Minutes of the Board of Regents of Stephen F. Austin State University. 2003, Volume No. 191

              Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
July 15,2003
Volume 191
TABLE OF CONTENTS
Page
03-31 Approval of April 22, 2003 Minutes 1
03-32 Personnel
A. Faculty and Staff Appointments 2002-2003 1
B. Faculty and Staff Appointments 2003-2004 2
C. Changes of Status 3
D. Promotions... 4
E. Retirements 4
F. Voluntary Modification of Employment 4
G. Holiday Schedule for 2003-2004 4
03-33 Academic and Student Affairs
A. Last Class Day Report 5
B. Underenrolled Classes 5
C. Approval to Offer a Second Major/Minor in American Studies 5
D. Departmental Name Change: Political Science, Geography and
Public Administration 5
E. Proposal to Offer a Bachelor of Arts Degree in Liberal Studies 5
F. Intercollegiate Athletic Policy and Procedure Manual 5
03-34.Financial Affairs
A. Adoption of the Fiscal Year 2004 Budget 5
B. Microsoft Site License 5
C. Temporary Staffing Services Contract with Kelly Services Inc 5
D. Directors' and Officers' Liability Insurance 5
E. Insurance Other Than D&O with Royal Sunalliance 6
F. Purchase over $50,000 for Audiology and Neuroscience Laboratory 6
G. Approval to Waive Fees 6
03-35 Buildings and Grounds
A. Design and Expansion of Athletic Training Facility 6
03-36 University Policies and Procedures 6
Reports
A. Faculty Senate 6
B. Student Government Association 6
C. Vice President for Alumni Affairs and Vice President for University
Advancement 6
D. President 7
E. Board Committees 7
Appendix No. 1 - Underenrolled Classes 8
Appendix No. 2-HEAF List 9
Appendix No. 3 - Budget Changes 11
Appendix No. 4 - Policy Revisions 12
A-3 Academic Probation PI
A-9.1 Academic Integrity P3
A-18 Faculty Workload P8
A-32 Continuing Education, Outreach, and Public
Service Programs P12
A-55 Residence Requirement P20
A-61 Graduate Student Orientation and Advisement P21
C-3 Audit Fees P22
C-6 Check Cashing P23
C-17 Memberships P24
C-30 Purchase Requisition P25
C-35 Returned Checks P26
C-36 Special Purchases P27
C-39 Withdrawal without Financial Clearance P30
C-40 Year End Purchasing P31
D-8.1 Computing Software Copyright P-33
D-15 Flag Display P-38
D-17 Health and Safety P-39
D-27 Radioactive or Radiation Producing Materials
or Equipment P-42
D-34.1 Student Conduct Code P-45
E-29A Leave of Absence (Faculty) P50
E-30N Leave of Absence (Non-Academic) P55
E-36 Overtime and Additional Compensation P60
E-50A Tenure P62
E-53 Vacation Leave P70
F-l Accessing Administrative Systems P72
F-2 Administrative Programming P73
F-6 Central Receiving P74
F-9 Information Technology Services P76
F-41 E-Mail for University Communication P77
NEW At-Will Employment P79
NEW Lease, Rental, or Use of Off-Campus Facilities P81
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES, TEXAS
JULY 15,2003
The meeting was called to order at 9:02 a.m. by Chair Kenneth James. Board members
present in Room 307: Penny Butler, Margarita de la Garza-Grahm, Kenneth James Gary
Lopez, Susan Roberds, Mike Wilhite and Fred Wulf. Absent: Mike Enoch and Lvn
Stevens.
Others present in Board Room 307: Tito Guerrero, Mary Cullinan, Jerry Holbert, Miles
McCall, Baker Pattillo, Roland Smith, Yvette Clark, and other SFA administrators staff
and visitors. '
Resolutions were presented to persons who were instrumental in the Columbia Shuttle
recovery effort: Darrel McDonald, Marc Cossich, Pat Spence, Rhonda Minton, and
Robert Judy.
Dr. Leon Hallman presented a report on our international studies program.
Dr. Patsy Hallman reported on the President's Bookcase in the Board Room, and the
faculty art exhibit in the Conference Room.
Presentations of photographs were made to Regents Butler and Roberds for their service
as members of the Board.
Executive Session was announced at 9:23; returned to Open Session at 10:45.
03-31
Upon motion of Regent de la Garza-Grahm, seconded by Regent Roberds, with all
members voting aye, it was ordered that the minutes of April 22,2003 be approved.
03-32
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting
aye, it was ordered that the following Personnel items be approved:
A. Faculty and Staff Appointments for 2002-03
1. Controller's Office
Ms. Lori J. Golden, Manager Accounting and Operations, at a salary of $40 814
for 100% time for 12 months.
2. Telecommunications & Networking
Mr. Douglas V. Penfield, Security Support Specialist II, at a salary of $47,00°for
100% time for 12 months.
3. Public Affairs
Ms. Susan Hammons, Director of Public Affairs, at a salary of $60,000 for 100%
time for 12 months, effective May 12, 2003.
B. Faculty and Staff Appointments for 2003-2004
1. Art
Ms. Jennifer L. Sholtis, Assistant Professor, M.F.A. (Temple University), at a
salary of $40,000 for 100% time for nine months, effective, September 1,2003,
contingent upon completion of doctorate by September 30, 2003.
2. General Business
Dr. Shirley A. Wilson, Assistant Professor, Ph.D. (University of Mississippi), at a
salary of $52,300 for 100% time for nine months, effective September 1,2003.
3. Human Sciences
Dr. Lynda J. Martin, Chair and Associate Professor with tenure, Ph.D. (Oklahoma
State University), at a salary of $84,000 for 100% time for eleven months,
effective September 1,2003.
4. Modern Languages
Mr. Clay A. Dennert, Instructor, B.A. (Brigham Young University), at a salary of
$30,000 for 100% time for nine months, effective September 1, 2003, contingent
upon completion of Master of Arts degree by September 1,2003.
5. Music
Dr. Jennifer Dalmas, Assistant Professor, D.M.A., (Florida State University), at a
salary of $35,000 for 100% time for nine months, effective September 1,2003.
Mr. Steven M. Parkman, Instructor - Associate Director of Band, M M (Southern
Methodist University), at a salary of $42,000 for 100% time for nine months
effective September 1, 2003.
C. Changes of Status
1. Art
Dr. David A. Lewis, from Interim Chair at a salary of $69,000 for 100% time for
eleven months, to Chair at a salary of $80,000 for 100% time for twelve months
effective September 1,2003.
2. College of Business
Dr. Michael D. Stroup, from Associate Professor at a salary of $58,433 for 100%
time for nine months, to Associate Professor and Interim MBA Director/Associate
Dean at a salary of $76,418 for 100% time for eleven months, effective September
1,2003. F
3. Modern Languages
Dr. Ann Doyle-Anderson, from Associate Professor at a salary of $58,722 for
100% time for nine months, to Associate Professor/Interim Chair at a salary of
$66,222 for 100% time for nine months, effective September 1, 2003.
4. Secondary Education
Dr. Betty Alford, from Associate Professor at a salary of $53,425 for 100% time
for nine months, to Associate Professor/Interim Chair at a salary of $71,233 for
100% time for twelve months, effective July 9, 2003.
Dr. Sandra Lowery, from Professor/Chair at a salary of $94,000 for 100% time for
twelve months, to Professor at a salary of $70,500 for 100% time for nine months
effective July 9,2003
5. Financial Aid
Christina L. Davis, from Counter Supervisor at a salary of $24,425 for 100% for
twelve months, to Financial Aid Officer at a salary of $25, 500 for 100% time for
twelve months, effective April 1, 2003.
6. Institutional Research
Ms. Karyn L. Hall, from Research Specialist at a salary of $34,676 for 100% time for
twelve months, to Assistant Director at a salary of $52,000 for 100% time for twelve
months, effective September 1,2003.
Ms. Nancy J. Boney, from Administrative Assistant at a salary of $22,956 for 100%
time for twelve months, to Reporting Analyst at a salary of $30,000 for 100% time for
twelve months, effective September 1,2003.
D. Promotions
1. Agriculture
Mr. Dennis John Chessman, from Instructor and Associate Director of the Soil
Lab at a salary of $38,731 for 100% time for twelve months, to Assistant
Professor and Associate Director of the Soil Lab at a salary of $54,391 for 100%
time for twelve months.
2. Library
Ms. Rachel Galan to Librarian II.
E. Retirements
1. Art
Mr. James R. Snyder, Professor, effective May 31, 2003.
2. General Business
Mr. James M. Bowman, Instructor, effective May 31, 2003.
3. Management/Marketing, International Business
Dr. Vinay B. Kothari, Professor, effective May 9,2003.
4. Secondary Education
Dr. Garth Petrie, Professor, effective August 31, 2003.
5. President's Office
Ms. Peggy Green, Executive Assistant, effective August 31, 2003.
F. Voluntary Modification of Employment
1. Human Services
Dr. Jane Holland, Associate Professor, effective September 1, 2003.
G. Holiday Schedule for 2003-2004
September 1 December 23 January 1 March 18
November 27 December 24 March 15 March 19
November 28 December 25 March 16 May 31
December 22 December 26 March 17
03-33
Upon motion of Regent Roberds, seconded by Regent Lopez, with all members voting aye, it was
ordered that the following Academic and Student Affairs items be approved:
A. The Last Class Day Report for the Spring Semester 2003 was approved.
B. The Underenrolled Class List for Summer I 2003 was approved and the Board
Chair was authorized to sign the official report for Summer II2003 when the data
is available.
C. Authorization was given to offer a second Major/Minor in American Studies.
D. The name change from Department of Political Science and Geography to Department of
Political Science, Geography and Public Administration was approved.
E. Authorization was given to replace the Bachelor of Arts Humanities degree with the
Bachelor of Arts in Liberal Studies.
F. Revisions to the Intercollegiate Athletic Policy and Procedure Manual were
approved.
03-34
Upon motion of Regent Wulf, seconded by Regent Wilhite, with all members voting aye, it was
ordered that the following Financial Affairs items be approved:
A. The Fiscal Year 2004 Budget was adopted, totaling $148, 725,928, which
includes a 3% increase in room and board and a $12 per semester credit hour
increase in Designated Tuition. In addition, the budget includes a new $9 per
semester credit hour student center fee that will be implemented in the Spring
2004 semester. The detailed HEAF allocation for 2003-04 is included in
Appendix No. 2.
Regent Wilhite commended Dr. Guerrero, Dr. Smith, Dr. Young and Dr. Cullinan
for the time and thought that went into preparing the budget.
B. Approval was given for the purchase of Microsoft site license for Windows
upgrades and Office products in an amount not to exceed $60,000.00 for the first
year, including subsequent annual renewals subject to administrative approval,
and the President was authorized to sign the contract.
C. The temporary staffing services contract with Kelly Services, Inc. was approved
based on bids under review for fiscal year 2004 including two years of annual
renewal, subject to administrative approval, and the President was authorized to
sign the contract.
D. Approval was given to contract for Directors1 & Officers' liability insurance
effective August 1, 2003 from the agent offering the best value if we request and
receive approval from SORM. The University will contract with SORM's agent,
A. J. Gallagher, for D&O insurance. The President was authorized to sign the
contract.
E. Approval was given to contract for a third year of insurance other than D&O with
Royal & Sunalliance through USI Insurance Services of Texas covering property,
boiler & machinery, equipment, auto, crime, peace officers, and general liability at
a cost to be negotiated by the administration, and the President was authorized to
sign the contract.
F. Authorization was given to seek bids for purchase and installation of sound proof
booths and associated equipment for the audiology and neuroscience laboratory,
which is used by the Speech and Language Pathology Program and the Deaf and
Hard of Hearing Program. The President was authorized to sign the necessary
contracts and purchase orders. Funds are not to exceed $295,000 will be available
from the FY 04 HEAF budget.
G. Authorization was given to waive all but $50 of the tuition and fees for a student
enrolled in a course for which the student is entitled to simultaneously receive
both: 1) course credit toward the student's high school academic requirements;
and 2) course credit toward a degree offered by the institution.
03-35
Upon motion of Regent Wulf, seconded by Regent Wilhite, with all members voting aye, it was
ordered that the following Buildings and Grounds item be approved:
A. The University was authorized to seek proposals where required for the design
and expansion of the current athletic training facility and the President was
authorized to sign the necessary contracts. Funds are budgeted in the FY 2004
budget and cost will not exceed $994,963.
03-36
Upon motion of Regent Roberds, seconded by Regent Wulf, with all members voting aye, it was
ordered that the policy revisions be approved:
Reports
A. Faculty Senate - Dr. Darrel McDonald
1. Recognition of Faculty/Campus Achievements
2. Comments on Faculty Recruitment/Retention
3. Overview of Faculty Senate Activities for the Upcoming Year
4. Comments on Campus Culture - Shared Governance
B. Student Government Association -
1. President Chad Harrison, and Vice President Amanda Williams were
introduced by Dr. Pattillo
C. Vice President for Alumni Affairs & Vice President for University Advancement
1. Update on Continuing Care Retirement Community
2. Fund Raising Report
D. President
1. Arrival of Dr. Mary Cullinan, Dr. John Jacobson, and Ms. Susan Hammons
2. HB 882 (University Center) Bill - Special thanks to Roland Smith and Baker
Pattillo
3. Coordinating Board Meeting (July 17,2003)
4. Summer Commencement (August 16, 2003)
5. Faculty/Staff Picnic to kick off the new school year
6. State-of-the-University Address (August 28, 2003)
7. Send-Off Parties for incoming students
8. Football Season (three games to be televised)
9. Meeting of the Board of Regents in October
10. Answer Questions from Members of the Board of Regents
E. Chair Kenneth James presented the Board Committees for 2003-2004.
Executive Committee
Kenneth James, Chair
Lyn Stevens, Vice Chair
Fred Wulf, Secretary
Academic and Student Affairs Committee
Margarita de la Garza-Grahm, Chair
Mike Enoch
Kenneth James
Buildings and Grounds Committee
Mike Wilhite, Chair
Penny Butler
Gary Lopez
Finance Committee
Fred Wulf, Chair
Susan Roberds
Lynn Stevens
University Center Ad Hoc Committee
Gary Lopez, Chair
Kenneth James
Susan Roberds
Lyn Stevens
Mike Wilhite
Meeting was adjourned at 12:07 p.m.
O
DATE APPROVAI
Stephen F. Austin State University
HEAF Allocation
for Fiscal Year 2003-04
Appendix No. 2
Department Item/Project Amount
Fiscal Year 2003-04 HEAF Available
HEAF Fund Balance
Total
HEAF Allocations and Projects
Debt Service
Instructional Capital
Library Books and Materials
Registrar
Criminal Justice
Military Science
Geology
Nursing
Office of the Dean
General Business
Mgt, Mrk, & Internafl Business
Accounting
Agriculture
Agriculture
Human Services
Office of the Dean
Art
Music
Theatre
Forestry
Forestry
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Human Resources
Human Resources
Controller's Office
Controller's Office
Controller's Office
Purchasing
Purchasing
Bond Debt Service Payments
Academic Capital Equipment
Library Acquisitions
Transcript Office Renovation
Classroom Upgrades (furniture, closets)
Repair Repel Tower (Phase I)
2003 Chevrolet Truck
Desks, Chairs for McKinney Bluilding
Installation of Multimedia in 10 Classrooms
Renovate BU 224 (computers & printers)
Renovate BU 127 (computers, projectors)
Seating in BU 155 & BU 161 (110 chairs)
Completion of Equine Facility
1 Ton Truck
Audiology & Neuroscience Lab
Computers
Kiln Replacements
Band Office Expansion
Upgrade Design Lab
Greenhouse Improvements
Second Story Flooring
Supplemental Funding for HEAF eligible account;
Supplemental funding for HEAF eligible accounts
Network Upgrade & Expansion Expenditures
Microsoft Site Licenses
Network Control and Security
Network Enhancements
Back-Up Enhancements
Entrance Matting for Buildings
Custodial Equipment Replacement
Mower Replacement - Grounds
Vehicle Replacements
Replacement of Lighting Systems
Roof Replacement PPD, Upgrade Purchasing
Double Pedestal Desk
Round Table
Replace Computers (8)
Back-Up Printer for Checks
Heavy-Duty Shredder
Digital Camera
Powerbook
Stephen F. Austin State University
HEAF Allocation
for Fiscal Year 2003-04
Department
Purchasing
Purchasing
Financial Aid
Financial Aid
Business Affairs VP Office
Business Affairs VP Office
Printing
Office of Development
Office of Development
Office of Development
Office of Development
Public Affairs
Public Affairs
Public Affairs
Public Affairs
Public Affairs
Public Affairs
Counseling and Career Services
Counseling and Career Services
Counseling and Career Services
ADA
ADA
Disability Services
Disability Services
Disability Services
Student Affairs
Student Affairs
Student Affairs
University Police
Audit Services
Item/Project
Mac OS X for All Machines
Virtual PC for 2 Machines
Computers (10)
Office Copier
Contingency
Heavy-Duty Shredder
Final Payment Xerox Docutech 6100
Calling Stations
Manager Computer Station Station
Office Telephones/Headsets
Micron PCs
HP Color LaserJet 5500dn
Videographer Field Light Kit
Olympus Digital Camera
Additional Computer Drives-Video Editing
Epson 2200 Archival Printer
Mini-DV Video Camera/VCR
Computers (10)
Printers (6)
Color Printer
Entrance to Daylily Garden
Daylily Garden to Parking Lot
Storage Room Shelving
Desk and Credenza
Tiger Braille Printer
Replace Student Computer Workstations (8)
Replace Apple Powerbook Laptop Computer
Replace Student-Priority Printers (2)
Replacement Vehicle
Dell Microcomputer
TOTAL
Amount
$ 6,736.809
10
Appendix No. 3
Stephen F. Austin State University
Schedule of Budget Changes
April 2,2003 to July 1,2003
ACTIVITY RECIPIENT INCOME SOURCE
ACCOUNT NAME
Piano Workshops
Pineywoods Plant Center
Fine Arts Series
HMS Course Fee
International Education
Co-Ed Cheer Discretionary
Pom Squad Discretionary
Career Opportunites
OSA Special Operations
Agriculture Development
Pineywoods Plant Center
Agriculture Judging Contests
SFA Arboretum Fund
Equine Studies
Speech and Hearing Clinic
Fine Arts Series
Interior Design
SFA Arboretum Fund
Pineywoods Plant Center
Agriculture Heifer Test
Equine Studies
OSA Discretionary
FOA Dean's Discretionary
TOTAL
ACCOUNT NUMBER SOURCE DESCRIPTION AMOUNT DATE
2-33141
5-91323
3-00480
2-02450
2-00066
5-91399
5-91397
2-51151
2-32188
5-91347
5-91323
2-32005
5-94391
4-91002
2-32263
3-00480
5-91325
5-94391
5-91323
2-32010
4-91002
5-97003
5-96621
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Additional
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
740
4,761
3,200
4,000
10,719
2,686
6,177
11,237
23,566
1,940
7,928
3,934
41,596
5,199
4,918
2,930
1,000
3,750
11,038
2,059
3,250
12,400
3,000
172,027
4/7/2003
4/7/2003
4/7/2003
4/15/2003
5/1/2003
5/9/2003
5/9/2003
5/9/2003
5/13/2003
5/13/2003
5/13/2003
5/13/2003
5/14/2003
5/14/2003
5/22/2003
6/20/2003
6/30/2003
7/1/2003
7/1/2003
7/1/2003
7/1/2003
7/1/2003
1-Jul-03
11
Policies for Board Review
July 15,2003
Appendix No. 4
A-3 Academic Probation Student must maintain 2.0 GPA to
remain in good standing; update title
ofProvost/VPAA
A-9.1 Academic Integrity
Faculty Workload
Title change (was Cheating and
Plagiarism); complete rewrite;
update title of Provost/VPAA
A-18 Reorganized some information
within the policy; doctoral program
load is 6 hours of courses plus work
with dissertation; update title of
Provost/VPAA
A-32 Continuing Education, Outreach, and
Public Service Programs
Title change (was Non-Credit
Continuing Education); complete re
write
A-55 Residence Requirement Removed reference to revoking
requirement for minimum of 12
hours to be completed on campus;
update title of Provost/VPAA
A-61 Graduate Student Orientation and
Advisement
Audit Fees
Update title of Provost/VPAA
C-3 Title change (was Audit - Tuition
and Fees); change contact for
revision
C-6 Check Cashing Returned checks to be collected by
CheckMate, and collection charges
will be assessed to individual;
employees with history of returned
checks subject to disciplinary action;
added cross reference to Returned
Checks policy C-35
C-17 Memberships
Purchase Requisition
Memberships processed
electronically
Updated site for on-line registration
for training; removed form for Best
Value Procurement
C-30
C-35 Returned Checks Employees with history of returned
checks subject to disciplinary action;
added cross reference to Check
Cashing policy C-6
C-36 Special Purchases Added cross reference to
Radioactive or Radiation Producing
Materials or Equipment policy D-27
C-39 Withdrawal without Financial
Clearance
year End Purchasing
Revise Source of Authority; change
contact for revision to VPBA
C-40
D-8.1
Major re-write
Computing Software Copyright
Flag Display
Major re-write
D-15 Flags will be flown every day at
North Street entrance, and will be
appropriately lighted at night; UPD
will replace flags when worn and
lower flags to half-mast when
necessary
D-17 Health and Safety Addition of Radiation Safety Officer
12
Policies for Board Review
July 15,2003
Appendix No. 4
to Health & Safety Committee;
Safety Officer reports to President
D-27 Radioactive or Radiation Producing
Materials or Equipment
Only a person authorized by the
Radiation Safety Officer may pick
up and receive radioactive materials;
added cross reference to policy C-36
Special Purchases
D-34.1 Student Conduct Code Title change (was Conduct Code);
University proceedings to precede
actions take by off-campus
authorities; update title of Dean of
Student Development to Judicial
Officer; unlawful weapons added to
list of criminal offenses; additional
information regarding illegal drugs;
update Contact for Revisions to
Judicial Office
E-29A Leave of Absence (Faculty) Added information regarding time
off for organ, bone marrow, and
blood donors
E-30N Leave of Absence (Non-Academic) Added information regarding time
off for organ, bone marrow, and
blood donors
E-36 Overtime and Additional
Compensation
Policy applies only to non-academic
employees
E-50A Tenure Revision to footnote 1 referencing
additional tenure requirements for
librarians
E-53 Vacation Leave Increase accrual of leave and amount
which may be carried over to next
year, per legislative action.
F-l Accessing Administrative Systems Delete policy
F-2 Administrative Programming Delete policy
F-6 Central Receiving Purchases using phone pofs are
excluded from routing through
Central Receiving for delivery; CR
will affix property inventory tags
F-9 Information Technology Services Update departmental name; increase
cost of mail labels to 2 cents
F-41 E-Mail for University Communication Add references to staff members; e-mail
account to be assigned at time
of employment; update title of
Provost/VPAA; contact revision
changed to VPBA
NEW At-Will Employment New policy
NEW Lease, Rental, or Use of Off-Campus
Facilities
New policy
13
Academic Probation, Suspension and Reinstatement A-3
for Undergraduates
Original Implementation: January 30, 1981
Last Revision: August 1, 2000 July 15, 2003
Good Standing
A student must maintain a minimum cumulative grade point average of 2.0 in order to
remain in good academic standing at the University.
Probation
A student is placed on academic probation after the first regular semester in which the
grade point average fails to meet the minimum standard. Probation students whose
semester grade point average is 2.0 or higher will be placed on extended academic
probation until the cumulative grade point average is 2.0 or higher. Academic
probation will continue until the student achieves good standing or is suspended from the
University.
Suspension
A student is placed on academic suspension after a regular semester that immediately
follows a semester of probation if the student's semester grade point average falls below
2.0. and after which the grade point average fails to meet the minimum standard.
Reinstatement
A student on academic suspension may be allowed to continue in the University through
any of the following procedures:
1. Following the student's first suspension, attend summer school at Stephen F. Austin
State University and:
a.4r Raise his/her grade point average to the minimum University standard as
specified in the General Bulletin, or
6.ar Pass with a C average or better at least 9 semester credit hours as specified
by his/her dean.
2. Following the student's first suspension, be reinstated on probation automatically after
one regular semester's absence from the University. Following the student's second or
subsequent suspension , be reinstated on probation automatically after an absence from
the University of two regular semesters and the intervening summer term, if any. Summer
terms are exempted from periods of academic suspension. Following the student s third
suspension, be reinstated on probation automatically after an absence from the Univemt)
of four regular semesters and the intervening summer term(s). Following the student a
PI
fourth and subsequent suspensions, be reinstated on probation automatically after an
absence from the University of six regular semesters and the intervening summer terms.
3. Follow procedures established by his/her dean.
Change of Major
A student on probation or suspension may not change his/her major.
Source of Authority: Provost and Vice President for Academic Affairs
Cross Reference: General Bulletin, Faculty Handbook, Student Handbook and Activities
Calendar
Contact for Revision: Provost and Vice President for Academic Affairs
Forms: None
P2
Cheating and PlagiarismAcademic Integrity
Original Implementation: Unpublished
Last Revision: April 30, 200 Uuly 15, 2003
Throughout the
A-9.1
cheating and plagiarism ai
program, studcntG should be impressed with the fact that
:es seriously interfere
with learning and intellectual develop gponsibility of faculty members to
make every effort (1) tc sp«=e-honesty
in academic work, (2) t(
ftKk appreciation of and a desire for
sate an atmosphere that discourages dishonesty, and
(3) to take appropriate action in instances of dishonesty.
Cheating
It is the responsibility of the student to abstain from cheating. Dishonesty of any kind
with rewpfict tn nynminntions, written assignments in or o
or illegal possession of current
>f class, alteration of records,
tions shall bo considered
cheating.
It is the responsibility of each faults the best possible conditions to
prevent cheating in any Each facult
protection of all ex
ill arrange for vigilant
precaution to deny a to ck
He/she shall also employ every
anyone who is not entitled
to such ir
Plagiarism
Courtesy and honesty fed from another must be
fully acknowledged. Offering t\ i plagiarism. The subject
tenccs or paragraphs to matter of ideas thus taken fr<
entire articles copied froi
offering of materials
g o f other students. The
collections without acknowlcdg(
:ted by others in the form of projects or
ridered plagiarism. Any student who
fails to give credit fo rials take fr< ther is guilty of plagiarism.
Procedure
A faculty member wh(
er all pertinent info
cheating or plagiarism has occurred should
the student or sti involved, and initiate
the following procedure. Students shall b
member to adjudicate the choati
he option of allo) the faculty
student/teacher intcracti
Wing inc iiiuuity
lllcgation informally through
Appeals by Students.
If an informal adjudic
rding to Policy A 2, Academic
sleeted by th dent(s), the faculty member shall
review all evidc )fchcatir it directly with the student(s)
P3
involved. After hearing the student(s) explanation or defense, the faculty member shall
notify the student of their determination of whether cheating and/or plagiarism has
occurred and the penalty as determined by the faculty member (e.g., zero for assignment,
failure of exam, re submission of the paper, failure of the course, referral to the Dean of
Student Development for more serious University level discipline, etc.). The faculty
member shall make notes of the conversations and retain all pertinent documents for a
period of at least two years. A student who chooses this informal adjudication may appeal
the faculty determination under the Academic Appeals by Students, Policy A-2.°
Upon a determination regarding whether cheating/plagiarism has taken place, the faculty
member shall determine a grade or other appropriate action. Documents involved in a
finding of cheating/plagiarism shall become student records.
Penalties
Penalties for cheating/plagiarism may include, but are not limited to:
Reprimand, F on assignment, F or WF in the course, probation, suspension, or expulsion.
A student who is found to have cheated/plagiarized and withdraws prior to the award of a
grade will continue to have the determination of the infraction within their student
records. Further cheating/plagiarism infractions would then lead to more serious penalties
such as suspension or expulsion from the University through a referral to the Dean of
Student Development. The student(s) grade will bo withheld by the instructor pending
resolution through the above procedures, even if the grade must be withheld after final
grades are duo in the Office of the Registrar.
Academic Integrity is a responsibility of all university faculty and students. Faculty
members promote academic integrity in multiple ways including instruction on the
components of academic honesty, as well as abiding by University policy on penalties for
cheating and plagiarism.
Education
Faculty are responsible for providing information about academic integrity and education
for maintaining academic honesty during their regular coursework. Course syllabi
provide information about penalties and the appeal process.
Definition of Academic Dishonesty
Academic dishonesty includes both cheating and plagiarism. Cheating includes but is not
limited to (1) using or attempting to use unauthorized materials to aid in achieving a
better grade on a component of a class; (2) the falsification or invention of any
information, including citations, on an assigned exercise; and/or (3) helping or attempting
to help another in an act of cheating or plagiarism. Plagiarism is presenting the words or
ideas of another person as if they were your own. Examples of plagiarism are (1)
P4
submitting an assignment as if it were one s own work when, in fact, it is at least partly
the work of another; (2) submitting a work that has been purchased or otherwise obtained
from an Internet source or another source; and (3) incorporating the words or ideas of an
author into one s paper without giving the author due credit.
Procedure
A faculty member who has evidence and/or suspects that academic dishonesty has
occurred shall gather all pertinent information, approach the student or students involved,
and initiate the following procedure.
The faculty member shall review all evidence of cheating or plagiarism and discuss it
directly with the student(s) involved. After hearing the student(s) explanation or
defense, the faculty member will determine whether or not academic dishonesty has
occurred and will decide what penalty will be imposed. The faculty member will consult
with his/her chair and dean in making these decisions. Penalties may include reprimand
or no credit for the assignment or exam, or re-submission of the paper, or make-up exam,
or failure of the course. (Penalties for academic dishonesty and information on the
appeals process should be outlined in the course syllabi.)
After a determination of dishonesty, the faculty member shall notify the Office of the
Dean of the student s major by submitting a Report of Academic Dishonesty form, along
with supporting documentation as noted on the form. This report shall be made part of
the student s record and shall remain on file with the Dean s office for at least four years.
The Dean shall refer second or subsequent offenses to the University Committee on
Academic Integrity established under this policy. The faculty member shall also inform
the student of the appeals process available to all SFA students (Policy A-2).
The Student File
A student s file on academic dishonesty will not be available to faculty members. The
purpose of the file is for the dean to track a pattern of multiple cases of academic
dishonesty during a student s academic career at Stephen F. Austin State University.
Students who are found to have cheated/plagiarized and have withdrawn prior to the
award of a grade will continue to have the determination of the infraction within their
student records. This finding will be considered by the University Committee on
Academic Integrity should the student commit future offenses.
Appeals
A student who wishes to appeal decisions related to academic integrity follows
procedures outlined in policy A-2. A student must appeal within 30 days of the
beginning of the long semester following the incident. The student(s) grade may be
withheld by the instructor pending resolution through the above procedures.
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If the student wishes further appeal, he/she may apply to the Provost V.P. for Academic
Affairs for a hearing by the University Committee on Academic Integrity.
The University Committee on Academic Integrity
This committee shall be formed by the academic vice president for the purpose of
monitoring academic integrity among students. The committee shall be composed of a
faculty representative elected from each college and one student representative appointed
by the provost and vice president for academic affairs. The committee chair will be
appointed by the Academic Vice President. A faculty member who reports an offense
may not serve on the committee considering that offense.
The Committee is charged to adjudicate in the following situations:
1. appeal bv student
2u referral bv academic dean on account of repeat offenses
2-= direct referral bv faculty member for potentially grievous infraction
When the committee is convened for a hearing, the case will be reviewed, and the
professor and student(s) will be interviewed. The committee may make one of the
following recommendations to the Academic V.P. who is responsible for the
implementation of this policy.
a. no action is taken
b. the faculty decision is upheld
c. the student is found not guilty
d. probation
e. suspension from the university
A student must accept the decision of the committee; however, the committee may not
interfere in the faculty member s selection of a penalty for a confirmed instance of
academic dishonesty. If the committee rules that the student did not commit academic
dishonesty, the faculty member may not impose a penalty of any kind. The faculty
member retains the right to assign student course grades without interference from the
committee. When a student who is found guilty of two or more infractions, the case will
be referred to the University Committee on Academic Integrity. In addition, faculty
members may request that the dean refer particularly serious cases (buying or selling
papers, stealing an exam, significant plagiarism at the graduate level, etc.) directly to the
University Committee on Academic Integrity. The committee may also function when a
student has exhausted the normal appeals process and wishes to have an additional
hearing.
Source of Authority: Provost and Vice President for Academic Affairs and Vice I
President for University Affairs
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Cross Reference: Faculty Handbook. Student Handbook, Academic Appeals bv
Students. Policy A-2. and Add/Drop. Policy A-5
Contact for Revision: Provost andVice President for Academic Affairs
Forms: Report of Academic Dishonesty
P7
Faculty Workload A-18
Original Implementation: November 4, 1977
Last Revision: April 30, 20O2July 15, 2003
The primary responsibility of Stephen F. Austin State University is the provision of
undergraduate education of the highest quality to those students judged capable of
benefiting therefrom. The University has significant responsibilities for master's level
graduate education in the arts, sciences, humanities, and selected professional fields, with
unique responsibility for master's and doctoral level graduate education in forestry and
education. The criteria for admission to these programs are designed to provide the
University with evidence that the student is capable of meeting the institution's academic
expectations.
The University expects its faculty to be effective classroom teachers and to be accessible
to students who need assistance with formal class work and/or guidance in the pursuit of
independent learning.
In support of, and as an integral part of the teaching mission, all faculty are expected to
stay current in their fields of study and to engage in research, scholarship or creative
activity.
Effective educational programs are dependent upon continual review and assessment by
faculty, students, and academic administrators. Thus, all faculty are expected to be
knowledgeable of the curriculum in their own and other departments of the University
and to participate formally when called upon in the development and revision of
curricula.
It is the judgment of Stephen F. Austin State University that the foregoing responsibilities
and expectations can be met within the following workload guidelines.
Standards and Equivalencies
The standard teaching load at Stephen F. Austin State University is twelve semester
credit hours of instruction in organized undergraduate classes each long term semester
The minimum load for each faculty member paid full time from the appropriations item
Faculty Salaries," excluding teaching assistants who arc pursuing dcfiitc, L nine
dit h f iti i i
g pg fitc, L nine
semester credit hours of instruction in organized undergraduate classes each long term
semester, with adjustments only as follows. Certain situations, as described below, may
result in a faculty member having the minimum load of nine hours,
1. One semester credit hour of organized graduate instruction is equal to one and
one-half semester credit hours of organized undergraduate instruction.
2. One semester credit hour of teaching a large class (above 100) is equal to one and
one-half semester credit hours of organized undergraduate instruction.
P8
3. Where classes commonly meet more hours per week than the semester credit
hours granted (e.g., physical education, laboratory classes, and clinical classes) classroom
hours shall aggregate to a minimum of 18 for a full-time load.
4. Teaching credit for the direction of honors contracts, Master's theses and doctoral
dissertations shall be granted only during a fall or a spring semester and on the basis of
three semester hours of organized undergraduate instruction for the accumulation by a
given faculty member of either twelve students having enrolled in honors contracts or
five thesis research (589) and thesis writing (590/591) courses or for three students'
having enrolled in Dissertation Writing (699) courses in all cases being assigned to the
faculty member in question provided that (1) the equivalency may be granted within
available funding and without adverse effect on academic departmental teaching
responsibilities, and (2) a given student enrolled in either 590/591 or 699 may be counted
no more than twice -- once each in two different enrollment periods - for credit toward
the faculty member's cumulative total.
5. Studio art and studio music instruction shall aggregate to a minimum of 18 hours
per week for a full-time load.
6. Practice or sStudent teaching supervision, clinical supervision, and intern
supervision shall aggregate to a minimum of 24 contact hours per week for a full-time
load.
7. A reduced teaching load may be granted for extraordinary assignments in academic
advising, research or administrative responsibilities relating to the institution as a whole
e.g., Chair of the Faculty Senate. The total of such reductions shall not exceed one three-hour
undergraduate organized course or its equivalent for every 3,000 credit hours
generated by the institution during the previous fiscal year.
8. No adjustment shall be made for coaching activities of teachers who are also athletic
coaches.
Where a faculty member teaches in more than one of the adjustment categories noted
above, the teaching load shall be proportioned among the categories, but the faculty
member's teaching load must be equal to at least nine semester credit hours of instruction
in organized undergraduate classes. Whom fi.il *;^n fnni|fy Qrc id partiany f10m u
^™.°_ffandaothcTthan "racult>' Sd*™." the minimum teaching workload .hall be
directly proportioned to the pcrccntu^ of salary paid fiuin the appropriation, ilun
faculty Salaries. "Where a faculty member teaches less than full-time, the standard
teaching load shall be in proportion to their assignment. Where a faculty member
teaching less than full-time also teaches in more than one of the adjustment categories
noted above, only one class can be adjusted when determining the faculty member's
workload.
P9
All adjustments shall be approved by the Board of Regents of Stephen F. Austin State
University, within 45 days after the close of registration for each long term semester.
Exceptions to the foregoing limitations may be made as follows:
1. A reduced teaching load may be granted for a faculty member who is chair of a
department or head of a comparable administrative unit.
lA reduced teaching load may be granted foi uOrnordinaiy formal uuiduuic
advising or significant adminutiativo responsibility (temporary) i dating to the
institutiont an a whole, e.g., Chair uf the Faculty Senate. Thn total of such icduaiuii, .hall
"ln:L°°l0,nC *"" h°Ur ™d0^*h"fr organized courou or ito equivalent fui tH4>
3,000 credit hour, generated by thu institution during the previous focal"^
3. Mo exception shall be made for coaching activity of teacher, whu me uLu
athletic coaches.
2. In doctoral programs, the load is 6 hours of doctoral level courses plus work with
dissertation as approved by the Program Coordinator.
The aforementioned exceptions may be granted only upon approval of the Board of
Regents of Stephen F. Austin State University.
Administrative Responsibilities for Monitoring and Reporting Faculty Workloads
Department Chair/Program Director:
1. It is the responsibility of the department chair or program director to assign
faculty workloads m accord with current applicable policy. Except as specifically
authorized, a faculty member's teaching assignment will be equivalent to the standard
teaching load of twelve semester credit hours in organized undergraduate classes.
2 It is the responsibility of the department chair or program director to prepare an
official report of the workload assignment of each faculty member teaching in the
department each semester according to an established calendar. The chair/program
director and each faculty member will certify by signature that each workload assignment
is in accord with applicable policy.
3. It is the responsibility of the department chair or program director to recommend
exceptions to the standard workload requirement and to provide such documentation as
necessary to justify that recommendation. Recommendations for exceptions must be
made judiciously.
Dean:
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1. It is the responsibility of the dean of the college to monitor the work of
department chairs/program directors to assure that the University's workload policy is
being strictly implemented and accurately reported. By signature on the workload report
for each faculty member, the dean certifies that his/her responsibilities have been
executed.
2. It is the responsibility of the dean of the college to review all recommendations
from department chairs/program directors for exceptions to the standard workload and to
recommend to the Vice President for Academic Affairs their approval/disapproval.
Endorsements of exceptions must be made judiciously.
Provost and'Vice President for Academic Affairs-
1. It is the responsibility of the Provost and Vice President for Academic Affairs to
monitor the procedures for reporting and certifying faculty workloads.
2. It is the responsibility of the Provost and Vice President for Academic Affairs to
forward one copy of the faculty workload reports to the appropriate office for entry into
the University's data base and to have the original faculty workload reports filed for
possible future review.
3. It is the responsibility of the Provost and Vice President for Academic Affairs to
see that the Faculty Workload Report, Printout Number CMB 008, is prepared for review
and action by the Board of Regents of Stephen F. Austin State University.
President:
It is the responsibility of the President of the University to submit to the Board of Regents
the Faculty Workload Report, Printout Number CMB 008, for their review and action.
Source of Authority: Texas Education Code, sec. 51.401 et seq.; Board of Regents-
President; Provost and Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Provost and Vice President for Academic Affairs
Forms: None
Pll
Non Credit Continuing Education Continuing Education,
Outreach, and Public Service Programs A-32
Original Implementation: March 9, 1978
Last Revision: January 15, 2002JE//y 15, 2003
F Anrtjn Stnt? University's mieeion statement in
focus on vital commi
service mission to
•sity in this mission, the
Division of Contii
meet the educational 3idc the fn
)f individuc -Tfe
3 and sciences serves to
academic credit
offering non academic
:amps for personal
credit short courses, tfe
and professional
educational trav 4e
diting agencies; University
Out of State TravoI/Study); and other special activities.
I. Role and Scope
The Division of Continuing Educ
purposes (sec Policy A-36,
University for all
immistrative unit of the
(exceptions are not- for profit
ig education activities
is and for free and for
charge concerts, d-eerfe tH-Univorsity
must
mating from the
for Continuing Education Cc
ipter 51.3 i j, ecnntiiitulceQd,, iFc es
oard shall set the fee (for
continuing education)
to the institution of i
titution to recover the costs
rtiich have been awarded
legislative app
Education Code, may establish their
ipliancc with the Texas
with the approval of the Vice President fo
ion organization
Centralized continuing
education administration at the Unh
such efforts arc
financially self sufficient, and that th
feraity, state and
federal policies, procedures, and guidelines
A. Goals:
The overriding goals of the Division of Coi ling Education arc:
1. to provide life long lc
•esidents of the region
2. to make Continuing Edi
enlarge the Continuing Edi
l at SFA self supporting and to enhance and
igofthc University
3. to compensate instructc
economically worthwhile to b )lvod ii
possible level to make it
titinuing Education
B. Options:
P12
1. An activity for which SFA/CE dc
pay a registration fee to the sponsor. In such cases a univcrsit
participants do
jse fee will be
may bo levied.
2. An activity for which th
line item charges
Education. In sue
d by the Division of Continuing
/ill be assessed.
3. An activity for which th 46
(continuing educati lits). The Divisic
desires CEJJi
and not hav
be a co-sponsor
j ucq except to ceiti^
CEUs under University, state, and Southern Association
guidelines. A CEU certificate will be provided.
nty is eligible for
ge and Schools (SACS)
Rnch fifths j|| frP ri
conjunction with the Dc
4%y4h
>f Applied
tmg Eeducation in
fee schedules will be
filed with the Vice President for Academic Affair,
II. Responsibility
The Division of Continuing Education is responsible for:
A. anninting nny Hnpnrtmc>nt or individual in pla
tivity. (Exceptions to this
Academic Affairs.);
ig ana implementing a continuing
ranted by the Vie
^collecting and disbursing all funds involved in auch nctivitica and maintaining piopu
financial records in lino with focalic&nlntiono of the Uiii wwftyt P
ig a o>'otcm of atudent rccordo and preparing transcripts where applicable for
professional compl
D. meeting the guidcli
ificatcs for CEUs;
Coordinating Board, and the South
lbliohodbyth Education
)f Continuing Education Unite (CEIL,).
chools in the
HI. Procedures
Those procedure
Division of Continuing Education.
A. Should the person in ch
through the
must submit an "Activity Re 4e
ty member, he/she
college dean (i
Division of Co
. ^ . jprovai oy me rcspccti\ro department c^h.a.i^r,,
irectly is related to academic discipline of employment), and the
ducation. If tho activity is outsido one's academic discipline a
vitn miiot bo submitted ctating qualifiJutiun- to dirocTuit piupc>s^Z^
P13
B. Should the person in charge of an activity be a University employee, but not an
academic faculty member, he/she must submit an "Activity Request Form" along with a
resume or vita stating qualifications to direct the proposed activity for approval by the
respective department chair, manager, or administrator, and the Division of Continuing
Education.
C. Should the person in charge of an activity not be a University employee, he/she must
submit an "Activity Request Form" along with a resume or vita stating qualifications to
direct the proposed activity for approval by the Division of Continuing Education.
D. Should the activity be a camp, a list of organizers must be provided along with their
qualifications to direct such an event. An "Activity Request Form" must be submitted for
approval by the Division of Continuing Education.
The activity request shall receive timely consideration and approval if it meets the criteria
for outreach/continuing education as established by University, state, and/or SACS. The
applicant will bo contacted if changes are proposed or necessary. Issues of pricing,
timing, market, instructor credentials, space availability, and academic compatibility are
issues to be reviewed.
When the activity request is approved, the person in charge of the activity should plan
with the Division of Continuing Education as to the services needed. Services include,
but are not limited to:
1. Designing and printing of the brochure/program
2. Mailing and advertising
£t—Securing facilities
4. Conducting pro registration
5. Collecting fees
6. Conducting on-site registration
3-.—Securing equipment, materials, and supplies
8. Providing official registration and attendance forms
0. Granting of CEUs
10. Acting as fiscal agent of event/activity, including:
a. Purchasing
b. Payments
c. Receipts
d. Accounting
e. Stipends
f. Payroll issues and compliance
E. Travel
1. All organizers of non academic travel activities offered through the Division of
Continuing Education must file an "Activity Request Form" with the Director of
Continuing Education. The organizer will list on the form the stated objectives of the
travel activity, showing goals that are compatible with the University and the Division of
Continuing Education.
P14
2. The agreement with the travel ag shall contain a clause that
specifics that trans rtafi 44ee4-
carrier and not the L ity. Model
ices arc the responsibility of the
ay be obtained from the Director of
Continuing Educatioi *-
3. All other considcrati
be attached to the "Activity Request Form.1
principal focus arc found
Policy A-36, Out of State Travel/Study.
IV. Fiscal Considerations
The following items shall apply to the fiscal cities under the Division
of Continuing Education, which must be self supporting:
A. Fees: Registration or lli fees shoulc level tc
activity and include rca*
o cover the cost of the
head of the Division.
B. Material and supplies: R< ry materials and supplies must
be submitted to the Division of Cc ocessing. All purchasing
requisitions shall d federal k id regulations regarding
competitive procurement. If i , an IDT will be processed
to reimburse the department for the expense.
C. Promotion: As soon as the a quisitions for printing, activity
advertising, and public
rity is apprc
should be sub
Education for process
-E
competitive procui it. The D
ivision of Continuing
regulations regarding
nil contact Purchasing
and the Office of Public Affair ibehalf of th
>n win contact run
ny activity with a general
audience appeal will -fee-fe spaper advertising.
D
b setting the registration fee.
:oots, including
Every event is intended t< de suffi
stipends, benefits
occur, the event will be
canceled. Under sc
enrollment if the instrucU duced
ay be conducted with insufficient
ipend (the intent is to recoup other
expended funds on creating the event).
E. Stipends: The basis and rate of pay 1
instructor of an activit ifinnod
the coordinator or
agreement. Depending on the
nature of the activity 4* ly instructor fee with some
nay bo made to instructors, preparation
coordinators,
iblishod in advance in
the "Activity Request Form".
The Division of Continuing Edi
regulations regarding
fill folk rersity, state and federal
n to those involved with the
activity. Determinate rill bo made
University, etc., and
nt contractor, employee of the
niversity employees arc
subject to payroll fa
appropriate. Part time
P15
employees arc subject t(
retirement contributi
ippropriatc deductions, i.e., state
!S or public school systems.
F. Financial Records: Ai and all expenses paid, the
3tatemont for the activity. A
Division of Contii Educati
copy will be furnished to the p
income before
of surplus/deficit (net
rdinator. All fiscal policies
of the University will be followed
payments will be made ir <k
p p essing. Request for stipend
nth University procedures.
G. Facilities: Dedicated for tho Di g Education consists of
offices located at 511 E. Colic d R 121, Liberal North. All other facilities
must bo arranged wit iitional clean-etc.
be required, those should be included
up, repairs,
continuing education
activity.
The Division of Cc
facilities.
H. Refunds: The folk
ict for non University
rfund policy shall be publis ist once each fiscal year
and distributed to the participants upon request.
1. Registrants who withdraw- pPr ior to b ming ot the activity will receive a refund
minuo a processing foe ($100 or loaa, q 10% foo; over $100, q 5% fee)
2. Mo refund will be granted after the activity begins.
3. Should tho nrtivity Ua kneeled bv the Division of Con
refund will bo given.
A. Substitutes for rcgia
ling Education, a full
treats is received by the
Division prior to the start of tho activity.
5. Whon activities include meals tho cn^t r also bo deducted from
the refund ifnotic )f the beginning of an
6. Under special circumstt ^fundablc deposits may bo required.
7. With less than ty may be postponed, rescheduled
canceled.
I. Audio visual Equk nust bo requested from tho
Division of Cc -E& fee schedule will bo usod to
determine actual cost of i be replaced. Thoso
charges are in addition to the Continuing Education ovcrhoad percentage.
V. Income and Expenditure Distribution
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A. All Continuing Educ
1. Division of Conti
tivitios distribute revenue as follows:
by the activity
Instructor/coordinator stipend is set by a letter of jy a iciicr or agreement
3. Materials/supplies arc itemized at actual expense
A. Advertising/promotion is set at $10 plus actual expense
5. Production is itemized at actual expense
6. Other costs arc itemized according to a s< :hedule of actual expense
B. Facility Use Fees:
A facility use fee mav
facilities, equipment, or staff.
C. Deposits:
The Division of Continuing E<
?r the use of state
of expected activity
ty/guarantoo deposit of 10%
r. The security deposit is
required for, but not limited t<
shall be paid six month
)0, and
sit, minus ai 4-
ty date. The security
>e months prior to
the activity. Canccllatic
rfeits refund of the
deposit. Upon completion oft
obligations. The Dii
app fard financial
activities. University
ty deposit for individual
ty/guarantec deposit.
D. Prc Payments and Advances:
1. Some activities mav rcquir
registration. Rcgistratk
2. In the event an instructc
ipleto upon receipt of payment.
ion foes to confirm
from an activity, and it is dctc
on expected income
ie activity and the final
expense report, that the instructc
amount of the ovei
ipensatcd, the full
Education within 15 days.
ion of Continuing
Role and Scope of Continuing Education
Stephen F. Austin State University has a stated mission that includes a significant
responsibility for vital community and professional outreach programs to the populations
P17
and constituencies it serves. This task is met by offerings from throughout the University
with outreach and special learning opportunities other than academic degree programs.
Continuing education is a University-wide mission, whose purpose it is to support the
public service responsibilities of the University. Colleges, departments, programs, units,
or individuals employed by the university who offer continuing education related
activities must adhere to the principles of this policy. Individuals not employed by the
university may seek sponsorship through the University for offering continuing education
activities by following the principles of this policy.
Definition
Continuing education is an organized event sponsored by a unit of the university that
provides non-academic credit activities for the participants such as enrichment
experiences, workshops, short courses, certificate courses, training, life-long learning,
leisure learning, camps or travel. A reasonable fee should be charged for these activities
in an amount sufficient to permit the University to recover the cost of providing the
course.
Responsibility for Continuing Education at the University
The individual colleges and/or divisions of the University headed by a vice president will
have administrative and programming responsibility for all activities that conform to the
definition of continuing education.
Should programs by outside groups be co-sponsored by any college or division of the
University, then all fees must be received directly and accounted for by the regular
University accounting procedures. Otherwise, the program may not bear the name of the
University or any college, department, or division as sponsor or co-sponsor.
General calls, inquiries, and questions coming to the campus about continuing education
activities will be routed to the Office of the Associate Provost for referral to the
appropriate college or division of the University.
The University will maintain a schedule of announced continuing education programs on
a web site. It will be the responsibility of each unit or division to assure that all
scheduled continuing education programs are listed on the web site.
Awarding Continuing Education Units
When programs result in the awarding of Continuing Education Units (CEU's) it is the
responsibility of the unit of the University sponsoring the continuing education program
to meet the most current guidelines established by the Texas Higher Education
P18
Coordinating Board and the Southern Association of Colleges and Schools relative to the
awarding ofCEU's.
It is the responsibility of the originating unit to establish a transcript and keep the CEU
records on file for the appropriate period of time.
Fiscal Responsibilities
The colleges, departments, divisions, units and persons who offer activities that conform
to the definition of continuing education must comply with all applicable University
policies and procedures and state and federal regulations. Some of the policies that
apply relate to the following areas: collecting and disbursing funds, authorizing refunds,
authorizing payroll or stipend items, purchasing equipment or supplies, reserving rooms,
purchasing food or beverage, printing, using media marketing, engaging transportation,
security and accounting for all funds associated with the program including a surplus or
deficit.
Facilities for Continuing Education
Facilities for accommodating a continuing education event must be reserved in
accordance with University Policies B-lUse of University Facilities, and B- 2Academic
Space for Non-Academic Activities. Academic programs will always be given priority for
the use of University facilities.
Source of Authority: Board of Regents, President, Provost and Vice President for
Academic Affairs, Texas Education Code Section 54.545
Cross Reference: ikmePolicy B-lUse of University Facilities and Policy B-2Academic
Space for Non-Academic Activities
Contact for Revision: Provost and Vice President for Academic Affairs
Forms; Antmity Pnmlfot- nn(j Approval Form rAvm!-^'- •- +»-- ™.-..:.- *■„ ,_. .
Education) W (Available inthn Divioion ufCunUnumg
P19
Residence Requirement A-55
Original Implementation: January 25, 2000
Last Revision: Hem-July 15, 2003
The term "In residence" includes all of the following types of courses: on-campus; off-campus;
distance education; field -based; practicum; internship; and for the master's
degree, thesis courses. Extension courses are not considered in-residence and do not
count toward residence requirements. Only courses offered by SFASU may be counted
toward in-residence requirements.
Undergraduate Degree Programs
Undergraduate degrees require a minimum of 42 semester hours in-residence, 36 of
which must be advanced work (300-499).
First majors consist of at least 30 semester hours but not more than 36 hours and must
include at least 18 hours advanced work. At least 12 of these advanced hours must be in-residence.
A second major must consist of at least 24 semester hours, of which 12 must be
advanced, in-residence courses.
An academic minor consists of from 18-23 semester hours with at least 9 hours of
advanced courses, six of which must be in-residence.
Masters Degree Programs
Masters degrees require a minimum of 24 semester hours in-residence, including at least
half of the work in both the major and the minor.*
Advanced Graduate Studies courses (575 and 576) may be counted toward residence
requirements.
Doctoral Degree Programs
Doctoral programs must include a sufficient amount of residence courses on the main
campus to equal a minimum of one academic year of study.
♦Adoption of this policy revokes the existing policy that a minimum of 12 gomofltcr hom,
be completed on campusr
Source of Authority: Provost and Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Provost and Vice President for Academic Affairs
Forms: None
P20
Graduate Student Orientation and Advisement A-61
Original Implementation: October 31, 2000
Last Revision: Neae/w/y 15, 2003
Academic departments offering graduate programs should provide all of their graduate
students, both fiill-time and part-time, with a systematic, effective program of orientation
and academic advising. All students are to be assigned a graduate faculty member as an
advisor to direct the student during his or her program of studies. The responsibility of
the advisor will include but may not be limited to:
*providing or arranging for an orientation to departmental organization, administration,
key personnel, facilities and procedures;
♦directing the student to University resources, guidelines, procedures, and policies which
may affect the student s graduate experience;
♦informing the student of the program s relationship to the college, university, and
external agencies;
♦providing an orientation to the registration process, including dates, procedures, early
registration, restrictions, and other information;
♦advising the student on degree requirements such as core or required courses, proper
sequencing of courses, minimum credit hours, minimum grade-point averages, removal
of withheld grades, thesis vs. non-thesis option, transfer courses, and time limits for
completion of degree programs;
♦advising the student on Graduate School requirements such as admission to candidacy,
maintaining good academic standing in the Graduate School, comprehensive
examinations, thesis approval procedures, thesis/exhibition/dissertation examinations,
and policies and procedures relevant to taking (and retaking) comprehensive or thesis
examinations;
♦providing the student with an explanation of academic honesty in the classroom and in
research;
♦advising the student on his or her rights and responsibilities and pointing out the process
of appealing decisions and/or the actions of others; and
♦assisting the student with the process of applying for graduation and completing all
documentation required for graduation.
Departmental orientation and advising programs must be appropriately evaluated and
included in the annual departmental assessment report, including information on how the
results of the assessment will be used to enhance effective assistance to students.
Source of Authority: Provost and Vice President for Academic Affairs
Cross Reference: Current Graduate Bulletin, Graduate Student Handbook, Student
Handbook
Contact for Revision: Associate Vice President for Graduate Studies and Research
Forms: None
P21
editing a Course - Tuition and Fees
Original Implementation: October 18 1980
Jl Revision: A«g«*4^eeft/u/y IS, 2003
onandfeesforaudiung^
Source of Authority: Board of Regents
Cross Reference: General Bulletin
Contact for Revision: Ks^Vice President for Business Affairs
Forms: None
P22
Theck Cashing C_6
)riginal Implementation: September 1, 1988
ast Revision: Auguot I, 2000 July 15, 2003
he Business Office in the Austin Building and the Bookstore in the University Center cash
leeks for faculty, staff and students with a University I.D. The check cashing limit is fifty
ollars ($50) per day. If an extenuating circumstance exists in which a student or employee needs
• cash a check in excess of $50, authorization must come from the Controller, the Bursar in the
usiness Office or the Bursar's designee, or the Manager or Assistant Manager in the University
ookstore. Checks returned to the University for insufficient funds, payment stopped, or account
osed will be collected by CheckMate. Any fees for collection charged to the University by
heckMate will be assessed to the individual. The University reserves the right to refuse
'.rsonal checks from individuals who have a history of bad checks as recorded by CheckMate.
lie University Business Office and Bookstore are not authorized to cash checks which are
sbursed by the University, (i.e., payroll checks, travel checks, etc.) except when used as
lyment on the payee's account.
nployees with a history of returned checks may be subject to disciplinary action.
►urce of Authority: Vice President for Business Affairs
ross Reference: Nene C-35 Returned Checks
intact for Revision: University Controller
irms: None
P23
Memberships C_I7
Original Implementation: September 1, 1982
Last Revision: January 15, 2002July 15, 2003
All memberships are held in the name of the University. Memberships that clearly relate
to the University as a whole may be paid from the University's Institutional Membership
account, subject to available funding and President's approval. Memberships relating to
specific departments or functions are funded from departmental or college accounts.
Requests for approval of memberships are processedGubmittod electronically on Purchase
Requisitions (available at httpG://apQchc.Gfaou.cdu/sfa_forms/purchaflo_roq.Ghtml). Such
requests arc processed through the online Financial Records System (FRS) using
Requisition Type DM . Memberships to be funded from the University's Institutional
Membership account will be routed through administrative channels to the President.
Those to be funded from departmental or college accounts will be routed through
administrative channels to the appropriate vice president (or the President).
Source of Authority: Texas Government Code, Section 2113.104; President; Vice
President for Business Affairs
Cross Reference: Purchase Requisition, Policy C-30
Contact for Revision: Director of Purchasing & Inventory
Forms: Purchase Requisition (available at
https://apache.sfasu.edu/sfa_forms/purchase_req.shtml)
P24
Purchase Requisition c_30
Original Implementation: Unpublished
Last Revision: October 23, 200Uu/y 15, 2003
Specific requests by a department to purchase goods or services begins with the
completion of a "Purchase Requisition" that must be approved by the account manager or
his/her designee.
The purchase of highly technical items may require special assistance from the end user
In such cases it is the responsibility of the end user 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 state on the "Purchase Requisition".
Items that can be purchased from the same vendor should be grouped on the same
requisition.
Requisition processing within the Purchasing Department differs depending upon source
of funds, dollar value, and the type of good or service being acquired. Requisitions will
usually be processed into purchase orders within one day to six weeks. See Policy C-7
Best Value Procurement.
The "Purchase Requisition" 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 Software Manual. Contact the Purchasing Office for more
information if you do not currently have this access. Copies of the manual and on-line
registration for training are available at
ww-sfasuxdu/pmchasmg/traimngMml.purchasing/index.htm?menu=4
2. Hard-copy Requisitions are available through the ITS Forms Server at the following
URL: https://apache.SFASU.EDU/sfa_forms/purchase_req.shtml. Obtain appropriate
signatures. Mail or fax the completed requisition to Purchasing.
If a second page is required to list all items being ordered, you may create another
"Purchase Requisition" noting that it is a continuation or attach additional pages noted as
a continuation.
Source Of Authority: President; Vice President for Business Affairs
Cross Reference: Policy C-7, Best Value Procurement
Contact For Revision: Director of Purchasing and Inventory
Forms: ITS Forms Server: https://apache.SFASU.EDU/sfa_forms/purchase req shtmU
Boot Value Procurement
P25
Returned Checks C_35
Original Implementation: September 1, 1987
Last Revision: January 28, 2002 July 15, 2003
Checks presented to the University will be verified through CheckMate, a check
verification service, prior to acceptance. The University reserves the right to refuse
personal checks from individuals who have a history of bad checks as recorded by
CheckMate.
Checks returned to the University for insufficient funds, payment stopped, or account
closed will be collected by CheckMate. The Business Office shall assess a twenty dollar
(S20) fee plus applicable sales tax for each such check. These checks may be collected by
CheckMate or Other collection service. Applicable collection charges assessed will be
charged to the student's account. In certain instances, checks will be turned over to the
county attorney for collection.
Employees with a history of had checks may he subject to disciplinary action.
WEBCHECK
Checks processed through WebChcck and returned to the University for insufficient
funds, payment stopped, or account closed, will be collected by the University. The
Business Office shall assess a twenty dollar ($20.00) fee for each returned check. The
amount of the returned check and the twenty dollar ($20.00) fee will be charged to the
account of the individual.
When three (3) checks have been returned to the University for insufficient funds,
payment stopped, or account closed, the University will no longer accept checks from
those individuals through WebCheck.
Source of Authority: Federal Fair Debt Collection Practice Act, 15 U.S.C.A., sees.
1692-1692o; Texas Debt Collection Act, V.T.C.S., arts. 5069-11.01 et.seq.; President;
General Counsel; Vice President for Business Affairs
Cross Reference: HemC-6 Check Cashing
Contact for Revision: General Counsel, University Controller
Forms: None
P26
Special Purchases0 C-36
Original Implementation: Unpublished
Last Revision: October 17, 2002Ju/y 15, 2003
The following items require special consideration for proper processing:
1. Advertising copy (radio spots, newspaper ads, billboards, etc.) should be
submitted to the Director of Public Affairs for approval prior to release. See
Policy D-39 University Publications
2. Account Types Purchasing generally views the distinction between types of
accounts as follows:
lxxxxx (except for the 17xxxx series) - State Appropriated Funds;
Purchases must relate directly to the educational purpose of the
University.
17xxxx; HEAF and Instructional Capital (IC) - These funds are
allocated for the purchase of equipment only. Books and videos
may also be purchased with HEAF and IC.
2xxxxx; Designated Funds - The use of these funds is designated
by the University. Purchases must relate to the educational purpose
of the University or be of benefit to the University department.
3xxxxx; Auxiliary Funds - The use of these funds is related to a
University business type enterprise.
4xxxxx; Restricted Grant Funds - These funds are limited to the
purpose and restrictions of the grant.
5xxxxx; Gift Funds - These funds are restricted to certain
departments or specific purposes, and include discretionary funds
from which purchases are made at the discretion of the Account
Manager.
09xxxx; Agency Funds - Purchases cannot be initiated on a
requisition. See Policy C-01.2 Agency Accounts for detailed
information about the use and disbursement of funds from these
accounts.
3- Consultant Contracts. The rules are numerous and complicated. Review the
Professional and Consultant Services Policy. C-4S. carefully before making any
commitment on behalf of the University.
4* Purchases from Employees. Any payments for SERVICES made to a current
employee or an individual employed during the past 12 months is to be submitted
on an additional compensation request form. Any purchase of GOODS from a
P27
current employee must be submitted through the requisition process and must
comply with Policy C-27 Purchases from Employees,
5. Entertainers. See Professional Services.
6. Food Purchases. All purchases of food must be submitted on a Purchase
Requisition and must be certified by the account manager in accordance with
Policy C-13 Food Purchases.
7. Guest Speakers. Lecturers. Instructors, Artists. Musicians. See Professional
Services
8. Insurance. Purchase of insurance is to be submitted on a Purchase Requisition.
Specific insurance requirements should be brought to the attention of the Safety
and Risk Management Officer.
9. Lease of Real Property. The rental or lease of real estate requires approval of the
Vice President for Business Affairs. State funded rentals or leases require
approval of the Facilities, Construction, and Space Management Division of the
General Services Commission. Such issues as access to the handicapped, fire
safety, and the availability of other space on a competitive basis will be
considered.
10. Memberships in professional organizations require approval by the appropriate
vice president and or the President. Memberships are to be submitted on a
"Purchase Requisition". See Policy C-17 Memberships.
11. Moving Expenses may be made by direct pay to the vendor or reimbursement to
the University employee. See Policy C-21 Moving Expenses)
12. Printing. University Printing Services is to be utilized to the extent possible for
printing and duplication. All official University publications require editorial
approval prior to printing regardless of the source of printing services. See Policy
D-39 University Publications. All printing requires competitive bids, regardless of
the dollar amount, if using state funds.
13. Professional Services. Review the Professional and Consultant Services Policy
C-45 carefully before making a commitment on behalf of the University.
14. Proprietary Purchases. Purchase requisitions which are submitted for items to
be purchased for a single brand and/or from a single vendor shall include a Sole
Product/Sole Source Justification Form, which is available from the Purchasing
Department. See Policy C-26 Proprietary Purchases.
15. Radioactive or Radiation Producing Materials or Equipment. All "Purchase
Requisitions" for radioactive or radiation producing materials or equipment must
be identified by completing the on-line purchase requisition with Requisition
Type 'DR\ See Policy D-27 Radioactive or Radiation Producing Material or
Equipment.
P28
. Used Equipmenf The purchase of used equipment requires additional
aperwork orde fil S Pli C
Equipment or Supplies
qp he purchase of used equipment requires additional
paperwork be completed for the order file. See Policy C-29 Purchase of U ed
Suppli —"
Jr ^ G(;Vfrnment Code' ™e ">, Subtitle D. Chapters 2151
££!£S? App.-opnat.ons Act; Board of Regents; Vice President
*««Radioactive °>- Rad^»" Producing Materials or Equipment.
Contact for Revision: Director of Purchasing and Inventory
Forms: Purchase Requisition (See Policy C-3Q Pureh^ R^ni^y state of Texas
P29
Withdrawal Without Financial Clearance C-39
Original Implementation: October 26, 1978
Last Revision: August 1, 200O////v 15, 2003
Any student who withdraws from or otherwise leaves the University without clearing
his/her financial record, i.e., without having returned borrowed books and equipment
paid any outstanding University traffic fines, and settled other financial matters with the
University, will be subject to the following sanctions until such time that the record is
ClCHrCCK
1. The student will not be permitted to re-enroll.
2. The student will not be eligible to receive an official transcript of academic work
completed.
3. The student will not be issued a diploma.
PROCEDURES FOR IMPLEMENTATION
1. When a student withdraws, notification will be sent by the Registrar to:
(a) the instructor of each course in which the student has been enrolled,
(b) the dean of the appropriate academic college, and
(c) the Business Office.
2. Each department in which the student has a financial deficiency will contact the
student in an effort to clear their part of the student's financial record.
3. All deficiencies which persist will be reported by the affected department so that the
Registrar can implement the sanctions specified in the policy.
4. When a student leaves the University without officially withdrawing and has not
cleared his/her financial record, the affected department will implement steps 2 and 3
as outlined above.
Source of Authority: Provost and Vice President for Academic Affairs and Vice
President for Business Affairs
Cross Reference: General Bulletin, Graduate Bulletin
Contact for Revision: Vice President for Academic Business Affairs
Forms: None
P30
Year-End Purchasing c 4Q
Original Implementation: April 5, 1984
Last Revision: October 17, 2001/uIy 15, 2003
The State fiscal year is September 1 through August 31 and the following rules and
regulations apply to >xw-end-e*yeaHEO¥» transaction processing.
Consumable/expendable supply items are to be charged to the fiscal vear in which they
are delivered. The cost of consumable supplies ordered in one fiscal year and deliv red in
he next fiscal year may be charged to the prior year only if the following conditions
exist:
1 • delay causing delivery in the later fiscal period was beyond control of the agency;
been expected to occur durin« the fiscal
/w/7/ ?* ^ C°nSUmed durin« thc fiscal *" in ^«h it was r had delivery occurred as originally anticipated.
Services are to be charged to the fiscal year in which they are delivered.
Capital equipment fw Wvpypnnriitnrn<; arc to be charged to the fiscal year in which
occur exists. (General Appropriations Act has been signed by the Governor) and payment
is not made pnor to September 1 of the new fiscal year. Payments under a lease
purchase agreement are to be charged to the fiscal year in which the payment is made.
Advance payment uf Subscriptions, maintenance contracts, nost nff,re box rental.
^5*mmCg and surety or honestLbonds are chargeable to the fiscal year in which they
wbsenpjieihbegins and may be paid in full from that fiscal year regardless of whether
the purchase covers more than one fiscal vear. P^n-tivr pnyinrnt. ih.ilIi Li lI.l In ..
nf fl finr^l y»nr mny fo proratcc} hnfvvrrn t'hn t,.i , H, I r"^". "•""-"- aut-'1 "1U UUi,U
, . . p ~^utlMUU ine lwo nocai years.this rule supercedes other
rules relating to consumable items, services, or capital equipment.
Seminar and conference expenses related to conducting or attending the same are to be
paid from the fiscal year in which the seminar or conference occurs, unless it is
determined to be cost-effective to use current fiscal year funds to pay for conducting or
attending a seminar or conference that will occur partly or entirely durin* a diZen
P31
Utility services are to be charged to the fiscal year in which the service is provided
except that a prior fiscal year may he used to pay for September services of the next fiscal
year. This rule supercedes other rules relating to consumable items, services, or capital
equipment.
A combined purchase of at least hvo consumable items, services and capital assets should
jollow the year-end rules according to the dominant purpose of the contract.
A contractual option that is exercised for the purchase of a consumable item service or
capital equipment should follow the year-end rules according to the good or service 'for
which the option is exercised.
Each spring, the Purchasing Department notifies University departments of annual
deadlines to allow compliance with state deadlines and to allow adequate order
processing time for current year orders. Once a deadline has passed, orders received after
that date will be processed against the new fiscal year unless one of the above vcw-endEQX-
rules applies.
Requisitions received prior to a deadline date will be processed on current fiscal year
funds unless properly identified as a next fiscal year requisition following these
instructions^
a. On line requisitions should follow the instructions provided through the eAirchasin*
4Z,ist-serv. " &
b Dopartmonlfl submitting hard cop> requisitions flhoulJ mnlco a notation such a, TYxx
FUNDS on the face of the requisition.
Source of Authority: 34 TAC, Part 1, Chapter 5, Subchapter E, Rule 5.56; President;
Vice President for Business Affairs
Cross Reference: None
Contact For Revision: Director of Purchasing and Inventory
Forms: None
P32
Computer & Network Security D-8.1
Original Implementation: January 24, 1995
Last Revision: October 31, 2000Jz//v Jx 2003
Purpose
To establish conditions for use of. and requirements for appropriate security to cover
University computing equipment and networks. Computing equipment is defined to
include desktops, laptops, servers, handheld devices and connected network equipment.
In order to comply with state requirements including the Information Resources
Management Act (TEX.GOVT CODE/2054) and Texas Administrative Code, Title I,
Part 10, Chapter 202, the Director of Information Technology Services (ITS) has been
assigned the role of Information Resources Manager for the University, and the
Department of ITS is tasked to ensure compliance, computers, available information
technology, and networks.
This policy is effective at all University locations or data centers and represents the
minimum requirements that must be in place. Individual areas that have computers and
networks may have additional controls and security, but they are in addition to this
Policy.
Responsibility
The University Computing and Telecommunications Advisory Committee is responsible
for the development of £A*niversity-wide policies, controls and procedures to protect the
«(/niversity network and information systems from intentional or inadvertent
modification, disclosure of confidential information, or destruction. The committee is
also responsible for education of the campus community in the ethical use of computer
information and network facilities.
Policy
/. Each Vice-President, Dean or Director shall designate individuals responsible for the
functions listed below. The same person may be responsible for one or more of these
functions, but, to ensure continuity, these individuals must be regular University
employees, not student employees. Each Vice-President, Dean or Director may
specify an individual or the Technical Support Group of ITS to perform these ditties,
and will inform ITS of their decision.
1- Computing Equipment Delivery and Setup — In order to establish a secure
configuration, these designees, who are responsible for accepting delivery of
any computing equipment, are expected to install the equipment and software
according to specifications and recommendations of the vendor and all state
regulations.
2- Maintenance and Technical Support — These designees are responsible for
providing technical support by troubleshooting daily problems, loading *
software applications, monitoring desktop security, applying patches and
updates as prudent after they are available from the vendor, and performing
P33
general maintenance on all computing equipment within their organizational
&cur'.tv and Password Management - Thesalesignees are responsible for
security and user access far all computing equipment within &
3uw7 i1"^} ?T Ck'SigtWeS Wi" maintain the administrator/root passnouis far local desktop units andwill be responsible for providing
"eTr^'CCeSS tofacili'ate rep*™- These designees will also coordinate
ecurt anTJZf , I™*""?' S?PP°n ^"^ in monito™8 desktop
tomtZ™%?T?gPa " anch'PCates ™ Prudent after they are available
^X^liZ^ Wi" HW* Wi'h ITSt° ™»^ersit
security
At each data center, npp.up.iuU> ^rurity jha
1. Protection of the privacy of confidential information;
2. Protection of information against unauthorized modification;
3. Protection of systems against unauthorized access and use.
Each organizational unit of Stephen F. Austin State University that maintains a local
laintain 9HelHI<'/uw* security'thc *ti**»ty-Univei*ity reserves the
I • Limit, restrict, or terminate an account holder's usage-
' flle« or system resoiirce *at may
^ff COmnntf f^ , im* ^^^ t0 PrOt^t the eisity computers, information, and networks.
and network facilities.
P34
The University shall not bo liable for, and the user assumes the risk of, loos of data or
interference with files resulting from the University's efforts to maintain the privacy and
security of the University's computer, information and network facilities.
Access to, and use of, computers and computer networks
IV. Individuals are expected to exercise responsible, ethical behavior when using the
University's computer, information, networks or resources. The University reserves
the right to limit, restrict or extend privileges and access to its resources
1. Access to some university University computer systems, accounts andinformation
resources is limited to designated individuals. Access is provided through the
establishment of an account. Issuance of passwords and designation of some computer
accounts must be approved in writing through the respective dean or director (or
designated representative) of the administrative unit. The unauthorized use of university
University computer systems, accounts and resources; the unauthorized use of another
person's computer account; and the provision of false or misleading information systems
are prohibited and will be subject to the sanctions described in this policy.
2. Each user is responsible for understanding and complying with the security rules of
University computer systems. Authorized users shall take all reasonable precautions to
prevent use of University computer systems by unauthorized persons, policy on
Acceptable Use of Information Resources (F-40)
3. Use of another person's account or access to the university's computer system without
authorization is prohibited. Authorization shall not be given for anyone to use another's
account(s) unless such authorization is specifically requested in writing, and approved in
writing by the account owner and the respective dean or director (or authorized
representative) of the computer or network. The authorized uscr(s) of an account is (are)
responsible for all usage on that account. Account owners shall take all reasonable
precautions, including password maintenance and file protection measures, to prevent use
unauthid At l b d f h
p, g prev
of account by unauthorized persons. Account must only be used for the purpose for
which they wore authorized. Each user is responsible for understanding and complying
with the policy on Computing Software Copyright (D-43).
4. Users have tho responsibility to use available mechanisms and procoduros to protect
their own programs, programs in software libraries, and data. They also are responsible
for assisting in the protection of tho systems they use. Because the University permits
access to copyrighted data through the Public Internet, it is imperative that each user be
responsible for understanding and complying with the policy on Digital Millennium
Copyright (D-42). This means disciplinary action including termination of service may be
taken on any reported copyright infringements that have been investigated and
determined valid, (see www, arl orz/info/frn/copv/dmca. html)
5. Individuals programs, programs in software libraries, and data that belong to another
account shall not be accessed or copied without prior authorization from the account
holder. Individuals may not transport ouch files to other computer sites without written
permissioftr Computer systems provided by the University are reserved for use only for
University:related activities. (See Chapter 39 of the Texas Penal Code for provisions
dealing with the misuse of state property) The intentional deletion or alteration of
information or data of others, intentional misuse of system resources, and permitting
misuse of system resources by others is prohibited unless otherwise allowed in this
policy.
P35
6. Computer soft wan )tectcd b
University co
to or by usim
owner of the copyright. The software li
or contract with the
ne number of copies,
jimultancous us )ility of the individual and
department whic
software license agreement.
7. Because the University is
terms of the
for faculty, staff and
Copyright Act. This means students, it must coi Federal Digital Milk
disciplinary action including tc
copyright infringements that have b
-fee4ak
www.arl.org/info/frn/copy/dmca.hlmU
8. University coi
(Sec Chapter 39 of the Tc
en on any rep
d and determined valid, (sec
ported
d-fe ersity related activities
ll Code fo
property) The intci
intentional misus
ing with the misuse of state
n or data of others,
others is prohibited.
system resources by
0. Individuals aware
compromise of compute
)fany breach of info or network security, or
ions to the dean or
director (or designate<
incident occurred.
The data centc
?nts as appropriate.
Sanctions for policy violations
Violation* of any provision of this policy may result in but are not limited to:
(i) a limitation on a user's access to some or all University computer systems, (ii) the
initiation of legal action by the University, including, but not limited to criminal
prosecution under appropriate State and Federal laws (See Chapter 33 of the Texas Penal
Code), (m) the requirement of the violator to provide restitution for any improper use of
service, and (iv) disciplinary sanctions, which may include dismissal. Applicable
University discipline and/or discharge policies will be followed in the imposition of
sanctions related to a violation of this policy.
Many academic courses and work-related activities require the use of computers,
networks and systems of the University. In the event of an imposed restriction or
termination of access to some or all University computers and systems, a user enrolled in
such courses or involved in computer related work activities mav be required to use
alternative facilities, if any, to satisfy the obligation of such courses or work activity
However, users are advised that if such alternative facilities are unavailable or not
Jeasible, the users bear the responsibility for failure to complete requirements for course
work or work responsibility.
Course and work related access to lputers and computer networks
Many academic
networks and systc
termination of (
)fthoUr
the u.sisee ootf computers,
>f an imposed restriction or
systems, a user enrolled in
such cours may be required to use
alternative facilities, iff ourses or work activity.
However, uscn advised that if such alt facilities are unavailable or not
P36
feasible, the users bear the responsibility for fail
work or work responsibility.-
sments for course
fo^Busine^Affairf Provost/Vice President for Academic Affairs and Vice President
Cross Reference: ^University Policies. Acceptable Use of Information Resources F-
40. Computing Software Copyright D-43. and Digital Millennium Copvri°ht Policy D-4^
Texas Information Resources Management Act. Texas Administrative Code. Texas Penal'
Contact for Revision: <"""ipnting and Telecommunication
President for Business Affairs
Forms: None
dvisory Committee I 'ice
P37
Flag Display D-15
Original Implementation: Unpublished
Last Revision: April 18, lOOOJuly 15, 2003
On each University business day, Monday through Friday, a University police office, vv ill iaU
:ho United States, Texas, and University flags at the campuo entrance on North Street, prioi to
3:00 a.m. Flogs will be lowered by a University police officer after 5:00 p.m. each day. The
University Police Department will be responsible for ensuring that The United States and Texas
'lags are flying each day at the campus entrance on North Street. They will also ensure that the
'lags are appropriately lighted while flying at night. University Police will be responsible for
■ep/acing the flags when worn and for lowering the flags to half-mast when it is determined to fly
hem in such a manner.
:lags will be raised and lowered for football games on two flag poles flagpoles at the south end
)f the stadium.
rlags will be raised and lowered for basketball games and other special events at the coliseum on
he four flag poles flagpoles. Determination to lower flags to half-mast will be made by the
?hief of University Police in conjunction with the University administration.
iourcc of Authority: Vice President for University Affairs
>oss Reference: None
Contact for Revision: Chief of University Police
onus: None
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Health & Safety D-17
Original Implementation: February 11, 1977
Last Revision: January 28, 2003Jz//vl5, 2003
I. PURPOSE
This document will establish for Stephen F. Austin State University the policy for
the protection of the University's human and material resources and the
maintenance of a safe and healthful environment complementary to the
University's needs and the accomplishment of its goals.
II. SCOPE
The intention of this policy statement is to create among all members of the
University community an awareness of and a commitment to an effective safety
program. The primary concern of this program will be the safety and well-being
of the students, faculty, staff and visitors. The program will be promoted through
training, identification of hazards, and initiation of loss-control measures aimed at
the overall reduction of accidents and risk.
III. COMMITTEE
Responsibility and coordination of various aspects of the University's safety
program is vested in the University Environmental Safety and Health/Radiation
Committee that reports to the President of the University. The Committee will be
composed of the Hazardous Materials Officer, the Chief of University Police, the
Radiation Safety Officer, and other faculty and staff members appointed by the
Vice President for Business Affairs. The Director of University Health Services,
the University Safety Officer, and the Assistant University Safety Officer acting
as the Workers Compensation Representative are ex officio members.
IV. COMMITTEE RESPONSBILITIES
A. Will meet quarterly or at necessary intervals.
B. Act as a clearinghouse and consultative organization for the University safety
and health problems.
C. Act as liaison between the University and the State Employees Workers
Compensation Division of the State Office of Risk Management.
C. Act as an advisory body reporting to the President on the status of the
University's safety control activities.
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V. The Occupational Safety and Health Program for Texas State Agencies, published
by the State Office of Risk Management, is the program document for the
University's safety program except as noted below. Responsibilities are assigned
to individuals at appropriate levels of authority and expertise as follows.
A. The responsibility for physical safety, fire protection, occupational health, and
engineering controls is assigned to the University Safety Officer, who reports
to the Vice President for Business Affairs. The University Safety Officer will
assume the duties of Accident Prevention Coordinator. The Assistant
University Safety Officer acting as the Workers Compensation Representative
associated with the State Employees Workers Compensation Division of the
State Office of Risk Management shall report to the University Safety Officer.
B. The responsibility for radiological safety, including the purchase, transportation,
use, storage, and disposal of radioactive materials is assigned to the Radiation
Safety Officer who reports to the Hazardous Materials OfficevPresident of the
Universityr-The Radiation Safety Officer will assume the responsibility for the
Radioactive Materials Management Program to assure compliance with the
conditions of the license/registrations issued by the Texas Bureau of Radiation
Control, Texas Department of Health.
C. The responsibility for control of hazardous materials, including use, storage, and
disposal of regulated hazardous materials, as well as the responsibility for
compliance with the Texas Hazard Communication Act, is assigned to the
Director of Hazardous Material Control who reports to the President of the
University.
D. The responsibility for campus security, traffic control, criminal investigation, and
civil order is assigned to the Chief of University Police who reports to the Vice
President for University Affairs.
E. The responsibility for the maintenance of the health of students and the initial
care of the faculty and staff members suffering from minor occupational
injuries or illness is assigned to the Director of University Health Services, who
reports to the Vice President for University Affairs.
VI. SUPPORT
In addition to the aforementioned and specifically-assigned responsibilities, it
shall be the general responsibility of all faculty and staff members to attempt to
recognize hazards in their areas of activity and to take positive action to reduce or
eliminate those hazards. Staff members shall be responsible for the education of
their employees and students in regard to proper job procedures and recognized
hazards before making task assignments.
VII. IMPLEMENTATION
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In all University activities and endeavors, safety is the first concern. The members
of the University community shall comply with all statutes, rules, regulations and
codes by which the University is bound. They shall also attempt to comply with
the spirit of any non-binding requirement which would further the University's
intent to provide and maintain a safe and healthful environment in which to work,
study, and live.
Source of Authority: President
Cross Reference: None
Contact For Revision: President, University Safety Officer
Forms: None
P41
Radioactive or Radiation Producing Materials or D-27
Equipment
Original Implementation: September 1, 1974
Last Revision: July 25, 2002July 15, 2003
The purchase, receipt and storage of radioactive or radiation producing materials or
equipment is closely monitored and controlled through the University's Radiation Safety
Officer. Individuals of various departments ordering radioactive or radiation producing
materials or equipment should follow the procedures outlined below with the assistance
of the Radiation Safety Officer.
Purchase of Radioactive Material/Radiation Producing Equipment
1. Radioactive Materials. No person may order radioactive materials unless authorized as
a designated user on the special or general license issued to Stephen F. Austin State
University pursuant to part 41 of the Texas Regulations for Control of Radiation,
Radioactive Materials License #L05191.
Prior to ordering radioactive material, it shall be the responsibility of the licensee or
authorized user to assure that appropriate storage facilities are available and radioactive
waste disposal procedures implemented. Such facilities and the procedures for disposal of
any radioactive wastes must have written approval from the University Radiation Safety
Officer, to insure compliance with the Texas Regulations for the Control of Radiation,
prior to the arrival of the radioactive material on campus.
AH "Purchase Requisitions" for radioactive material must be identified by completing the
on-line purchase requisition with Requisition Type 'DR\
The 'DR' Requisition Type will drive the requisition to the University Radiation Safety
Officer for electronic approval to assure compliance with license conditions before
processing by the Purchasing Department. The department will be responsible to contact
the University Radiation Safety Officer by phone or email and advise of the requisi//on
number that needs approval.
The Radiation Safety Officer shall be notified of the receipt of such materials by the
authorized user within eighteen (18) hours of receipt.
2. Radiation Producing Equipment. No person may order radiation generating equipment
unless he is authorized as a designated user on the special or general license issued
pursuant to part 41 of the Texas Regulations for Control of Radiation, Registrations
#R003844 and #Z00247L.
Prior to ordering radiation generating equipment, it shall be the responsibility of the
licensee or authorized user to assure that adequate facilities have been provided. Such
facilities and the procedures for use of the equipment and training for the users must have
written approval from the University Radiation Safety Officer, to insure compliance with
P42
the Texas Regulations for the Control of Radiation, prior to the arrival of the radiation
generating equipment on campus.
"Purchase Requisitions" for any equipment which produces ionizing radiation, including
but not limited to lasers, microwave generators, and x-ray generators of all types
including diffraction, fluorescence, medical, industrial, atomic absorption, etc., must be
identified by completing the on-line purchase requisition with Requisition Type 'DR\ The
'DR' Requisition Type will drive the requisition to the University Radiation Safety
Officer for electronic approval to assure compliance with license requirements prior to
processing by the Purchasing Department. The department will be responsible to contact
the University Radiation Safety Officer by phone or email and advise of the requisition
number that needs approval.
The Radiation Safety Officer must be notified of the receipt of such equipment by the
authorized user within eighteen (18) hours of receipt.
Receipt and Storage of Radioactive Materials
1. Storage of Sources of Radiation. Sources of ionizing radiation must be secured against
unauthorized removal from an authorized place of storage at all times during receipt,
delivery, and use on campus. See the University Radiation Safety Manual and the Texas
Radioactive Materials License, available from the University Radiation Safety Officer,
for details. The authorized users of radioactive materials and radiation generators are
designated on the Radioactive Materials License #L05191 and Registrations #R03844
and #Z00247L.
2. Procedures for Picking Up, Receiving and Opening Packages.
a. Only a person authorized by the RSO may pick up and receive radioactive
materials.
Im. Each authorized user expecting to receive a package containing radioactive
material must conform to the following procedures.
(1) If the package is to be delivered to Central Receiving by the carrier,
make arrangements to promptly pick up the package upon notification of
arrival. Central Receiving personnel must not re-deliver radioactive
material.
(2) If the package is to be picked up by an authorized user at the carrier's
terminal, make arrangements to receive notification of arrival. In such
cases the authorized user must promptly render a receiving report to the
Purchasing Department.
(3) If the package is to be delivered outside of normal working hours, the
authorized user must make arrangements to take delivery and survey the
integrity of the package on receipt.
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cb. Each authorized user who picks up a package of radioactive material from a
carrier's terminal must pick up the package expeditiously upon notification from
the carrier.
c/e. Each authorized user, upon receipt of a package of radioactive material, must
survey the external surfaces of the package for radioactive contamination caused
by leakage of the radioactive contents. The monitoring must be performed as soon
as practical after receipt, but no later than three (3) hours after the package is
received during the licensee's normal working hours, or eighteen (18) hours if
received after normal working hours. Notice that the radioactive material has been
received by the user must be sent to the University Radiation Safety Officer
accompanied by a completed "Radioactive Material Receiving Survey" form
within eighteen (18) hours of receipt.
t'd. If contamination is found on the external surface of the package, the
University Radiation Safety Officer shall be notified immediately at 468-6908 or
leave a message at 468-3606 or contact the University Police Department at 468-
2608. UPD maintains a list of radiation users to call in case of emergency and will
be responsible for contacting those persons.
Source of Authority: V.T.C.S., art. 4590f et seq.; 25 TAC 289.1 et seq.; President
Cross Reference: Purchase Requisition. Policy C-30: Special Purchases, Policy C-36
Contaet For Revision: Radiation Safety Officer
Forms: Application to Use Radioactive Material for Teaching or Research; Statement of
Training and Agreement with Policies; Non-Commercial Radioactive Material Shipment
and Receipt Form; Radioactive Material Receipt and Disposal; Radioactive Waste for
Pick-Up by the Radiation Safety Officer; Quarterly Inventory; Leak-Test and Inventory
Record; Legal Storage Placed - Building Maps. All Forms may be obtained from the
Radiation Safety Officer.
P44
itudent Conduct Code D-34.1
)riginal Implementation: January 1998
.ast Revision: July 25, 2002Ju/y 15, 2003
v student enrolling in the University assumes an obligation to conduct him/herself in a manner
ompatible with the University's function as an educational institution. To fulfill its functions of
nparting and gaining knowledge, the University retains the power to maintain order within the
Jniversity and to exclude those who are disruptive of the educational process. This code shall
pply to any and all land owned or leased by the University as well as to any location where a
tudent is engaged in an officially recognized University activity. Examples of such coverage
lclude, but are not limited to University teams traveling to events off campus, classes attending
eld trips, distance learning and satellite locations, clinical settings necessary for academic
rograms, experimental stations, farms, Pineywoods Conservation Center and the University
observatory.
lisconduct for which students and student organizations are subject to discipline falls into the
ategories below. Where such conduct also violates federal, state or local law, the student or
udent organization may be brought before the appropriate criminal and/or civil magistrate for
ijudication while at the same time be subject to the disciplinary proceedings of the University.
diversity proceedings may precede any actions taken by off-campus authorities. The
eterminations and any sanctions resulting from University disciplinary proceedings will be
idependent of any off campus adjudication. The following list of possible acts is either
rohibited by federal, state, or municipal law or by University rules or regulations.
Hazing (referenced in "Conduct Code" of the Policy and Procedures and General
egulations section of the SFA Web pages.)
tephen F. Austin State University is unequivocally opposed to any activities, on or off-campus,
/ individuals or organizations which endanger the mental or physical health or safety of a
irrently enrolled or prospective student for the purpose of pledging, being initiated into,
■filiating with or maintaining membership in any organization.
azing is defined as:
any type of physical brutality such as whipping, beating, striking, branding, electronic
locking, etc.;
any type of physical activity such as sleep deprivation, exposure to the elements, confinement
a small space, calisthenics or other activity that subjects the student to an unreasonable risk of
irm or that adversely affects the mental or physical health or safety of the student;
any activity involving consumption of a food, liquid, alcoholic beverage, drug or
bstance which subjects the student to unreasonable risk of harm;
P45
I. any activity that intimidates or threatens the student with ostracism, that subjects the student to
;xtreme mental stress, shame or humiliation or that adversely affects the mental health or dignity
>f the student or discourages the student from entering or remaining at the institution;
. any activity that induces, causes, or requires the student to perform a duty or task, which
nvolves a violation of the Penal Code.
uiy organization and/or any individual involved in any hazing activity will be subject to both
Jniversity disciplinary sanctions and criminal prosecution. An offense is committed by (a)
ngaging in hazing; (b) soliciting, encouraging, aiding or directing another engaging in hazing;
:) intentionally or knowingly permitting hazing to occur, or (d) having first-hand knowledge
lat a specific hazing incident has occurred and failing to report said knowledge in writing to the
)ean of Student Development Judicial Officer.
: is not a defense to prosecution of an offense that the person against whom the hazing was
irected consented to or acquiesced in the hazing activity.
enalties relative to criminal prosecution range from a fine of $1,000 and 180 days in jail for
lilure to report a hazing incident to a fine of $10,000 and two years in jail for an incident which
auses the death of a student. Further, an organization may be penalized with a fine up to
10,000 or double the expenses due to the injury.
enalties relative to University sanctions range from probation to suspension for any individual
Dmmitting an offense. Student organizations committing an offense may be placed on
diversity probation and are subject to withdrawal of University recognition.
anctioned Student Organizations
l compliance with state law, any student organization found guilty of hazing through regular
niversity disciplinary procedures will be listed for three (3) years in any University publication
Dntaining the hazing policy. The date in parenthesis following an organization s name indicates
le last year the organization s name will be included. Publication of a sanctioned organization
sgins as soon as possible with the next printing cycle of the particular University publication.
•elta Sigma Theta (December 2004)
appa Alpha Order (May 2005)
eta Phi Beta (December 2005)
Illegal Drugs
is the policy of Stephen F. Austin State University that any unlawful manufacture, possession,
>e or delivery of any controlled substance or illegal drug is strictly prohibited. Moreover, it is
e policy of the State of Texas and of this University that this institution will be as free of illegal
Tigs as it can possibly be. Therefore, in accordance with state law and University policy, any
P46
student who is determined, through the regular disciplinary procedures of the University, to have
violated this policy will be suspended from the University for no more than two years and no less
:han the remainder of the current semester.
3. Committing any criminal offense or other unlawful act under any federal, state, or
nunicipal law, including, but not limited to: a. arson; b. robbery; c. burglary; d. theft; e.
lisruptive activity; f. forgery; g. gambling; h. disorderly conduct; i. trespassing; j. possession of
itolen property; k. unlawful use, possession, or storage of firearms or unlawful weapons on
Jniversity property; 1. entering or remaining on campus after withdrawal of consent to remain on
:ampus; m. refusing to leave a University building closed to the public; n. possession of drug
mraphernalia.
k Unauthorized use, possession, or storage of explosives or ammunition on University
>roperty
•. Causing physical or psychological harm, or causing reasonable apprehension of physical
larm, to any person on University property or at University-sponsored activities. This includes,
►ut is not limited to, phone harassment, verbal or written threats, and physical and sexual
ssaults.
Making or causing any false report, warning, or threat of fire, explosion, or other
mergency on University property or at University-sponsored activities.
Interfering with fire, police or emergency service. This also includes failure to evacuate
Jniversity facilities or willfully disregarding any emergency or fire alarm signal.
Misusing or damaging fire or safety equipment on University property.
Interfering with normal University or University-sponsored activities, including, but not
mited to, studying, teaching, research, and University administration. Disruptions in
lassrooms or other instructional areas will be seen as interference with a University activity.
0. Violating the terms of any disciplinary sanction imposed in accordance with these
olicies.
1. Furnishing false information to the University.
2. Giving false testimony or other fraudulent evidence at any University disciplinary
roceeding.
3. Unauthorized alteration or use of any University documents or records.
4. Failing to comply with the directions of a University official, including University police
fficers and residence hall staff, acting in the performance of their duties.
P47
5. Violating any University policy, rule, or regulation. Such policies, rules, and regulations
lay include, but not be limited to, the residence hall contract, as well as those policies, rules, and
^gulations relating to the use of University facilities, handbills and petitions, solicitation, signs,
uest speakers, and parades and demonstrations.
6. Interfering with the freedom of expression of others on University property or at
Iniversity-sponsored activities.
7. Advocating, orally or in writing, the conscious and deliberate violation of any federal,
;ate, or local law. For the purposes of this section, "advocacy" means preparing the group
ddressed for imminent action and steeling it to such action, as opposed to the abstract espousal
f the moral propriety of a course of action.
8. Damaging, defacing, or destroying the property of others on University property or at
diversity-sponsored activities.
9. Damaging, defacing, or destroying University property, including, but not limited to,
uildings, statues, monuments, library and teaching materials, memorials, trees, shrubs, grasses,
id flowers.
0. Wrongful utilization of university goods, services or information including, but not
mited to, unauthorized possession or use of University keys, security codes, long distance
hone access codes or calling cards, cable service and sale or use of University property for
ersonal gain.
1. Improper use of student identification card. This includes allowing use of card by another
> obtain services such as, but not limited to meals, event admission, and library services.
2. Unauthorized or illegal use of alcoholic beverages or products on University property or
: University-sponsored activities, including, but not limited to, intercollegiate and intramural
:hletic events on University grounds and academic and administrative buildings. Housing
olicies dictate use of alcohol in residence halls and on-campus apartments.
3. Unauthorized use, possession, or storage of fireworks on University property.
4. Unauthorized throwing of any object in or from a University facility.
5. Littering on University property or at University-sponsored activities.
6. Unauthorized use of University computing equipment, services or facilities. Such
nauthorized usage may include, but not limited to, improperly accessing or altering academic or
iministrative records, and/or information contained in an instructional or research account,
arassment through e-mail, possession of unauthorized passwords, destruction of hardware or
Dftware, unauthorized copying of software, activities related to personal for-profit ventures
nrelated to the educational mission of the University or illegal activities.
P48
1. The unauthorized use of the emergency exit doors of the University shuttle buses. (Use is
ithorized in an emergency endangering the life and safety of passengers and driver).
\. Sexual harassment by a student of any member of the University community as
jlineated in Personnel Services under "Discrimination Complaints/Sexual Harassment" and
)iscipline and Discharge" of the SFA Policy and Procedures section of the SFA Web pages.
). Selling or distributing course lecture notes, handouts, readers or other information
ovided by an instructor, or using them for any commercial purpose without the express
emission of the instructor.
). Violating any rule, regulation, or law for which the University could be penalized
eluding but not limited to fire, safety, or environmental codes.
'. Disrupting the normal University community living environment to the extent that the
%hts and/or safety of others are denied.
>urce of Authority: Board of Regents, President, Vice President for University Affairs
ross Reference: SFASU Web Pages
antact for Revisions: Office of Student DevelopmentJudicial Office
>rms: None
P49
Leave of Absence (Faculty) E-29A
Original Implementation: September 1, 1981
Last Revision: October 17, 2002July J5. 2003
The University may grant a leave of absence to faculty, when departmental needs allow,
for the following reasons:
1. To pursue additional education or training for the faculty member which will
strengthen their performance in their position at SFASU.
2. To engage in research and writing directly related to responsibilities at SFASU.
3. To accept a similar position in a visiting capacity at another institution.
4. To accept a position outside higher education that is directly related to the
employee s professional field and has potential for enhancing their future
contributions to the University.
5. Health, following the use of all accumulated sick leave, when it is demonstrated
that at the end of the leave period the employee will be able to resume duties at
SFASU.
Leaves may be granted with the following conditions:
1. Requests for a leave of absence will be directed to the President of the University
through administrative channels.
2. No paid or unpaid leave will be approved for more than 12 months.
3. Requests for renewal of a leave may be considered when submitted in writing
prior to March 15.
4. Individuals who are not planning to return from leave to SFASU should notify the
department chair before March 15.
5. Individuals for whom a leave has been approved are responsible for making an
appointment with the University Benefits Manager to resolve all questions
regarding employee benefits.
6. Individuals on leave due to a personal serious health condition or to care for a
covered relation must contact their supervisor at least once each week, or as often
as requested by the supervisor, regarding the status of the condition and the
intention to return to work. The supervisor is responsible for reporting this
information to Human Resources. Additionally, the individual is required to call
Human Resources on the 1st and 3rd Monday of each month during their leave to
report their leave and/or return to work status
Employees on leave due to a Worker s Compensation claim must contact their supervisor
as least once each week, or as often as requested by their supervisor, regarding the status
P50
of the condition and the intention to return to work. Additionally, the individual is
required to provide a work status report to the University Safety Office from the treating
physician after each appointment. The Safety Office will provide a form to the physician
upon request. The employee is responsible for insuring the information is provided as
requested.
Emp 1 oyQQsEmphn-ees, who are recovering from a worker s compensation injury, are
concurrently on FMLA leave, and who have exhausted all accrued paid leave are in leave
without pay status (LWOP). These employees must make a written request from the
University President for a leave of absence (LOA) not to exceed a 12 month period from
the beginning of their leave without pay status. Except as provided for in the following
leave provisions, any extended leaves of absence without pay for a period of four and
one-half (4-1/2) months or more for faculty must be approved by the Board of Regents
upon the recommendation of the President.
Family Medical Leave - The Family Medical Leave Act (FMLA) will, in many
circumstances, entitle University employees with more than one year of service and who
have worked at least 1,250 hours in the last year, to request up to twelve weeks of
medical leave per year. Employees entitled to FMLA leave are required to use all sick
leave accrued while taking the FMLA leave.
Parental Leave - Employees with less than 12 months of state service or less than 1,250
hours of work in the 12 months immediately preceding the start of leave are entitled to a
parental leave of absence, not to exceed 12 weeks, if the employee uses all available and
appropriate sick leave while taking the parental leave. Such parental leave may only be
taken for the birth of a natural child or the adoption or foster care placement with the
employee of a child under 3 years of age. The leave period begins with the date of birth
or the adoption or foster care placement.
Foster Parent Leave - An employee, who is a foster parent to a child under the
conscrvatorship of the Department of Protective and Regulatory Services (DPRS), is
entitled to a leave of absence with full pay for the purpose of attending staffing meetings
held by the DPRS regarding the employee s foster child. In addition, the employee may
attend, with a paid leave of absence, the Admission, Review, and Dismissal (ARD)
meeting held by a school district regarding the child under the foster care of the
employee.
Emergency Leave
1. Bereavement Leave &emdash;: Regular employees will be granted bereavement
leave without a loss in pay when a death occurs in their family. For the purposes
of bereavement leave, family is defined as the employee s spouse, or the
employee s and spouse s parents, children, brothers, sisters, grandparents and
grandchildren.
The amount of time granted for bereavement leave shall not exceed three days. A
full three days is not automatically granted since it is intended that such leave be
P51
limited to the reasonable amount of time necessary for travel, funeral
arrangements, and funeral services.
Requests for bereavement leave should be submitted to the department official
who has the authority to approve leave. Requests for bereavement leave for
family members not mentioned above, or for leaves greater than three days are
subject to the approval of the Director of Human Resources, the Divisional Vice
President, and the University President. Employees requesting bereavement leave
may be required to provide documentary evidence of the relative s death to
qualify for paid leave.
2. Administrative Leave &omdash;: Administrative leave will be granted in only the
rarest of circumstances. While employees hold no entitlement to additional leave,
they may be granted paid emergency/administrative leave when it is determined
that there is good cause for such leave. Such leaves will not normally exceed three
workdays per fiscal year.
• For the purposes of this leave, an emergency is defined as an unforeseen event
or combination of circumstances calling for immediate action which if not
responded to immediately would present imminent danger to human life or
substantial damage to property. Except for extr