|
Small
Medium
Large
Extra Large
Full-size
Full-size archival image
|
|
Stephen F. Austin State University MINUTES OF THE BOARD OF REGENTS Nacogdoches, Texas January 30-31, 2012 Volume 273 TABLE OF CONTENTS BOARD MINUTES FOR JANUARY 30 AND 31, 2012 MEETING 273 Page APPROVAL OF MINUTES Board Order 12-09 Approval of Board Meeting Minutes from October 17 and 18, 2011, and December 17, 2011 ..............................................................................................................3 PERSONNEL Board Order 12-10 Faculty Appointments for 2011-2012 ..................................................................................3 Staff Appointments for 2011-2012 ......................................................................................4 Changes of Status for 2011-2012 .........................................................................................5 Promotions ......................................................................................................................7 Retirements ......................................................................................................................8 ACADEMIC AND STUDENT AFFAIRS Board Order 12-11 Request from College of Liberal and Applied Arts for Changes in Division of Communication and Contemporary Culture ............................................................8 Board Order 12-12 Multi-Year Agreement Extension for Use of AlcoholEDU® .............................................8 Board Order 12-13 Academic and Student Affairs Policy Revisions .................................................................9 BUILDING AND GROUNDS Board Order 12-14 Approval of the SFA 2020 Campus Master Plan...............................................................10 Soccer Field Drainage Project Increase .............................................................................10 Building and Grounds Policy Revisions ............................................................................10 Board Order 12-15 Water Well for the SFA Gardens .......................................................................................10 FINANCIAL AFFAIRS Board Order 12-16 Approval of the Fiscal Year 2010-11 Annual Financial Report ........................................11 Approval of the SFA Charter School 2010-11 Audited Financial Statements ..................11 Resolution to Acknowledge Review of Investment Policy and Strategy ..........................11 Resolution to Approve Qualified Financial Institutions and Investment Brokers .............12 Grant Awards ....................................................................................................................12 Financial Affairs Policy Revisions ....................................................................................12 REPORTS President Audit Services Report Faculty Senate Student Government Association Board Order 12-17 Election of Officers for 2012-2013 ....................................................................................14 APPENDICES Appendix 1 – Resolution to Acknowledge Review of Investment Policy and Strategy Appendix 2 – Resolution to Approve Qualified Financial Institutions and Investment Brokers Appendix 3 – Grant Awards Appendix 4 – Policy Revisions -1- Stephen F. Austin State University Minutes of the Meeting of the Board of Regents Nacogdoches, Texas January 30 and 31, 2012 Austin Building 307 Meeting 273 Monday, January 30, 2012 The regular meeting of the Board of Regents was called to order in open session at 8:02 a.m. Monday, January 30, 2012, in the Austin Building Board Room by Chair Bob Garrett. PRESENT: Board Members: Mr. Bob Garrett, Chair Dr. Scott Coleman Mr. James Dickerson Ms. Sarah Feye Ms. Brigettee Henderson Mr. Steve McCarty Mr. Ken Schaefer Mr. Ralph Todd Ms. Connie Ware President: Dr. Baker Pattillo Vice-Presidents: Dr. Richard Berry Mr. Danny Gallant Mr. Steve Westbrook General Counsel: Mr. Damon Derrick Other SFA administrators, staff, and visitors Regent Carlos Amaral was absent from the meeting. Dr. Pattillo introduced Dr. Raymund A. Paredes, Commissioner of the Texas Higher Education Coordinating Board, who made a presentation on “Meeting the Goals of Closing the Gaps by 2015 and Planning for the Future.” The Building and Grounds Committee convened at 9:22 a.m. and adjourned at 11:45 a.m. The Finance and Audit Committee convened at 2:05 p.m. and adjourned at 2:55 -2- p.m. The Academic and Student Affairs Committee convened at 2:55 p.m. and adjourned at 4:05 p.m. The chair called for an executive session at 4:30 p.m. to consider the following items: Consideration of Individual Personnel Matters Relating to Appointment, Employment, Evaluation, Assignment, Duties, Discipline, or Dismissal of an Officer or Employee, including but not limited to football coaches, vice presidents and the president. (551.074) Deliberations Regarding Negotiated Contracts for Prospective Gifts or Donations (Texas Government Code, Section 551.073) Water Well for the SFA Gardens Consultation with Attorney Regarding Legal Advice or Pending and/or Contemplated Litigation or Settlement Offers including but not limited to reported complaints, Christian Cutler v. Stephen F. Austin State University President Baker Pattillo, Vice- President Richard Berry, Dean of Fine Arts A.C. Himes, former Director of School of Art Scott Robinson, and Unnamed Others, Jacob Duffee v. Baker Pattillo, Jane Wilcox, Steve Westbrook, and Marc Cossich, environmental compliance peer audit, and intellectual property. (551.071) The executive session ended at 6:25 p.m. and the board meeting was recessed for the evening with no further action. Tuesday, January 31, 2012 The chair reconvened the board meeting in open session at 9:00 a.m. on Tuesday, January 31, 2012. PRESENT: Board Members: Mr. Bob Garrett, Chair Dr. Scott Coleman Mr. James Dickerson Ms. Sarah Feye Ms. Brigettee Henderson Mr. Steve McCarty Mr. Ken Schaefer Mr. Ralph Todd Ms. Connie Ware President: Dr. Baker Pattillo Vice-Presidents: Dr. Richard Berry Mr. Danny Gallant Mr. Steve Westbrook -3- General Counsel: Mr. Damon Derrick Other SFA administrators, staff, and visitors Regent Carlos Amaral was absent from the meeting. Regent Ware led the pledge to the flags and Regent Todd provided the invocation. RECOGNITIONS Dr. Pattillo recognized Dr. Sid Walker, vice president for development, who recently completed his doctorate. The 2011 Ladyjack Soccer Team was recognized, as well as visiting students from Rose Bruford College, the Jack Walkers, the group which led the effort for reaffirmation with the Southern Association of Colleges and Schools, and the campus officers for the NAACP. APPROVAL OF MINUTES BOARD ORDER 12-09 Upon motion by Regent McCarty, seconded by Regent Coleman, with all members voting aye, it was ordered that the minutes of the October 17 and 18, 2011, regular meeting of the Board of Regents and the December 17, 2011, special meetings of the Board of Regents be approved as presented. PERSONNEL BOARD ORDER 12-10 Upon motion by Regent Dickerson, seconded by Regent Todd, with all members voting aye, it was ordered that the following personnel items be approved. FACULTY APPOINTMENTS FOR 2011 – 2012 EDUCATION Ralph Marshall, Associate Professor of Secondary Education and Educational Leadership, Ed.D. (Illinois State University) at an academic year salary of $62,000 for 100 percent time, effective January 1, 2012. Kimberly Welsh, Associate Professor of Elementary Education, Ed.D. (Texas A&M University) at an academic year salary of $57,685 for 100 percent time, effective January 1, 2012. -4- STAFF APPOINTMENTS FOR 2011 – 2012 ATHLETICS David Gibbs, Assistant Football Coach, at a 10.5 month salary of $82,139 for 100 percent time, effective February 1, 2012. James C. Harper, Head Football Coach, at an annual salary of $142,000 for 100 percent time, effective February 1, 2012. Jake Taylor Morrison, Assistant Football Coach, at a 10.5 month salary of $35,000 for 100 percent time, effective February 1, 2012. Arlington Nunn, Assistant Head Football Coach, at a 10.5 month salary of $71,843 for 100 percent time, effective February 1, 2012. Bruce Erik Slaughter, Assistant Football Coach, at a 10.5 month salary of $65,000 for 100 percent time, effective February 1, 2012. Harold Christopher Truax, Assistant Football Coach, at a 10.5 month salary of $72,176 for 100 percent time, effective February 1, 2012. Jacob Willingham, Assistant Football Coach, at a 10.5 month salary of $35,000 for 100 percent time, effective February 1, 2012. Richard Olin, Assistant Football Coach, at a 10.5 month salary of $82,000 for 100 percent time, effective February 1, 2012. Nathan Paul Schneider, Assistant Football Coach, at a 10.5 month salary of $40,000 for 100 percent time, effective February 1, 2012. Troy Rogers, Assistant Football Coach, at a 10.5 month salary of $61,000 for 100 percent time, effective February 1, 2012. CAMPUS RECREATION Evan Coulson, Coordinator of Outdoor Pursuits, at an annual salary of $33,000 for 100 percent time, effective December 12, 2011. EARLY CHILDHOOD LAB Kacey Busby, Teacher, at an annual salary of $32,000 for 100 percent time, effective January 1, 2012. -5- INFORMATION TECHNOLOGY SERVICES Robert Thomas, Programmer/Analyst I, at an annual salary of $35,000 for 100 percent time, effective January 2, 2012. NURSING Horace Strong, Project Coordinator, at an annual salary of $41,200 for 100 percent time, effective December 19, 2011. ORIENTATION PROGRAMS Veronica Weaver, Assistant Director of Orientation, at an annual salary of $36,000 for 100 percent time, effective October 5, 2011. RESEARCH AND SPONSORED PROGRAMS Peggy Muckelroy, Research Development Specialist, at an annual salary of $55,400 for 100 percent time, effective November 14, 2011. RESIDENCE LIFE Christopher Crowe, Hall Director, at an annual salary of $28,334 for 100 percent time, effective January 2, 2012. Earlkisha Mayberry, Hall Director, at an annual salary of $28,333 for 100 percent time, effective January 2, 2012. Bryan Sutherland, Hall Director, at an annual salary of $28,333 for 100 percent time, effective January 2, 2012. STUDENT LEARNING AND INSTITUTIONAL ASSESSMENT Dan Su, Assessment Specialist, at an annual salary of $45,000 for 100 percent time, effective January 2, 2012. CHANGES OF STATUS FOR 2011 – 2012 BUSINESS Madalene Miller, from Assistant to the Dean at an annual salary of $40,084 for 100 percent time, to Academic Advisor at an annual salary of $40,084 for 100 percent time, effective January 1, 2012. -6- COUNSELING AND CAREER SERVICES Jill Milem, from Assistant Director of Counseling/Clinical Director at an annual salary of $58,834 for 100 percent time, to Director of Counseling at an annual salary of $61,775 for 100 percent time, effective November 1, 2011. DISABILITY SERVICES Tiffany Rivers, from Assistant Director of Disability Services at an annual salary of $52,290 for 100 percent time, to Interim Director of Disability Services at an annual salary of $52,290 for 100 percent time with an additional stipend for interim duties of $500 per month for 10 months, effective November 1, 2011. EDUCATION Amanda Rudolph, from Associate Professor of Secondary Education at an academic year salary of $57,952 for 100 percent time, to Interim Associate Dean and Coordinator of National Council for Accreditation of Teacher Education at an annual salary of $50,000 for 100 percent time with an additional stipend for interim duties of $3,750 per month for 12 months, effective September 1, 2011. FINANCIAL AID LaShanda Parkhurst, from Financial Aid Specialist at an annual salary of $23,800 for 100 percent time, to Financial Aid Officer at an annual salary of $35,000 for 100 percent time, effective October 1, 2011. FINE ARTS Jorge Salas, from Instructor of Music at an academic year salary of $44,698 for 100 percent time, to Instructor of Music at an academic year salary of $45,698 for 100 percent time, effective September 1, 2011. C.A. Scott, from Webmaster Assistant at an annual salary of $18,900 for 60 percent time, to Web Design Specialist at an annual salary of $43,308 for 100 percent time, effective December 1, 2011. LIBERAL AND APPLIED ARTS Kelley Snowden, Administrative Assistant in Heritage Research Center at an annual salary of $28,000 for 100 percent time, to Research Associate for Cultural Heritage at an annual salary of $36,000 for 100 percent time, effective September 1, 2011. -7- PHYSICAL PLANT Jessica Barrett, from Accounting Clerk II at an annual salary of $30,000 for 100 percent time, to Supervisor Physical Plant Administration at an annual salary of $45,000 for 100 percent time, effective January 1, 2012. RESIDENCE LIFE Erica Crafton, from Hall Director at an annual salary of $28,500 for 100 percent time, to Area Coordinator at an annual salary of $32,000 for 100 percent time, effective January 1, 2012. Amy Tedesco, from casual employee at an hourly salary of $13.41 for 100 percent time, to Hall Director at an annual salary of $28,000 for 100 percent time, effective October 24, 2011. SCIENCES AND MATHEMATICS Jana Redfield, from Projector Coordinator at an annual salary of $15,500 for 50 percent time, to Project Coordinator /Research Specialist-Lab at an annual salary of $40,000 for 100 percent time, effective December 1, 2011. Ravi Yandamuri, from casual employee at an hourly salary of $10.00 for 100 percent time, to Research Specialist-Lab Management at an annual salary of $32,000 for 100 percent time, effective November 1, 2011. STUDENT AFFAIRS Charles Lopez, from Director of Disability Services at an annual salary of $72,689 for 100 percent time, to Assistant Dean of Student Affairs for Support Services at an annual salary of $77,000 for 100 percent time, effective November 1, 2011. TELECOMMUNICATION AND NETWORKING Scott Speichert, from Technical Support Specialist II at a salary of $31,500 for 100 percent time, to Database Administrator I at a salary of $43,282 for 100 percent time, effective January 1, 2012. PROMOTIONS Dr. Jorge Salas was appointed to the academic rank of assistant professor, effective January 1, 2012. -8- RETIREMENTS The retirement of Jerry Frye, Professor of Communication and Contemporary Culture, was accepted, effective December 31, 2011. ACADEMIC AND STUDENT AFFAIRS BOARD ORDER 12-11 Upon motion by Regent Dickerson, seconded by Regent Schaefer, with all members voting aye, it was ordered that the following academic and student affairs item be approved. REQUEST FROM COLLEGE OF LIBERAL AND APPLIED ARTS FOR CHANGES IN DIVISION OF COMMUNICATION AND CONTEMPORARY CULTURE WHEREAS, the board members considered the following: The College of Liberal and Applied Arts is requesting realignment of the Division of Communication and Contemporary Culture to more accurately reflect the disciplines and degree offerings in the division. This realignment will provide more opportunities for research and interdisciplinary work in these fields. Currently the division includes programs in Communication Studies, Global Media and Philosophy. The realignment will include the following changes: The Division of Communication and Contemporary Culture will become the Department of Mass Communication. Faculty from the Global Media program will remain in this department. The Department of Modern Languages will become the Department of Languages, Cultures and Communication. Faculty from the Communication Studies program will join this newly revised unit. A new unit will be called the Division of Multi-Disciplinary Programs. The division will be composed of the following programs: Bachelor of Applied Arts and Sciences (BAAS), Bachelor of Arts in Liberal Studies (LSTU), Bachelor of Science in Multi-Disciplinary Studies (BSMS), Bachelor of Arts in Philosophy (BA Phil), and the Master’s in Interdisciplinary Studies (MIS). Additionally, a range of interdisciplinary minors shall be housed in the division for administrative accountability. Philosophy faculty will move to the Division of Multi-Disciplinary Programs THEREFORE, it was ordered that the changes requested by the College of Liberal and Applied Arts be approved. BOARD ORDER 12-12 Upon motion by Regent Dickerson, seconded by Regent Henderson, with all members voting aye, it was ordered that the following academic and student affairs item be approved. MULTI-YEAR AGREEMENT EXTENSION FOR USE OF ALCOHOL.EDU® -9- WHEREAS, the board members considered the following: AlcoholEdu® is an on-line component of our comprehensive campus-wide approach to alcohol abuse education for SFA students. Since beginning its use in 2006, more than 9,570 first-year students have completed the program as part of their first-year experience. SFA is currently in the final year of a 4-year agreement for use of the AlcoholEDU® program. Going forward, prices for the program will increase by 25% in 2012 if the program is licensed on a year-to-year basis. Student Affairs has negotiated a 2% per year increase limit based upon a 4-year extension of the current agreement. This strategy will result in a savings of almost $20,000 over the term of the agreement. The total cost over the term of the agreement will slightly exceed $100,000. THEREFORE, approval was given to a four-year extension of the current agreement with EverFi, Inc. for the use of AlcoholEdu®. This extension will allow the continuation of the program through June 1, 2016 with a total cost over the four-year period of the agreement extension not to exceed $106,000. The president was authorized to sign this agreement. BOARD ORDER 12-13 Upon motion by Regent Ware, seconded by Regent Todd, with all members voting aye, it was ordered that the following academic and student affairs item be approved. ACADEMIC AND STUDENT AFFAIRS POLICY REVISIONS The Board of Regents adopted the following policy revisions as presented in Appendix 4: Academic Promotion (E-3A) Access to University Records (D-1) Awarding Academic Credit for Noncollegiate Sponsored Instruction (A-52) Computing Software Copyright (D-43) Dead Week (A-15) Discipline and Discharge (E-11) Disposition of Abandoned Personal Property (D-9) Duties and Responsibilities of Offices Reporting to the Provost (E-13A) Emergencies (F-10) Employee Training (E-64) Employment of Persons with Criminal History (E-19) Family and Medical Leave (E-58) Financial Aid Code of Conduct (D-53) Honorary Degree (D-18) Illicit Drugs and Alcohol Abuse (D-19) Insurance and Other Benefits (E-28) Overtime and Additional Compensation (E-36) Records Management (D-28) Retirement Programs (E-43) Security Sensitive Positions (E-44) Temporary Employment (E-49) -10- BUILDING AND GROUNDS BOARD ORDER 12-14 Upon motion by Regent McCarty, seconded by Regent Todd, with all members voting aye, it was ordered that the following building and grounds affairs items be approved. APPROVAL OF THE SFA 2020 CAMPUS MASTER PLAN WHEREAS, the board members considered the following: At the April 19, 2011, meeting the SFA Board of Regents selected Perkins + Will to develop a campus master plan. The firm has developed a proposed campus master plan that extends through 2020. THEREFORE, the SFA 2020 Campus Master Plan was approved as presented. SOCCER FIELD DRAINAGE PROJECT INCREASE WHEREAS, the board members considered the following: At the January 19, 2011, meeting the Board of Regents approved a soccer field drainage project at a cost not to exceed $175,000. The estimate for the drainage project was developed by a sports field expert who inspected and measured the surface. Subsequent to the project approval, an engineering study revealed additional drainage issues and concerns that would require more dirt and surface work. THEREFORE, it was ordered that the soccer field drainage project budget be increased by $85,000 to a budget limit of $260,000. Athletic capital improvement and designated funds will be used to provide the additional funding. BUILDING AND GROUNDS POLICY REVISIONS The Board of Regents adopted the following policy revisions as presented in Appendix 4: Asbestos Removal (D-5) Kennedy Auditorium (B-16) BOARD ORDER 12-15 Upon motion by Regent McCarty, seconded by Regent Todd, with all members voting aye, it was ordered that the following building and grounds affairs item be approved. WATER WELL FOR THE SFA GARDENS WHEREAS, the board members considered the following: The SFA Gardens require sufficient irrigation to maintain value to the university and the community. A donor has offered to provide funds to drill a well in the SFA Gardens area. The projected cost of the -11- water well is not expected to exceed $35,000 plus any additional necessary installation costs. THEREFORE, it was ordered that the Board of Regents authorize the university to drill a water well in the SFA Gardens area and that the president be authorized to sign the associated contracts. The source of funds will be from donations. FINANCIAL AFFAIRS BOARD ORDER 12-16 Upon motion by Regent Coleman, seconded by Regent Schaefer, with all members voting aye, it was ordered that the following financial affairs items be approved. APPROVAL OF THE FISCAL YEAR 2010-11 ANNUAL FINANCIAL REPORT WHEREAS, the board members considered the following: On November 20, 2011, the Stephen F. Austin State University Annual Financial Report for the fiscal year that ended August 31, 2011 was submitted to the Office of the Governor, Comptroller of Public Accounts, Legislative Budget Board, Texas Higher Education Coordinating Board, Legislative Reference Library, Texas State Library and the State Auditor’s Office as required by state law. THEREFORE, it was ordered that the August 31, 2011, Stephen F. Austin State University Annual Financial Report be approved as submitted. APPROVAL OF THE SFA CHARTER SCHOOL 2010-11 AUDITED FINANCIAL STATEMENTS WHEREAS, the board members considered the following: The Texas Education Agency requires a separate audit for the SFA Charter School. The SFA Charter School audited financial statements for the fiscal year that ended August 31, 2011, will be submitted to the Texas Education Agency. THEREFORE, it was ordered that the August 31, 2011 SFA Charter School audited financial statements be approved. RESOLUTION TO ACKNOWLEDGE REVIEW OF INVESTMENT POLICY AND STRATEGY WHEREAS, the board members considered the following: In accordance with the Texas Public Funds Investment Act, the university's investment policy and strategy must be annually reviewed by the governing board of the institution. In addition, the law requires the governing body to adopt a written instrument by rule, order, ordinance, or resolution stating that it has reviewed the investment policy and strategy. The resolution, included in Appendix 1, acknowledges the board's annual review of Policy C-41, Investments. Policy C-41 is included in the Policy Revisions, Appendix 4. -12- THEREFORE, it was ordered that the Resolution to Acknowledge Review of Investment Policy and Strategy be approved as presented in Appendix 1. RESOLUTION TO APPROVE QUALIFIED FINANCIAL INSTITUTIONS AND INVESTMENT BROKERS WHEREAS, the board members considered the following: The Texas Public Funds Investment Act requires the university to adopt a resolution by the governing body of the institution that approves qualified investment brokers. The following brokers/investment managers are listed in the resolution, submitted in Appendix 2: Merrill Lynch, Inc.; ING Investment Management; Citizens 1st Bank; Austin Bank; BancorpSouth; Commercial Bank of Texas NA; First Bank and Trust; Regions Bank; Regions Morgan Keegan Trust; US Bank; Texas Bank; Texpool; Texas Class; and Texstar. THEREFORE, it was ordered that the financial institutions, investment managers and brokers be approved as presented in Appendix 2. GRANT AWARDS WHEREAS, the board members considered the following: To date, the university has received multi-year grant awards totaling $49,468,081 that include funds allocable to fiscal year 2012. This includes $10,085,831 in new awards since the last report. Of the multi-year total, grant awards allocable to fiscal year 2012 are $15,625,125, an increase of $2,493,634 since the last report. The grant awards result from extensive faculty research and service engagement across many academic disciplines. The grants include direct federal, federal pass through, state and private awards. THEREFORE, it was ordered that the additional grant awards allocable to fiscal year 2012 that total $2,493,634 be approved and ratified. This includes approval of $681,650 in FY12 subawards to the Central, Hudson, Lufkin, Nacogdoches, and Woden ISDs to provide student services related to the East Texas GEAR UP Project (funded through the U.S. Department of Education). During the seven-year term of the project, there will be a total of $4,149,700 in subawards to these partners and Angelina College. The grant awards are detailed in Appendix 3. FINANCIAL AFFAIRS POLICY REVISIONS The Board of Regents adopted the following policy revisions as presented in Appendix 4: Best Value Procurement (C-7) Cellular Telephones and Wireless Communication Devices (F-42) Gifts, Loans, Endowments and Bequests (C-16) -13- Historically Underutilized Businesses (C-16.5) Investments (C-41) Investments-Endowment Funds (C-41.A) Professional and Consulting Services (C-45) Purchases from Employees (C-27) Purchasing Ethics and Confidentiality (C-33) Request to Establish an Account (C-34) Special Purchases (C-36) REPORTS The president gave a report on the following topics: Upcoming dates, including: February 15-16, Lone Star Legislative Summit February 23, SFA at the Houston Rodeo March 6-11, Southland Conference Basketball Conference March 12-16, Spring Break April 5, 6, and 9, Easter Break April 12, McDonald Speaker Series April 16 and 17, Spring Board Meeting May 12, Spring Commencement London band trip University systems Tuition and fees Master Plan testimony on March 20 The director of audit services reported on the following: SFA Charter School Financial Audit National Collegiate Athletic Association Compliance Audit Orientation Audit Residence Life Audit State Auditor’s Office Audits Update on Audit Plan Dr. David Howard gave a report from the Faculty Senate on academic excellence. Sydni Mitchell gave a report as president of SGA on the following topics: Archie McDonald Speakers Series Veterans Center progress 2012 Big Idea winner: vertical axis windmill Lone Star Legislative Summit-SGA involvement Sustainability Initiative: water fountain retrofits -14- ELECTION OF BOARD OFFICERS 2012-2013 Regent McCarty, chair of the Nominating Committee, brought a report from the Nominating Committee. BOARD ORDER 12-17 Upon motion by Regent McCarty, seconded by Regent Schaefer, with all members voting aye, the following board members were elected as officers for 2012-2013 and will take office on April 17, 2012: Chair: Bob Garrett Vice Chair: Steve McCarty Secretary: James Dickerson The meeting was adjourned at 10:30 a.m. Appendix 1 BOARD OF REGENTS OF STEPHEN F. AUSTIN STATE UNIVERSITY Nacogdoches. Texas RESOLUTION TO ACKNOWLEDGE REVIEW OF INVESTMENT POLICY AND STRATEGY WHEREAS, The Texas Public Funds Investment Act requires that each university's investment policy and strategy must be annually reviewed by the governing board of the institution; and WHEREAS, the law also requires the governing body to adopt a written instrument stating that is has reviewed the investment policy and strategy; NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin Slate University Board of Regents, by the issuance of this resolution, docs hereby approve the investment policy and strategy as reviewed on January 31, 2012: and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the January 31, 2012 meeting of the board. Attest: John R. Garrctt, Chair l_Jrtmes H. Dickerson, Secretary Appendix 2 BOARD OF REGENTS OF STEPHEN F, AUSTIN STATE UMVHRSITY Nacogdoches, Texas RESOLUTION APPROVING FINANCIAL INSTITUTIONS AND BROKERS FOR INVESTMENT TRANSACTIONS WHEREAS, The Texas Public Funds Investment Act requires the university to submit a resolution approving a lisl of qualified investment brokers and financial institutions to the governing body of the institution for adoption and/or review; and WHEREAS, the following firms are approved investment brokers: Merrill Lynch. Inc. ING Investment Management WHEREAS, the following firms arc approved financial institutions: Citizens 1st Bank Austin Bank BancorpSouth Commercial Bank of Texas NA First Bank and Trust Regions Bank Regions Morgan Keegan Trust US Bank Texas Bank Texpool Texstar Texas Class NOW THEREFORE HE IT RESOLVED that the Stephen F. Austin State University Board of Regents, by the issuance ol'lhis resolution, docs hereby approve the above listed firms for investment transactions by Stephen F. Austin State University; and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon (he minutes of the January 31, 2012 meeting of the board. John R. Garrett. Chair / lames H. Diekerson, Secretary Appendix 3 Grants awarded between September 19, 2011 and December 31, 2011 *New awards Prepared by the Office of Research & Sponsored Programs 1 Total New Current Year Awards (this period) – as of December 31, 2011 Subtotal direct federal $1,860,841 Subtotal federal pass-through $ 434,379 Subtotal state and state pass-through $ 83,307 Subtotal private and local government $ 115,107 Total awards (all years) for new awards (this period) $10,085,831 Total awards (all years) for continuing grants (this period) $ 783,093 Direct Federal Awards *East Texas GEAR UP for Success FY 2012 Award: $1,184,997 Total Award: $7,445,050 (Grant) Sponsor: U.S. Department of Education Term (this action): September 26, 2011 – September 25, 2018 Subawards: $4,149,700 over the seven-year grant term – Subawards to the partnering institutions, approved by the sponsor as part of the grant application, are as follows: Central ISD ($58,950 FY12 - $353,700 total); Hudson ISD ($98,100 FY12 - $588,600 total); Lufkin ISD ($270,000 FY12 - $1,620,000 total); Nacogdoches ISD ($213,300 FY12 - $1,279,800 total); Woden ISD ($41,300 FY12 - $247,800 total); and Angelina College ($59,800 total). Partners will offer student services in support of the project and a 1:1 match using institutional funds. Description: This award is to a partnership of SFA, Angelina College, and five rural east Texas school districts to help achieve the structural, cultural, and instructional changes that lead to increased student participation in academically challenging secondary courses, with emphasis in the STEM disciplines, within a college-going culture. PI/PD: Barbara Davis, Secondary Education and Educational Leadership *CONFIANZA - Research Study to Assess the Impact of Professional Development on English Language Learners FY 2012 Award: $393,956 Total Award: $1,988,947 (Grant) Sponsor: U.S. Department of Education Term (this action): September 1, 2011 – August 31, 2016 Description: Funds are provided to conduct a five-year study designed to implement targeted curriculum and professional development activities and to assess their level of implementation and impact on classrooms. The goal is to improve the education of pre- and in-service teachers to work effectively with English-language learners. This is a collaborative project with the Nacogdoches and Lufkin Independent School Districts. PI/PD: Dr. Betty Alford, Secondary Education and Educational Leadership Appendix 3 Grants awarded between September 19, 2011 and December 31, 2011 *New awards Prepared by the Office of Research & Sponsored Programs 2 *East Texas Preservation and Disaster Planning Seminar for Cultural Heritage Institutions FY 2012 Award: $6,000 Total Award: $6,000 (Grant) Sponsor: National Endowment for the Humanities (NEH) Term (this action): January 1, 2012 – June 13, 2013 Description: The purpose of this award is to increase the awareness and to educate regional cultural heritage institutions on the importance of disaster and preservation planning. PI/PD: Kyle Ainsworth, Steen Library *Consultation and Instruction in Civic Engagement and Interpretation, Northeast Region FY 2012 Award: $1,000 Total Award: $1,000 (Cooperative Agreement) Sponsor: National Park Service – U. S. Department of Interior Term (this action): September 1, 2011 – October 15, 2011 Description: This award provides travel funds to consult with and provide instruction in the areas of civic engagement and interpretation to staff and partners of the National Park Service. PI/PD: Dr. Theresa Coble, School of Forestry Previously Described Awards McIntire-Stennis Cooperative Forestry Research FY 2012 Award: $274,888 (additional award) Total Award: $439,811 Subtotal Current Year Awards (this report) = $1,860,841 Subtotal New Direct Federal Awards (total award) = $9,880,808 Federal Pass-through Awards *State Leadership Educational Excellence for Career and Technology Education in Education & Training, Hospitality & Tourism, and Human Services FY 2012 Award: $300,000 Total Award: $300,000 (Grant - renewal) Sponsor: Texas Education Agency (U.S. Dept. of Education) Term (this action): November 1, 2011 – August 31, 2012 Description: The purpose of this federally funded project is to help independent school districts implement rigorous TEKS curriculum standards and provide professional development opportunities to improve teacher effectiveness. PI/PD: Dr. Lynda Martin, School of Human Sciences *Piney Woods Area Health Education Center (AHEC) FY 2012 Award: $86,240 Total Award: $86,240 (Subaward - renewal) Sponsor: U.T. Medical Branch - Galveston (U.S. Dept. of Health & Human Services) Term September 1, 2011 – August 31, 2012 Appendix 3 Grants awarded between September 19, 2011 and December 31, 2011 *New awards Prepared by the Office of Research & Sponsored Programs 3 Description: The purpose of this project is to build and maintain an integrated, community-based regional organization to effectively and efficiently address and support achievements of East Texas AHEC objectives. PI/PD: Mark Scott, AHEC - College of Science and Mathematics *Special Education Consolidated Grant (IDEA-B) FY 2012 Award: $28,482 Total Award: $28,482 (Formula grant – renewal) Sponsor: Texas Education Agency (U.S. Dept. of Education) Term (this action): August 18, 2011 – September 30, 2012 Description: Funds are provided for instructional support at the SFASU Charter School, including early identification, intervention and counseling services for students with impairments and disabilities. PI/PD: Ms. Lysa Hagan, Department of Elementary Education *Students in Service – Texas Compact Service Learning Project (AmeriCorps) FY 2012 Award: $0 Total Award: $0 Sponsor: Texas Campus Compact (Students in Service/Americorps) Term (this action): August 1, 2011 – July 31, 2012 Description: The purpose of this federally funded program is to provide five students with meaningful community-based service learning to grow professionally and to develop a heightened sense of civic responsibility. Upon completion of the experiences, scholarship funds totaling $5,875 are awarded directly to participating students by Americorps. PI/PD: Jamie Bouldin, Student Life, University Affairs Previously Described Awards Online Professional Development Plan for Food Science FY 2012 Award: $18,638 (additional award) Total Award: $168,638 Education Jobs Fund – SFA Charter School (Recovery Act Funds) FY 2012 Award: $1,019 (additional award) Total Award: $44,934 Subtotal Current Year Awards (this report) = $434,379 Subtotal New Federal Pass-through Awards (total award) = $628,294 State and State Pass-through Awards *Rehabilitation Counseling Internship Stipends FY 2012 Award: $41,640 Total Award: $83,280 (Contract - renewal)) Sponsor: Texas Dept. of Assistive & Rehabilitative Services (DARS) Term (this action): September 1, 2011 – August 31, 2013 Description: The purpose of this project is to provide internships to qualified graduate students in order to complete their Masters in Rehabilitation Counseling by providing Appendix 3 Grants awarded between September 19, 2011 and December 31, 2011 *New awards Prepared by the Office of Research & Sponsored Programs 4 experiences in the implementation of vocational rehabilitation services to the consumers of DARS. PI/PD: Dr. Robert Choate, Department of Human Services *Southeast Texas P-16 Council Special Advisors Initiative – Math and Science Support FY 2012 Award: $41,667 Total Award: $75,000 (Interagency Agreement) Sponsor: Texas Higher Education Coordinating Board Term (this action): May 13, 2011 – August 31, 2013 Description: Funds are provided to bring resources to teachers, counselors and administrators to help show students that taking the more demanding STEM courses improves employment opportunities. PI/PD: Debra Kiesel, Academic Affairs Subtotal Current Year Awards (this report) = $83,307 Subtotal New State/State Pass-through Awards (total award) = $158,280 Private and Local Government Awards *Visitor Services Study for the Nacogdoches Convention and Visitors’ Bureau FY 2012 Award: $54,832 Total Award: $54,832 (Contract) Sponsor: Nacogdoches Convention and Visitors’ Bureau (CVB) Term (this action): October 1, 2011 – September 30, 2012 Description: Funds are provided for activities resulting in an economic impact analysis, marketing materials, and an evaluation with strategic recommendations. PI/PD: Chay Runnels, School of Human Sciences *Confidential Study FY 2012 Award: $17,000 Total Award: $17,000 (Contract) Sponsor: Private, for-profit entity Term (this action): August 1 1, 2011 – March 31, 2012 Description: The terms of this study are confidential per the agreement with the sponsor. PI/PD: Dr. Joey Bray, Department of Agriculture Previously Described Awards Energy, Economics and the Environment Graduate Course FY 2012 Award: $30,000 (additional award) Total Award: $60,000 AHEC Special Projects FY 2012 Award: $13,275 (additional award) Total Award: $69,710 Subtotal Current Year Awards (this report) = $115,107 Subtotal New Private and Local Government Awards (total award) = $201,542 Note: Appendix 3 Grants awarded between September 19, 2011 and December 31, 2011 *New awards Prepared by the Office of Research & Sponsored Programs 5 Amounts are based on award notices as they are received from the funding agency, not expenditures or balances in funds/accounts. Some current year awards are estimates based on the total amount awarded spread over the award period. Does not include non-grant financial aid or gift accounts. Appendix 4 P-1 Policies for Board Review January 31, 2012 Policy Name Policy Number BOR Cte Action/Change Page Academic Promotion E-3A ASA Reorganization with no substantive changes. P-4 Access to University Records D-1 ASA Minor wording changes. P-13 Asbestos Removal D-5 F&A Minor wording changes. P-14 Awarding Academic Credit for Noncollegiate Sponsored Instruction A-52 ASA Minor wording changes. P-16 Best Value Procurement C-7 F&A Major rewrite. P-20 Cellular Telephones and Wireless Communication Devices F-21 F&A Minor wording changes. P-26 Computing Software Copyright D-43 ASA Minor wording changes. P-29 Dead Week A-15 ASA Minor wording changes. P-31 Discipline and Discharge E-11 ASA Updated terminology. P-32 Disposition of Abandoned Personal Property D-9 ASA Minor wording changes. P-38 Duties and Responsibilities of Offices Reporting to the Provost E-13A ASA Policy deleted. P-40 Emergencies F-10 ASA Policy deleted. P-46 Employee Training E-64 ASA Minor wording changes. P-48 Appendix 4 P-2 Policy Name Policy Number BOR Cte Action/Change Page Employment of Persons with Criminal History E-19 ASA Minor wording changes. P-51 Family and Medical Leave E-58 ASA References updated. P-52 Financial Aid Code of Conduct D-53 ASA References updated. P-58 Gifts, Loans, Endowments and Bequests C-16 F&A Matching gift forms to be signed by vice president for development; references updated. P-65 Historically Underutilized Businesses C-16.5 F&A Major rewrite. P-72 Honorary Degree D-18 ASA The president, in consultation with the board chair, will approve honorary degrees. They may be presented at any appropriate time. P-78 Illicit Drugs and Alcohol Abuse D-19 ASA Minor wording changes. P-79 Insurance and Other Benefits E-28 ASA Dependent children covered to age 26 years. Reference to cancer coverage removed. Employee contributions to Social security contributions based on federal rules. P-89 Investments C-41 F&A Quasi-endowment funds that are public funds are included. Investment committee included. Diversification limits increased for commercial paper and corporate bonds. P-95 Investments-Endowment Funds C-41.A F&A Quasi-endowment funds that are public funds are included. Investment committee included. P-107 Kennedy Auditorium B-16 B&G Minor wording changes. P-117 Overtime and Additional Compensation E-36 ASA Updated terminology. P-118 Professional and Consulting Services C-45 F&A Major rewrite. P-122 Appendix 4 P-3 Policy Name Policy Number BOR Cte Action/Change Page Purchases from Employees C-27 F&A Major rewrite. P-128 Purchasing Ethics and Confidentiality C-33 F&A Disclosures must be completed by November 30 each year. Minor wording clarification and updated references. P-131 Records Management D-28 ASA Updated titles and references. P-134 Request to Establish an Account C-34 F&A Updated terminology and references. P-137 Retirement Programs E-43 ASA Generalized descriptions. P-139 Security Sensitive Positions E-44 ASA Minor wording changes. P-142 Special Purchases C-36 F&A Policy deleted. P-144 Temporary Employment E-49 ASA Updated terminology. P-147 Appendix 4 P-4 Academic Promotion (E-3A) Original Implementation: October 19, 1978 Last Revision: January 27, 2009January 31, 2012 Promotion is awarded according to established procedures after an appropriate period on the basis of meritorious performance in teaching, research/scholarly/creative accomplishment and service. To be promoted to the rank of associate professor, an individual must demonstrate excellence in teaching, and excellence in either research/scholarly/creative accomplishments or in service. At least satisfactory performance must be demonstrated in the other category. Excellence in one category will not compensate for poor performance in any of the other categories. To be promoted to the rank of professor, candidates must demonstrate excellence in all categories appropriate to promotion: teaching, research/scholarly/creative accomplishments and service. Academic promotion shall normally be restricted to full-time faculty members who have earned the highest academic degree customarily awarded in their field of study. In exceptional circumstances, special training in recognized institutions, e.g., conservatories or research institutes, or the attainment of nationally recognized licenses, or certificates, may be judged to satisfy the requirement for advanced degrees. Practical experience and/or demonstrable expertise and performance in activities related directly to one’s faculty appointment may be judged to satisfy the requirement for advanced degrees and/or years of experience. Exceptions may be granted by the provost and vice president for academic affairs. This policy establishes a system of procedures for promotion in all academic unites of the university. Each college and its departments shall also establish written policies governing promotion decision-making procedures that are consistent with this policy. I. General Provisions oA. For purposes of this policyDefinitions: 1. "Promotion" means advancement based upon a faculty member‟s academic credentials and meritorious performance in teaching, research/ and/or scholarly/creative accomplishments, and service. 2. "Department/School" (referred hereafter as department) is a subdivision of a college/library (hereafter referred to as college). “Academic unit” normally refers to a subdivision of a college, but can also refer to the library. 3. “Academic unit chair/director” is the administrator immediately responsible for the academic unit."Academic Chair/Director of the Appendix 4 P-5 Department" (referred hereafter as department chair) is the academic administrator immediately responsible for the department. 4. “Promotion review portfolio” (referred to hereafter as the portfolio) is a set of verifiable materials demonstrating evidence of a candidate’s credentials and suitability for promotion. The portfolio should contain a succinct, relevant, substantive and cumulative record of a candidate’s performance during the review period at Stephen F. Austin State University (SFA); for senior-level positions, the portfolio will consist of materials requested by the provost and vice president for academic affairs"Promotion Review Portfolio" (referred to hereafter as portfolio) as used in this policy shall be defined as is a set of verifiable materials showing evidence of a candidate's fitness for promotion. The portfolio should contain a succinct, substantive, cumulative, and relevant record of a candidate's performance during the period under review. 5. “Academic year” as used in this policy shall be the full nine-month period from September through May. o Promotion is awarded by the institution according to established procedures after an appropriate period on the basis of meritorious performance in teaching, research and/or scholarly/creative accomplishment, and service. Promotion shall normally be restricted to full-time faculty members who have earned the highest academic degree customarily awarded in their field of study.; eExceptions to this rule may be granted by the Pprovost and Vvice Ppresident for Aacademic Aaffairs (VPAA). In exceptional circumstances, special training in recognized institutions (such as conservatories or research institutes) or the attainment of nationally recognized licenses/certificates may be judged to satisfy the requirement for advanced degrees. Practical experience and/or demonstrable expertise and performance in activities related directly to one's faculty appointment may be judged to satisfy the requirement for advanced degrees and/or years of experience. o This policy establishes a system of procedures for promotion in all academic units of the university. Each college and its departments shall also establish written policies governing promotion decision-making procedures that are consistent with this policy. B. Academic Rank Appendix 4 P-6 This policy applies to the following ranks of assistant professor, associate professor, and professor (see pPolicy E-1A).: 1. Professor Associate Professor Assistant Professor 2. The ranks of both lLibrarian and archivist I, II, III, and IV are governed under by pPolicy E-31A. o II. Promotion Awards Promotion Policy Principles o General Principles A. Promotion is not an entitlement but must be earned by fulfilling the criteria appropriate to the rank. B. Recommendations and decisions on promotion shall not discriminate on the basis of race, color, religion, sex, age, national origin, disability, or disabled veteran status. C. Application processes for tenure and promotion can be undertaken at the same timetime so long as the promotion criteria for the rank are fulfilled. D. For purposes of calculating years of service in rank, an “academic year” shall be the approximate nine-month period from September through May. If a faculty member begins service during an academic year, the period of service from the date of appointment until the beginning of the following academic year shall not be counted toward years of service in rank, unless the inclusion of that period of service is approved by the Pprovost and VPAA vice president for academic affairs. 1. A scholarly leave of absence (those related tosee reasons 1, 2, 3, and 4 of pPolicy E-29A) shall count as part of the service in rank unless the candidate and the Pprovost and VPAA vice president for academic affairs agree in writing to an exception to this provision at the time the leave is granted. Periods during which a faculty member is on leave of absence for one semester or more due to health-related issues (see reason 5 of Policy E- Appendix 4 P-7 29A and the description of Family Medical Leave and Organ or Bone Marrow Donors in Policy E-29A) or or national guard service (see Authorized Training for Duty, Call to National Guard Active Duty by the Governor, and Call to National Duty in Psee policy E-29A) shall not be counted as part of the service in rank unless the candidate and the Pprovost and VPAA vice president for academic affairs agree in writing to an exception to this provision at the time the leave is granted. 2. In exceptional circumstances when warranted by extraordinary performance, faculty members may be reviewed for promotion earlier with the approval of the dean and Pprovost and VPAA vice president for academic affairs. The evidence to support early promotion must be unequivocal. III. Promotion Criteria Eligibility o A. To be promoted to the rank of Associate Professor, an individual must demonstrate excellence in teaching and excellence in either research /scholarly/creative accomplishments or in service. At least satisfactory performance shall be demonstrated in the other category. Excellence in one category will not compensate for poor performance in any of the other categories. To apply for the rank of aAssociate Pprofessor, an individual should have held the rank of aAssistant Pprofessor for at least three years at SFASU . The portfolio shall document all years in service at SFASU at the rank of Aassistant Pprofessor. The provost and vice president for academic affairs may waive this requirement for an individual hired for a senior-level position. B. To be promoted to the rank of Pprofessor, candidates shall demonstrate excellence in all categories appropriate to promotion: teaching, research and/or scholarly/creative accomplishments, and service. To apply for the rank of Pprofessor, an individual should have held the rank of Aassociate Pprofessor for at least three years at SFASU. The portfolio shall document all years in service at SFASU at the rank of Aassociate Pprofessor. The provost and vice president for academic affairs may waive this requirement for an individual hired for a senior-level position. C. In exceptional circumstances when warranted by extraordinary performance, faculty members may be reviewed for promotion earlier with the approval of the dean and provost and vice president for academic affairs. The evidence to support early promotion must be unequivocal. Appendix 4 P-8 IV. Promotion Procedures o A. Each college and its departments academic units shall establish a promotion review process that is approved by the dean and the Pprovost and VPAA vice president for academic affairs. 1. A copy of all college/department academic unit promotion review policies must be retained in the offices of the Pprovost and VPAA vice president for academic affairs and general counsel. 2. The promotion review process must allow for review of faculty being considered for promotion by all full-time department faculty members in the academic unit holding rank higher than the candidate, the department academic unit chair/director, elected faculty (one from each department) at the college level, and the dean. 3. The departmentacademic unit, with approval of the college dean and Pprovost and VPAA vice president for academic affairs, shall establish the promotion criteria in teaching effectiveness, research/ and/or scholarly/creative accomplishmentss, and rendered service. B. The applicant is responsible for developing and submitting to the department academic unit chair/director a portfolio of supporting materials. If the individual is also applying for tenure, only one portfolio for both processes should be submitted. . The portfolio should demonstrate how the candidate meets or exceeds the promotion criteria. The portfolio should consist of relevant supporting materials, including a table of contents, current vitae, all annual faculty activity reports since last promotion, annual administrative evaluations since last promotion, and documentation of 1. The portfolio must be submitted in the fall semester of the appropriate year of service according to the timetable established by the Pprovost and VPAAvice president for academic affairs. The portfolio should include: a table of contents,; a brief narrative highlighting accomplishments since initial appointment or last promotion; an explanation why the individual meets expectations for promotion; a curriculum vitae; and annual administrative evaluations since initial appointment or last promotion. Once the portfolio is completed and submitted, nothing shall be added or deleted except according to department, college, or university policy. Appendix 4 P-9 2. The promotion portfolio should also include documentation of the following: a. teaching teaching effectiveness, (e.g., summaries of student evaluations, teaching awards, peer evaluations, innovative teaching approaches); b. research research/ and/or scholarly/creative accomplishments, (e.g., publications, research/creative projects, photographs of artworks, finished pieces of work); c. universityuniversity-related service, (e.g., committee responsibilities, leadership roles assumed at department, college, and university levelsl); d. contributions contributions to the profession, (e.g., memberships in professional organizations, offices held, other leadership roles); and e. general community service related to the profession, e.g., presentations and activities that enhance the professional discipline). C. general community service related to the profession (e.g., presentations and activities that enhance the professional discipline). 1. The portfolio must be submitted in the fall semester of the appropriate year of service according to the timetable established by the provost and vice president for academic affairs. Once the portfolio is completed and submitted, nothing shall be added or deleted except according to academic unit, college, or university policy. D. The academic unit chair/director shall make the portfolio available for review by all full-time faculty members in the unit holding rank higher than the candidate. These faculty members shall constitute the academic unit promotion committee/panel for the candidate. 2. 1. The department chair shall make the portfolio available for review by all full-time department faculty members holding rank higher than the candidate. These faculty members shall constitute the departmental promotion committee/panel for the candidate. It is possible that two separate promotion committees/panels may be necessary in a n academic unit, one for promotion to associate professor and one for promotion to professor. 2. Administrators who are not involved in the promotion recommendation process at another level are eligible to serve on promotion committees. Appendix 4 P-10 3. In academic units with two or fewer full-time faculty holding rank higher than the candidate, the chair/director and each candidate shall submit separately to the dean of the college a list of three names of full-time faculty members from other academic units in the university holding rank higher than the candidate. The dean shall appoint members from these lists until there are at least three members of the academic unit promotion committee/panel. E. The committee/panel shall make its recommendations to the academic unit chair/director. 3. 1. It is possible that two separate promotion committees/panels may be necessary in a department, one for promotion to Aassociate Pprofessor and one for promotion to Pprofessor. 1. Administrators who are not involved in the promotion recommendation process at another level are eligible to serve on promotion committees. 2. In departments with two or fewer full-time departmental faculty holding rank higher than the candidate, the chair of the department and each candidate shall submit separately to the dean of the college a list of three names of full-time faculty members from other departments in the university holding rank higher than the candidate. The dean shall appoint members from these lists until there are at least three members of the departmental promotion committee/panel. The committee/panel shall make its recommendations to the department chair. The chair/director shall notify each candidate in writing of committee/panel and chair/director recommendations in a manner and timeframe congruent with department academic unit and college policies. 2. The chair/director shall make a recommendation on promotion even if not holding a rank higher than the candidate. 4. 3. Within five (5) class days of being allowed to review the written recommendations of the department academic unit and chair/director, the candidate may attach a letter of response addressing errors of fact in the recommendations. Such a notification and any subsequent response by the candidate shall become part of the portfolio. Appendix 4 P-11 F. Once the departmental review process is completed at the academic unit level, all documentation shall be forwarded to the candidate‟s dean. 1. The dean shall follow college policy in assembling promotion committees/panels. 2. The committees/panels shall make their recommendations to the dean who shall notify each candidate in writing of the committee/panel‟s and dean‟s recommendations in a manner congruent with college policy. 5. 3. Within five (5) class days of being allowed to review the written recommendations and comments, the candidate may attach a letter of response addressing errors of fact in the recommendations. Such a notification and any subsequent response by the candidate shall become part of the portfolio. G. After the college has completed its promotion review, the portfolio, along with all department academic unit and college recommendations and comments, are shall be submitted to the Pprovost and VPAAvice president for academic affairs for review. 1. The Pprovost and VPAAvice president for academic affairs shall submit a recommendation on each candidate‟s promotion to the Ppresident, along with all materials and the recommendations generated at each preceding stage of the process. 6. 2. At the same time, the Pprovost and VPAA vice president for academic affairs shall notify the candidate of the recommendation submitted to the Ppresident. 7. H. The Ppresident shall review all materials and recommendations, and any other evidence deemed pertinent, and make a recommendation to the Board of Regents. 8. I. Promotion in rank is by action of the Board of Regents of Stephen F. Austin State University. Exceptions to the policies and procedures related to promotion must be authorized by the Board of Regents. 9. J. Within the next class day following the action of the Board of Regents, each candidate shall be notified in writing by the Pprovost and VPAA vice president of academic affairs of the action of the Board. Cross Reference: Academic Appointments and Titles (, Policy E-1A); Library Faculty, Policy (E-31A); Tenure, (Policy E-50A); Leave of Absence (Faculty) (E-29A) Responsible for Implementation: Provost and Vice President for Academic Affairs Contact for Revision: Provost and Vice President for Academic Affairs Appendix 4 P-12 Forms: None Board Committee Assignment: Academic and Student Affairs Appendix 4 P-13 Access to University Records (D-1) Original Implementation: 1975 Last Revision: January 27, 2009January 31, 2012 Access to documents or records in the custody or control of Stephen F. Austin State University is determined by the provisions of state law. In general, the records of the university are open to public inspection during normal business hours, upon written request. However, various exceptions to the public's right to examine university documents exist under law. These include, but are not limited to, information in personnel files, the disclosure of which would clearly be an unwarranted invasion of privacy; documents relating to litigation or settlement negotiations; information relating to the possible purchase of real property; student records; interagency or intra-agency memoranda or letters not available by law except in the context of litigation; and rare books or original manuscripts held for the purpose of research. The Office of the General Counsel has been designated by the Board of Regents as the public information coordinator responsible for processing public information requests. Requests for public information by outside entities and vendors are to be immediately referred to the Office of the General Counsel. The requests must be in writing and may be submitted by mail, fax, e-mail or in person. The requestor must include enough description and detail about the information requested to enable the governmental body to accurately identify and locate the information requested. The requestor must also cooperate with the governmental body's reasonable efforts to clarify the type or amount of information requested. The university may charge for copies of public information in accordance with the fee schedule set out in 1 Tex. Admin. Code § 70.3. Requests by student organizations that are for organizational use only should be submitted to the Office of Student Affairs. Requests for alumni information should be submitted to the Alumni Association. This policy does not prevent either students or employees from examining university records applying to themselves. Cross Reference: Texas Public Information Act, Texas Government Code, Chapter 552Tex. Gov’t Code Ch. 552 Responsible for Implementation: General Counsel Contact for Revision: General Counsel Forms: None Board Committee Assignment: Academic and Student Affairs Appendix 4 P-14 Asbestos Removal (D-5) Original Implementation: July 12, 1988 Last Revision: January 27, 2009January 31, 2012 Stephen F. Austin State University provides for the training of certain university personnel, the establishment of an inspection and abatement program, and maintenance procedures relating to asbestos in university buildings and facilities. The university's objective is that all personnel who may work in an area with asbestos or materials which contain asbestos be informed of the history of asbestos, its past and present use, health affects, and remedial action necessary to meet current regulations and to maintain a safe work environment. A. Purpose 1. Identification and immediate removal of any asbestos-containing material that is in a friable state by accredited, competent, trained personnel. 2. Strict enforcement of OSHA, EPA, NIOSH, NESAPHS, and the Texas Department of State Health Services State Health Department regulations and guidelines to ascertain as well as possible that no one is exposed to an asbestos hazard. 3. Continuance of an on-going program to maintain asbestos-containing material in a safe condition and remove and/or encapsulate this material as funds are available. B. Asbestos Program Manager 1. The Asbestos Program Manager (APM) or a certified asbestos consultant must be licensed by the Texas Department of State Health Services State Health Department as an Asbestos Inspector, Management Planner, and must satisfactorily complete the appropriate examination administered by the Environmental Protection Agency. The APM will stay abreast of all pertinent regulations regarding asbestos. 2. The APM will establish a training program to be completed by all university employees who might reasonably be expected to come into contact with asbestos material during the performance of their university employment. 3. The APM will establish guidelines for supervisors who Once completion of the initial training program has been conducted, supervisors will provide periodic reminders to employees (following completion of the initial training program) of the employee‟s duty to inform their supervisor when any material containing asbestos becomes friable or may become friable due to daily wear-and- tear, roof leaks or maintenance. 4. All university buildings and facilities have been inspected to identify asbestos-containing materials. Bulk samples have been taken. Upon notification Appendix 4 P-15 of building renovation, modification, or demolition, bulk samples will be taken, and records will be checked.; and if If asbestos-containing material is present, abatement will be scheduled. 5. The APM will maintain two current files, located remotely from each other, on all university buildings and facilities previously identified as containing any form of asbestos at 1% or above. It will be the responsibility of each maintenance crafts Stephen F. Austin State University employee to notify his/her supervisor any time a question arises relating to work which may involve contact with suspected asbestos materials, and when the work requirements listed below are anticipated. a wall, ceiling, floor, or partition is to be penetrated, scored, drilled, refinished, or otherwise altered pipe insulation is removed, damaged, or altered boilers, chillers, hot water tanks, heat exchangers, valves, and piping are repaired, changed, or altered in a way that may affect the insulation painting or paint removal is done to a surface that could possibly contain asbestos C. Implementation 1. If at any time, an employee is working around suspect material, they are to stop immediately and notify their supervisor. The supervisor will notify the APM so that records may be researched and an approval to continue work may be secured. Under no circumstances is an employee to work in an unsafe condition or environment. 2. Contractors working on university property must comply with the same guidelines listed above. In addition, contractors must secure approval from the APM prior to beginning work and must consult the APM when any question or potential problem arises. 3. Contractors must also provide an Asbestos free certification for all newly constructed facilities on campus. Cross Reference: None Responsible for Implementation: Vice President for Finance and Administration Contact for Revision: Director of Environmental Health, Safety and Risk Management Forms: None Board Committee Assignment: Building and Grounds Appendix 4 P-16 Awarding Academic Credit for Noncollegiate Sponsored InstructionExtra-institutional Learning Experiences in the BAAS Degree (A-52) Original Implementation: October 26, 1999 Last Revision: April 21, 2009January 31, 2012 Role and Scope The purpose of this policy is to provide define an approved procedure for students wishing to beto awarded credit for extrainstitutionalextra-institutional learning experiences in the Bachelor of Applied Arts and Sciences (BAAS) degree. This policy provides a rationale for the credit awarded and definitions of the significant elements of the process, establishes guidelines for developing the life-experienceoccupational portfolio, and provides a means for monitoring the policy. Review It is the responsibility of theThe dean of the College of Liberal and Applied Arts to shall review and implement this policy. Rationale Awarding degree credit for extra-institutional learning experience noncollegiate sponsored instruction is based on the higher education practice of granting academic credit for educational attainment comparable to the college level. The granting of credit is carried out in a variety of ways including, but not limited to, credit by examination, Advanced Placement (AP) credit, College Level Examination Program (CLEP) credit, occupational portfolio review, and SFASU Stephen F. Austin State University (SFA) departmental examination. The credit awarded must be appropriate to an individual‟s BAAS degree program. Authority and Oversight The authority granted to SFASU by the Texas Higher Education Coordinating Board (THECB) (July 16, 1974) to offer the BAAS degree contains the following featurestatements: "Semester hour credit for experience and/or exhibited competency is permissible in both Academic Foundations (up to 12 hours) and Academic Specialization (up to 24 hours). An expanded innovative program of advising and counseling will be necessary to administer the program." Appendix 4 P-17 The College of Liberal and Applied Arts shall maintain oversight of the BAAS degree and administer the extra-institutional learninglife-experience credit program. The dean of the college shall develop procedures to implement all aspects of the BAAS degree. Definitions B.A.A.S. Degree - The Bachelor of Applied Arts and Sciences degree is designed to offer students an opportunity to receive college credit for extra-institutional learning experiences and to apply these credits toward a baccalaureate degree. with occupational-technical training and work experience the opportunity to obtain a baccalaureate degree with credit given for life experiences. The degree is designed to provide both academic and professional depth to individuals who possess have recognized competency in occupational or technical fields. Extra-iinstitutional Learning - Documented learning experience that accrues to the student outside the sponsorship of an accredited institution of higher education. Such experience may include learning sponsored by non-accredited associations, business, industry, or military units to develop knowledge, skills, and values. If the learning experience occurred outside of a training program related to professional licensure or certification, the student must submit an occupational portfolio. Noncollegiate Sponsored Instruction - A form of extrainstitutional learning sponsored by non-accredited associations, business, industry, or military units to develop knowledge, skills, and values. Occupational Portfolio - A compilation of pertinent documents and third party verification that develops a history and basis for the levels of competency submitted for evaluation. Documentation shall verify that skill levels and occupational competencies are equivalent to college work. Work/Life Experience - A form of noncollegiate sponsored learning that develops knowledge, skills, and values as a result of experiences documented through the occupational portfolio. Procedure for Credit Awards The evaluation of noncollegiate extra-institutional learning experience depends oncredit is dependent upon an examination process. The measure of equivalency is determined by three factors: Appendix 4 P-18 1. The Curriculum of the Learning Experience - The learning work/life experience must meets the standard of currency and relevance of contemporary institutions of higher education. 1.2. The Qualifications of the Instructor/Supervisor Work/Life Evaluator- Instruction and sSupervision must be provided by an individual or individuals whose credentials have been reviewed and accepted by authorized peers, an appropriate sponsoring professional organization or corporation, or an institution of higher education. 2.3. Evaluation of Student Achievement - The validation process must use a means of evaluating the learning process that is appropriate to the subject matter and the manner of transmission. All applications requests for credit for extra-institutional through noncollegiate sponsored learning experiences must be submitted by the student at the time of application to the BAAS degree program. Requests must be accompanied by documentation of the learning experiences, including the occupational portfolio (if required). The BAAS program director, or s to their adviser at the time a degree plan is submitted to the dean of the College of Liberal and Applied Arts, or a designee, shall review the documentation, including credit recommendations, and make a final determination for approval. The request for credit must be submitted as an occupational portfolio accompanied by all pertinent documentation. The dean of the College of Liberal and Applied Arts, or a designee, shall review all credit recommendations and make a final determination as toon the amount of credit to be awarded. Credit awarded shall be submitted to the Office of the Registrar. Credit is awarded for noncollegiate sponsored instructionextra-institutional experiences is only applicable to the Bachelor of Applied Arts and Sciences Degree. Appeals Appeals of credit awards shall must be in writing to the dean of the College Council of the College of Liberal and Applied Arts for resolution. The council dean may either affirm the decision of the dean BAAS program director or make a different its own credit recommendation to the dean. Cross Reference: SFA General Bulletin/Advanced Placement & Credit by Examination Responsible for Implementation: Provost and Vice President of Academic Affairs Contact for Revision: Dean of the College of Liberal and Applied Arts Appendix 4 P-19 Forms: NoneAAS-Ex Board Committee Assignment: Academic and Student Affairs Appendix 4 P-20 Best Value Procurement (C-7) Original Implementation: January, 1988 Last Revision:October 18, 2011 January 31, 2012 PROCUREMENT PROCESSES Stephen F. Austin State University makes purchases, not otherwise delegated through Delegated Purchasing Authority (C-10), in accordance with Education Code 51.9335 and university policy on a best value basis and following the procedures outlined in the procurement procedure manual. through any of the following processes. As per Items Requiring Board of Regents Approval (D-20.5), some procurements require Board of Regents approval. Historically underutilized business (HUB)subcontracting plan requirements apply in accordance with Historically Underutilized Businesses (C-16.5), and state law. All purchases completed with state appropriated funds must first consider making the purchase from Texas Industries for the Blind and Handicapped (TIBH) as mandated by Education Code Section 51.9335 to promote the purchase of goods or services from persons with disabilities. The university may purchase goods or services: A. through programs associated with the purchase of goods or services from persons with disabilities as required under applicable state law; B. through direct negotiation if the aggregate total is $5000 or less; A.C. through group/cooperative purchasing programs;Purchases $0 - $5,000 are to be negotiated to achieve the best value for the university. B. through contracts available through the state comptroller, Department of Information Resources, Council on Competitive Government, or State Office of Risk Management;The university may purchase goods or services through competitive bid procedures with the following minimum bidder requirements. A justification must be included in the order file if these minimums are not met. o $5,000.01 - $25,000.00 – Minimum three informal bids required; minimum 50% HUB vendors including one woman-owned and one minority-owned o Greater than $25,000.00 – Minimum five formal bids required; minimum 50% HUB vendors including one woman-owned and one minority-owned; electronic state business daily posting required unless procurement services determines that no value is added by the posting. Appendix 4 P-21 D. In determining best value for competitive sealed bids, the university shall consider best value factors identified in Education Code Section 51.9335. C.E. through any contract issued and awarded by other state of Texas agencies or institutions of higher education; The university may purchase goods or services through the competitive sealed proposal process outlined in the procurement department RFP manual. All competitive sealed proposals shall include an appropriate number of solicitations to be determined by the purchaser, including HUB vendors of any gender and ethnicity when identified as providing the good or service sought. Electronic state business daily posting is required, unless procurement services determines that no value is added by the posting. F. from other state agencies or political subdivisions in accordance with Interagency and Interlocal Contracts (C-18); G. on a proprietary basis in accordance with Proprietary Purchases (C-28); D.H. through a professional or consultant services contract in accordance with Professional and Consultant Services (C-45);The university may purchase goods or services through the Request for Offer (RFO) process established in 34 Texas Administrative Code Section 20.391 for the acquisition of automated information systems goods and services. I. from state or federal surplus warehouses in accordance with Purchase of Surplus Property (C-28); J. from university employees in accordance with Purchases From Employees (C- 27); E.K. through a solicitation process including, but not limited to, informal bid, competitive sealed bid, competitive sealed proposal, or request for qualifications;The university may purchase goods or services through group/cooperative purchasing programs without a solicitation process, when such purchase is deemed to represent the best value to the university. F. The university may purchase goods or services through State of Texas term contracts, State of Texas multiple award schedules (TXMAS), and DIR/Tex-An contracts without a solicitation process, when such purchase is deemed to represent the best value to the university. G.L. on an emergency basis as long as the procurement is necessary to prevent a hazard to life, health, safety, welfare or property, or to avoid undue additional cost to the university;The university may purchase goods or services through reverse auctions. H. on a best value basis without using one of the above processes as long as the supporting justification is approved by the director of procurement and is in compliance with best value considerations outlined in Education Code 51.9335.The university may purchase goods or services through contracts awarded by other state agencies or institutions of higher education without a solicitation process when such Appendix 4 P-22 contracts are available and have followed approved purchasing processes, and such purchase is deemed to represent the best value to the university. I. The university may purchase goods or services through contracts awarded by the Council on Competitive Government in accordance with Government Code Section 2162 without a solicitation process, when such contracts are available, and such purchase is deemed to represent the best value to the university. M. The university may purchase goods or services on an emergency basis. An emergency purchase is defined as a situation requiring that a procurement be made more quickly to prevent a hazard to life, health, safety, welfare, or property or to avoid undue additional cost to the university. A procurement may be declared an emergency at the purchaser‟s discretion in consultation with the end user and upon approval by the director of procurement. Declaration of an emergency supersedes all other best value procurement rules. The university will attempt to obtain bids, price comparisons or proposals when sufficient time exists by utilizing the most effective procurement process, including the electronic state business daily, when value is added by using such processes. ADDITIONAL PROCUREMENT CONSIDERATIONS The university may not accept a bid or award a contract that includes proposed financial participation by a person who received compensation from the university to participate in preparing the specifications or request for proposals on which the bid or contract is based. This does not prohibit a bidder or contract participant from providing free technical assistance to the university. In accordance with Gov’t Code 2252, Subchapter A, the university will apply reciprocity when evaluating informal bids and competitive sealed bids. Contracting with a former employee or retiree for services is prohibited on state funds within 12 months of the employee’s separation date from the university. The use of local funds is allowed within 12 months of the employee’s separation date with approval of the university president. Contracting with the executive head of a state agency, or with a person who at any time during the four years before the date of the contract was the executive head of a state agency, or with a person who employs a current or former executive head of a state agency is prohibited unless the Board of Regents votes in open meeting to approve the contract, and the Legislative Budget Board is notified no later than the fifth day before the date of the vote, of the terms of the proposed contract. Appendix 4 P-23 Contracts that generate revenue may be processed through any of the above procurement processes, through direct negotiation, or through any other process that is determined to represent the best value to the university. All procurements, regardless of the source of funds, shall comply with laws and rules relating to historically underutilized businesses. Reference Historically Underutilized Businesses (C-16.5). Some procurements may require Board of Regents approval prior to purchasing. Reference Items Requiring Board of Regents Approval (D-20.5). Some procurements have additional restrictions based on the source of funding. Contract the procurement office for detailed information on the general interpretation of fund restrictions EXEMPT PURCHASES The following purchases are exempt from best value procurement processes outlined herein. Submission of a purchase requisition and other rules may apply. 1. Advertising 2. Hotels and meeting rooms for conferences 3. Conference expenses; – expenses related to conference room services such as audio/visual/network and food services. (does not include goods purchased for attendees or transportation services) 4. Moving expenses (employee) – see Moving Expenses (C-21) 5. Student travel; – expenses related to student travel 6. Library materials and services for Stephen F. Austin State University libraries, as defined by Government Code Section 2155.139(a)(2), when such exemption represents the best value to the university. 7. Membership dues and associated fees 8. Direct publications only available from a single source as defined by Texas Procurement and Support Services (TPASS) in the TPASS Procurement Manualin the procurement procedure manual 9. Freight, including shipping, handling, fuel surcharge, hazardous material fee, postage, and other surcharges 10. Intra-agency payments 11. Rental of exhibit space; i.e., booths for display purposes 12. Items for resale 13. Internal repairs – repairs for which the extent and cost of such cannot be determined until the commodity is disassembled and evaluated;. Aan internal repair must contain labor and may also include parts. Appendix 4 P-24 14. Purchases from federal agencies 15. Utilities, other than regulated electricity for which SFA chose to opt into deregulation 16. Organized activity purchases – goods and services for the Early Childhood Lab, Cole Audiology Lab, Beef Farm, Poultry Farm, Equestrian Program, Broiler Houses, and Swine Farm when the purchase directly affects operations and such exemption represents the best value to the university. 17. Group travel – ; expenses related to group travel when such group travel includes non-university persons and is funded by payment from individual travelers; i.e., Art Tour 18. Gifts, prizes and awards for students, employees and non-university individuals 19. Accreditation fees 20. Tournament fees or game guarantees 21. Licensing fees or permits 22. Employee registration or tuition 23. Sponsorships 24. Non-travel-related meals 25. Fees, not otherwise identified herein 26. Notary bonds 27. Guest lecturers, speakers, artists, entertainers, performers, musicians, etc. 28. Educational/training services for university employees 29. Veterinary services 30. Other professional services as defined by the state comptroller‟s expenditure codes Cross References: Items Requiring Board of Regents Approval (D-20.5); Historically Underutilized Businesses (C-16.5); Delegated Purchasing Authority (C-10); Interagency and Interlocal Contracts (C-18); Proprietary Purchases (C-28); Professional and Consultant Services (C-45); Purchase of Surplus Property (C-28); Purchases From Employees (C-27); Moving Expenses (C-21); Purchase Requisition (C-30); Tex. Educ. Code § 51.9335; 34 Tex. Admin. Code § 20.391; Tex. Gov‟t Code Ch. 2162; Tex. Gov‟t Code § 2155.139(a)(2) Tex. Gov’t Code § 669.003; Tex. Gov’t Code §§ 2252.001-.004, .901 Responsible for Implementation: Vice President for Finance and Administration Contact for Revision: Director of Procurement and Property Services/HUB Coordinator Appendix 4 P-25 Forms: Purchase Requisition, Purchase Voucher Board Committee Assignment: Finance and Audit Appendix 4 P-26 Cellular Telephones and Wireless Communication Devices (F-42) Original Implementation: October 30, 2007 Last Revision: April 21, 2009January 31, 2012 OVERVIEW The university recognizes that certain positions require the use of a cellular telephone (cell phone) or other wireless communication devices, including personal digital assistants (PDAs) or smartphones, to conduct official business. This policy provides specific guidelines regarding the use of cell phones and/or wireless communication devices. DEFINITIONS Wireless Communications Device – cellular telephones, telephone/PDA combinations, and smartphones. For purposes of this policy, laptops and personal computers are not considered wireless communications devices. ELIGIBILITY Each department is responsible for establishing whether a specific employee needs a cell phone or wireless communication device service. Criteria for establishing this need include: 1. Requirement to travel frequently on university business. 2. Large amounts of time spent away from the office. 3. A need to contact the individual after normal business hours on a frequent basis. 4. A need for others to be in constant communication with the individual. 5. Safety considerations. If an employee meets one or more of these criteria, a department head/director may approve a request to provide either a university cell phone or wireless communication device or a communication allowance through one of the following options. 1. University provided cell phones or wireless communication device: If a department chooses this option, the entire amount of the university provided cell phone or wireless communication device is considered as a taxable fringe benefit to the employee. The employee is not required to document personal or business usage. However, the department must require that an employee reimburse the Appendix 4 P-27 department for calls that exceed the monthly plan amount unless they provide documentation that the excess use is attributed solely to business related calls. The Telecommunications Department will determine two preferred vendors from which the university will contract cellular services. All university provided cell phones and plans will be acquired from one of the preferred vendors. Departments electing this option must submit a “Cellular Telephone Request and Justification Form” to the assistant director of telecommunications and networking for each employee, as required in policy F-29, Communications Services. 1. The assistant director of telecommunications and networking will communicate the taxable value of the university provided cell phone and wireless communication device to the payroll office. 2. Communication Allowance: The department may elect to provide a communication allowance to reimburse the employee for the projected cost of business related charges. The dollar amount of the cell phone allowance should cover the estimated business-related calls and a pro-rata portion of the monthly cost of the phone plan. Determination of the dollar amount of the allowance is made at the departmental level, but will be within guidelines and dollar limits established by the assistant director of telecommunications and networking. These levels are defined on the Communication Allowance Request Form. The communication allowance will be paid through payroll and will not be considered taxable income. The allowance does not constitute an increase to base pay and will not be included for percentage based pay increases or for retirement (TRS or ORP) calculations. The communication allowance is established by submitting a completed "Communication Allowance Request Form" to the payroll office. Departments should also keep a copy of the form on file for each approved allowance. The employee is responsible for communicating the telephone number to the department. The employee may, at his or her own expense, add extra services or equipment features as desired. 2. 3. Intermittent Use of Cell Phones for Business Purposes: Some departments may provide cell phones on an intermittent basis to their employees. Intermittent basis is defined as more than one employee assigned use of the phone during the month. Appendix 4 P-28 2. In these instances, NO personal use is permitted. Employees using these cell phones will be responsible for documenting all calls as business related. Employees must submit the documentation (phone logs) to the department. Supervisors will be responsible for reviewing the documentation and insuring that employees reimburse the university for any personal calls made inadvertently. Reimbursements must be based on a pro-rata share of the monthly phone bill and made within 30 days of receipt of the telephone bills. These phone logs must be retained by the department and will be subject to audit. The controller‟s office must be notified when employees do not submit proper documentation. In these instances, the employee will be responsible for any tax liability associated with phone usage. 3.4. Infrequent Use of Cell Phones for Business Purposes: If infrequent business calls are made by an employee who does not receive a communication allowance or university-provided phone, departmental approval can be given to reimburse the employee for business calls that exceed personal wireless plan minutes. Reimbursement of these calls will be made through accounts payable through normal procedures for reimbursement of business related expenses. Appropriate documentation, such as a copy of the wireless plan billing statement and the stated business purpose of the call, should be submitted to support the reimbursement. Any reimbursement of business related calls will not be taxable to the employee. Cross Reference: Communication Services (F-29) Responsible for Implementation: Provost and Vice President for Finance and Administration Contact for Revision: Controller, Assistant Director of Telecommunications and Networking Forms: Communications Allowance Request Form, Cellular Telephone Request and Justification Form Board Committee Assignment: Finance and Audit Appendix 4 P-29 Computing Software Copyright (D-43) Original Implementation: July 27, 1999 Last Revision: July 21, 2009January 31, 2012 Purpose and Scope Most software on computers at Stephen F. Austin State University is protected by federal copyright laws. In addition to the copyright laws, there is usually is a license agreement between the software seller and the purchaser to protect the software. Educational institutions are not exempt from legislation covering copyrights. The university's policy is to adhere to the copyright protections given under federal law, and to adhere to the conditions of the license agreements. The following policies and procedures apply. Policies and Procedures Software provided through the university for use by faculty, staff, and students shall be used on computing equipment only as appropriate to the specific software licenses. Licensed software shall not be copied on university equipment except as specifically permitted by the software license , e.g., (to create a backup copy, for example). It is a violation of university policy to knowingly use or attempt to use unauthorized software. Faculty, staff, and students may not use unlicensed or unauthorized copies of software on university- owned computers, or any computer connected to the university network. The individual who normally uses a specific computer is responsible for ensuring and documenting via license agreement or proof of purchase that the software used on that machine is licensed. An appropriate designated assignee is responsible when the same machine is used by several persons. When the same computer is used by more than one person, a specific individual shall be assigned responsibility for ensuring and documenting appropriate software licensing. For a multi-user computing system, the director of the organizational unit owning the system,, or the manager person responsible for its operation, shall document licenses, and inform users of licensing conditions, and shall take reasonable actions to ensure compliance. It is a violation of university policy to knowingly use or attempt to use software which is not authorized for use under normal operating procedures. The university may audit software on university- owned equipment at any time, with or without notice to the designated users. The university may request Appendix 4 P-30 permission to audit software on non-university equipment that is connected to the university network as a condition of approval to use such equipment on the network. Sanctions for Policy Violations Unauthorized or unlicensed use of software is a serious matter. Faculty, staff, and students should bring known or suspected violations of these policies to the attention of supervisors or other responsible persons such as the director of Information Technology Services. Any individual violating these policies is required to take immediate remedial corrective action, e.g., to remove the unlicensed software from the machine;. pPersons refusing to do so are subject to university disciplinary procedures. Cross Reference: Computer and Network Security, (D-8.1) Responsible for Implementation: Provost and Vice President for Academic Affairs Contact for Revision: Director of Information Technology Services Forms: None Board Committee Assignment: Academic and Student Affairs Appendix 4 P-31 Dead Week (A-15) Original Implementation: June 16, 1982 Last Revision: April 21, 2009January 31, 2012 Dead week, the last five class days of each long semester, is intended to is an established tradition in higher education to allow students the necessary time to prepare for final examinations. During the last five class days of each long semester, written examinations (except to cover daily assignments) and themes or assignments beyond normal daily requirements are not to be assigned without written notification to the students Examinations or assignments shall not be scheduled during dead week unless students are notified in writing prior to the twelfth class day. The Division of University Affairs and major student groups of the university, including Student Government Association (SGA), Student Activities Association (SAA), Residence Hall Association (RHA), SFA Panhellenic Association (SFAPA), National Panh-Hellenic Council (NPHC), Interfraternity Council, (IFC) and Multicultural Greek Council (MGC), shall observe dead week by refraining from sponsoring on-campus student social activities. e.g., (including parties, dances, films, concerts, and banquets). On-campus advertising will not be approved for any student group-sponsored, off-campus social activity sponsored off-campus by a student group duringoccurring during dead week will not be approved. Cross Reference: Faculty Handbook Responsible for Implementation: Provost and Vice President for Academic Affairs, Vice President for University Affairs Contact For Revision: Provost and Vice President for Academic Affairs, Vice President for University Affairs Forms: None Board Committee Assignment: Academic and Student Affairs Appendix 4 P-32 Discipline and Discharge (E-11) Original Implementation: December 6, 1983 Last Revision: January 27, 2009January 31, 2012 This policy shall apply to all regular non-academic employees including both classified exempt and non-classifiednon-exempt staff. The non-renewal of non-academic employees with contracts, temporary employees, at-will employees, or dismissal during the probationary period shall not be covered by this policy. The probationary period of an employee shall be one hundred eighty (180) calendar days. Supervisory efforts should be concentrated on preventing serious personnel problems rather than on disciplining employees for misconduct. However, supervisors shall have the right to discipline or summarily discharge an employee for cause. If disciplinary measures are to be imposed, it is essential that each problem be investigated so that the facts of the situation are known and that any action taken be primarily corrective rather than punitive. An employee being disciplined should be told what they have done wrong and should be clearly instructed on what is expected of them. Any discharge must first be reviewed by the director of human resources. Except in cases of discharge, the employee should be given a reasonable period of time to improve their performance or correct their actions or attitude. An employee may be discharged when reasonably corrective or rehabilitative methods have failed or when the serious nature of a violation or the accumulation of violations, warrants immediate separation. Definitions of Minor Rule Violations Rule violations of a minor nature may have little or no effect on the continuity, efficiency, and safety of university work, but will not be tolerated. The following are a few examples of minor rule violations, which may result in either oral or written warnings for entry into an employee's record. Continuation of an offense may result in stronger disciplinary action. This list is not all-inclusive. 1. Unauthorized, unexplained, or inexcusable absence or tardiness. 2. Failure to notify supervisor of absence at the earliest practical time. 3. Failure to observe assigned work schedules (starting time, quitting time, rest and meal periods). 4. Soliciting or collecting contributions for any purpose, or selling or offering for sale any goods or service, on university premises in violation of university policy. 5. Unsatisfactory work performance. 6. Loafing or other abuse of time during assigned working hours. 7. Interfering with any employee's work performance or duties by talking or by other distractions. 8. Circulating or distributing written or printed matter on university premises in violation of the university policy on petitions and handbills. Appendix 4 P-33 9. Leaving regularly assigned work location without notifying immediate supervisor. 10. Performing unauthorized personal work on university time. 11. Defacing bulletin boards or notices posted thereon. 12. Minor violations of safety rules. 13. Failure to punch time card or record card as instructed. 14. Discourteous treatment of the public or of other employees. 15. Improper political activity of a minor nature. 16. Minor violation of internal department work rules. 17. Engaging in excessive visiting, personal conversations, or use of the telephone for personal use. 18. Failure to follow any reasonable instructions issued by supervisor related to performing job tasks and/or job duties. 19. Abusive or unruly conduct of a minor nature. Definitions of Major Rule Violations Major offenses are any act or omissions in violation of university policies or rules to such a degree that further employment of the offending individual may not be desirable for the university. The following are examples of some offenses which subject an employee to a written warning, suspension, or discharge. This list is not all-inclusive. 1. Any act which might endanger the safety or lives of others. 2. Refusal to properly perform work properly assigned by a supervisor. 3. Violation of university safety rules. 4. Falsifying any university records. 5. Punching the time cardClocking in or out for another employee or allowing yoursones time to be punched entered by another employee. 6. Leaving university premises during working hours without permission from the supervisor. 7. Abusing, destroying, damaging, or defacing university property, tools, equipment, or the property of others on university premises. 8. Gambling on university premises. 9. Delaying or restricting work, or inciting others to delay or restrict work. 10. Fighting on university premises. 11. Carrying firearms or other dangerous weapons on university premises. 12. Failure to return to work on expiration of vacation or leave of absence, or when called back after a layoff. 13. Disclosure of confidential university information to unauthorized persons. 14. Theft, misappropriation or unauthorized use of university funds or property, or other dishonest actions. 15. Continued unsatisfactory work performance. 16. Unauthorized, unexplained, or inexcusable leave for more than three days. 17. Excessive absences or tardiness. 18. Physical, mental or emotional inability to perform the job satisfactorily. 19. Major violation of internal department work rules. 20. Insubordination. 21. Abusive and unruly conduct. Appendix 4 P-34 22. Indecent or obscene conduct. 23. Conviction of a felony or of a misdemeanor involving moral turpitude by a trial court. 24. Flagrant or repeated minor rule violations. 25. Sexual harassment of any person by an employee during working hours or on university premises. 26. Unlawful discrimination. 27. Bringing or consuming any liquor, marijuana, or narcotics on university premises (this rule applies to any habit-forming or disabling substance not prescribed by a physician). 28. Reporting for duty under the influence of liquor, marijuana, or narcotics (applies to any habit forming or disabling substance not prescribed by a physician). 29. Accepting any gifts or favors, which influence or tend to influence the performance of duties or the granting of service or favors to other university personnel, applicants, clients, or other persons. 30. Refusal to attend state and university mandated trainings within the appropriate timeframe including but not limited to EEO training and Performance Management Plan training. Corrective Disciplinary Actions For repeated but relatively minor incidents of substandard performance, misconduct, or rule violations, discipline should be progressive. The normal sequence of action is: (1) Oral Warning; (2) Written Reprimand; (3) Suspension; (4) Demotion; (5) Discharge. Depending on the severity of the case, the action may begin at any of these steps. Any action involving suspension, demotion, or discharge must have prior review from the director of human resources. Any corrective disciplinary action should be recorded on the Employee Counseling Form (available in Human Resources). The corrective action should include a section which documents specific, job related, and measurable actions identified to increase job knowledge, improve skills, or correct performance difficulties. Timetables shall be established for follow-ups and improvement or non-improvement and will be documented on all Employee Counseling Forms. Oral Warning: Normally, initial disciplinary action should be in the form of an oral discussion and warning, especially for minor rule violations. If it appears that an employee has failed to perform their work or conduct themselves according to job requirements, the supervisor should first talk to the employee about the matter and informally inquire further into the situation. If facts indicate that the employee may have been at fault, the supervisor should discuss the matter with them. The supervisor may call on another person (preferably another supervisor) to be present as a witness. The employee should clearly be instructed of the gravity of the action and should be told that the warning is disciplinary in nature. Supervisors should maintain a complete and accurate written notation of the warning on an "Employee Counseling Record" form. Appendix 4 P-35 Written Reprimand: Reprimand involves both a formal interview with the employee and an official memorandum emphasizing the negative effect of the employee's conduct or work performance on their record and opportunities for advancement. If the immediate supervisor does not have the authority to discharge the employee, then the interview should be conducted by the department official who does have discharge authority. A written reprimand should include: the names of everyone involved, dates, a description of the incident or unsatisfactory performance, witnesses (if any), and the action taken. Use the "Employee Counseling Record" for this purpose. Reference should also include the dates and results of prior oral warning(s), or other written reprimand(s). It should also bear the employee's comments, if any, and the employee's signature. The employee should be informed that their signature indicates they have received a copy of the reprimand, but not necessarily that they agree with its contents. If the employee refuses to sign the reprimand, a witness, preferably another supervisor, should verify that the employee has read the reprimand and refused to sign an acknowledgement. A copy of the reprimand should be sent to the director of human resources to be filed in the employee's permanent file. Suspension: Suspension may be a disciplinary action or the an interruption (without with or without pay) of the active employment of an employee pending an investigation and decision by the director of human resources, and in unusual circumstances, the general counsel. Suspension for a period of longer than three (3) days must be approved by the appropriate vice president. To suspend an employee from the payroll, the supervisor should: present the employee with a completed "Employee Counseling Record" indicating suspension, the period of suspension, and the reasons for the suspension; forward a copy of the "Employee Counseling Record" attached to a completed "Personnel Action Request" form through Human Resources for inclusion in the employee’s permanent file.to Payroll Services. The department will then complete a “Leave Without Pay"Personnel Action Request" form should be completed, removing the employee from the payroll if the suspension is for any period of time that the employee is to be without pay. The supervisory official will conduct a conference with the employee at the beginning of the shift on the day the employee is to return to work. A discussion should occur with the employee recapping the reason for suspension, what is expected of the employee and the next step to be taken if improvement does not occur. Demotion: The supervisory official with the authority to discharge an employee also has the authority to demote an employee. An employee who cannot or will not carry out efficiently and effectively the duties of the job for which they are hired or promoted, may be demoted to a job more commensurate with their abilities, skills, and experience or job performance. The immediate supervisor recommending demotion will first review the demotion with the director of human resources. The director of human resources will ensure that the employee has received proper counseling and an adequate trial period for improvement of performance prior to the approval of any recommendation for demotion. Demotion should be considered a last alternative in lieu of termination and may only be Appendix 4 P-36 considered when a lower job assignment is available in the department in which the employee works. Discharge: In cases other than serious offenses, discharge from employment should be used as a last resort. The supervisor who has authority to employ a person also has the authority to discharge a person. Prior to the action, the discharging supervisor must review the situation with his immediate superior, the director of human resources, and, in unusual circumstances, the general counsel. This review will assure that the case for dismissal has been objectively investigated and is both justified and properly documented. The appropriate vice president must approve each discharge. If the discharge is in order, an employee should be presented with a completed "Employee Counseling Record" indicating discharge, the reasons for the discharge, and the date of the discharge. Since discharge requires prior consultation and approval, it should not be done "on-the-spot". However, if the supervisor believes it is improper to leave the employee on duty until such approval can be obtained, the supervisor should, with review from the director of human resources, immediately place the employee on suspension for a period not to exceed three (3) days. This action also allows time for any investigation which may be necessary. Other Actions: In extremely serious cases involving unruly behavior, violence or imminent threat to personal safety or property, the supervisor and/or University Police Department may determine the need for immediate arrest or removal from University property of an employee. This action should be considered an immediate suspension and may warrant proceeding with the discharge process. Also, an interim suspension with pay may be used as a non-disciplinary action for situations that warrant investigation while the employee does not return to duty. The director of human resources must approve an interim suspension with pay. Alternative Disciplinary Actions Other forms of disciplinary action may be appropriate in some cases. These may include making up lost time, docking, withholding salary increases, transfer to more suitable work, or compensating the university for damage. With the exception of making up lost time, these alternative disciplinary actions require the prior review of the director of human resources. Involuntary Terminations Other Than Discharge It is not the intent of this policy to prohibit, or in any way restrict, the university and its administrative officials from the right to terminate any employee for any non-disciplinary reason if it is in the best interest of the university to do so. An employee so terminated shall not have recourse through this policy or the Grievance and Appeals Procedure. Examples of termination for non-disciplinary reasons include, but are not limited to, terminations due to lack of work or funds (reduction in force), the redesigning of jobs, the termination of grant funding which eliminates positions, termination of a temporary position, and changes in the organizational structure in compliance with university policies and rules, i.e., retirement, nepotism, etc. Employees who are terminated for non-disciplinary reasons may appeal through the supervisory chain up to the vice president for Appendix 4 P-37 the area involved only on grounds of constitutional violations or other legal rights which may have been abridged. Cross Reference: Non-Academic Employee Handbook; Performance Management Plan; U.S. ConstitutionConst., Aamendments. 5V, XIV and 14; Texas. Const.itution, Aart. I, §Sec. 19. Responsible for Implementation: Vice President for Finance and Administration Contact for Revision: Director of Human Resources Forms: Employee Counseling Report (available in Human Resources); Notice of Suspension (available in Human Resources); Notice of Discharge (available in Human Resources); Leave Without Pay Form (available on-line); Personnel Action Request, (available in Human Resources) Board Committee Assignment: Academic and Student Affairs Appendix 4 P-38 Disposition of Abandoned Personal Property (D-9) Original Implementation: October 18, 1988 Last Revision: January 27, 2009January 31, 2012 Lost property means any unclaimed personal property coming into the possession of the university, other than motor vehicles as defined in the Texas Transportation Code. Lost property shall be deemed abandoned if the rightful owner does not come forth and make a valid claim within ninety (90) days of the university's original possession. Unless the abandoned property is being held as evidence to be used in a pending criminal case, the university may dispose of the abandoned property by public auction. The profits of the auction shall be used for student service activities as directed by the Office of the Dean of Student Affairs. However, if the rightful owner makes a valid claim to abandoned property before auction, then the university shall return the property to the rightful owner. REPORTING OR CLAIMING ABANDONED PERSONAL PROPERTY Any individual finding lost property on the university campus or seeking to claim lost property should follow the guidelines listed below. 1. A person finding lost or unclaimed property should turn in said property at the University Police Department or the information desk in the student center. Lost or unclaimed property found in Steen Library should be turned in to the circulation desk on the first floor. Lost or unclaimed property found in academic buildings should be turned in to the appropriate departmental office. Lost or unclaimed bicycles or other bulky items are stored in the University Police Department. 2. A written "Record of Unclaimed Personal Property" form indicating the date the lost or unclaimed property came into the university's possession shall be completed and retained by the receiving department. 3. After fifteen (15) days, all unclaimed property held in the University Police Department, in Steen Library, or in other campus areas such as departmental offices, shall be transferred to the student center information desk with the record indicating the date of receipt of the unclaimed property. 4. Lost items may be claimed at the student center information desk upon presentation of reasonable identification of the lost property. 5. A public auction is held annually under the direction of the dean of student affairs at a time and place announced during each academic year. Cross Reference: Texas Tex. Educ.ation Code, §Section 51.213 Appendix 4 P-39 Responsible for Implementation: Vice President for University Affairs Contact for Revision: Dean of Student Affairs Forms: Record of Unclaimed Personal Property (available in University Printing Services) Board Committee Assignment: Academic and Student Affairs Appendix 4 P-40 Duties and Responsibilities of Offices Reporting to the Provost (E-13A) POLICY DELETED 1/31/2011 Original Implementation: September 4, 1979 Last Revision: July 21, 2009 The associate vice president for academic affairs, academic deans, dean of graduate studies, executive director of enrollment management, Student Financial Aid director, library director, Instructional Technology director, Information Technology Services director, director of the Office of Research and Sponsored Programs (ORSP), and director of the School of Honors report directly to the provost and vice president for academic affairs. The duties and responsibilities of these officers are defined as follows: Associate Vice President for Academic Affairs 1. The associate vice president for academic affairs provides leadership in the areas of academic planning, program implementation, the curriculum, and the application of new technologies to the teaching/learning process. 2. Among the responsibilities of the associate vice president for academic affairs are: a. Coordinate assessment activities of academic units within the university; b. Ensure compliance with Southern Association of Colleges and Schools (SACS) accreditation policies in the context of academic affairs; c. Perform other duties as assigned by the provost. Academic Deans 1. Deans are responsible for fostering excellence in teaching, research/scholarly/creative activities, and service in their colleges. 2. Among the responsibilities of the deans within the respective colleges are: a. supervise, counsel and evaluate department chairs, program directors, faculty and staff; b. exercise leadership in budget preparation, establish funding priorities, monitor budget administration and coordinate fund raising; c. make recommendations on personnel actions ; d. facilitate college policy formulation and implementation; e. coordinate the development, operation and assessment of programs; f. interpret policy and adjudicate appeals ; g. oversee degree plan preparation and qualification for graduation, and monitor student progress; Appendix 4 P-41 h. advise the provost on matters affecting instructional and research programs ; i. perform other duties as assigned by the provost. Dean of Graduate Studies 1. The dean of graduate studies is responsible for supervision of the university's graduate education programs. 2. Among the responsibilities of the dean of graduate studies are: a. recommend approval of graduate courses, programs, and degrees; b. serve as a resource person in budget, space, and personnel decisions affecting graduate education; c. recommend approval of faculty eligibility for the instruction of graduate courses; d. establish and maintain standards and procedures by which graduate students are admitted, enrolled, supervised, retained and awarded advanced degrees; e. assign and/or approve graduate committees, and accept final thesis, exhibition or dissertation documents; f. chair the University Graduate Council ; g. recommend funding for graduate assistantships, oversee allocation of graduate assistantships to the colleges, monitor budget dispensation of graduate assistantship funds and appointments; h. prepare and administer the budget for the office of graduate studies; i. interpret graduate program policy and adjudicate appeals ; j. oversee the masters degree in interdisciplinary studies; k. perform other duties as assigned by the provost. Executive Director of Enrollment Management 1. The executive director of enrollment management is responsible for direct oversight of the Office of Admissions and indirect oversight of the Academic Advising Center, SFA 101 program and the Registrar‟s Office. 2. Among the responsibilities of the executive director are: a. provide leadership to the directors of the Academic Advising Center, SFA 101 program, and Registrar‟s Office; b. serve as the chief admission officer; c. prepare and administer the budget for the Office of Admissions and assist with budget preparations for the Academic Advising Center, SFA 101 and the Registrar‟s Office; Appendix 4 P-42 d. supervise the development of promotional material used for recruiting purposes; e. oversee the collection of data regarding student enrollment; f. articulate programs and courses with schools, colleges, and universities; g. supervise the recruitment and admission of undergraduate students; h. assist with university-wide retention efforts; i. make recommendations for all personnel actions within the enrollment management area; j. perform other duties as assigned by the provost. Library Director 1. The library director is responsible for the development and operation of various educational resource and information technology functions in addition to traditional library services. 2. Among the duties and responsibilities of the library director are: a. plan, organize, and direct library collection development as well as technical and information service programs; b. prepare and oversee the administration of the budget for library operations; c. oversee student tutoring services provided by the Academic Assistance and Resource Center; d. provide campus-wide technical support through the Library Information Network Center; e. plan and direct the university records management program and the university archives; f. promote development of a coherent and effective library web portal to facilitate access to information resources; g. facilitate library policy development, formulation, and implementation; h. seek grant opportunities to secure funding for library initiatives; i. perform other duties as assigned by the Provost and VPAA. Director of the Office of Instructional Technology (OIT) 1. The director of instructional technology is responsible for coordinating, advising, and assisting academic units in integrating instructional technologies with teaching, learning, research, and outreach. 2. Among the responsibilities of the director are: a. serve as leader in recommending and evaluating instructional technology priorities and policies for the university; Appendix 4 P-43 b. collaborate with academic units to incorporate instructional technology into teaching/learning processes; c. serve as an academic liaison in university-wide computing and telecommunication; d. conduct strategic planning for instructional technology; e. administer technology training; f. coordinate distance learning; g. develop and promote partnerships with business, industry, and the public sector; h. seek funding in support of instructional technology ; i. assist academic units in the assessment of instructional technology; j. prepare and administer the budget for OIT; k. make recommendations on all personnel actions within OIT; l. perform other duties as assigned by the Provost and VPAA. Director of Information Technology Services (ITS) 1. The director of Information Technology Services is responsible for oversight of the university‟s Enterprise Resource Process system, local and wide area networks, telecommunications, computer support, and help desk operations. 2. Among the responsibilities of the director are: a. provide leadership to the office of ITS; b. provide leadership to the project director in the projects office; c. communicate and implement the requirements of the Texas Department of Information Resources; d. prepare and administer the budget for ITS; e. create and implement a strategic plan for ITS; f. perform risk assessment and disaster recovery planning for ITS; g. perform other duties as assigned by the provost. Director of the Office of Research and Sponsored Programs (ORSP) 1. The director is responsible for the development and operation of ORSP. 2. Among the responsibilities of the director are: a. plan, organize, and direct ORSP; b. conduct strategic planning of ORSP activities; c. review and provide signature approval of all proposals for external funding routed through the ORSP; d. chair the University Research Council; e. coordinate the development of policies relating to research and sponsored programs; Appendix 4 P-44 f. prepare state and federal reports on research and sponsored program expenditures; g. provide oversight and guidance in the development of extramural grant applications and contractual agreements; h. coordinate the management of grant accounting activities with the Controller‟s Office; i. implement procedures for monitoring compliance with state and federal regulations and standards; j. prepare and administer the budgets for research enhancement, research development, and ORSP; k. make recommendations on all personnel actions within ORSP; l. perform other duties as assigned by the provost. Director of the Office of International Programs 1. The director of international programs is responsible for supervising, coordinating, planning and organizing the Office of International Programs (OIP). 2. Among the responsibilities of the director are: a. supervise and monitor all staff of OIP, American English Language Institute, and Study Abroad Office; b. supervise all financial activity of OIP and related offices; c. coordinate issues and needs relevant to international students; d. market and manage international student recruitment; e. research, compile, review, and evaluate OIP activities; f. prepare periodic reports on operations of related activities of OIP; g. assist international students in applying to the University; h. assist in the development and implementation of international articulation agreements; i. design and conduct orientation workshops for international students and faculty members leading study abroad programs; j. facilitate the development and implementation of study abroad programs; k. perform other duties as assigned by the provost. Director of the Financial Aid Office 1. The director of financial aid is responsible for overseeing the operation of the Financial Aid Office. 2. Among the responsibilities of the director are: a. manage and maintain efficient and effective administration and delivery of federal, state, and university financial aid programs; Appendix 4 P-45 b. manage the preparation of reports submitted to federal, state, university, and external agencies; c. supervise personnel in the Financial Aid Office; d. develop and implement financial aid operating budgets; e. coordinate financial assistance with other student financial resources on campus; f. interface with federal and state agencies on matters of financial aid; g. implement procedures for monitoring compliance with financial aid standards; h. assist with university-wide retention efforts; i. counsel students and parents on financial aid; j. perform other duties as assigned by the provost. Director of the School of Honors 1. The director of the School of Honors is responsible for supervision of the university‟s School of Honors. 2. Among the duties
Click tabs to swap between content that is broken into logical sections.
Rating | |
Title | Minutes of the Board of Regents of Stephen F. Austin State University. 2012, Volume No. 273 |
Subject |
Meetings Universities & colleges Stephen F. Austin State University |
Description | January 30 and 31, 2012, Volume No. 273 |
Date | 2012-01-30 |
Contributors | Mr. Bob Garrett Dr. Scott Coleman Mr. James Dickerson Ms. Sarah Feye Ms. Brigettee Henderson Mr. Steve McCarty Mr. Ken Schaefer Mr. Ralph Todd Ms. Connie Ware Dr. Baker Pattillo Dr. Richard Berry Mr. Danny Gallant Mr. Steve Westbrook Mr. Damon Derrick |
Repository | East Texas Research Center |
Associated Dates | 2010-2019 |
Type | Publication |
Format | |
Rights | This item may be protected under Title 17 of the U.S. Copyright Law. It is available for non-commercial research and education. For permission to publish or reproduce, please contact the East Texas Research Center at asketrc@sfasu.edu |
Transcript | Stephen F. Austin State University MINUTES OF THE BOARD OF REGENTS Nacogdoches, Texas January 30-31, 2012 Volume 273 TABLE OF CONTENTS BOARD MINUTES FOR JANUARY 30 AND 31, 2012 MEETING 273 Page APPROVAL OF MINUTES Board Order 12-09 Approval of Board Meeting Minutes from October 17 and 18, 2011, and December 17, 2011 ..............................................................................................................3 PERSONNEL Board Order 12-10 Faculty Appointments for 2011-2012 ..................................................................................3 Staff Appointments for 2011-2012 ......................................................................................4 Changes of Status for 2011-2012 .........................................................................................5 Promotions ......................................................................................................................7 Retirements ......................................................................................................................8 ACADEMIC AND STUDENT AFFAIRS Board Order 12-11 Request from College of Liberal and Applied Arts for Changes in Division of Communication and Contemporary Culture ............................................................8 Board Order 12-12 Multi-Year Agreement Extension for Use of AlcoholEDU® .............................................8 Board Order 12-13 Academic and Student Affairs Policy Revisions .................................................................9 BUILDING AND GROUNDS Board Order 12-14 Approval of the SFA 2020 Campus Master Plan...............................................................10 Soccer Field Drainage Project Increase .............................................................................10 Building and Grounds Policy Revisions ............................................................................10 Board Order 12-15 Water Well for the SFA Gardens .......................................................................................10 FINANCIAL AFFAIRS Board Order 12-16 Approval of the Fiscal Year 2010-11 Annual Financial Report ........................................11 Approval of the SFA Charter School 2010-11 Audited Financial Statements ..................11 Resolution to Acknowledge Review of Investment Policy and Strategy ..........................11 Resolution to Approve Qualified Financial Institutions and Investment Brokers .............12 Grant Awards ....................................................................................................................12 Financial Affairs Policy Revisions ....................................................................................12 REPORTS President Audit Services Report Faculty Senate Student Government Association Board Order 12-17 Election of Officers for 2012-2013 ....................................................................................14 APPENDICES Appendix 1 – Resolution to Acknowledge Review of Investment Policy and Strategy Appendix 2 – Resolution to Approve Qualified Financial Institutions and Investment Brokers Appendix 3 – Grant Awards Appendix 4 – Policy Revisions -1- Stephen F. Austin State University Minutes of the Meeting of the Board of Regents Nacogdoches, Texas January 30 and 31, 2012 Austin Building 307 Meeting 273 Monday, January 30, 2012 The regular meeting of the Board of Regents was called to order in open session at 8:02 a.m. Monday, January 30, 2012, in the Austin Building Board Room by Chair Bob Garrett. PRESENT: Board Members: Mr. Bob Garrett, Chair Dr. Scott Coleman Mr. James Dickerson Ms. Sarah Feye Ms. Brigettee Henderson Mr. Steve McCarty Mr. Ken Schaefer Mr. Ralph Todd Ms. Connie Ware President: Dr. Baker Pattillo Vice-Presidents: Dr. Richard Berry Mr. Danny Gallant Mr. Steve Westbrook General Counsel: Mr. Damon Derrick Other SFA administrators, staff, and visitors Regent Carlos Amaral was absent from the meeting. Dr. Pattillo introduced Dr. Raymund A. Paredes, Commissioner of the Texas Higher Education Coordinating Board, who made a presentation on “Meeting the Goals of Closing the Gaps by 2015 and Planning for the Future.” The Building and Grounds Committee convened at 9:22 a.m. and adjourned at 11:45 a.m. The Finance and Audit Committee convened at 2:05 p.m. and adjourned at 2:55 -2- p.m. The Academic and Student Affairs Committee convened at 2:55 p.m. and adjourned at 4:05 p.m. The chair called for an executive session at 4:30 p.m. to consider the following items: Consideration of Individual Personnel Matters Relating to Appointment, Employment, Evaluation, Assignment, Duties, Discipline, or Dismissal of an Officer or Employee, including but not limited to football coaches, vice presidents and the president. (551.074) Deliberations Regarding Negotiated Contracts for Prospective Gifts or Donations (Texas Government Code, Section 551.073) Water Well for the SFA Gardens Consultation with Attorney Regarding Legal Advice or Pending and/or Contemplated Litigation or Settlement Offers including but not limited to reported complaints, Christian Cutler v. Stephen F. Austin State University President Baker Pattillo, Vice- President Richard Berry, Dean of Fine Arts A.C. Himes, former Director of School of Art Scott Robinson, and Unnamed Others, Jacob Duffee v. Baker Pattillo, Jane Wilcox, Steve Westbrook, and Marc Cossich, environmental compliance peer audit, and intellectual property. (551.071) The executive session ended at 6:25 p.m. and the board meeting was recessed for the evening with no further action. Tuesday, January 31, 2012 The chair reconvened the board meeting in open session at 9:00 a.m. on Tuesday, January 31, 2012. PRESENT: Board Members: Mr. Bob Garrett, Chair Dr. Scott Coleman Mr. James Dickerson Ms. Sarah Feye Ms. Brigettee Henderson Mr. Steve McCarty Mr. Ken Schaefer Mr. Ralph Todd Ms. Connie Ware President: Dr. Baker Pattillo Vice-Presidents: Dr. Richard Berry Mr. Danny Gallant Mr. Steve Westbrook -3- General Counsel: Mr. Damon Derrick Other SFA administrators, staff, and visitors Regent Carlos Amaral was absent from the meeting. Regent Ware led the pledge to the flags and Regent Todd provided the invocation. RECOGNITIONS Dr. Pattillo recognized Dr. Sid Walker, vice president for development, who recently completed his doctorate. The 2011 Ladyjack Soccer Team was recognized, as well as visiting students from Rose Bruford College, the Jack Walkers, the group which led the effort for reaffirmation with the Southern Association of Colleges and Schools, and the campus officers for the NAACP. APPROVAL OF MINUTES BOARD ORDER 12-09 Upon motion by Regent McCarty, seconded by Regent Coleman, with all members voting aye, it was ordered that the minutes of the October 17 and 18, 2011, regular meeting of the Board of Regents and the December 17, 2011, special meetings of the Board of Regents be approved as presented. PERSONNEL BOARD ORDER 12-10 Upon motion by Regent Dickerson, seconded by Regent Todd, with all members voting aye, it was ordered that the following personnel items be approved. FACULTY APPOINTMENTS FOR 2011 – 2012 EDUCATION Ralph Marshall, Associate Professor of Secondary Education and Educational Leadership, Ed.D. (Illinois State University) at an academic year salary of $62,000 for 100 percent time, effective January 1, 2012. Kimberly Welsh, Associate Professor of Elementary Education, Ed.D. (Texas A&M University) at an academic year salary of $57,685 for 100 percent time, effective January 1, 2012. -4- STAFF APPOINTMENTS FOR 2011 – 2012 ATHLETICS David Gibbs, Assistant Football Coach, at a 10.5 month salary of $82,139 for 100 percent time, effective February 1, 2012. James C. Harper, Head Football Coach, at an annual salary of $142,000 for 100 percent time, effective February 1, 2012. Jake Taylor Morrison, Assistant Football Coach, at a 10.5 month salary of $35,000 for 100 percent time, effective February 1, 2012. Arlington Nunn, Assistant Head Football Coach, at a 10.5 month salary of $71,843 for 100 percent time, effective February 1, 2012. Bruce Erik Slaughter, Assistant Football Coach, at a 10.5 month salary of $65,000 for 100 percent time, effective February 1, 2012. Harold Christopher Truax, Assistant Football Coach, at a 10.5 month salary of $72,176 for 100 percent time, effective February 1, 2012. Jacob Willingham, Assistant Football Coach, at a 10.5 month salary of $35,000 for 100 percent time, effective February 1, 2012. Richard Olin, Assistant Football Coach, at a 10.5 month salary of $82,000 for 100 percent time, effective February 1, 2012. Nathan Paul Schneider, Assistant Football Coach, at a 10.5 month salary of $40,000 for 100 percent time, effective February 1, 2012. Troy Rogers, Assistant Football Coach, at a 10.5 month salary of $61,000 for 100 percent time, effective February 1, 2012. CAMPUS RECREATION Evan Coulson, Coordinator of Outdoor Pursuits, at an annual salary of $33,000 for 100 percent time, effective December 12, 2011. EARLY CHILDHOOD LAB Kacey Busby, Teacher, at an annual salary of $32,000 for 100 percent time, effective January 1, 2012. -5- INFORMATION TECHNOLOGY SERVICES Robert Thomas, Programmer/Analyst I, at an annual salary of $35,000 for 100 percent time, effective January 2, 2012. NURSING Horace Strong, Project Coordinator, at an annual salary of $41,200 for 100 percent time, effective December 19, 2011. ORIENTATION PROGRAMS Veronica Weaver, Assistant Director of Orientation, at an annual salary of $36,000 for 100 percent time, effective October 5, 2011. RESEARCH AND SPONSORED PROGRAMS Peggy Muckelroy, Research Development Specialist, at an annual salary of $55,400 for 100 percent time, effective November 14, 2011. RESIDENCE LIFE Christopher Crowe, Hall Director, at an annual salary of $28,334 for 100 percent time, effective January 2, 2012. Earlkisha Mayberry, Hall Director, at an annual salary of $28,333 for 100 percent time, effective January 2, 2012. Bryan Sutherland, Hall Director, at an annual salary of $28,333 for 100 percent time, effective January 2, 2012. STUDENT LEARNING AND INSTITUTIONAL ASSESSMENT Dan Su, Assessment Specialist, at an annual salary of $45,000 for 100 percent time, effective January 2, 2012. CHANGES OF STATUS FOR 2011 – 2012 BUSINESS Madalene Miller, from Assistant to the Dean at an annual salary of $40,084 for 100 percent time, to Academic Advisor at an annual salary of $40,084 for 100 percent time, effective January 1, 2012. -6- COUNSELING AND CAREER SERVICES Jill Milem, from Assistant Director of Counseling/Clinical Director at an annual salary of $58,834 for 100 percent time, to Director of Counseling at an annual salary of $61,775 for 100 percent time, effective November 1, 2011. DISABILITY SERVICES Tiffany Rivers, from Assistant Director of Disability Services at an annual salary of $52,290 for 100 percent time, to Interim Director of Disability Services at an annual salary of $52,290 for 100 percent time with an additional stipend for interim duties of $500 per month for 10 months, effective November 1, 2011. EDUCATION Amanda Rudolph, from Associate Professor of Secondary Education at an academic year salary of $57,952 for 100 percent time, to Interim Associate Dean and Coordinator of National Council for Accreditation of Teacher Education at an annual salary of $50,000 for 100 percent time with an additional stipend for interim duties of $3,750 per month for 12 months, effective September 1, 2011. FINANCIAL AID LaShanda Parkhurst, from Financial Aid Specialist at an annual salary of $23,800 for 100 percent time, to Financial Aid Officer at an annual salary of $35,000 for 100 percent time, effective October 1, 2011. FINE ARTS Jorge Salas, from Instructor of Music at an academic year salary of $44,698 for 100 percent time, to Instructor of Music at an academic year salary of $45,698 for 100 percent time, effective September 1, 2011. C.A. Scott, from Webmaster Assistant at an annual salary of $18,900 for 60 percent time, to Web Design Specialist at an annual salary of $43,308 for 100 percent time, effective December 1, 2011. LIBERAL AND APPLIED ARTS Kelley Snowden, Administrative Assistant in Heritage Research Center at an annual salary of $28,000 for 100 percent time, to Research Associate for Cultural Heritage at an annual salary of $36,000 for 100 percent time, effective September 1, 2011. -7- PHYSICAL PLANT Jessica Barrett, from Accounting Clerk II at an annual salary of $30,000 for 100 percent time, to Supervisor Physical Plant Administration at an annual salary of $45,000 for 100 percent time, effective January 1, 2012. RESIDENCE LIFE Erica Crafton, from Hall Director at an annual salary of $28,500 for 100 percent time, to Area Coordinator at an annual salary of $32,000 for 100 percent time, effective January 1, 2012. Amy Tedesco, from casual employee at an hourly salary of $13.41 for 100 percent time, to Hall Director at an annual salary of $28,000 for 100 percent time, effective October 24, 2011. SCIENCES AND MATHEMATICS Jana Redfield, from Projector Coordinator at an annual salary of $15,500 for 50 percent time, to Project Coordinator /Research Specialist-Lab at an annual salary of $40,000 for 100 percent time, effective December 1, 2011. Ravi Yandamuri, from casual employee at an hourly salary of $10.00 for 100 percent time, to Research Specialist-Lab Management at an annual salary of $32,000 for 100 percent time, effective November 1, 2011. STUDENT AFFAIRS Charles Lopez, from Director of Disability Services at an annual salary of $72,689 for 100 percent time, to Assistant Dean of Student Affairs for Support Services at an annual salary of $77,000 for 100 percent time, effective November 1, 2011. TELECOMMUNICATION AND NETWORKING Scott Speichert, from Technical Support Specialist II at a salary of $31,500 for 100 percent time, to Database Administrator I at a salary of $43,282 for 100 percent time, effective January 1, 2012. PROMOTIONS Dr. Jorge Salas was appointed to the academic rank of assistant professor, effective January 1, 2012. -8- RETIREMENTS The retirement of Jerry Frye, Professor of Communication and Contemporary Culture, was accepted, effective December 31, 2011. ACADEMIC AND STUDENT AFFAIRS BOARD ORDER 12-11 Upon motion by Regent Dickerson, seconded by Regent Schaefer, with all members voting aye, it was ordered that the following academic and student affairs item be approved. REQUEST FROM COLLEGE OF LIBERAL AND APPLIED ARTS FOR CHANGES IN DIVISION OF COMMUNICATION AND CONTEMPORARY CULTURE WHEREAS, the board members considered the following: The College of Liberal and Applied Arts is requesting realignment of the Division of Communication and Contemporary Culture to more accurately reflect the disciplines and degree offerings in the division. This realignment will provide more opportunities for research and interdisciplinary work in these fields. Currently the division includes programs in Communication Studies, Global Media and Philosophy. The realignment will include the following changes: The Division of Communication and Contemporary Culture will become the Department of Mass Communication. Faculty from the Global Media program will remain in this department. The Department of Modern Languages will become the Department of Languages, Cultures and Communication. Faculty from the Communication Studies program will join this newly revised unit. A new unit will be called the Division of Multi-Disciplinary Programs. The division will be composed of the following programs: Bachelor of Applied Arts and Sciences (BAAS), Bachelor of Arts in Liberal Studies (LSTU), Bachelor of Science in Multi-Disciplinary Studies (BSMS), Bachelor of Arts in Philosophy (BA Phil), and the Master’s in Interdisciplinary Studies (MIS). Additionally, a range of interdisciplinary minors shall be housed in the division for administrative accountability. Philosophy faculty will move to the Division of Multi-Disciplinary Programs THEREFORE, it was ordered that the changes requested by the College of Liberal and Applied Arts be approved. BOARD ORDER 12-12 Upon motion by Regent Dickerson, seconded by Regent Henderson, with all members voting aye, it was ordered that the following academic and student affairs item be approved. MULTI-YEAR AGREEMENT EXTENSION FOR USE OF ALCOHOL.EDU® -9- WHEREAS, the board members considered the following: AlcoholEdu® is an on-line component of our comprehensive campus-wide approach to alcohol abuse education for SFA students. Since beginning its use in 2006, more than 9,570 first-year students have completed the program as part of their first-year experience. SFA is currently in the final year of a 4-year agreement for use of the AlcoholEDU® program. Going forward, prices for the program will increase by 25% in 2012 if the program is licensed on a year-to-year basis. Student Affairs has negotiated a 2% per year increase limit based upon a 4-year extension of the current agreement. This strategy will result in a savings of almost $20,000 over the term of the agreement. The total cost over the term of the agreement will slightly exceed $100,000. THEREFORE, approval was given to a four-year extension of the current agreement with EverFi, Inc. for the use of AlcoholEdu®. This extension will allow the continuation of the program through June 1, 2016 with a total cost over the four-year period of the agreement extension not to exceed $106,000. The president was authorized to sign this agreement. BOARD ORDER 12-13 Upon motion by Regent Ware, seconded by Regent Todd, with all members voting aye, it was ordered that the following academic and student affairs item be approved. ACADEMIC AND STUDENT AFFAIRS POLICY REVISIONS The Board of Regents adopted the following policy revisions as presented in Appendix 4: Academic Promotion (E-3A) Access to University Records (D-1) Awarding Academic Credit for Noncollegiate Sponsored Instruction (A-52) Computing Software Copyright (D-43) Dead Week (A-15) Discipline and Discharge (E-11) Disposition of Abandoned Personal Property (D-9) Duties and Responsibilities of Offices Reporting to the Provost (E-13A) Emergencies (F-10) Employee Training (E-64) Employment of Persons with Criminal History (E-19) Family and Medical Leave (E-58) Financial Aid Code of Conduct (D-53) Honorary Degree (D-18) Illicit Drugs and Alcohol Abuse (D-19) Insurance and Other Benefits (E-28) Overtime and Additional Compensation (E-36) Records Management (D-28) Retirement Programs (E-43) Security Sensitive Positions (E-44) Temporary Employment (E-49) -10- BUILDING AND GROUNDS BOARD ORDER 12-14 Upon motion by Regent McCarty, seconded by Regent Todd, with all members voting aye, it was ordered that the following building and grounds affairs items be approved. APPROVAL OF THE SFA 2020 CAMPUS MASTER PLAN WHEREAS, the board members considered the following: At the April 19, 2011, meeting the SFA Board of Regents selected Perkins + Will to develop a campus master plan. The firm has developed a proposed campus master plan that extends through 2020. THEREFORE, the SFA 2020 Campus Master Plan was approved as presented. SOCCER FIELD DRAINAGE PROJECT INCREASE WHEREAS, the board members considered the following: At the January 19, 2011, meeting the Board of Regents approved a soccer field drainage project at a cost not to exceed $175,000. The estimate for the drainage project was developed by a sports field expert who inspected and measured the surface. Subsequent to the project approval, an engineering study revealed additional drainage issues and concerns that would require more dirt and surface work. THEREFORE, it was ordered that the soccer field drainage project budget be increased by $85,000 to a budget limit of $260,000. Athletic capital improvement and designated funds will be used to provide the additional funding. BUILDING AND GROUNDS POLICY REVISIONS The Board of Regents adopted the following policy revisions as presented in Appendix 4: Asbestos Removal (D-5) Kennedy Auditorium (B-16) BOARD ORDER 12-15 Upon motion by Regent McCarty, seconded by Regent Todd, with all members voting aye, it was ordered that the following building and grounds affairs item be approved. WATER WELL FOR THE SFA GARDENS WHEREAS, the board members considered the following: The SFA Gardens require sufficient irrigation to maintain value to the university and the community. A donor has offered to provide funds to drill a well in the SFA Gardens area. The projected cost of the -11- water well is not expected to exceed $35,000 plus any additional necessary installation costs. THEREFORE, it was ordered that the Board of Regents authorize the university to drill a water well in the SFA Gardens area and that the president be authorized to sign the associated contracts. The source of funds will be from donations. FINANCIAL AFFAIRS BOARD ORDER 12-16 Upon motion by Regent Coleman, seconded by Regent Schaefer, with all members voting aye, it was ordered that the following financial affairs items be approved. APPROVAL OF THE FISCAL YEAR 2010-11 ANNUAL FINANCIAL REPORT WHEREAS, the board members considered the following: On November 20, 2011, the Stephen F. Austin State University Annual Financial Report for the fiscal year that ended August 31, 2011 was submitted to the Office of the Governor, Comptroller of Public Accounts, Legislative Budget Board, Texas Higher Education Coordinating Board, Legislative Reference Library, Texas State Library and the State Auditor’s Office as required by state law. THEREFORE, it was ordered that the August 31, 2011, Stephen F. Austin State University Annual Financial Report be approved as submitted. APPROVAL OF THE SFA CHARTER SCHOOL 2010-11 AUDITED FINANCIAL STATEMENTS WHEREAS, the board members considered the following: The Texas Education Agency requires a separate audit for the SFA Charter School. The SFA Charter School audited financial statements for the fiscal year that ended August 31, 2011, will be submitted to the Texas Education Agency. THEREFORE, it was ordered that the August 31, 2011 SFA Charter School audited financial statements be approved. RESOLUTION TO ACKNOWLEDGE REVIEW OF INVESTMENT POLICY AND STRATEGY WHEREAS, the board members considered the following: In accordance with the Texas Public Funds Investment Act, the university's investment policy and strategy must be annually reviewed by the governing board of the institution. In addition, the law requires the governing body to adopt a written instrument by rule, order, ordinance, or resolution stating that it has reviewed the investment policy and strategy. The resolution, included in Appendix 1, acknowledges the board's annual review of Policy C-41, Investments. Policy C-41 is included in the Policy Revisions, Appendix 4. -12- THEREFORE, it was ordered that the Resolution to Acknowledge Review of Investment Policy and Strategy be approved as presented in Appendix 1. RESOLUTION TO APPROVE QUALIFIED FINANCIAL INSTITUTIONS AND INVESTMENT BROKERS WHEREAS, the board members considered the following: The Texas Public Funds Investment Act requires the university to adopt a resolution by the governing body of the institution that approves qualified investment brokers. The following brokers/investment managers are listed in the resolution, submitted in Appendix 2: Merrill Lynch, Inc.; ING Investment Management; Citizens 1st Bank; Austin Bank; BancorpSouth; Commercial Bank of Texas NA; First Bank and Trust; Regions Bank; Regions Morgan Keegan Trust; US Bank; Texas Bank; Texpool; Texas Class; and Texstar. THEREFORE, it was ordered that the financial institutions, investment managers and brokers be approved as presented in Appendix 2. GRANT AWARDS WHEREAS, the board members considered the following: To date, the university has received multi-year grant awards totaling $49,468,081 that include funds allocable to fiscal year 2012. This includes $10,085,831 in new awards since the last report. Of the multi-year total, grant awards allocable to fiscal year 2012 are $15,625,125, an increase of $2,493,634 since the last report. The grant awards result from extensive faculty research and service engagement across many academic disciplines. The grants include direct federal, federal pass through, state and private awards. THEREFORE, it was ordered that the additional grant awards allocable to fiscal year 2012 that total $2,493,634 be approved and ratified. This includes approval of $681,650 in FY12 subawards to the Central, Hudson, Lufkin, Nacogdoches, and Woden ISDs to provide student services related to the East Texas GEAR UP Project (funded through the U.S. Department of Education). During the seven-year term of the project, there will be a total of $4,149,700 in subawards to these partners and Angelina College. The grant awards are detailed in Appendix 3. FINANCIAL AFFAIRS POLICY REVISIONS The Board of Regents adopted the following policy revisions as presented in Appendix 4: Best Value Procurement (C-7) Cellular Telephones and Wireless Communication Devices (F-42) Gifts, Loans, Endowments and Bequests (C-16) -13- Historically Underutilized Businesses (C-16.5) Investments (C-41) Investments-Endowment Funds (C-41.A) Professional and Consulting Services (C-45) Purchases from Employees (C-27) Purchasing Ethics and Confidentiality (C-33) Request to Establish an Account (C-34) Special Purchases (C-36) REPORTS The president gave a report on the following topics: Upcoming dates, including: February 15-16, Lone Star Legislative Summit February 23, SFA at the Houston Rodeo March 6-11, Southland Conference Basketball Conference March 12-16, Spring Break April 5, 6, and 9, Easter Break April 12, McDonald Speaker Series April 16 and 17, Spring Board Meeting May 12, Spring Commencement London band trip University systems Tuition and fees Master Plan testimony on March 20 The director of audit services reported on the following: SFA Charter School Financial Audit National Collegiate Athletic Association Compliance Audit Orientation Audit Residence Life Audit State Auditor’s Office Audits Update on Audit Plan Dr. David Howard gave a report from the Faculty Senate on academic excellence. Sydni Mitchell gave a report as president of SGA on the following topics: Archie McDonald Speakers Series Veterans Center progress 2012 Big Idea winner: vertical axis windmill Lone Star Legislative Summit-SGA involvement Sustainability Initiative: water fountain retrofits -14- ELECTION OF BOARD OFFICERS 2012-2013 Regent McCarty, chair of the Nominating Committee, brought a report from the Nominating Committee. BOARD ORDER 12-17 Upon motion by Regent McCarty, seconded by Regent Schaefer, with all members voting aye, the following board members were elected as officers for 2012-2013 and will take office on April 17, 2012: Chair: Bob Garrett Vice Chair: Steve McCarty Secretary: James Dickerson The meeting was adjourned at 10:30 a.m. Appendix 1 BOARD OF REGENTS OF STEPHEN F. AUSTIN STATE UNIVERSITY Nacogdoches. Texas RESOLUTION TO ACKNOWLEDGE REVIEW OF INVESTMENT POLICY AND STRATEGY WHEREAS, The Texas Public Funds Investment Act requires that each university's investment policy and strategy must be annually reviewed by the governing board of the institution; and WHEREAS, the law also requires the governing body to adopt a written instrument stating that is has reviewed the investment policy and strategy; NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin Slate University Board of Regents, by the issuance of this resolution, docs hereby approve the investment policy and strategy as reviewed on January 31, 2012: and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the January 31, 2012 meeting of the board. Attest: John R. Garrctt, Chair l_Jrtmes H. Dickerson, Secretary Appendix 2 BOARD OF REGENTS OF STEPHEN F, AUSTIN STATE UMVHRSITY Nacogdoches, Texas RESOLUTION APPROVING FINANCIAL INSTITUTIONS AND BROKERS FOR INVESTMENT TRANSACTIONS WHEREAS, The Texas Public Funds Investment Act requires the university to submit a resolution approving a lisl of qualified investment brokers and financial institutions to the governing body of the institution for adoption and/or review; and WHEREAS, the following firms are approved investment brokers: Merrill Lynch. Inc. ING Investment Management WHEREAS, the following firms arc approved financial institutions: Citizens 1st Bank Austin Bank BancorpSouth Commercial Bank of Texas NA First Bank and Trust Regions Bank Regions Morgan Keegan Trust US Bank Texas Bank Texpool Texstar Texas Class NOW THEREFORE HE IT RESOLVED that the Stephen F. Austin State University Board of Regents, by the issuance ol'lhis resolution, docs hereby approve the above listed firms for investment transactions by Stephen F. Austin State University; and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon (he minutes of the January 31, 2012 meeting of the board. John R. Garrett. Chair / lames H. Diekerson, Secretary Appendix 3 Grants awarded between September 19, 2011 and December 31, 2011 *New awards Prepared by the Office of Research & Sponsored Programs 1 Total New Current Year Awards (this period) – as of December 31, 2011 Subtotal direct federal $1,860,841 Subtotal federal pass-through $ 434,379 Subtotal state and state pass-through $ 83,307 Subtotal private and local government $ 115,107 Total awards (all years) for new awards (this period) $10,085,831 Total awards (all years) for continuing grants (this period) $ 783,093 Direct Federal Awards *East Texas GEAR UP for Success FY 2012 Award: $1,184,997 Total Award: $7,445,050 (Grant) Sponsor: U.S. Department of Education Term (this action): September 26, 2011 – September 25, 2018 Subawards: $4,149,700 over the seven-year grant term – Subawards to the partnering institutions, approved by the sponsor as part of the grant application, are as follows: Central ISD ($58,950 FY12 - $353,700 total); Hudson ISD ($98,100 FY12 - $588,600 total); Lufkin ISD ($270,000 FY12 - $1,620,000 total); Nacogdoches ISD ($213,300 FY12 - $1,279,800 total); Woden ISD ($41,300 FY12 - $247,800 total); and Angelina College ($59,800 total). Partners will offer student services in support of the project and a 1:1 match using institutional funds. Description: This award is to a partnership of SFA, Angelina College, and five rural east Texas school districts to help achieve the structural, cultural, and instructional changes that lead to increased student participation in academically challenging secondary courses, with emphasis in the STEM disciplines, within a college-going culture. PI/PD: Barbara Davis, Secondary Education and Educational Leadership *CONFIANZA - Research Study to Assess the Impact of Professional Development on English Language Learners FY 2012 Award: $393,956 Total Award: $1,988,947 (Grant) Sponsor: U.S. Department of Education Term (this action): September 1, 2011 – August 31, 2016 Description: Funds are provided to conduct a five-year study designed to implement targeted curriculum and professional development activities and to assess their level of implementation and impact on classrooms. The goal is to improve the education of pre- and in-service teachers to work effectively with English-language learners. This is a collaborative project with the Nacogdoches and Lufkin Independent School Districts. PI/PD: Dr. Betty Alford, Secondary Education and Educational Leadership Appendix 3 Grants awarded between September 19, 2011 and December 31, 2011 *New awards Prepared by the Office of Research & Sponsored Programs 2 *East Texas Preservation and Disaster Planning Seminar for Cultural Heritage Institutions FY 2012 Award: $6,000 Total Award: $6,000 (Grant) Sponsor: National Endowment for the Humanities (NEH) Term (this action): January 1, 2012 – June 13, 2013 Description: The purpose of this award is to increase the awareness and to educate regional cultural heritage institutions on the importance of disaster and preservation planning. PI/PD: Kyle Ainsworth, Steen Library *Consultation and Instruction in Civic Engagement and Interpretation, Northeast Region FY 2012 Award: $1,000 Total Award: $1,000 (Cooperative Agreement) Sponsor: National Park Service – U. S. Department of Interior Term (this action): September 1, 2011 – October 15, 2011 Description: This award provides travel funds to consult with and provide instruction in the areas of civic engagement and interpretation to staff and partners of the National Park Service. PI/PD: Dr. Theresa Coble, School of Forestry Previously Described Awards McIntire-Stennis Cooperative Forestry Research FY 2012 Award: $274,888 (additional award) Total Award: $439,811 Subtotal Current Year Awards (this report) = $1,860,841 Subtotal New Direct Federal Awards (total award) = $9,880,808 Federal Pass-through Awards *State Leadership Educational Excellence for Career and Technology Education in Education & Training, Hospitality & Tourism, and Human Services FY 2012 Award: $300,000 Total Award: $300,000 (Grant - renewal) Sponsor: Texas Education Agency (U.S. Dept. of Education) Term (this action): November 1, 2011 – August 31, 2012 Description: The purpose of this federally funded project is to help independent school districts implement rigorous TEKS curriculum standards and provide professional development opportunities to improve teacher effectiveness. PI/PD: Dr. Lynda Martin, School of Human Sciences *Piney Woods Area Health Education Center (AHEC) FY 2012 Award: $86,240 Total Award: $86,240 (Subaward - renewal) Sponsor: U.T. Medical Branch - Galveston (U.S. Dept. of Health & Human Services) Term September 1, 2011 – August 31, 2012 Appendix 3 Grants awarded between September 19, 2011 and December 31, 2011 *New awards Prepared by the Office of Research & Sponsored Programs 3 Description: The purpose of this project is to build and maintain an integrated, community-based regional organization to effectively and efficiently address and support achievements of East Texas AHEC objectives. PI/PD: Mark Scott, AHEC - College of Science and Mathematics *Special Education Consolidated Grant (IDEA-B) FY 2012 Award: $28,482 Total Award: $28,482 (Formula grant – renewal) Sponsor: Texas Education Agency (U.S. Dept. of Education) Term (this action): August 18, 2011 – September 30, 2012 Description: Funds are provided for instructional support at the SFASU Charter School, including early identification, intervention and counseling services for students with impairments and disabilities. PI/PD: Ms. Lysa Hagan, Department of Elementary Education *Students in Service – Texas Compact Service Learning Project (AmeriCorps) FY 2012 Award: $0 Total Award: $0 Sponsor: Texas Campus Compact (Students in Service/Americorps) Term (this action): August 1, 2011 – July 31, 2012 Description: The purpose of this federally funded program is to provide five students with meaningful community-based service learning to grow professionally and to develop a heightened sense of civic responsibility. Upon completion of the experiences, scholarship funds totaling $5,875 are awarded directly to participating students by Americorps. PI/PD: Jamie Bouldin, Student Life, University Affairs Previously Described Awards Online Professional Development Plan for Food Science FY 2012 Award: $18,638 (additional award) Total Award: $168,638 Education Jobs Fund – SFA Charter School (Recovery Act Funds) FY 2012 Award: $1,019 (additional award) Total Award: $44,934 Subtotal Current Year Awards (this report) = $434,379 Subtotal New Federal Pass-through Awards (total award) = $628,294 State and State Pass-through Awards *Rehabilitation Counseling Internship Stipends FY 2012 Award: $41,640 Total Award: $83,280 (Contract - renewal)) Sponsor: Texas Dept. of Assistive & Rehabilitative Services (DARS) Term (this action): September 1, 2011 – August 31, 2013 Description: The purpose of this project is to provide internships to qualified graduate students in order to complete their Masters in Rehabilitation Counseling by providing Appendix 3 Grants awarded between September 19, 2011 and December 31, 2011 *New awards Prepared by the Office of Research & Sponsored Programs 4 experiences in the implementation of vocational rehabilitation services to the consumers of DARS. PI/PD: Dr. Robert Choate, Department of Human Services *Southeast Texas P-16 Council Special Advisors Initiative – Math and Science Support FY 2012 Award: $41,667 Total Award: $75,000 (Interagency Agreement) Sponsor: Texas Higher Education Coordinating Board Term (this action): May 13, 2011 – August 31, 2013 Description: Funds are provided to bring resources to teachers, counselors and administrators to help show students that taking the more demanding STEM courses improves employment opportunities. PI/PD: Debra Kiesel, Academic Affairs Subtotal Current Year Awards (this report) = $83,307 Subtotal New State/State Pass-through Awards (total award) = $158,280 Private and Local Government Awards *Visitor Services Study for the Nacogdoches Convention and Visitors’ Bureau FY 2012 Award: $54,832 Total Award: $54,832 (Contract) Sponsor: Nacogdoches Convention and Visitors’ Bureau (CVB) Term (this action): October 1, 2011 – September 30, 2012 Description: Funds are provided for activities resulting in an economic impact analysis, marketing materials, and an evaluation with strategic recommendations. PI/PD: Chay Runnels, School of Human Sciences *Confidential Study FY 2012 Award: $17,000 Total Award: $17,000 (Contract) Sponsor: Private, for-profit entity Term (this action): August 1 1, 2011 – March 31, 2012 Description: The terms of this study are confidential per the agreement with the sponsor. PI/PD: Dr. Joey Bray, Department of Agriculture Previously Described Awards Energy, Economics and the Environment Graduate Course FY 2012 Award: $30,000 (additional award) Total Award: $60,000 AHEC Special Projects FY 2012 Award: $13,275 (additional award) Total Award: $69,710 Subtotal Current Year Awards (this report) = $115,107 Subtotal New Private and Local Government Awards (total award) = $201,542 Note: Appendix 3 Grants awarded between September 19, 2011 and December 31, 2011 *New awards Prepared by the Office of Research & Sponsored Programs 5 Amounts are based on award notices as they are received from the funding agency, not expenditures or balances in funds/accounts. Some current year awards are estimates based on the total amount awarded spread over the award period. Does not include non-grant financial aid or gift accounts. Appendix 4 P-1 Policies for Board Review January 31, 2012 Policy Name Policy Number BOR Cte Action/Change Page Academic Promotion E-3A ASA Reorganization with no substantive changes. P-4 Access to University Records D-1 ASA Minor wording changes. P-13 Asbestos Removal D-5 F&A Minor wording changes. P-14 Awarding Academic Credit for Noncollegiate Sponsored Instruction A-52 ASA Minor wording changes. P-16 Best Value Procurement C-7 F&A Major rewrite. P-20 Cellular Telephones and Wireless Communication Devices F-21 F&A Minor wording changes. P-26 Computing Software Copyright D-43 ASA Minor wording changes. P-29 Dead Week A-15 ASA Minor wording changes. P-31 Discipline and Discharge E-11 ASA Updated terminology. P-32 Disposition of Abandoned Personal Property D-9 ASA Minor wording changes. P-38 Duties and Responsibilities of Offices Reporting to the Provost E-13A ASA Policy deleted. P-40 Emergencies F-10 ASA Policy deleted. P-46 Employee Training E-64 ASA Minor wording changes. P-48 Appendix 4 P-2 Policy Name Policy Number BOR Cte Action/Change Page Employment of Persons with Criminal History E-19 ASA Minor wording changes. P-51 Family and Medical Leave E-58 ASA References updated. P-52 Financial Aid Code of Conduct D-53 ASA References updated. P-58 Gifts, Loans, Endowments and Bequests C-16 F&A Matching gift forms to be signed by vice president for development; references updated. P-65 Historically Underutilized Businesses C-16.5 F&A Major rewrite. P-72 Honorary Degree D-18 ASA The president, in consultation with the board chair, will approve honorary degrees. They may be presented at any appropriate time. P-78 Illicit Drugs and Alcohol Abuse D-19 ASA Minor wording changes. P-79 Insurance and Other Benefits E-28 ASA Dependent children covered to age 26 years. Reference to cancer coverage removed. Employee contributions to Social security contributions based on federal rules. P-89 Investments C-41 F&A Quasi-endowment funds that are public funds are included. Investment committee included. Diversification limits increased for commercial paper and corporate bonds. P-95 Investments-Endowment Funds C-41.A F&A Quasi-endowment funds that are public funds are included. Investment committee included. P-107 Kennedy Auditorium B-16 B&G Minor wording changes. P-117 Overtime and Additional Compensation E-36 ASA Updated terminology. P-118 Professional and Consulting Services C-45 F&A Major rewrite. P-122 Appendix 4 P-3 Policy Name Policy Number BOR Cte Action/Change Page Purchases from Employees C-27 F&A Major rewrite. P-128 Purchasing Ethics and Confidentiality C-33 F&A Disclosures must be completed by November 30 each year. Minor wording clarification and updated references. P-131 Records Management D-28 ASA Updated titles and references. P-134 Request to Establish an Account C-34 F&A Updated terminology and references. P-137 Retirement Programs E-43 ASA Generalized descriptions. P-139 Security Sensitive Positions E-44 ASA Minor wording changes. P-142 Special Purchases C-36 F&A Policy deleted. P-144 Temporary Employment E-49 ASA Updated terminology. P-147 Appendix 4 P-4 Academic Promotion (E-3A) Original Implementation: October 19, 1978 Last Revision: January 27, 2009January 31, 2012 Promotion is awarded according to established procedures after an appropriate period on the basis of meritorious performance in teaching, research/scholarly/creative accomplishment and service. To be promoted to the rank of associate professor, an individual must demonstrate excellence in teaching, and excellence in either research/scholarly/creative accomplishments or in service. At least satisfactory performance must be demonstrated in the other category. Excellence in one category will not compensate for poor performance in any of the other categories. To be promoted to the rank of professor, candidates must demonstrate excellence in all categories appropriate to promotion: teaching, research/scholarly/creative accomplishments and service. Academic promotion shall normally be restricted to full-time faculty members who have earned the highest academic degree customarily awarded in their field of study. In exceptional circumstances, special training in recognized institutions, e.g., conservatories or research institutes, or the attainment of nationally recognized licenses, or certificates, may be judged to satisfy the requirement for advanced degrees. Practical experience and/or demonstrable expertise and performance in activities related directly to one’s faculty appointment may be judged to satisfy the requirement for advanced degrees and/or years of experience. Exceptions may be granted by the provost and vice president for academic affairs. This policy establishes a system of procedures for promotion in all academic unites of the university. Each college and its departments shall also establish written policies governing promotion decision-making procedures that are consistent with this policy. I. General Provisions oA. For purposes of this policyDefinitions: 1. "Promotion" means advancement based upon a faculty member‟s academic credentials and meritorious performance in teaching, research/ and/or scholarly/creative accomplishments, and service. 2. "Department/School" (referred hereafter as department) is a subdivision of a college/library (hereafter referred to as college). “Academic unit” normally refers to a subdivision of a college, but can also refer to the library. 3. “Academic unit chair/director” is the administrator immediately responsible for the academic unit."Academic Chair/Director of the Appendix 4 P-5 Department" (referred hereafter as department chair) is the academic administrator immediately responsible for the department. 4. “Promotion review portfolio” (referred to hereafter as the portfolio) is a set of verifiable materials demonstrating evidence of a candidate’s credentials and suitability for promotion. The portfolio should contain a succinct, relevant, substantive and cumulative record of a candidate’s performance during the review period at Stephen F. Austin State University (SFA); for senior-level positions, the portfolio will consist of materials requested by the provost and vice president for academic affairs"Promotion Review Portfolio" (referred to hereafter as portfolio) as used in this policy shall be defined as is a set of verifiable materials showing evidence of a candidate's fitness for promotion. The portfolio should contain a succinct, substantive, cumulative, and relevant record of a candidate's performance during the period under review. 5. “Academic year” as used in this policy shall be the full nine-month period from September through May. o Promotion is awarded by the institution according to established procedures after an appropriate period on the basis of meritorious performance in teaching, research and/or scholarly/creative accomplishment, and service. Promotion shall normally be restricted to full-time faculty members who have earned the highest academic degree customarily awarded in their field of study.; eExceptions to this rule may be granted by the Pprovost and Vvice Ppresident for Aacademic Aaffairs (VPAA). In exceptional circumstances, special training in recognized institutions (such as conservatories or research institutes) or the attainment of nationally recognized licenses/certificates may be judged to satisfy the requirement for advanced degrees. Practical experience and/or demonstrable expertise and performance in activities related directly to one's faculty appointment may be judged to satisfy the requirement for advanced degrees and/or years of experience. o This policy establishes a system of procedures for promotion in all academic units of the university. Each college and its departments shall also establish written policies governing promotion decision-making procedures that are consistent with this policy. B. Academic Rank Appendix 4 P-6 This policy applies to the following ranks of assistant professor, associate professor, and professor (see pPolicy E-1A).: 1. Professor Associate Professor Assistant Professor 2. The ranks of both lLibrarian and archivist I, II, III, and IV are governed under by pPolicy E-31A. o II. Promotion Awards Promotion Policy Principles o General Principles A. Promotion is not an entitlement but must be earned by fulfilling the criteria appropriate to the rank. B. Recommendations and decisions on promotion shall not discriminate on the basis of race, color, religion, sex, age, national origin, disability, or disabled veteran status. C. Application processes for tenure and promotion can be undertaken at the same timetime so long as the promotion criteria for the rank are fulfilled. D. For purposes of calculating years of service in rank, an “academic year” shall be the approximate nine-month period from September through May. If a faculty member begins service during an academic year, the period of service from the date of appointment until the beginning of the following academic year shall not be counted toward years of service in rank, unless the inclusion of that period of service is approved by the Pprovost and VPAA vice president for academic affairs. 1. A scholarly leave of absence (those related tosee reasons 1, 2, 3, and 4 of pPolicy E-29A) shall count as part of the service in rank unless the candidate and the Pprovost and VPAA vice president for academic affairs agree in writing to an exception to this provision at the time the leave is granted. Periods during which a faculty member is on leave of absence for one semester or more due to health-related issues (see reason 5 of Policy E- Appendix 4 P-7 29A and the description of Family Medical Leave and Organ or Bone Marrow Donors in Policy E-29A) or or national guard service (see Authorized Training for Duty, Call to National Guard Active Duty by the Governor, and Call to National Duty in Psee policy E-29A) shall not be counted as part of the service in rank unless the candidate and the Pprovost and VPAA vice president for academic affairs agree in writing to an exception to this provision at the time the leave is granted. 2. In exceptional circumstances when warranted by extraordinary performance, faculty members may be reviewed for promotion earlier with the approval of the dean and Pprovost and VPAA vice president for academic affairs. The evidence to support early promotion must be unequivocal. III. Promotion Criteria Eligibility o A. To be promoted to the rank of Associate Professor, an individual must demonstrate excellence in teaching and excellence in either research /scholarly/creative accomplishments or in service. At least satisfactory performance shall be demonstrated in the other category. Excellence in one category will not compensate for poor performance in any of the other categories. To apply for the rank of aAssociate Pprofessor, an individual should have held the rank of aAssistant Pprofessor for at least three years at SFASU . The portfolio shall document all years in service at SFASU at the rank of Aassistant Pprofessor. The provost and vice president for academic affairs may waive this requirement for an individual hired for a senior-level position. B. To be promoted to the rank of Pprofessor, candidates shall demonstrate excellence in all categories appropriate to promotion: teaching, research and/or scholarly/creative accomplishments, and service. To apply for the rank of Pprofessor, an individual should have held the rank of Aassociate Pprofessor for at least three years at SFASU. The portfolio shall document all years in service at SFASU at the rank of Aassociate Pprofessor. The provost and vice president for academic affairs may waive this requirement for an individual hired for a senior-level position. C. In exceptional circumstances when warranted by extraordinary performance, faculty members may be reviewed for promotion earlier with the approval of the dean and provost and vice president for academic affairs. The evidence to support early promotion must be unequivocal. Appendix 4 P-8 IV. Promotion Procedures o A. Each college and its departments academic units shall establish a promotion review process that is approved by the dean and the Pprovost and VPAA vice president for academic affairs. 1. A copy of all college/department academic unit promotion review policies must be retained in the offices of the Pprovost and VPAA vice president for academic affairs and general counsel. 2. The promotion review process must allow for review of faculty being considered for promotion by all full-time department faculty members in the academic unit holding rank higher than the candidate, the department academic unit chair/director, elected faculty (one from each department) at the college level, and the dean. 3. The departmentacademic unit, with approval of the college dean and Pprovost and VPAA vice president for academic affairs, shall establish the promotion criteria in teaching effectiveness, research/ and/or scholarly/creative accomplishmentss, and rendered service. B. The applicant is responsible for developing and submitting to the department academic unit chair/director a portfolio of supporting materials. If the individual is also applying for tenure, only one portfolio for both processes should be submitted. . The portfolio should demonstrate how the candidate meets or exceeds the promotion criteria. The portfolio should consist of relevant supporting materials, including a table of contents, current vitae, all annual faculty activity reports since last promotion, annual administrative evaluations since last promotion, and documentation of 1. The portfolio must be submitted in the fall semester of the appropriate year of service according to the timetable established by the Pprovost and VPAAvice president for academic affairs. The portfolio should include: a table of contents,; a brief narrative highlighting accomplishments since initial appointment or last promotion; an explanation why the individual meets expectations for promotion; a curriculum vitae; and annual administrative evaluations since initial appointment or last promotion. Once the portfolio is completed and submitted, nothing shall be added or deleted except according to department, college, or university policy. Appendix 4 P-9 2. The promotion portfolio should also include documentation of the following: a. teaching teaching effectiveness, (e.g., summaries of student evaluations, teaching awards, peer evaluations, innovative teaching approaches); b. research research/ and/or scholarly/creative accomplishments, (e.g., publications, research/creative projects, photographs of artworks, finished pieces of work); c. universityuniversity-related service, (e.g., committee responsibilities, leadership roles assumed at department, college, and university levelsl); d. contributions contributions to the profession, (e.g., memberships in professional organizations, offices held, other leadership roles); and e. general community service related to the profession, e.g., presentations and activities that enhance the professional discipline). C. general community service related to the profession (e.g., presentations and activities that enhance the professional discipline). 1. The portfolio must be submitted in the fall semester of the appropriate year of service according to the timetable established by the provost and vice president for academic affairs. Once the portfolio is completed and submitted, nothing shall be added or deleted except according to academic unit, college, or university policy. D. The academic unit chair/director shall make the portfolio available for review by all full-time faculty members in the unit holding rank higher than the candidate. These faculty members shall constitute the academic unit promotion committee/panel for the candidate. 2. 1. The department chair shall make the portfolio available for review by all full-time department faculty members holding rank higher than the candidate. These faculty members shall constitute the departmental promotion committee/panel for the candidate. It is possible that two separate promotion committees/panels may be necessary in a n academic unit, one for promotion to associate professor and one for promotion to professor. 2. Administrators who are not involved in the promotion recommendation process at another level are eligible to serve on promotion committees. Appendix 4 P-10 3. In academic units with two or fewer full-time faculty holding rank higher than the candidate, the chair/director and each candidate shall submit separately to the dean of the college a list of three names of full-time faculty members from other academic units in the university holding rank higher than the candidate. The dean shall appoint members from these lists until there are at least three members of the academic unit promotion committee/panel. E. The committee/panel shall make its recommendations to the academic unit chair/director. 3. 1. It is possible that two separate promotion committees/panels may be necessary in a department, one for promotion to Aassociate Pprofessor and one for promotion to Pprofessor. 1. Administrators who are not involved in the promotion recommendation process at another level are eligible to serve on promotion committees. 2. In departments with two or fewer full-time departmental faculty holding rank higher than the candidate, the chair of the department and each candidate shall submit separately to the dean of the college a list of three names of full-time faculty members from other departments in the university holding rank higher than the candidate. The dean shall appoint members from these lists until there are at least three members of the departmental promotion committee/panel. The committee/panel shall make its recommendations to the department chair. The chair/director shall notify each candidate in writing of committee/panel and chair/director recommendations in a manner and timeframe congruent with department academic unit and college policies. 2. The chair/director shall make a recommendation on promotion even if not holding a rank higher than the candidate. 4. 3. Within five (5) class days of being allowed to review the written recommendations of the department academic unit and chair/director, the candidate may attach a letter of response addressing errors of fact in the recommendations. Such a notification and any subsequent response by the candidate shall become part of the portfolio. Appendix 4 P-11 F. Once the departmental review process is completed at the academic unit level, all documentation shall be forwarded to the candidate‟s dean. 1. The dean shall follow college policy in assembling promotion committees/panels. 2. The committees/panels shall make their recommendations to the dean who shall notify each candidate in writing of the committee/panel‟s and dean‟s recommendations in a manner congruent with college policy. 5. 3. Within five (5) class days of being allowed to review the written recommendations and comments, the candidate may attach a letter of response addressing errors of fact in the recommendations. Such a notification and any subsequent response by the candidate shall become part of the portfolio. G. After the college has completed its promotion review, the portfolio, along with all department academic unit and college recommendations and comments, are shall be submitted to the Pprovost and VPAAvice president for academic affairs for review. 1. The Pprovost and VPAAvice president for academic affairs shall submit a recommendation on each candidate‟s promotion to the Ppresident, along with all materials and the recommendations generated at each preceding stage of the process. 6. 2. At the same time, the Pprovost and VPAA vice president for academic affairs shall notify the candidate of the recommendation submitted to the Ppresident. 7. H. The Ppresident shall review all materials and recommendations, and any other evidence deemed pertinent, and make a recommendation to the Board of Regents. 8. I. Promotion in rank is by action of the Board of Regents of Stephen F. Austin State University. Exceptions to the policies and procedures related to promotion must be authorized by the Board of Regents. 9. J. Within the next class day following the action of the Board of Regents, each candidate shall be notified in writing by the Pprovost and VPAA vice president of academic affairs of the action of the Board. Cross Reference: Academic Appointments and Titles (, Policy E-1A); Library Faculty, Policy (E-31A); Tenure, (Policy E-50A); Leave of Absence (Faculty) (E-29A) Responsible for Implementation: Provost and Vice President for Academic Affairs Contact for Revision: Provost and Vice President for Academic Affairs Appendix 4 P-12 Forms: None Board Committee Assignment: Academic and Student Affairs Appendix 4 P-13 Access to University Records (D-1) Original Implementation: 1975 Last Revision: January 27, 2009January 31, 2012 Access to documents or records in the custody or control of Stephen F. Austin State University is determined by the provisions of state law. In general, the records of the university are open to public inspection during normal business hours, upon written request. However, various exceptions to the public's right to examine university documents exist under law. These include, but are not limited to, information in personnel files, the disclosure of which would clearly be an unwarranted invasion of privacy; documents relating to litigation or settlement negotiations; information relating to the possible purchase of real property; student records; interagency or intra-agency memoranda or letters not available by law except in the context of litigation; and rare books or original manuscripts held for the purpose of research. The Office of the General Counsel has been designated by the Board of Regents as the public information coordinator responsible for processing public information requests. Requests for public information by outside entities and vendors are to be immediately referred to the Office of the General Counsel. The requests must be in writing and may be submitted by mail, fax, e-mail or in person. The requestor must include enough description and detail about the information requested to enable the governmental body to accurately identify and locate the information requested. The requestor must also cooperate with the governmental body's reasonable efforts to clarify the type or amount of information requested. The university may charge for copies of public information in accordance with the fee schedule set out in 1 Tex. Admin. Code § 70.3. Requests by student organizations that are for organizational use only should be submitted to the Office of Student Affairs. Requests for alumni information should be submitted to the Alumni Association. This policy does not prevent either students or employees from examining university records applying to themselves. Cross Reference: Texas Public Information Act, Texas Government Code, Chapter 552Tex. Gov’t Code Ch. 552 Responsible for Implementation: General Counsel Contact for Revision: General Counsel Forms: None Board Committee Assignment: Academic and Student Affairs Appendix 4 P-14 Asbestos Removal (D-5) Original Implementation: July 12, 1988 Last Revision: January 27, 2009January 31, 2012 Stephen F. Austin State University provides for the training of certain university personnel, the establishment of an inspection and abatement program, and maintenance procedures relating to asbestos in university buildings and facilities. The university's objective is that all personnel who may work in an area with asbestos or materials which contain asbestos be informed of the history of asbestos, its past and present use, health affects, and remedial action necessary to meet current regulations and to maintain a safe work environment. A. Purpose 1. Identification and immediate removal of any asbestos-containing material that is in a friable state by accredited, competent, trained personnel. 2. Strict enforcement of OSHA, EPA, NIOSH, NESAPHS, and the Texas Department of State Health Services State Health Department regulations and guidelines to ascertain as well as possible that no one is exposed to an asbestos hazard. 3. Continuance of an on-going program to maintain asbestos-containing material in a safe condition and remove and/or encapsulate this material as funds are available. B. Asbestos Program Manager 1. The Asbestos Program Manager (APM) or a certified asbestos consultant must be licensed by the Texas Department of State Health Services State Health Department as an Asbestos Inspector, Management Planner, and must satisfactorily complete the appropriate examination administered by the Environmental Protection Agency. The APM will stay abreast of all pertinent regulations regarding asbestos. 2. The APM will establish a training program to be completed by all university employees who might reasonably be expected to come into contact with asbestos material during the performance of their university employment. 3. The APM will establish guidelines for supervisors who Once completion of the initial training program has been conducted, supervisors will provide periodic reminders to employees (following completion of the initial training program) of the employee‟s duty to inform their supervisor when any material containing asbestos becomes friable or may become friable due to daily wear-and- tear, roof leaks or maintenance. 4. All university buildings and facilities have been inspected to identify asbestos-containing materials. Bulk samples have been taken. Upon notification Appendix 4 P-15 of building renovation, modification, or demolition, bulk samples will be taken, and records will be checked.; and if If asbestos-containing material is present, abatement will be scheduled. 5. The APM will maintain two current files, located remotely from each other, on all university buildings and facilities previously identified as containing any form of asbestos at 1% or above. It will be the responsibility of each maintenance crafts Stephen F. Austin State University employee to notify his/her supervisor any time a question arises relating to work which may involve contact with suspected asbestos materials, and when the work requirements listed below are anticipated. a wall, ceiling, floor, or partition is to be penetrated, scored, drilled, refinished, or otherwise altered pipe insulation is removed, damaged, or altered boilers, chillers, hot water tanks, heat exchangers, valves, and piping are repaired, changed, or altered in a way that may affect the insulation painting or paint removal is done to a surface that could possibly contain asbestos C. Implementation 1. If at any time, an employee is working around suspect material, they are to stop immediately and notify their supervisor. The supervisor will notify the APM so that records may be researched and an approval to continue work may be secured. Under no circumstances is an employee to work in an unsafe condition or environment. 2. Contractors working on university property must comply with the same guidelines listed above. In addition, contractors must secure approval from the APM prior to beginning work and must consult the APM when any question or potential problem arises. 3. Contractors must also provide an Asbestos free certification for all newly constructed facilities on campus. Cross Reference: None Responsible for Implementation: Vice President for Finance and Administration Contact for Revision: Director of Environmental Health, Safety and Risk Management Forms: None Board Committee Assignment: Building and Grounds Appendix 4 P-16 Awarding Academic Credit for Noncollegiate Sponsored InstructionExtra-institutional Learning Experiences in the BAAS Degree (A-52) Original Implementation: October 26, 1999 Last Revision: April 21, 2009January 31, 2012 Role and Scope The purpose of this policy is to provide define an approved procedure for students wishing to beto awarded credit for extrainstitutionalextra-institutional learning experiences in the Bachelor of Applied Arts and Sciences (BAAS) degree. This policy provides a rationale for the credit awarded and definitions of the significant elements of the process, establishes guidelines for developing the life-experienceoccupational portfolio, and provides a means for monitoring the policy. Review It is the responsibility of theThe dean of the College of Liberal and Applied Arts to shall review and implement this policy. Rationale Awarding degree credit for extra-institutional learning experience noncollegiate sponsored instruction is based on the higher education practice of granting academic credit for educational attainment comparable to the college level. The granting of credit is carried out in a variety of ways including, but not limited to, credit by examination, Advanced Placement (AP) credit, College Level Examination Program (CLEP) credit, occupational portfolio review, and SFASU Stephen F. Austin State University (SFA) departmental examination. The credit awarded must be appropriate to an individual‟s BAAS degree program. Authority and Oversight The authority granted to SFASU by the Texas Higher Education Coordinating Board (THECB) (July 16, 1974) to offer the BAAS degree contains the following featurestatements: "Semester hour credit for experience and/or exhibited competency is permissible in both Academic Foundations (up to 12 hours) and Academic Specialization (up to 24 hours). An expanded innovative program of advising and counseling will be necessary to administer the program." Appendix 4 P-17 The College of Liberal and Applied Arts shall maintain oversight of the BAAS degree and administer the extra-institutional learninglife-experience credit program. The dean of the college shall develop procedures to implement all aspects of the BAAS degree. Definitions B.A.A.S. Degree - The Bachelor of Applied Arts and Sciences degree is designed to offer students an opportunity to receive college credit for extra-institutional learning experiences and to apply these credits toward a baccalaureate degree. with occupational-technical training and work experience the opportunity to obtain a baccalaureate degree with credit given for life experiences. The degree is designed to provide both academic and professional depth to individuals who possess have recognized competency in occupational or technical fields. Extra-iinstitutional Learning - Documented learning experience that accrues to the student outside the sponsorship of an accredited institution of higher education. Such experience may include learning sponsored by non-accredited associations, business, industry, or military units to develop knowledge, skills, and values. If the learning experience occurred outside of a training program related to professional licensure or certification, the student must submit an occupational portfolio. Noncollegiate Sponsored Instruction - A form of extrainstitutional learning sponsored by non-accredited associations, business, industry, or military units to develop knowledge, skills, and values. Occupational Portfolio - A compilation of pertinent documents and third party verification that develops a history and basis for the levels of competency submitted for evaluation. Documentation shall verify that skill levels and occupational competencies are equivalent to college work. Work/Life Experience - A form of noncollegiate sponsored learning that develops knowledge, skills, and values as a result of experiences documented through the occupational portfolio. Procedure for Credit Awards The evaluation of noncollegiate extra-institutional learning experience depends oncredit is dependent upon an examination process. The measure of equivalency is determined by three factors: Appendix 4 P-18 1. The Curriculum of the Learning Experience - The learning work/life experience must meets the standard of currency and relevance of contemporary institutions of higher education. 1.2. The Qualifications of the Instructor/Supervisor Work/Life Evaluator- Instruction and sSupervision must be provided by an individual or individuals whose credentials have been reviewed and accepted by authorized peers, an appropriate sponsoring professional organization or corporation, or an institution of higher education. 2.3. Evaluation of Student Achievement - The validation process must use a means of evaluating the learning process that is appropriate to the subject matter and the manner of transmission. All applications requests for credit for extra-institutional through noncollegiate sponsored learning experiences must be submitted by the student at the time of application to the BAAS degree program. Requests must be accompanied by documentation of the learning experiences, including the occupational portfolio (if required). The BAAS program director, or s to their adviser at the time a degree plan is submitted to the dean of the College of Liberal and Applied Arts, or a designee, shall review the documentation, including credit recommendations, and make a final determination for approval. The request for credit must be submitted as an occupational portfolio accompanied by all pertinent documentation. The dean of the College of Liberal and Applied Arts, or a designee, shall review all credit recommendations and make a final determination as toon the amount of credit to be awarded. Credit awarded shall be submitted to the Office of the Registrar. Credit is awarded for noncollegiate sponsored instructionextra-institutional experiences is only applicable to the Bachelor of Applied Arts and Sciences Degree. Appeals Appeals of credit awards shall must be in writing to the dean of the College Council of the College of Liberal and Applied Arts for resolution. The council dean may either affirm the decision of the dean BAAS program director or make a different its own credit recommendation to the dean. Cross Reference: SFA General Bulletin/Advanced Placement & Credit by Examination Responsible for Implementation: Provost and Vice President of Academic Affairs Contact for Revision: Dean of the College of Liberal and Applied Arts Appendix 4 P-19 Forms: NoneAAS-Ex Board Committee Assignment: Academic and Student Affairs Appendix 4 P-20 Best Value Procurement (C-7) Original Implementation: January, 1988 Last Revision:October 18, 2011 January 31, 2012 PROCUREMENT PROCESSES Stephen F. Austin State University makes purchases, not otherwise delegated through Delegated Purchasing Authority (C-10), in accordance with Education Code 51.9335 and university policy on a best value basis and following the procedures outlined in the procurement procedure manual. through any of the following processes. As per Items Requiring Board of Regents Approval (D-20.5), some procurements require Board of Regents approval. Historically underutilized business (HUB)subcontracting plan requirements apply in accordance with Historically Underutilized Businesses (C-16.5), and state law. All purchases completed with state appropriated funds must first consider making the purchase from Texas Industries for the Blind and Handicapped (TIBH) as mandated by Education Code Section 51.9335 to promote the purchase of goods or services from persons with disabilities. The university may purchase goods or services: A. through programs associated with the purchase of goods or services from persons with disabilities as required under applicable state law; B. through direct negotiation if the aggregate total is $5000 or less; A.C. through group/cooperative purchasing programs;Purchases $0 - $5,000 are to be negotiated to achieve the best value for the university. B. through contracts available through the state comptroller, Department of Information Resources, Council on Competitive Government, or State Office of Risk Management;The university may purchase goods or services through competitive bid procedures with the following minimum bidder requirements. A justification must be included in the order file if these minimums are not met. o $5,000.01 - $25,000.00 – Minimum three informal bids required; minimum 50% HUB vendors including one woman-owned and one minority-owned o Greater than $25,000.00 – Minimum five formal bids required; minimum 50% HUB vendors including one woman-owned and one minority-owned; electronic state business daily posting required unless procurement services determines that no value is added by the posting. Appendix 4 P-21 D. In determining best value for competitive sealed bids, the university shall consider best value factors identified in Education Code Section 51.9335. C.E. through any contract issued and awarded by other state of Texas agencies or institutions of higher education; The university may purchase goods or services through the competitive sealed proposal process outlined in the procurement department RFP manual. All competitive sealed proposals shall include an appropriate number of solicitations to be determined by the purchaser, including HUB vendors of any gender and ethnicity when identified as providing the good or service sought. Electronic state business daily posting is required, unless procurement services determines that no value is added by the posting. F. from other state agencies or political subdivisions in accordance with Interagency and Interlocal Contracts (C-18); G. on a proprietary basis in accordance with Proprietary Purchases (C-28); D.H. through a professional or consultant services contract in accordance with Professional and Consultant Services (C-45);The university may purchase goods or services through the Request for Offer (RFO) process established in 34 Texas Administrative Code Section 20.391 for the acquisition of automated information systems goods and services. I. from state or federal surplus warehouses in accordance with Purchase of Surplus Property (C-28); J. from university employees in accordance with Purchases From Employees (C- 27); E.K. through a solicitation process including, but not limited to, informal bid, competitive sealed bid, competitive sealed proposal, or request for qualifications;The university may purchase goods or services through group/cooperative purchasing programs without a solicitation process, when such purchase is deemed to represent the best value to the university. F. The university may purchase goods or services through State of Texas term contracts, State of Texas multiple award schedules (TXMAS), and DIR/Tex-An contracts without a solicitation process, when such purchase is deemed to represent the best value to the university. G.L. on an emergency basis as long as the procurement is necessary to prevent a hazard to life, health, safety, welfare or property, or to avoid undue additional cost to the university;The university may purchase goods or services through reverse auctions. H. on a best value basis without using one of the above processes as long as the supporting justification is approved by the director of procurement and is in compliance with best value considerations outlined in Education Code 51.9335.The university may purchase goods or services through contracts awarded by other state agencies or institutions of higher education without a solicitation process when such Appendix 4 P-22 contracts are available and have followed approved purchasing processes, and such purchase is deemed to represent the best value to the university. I. The university may purchase goods or services through contracts awarded by the Council on Competitive Government in accordance with Government Code Section 2162 without a solicitation process, when such contracts are available, and such purchase is deemed to represent the best value to the university. M. The university may purchase goods or services on an emergency basis. An emergency purchase is defined as a situation requiring that a procurement be made more quickly to prevent a hazard to life, health, safety, welfare, or property or to avoid undue additional cost to the university. A procurement may be declared an emergency at the purchaser‟s discretion in consultation with the end user and upon approval by the director of procurement. Declaration of an emergency supersedes all other best value procurement rules. The university will attempt to obtain bids, price comparisons or proposals when sufficient time exists by utilizing the most effective procurement process, including the electronic state business daily, when value is added by using such processes. ADDITIONAL PROCUREMENT CONSIDERATIONS The university may not accept a bid or award a contract that includes proposed financial participation by a person who received compensation from the university to participate in preparing the specifications or request for proposals on which the bid or contract is based. This does not prohibit a bidder or contract participant from providing free technical assistance to the university. In accordance with Gov’t Code 2252, Subchapter A, the university will apply reciprocity when evaluating informal bids and competitive sealed bids. Contracting with a former employee or retiree for services is prohibited on state funds within 12 months of the employee’s separation date from the university. The use of local funds is allowed within 12 months of the employee’s separation date with approval of the university president. Contracting with the executive head of a state agency, or with a person who at any time during the four years before the date of the contract was the executive head of a state agency, or with a person who employs a current or former executive head of a state agency is prohibited unless the Board of Regents votes in open meeting to approve the contract, and the Legislative Budget Board is notified no later than the fifth day before the date of the vote, of the terms of the proposed contract. Appendix 4 P-23 Contracts that generate revenue may be processed through any of the above procurement processes, through direct negotiation, or through any other process that is determined to represent the best value to the university. All procurements, regardless of the source of funds, shall comply with laws and rules relating to historically underutilized businesses. Reference Historically Underutilized Businesses (C-16.5). Some procurements may require Board of Regents approval prior to purchasing. Reference Items Requiring Board of Regents Approval (D-20.5). Some procurements have additional restrictions based on the source of funding. Contract the procurement office for detailed information on the general interpretation of fund restrictions EXEMPT PURCHASES The following purchases are exempt from best value procurement processes outlined herein. Submission of a purchase requisition and other rules may apply. 1. Advertising 2. Hotels and meeting rooms for conferences 3. Conference expenses; – expenses related to conference room services such as audio/visual/network and food services. (does not include goods purchased for attendees or transportation services) 4. Moving expenses (employee) – see Moving Expenses (C-21) 5. Student travel; – expenses related to student travel 6. Library materials and services for Stephen F. Austin State University libraries, as defined by Government Code Section 2155.139(a)(2), when such exemption represents the best value to the university. 7. Membership dues and associated fees 8. Direct publications only available from a single source as defined by Texas Procurement and Support Services (TPASS) in the TPASS Procurement Manualin the procurement procedure manual 9. Freight, including shipping, handling, fuel surcharge, hazardous material fee, postage, and other surcharges 10. Intra-agency payments 11. Rental of exhibit space; i.e., booths for display purposes 12. Items for resale 13. Internal repairs – repairs for which the extent and cost of such cannot be determined until the commodity is disassembled and evaluated;. Aan internal repair must contain labor and may also include parts. Appendix 4 P-24 14. Purchases from federal agencies 15. Utilities, other than regulated electricity for which SFA chose to opt into deregulation 16. Organized activity purchases – goods and services for the Early Childhood Lab, Cole Audiology Lab, Beef Farm, Poultry Farm, Equestrian Program, Broiler Houses, and Swine Farm when the purchase directly affects operations and such exemption represents the best value to the university. 17. Group travel – ; expenses related to group travel when such group travel includes non-university persons and is funded by payment from individual travelers; i.e., Art Tour 18. Gifts, prizes and awards for students, employees and non-university individuals 19. Accreditation fees 20. Tournament fees or game guarantees 21. Licensing fees or permits 22. Employee registration or tuition 23. Sponsorships 24. Non-travel-related meals 25. Fees, not otherwise identified herein 26. Notary bonds 27. Guest lecturers, speakers, artists, entertainers, performers, musicians, etc. 28. Educational/training services for university employees 29. Veterinary services 30. Other professional services as defined by the state comptroller‟s expenditure codes Cross References: Items Requiring Board of Regents Approval (D-20.5); Historically Underutilized Businesses (C-16.5); Delegated Purchasing Authority (C-10); Interagency and Interlocal Contracts (C-18); Proprietary Purchases (C-28); Professional and Consultant Services (C-45); Purchase of Surplus Property (C-28); Purchases From Employees (C-27); Moving Expenses (C-21); Purchase Requisition (C-30); Tex. Educ. Code § 51.9335; 34 Tex. Admin. Code § 20.391; Tex. Gov‟t Code Ch. 2162; Tex. Gov‟t Code § 2155.139(a)(2) Tex. Gov’t Code § 669.003; Tex. Gov’t Code §§ 2252.001-.004, .901 Responsible for Implementation: Vice President for Finance and Administration Contact for Revision: Director of Procurement and Property Services/HUB Coordinator Appendix 4 P-25 Forms: Purchase Requisition, Purchase Voucher Board Committee Assignment: Finance and Audit Appendix 4 P-26 Cellular Telephones and Wireless Communication Devices (F-42) Original Implementation: October 30, 2007 Last Revision: April 21, 2009January 31, 2012 OVERVIEW The university recognizes that certain positions require the use of a cellular telephone (cell phone) or other wireless communication devices, including personal digital assistants (PDAs) or smartphones, to conduct official business. This policy provides specific guidelines regarding the use of cell phones and/or wireless communication devices. DEFINITIONS Wireless Communications Device – cellular telephones, telephone/PDA combinations, and smartphones. For purposes of this policy, laptops and personal computers are not considered wireless communications devices. ELIGIBILITY Each department is responsible for establishing whether a specific employee needs a cell phone or wireless communication device service. Criteria for establishing this need include: 1. Requirement to travel frequently on university business. 2. Large amounts of time spent away from the office. 3. A need to contact the individual after normal business hours on a frequent basis. 4. A need for others to be in constant communication with the individual. 5. Safety considerations. If an employee meets one or more of these criteria, a department head/director may approve a request to provide either a university cell phone or wireless communication device or a communication allowance through one of the following options. 1. University provided cell phones or wireless communication device: If a department chooses this option, the entire amount of the university provided cell phone or wireless communication device is considered as a taxable fringe benefit to the employee. The employee is not required to document personal or business usage. However, the department must require that an employee reimburse the Appendix 4 P-27 department for calls that exceed the monthly plan amount unless they provide documentation that the excess use is attributed solely to business related calls. The Telecommunications Department will determine two preferred vendors from which the university will contract cellular services. All university provided cell phones and plans will be acquired from one of the preferred vendors. Departments electing this option must submit a “Cellular Telephone Request and Justification Form” to the assistant director of telecommunications and networking for each employee, as required in policy F-29, Communications Services. 1. The assistant director of telecommunications and networking will communicate the taxable value of the university provided cell phone and wireless communication device to the payroll office. 2. Communication Allowance: The department may elect to provide a communication allowance to reimburse the employee for the projected cost of business related charges. The dollar amount of the cell phone allowance should cover the estimated business-related calls and a pro-rata portion of the monthly cost of the phone plan. Determination of the dollar amount of the allowance is made at the departmental level, but will be within guidelines and dollar limits established by the assistant director of telecommunications and networking. These levels are defined on the Communication Allowance Request Form. The communication allowance will be paid through payroll and will not be considered taxable income. The allowance does not constitute an increase to base pay and will not be included for percentage based pay increases or for retirement (TRS or ORP) calculations. The communication allowance is established by submitting a completed "Communication Allowance Request Form" to the payroll office. Departments should also keep a copy of the form on file for each approved allowance. The employee is responsible for communicating the telephone number to the department. The employee may, at his or her own expense, add extra services or equipment features as desired. 2. 3. Intermittent Use of Cell Phones for Business Purposes: Some departments may provide cell phones on an intermittent basis to their employees. Intermittent basis is defined as more than one employee assigned use of the phone during the month. Appendix 4 P-28 2. In these instances, NO personal use is permitted. Employees using these cell phones will be responsible for documenting all calls as business related. Employees must submit the documentation (phone logs) to the department. Supervisors will be responsible for reviewing the documentation and insuring that employees reimburse the university for any personal calls made inadvertently. Reimbursements must be based on a pro-rata share of the monthly phone bill and made within 30 days of receipt of the telephone bills. These phone logs must be retained by the department and will be subject to audit. The controller‟s office must be notified when employees do not submit proper documentation. In these instances, the employee will be responsible for any tax liability associated with phone usage. 3.4. Infrequent Use of Cell Phones for Business Purposes: If infrequent business calls are made by an employee who does not receive a communication allowance or university-provided phone, departmental approval can be given to reimburse the employee for business calls that exceed personal wireless plan minutes. Reimbursement of these calls will be made through accounts payable through normal procedures for reimbursement of business related expenses. Appropriate documentation, such as a copy of the wireless plan billing statement and the stated business purpose of the call, should be submitted to support the reimbursement. Any reimbursement of business related calls will not be taxable to the employee. Cross Reference: Communication Services (F-29) Responsible for Implementation: Provost and Vice President for Finance and Administration Contact for Revision: Controller, Assistant Director of Telecommunications and Networking Forms: Communications Allowance Request Form, Cellular Telephone Request and Justification Form Board Committee Assignment: Finance and Audit Appendix 4 P-29 Computing Software Copyright (D-43) Original Implementation: July 27, 1999 Last Revision: July 21, 2009January 31, 2012 Purpose and Scope Most software on computers at Stephen F. Austin State University is protected by federal copyright laws. In addition to the copyright laws, there is usually is a license agreement between the software seller and the purchaser to protect the software. Educational institutions are not exempt from legislation covering copyrights. The university's policy is to adhere to the copyright protections given under federal law, and to adhere to the conditions of the license agreements. The following policies and procedures apply. Policies and Procedures Software provided through the university for use by faculty, staff, and students shall be used on computing equipment only as appropriate to the specific software licenses. Licensed software shall not be copied on university equipment except as specifically permitted by the software license , e.g., (to create a backup copy, for example). It is a violation of university policy to knowingly use or attempt to use unauthorized software. Faculty, staff, and students may not use unlicensed or unauthorized copies of software on university- owned computers, or any computer connected to the university network. The individual who normally uses a specific computer is responsible for ensuring and documenting via license agreement or proof of purchase that the software used on that machine is licensed. An appropriate designated assignee is responsible when the same machine is used by several persons. When the same computer is used by more than one person, a specific individual shall be assigned responsibility for ensuring and documenting appropriate software licensing. For a multi-user computing system, the director of the organizational unit owning the system,, or the manager person responsible for its operation, shall document licenses, and inform users of licensing conditions, and shall take reasonable actions to ensure compliance. It is a violation of university policy to knowingly use or attempt to use software which is not authorized for use under normal operating procedures. The university may audit software on university- owned equipment at any time, with or without notice to the designated users. The university may request Appendix 4 P-30 permission to audit software on non-university equipment that is connected to the university network as a condition of approval to use such equipment on the network. Sanctions for Policy Violations Unauthorized or unlicensed use of software is a serious matter. Faculty, staff, and students should bring known or suspected violations of these policies to the attention of supervisors or other responsible persons such as the director of Information Technology Services. Any individual violating these policies is required to take immediate remedial corrective action, e.g., to remove the unlicensed software from the machine;. pPersons refusing to do so are subject to university disciplinary procedures. Cross Reference: Computer and Network Security, (D-8.1) Responsible for Implementation: Provost and Vice President for Academic Affairs Contact for Revision: Director of Information Technology Services Forms: None Board Committee Assignment: Academic and Student Affairs Appendix 4 P-31 Dead Week (A-15) Original Implementation: June 16, 1982 Last Revision: April 21, 2009January 31, 2012 Dead week, the last five class days of each long semester, is intended to is an established tradition in higher education to allow students the necessary time to prepare for final examinations. During the last five class days of each long semester, written examinations (except to cover daily assignments) and themes or assignments beyond normal daily requirements are not to be assigned without written notification to the students Examinations or assignments shall not be scheduled during dead week unless students are notified in writing prior to the twelfth class day. The Division of University Affairs and major student groups of the university, including Student Government Association (SGA), Student Activities Association (SAA), Residence Hall Association (RHA), SFA Panhellenic Association (SFAPA), National Panh-Hellenic Council (NPHC), Interfraternity Council, (IFC) and Multicultural Greek Council (MGC), shall observe dead week by refraining from sponsoring on-campus student social activities. e.g., (including parties, dances, films, concerts, and banquets). On-campus advertising will not be approved for any student group-sponsored, off-campus social activity sponsored off-campus by a student group duringoccurring during dead week will not be approved. Cross Reference: Faculty Handbook Responsible for Implementation: Provost and Vice President for Academic Affairs, Vice President for University Affairs Contact For Revision: Provost and Vice President for Academic Affairs, Vice President for University Affairs Forms: None Board Committee Assignment: Academic and Student Affairs Appendix 4 P-32 Discipline and Discharge (E-11) Original Implementation: December 6, 1983 Last Revision: January 27, 2009January 31, 2012 This policy shall apply to all regular non-academic employees including both classified exempt and non-classifiednon-exempt staff. The non-renewal of non-academic employees with contracts, temporary employees, at-will employees, or dismissal during the probationary period shall not be covered by this policy. The probationary period of an employee shall be one hundred eighty (180) calendar days. Supervisory efforts should be concentrated on preventing serious personnel problems rather than on disciplining employees for misconduct. However, supervisors shall have the right to discipline or summarily discharge an employee for cause. If disciplinary measures are to be imposed, it is essential that each problem be investigated so that the facts of the situation are known and that any action taken be primarily corrective rather than punitive. An employee being disciplined should be told what they have done wrong and should be clearly instructed on what is expected of them. Any discharge must first be reviewed by the director of human resources. Except in cases of discharge, the employee should be given a reasonable period of time to improve their performance or correct their actions or attitude. An employee may be discharged when reasonably corrective or rehabilitative methods have failed or when the serious nature of a violation or the accumulation of violations, warrants immediate separation. Definitions of Minor Rule Violations Rule violations of a minor nature may have little or no effect on the continuity, efficiency, and safety of university work, but will not be tolerated. The following are a few examples of minor rule violations, which may result in either oral or written warnings for entry into an employee's record. Continuation of an offense may result in stronger disciplinary action. This list is not all-inclusive. 1. Unauthorized, unexplained, or inexcusable absence or tardiness. 2. Failure to notify supervisor of absence at the earliest practical time. 3. Failure to observe assigned work schedules (starting time, quitting time, rest and meal periods). 4. Soliciting or collecting contributions for any purpose, or selling or offering for sale any goods or service, on university premises in violation of university policy. 5. Unsatisfactory work performance. 6. Loafing or other abuse of time during assigned working hours. 7. Interfering with any employee's work performance or duties by talking or by other distractions. 8. Circulating or distributing written or printed matter on university premises in violation of the university policy on petitions and handbills. Appendix 4 P-33 9. Leaving regularly assigned work location without notifying immediate supervisor. 10. Performing unauthorized personal work on university time. 11. Defacing bulletin boards or notices posted thereon. 12. Minor violations of safety rules. 13. Failure to punch time card or record card as instructed. 14. Discourteous treatment of the public or of other employees. 15. Improper political activity of a minor nature. 16. Minor violation of internal department work rules. 17. Engaging in excessive visiting, personal conversations, or use of the telephone for personal use. 18. Failure to follow any reasonable instructions issued by supervisor related to performing job tasks and/or job duties. 19. Abusive or unruly conduct of a minor nature. Definitions of Major Rule Violations Major offenses are any act or omissions in violation of university policies or rules to such a degree that further employment of the offending individual may not be desirable for the university. The following are examples of some offenses which subject an employee to a written warning, suspension, or discharge. This list is not all-inclusive. 1. Any act which might endanger the safety or lives of others. 2. Refusal to properly perform work properly assigned by a supervisor. 3. Violation of university safety rules. 4. Falsifying any university records. 5. Punching the time cardClocking in or out for another employee or allowing yoursones time to be punched entered by another employee. 6. Leaving university premises during working hours without permission from the supervisor. 7. Abusing, destroying, damaging, or defacing university property, tools, equipment, or the property of others on university premises. 8. Gambling on university premises. 9. Delaying or restricting work, or inciting others to delay or restrict work. 10. Fighting on university premises. 11. Carrying firearms or other dangerous weapons on university premises. 12. Failure to return to work on expiration of vacation or leave of absence, or when called back after a layoff. 13. Disclosure of confidential university information to unauthorized persons. 14. Theft, misappropriation or unauthorized use of university funds or property, or other dishonest actions. 15. Continued unsatisfactory work performance. 16. Unauthorized, unexplained, or inexcusable leave for more than three days. 17. Excessive absences or tardiness. 18. Physical, mental or emotional inability to perform the job satisfactorily. 19. Major violation of internal department work rules. 20. Insubordination. 21. Abusive and unruly conduct. Appendix 4 P-34 22. Indecent or obscene conduct. 23. Conviction of a felony or of a misdemeanor involving moral turpitude by a trial court. 24. Flagrant or repeated minor rule violations. 25. Sexual harassment of any person by an employee during working hours or on university premises. 26. Unlawful discrimination. 27. Bringing or consuming any liquor, marijuana, or narcotics on university premises (this rule applies to any habit-forming or disabling substance not prescribed by a physician). 28. Reporting for duty under the influence of liquor, marijuana, or narcotics (applies to any habit forming or disabling substance not prescribed by a physician). 29. Accepting any gifts or favors, which influence or tend to influence the performance of duties or the granting of service or favors to other university personnel, applicants, clients, or other persons. 30. Refusal to attend state and university mandated trainings within the appropriate timeframe including but not limited to EEO training and Performance Management Plan training. Corrective Disciplinary Actions For repeated but relatively minor incidents of substandard performance, misconduct, or rule violations, discipline should be progressive. The normal sequence of action is: (1) Oral Warning; (2) Written Reprimand; (3) Suspension; (4) Demotion; (5) Discharge. Depending on the severity of the case, the action may begin at any of these steps. Any action involving suspension, demotion, or discharge must have prior review from the director of human resources. Any corrective disciplinary action should be recorded on the Employee Counseling Form (available in Human Resources). The corrective action should include a section which documents specific, job related, and measurable actions identified to increase job knowledge, improve skills, or correct performance difficulties. Timetables shall be established for follow-ups and improvement or non-improvement and will be documented on all Employee Counseling Forms. Oral Warning: Normally, initial disciplinary action should be in the form of an oral discussion and warning, especially for minor rule violations. If it appears that an employee has failed to perform their work or conduct themselves according to job requirements, the supervisor should first talk to the employee about the matter and informally inquire further into the situation. If facts indicate that the employee may have been at fault, the supervisor should discuss the matter with them. The supervisor may call on another person (preferably another supervisor) to be present as a witness. The employee should clearly be instructed of the gravity of the action and should be told that the warning is disciplinary in nature. Supervisors should maintain a complete and accurate written notation of the warning on an "Employee Counseling Record" form. Appendix 4 P-35 Written Reprimand: Reprimand involves both a formal interview with the employee and an official memorandum emphasizing the negative effect of the employee's conduct or work performance on their record and opportunities for advancement. If the immediate supervisor does not have the authority to discharge the employee, then the interview should be conducted by the department official who does have discharge authority. A written reprimand should include: the names of everyone involved, dates, a description of the incident or unsatisfactory performance, witnesses (if any), and the action taken. Use the "Employee Counseling Record" for this purpose. Reference should also include the dates and results of prior oral warning(s), or other written reprimand(s). It should also bear the employee's comments, if any, and the employee's signature. The employee should be informed that their signature indicates they have received a copy of the reprimand, but not necessarily that they agree with its contents. If the employee refuses to sign the reprimand, a witness, preferably another supervisor, should verify that the employee has read the reprimand and refused to sign an acknowledgement. A copy of the reprimand should be sent to the director of human resources to be filed in the employee's permanent file. Suspension: Suspension may be a disciplinary action or the an interruption (without with or without pay) of the active employment of an employee pending an investigation and decision by the director of human resources, and in unusual circumstances, the general counsel. Suspension for a period of longer than three (3) days must be approved by the appropriate vice president. To suspend an employee from the payroll, the supervisor should: present the employee with a completed "Employee Counseling Record" indicating suspension, the period of suspension, and the reasons for the suspension; forward a copy of the "Employee Counseling Record" attached to a completed "Personnel Action Request" form through Human Resources for inclusion in the employee’s permanent file.to Payroll Services. The department will then complete a “Leave Without Pay"Personnel Action Request" form should be completed, removing the employee from the payroll if the suspension is for any period of time that the employee is to be without pay. The supervisory official will conduct a conference with the employee at the beginning of the shift on the day the employee is to return to work. A discussion should occur with the employee recapping the reason for suspension, what is expected of the employee and the next step to be taken if improvement does not occur. Demotion: The supervisory official with the authority to discharge an employee also has the authority to demote an employee. An employee who cannot or will not carry out efficiently and effectively the duties of the job for which they are hired or promoted, may be demoted to a job more commensurate with their abilities, skills, and experience or job performance. The immediate supervisor recommending demotion will first review the demotion with the director of human resources. The director of human resources will ensure that the employee has received proper counseling and an adequate trial period for improvement of performance prior to the approval of any recommendation for demotion. Demotion should be considered a last alternative in lieu of termination and may only be Appendix 4 P-36 considered when a lower job assignment is available in the department in which the employee works. Discharge: In cases other than serious offenses, discharge from employment should be used as a last resort. The supervisor who has authority to employ a person also has the authority to discharge a person. Prior to the action, the discharging supervisor must review the situation with his immediate superior, the director of human resources, and, in unusual circumstances, the general counsel. This review will assure that the case for dismissal has been objectively investigated and is both justified and properly documented. The appropriate vice president must approve each discharge. If the discharge is in order, an employee should be presented with a completed "Employee Counseling Record" indicating discharge, the reasons for the discharge, and the date of the discharge. Since discharge requires prior consultation and approval, it should not be done "on-the-spot". However, if the supervisor believes it is improper to leave the employee on duty until such approval can be obtained, the supervisor should, with review from the director of human resources, immediately place the employee on suspension for a period not to exceed three (3) days. This action also allows time for any investigation which may be necessary. Other Actions: In extremely serious cases involving unruly behavior, violence or imminent threat to personal safety or property, the supervisor and/or University Police Department may determine the need for immediate arrest or removal from University property of an employee. This action should be considered an immediate suspension and may warrant proceeding with the discharge process. Also, an interim suspension with pay may be used as a non-disciplinary action for situations that warrant investigation while the employee does not return to duty. The director of human resources must approve an interim suspension with pay. Alternative Disciplinary Actions Other forms of disciplinary action may be appropriate in some cases. These may include making up lost time, docking, withholding salary increases, transfer to more suitable work, or compensating the university for damage. With the exception of making up lost time, these alternative disciplinary actions require the prior review of the director of human resources. Involuntary Terminations Other Than Discharge It is not the intent of this policy to prohibit, or in any way restrict, the university and its administrative officials from the right to terminate any employee for any non-disciplinary reason if it is in the best interest of the university to do so. An employee so terminated shall not have recourse through this policy or the Grievance and Appeals Procedure. Examples of termination for non-disciplinary reasons include, but are not limited to, terminations due to lack of work or funds (reduction in force), the redesigning of jobs, the termination of grant funding which eliminates positions, termination of a temporary position, and changes in the organizational structure in compliance with university policies and rules, i.e., retirement, nepotism, etc. Employees who are terminated for non-disciplinary reasons may appeal through the supervisory chain up to the vice president for Appendix 4 P-37 the area involved only on grounds of constitutional violations or other legal rights which may have been abridged. Cross Reference: Non-Academic Employee Handbook; Performance Management Plan; U.S. ConstitutionConst., Aamendments. 5V, XIV and 14; Texas. Const.itution, Aart. I, §Sec. 19. Responsible for Implementation: Vice President for Finance and Administration Contact for Revision: Director of Human Resources Forms: Employee Counseling Report (available in Human Resources); Notice of Suspension (available in Human Resources); Notice of Discharge (available in Human Resources); Leave Without Pay Form (available on-line); Personnel Action Request, (available in Human Resources) Board Committee Assignment: Academic and Student Affairs Appendix 4 P-38 Disposition of Abandoned Personal Property (D-9) Original Implementation: October 18, 1988 Last Revision: January 27, 2009January 31, 2012 Lost property means any unclaimed personal property coming into the possession of the university, other than motor vehicles as defined in the Texas Transportation Code. Lost property shall be deemed abandoned if the rightful owner does not come forth and make a valid claim within ninety (90) days of the university's original possession. Unless the abandoned property is being held as evidence to be used in a pending criminal case, the university may dispose of the abandoned property by public auction. The profits of the auction shall be used for student service activities as directed by the Office of the Dean of Student Affairs. However, if the rightful owner makes a valid claim to abandoned property before auction, then the university shall return the property to the rightful owner. REPORTING OR CLAIMING ABANDONED PERSONAL PROPERTY Any individual finding lost property on the university campus or seeking to claim lost property should follow the guidelines listed below. 1. A person finding lost or unclaimed property should turn in said property at the University Police Department or the information desk in the student center. Lost or unclaimed property found in Steen Library should be turned in to the circulation desk on the first floor. Lost or unclaimed property found in academic buildings should be turned in to the appropriate departmental office. Lost or unclaimed bicycles or other bulky items are stored in the University Police Department. 2. A written "Record of Unclaimed Personal Property" form indicating the date the lost or unclaimed property came into the university's possession shall be completed and retained by the receiving department. 3. After fifteen (15) days, all unclaimed property held in the University Police Department, in Steen Library, or in other campus areas such as departmental offices, shall be transferred to the student center information desk with the record indicating the date of receipt of the unclaimed property. 4. Lost items may be claimed at the student center information desk upon presentation of reasonable identification of the lost property. 5. A public auction is held annually under the direction of the dean of student affairs at a time and place announced during each academic year. Cross Reference: Texas Tex. Educ.ation Code, §Section 51.213 Appendix 4 P-39 Responsible for Implementation: Vice President for University Affairs Contact for Revision: Dean of Student Affairs Forms: Record of Unclaimed Personal Property (available in University Printing Services) Board Committee Assignment: Academic and Student Affairs Appendix 4 P-40 Duties and Responsibilities of Offices Reporting to the Provost (E-13A) POLICY DELETED 1/31/2011 Original Implementation: September 4, 1979 Last Revision: July 21, 2009 The associate vice president for academic affairs, academic deans, dean of graduate studies, executive director of enrollment management, Student Financial Aid director, library director, Instructional Technology director, Information Technology Services director, director of the Office of Research and Sponsored Programs (ORSP), and director of the School of Honors report directly to the provost and vice president for academic affairs. The duties and responsibilities of these officers are defined as follows: Associate Vice President for Academic Affairs 1. The associate vice president for academic affairs provides leadership in the areas of academic planning, program implementation, the curriculum, and the application of new technologies to the teaching/learning process. 2. Among the responsibilities of the associate vice president for academic affairs are: a. Coordinate assessment activities of academic units within the university; b. Ensure compliance with Southern Association of Colleges and Schools (SACS) accreditation policies in the context of academic affairs; c. Perform other duties as assigned by the provost. Academic Deans 1. Deans are responsible for fostering excellence in teaching, research/scholarly/creative activities, and service in their colleges. 2. Among the responsibilities of the deans within the respective colleges are: a. supervise, counsel and evaluate department chairs, program directors, faculty and staff; b. exercise leadership in budget preparation, establish funding priorities, monitor budget administration and coordinate fund raising; c. make recommendations on personnel actions ; d. facilitate college policy formulation and implementation; e. coordinate the development, operation and assessment of programs; f. interpret policy and adjudicate appeals ; g. oversee degree plan preparation and qualification for graduation, and monitor student progress; Appendix 4 P-41 h. advise the provost on matters affecting instructional and research programs ; i. perform other duties as assigned by the provost. Dean of Graduate Studies 1. The dean of graduate studies is responsible for supervision of the university's graduate education programs. 2. Among the responsibilities of the dean of graduate studies are: a. recommend approval of graduate courses, programs, and degrees; b. serve as a resource person in budget, space, and personnel decisions affecting graduate education; c. recommend approval of faculty eligibility for the instruction of graduate courses; d. establish and maintain standards and procedures by which graduate students are admitted, enrolled, supervised, retained and awarded advanced degrees; e. assign and/or approve graduate committees, and accept final thesis, exhibition or dissertation documents; f. chair the University Graduate Council ; g. recommend funding for graduate assistantships, oversee allocation of graduate assistantships to the colleges, monitor budget dispensation of graduate assistantship funds and appointments; h. prepare and administer the budget for the office of graduate studies; i. interpret graduate program policy and adjudicate appeals ; j. oversee the masters degree in interdisciplinary studies; k. perform other duties as assigned by the provost. Executive Director of Enrollment Management 1. The executive director of enrollment management is responsible for direct oversight of the Office of Admissions and indirect oversight of the Academic Advising Center, SFA 101 program and the Registrar‟s Office. 2. Among the responsibilities of the executive director are: a. provide leadership to the directors of the Academic Advising Center, SFA 101 program, and Registrar‟s Office; b. serve as the chief admission officer; c. prepare and administer the budget for the Office of Admissions and assist with budget preparations for the Academic Advising Center, SFA 101 and the Registrar‟s Office; Appendix 4 P-42 d. supervise the development of promotional material used for recruiting purposes; e. oversee the collection of data regarding student enrollment; f. articulate programs and courses with schools, colleges, and universities; g. supervise the recruitment and admission of undergraduate students; h. assist with university-wide retention efforts; i. make recommendations for all personnel actions within the enrollment management area; j. perform other duties as assigned by the provost. Library Director 1. The library director is responsible for the development and operation of various educational resource and information technology functions in addition to traditional library services. 2. Among the duties and responsibilities of the library director are: a. plan, organize, and direct library collection development as well as technical and information service programs; b. prepare and oversee the administration of the budget for library operations; c. oversee student tutoring services provided by the Academic Assistance and Resource Center; d. provide campus-wide technical support through the Library Information Network Center; e. plan and direct the university records management program and the university archives; f. promote development of a coherent and effective library web portal to facilitate access to information resources; g. facilitate library policy development, formulation, and implementation; h. seek grant opportunities to secure funding for library initiatives; i. perform other duties as assigned by the Provost and VPAA. Director of the Office of Instructional Technology (OIT) 1. The director of instructional technology is responsible for coordinating, advising, and assisting academic units in integrating instructional technologies with teaching, learning, research, and outreach. 2. Among the responsibilities of the director are: a. serve as leader in recommending and evaluating instructional technology priorities and policies for the university; Appendix 4 P-43 b. collaborate with academic units to incorporate instructional technology into teaching/learning processes; c. serve as an academic liaison in university-wide computing and telecommunication; d. conduct strategic planning for instructional technology; e. administer technology training; f. coordinate distance learning; g. develop and promote partnerships with business, industry, and the public sector; h. seek funding in support of instructional technology ; i. assist academic units in the assessment of instructional technology; j. prepare and administer the budget for OIT; k. make recommendations on all personnel actions within OIT; l. perform other duties as assigned by the Provost and VPAA. Director of Information Technology Services (ITS) 1. The director of Information Technology Services is responsible for oversight of the university‟s Enterprise Resource Process system, local and wide area networks, telecommunications, computer support, and help desk operations. 2. Among the responsibilities of the director are: a. provide leadership to the office of ITS; b. provide leadership to the project director in the projects office; c. communicate and implement the requirements of the Texas Department of Information Resources; d. prepare and administer the budget for ITS; e. create and implement a strategic plan for ITS; f. perform risk assessment and disaster recovery planning for ITS; g. perform other duties as assigned by the provost. Director of the Office of Research and Sponsored Programs (ORSP) 1. The director is responsible for the development and operation of ORSP. 2. Among the responsibilities of the director are: a. plan, organize, and direct ORSP; b. conduct strategic planning of ORSP activities; c. review and provide signature approval of all proposals for external funding routed through the ORSP; d. chair the University Research Council; e. coordinate the development of policies relating to research and sponsored programs; Appendix 4 P-44 f. prepare state and federal reports on research and sponsored program expenditures; g. provide oversight and guidance in the development of extramural grant applications and contractual agreements; h. coordinate the management of grant accounting activities with the Controller‟s Office; i. implement procedures for monitoring compliance with state and federal regulations and standards; j. prepare and administer the budgets for research enhancement, research development, and ORSP; k. make recommendations on all personnel actions within ORSP; l. perform other duties as assigned by the provost. Director of the Office of International Programs 1. The director of international programs is responsible for supervising, coordinating, planning and organizing the Office of International Programs (OIP). 2. Among the responsibilities of the director are: a. supervise and monitor all staff of OIP, American English Language Institute, and Study Abroad Office; b. supervise all financial activity of OIP and related offices; c. coordinate issues and needs relevant to international students; d. market and manage international student recruitment; e. research, compile, review, and evaluate OIP activities; f. prepare periodic reports on operations of related activities of OIP; g. assist international students in applying to the University; h. assist in the development and implementation of international articulation agreements; i. design and conduct orientation workshops for international students and faculty members leading study abroad programs; j. facilitate the development and implementation of study abroad programs; k. perform other duties as assigned by the provost. Director of the Financial Aid Office 1. The director of financial aid is responsible for overseeing the operation of the Financial Aid Office. 2. Among the responsibilities of the director are: a. manage and maintain efficient and effective administration and delivery of federal, state, and university financial aid programs; Appendix 4 P-45 b. manage the preparation of reports submitted to federal, state, university, and external agencies; c. supervise personnel in the Financial Aid Office; d. develop and implement financial aid operating budgets; e. coordinate financial assistance with other student financial resources on campus; f. interface with federal and state agencies on matters of financial aid; g. implement procedures for monitoring compliance with financial aid standards; h. assist with university-wide retention efforts; i. counsel students and parents on financial aid; j. perform other duties as assigned by the provost. Director of the School of Honors 1. The director of the School of Honors is responsible for supervision of the university‟s School of Honors. 2. Among the duties |
|
|
|
C |
|
E |
|
G |
|
H |
|
M |
|
N |
|
O |
|
P |
|
Q |
|
S |
|
T |
|
V |
|
|
|