program.
7. The fact that an instructor has successfully completed either the TSE-A or TSE-P
test with an appropriate score would be duly recognized, and a document attesting
his/her success would be entered into his/her personnel file, with copies sent to the
appropriate chairperson and dean, and to Dean of Applied Arts and Sciences and to
the Vice President for Academic Affairs by the Division of Continuing Education.
8. Should the instructor fail the TSE-A or TSE-P test, he would be required to enroll in
the Program.
SOURCE OF AUTHORITY: Texas Education Code, sec. 51.917, Board of
Regents, President, Vice President for Academic Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Vice President for Academic Affairs
FORMS: None
TRANSFER ADMISSION A-44
Original Implementation: September 8,1978
Last Revision: None April 21,1998
A student is eligible for transfer to Stephen F. Austin State University if
the following criteria arc mot:
—1. he/she is not currently under suspension from another college, and
—2. he/she has a grade point average of at least 2.0
Students who have less than a 2.0 grade point averages ore not eligible for
admission for the fall or spring semester. However, they are eligible for
admission for summer school, and will enter on scholastic probation. If during
the summer a student passes up to nine semester hours of repeated work as
approved by the academic dean and earns a 2.0 grade point average on all work
attempted, he/she will be eligible to enroll for the following semester on
continued probation. The student's academic dean will then review his/her
record and determine if any additional work must bo repeated. Credit hours
but not grade points may be transferred to Stephen F. Austin State University.
Students who have previously attended a regionally accredited institution must apply as
transfer students.
Transfer applicants ivho have satisfactorily completed fewer than 15 semester liours of
transferable college credit must have an overall 2.0 grade point average on all transferable
work attempted and must also satisfy eligibility requirements for first-semester freshmen.
Transfer applicants wlio luwe completed more than 15 semester hours must:
1. not currently be on suspension from another educational institution, and
2. have an earned grade point average of at least 2.00 (on a 4.00 scale) on all transferable
work attempted.
Although transfer students ivith less titan a 2.00 grade point average are not eligible far
admission into Die fall or spring semesters, those wlio are not currently on academic
suspension at another institution are eligible for provisional admission to the summer
semester. Summer provisional students who complete up to nine semester liours of
repeated loork as approved by tlteir academic dean and earn at least a 2.00 grade point
average on all zvork attempted may be eligible to enroll for thefollozving semester.
Applicants xolto are denied admission as transfer students may appeal for admission
through the Transfer Appeals Program. Appeals are initiated in tlte Office of Admissions
by filing the appropriate materials. Appeals are reviewed by tiie Admission Appeals
Committee. Following the review of appeals, the committee submits recommendations to
the Director of Admissions and the Vice President for Academic Affairs for final decision.
Students admitted through this procedure are assigned to the Dean of the College of
Liberal Arts for advisement.
SOURCE OF AUTHORITY: Vice President for Academic Affairs
CROSS REFERENCE: General Bulletin
CONTACT FOR REVISION: Vice President for Academic Affairs
FORMS: None
Academic Space For Non-Academic Activities Index B-2
Original Implementation: 1979 ' Page 1 of 1
| Last Revision: September 15,1987 April, 1998
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 Academic Space for Non-academic Activities.
Recognized student organizaations wishing to use a room in an academic building, must follow
these procedures:
1 Rooms must be reserved through the Office of Student Activities (Room 116, University
Center).tho Vice President for University Affairs (Room 311, Austin Building).
2. Food and drink are not permitted in rooms and hallways.
3. Tobacco use is prohibited in rooms.
4. Rooms must be vacated by 9:00 p.m.
5. Disturbances such as excessive noise, singing, etc., are prohibited.
6. Furniture is not to be moved, either within the classroom or from room to room.
7. Chalkboards should be erased if used.
8. Academic functions always take precedence in the use of academic facilities.
9. Activities should be confined to the assigned room; individuals/groups should not gather in
hallways.
10. All individuals/groups are expected to display courteous behavior at all times.
SOURCE OF AUTHORITY: Board of Regents, President, Vice President for
University Affairs, Vice President for Academic Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Vice President for University Affairs, Vice President for
Academic Affairs
FORMS: None
Campus Facilities for Political Purposes IndexB-5
Original Implementation: April 27,1970 . Page 1 of 1
| Last Revision: April 2L 1998 October 18, 1980
While the use of the facilities of the University for partisan political assemblies and
meetings is not normally encouraged, the faculty and administration, as members of a
learned and honorable profession, may properly exercise their acknowledged individual
rights and obligations of citizenship free of University discipline or censorship.
Individual political candidates and their election organizations are not permitted to reserve
a University facility for campaign activities. However, if a candidate is invited by a
University group, then he/she may appear in the facility, provided that the group extending
the invitation is responsible for reserving the facility and meeting the costs related to the
event.
No member of the Board of Regents shall undertake to influence the political opinions of
personnel subject to the Board's jurisdiction, but such personnel are requested to exercise
their individual rights or citizenship or academic freedom in a responsible manner
reasonably calculated not to identify or associate with the University.
A University employee may not use his/her official authority or influence to coerce the
political action of a person or body.
Source of Authority: Board of Regents Rules and Regulations
Cross Reference: None
Contact for Revision: President
Forms: None
FORESTRY HHOOUUSS EBOAT
Original Implementation: September 1, 1983 Page 1 of 2
T nrt Ppvirinn- Mnrrh 8, 10S5 Delete Policv April 21. 1998
The provisions of the policy for Uso of University Facilities'govern the use of all
buildings, facilities, equipment and grounds, hereinafter referred to as facilities, under
the control of Stephen K Austin Sate University. That policy provides that the
University may establish additional procedures for the reservation and use of specific
facilities; therefore, the following provisions apply to the Forestry Houseboat.
Application for use of tho houseboat must be submitted to the Dean of the School of
Forestry.
1. The houseboat is available on a schedule basis for programs related to the
education, research or service missions of the University. A fee for the use of the
houseboat will bo charged; however, it is not available on a direct rental or charter
2. The houseboat may be operated only by those authorized by the Dean of the School
of Forestry to serve as Captains.
3. No passengers under the ago of 12 aro allowed on board after the houseboat has
departed the dock.
4-.—One lifejacket per passenger is required. Non swimmers must wear lifejackets at
all times after the houseboat has departed the dock.—Whenever a person goes into
the water, he/she must wear lifejacket.
$-.—Use of the houseboat after daylight hours will be limited to meet the minimum
requirements for program objectives.
&-.—Smoking will be permitted only on the upper deck.
7. The Captain in charge is authorized to altor or cancel trips for safety reasons
including, but not limited to, inclement weather, non functional equipment, or
inappropriate behavior or use.
&—The Captain in charge has sole responsibility and authority for safe operation of the
houseboat when underway.
9-.—The maximum capacity is 12 passengers, including 2 crew members.
Page 1 of 2
10. Houseboat facilities include the following:
a:—lifejackets for 30 adults
b-.—lawn chairs and tables for 10 people on the upper deck
e-.—seating for 30 in the main cabin on the lower deck
&—restroom facilities off of tho main cabin
a small refrigg erator
fe—a 110 volt generator and a 12 volt system with lights and outlets located
throughout the main cabin
g.—a 15 foot jonboat with motor
11. Tho houseboat docs not contain tho items listed below (these may bo carried on
board if needed):
a:—potable drinking waater
iee
e-.—coolers or ice chests
&—food and beverages
e-.—swimming equipment
£—additional lifejackets
12. The use fee includes the services of the Captain and one crew member, gas, oil
and the houseboat for the contract period. The use fee is $100 plus $25 per hour of
operating time or a total of $300 per normal day.
Fees for other than single day use may be negotiated on an individual program by
program basis. Additional fees can include tho cost of instruction for conversation
education programs.
13. Overnight accommodations are not available on the houseboat. However,
camping is available and arrangements for multi day boating and camping
programs can be arranged on an individual basis.
SOURCE OF AUTHORITY: Texas Parks and Wildlife Code, sec. 31.001 ot soq.,
V.T.C.S. art. 9201, Board of Regents, President, Vice President for
Administrative and Fiscal Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Doan of tho School of Forestry
COMPETITIVE PROCUREMENT C-7
Original Implementation: Unpublished •
Last Revision: April, 199^5
Stephen F. Austin State University purchases goods and services on a competitive basis
to the extent practicable. Competitive procurement may include competitive bid,
competitive negotiation, or any other legally recognized and approved process, but shall
generally be understood as competitive bids.
Competitive bidding? is defined as the process of inviting and obtaining bids from
competitive sources in response to terms and conditions of specifications. The -General
Services Commission interprets competitive bidding to be a level of competition at which
two or more manufacturers' products will meet the specifications, terms and conditions
of the bid.
Competitive bids must be obtained from a minimum of three sources, two of which must
be certified by the GSC as Historically Underutilized Businesses. .4 Whon using state
funds, the minimum of three bids must be froip vendors listed on the GSC Centralized
Master Bid List.
The purchase of automated information systems products or services is to be conducted
through a negotiation process with GSC approved Qualified Information Systems
Vendors to secure the item or items which represents the 'best value' to the University.
Catalog procedure allows the determination of brand to be made prior to securing price
comparisons. Bidding is not allowed. Negotiations may to are to be conducted with eae
or multiple a minimum of three vendors/or catalog purchases greater than $2000. The
Purchasing Department will determine in each individual case how many vendors are to
bo contacted and whether negotiations will be conducted formally or informally.
Stephen F. Austin State University adopts the General Services Commission practice for
bid submission, bid opening and tabulation as outlined in Texas Administrative Code
113.5-1 throughl 13.5-4.
SOURCE OF AUTHORITY: Texas Government Code, Title 10, Subtitle D, Chapters
2151 through 2176; Texas Administrative Code, Section 113.5; President; Vice
President for Business Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Director of Purchasing and Inventory
FORMS: None
Historically Underutilized Business Policy C-16.5
Original Implementation: August 2,199.4
Last Revision: January 2, \996April, 1998
In accordance with Section 1.03(1) of Article 601b, Vernon!s Texas Civil Statues, and 1
Texas Administrative Code sections 111.11 through 111.24, Stephen F. Austin State
University will attempt to do business with Historically Underutilized Businesses (HUB),
as defined by law, in all purchase situations.
GOALS
Stephen F. Austin State University recognizes the State's goals of placing qualified
percentages of total contracts with HUBs. The University will make a good faith effort to
utilize HUBs in all contracts for heavy construction other than building contracts,
building construction, special trade construction, professional services, other services,
and commodities purchases.
The Universityfs specific commodity goals have been adjusted to eliminate "overutilized"
HUBs and are as follows:
Heavy Construction other than building contract: 6.6%
Building construction, including general contractors and operative builders 25.1%
contracts
Special trade construction contracts: 47.0%
Professional services contracts: 18.1%
Other services contracts: 33.0%
Commodities contracts: 11.5%
The University will seek to identify and advise qualified minority vendors of the State's
certification process.
The University will establish educational training for personnel making procurement
decisions to assure compliance with stated objectives.
The University will gather HUB data to comply with the reporting requirements of
Section 1.03(1), Article 601b, Vernon's Texas Civil Statutes, and 1 Texas Administrative
Code sections 111.11 through 111.24
PROGRAMS
Requisitions over $4-2,000, but less than $5-70,000, and not subject to a bidding
exemption; i.e., sole source, emergency, etc., will require at least three informal bids,
including two from certified HUB ve/ttforjcategories which have not boon over utilized
for the type of purchase being made.
Requisitions over $570,000, and not subject to a bidding exemption; i.e., sole source,
emergency, etc., will require at least three formal bids, including two from certified HUB
fories which have not been over utilized for tho type of purchase being made.
HUB vondorG, whon available, A minimum of 2 certified HUB vendors will be included
in all catalog purchase negotiations over $2000.
All proposed requisitions will be purchased in reasonable lots in keeping with industry
standards and competitive bid requirements. Specifications, terms, and conditions will be
written clearly and will state only reasonable and necessary contract requirements which
reflect the Uniyersityfs actual requirements. In addition, only reasonable, realistic, or
required delivery schedules will be specified.
The University Purchasing Department will host an annual vendor fair at which local are
a vendors will be invited to participate. Vendors will be instructed regarding how to do
business with the University. The HUB certification process will be explained and the
application form and other related information will be distributed to all HUB vendors.
Bond and insurance requirements for service and construction contracts will be designed
in such a way as to reasonably permit more than one business to perform the work.
. All contractors will be required to comply with 1 TAC Section 111.14 regarding
subcontracting and HUB good faith effort requirements. Accordingly, the University will
provide contractors with a referenced list of certified HUBs for subcontracting.
The University Purchasing Department utilize the HUB directory provided by the GSC
on-line in selecting potential suppliers and subcontractors for commodities, services, and
construction contracts.
The University Purchasing Department will publish a regular newsletter and/or conduct
annual training seminars for all campus departments, who are involved in catalog
purchase negotiations and small purchases up to $570,000.
Source Of Authority: Vice President for Business Affairs
Cross Reference: Texas Civil Statues, Section 1.03(1) of Article 601b; and Texas
Administrative Code, sections 111.11 through 111.24
Contact For Revision: Director of Purchasing and Inventory
Forms: None
Methods of Purchase C-20
Original Implementation: Unpublished
Last Revision: AprilMy 15,1993S
Departments have four options for securing goods and services for their departmental use.
Requisition FwdiMQGREQUISITIONPURCHASES - The department makes a formal request for the
Purchasing Department to secure a good or service. The Purchasing Department places the order with
the vendor. The department is responsible to follow the procedures outlined below.
Telephone Purchase) OrdovTELEPHONE PURCHASE ORDER - The department secures purchase
authorization and a purchase order number from the Purchasing Department. The department places
the order with the vendor. The department is responsible to follow the procedures outlined below.
Local Purchase AuthorizationZ,OC4Z, PURCHASE AUTHORIZATION - The department makes a
small dollar purchase from a local area vendor. The department is responsible to comply with Policy
Ner-C20. At Local Purchase A uthorization.
Voucher Purchase FOlOffifl PURCHASES - Voucher purchases are allowed for only a limited
number of goods or services. The department is responsible to comply with Policy Ner-C3 It Purchase
Voucher.
REQUISITION PURCHASESP^quisition Purchases
Specific requests by a department to purchase goods or services begins1 with the completion of a
"Purchase Requisition" which must be approved by the account manager or his/her designee. 33*6
information should bo provided in one of two ways:
a. on lino through the FFiS System following the procedures outlined in tho FPiS
Purchasing Software Manual.
& in the hard copy format prescribed in IndexSee Policy C-30 Purchase Requisition.
The purchase of highly technical items may require special assistance from the requisitioner. In such
cases it is the responsibility of the requisitioner to provide technical support in the preparation of
specifications and in the evaluation of bids. If bid review prior to award is specifically desired, please
so state on the " Purchase Requisition".
Requisition processing methods within the Purchasing Department differ depending upon source of
funds, dollar value, and the type ofmaterialgoo<f or service being acquired. Requisitions will be
processed into purchase orders within one day to six weeks depending upon the processing method
required. See the attached table ofPurchase Requisition ^Processing »Methods below.
State contract items and certain othor products such as those produced by the Texas Department of
Corrections and Toxas Industry for tho Blind and Handicapped have a preferential status in State Fund
purchases. In most cases these itoms must bo purchased from the designated source.
Proprietary purchases may be made only undor special circumstances and sSome teetaspurchases
require special approvals or processing due to their nature. (See Policy C-36 Special Purchases
procedure.)
TELEPHONE PURCHASE ORDERSXolophono Purchase Orders
As an alternative to the normal requisition purchase method, departments maymust call their buyer to
secure purchase authorization and a purchase order number. Once authorized, the department should
place an order with the vendor over the telephone. The following conditions must be met to use this
procedure:
a. The department must follow 'Catalog' procedures for the purchase of computing and
networking products, supplies and services or provide sufficient justification for
bypassing procedures. The buyer will advise of procedures and provide sources if
needed.
b. The purchase must not be for goods or services available through State Contract (E&G
funds only).
c. The purchase must be of a dollar amount which does not require formal written bids, or
provide sufficient justification for bypassing procedures. See Emergency Purchase
Guidelines below.
d. The department must follow informal bidding requirements for total order amounts of
$12000.01 to $£70,000 or provide sufficient justification for bypassing procedures. See
Emergency Purchase Guidelines below. The buyer will advise of procedures and
provide sources, if needed.
e. The department must secure two bids for printing regardless of the dollar amount (E&G
funds only).
The Phone Purchase Order may be secured in one of two ways.
1. On-line Departments
a. On-line departments must enter the requisition and obtain all approvals before calling
the buyer.
b. Once approved, the buyer will verify the appropriateness of the purchase and secure a
purchase order number.
c. The department will place the order with the vendor.
1. Unless sufficient reason exists to have the delivery made directly to the
department, provide the vendor with the Central Receiving Address: 2124
Wilson Drive
2. Tell the vendor to reference the purchase order number on shipping and billing.
3. If the vendor requires a hard copy prior to filling the order, the purchase
requisition must be forwarded to purchasing for handling through the
Requisition Purchase process.
d. The department is responsible to immediately forward any quotations or price
comparisons received.
2. Paper Departments
a. The requestor is responsible to secure departmental approvals for the purchase prior to
the expenditure of funds and before calling the buyer.
b. The buyer will verify the appropriateness of the purchase and secure a purchase order
number.
c. The department will place the order with the vendor.
1. Unless sufficient reason exists to have the delivery made directly to the
department, provide the vendor with the Central Receiving Address: 2124
Wilson Drive
2. Tell the vendor to reference the purchase order number on shipping and billing.
3. If the vendor requires a hard copy prior to filling the order, the purchase
requisition must be forwarded to purchasing for handling through the
Requisition Purchase process.
d. The department shall promptly prepare and submit to the Purchasing Department a
signed "Purchase Requisition". This requisition is to be completed in tho samo manner
as a normal requisition but should also include those items shown in Indox See Policy
C-30 Purchase Requisition.
e. The purchase requisition should include a Confirmation Statement such as " Telephone
order placed (date) with (name of person), DO NOT DUPLICATE".
EMERGENCY' PURCHASESEmargmoy Purchases
An emergency purchase is defined as the purchase of goods or services which are so badly needed that
the agency will suffer financial or operational damage if they are not secured immediately. The lack of
proper planning does not constitute an emergency.
When an emergency purchase must be made, the following questions are to be answered in a
justification accompanying the " Purchase Requisition".
a. What is the emergency and/or what caused the emergency?Why does tho emergency
b. What financial or operational damage will occur if needs are not satisfied
immediately?1^^ was tho noed not anticipated?
c. Why could the needs not be anticipated so that proper procedures could be
followed?VJhat will tho financial or operational loss bo to tho University?
The requisition may then be entered on-line or hand delivered to the Purchasing Department for
emergency processing. If needed, you may wait while the paperwork is completed, or the telephone
purchase order procedure may be followed.
PURCHASE PROCESSING METHODSPmchano Requisition Processing Methods
1. CATALOG VENDOR PURCHASESStnte Contract Purchase of Computing & Networking
Products, Supplies & Sendees. Catalog vondor prices comparisons should include at least one
Historically Underutilized
Business.
a. $0.00 - $4-2OOOt0G - Order from 'Catalog1 Vondor (price comparisons at buyer's
discretion)Co/7/rac/ negotiation of best value
b. $42000.01 - $£700,OOOtQ0 - Order from 'Catalog* Vendor (price comparisons at buyer's
discretion)Mft//fli/;M 3 informal price comparisons required
& $5000.01—$ 15,000.00 Order from 'Catalog' Vendor (price comparisons at buyer's
discretion)
4c. OVER $ 1 £00,000 - Order from 'Catalog' Vondor (price comparisons at buyer's discretion
best value justification required for sole GOWiCe)Minimum 3 Formal price comparisons
required
2. State Contract PurohasoSL47E CONTRACT PURCHASES - No bid required at any cost;
mandatory use on E&G accounts. Call Purchasing for exceptions.
3. GSC OPEN MARKET PURCHASE OF **PRODUCTS**So\e Source Publications (including
software) Must bo Publisher & solo Distributor. Mo bid required at any cost. - Mandatory use
on E&G accounts for purchases greater than $25,000.
4. DELEGATED PURCHASE OF **PRODUCTS**?nnting Recycled Papor Proforonco Required
Informal and formal bids require a minimum of two bids from Historically Underutilized Businosses.
a. $0.00-$4-2,000.00 - minimum 2 informal bids roquirod (E&G funds only)Contract
negotiation of best value
(E&G funds only: printing requires 2 bids)
b. $4-2,000.01-$£7 0,000.00 - Minimum 3 «tf/«/ormal bids required^o/w CMBL
Non-CMBL bidders added by written request only over $5000 (E&G)
Minimum two bids required from HUBs
c. $10,000.01-$25,000 - Minimum 3 formal bids required from CMBL
Non-CMBL bidders added by written request only (E&G)
Minimum two bids required from HUBs
ed. $25,000.01 $15,000.OOand greater Minimum 3 formal bids roquirod
E&G: Follow GSC Open Market procedures
Other Funds: Minimum 3 formal bids required from CMBL
Minimum two bids required from HUBs
d= OVER $ 15,000 Opon markot bid through GSC (E&G funds only)
5. DELEGATED PURCHASE OF **SERVICES**Spot Purchase All Othor Products Informal and
formal bids require a minimum of two bids from Historically Underutilized Business
a. $0.00-$4-2,000.00 - No Bid RoquiredContract negotiation of best value
b. $+2,000.01-$S7 0,000.00 - fflMnimum 3 informal bids required jfo/w CMBL
Non-CMBL bidders added by written request only over $5000 (E&G)
Minimum two bids required from HUBs
c. $S70,OOO.Ol-$4-25,OOO - Minimum 3 formal bids required>ro/w CMBL
Non-CMBL bidders added by written request only (E&G)
Minimum two bids required from HUBs
d. ©¥ER-$4-25,000.01-$100,000-
Open markot bid through GSC (E&G funds only)£<£G: Formal bids required from all
vendors on the CMBL for the specified class/item
Other Funds: Minimum 3 formal bids required from CMBL
e. OVER $100,000 - GSC review and approval of best value specifications prior to
advertisement (E&G)
6. EMERGENCYEmeigQncy - All purchase procedures may be over-ridden by a legally acceptable
Emergency situation.Emergency procedure may be applicable to all t^os of purchases. See
Emergency Purchase Guidelines.
a: $0.00 $1,000.00 No Bid Roquirod
& $1,000.01 $5,000.00 Attempt bidding if possible
$5,000.01 $15,000 Attempt bidding if possible
rOwV ER $15,000 Attempt bidding if possible
Sendees Informal and formal bids require a minimum of two bids from Historically
Underutilized Businesses. Ml bids for sendees greater than $25,000 must bo sent to qveryone on
the Stato Bid Lict District 11 Services bide $100 00Q or crociter roQuirs GSC rmnrovni prior tn
in house handling.
-a: $0.0.0 $1,000.00 No Bid Required
-& $1,000.01 $5,000.00 Minimum 3 informal bids required
■^ $5,000.01 $15,000 Minimum 3 formal bids required
-4: OVER $ 15,000 Minimum 3 formal bids required
Source of Authority: Texas Government Code, Title 10, Subtitle D, Chapters 2151 through 2176;
President; Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: Purchase Requisition, see index C-30; Local Purchase Authorization, see Index C-20.A -(feetb
available from the Purchasing Department)
Prompt Payment Index C-25.1
Original Implementation: April ,1998 ' Page 1 of 1
It is the intention of Stephen F. Austin State University to comply with the State's Prompt
Payment Act and make prompt payments to both vendors and employees. It is also the
intention of the University to process these payments using the most efficient means
available. Therefore, the Controller's Office will schedule and post due dates for
disbursement documents for both vendor payments and payroll transactions and adhere to
its posted schedule.
Three requirements must be met before a disbursement can be made to a vendor:
1. There must be an approved order for goods or services that has been
signed/authorized by the account manager or his designee. Under certain
circumstances this requirement may be waived. See Policy C-31 regarding Purchase
Vouchers.
2. The goods or services must have been received. Most goods are delivered either
directly to a department or via the Purchasing Department; however, acknowledging
the receipt of such goods is ultimately the responsibility of the department which
placed the order.
3. The vendor must provide an itemized invoice which should be sent to Accounts
Payable.
The Controller's Office is responsible for processing payments in a manner which ensures
compliance with the Prompt Payment Act once these three requirements have been met.
There are two requirements for producing payroll disbursements:
1. The employee must be approved via a signed Personnel Authorization Request (or a
signed Student Employment Card if the employee is an undergraduate student
assistant).
2. There must be appropriate documentation that the employee performed services
during the pay period. This usually requires employee time-keeping records and may
include the data entry of a specified number of hours for hourly-paid employees.
The Controller's Office will process payroll checks for employees in compliance with the
State of Texas' payroll calendar.
When payment has been delayed because a university department did not meet the above
requirements and/or if a university department requests the Controller's Office to process
a payment outside its normal operating procedures for any reason, the department shall be
assessed a Special Processing Fee of $50. If a university department requests the
Controller's Office to process a payment outside its normal operating procedures for any
reason, the requesting department shall be assessed a Special Processing Fee of $50.
Source of Authority: Vice President for Business Affairs
Cross Reverence: None
Contact for Revision: University Controller
Forms: None
PURCHASE REQUISITION Index C-30
Original Implementation: Unpublished %
Last Revision: September, 1990April, 1998
The "Purchase Requisition" is a six part snap out form and all pages should be left
intact prior to sending the requisition to Purchasing. The first page (green) is the
encumbrance copy; the second page (white) is the vendor copy; the third page (yellow)
is the purchasing copy; the fourth page (white) is the state copy; the fifth page (blue) is
the departmental copy; and the sixth page (pink) is the receiving copy.may be generated
in one of two ways:
1. On-line Requisitions are entered through the FRS System following the guidelines
outlined in the FRS Purchasing Softzvare Manual Contact the Purchasing Office for
more information if you do not currently have this access.
2. Hard-copy Requisitions are available through the UIS Forms Server on the SFA Home
Page.
Fill in the blanks and click 'Submit' at the bottom of the screen. A completed form zoill be
generated and may be printed. If you prefer to print a blank form and type, do not fill in
the blanks. Click 'Submit' at the bottom of the screen; a completed blank form will be
generated and may be printed. Mail or fax the completed requisition to Purchasing.
Items which can be purchased from the same vendor should be grouped on the same
requisition; if from different vendors, the items should be typed on different
requisitions.
The requisitioning department should complete only the following:
1-. Item No. Each item to be ordered should be sequentially numbered.
& Description. A narrative description of each item should be typed in this column
including model number, manufacturer dimensions, etc. Attach supporting
documentation, i.e., brochures, catalog page, etc., if available.
3: Quantity and Unit. Enter number and unit to bo ordered i.e., 2 each, 3 quarts,1
case/ etc.
4r. Account No. List the account numbcr(s) to be charged for the items on the
requisition.
§: Amount. List dollar amount or percentage breakdown of costs between account
numbcr(s).
& Suggested Sources. List name, address, and phone number of any reliable
source(s) the department would like to have contacted for bid. Attach additional
list if desired.
7-. Delivery Required By. Give the needed date of delivery.
& Deliver to Bldg Room. Give location for delivery of order upon receipt from
vendor.
& Account Name(s). List exact name as it appears in Annual Budget or Manual of
Accounts.
10; Estimated Total Cost. List estimated cost of the entire order.
Hz Order Copy Return Box No. List box number for department which is to
received the blue order copy.
12: Requisitioned By. Obtain signature of requisitioncr.
1& Department Head Approval. Obtain signature of Department head and other
administrative personnel as required.
The requisitioning department may be required to complete additional sections of the
requisition for special purchases, as instructed by Purchasing, i.e., telephone purchases,
sole source, etc.
If a second page is required to list all items being ordered, do not list those items on a
second "Purchase Requisition'7 form. Use a purchase requisition "second sheet/'
available from University Printing Services, when a multiple page requisition is
ncccssary.yoi/ may create another ''Purchase Requisition" noting that it is a continuation or
attach additional -pages noted as a continuation.
Source of Authority: V.T.C.S., art 601b, Texas Government Code, Title 10, Subtitle D,
Chapters 2151 through 2176; -President; Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: Purchase Requisition (available in Central Stores) None
Purchase Voucher Index C-31
Original Implementation: September, 1990 Page 1 of 1
Last Revision: April 22, 1998
The "State of Texas Purchase Voucher" is a single-page form executed in multiple copies.
It is the vehicle through which the University makes payment for goods and services.
Payments from state funds (designated by 1000 account numbers) must be submitted on 4-
part vouchers. Payments from local funds (designated by 2000 and up account numbers)
must be submitted on 2 part vouchers.
Payments by purchase voucher are usually initiated by the Purchasing Department.
Occasionally it is necessary for a department to submit a "State of Texas Purchase
Voucher" directly to Accounts Payable. The following are indicative of situations in
which a department should initiate a purchase voucher.
Normally, purchases for goods or services which are ordered, delivered and then invoiced
by the vendor should be acquired by submitting a purchase requisition to the Purchasing
Department to assure that proper purchasing procedures have been followed. See Policy
C-20, Methods of Purchase. Nominal purchases of goods less than $500 may be made
from local vendors using the LPA process described in Policy C-20.A. Occasionally
purchases or expenditures are made which do not involve ordering goods or waiting for a
vendor's invoice. These transactions should be initiated on a purchase voucher. Purchase
vouchers should be used for the following:
1. Classified advertising
2. Occasional use of overnight package services (The State of Texas contract for
overnight package service represents the best rates. Contact the Purchasing
Department to set up an account with the current contractor. If these services are
used often, the account manager should enter a purchase requisition to encumber the
funds at the beginning of the year.)
3. Membership fees and dues (not including a subscription)
4. Notary bonds
5. Refunds off ees
6. Reimbursements
7. Postage
8. Service charges
9. Western Union services
10. Prepayment of registration fees for business conferences, workshops and seminars
11. Settlement agreements
12. All purchases from agency accounts
Except for postage and certain maintenance contracts, purchase vouchers will not
normally be approved for payment until the goods or services have been received.
Completed vouchers, signed by tho department head and other administrative personnel as
required, ore forwarded to Accounts Payable, University Business Office, Box 6085, for
proper coding and processing. Departments must indicate the proper account to be
charged in the space provided on the voucher prior to routing to accounts payable.
Purchase vouchers must contain the information listed below for the specific type of
payment indicated:
1. Postage. Purchase vouchers approved for postage must bo mado payable to the
United States Postmaster. The voucher is to be submitted to Accounts Payable to
prepare a check that will bo hand carried to tho University Post Office for the
purchase of stamps.
2. Overnight Package Service. Purchase vouchers for overnight package service must
show name of vendor, typo of service, and account number to bo charged. Submit
voucher to Accounts Payable with a copy of receipt from carrier. Accounts
Ppayablo will complete tho voucher for payment upon receipt of tho invoice.
3. Telegraph Charges. Purchase vouchers for telegraph charges must be itemized and
must show tho name of tho person sending tho tolograph and tho namo and city of
tho person boing telegraphed.
4. Advertisements. Purchase vouchers for advertisements must be accompanied by a
copy of the advertisement, tho invoice, and must bo certified by tho publisher. Such
advertisements are limited to recruitment of employees, bids on goods or services
and contracts, and University sponsored classes or events. Advertising copy must be
approved in advance by tho Director of University News and Information.—{See
Publications policy.)
The Purchase Voucher form my be downloaded from the SFASU web site and completed
by the department initiating the payment. The completed Purchase Voucher form must
include the payee's name, address and tax identification number. It should indicate the
account to be charged. It must be signed by the account manager or his designee and
accompanied by appropriate supporting documents and forwarded to Accounts Payable,
Box 6085, for processing.
Payments which have been inappropriately initiated on a purchase voucher will be returned
to the originating department for proper processing through the Purchasing Department.
Source of Authority: V.T.C.S., art 601b; President; Vice President for Administrative
and Fiscal Business Affairs
Cross Reverence: None
Contact for Revision: University Business Manager Controller
Forms: Stato of Toxas SFASU Purchase Voucher (available in University Printing Services)
Registration Fees Index C-33.1
Original Implementation: Unpublished ' Page 1 of 1
Last Revision: April 22, 1998
An employee may be reimbursed for The University will pay the registration fee for
official business conferences and seminars. Registration fees are not classified as a travel
expense and arc paid from departmental operation and maintenance funds. If the
conference is being held out of town, the employee must first obtain approval to travel by
submitting a Travel Request which includes the registration fee in the estimated costs of
the intended trip. The employee registering for the conference or workshop should
submit a completed Purchase Voucher to the Controller's Office well in advance of the
conference.
An employee who pays the registration fee from personal funds may be reimbursed by
including it as a miscellaneous expense on his Travel Voucher if the fee was approved on
the Travel Request or he may submit a completed Purchase Voucher if the trip did not
require out-of-town travel
Some registration fees include meals, lodging and other expenses related to travel. If such
expenses are included in the registration fee which has been paid through a purchase
voucher prior to travel, these expenses may not be reimbursed on a "State of Texas Travel
Voucher" to the employee.
Registration fees may be paid in advance or reimbursed through one of the following
methods.
■fc—If the registration fee is $50.00 or more and there is an acceptable statement or billing
form reflecting the amount, prepare a "State of Texas Purchase Voucher" at loast-ofte
gjgftfh prior to tho date of the registration for the conference or seminar.
Or,—If the registration fee is loss than $50.00, it must bo paid by the employee rather than
by tho Business Office. Reimbursement for these foos may be filed as a miscellaneous
exponso on a "State of Texas Travel Voucher."
Cancellation charges for "no shows" are not reimbursable.
The State of Texas Travel Allowance Guide provides comprehensive information on travel
procedures and the proper classification of travel related expenditures. A copy of the
guide is distributed by the University Business Manager's Controller's office.
Source of Authority: Vice President for Administrative and Fiscal Business Affairs
Cross Reverence: State of Texas Travel Allowance Guide
Contact for Revision: University Business Manager Controller
Forms: State of Texas Purchase Voucher (see C-31), State of Texas Travel