Minutes of the Board of Regents of Stephen F. Austin State University. 2012, Volume No. 273

              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
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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
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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
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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.
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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.
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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.
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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.
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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.
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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®
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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)
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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
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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.
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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)
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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
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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
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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.
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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.
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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
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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
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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
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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
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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
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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;
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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;
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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;
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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;
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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;
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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