Minutes of the Board of Regents of Stephen F. Austin State University. 1997, Volume No. 153

              Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
October 14,1997
Volume 153
TABLE OF CONTENTS
97-89. Approval of July 15,1997 Minutes 1
97-90 Faculty and Staff Appointments for 1997-98 ZZ!" l
97-91 Changes of Status 3
97-92 Retirements ZZZZ*.!'. 4
97-93 Terminations ZZZZZZZZZZIZZ! 4
97-94 Underenrolled Class Report ZZZZZZZZZZZZZ4
97-95 Curriculum Changes ZZZZZZ 5
97-96 Reorganization of the Department of SodafwarkZZ 5
97-97 Recognition of Walter C. Todd 5
97-98 Revision to 97-98 Budget ZZZZZZZZZZZZ.*5
97-99 Asbestos Removal in the University Center !""!""!""""!""""""'.6
97-100 Austin Building Second Floor Renovation ZZ!ZZZZZZ 6
97-101 Construction of Azalea Garden ZZ!ZZZZZ 6
97-102 Ratification of Post Tenure Review Policy for Performancei Evaiuationof
Tenured Faculty 5
97-103 Policy Revisions ZZZZZZZZZZZZZZZ6
Reports
A. Chair, Faculty Senate
B. Vice President for University Advancement
C. Dean, College of Education
D. Dean, College of Liberal Arts
E. Director of Admissions
F. President
Appendix No. 1 - Budget Changes Less Than $50,000
Appendix No. 2 - Policy Revisions: A-5 Add/Drop, A-13.1 Course Syllabi Reserve
Collection, A-19 Final Examinations,A-23 Interlibrary Loan, A-25 library Gift and
Exchange Program, A-26 Library Lending, A-29 Library Public Address System, A-35
Library Online Search Services, A-41 Semester Grades, A-37.1 Performance Evaluation
of Tenured Faculty, B-l 1 Hall 20 Guest Rooms, B-30 University Vehicles (Rental), C-l 1
Advance Airline Ticket Purchases, C-8 Computer Equipment Purchase, C-10 Delegated
Purchasing Authority, C-12 Distribution of Payroll, C-24 Payroll Check Release C-27
Purchase from Employees, C-32 Purchasing Authority, D-3 Animals on University
Property, D-l 1 Emergency Management Plan, D-16 Hazing, D-21 Loudspeakers D-23
Parades and Demonstrations, D-26 Public/Student Health, D-35 Students Displaying
Senous Psychological Problems, E-16 Employee Enrolling for Courses, E-18 Employee
Separation, E-32N Longevity Pay/Hazardous Duty Pay, E-47.1 Sick Leave Pool, E-51 IN
Time Clock Policy, F-5 Building Security/Special Events, F-6 Central Receiving F-8
Compute- Center Automated Data Processing, F-8.1 Computer Hardware Installation and
Repair, F-15 Guest Speaker
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES, TEXAS
October 14,1997
The meeting was called to order at 9:08 a.m. by Chair Murray Shaw. Board members
present in Room 307: Ron Adkison, R. A. Brookshire, Penny Butler, Mike Enoch, Pattye
Greer, Lynn Montes, Jimmy Murphy, Susan Robeids and Murray Shaw.
Others present in Board Room 307: Dan Angel, Janelle Ashley, Jerry Holbert, Baker
Pattillo, Roland Smith, and other SFA administrators.
97-89
Upon motion of Regent Murphy seconded by Regent Montes with all members voting
aye, it was ordered that the minutes of July 15,1997 be approved.
98-90
Upon motion of Regent Murphy seconded by Regent Montes with all members voting aye, it was
ordered that the following appointments be approved.
1. Art
Ms. Mary Lusk, instructor, MFA (Stephen F. Austin State University), at a salary
of $25,183 for 100% time for nine months, effective fall semester, 1997.
2. Communication
Dr. Jack Glascock, Assistant Professor, Ph.D. (Michigan State University), at a
salary of $35,000 for 100% time for nine months, effective fall semester, 1997.
3. Elementary Education
Dr. Patricia Nason, Assistant Professor, PhX). (Texas A&M University), at a
salary of $34,000 for 100% time for nine months, effective fall semester, 1997.
4. English
Ms. Sarah E. Moreman, Visiting Assistant Professor, Ph.D. (ABD - Texas A&M
University), at a salary of $30,000 for 100% time for nine months, effective fall
semester, 1997.
Dr. Amy L. Wink, Visiting Assistant Professor, Ph.D. (Texas A&M University),
at a salary of $30,000 for 100% time for nine months, effective fall semester, 1997.
5. Instructional Technology
Ms. Kimberly Holub, Course Administrator, B.S. (Texas A&M University), at a
contract salary of $13,698 for 100% time for nine months, fall semester, 1997
through May 31,1998.
6. Management, Marketing and International Business
Ms. Kathleen Gruben, Visiting Assistant Professor, Ph.D. (ABD - University of
North Texas), at a salary of $45,000 for 100% time for nine months, effective fall
semester, 1997.
7. Modern Languages
Mr. Perry D. Moon, Visiting Instructor, MA (Indiana University) at a salary of
$28,000 for 100% time for nine months, effective fall semester, 1997.
8. Political Science
Dr. Charles F. Abel, Visiting Assistant Professor, Ph.D. (University of Maryland),
at a salary of $9,000 for 100% time for 4 1/2 months, effective fall semester, 1997.
9. Sociology
Dr. Sara T. Horsfall, Visiting Assistant Professor, Ph.D. (Texas A&M
University), at a salary of $30,000 for 100% time for nine months, effective fall
semester, 1997.
Dr. Thomas W. Segady, Visiting Associate Professor, Ph.D. (University of
Denver), at a salary of $32,000 for 100% time for 9 months, effective fall semester,
1997.
10. Theatre
Ms. Liming Tang, Assistant Professor, MFA (Northern Illinois University), at a
salary of $31,000 for 100% time for nine months, effective fall semester, 1997.
11. President's Office
Mr. Sidney A. Walker, Capital Campaign Director, at a salary of $55,000 for 100%
time for twelve months, effective September 15,1997.
98-91
Upon motion of Regent Greer seconded by Regent Murphy with all members voting aye, it was
ordered that the following changes of status be approved.
1. Library
Ms. Virginia Rigby, from Assistant Director of ETRC at a salary of $22,286 for 100%
time for twelve months, to Director of ETRC at a salary of $35,000 for 100% time for
twelve months.
2. SFA 101 - Freshman Seminar
Department
Anson, John
Atchison, Tom
Ballenger, Joe
Berry, Rick
Blalock, Glenn
Bradfield, Anna
Briggs, Jeff
Carr, Barbara
Clipson, Tim
Crouch, Tracy
Darville, Ray
Devine, Joe
Farmer, Beverly
Finkenberg, Juanita
Finkenberg, Mel
Gilbert, Phyllis
Graves, Sharron
Greule, Al
Hallman, Patsy
Holbert, Jerry
Hunt, Ron
Jephson, Melanie
Johnson, Stephanie
Johnson, Tom
Kahla, Marlene
Kulhavy, David
Laughlin, Pam
Ludorf, Mark
McCall, Miles
Milem, Jill
Mize, Lisa
Morales, Linda
Amount
Psychology $1,100
Sciences/Math 1,100
Management/Marketing 1,100
Music 1,100
English 1,100
Counseling/Special Education 1,100
Kinesiology 1,100
English 1,100
General Business 1,100
English 1,100
Sociology 1,100
History 1,100
Student Activities 1,100
Theatre 1,100
Kinesiology 1,100
Human Sciences 1,100
Accounting 1,100
Communication 1,100
Education 1,100
University Advancement 1,100
Admissions 1,100
Counseling/Special Education 1,100
Counseling & Career Services 1,100
Student Employment 1,100
Management/Marketing 1,100
Forestry 1,100
Counseling & Career Services 1,100
Psychology 1,100
Communications 1,100
Counseling/Special Education 1,100
Human Sciences 1,100
Social Work 1,100
Oster, Allen Theatre 1,100
Richman, Allen History 1,100
Rogers, Violet Accounting 1^100
Scales, Laine Social Work l[l00
Scharff, Lauren Psychology l'lOO
Scott, Peggy Student Development l'lOO
Sharp, Pat Geology 1,100
Spence,Pat Student Publications 1,100
Wielhorski, Karen library 1,100
98-92
Upon motion of Regent Montes seconded by Regent Greer with all members voting aye, it was
ordered that the following retirements be accepted
1. Elementary Education
Dr. Patricia Human, Assistant Professor, effective September 1,1997.
2. English
Dr. Kirby L. Duncan, Professor, effective August 31,1997.
Dr. Carroll Schoenewolf, Professor, effective December 31,1997.
3. Secondary Education
Dr. William Heeney, Professor, effective December 31,1997.
4. Theatre
Dr. Kenneth Waters, Professor, effective May 31,1998.
98-93
Upon motion of Regent Adkison seconded by Regent Montes with all members voting aye, it was
ordered that the following termination be accepted:
1. University Affairs
Charles W. Morgan, Jr., MD., Physician, effective July 15,1997.
98-94
Upon motion of Regent Adkison seconded by Regent Butler with all members voting aye, it was
ordered that the underenrolled classes be approved for Fall, 1997, as presented.
98-95
Upon motion of Regent Butler seconded by Regent Greer with all members voting aye, it
was ordered that the curriculum changes be approved as presented.
98-96
Upon motion of Regent Murphy seconded by Regent Adkison with all members voting
aye, it was ordered that the proposal to rename the Department of Social Work the School
of Social Work and that its chief administrator be designated as Associate Dean and
Director of Social Work be approved to submit to the Coordinating Board for review and
approval.
98-97
Upon motion of Regent Adkison seconded by Regent Murphy with all members voting
aye, it was ordered that an Ad Hoc Committee consider an appropriate manner to honor
Walter C. Todd. The Ad Hoc Committee will be Ron Adkison Chair, Jimmy Murphy and
R. A. Brookshire.
98-98
Upon motion of Regent Montes seconded by Regent Murphy with all members voting
aye, it was ordered that FY 1998 budget revisions be approved, as presented in the Source
and Application summary below.
Source of Increase Amount
E&G Tuition Revenue 208,500
Designated Fee Revenue 209,045
Housing and Food Service Revenue 1.024.775
Total $1,442,320
Application Amount
Instructional Technology Temporary Position 15,660
Instructional Technology O&M Increase 15,420
Counseling and Career Services 15,000
E&G Telephone System Upgrade 50,000
E&G Contingency 112,420
Designated Contingency 209,045
Housing Classified Salaries 11,900
Housing Student Wages 26,100
Housing O&M 19,000
Food Service 387,039
Auxiliary Telephone Upgrade 60,000
Tuition Refund Reserve 75,000
Hall 11 Utilities 50,000
Pledged Auxiliary Contingency 395.736
Total $1,442,320
98-99
Upon motion of Regent Montes seconded by Regent Murphy with all members voting
aye, it was ordered that the removal of asbestos in the University Center be approved and
that the President be authorized to sign the contracts, not to exceed $140,000.
98-100
Upon motion of Regent Murphy seconded by Regent Montes with all members voting
aye, it was ordered that a final price for the Austin Building Second Floor Renovation be
presented for Board approval at the January, 1998 meeting.
98-101
Upon motion of Regent Brookshire seconded by Regent Greer with all members voting
aye, it was ordered that the Board of Regents endorse the concept of developing an azalea
garden, by means of private funding.
98-102
Upon motion of Regent Murphy seconded by Regent Butler with all members voting aye,
it was ordered that the University policy on Performance Evaluation of Tenured Faculty be
ratified and that it be reviewed again by the Board of Regents within one year.
98-103
Upon motion of Regent Murphy seconded by Regent Enoch with all members voting aye,
it was ordered that the proposed policy revisions be adopted
REPORTS
A. Faculty Senate President - Dr. Darrel McDonald
• Faculty service awards
• Expressed appreciation for Mr. & Mrs. Murphy George
• Expressed appreciation for Performance Evaluation of Tenured Faculty Policy
• Encouraged dialogue between athletics and academics
B. Vice President for University Advancement - Dr. Jerry Holbert
• Dr. Holbert presented a review of university-wide fund raising totals for 96-97
C. Dean, College of Education - Dr. Tom Franks
• Distributed a booklet describing the first cohort of the doctoral program in
educational leadership.
D. Dean, CoUege of Liberal Arts - Dr. Jim Speer
• Reported on Center for East Texas Studies, and presented the Board with a
Center publication entitled, "Black Jack, Bull Pine, Post-Oak Glade."
E. Director of Admissions - Mr. Roger Bilow
• Discussed Showcase Saturday, enrollment increase perspectives, and electronic
newsletter to prospective students
F. President - Dr. Dan Angel
• Presented Lagniappe Awards to Terry Box, Tom Atchison, Jamie Fain and
Mike Jennings
• SFA 98 Celebration Fall 1998 - Baker Pattillo and Jerry Holbert will plan
events
SFA 03 Plan - Janelle Ashley to chair
Housing needs study
Admission standards study
Accreditation review and self study - SACS staff to visit in November 1997
Athletic certification committee to visit in December 1997
Capital Campaign status report
State Audit - presented response format
Poultry Research Center grand opening November 5,1997 from 3-5 p.m.
Next meeting in Houston on January 19 and 20,1998
Other January meeting locations Austin 1999, Dallas area 2000
April meeting dates April 27-28,1998
Meeting went into Executive Session at 10:18 a.m.
Returned to Open Session and Meeting adjourned at 10:26 a.m.
Appendix No. 1
STEPHEN F. AUSTIN STATE UNIVERSITY
SCHEDULE OF TRANSFERS
May 4, 1997 through August 31, 1997
ACTIVITY RECIPIENT TRANSFER SOURCE
Appendix No, 2
Policy Revisions October 13,1997
A-5 Add/Drop
A-13.1 Course Syllabi Reserve Collection
A-19 Final Examinations
A-23 Interlibrary Loan
A-25 Library Gift and Exchange Program
A-26 Library Lending
A-29 Library Public Address System
A-35 Library Online Search Services
A-41 Semester Grades
A-37.1 Performance Evaluation of Tenured
Faculty
B-ll Hall 20 Guest Rooms
B-30 University Vehicles (Rental)
C-1.1 Advance Airline Ticket Purchases
C-8 Computer Equipment Purchase
C-10 Delegated Purchasing Authority
C-12 Distribution of Payroll
C-24 Payroll Check Release
C-27 Purchase from Employees
C-32 Purchasing Authority
D-3 Animals on University Property
D-11 Emergency Management Plan
D-16 Hazing
Clarify procedures
Delete Policy
Reviewed, no revisions recommended
Substantial rewrite of existing policy
Substantial rewrite of existing policy
Substantial rewrite of existing policy
Clarify use of system and paging requests
Re-name policy, substantial rewrite
Procedure to enter grades in electronic data
base
New Policy
Change department to contact for
reservation, Source of Authority, and
Contact for Revision
Update reservation guidelines, typographical
corrections, incorporate existing job titles
Procedural changes; incorporate existing job
titles, form revision
Delete form requirement; incorporate
existing job tides
Add information for LPA
Substantial rewrite of existing policy
Delete policy; information incorporated with
Policy C-12
Add requirement of two bids
Incorporate existing job tides; procedure
changes for cancellation request
Policy reviewed, no changes required
Update Line of Succession; grammatical
changes, incorporate existing job titles
Policy reviewed, no revisions recommended
D-21 Loudspeakers
D-23 Parades and Demonstrations
D-26 Public/Student Health
D-35 Students Displaying Serious
Psychological Problems
E-16 Employee Enrolling for Courses
E-18 Employee Separation
E-32N Longevity Pay/Hazanlous Duty Pay
E-47.1 Sick Leave Pool
E-5UN Time Clock Policy
F-5 Building Security/Special Events
F-6 Central Receiving
F- 8 Computer Center Automated Data
Processing
F-8.1 Computer Hardware Installation
and Repair
F-15 Guest Speaker
Policy reviewed, no revisions recommended
Require 48-hour advance reservation
Change policy title, source of authority,
incorporate existing job titles
Incorporate existing job titles
Advance approval by supervisor
Checkout procedure with Personnel
Services
Employee required tobefiill time; cap at
$160 per month; incorporate existing job
title
Remove limitation of # of days an employee
can contribute to pool; grammatical changes
incorporate existing job titles
New policy
Policy reviewed, no revisions recommended
Update procedure for receiving shipments
and notifying Purchasing; incorporate
existing job tides
Delete policy
Delete policy
Policy reviewed, no revisions recommended
10
Add/Drop ,ndex A.5
Original Implementation: April 27, 1986 Page 1 of 1
Last Revision: Nono Current Date
All trnnnnntinnn tn -\r\r\ nr Hmp ™urgOg aftor claoocc have begun originate in the office of
tho otudont'o academic dean. Students may add courses through the 2nd class day during
the summer semesters and through the 4th class day during the fall or spring semesters.
Academic Department Chairs may reconcile class schedules through the official
reporting date. Students may drop classes through mid-semester or mid-session as
applicable. Essentially, a student will not be allowed to drop a course after mid-semester
for full semester courses or mid session for partial semester courses, unless
he or she withdraws from the University or can secure the dean's permission by
demonstrating some exceptional circumstance.
The following applies:
1. Te- Through the twelfth olaoo day Official reporting Date, withdrawals or a
course dropped will not be Rated recorded and a withdrawal will bo noted ao a "W" on a
student's transcript.
2. Ffem After 4he twelfth olaoo day official reporting date to mid-term for full
semester courses or mid session for partial semester courses, a drop, as well as a
withdrawal, will be noted as a "W on the transcript.
3. After mid-term for full semester courses or mid session for partial semester
courses, a drop will be permitted only with the permission of the student's dean and
will be noted as a "WPW if the student is passing at the time or a "WF if the student is
failing at the time. A withdrawal will also be noted as a "WPW or "WF" on the
transcript.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General Bulletin, Graduate Bulletin, Schedule of Classes
Contact for Revision: Registrar
Forms: None
11
COURSE SYLLABI RESERVE COLLECTION Index A-13.1
Original Implementation: February 19,1991 Page 1 of 1
Last Revision: None
A collection of academic course syllabi is maintained in the Steen Library Reserve Room for the
convenience of students.
Syllabi will be accepted from academic departments in accordance with the following procedures
Each department will:
1. arrange its syllabi in loose-leaf notebooks;
2. place its name and a short scope note, e.g., "Geology, Course Syllabi, 1990-91," on a label
affixed to the spine of each notebook;
3. prepare a complete list of the contents of each notebook, including course tide, number, and
date, and place it in the front of the notebook. (The list heading should match the spine
label.); and
4. present the notebooks to the Circulation Desk.
Periodically, departments will update the notebook contents, revise the labels and course lists, and
furnish the Circulation Department with a copy of the revised list. Circulation will use the list to
update the online catalog entries for each notebook and also as an inventory of its contents.
The library staff will affix a label to the front of each notebook containing the following disclaimer
THIS NOTEBOOK CONTAINS THE MOST RECENT SYLLABI PROVIDED TO THE
LIBRARY BY ACADEMIC DEPARTMENTS. NO GUARANTEE AS TO THE ACCURACY
OR CURRENCY OF THIS INFORMATION IS GIVEN.
Source of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Director of University Libraries
Forms: None
12
Final Examinations T , .
Original Implementation: June 16,1982 PWiXf ?
Last Revision: October 14, 1997 ge X 0I L
Faculty members conducting classes shall adhere to the official schedule for
Source of Authority: Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
13
INTERLIBRARY LOAN A-23
Original Implementation: March, 1985
Last Revision: October 17, 1989 October, 1997
fnr raraq^h which is not in the University Library may often be cocurcd through
interlibraiy loan. The Interlibrary Loan program supplements local library resources by providing access
to materials not available in the Steen library collection. The following statements regulate interlibrarv '
loan activities. J
Eligibility for Borrowing
Interlibrary Loan (H^service is normally limited extended io SFA faculty, staff and students, generally
on a non-fee basis with the following provision: patrons must exhaust the limits of the local collection '
before requesting interlibrary loan sprx>ir<>* lictaH in th» Fnnilty nnri Staff Roctor, published by tho offico
of the Vico President fnr Anrfcmir Affhirr, nnH tn nrtAny itiiffrnft who arc currently enrolled.
Faculty members, including university associates, are restricted to requesting may request materials related
to their own professional scholarly research or to course-related subject matter.
Graduate students are restricted specifically to requesting may request materials pertinent to graduate
research.
Undergraduate requests must bo approved by tho appropriate subject librarian, students may request
materials pertinent to their assigned coursework under any of the following condition:
ltem(s) are held in the collections of the East Texas Consortium of Libraries.
Requested item(s) are approved by the appropriate subject librarian or reference librarian.
Instructors have provided class exemptions through the approval of an Access Services librarian.
Service is available to library users not affiliated with SFASU on a cost recovery basis with additional
charges for staff time and university administrative overhead. Therefore, patrons not affiliated with
SFASU should normally contact their local public library for interlibrary loan requests.
Any type of library materials may be borrowed through interlibrary loan, but the following types are
usually not available: basic reference books, rare booh, most dissertations completed at U.S. universities,
books owned by this library which are temporarily in uset audiovisual materials.
Limitations on Borrowing
ILL is designed to niipptamant raranrriv f^nra^ jf n crfat number of titlo: arc npeded and aro not
available in the T .ihmry thn rar^rr\^ar mur;t mafa irran^ementc to vkit tho Library Vi-hcro thn TmtnriMr -i
available.
The ILL staff*mny rofnr tho pntmn tn fta nppropriatg subject librarian when thcro i: region to boliovo that
University Hhmry rnr.nnrrflr hmro nnt hfl«n fiiljy ftKp|orPt| or jn c^.Qr of OXCOg3}vo borrowing.
N4aterials borrowed through ILL cannot be put on rosorvo.
>fo attempt will be mado to secure books through ILL for a semester's uso.
14
Procedural Rules
Requests should be <=nhmitt<»H nn tha "~FASU Intcrlibrar,- L
Services Department on forms specified by the library either through the Access Services Department or
through the library web pages. Full bibliographic information, including a published source of reference
is necessary for each item requested. Forms submitted without adequate information «» will be returned
to the person requesting the item.
All conditions of use imposed by the lending library on items borrowed are to be strictly observed.
Borrowed materials are circulated from and returned to Access Services Department. Materials borrowed
for faculty will be delivered to their University offices.
Ordinarily, renewals on items borrowed should not be requested. In cases when a renewal is requested the
request must be made not less than four days before the loan is due to be returned.
Requests are acted on in the chronological order of receipt. However, rush requests will be honored to the
extent resources permit.
Abuse of ILL regulations by a patron may result in the forfeiture of ILL borrowing privileges (Examples-taking
Library Use Only material out of the Library, disregarding loan restrictions, repeated failure to
return material by due date).
ILL service may be refused any patron whose Steen Library borrowing privileges are blocked.
The right is reserved to refuse to accept or process and-aw interlibrary loan request if it appears fulfillment
of the request would involve violation of the copyright law. Steen Library abides by the AMIGOS and
national interlibrary loan codes, and maintains such records of interlibrary loan transactions as required bv
law. M J
East Toxas Consortium of University Libraries
To facilitate rnnpnmtmn tmnnn P-at^ T^iflS Universities, the ElCt Tc:C3C ConCOItium Of UnJVCl-ii- I.ihnrin-was
established.
Materials available frnm tha rnncnrrinm mill ha hnrr^nr^ from member libraric: whenover pocciblo
Priority handling is given to Consortium roquosts.
Videocassette Lending Service
Vidoocar.r.etter, mny hn hnrrmraH frnm tha t [mi^r^ty ^f jf^ni nt Dilh:. Charge: aro $10 for a thrco day
loan period and arc paid bv the raquonmr 9*qu*rtr rhnnM hn r,,hjnrf ^ i
o o f tliu q in ad
in nnW tn inmra nv?ii?^jij^ Requests are submitted to tho Accc:j Son/ico: Department and
videocaGsotten pScknri up nnH rptnrnftH tn th-*t Hapn^m^nt The ^cn-ieo i: conducted in accordance with tho
eircnlntinn pniirinr nf tha nn}irm;ty of Tojtis at Dalla; a: publiched in their citato*.
Charges
15
-ira nn r^j-m^ for photocopy obtained throu"h intcrli
rfiff- St^n T ihnry nhrnrhr phnfn^^py nn J
; not nffilintaH u-ith sfa <:n nr<?,charged the full co:t of intcrlibnr/loan tram..
SOURCE OF AUTHORITY: Vice President for Academic Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Director of University Libraries
FORMS: SFASTT Tntnriihnry I n-m p,,T,^T (nvnilnMr in Acccc: Scrvicci,
Department) None
16
LIBRARY GIFT AND EXCHANGE PROGRAM A-25
Original Implementation: March, 1982
Last Revision: September 11, 1984 October, 1997
The purpose of the Library's Gift and Exchange Program is to supplement library acquisitions by
materials and/or monetary donations for the purchase of library materials.
General Policios
cceptino Gifts. It is the policy of the University Ut*aFy-that gifts of materials be accepted with
the understanding that upon receipt, the Library reserves the right to determine their retention
cataloging treatment, and other considerations related to their use or disposition.
Factors Wwhich will be considered in deciding whether to accept a gift include the needs of the
collection, technical processing costs, physical condition, location and space, maintenance
requirements and accompanyingand
accompanying restrictions.
k—Major Gifts. The acceptance of major gifts will be negotiated and authorized by the Director of
University Libraries and the Vice President for University Advancement.
g,—Restricted Gifts. Gifts that carry restrictions will not be accepted unless specifically authorized by
the Director of University Libraries and the Vice President for University Advancement.
d^-Appraisals. The Library does not appraise gifts, and in general, the cost of an outside appraisal is
borne by the donor. The Library will assist the donor in arranging for an outside appraisal at the
donor's request. The Library abides by tho ACRL Statement of Appraisal
*—Acknowledgements. Tho Acquisition*- I ihnrhn mill rairm,,> n|| -jft- anj jnform ftc pjrcctor of
University Libraries of those judged to bo outstanding.
Acknowledgments. The Director of Libraries will acknowledge outstanding gifts and notify the
Vice President for University Advancement of any gifts of materials valued at $100 h
Acquisitions Librarian will acknowledge all other gifts.
*—Gift Plates. Gift plates will be placed in books according to the wishes of tho donor.
&—RarnrHr- nf r.iftr Tha A ^qMisition? Department will maintain a permanent file „ lonor of all
The record will include* the, mmn nnH nHrWr nfft* dttnnr, date givon, and number of
books, periodical^ nr otW mntarhi a lict nf titfa mffy ^r mny not b0 included depending upon
the reqUBflt nf thp Hnnnr ParnrHr tnnra jh?n ^r?^ ypar5 pld WJH bo dopp^jtod in the University
Archives unless needed for frequent reference.
2, Monetary Donations
Records for Monetary Donations. University library fund fo , , _ ' each sub
account, and nrknnurloHgamflnt tafta^ nrj|| ^ mnintningd in tho Acquicitionn Dopaitinent Tho
AAcquiir.iiti nnr \\ iihhmrii nn ii c rarpnnqjfjrii g for maintaining record: on do
?s purchased
17
and for verifying that gift money is spent as designated,
selector?, ar. nar^mny nnf j| the money in each z
the University Archive ^ftPr thrnP y^nrg linlc^ iicclil-u rnr rrrnnmr rrtn, ,,., ,
All Hnmtinnr (r^h or rhnnk) will be fonvardod
ill be deposited in
with complete information regarding dc £4
ity Libraries
will report any gifts of $ 100 i Vice Prosic
A University library fund form will
Director
ty Advancomont.
the form will be distributed to th -L&
copies <
1 tn thfl Arrr>iintinrr Assiitnnt alon^ with the ch
1\77 in thp mrp nf n largg gift7 or if an cndc
account
established by the University.
jnt may bo
Adding Gifts of Books to tho Collections
Books and AV materials will be placed i -feeek
Those selected for addition to tho colic 1 be checked i
By librarians
and added
according to the directions of the selector.
4= Serial Gifts
Gifts or periodical issues and other serial volt
holdings will be added to the collection.
Gift titles not presently in the collection will be evaluated as follov
(MA titln will nnf ho ollftfition if it is lecc th
^panding present
academically important titles will be addod).
(2) If a gift is of a five year run or longer, t
necessary, faculty mombors.
Ongoing gifts of personal copies of serials in lie
title will bo evaluated by lib
f (
eption: raro or
and, whon
ng orders will
ailablo to tho
not nrHinnnly ha n
p
Library. Gift subscriptions for current yoar only may b
rtant and would not othonvicc b
id with th
Library need not renew the subscription.
Exchange
General
(1) Tho Library actively participates in nationwide duplicate exchi
nf rhfl ai.a
Federal nnH
Exchange Union, the Universal Sorials and B<
atf pftp^jfOry Libraries Exchange Program.
nd is a member
nge, and tho
18
ft) Othpr pxrhnn^p programs will be ioir
future.
Materials for Exchango
ft) GinHplinpr i^p^ for selecting material for th han^c Witi will u~ 1 j potential usefulness to othoMibrariefe "ai.loL oc DjrCd on an ltcn]
(a) Candidates for the lists include:
4}—Duplicate hnnW nnH pnrjn^jrnlg (after volumo: nrr n,nihh
jiumes aro available in pormanont form)
3)—Periodicals replaced by microform
*)—Periodicals cancelled and withdrawn
4}—f'ift itemn nnf -\rM*A ^ fh° rollnrtion bllt which hivr nntnntM ,.cA ^ ^
tbranes
(b) Items not appropriate for exchango includo:
+)—Material in poor physical condition
2) Outdated textbooks
(3) Matoriak fnr pyrhnnfta n>;i| ^r> jnrlnded On exchange li-;fr nrrnrHinn t
<ff . uu ^xrrc^^h""a^^niigsseee lllill-QQ;ttfssr naarccrccnoorrrHddiiinnnngg ttt no Dn.u.p.l.irc at♦e Ec xchu ange
union rules and regulations.
(A) Mntprinlr fmm nnr exchange lists that
q y be offered to thr Uniunmi
Serialr, nnH Rnnt- Fvrhingfl nt th^ riisrrption of the Acquicitions Librarian
(5) Matarialr nnf rOinrfOH Fnr avr^n^ lifting or not celcctcd from our exchange li:t will bo
destroyed unlecg an apprnprintn Hppnrmi^nt w institution h approvod by the Director of
University Libraries for receiving tho material.
SOURCE OF AUTHORITY: Vice President for Academic Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Director of University Libraries
FORMS: None
19
LIBRARY LENDING
Original Implementation: February 11, 1981
Last Revision: September, 1990 October, 1997
A-26
Persons who hold Un.versity identification cards or Nacogdoches Public Library cards are edible to
borrow books from Steen Library, either directly or through a courier service w^ich is run oca day
dunng the week while Un.versity classes are in session. Other individuals vho do not hold either
unn-ers.ty IDs or Nacogdoches Public Library, cards may be issued university library cards Social
security numbers must be provided and drivers' licenses must be furnished/or iden'tifu '
ftcatton.
Persons wishing to obtain borrowing privileges through Steen Library may
tion at tho (Tirculjtinn flrM* A ArUmr'r 1* u
■Iv three itomr. rmy hn in;tji||y rhtiched out.
ation fe
-by completing
nd a social security
Alumni Association nnrl rl™ i
Loan periods vary by borrower category and status of material borrowed and are set separately by each
library. Borrowers are responsible for all materials borrowed from either library, including the payment
of overdue fines, replacement and repair costs for lost or damaged materials. Borrowing privileges are
suspended at both libraries for overdue materials or unpaid charges at either library. °
Loan periods vary by borrower cate»or 4n ^
library Tho Hnn Hnh* ^ indicated at the time of check
sllyy bb y each
t Stoen
Library, the loan >4-fe rials is th
and thesis students. For faculty, tho lc 4SQ-r
man rfaacc ultv
te remainder
of the semester ir aterial is chocked i
student registered for a 5S3 or 5S? th'
tudent or a
?quest tho
special loan period when presenting materials for checkout.
Although the library does not gc lend audic
and microfiche and microfilm readc ailable fo i period.
> players
All materials borrowed from Steen Library are subject to immediate recall when requested by faculty for
placement in the Reserve Collection (see Library Reserve policy), or after three weeks from checkout when
requested by any patron for other reasons.
An Rxprncr d the lib
This desk does not collect fines, place holds
leek out.
i services
Forms for courier, recall, hold, and oth
i Desk.-
For moro detailed info
ry personnoL
SOURCE OF AUTHORITY: Vice President for Academic Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Director of University Libraries
FORMS: None
20
LIBRARY PUBLIC ADDRESS SYSTEM
Original Implementation: September 29, 1987
Last Revision: -Neae October, 1997
A-29
S^^SSZsystem is used t0 quickIy disseminate infomation of immediate interest t0 a"
It is used primarily The PA. system is used to announce the appFeaeMflg-closing of the Library, so that
users may have time to check out books before the building closes.
!t is also The PA- Vstem is used t0 make emergency announcements, such as the evacuation of the
iinv Fnr av-impin if it r^n^n ^f neccssan' to evacuate tho buildin" the P \ --trm v---'-«•-
d be used?
Pasin2 Requests
All requests to page must be referred to the Unhersity Police Department. The University Police
dispatcher makes the judgment if the page is for an emergency.
The University Police dispatcher phones Circulation to authorize a page.
Limitations on Uso
As a guideline, requests should b nt; fo pie, a death
University Police Department or U
ergency, calls from tho
> page for headlights
left on are not emergencies.
Staff memhprr it tho ri judg if tho page i: fo
Student assistants working at the Cirnihtinn n*ri-ency.
not on duty.
member \i
SOURCE OF AUTHORITY: Vice President for Academic Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Director of University Libraries
FORMS: None
21
LIBRARY COMPUTER DASCD INFORMATION- ONLINE SEARCH SERVICES
Original Implementation: July, 1986 1L" A-35
Last Revision: October, 199? 17, 1929*
Steen Library provides access to remote database services to supplement local library resources
particularly indices and abstracting services for advanced research Th**a ■ resources-
Access Sen'ices and Reference librarians. These services are provided through
Librarian Assisted Searches
^y°rSFiSU7fe"YaCU^ andst°ffare ^sidnedat on amount determined by the budget
ichis viewed each fiscalyear-fy Access Sen-ices according to available funds, chants in onte
Patrons not affiliated with SFASU are responsible for all charges incurred by a search as
^Z'Vr 7^ T ^^ ' ^^ ^ imndedt° '<~* of the search nTdZ
ne time, citation charges, telecommunications charges, and staff time. The university overhead fee is
by the university administration. Fee schedules for library and university overhead are reviewed eac
ff iersity overhead fe
schedules for library and university overhead are reviewed each
Actual costs for each search vary with the database(s) used, amount of connect time, number of references
displayed or ordered, and telecommunications charges. references
^feeswill'be assessedanc(collectedbefore search results are released, unless prior arrangements for
ave been made and approved by the Head of Access Services.
This service is provided on an appointment basis: walk-in requests can only be honored as time permits
Search services are provided Monday through Friday; from 8:00 a.m. to 5:00 p.m. Other arrangements
may be made through the individual searcher. Steen Library search staff reserve the ritft to refuse any
search which can be researched using locally available resources. *
Current Awareness Online Search Service
The current awareness online search service is intended to assist the researcher in continually updating
higher awareness of information published in an area of teaching or research interest. This service is
offered by Access Services to all Steen Library patrons.
A limited number of profiles for faculty and academic staff will be determined each fiscal year by the Head
of Access Services. The profiles will be subsidized as completely as possible for SFASU faculty SFA SU
faculty and staff pay online and citation charges for any profiles over the limit established each fiscal year.
SFASU students pay all set-up and update charges.
P^onsnot affiliated with SFASU pay all setup and update costs. A university overhead fee is also added
to each billing. Bills will be sent each month. Any profile with an account over 90 days past due will be
automatically canceled Reinstatement will require payment of all past due charges plus a late fee.
All profiles must be renewed each regular semester.
*This policy was formerly entitled Library Computer-Based Information Services
22
Computer based information services comprise thrc
services and current awareness services.
c_^^ . /™CeS Pr°r aCPP^ t0 lnfQ""ation hy memo of a coiiipntrr torminal |0ClitiJ iu ALLUli,
Sendees. Trained library staff work in conjunction with use
Library mnintrnnr. thir c;pmvf for a variety of datab:
Prinrniitr of citations matchin^ the nnlprtnH rnrri
elevant to the curriculum.
to thoo uussee r Tlii; prinfnnr irtnntific. tl,u tnupn-n fnr ^Irh cum^r hrni info
rtiich are
Drmation services
charges, and i
End uoer search services arc provided tn thn limit nf ™i
d
Ti
to undergraduate students on special proiocts. riVt prinritir n-iii ha nrr.-.n^ Tn Tirn|r rnc:irQcl: IU, u ,,,,.
projPCtc, second priority will be Mcigncri tn nnrinnrn rtnrfnntr nnmiu ;w ,1™ nn ^ ' ^ ". j ' :^U
will he nr.r,ignaH tn rrnH.nh rt1H«nn fnrolltd in non thccii cour:c: and nnrinmHintr^-""^
prnjartr inH;^^^ mirt havo accc:: tQ 3 microcomputer and a modem n -S.In Inl"! °? ?■
order to participate in-L -" •"" r:*^" acpartmont or at homo in
for an additional allocation from A< )ess services.
ay apply
A current ^u'nr^noGS service is offered throirh
current awareness, or selective dis
re cost of
SFAS1J r.t.nff nnH rh,rinntr that a profile b ablichcd
used to establish a profile is essentially th
' procedure
time the selected databar >dated and i
»nes are run cacF
> purged at tho
beginning of each regular semestii d bv th
participants when renewals are due. Current ■
ill notify
of printed
services owned by the library, such as tho Ci its series.
Eligibility
Librarian assisted on line services are available for th )f all libi
Priority in the ur.o nf thnrp «r n FASV student: and faculty.
of status.
Procedure
All requests for searching are screened by th ubject lib
conduct the search or whether printed sources will suffice?.
*This policy was formerly entitled On Lino Bibliographic Services.
whether to
If the decision to condt
recorded on a search form. Th
the results
noted. If tho
patron is to be absent during tho search elf, his/h ?d on the
23
form. During tho interview, the goals <
An appointment for conducting th
Following the interview, a soa
thesaurus or other authority for tormi,
on the form.
Unless permission toth
assist in making docisio
discusses with tho patron the dc
which may bo set for the number of citations to b* printed. The strategy rocordoc
the search and minimizes connect time and cost.
Costs
Cost of tho search is determined at tho concision of tho search and i
loney order, or
tT n°fir'v'""
are made for picking rhnm up htm- nr for mniling. Citation: which ,_ _
patron. Charges not paid at this time will bo recorded as dolinquoncios on'th'o patro
Costs include computer connect timo, tolocommunications charges, on lino/off Hi
and database royalty foos.-
The cost of these charges for SFASU faculty, staff, and ■
per search. The user assumes any balance of charges.
Patrons not affiliate SFASU
by the Library up to S50
rhead, v'hich arc built in
essment foF
tent is on a
cost-recovery basis only and is als ablishodi
is set by the Univorsity.
A budget for on lino soarchir by the L
ad charge
estimated library costs cited above pit idditional ■
dget covers tho
identified. These include
uch may bo
: practice and training,-
and the purchase of syston riforthedatab
Confidentiality
Although confidentiality is
used.-
by the Library? i guarantoos
24
Liability
Even,' effort will he marfo by lihniy
of any search strategy cannot bo guaranteed.
Recordkooping
Because they contain finnnrhl infnrmitinn n»
copies of ths npfirfih r.tnfaft;ar nm |rflpt on fj]?
Statistics relative to libr sisted on li elw
SOURCE OF AUTHORITY: Vice President for Academic Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Director of University Libraries
FORMS: None
25
Performance Evaluation of Tenured Faculty Index A-37 1
Original Implementation: August page j Qf\
Last Revision: *
Purpose
The evaluation of faculty performance at Stephen F. Austin State University is a long standing practice
The Policy for Performance Evaluation of Tenured Faculty at Stephen F. Austin State University broadens
the scope of previous University policies relating to faculty evaluation. This policy increases the available
options for addressing the performance measures of tenured faculty. When obtained according to this
policy, the results of the evaluation of a tenured faculty member may be used to support personnel
decisions relating to commendations, suggestions for improvement, and when required, counseling of a
faculty member whose evaluation shows the necessity for a professional development plan designed to
address deficits in performance. A faculty member who satisfactorily meets the conditions of the
professional development plan ends participation in the plan. If after a specified period of time the faculty
member has not fulfilled the goals of the plan, dismissal procedures may be initiated in accord with
University policy.
Academic Freedom and Responsibility
Stephen F. Austin State University regards academic freedom as critical to the maintenance of a positive
scholastic atmosphere where free exchange of thought is encouraged, where faculty and students alike
enjoy the opportunity to broaden their knowledge and where one's full potential can be realized. We
therefore adhere to the statement on Academic Freedom and Academic Responsibility as articulated in the
Faculty Handbook.
Evaluation & Criteria
For the purpose of assessing performance of tenured faculty, each academic unit has developed criteria for
categories of performance, under the guidelines of policy E-20A, "Faculty Evaluation, Merit Pay,
Promotion and Tenure". Tenured faculty in each department shall be evaluated annually for "teaching,
performance/scholarly/creative activity, and service" (E-20A). Peer review will be included within the
evaluation process to the extent required by law.
When a faculty member receives a satisfactory annual review, the evaluation process is concluded. The
faculty member may then be considered for merit and/or promotion.
A single unsatisfactory review results in a consultation with the academic unit head. When a tenured
faculty member receives two unsatisfactory annual evaluations within any three year period, a
comprehensive professional review will be initiated. Regardless of the format used for performance
evaluation of tenured faculty, all forms must include a checkoff as follows:
□ Satisfactory □ Unsatisfactory
The evaluator must definitively check one of these blanks.
Professional Review & Development Plan
The purpose of the professional review is to identify and place on record the deficiencies in performance
and to formulate a specific professional development plan aimed at addressing the deficiencies. The
professional review begins with the academic unit director notifying the faculty member that he/she is
subject to professional review. As part of the process the director will inform the faculty member of the
procedures for the review. The faculty member can request that the review process be conducted by the
academic department director or by a committee constituted according to procedures established in each
College.
26
Index A-37.1
Page 2 of 2
The reviewer(s) will consider the two previous unsatisfactory evaluations of the faculty member and
Z°T*d TClflC dcf°Pme? specify the deficiencies that are bein ddd d hat steps th fiit b Jd S
ZT* J Tcf°Pme? Plan t0 the unit d^or within sixty days. The developmSit^lS wm
being addressed and what the facility member Jeds to Se to
remediate the performance deficiencies according to a timeline. The development plan will be riven final
review by the unit director the dean/librarian, and the faculty member. A final plan should be Sie
collaborative effort of the three parties and should seek to benefit both the faculty member and foe
university. It is expected that all parties involved in the process of implementing a specific development
plan will work in good faith. The annual evaluation process prescribed in University Policy E-20A is
suspended while a faculty member is under professional review.
All professional development plans are formed to address specific situations and may vary from one plan
to another. However, each professional development plan should include the following- 1) specific
deficiencies to be addressed in the plan; 2) specific objectives needed to remediate the named deficiencies-
3) a list of activities to be earned out to achieve the required outcomes of the professional development
plan; 4) a schedule of deadlines for completing the activities; 5) criteria that will be used to assess
progress; 6) a plan for periodic documented assessment to be conducted at least annually. Assessment
documentation must include a statement of progress prepared by the faculty member and a formal written
response by the evaluator(s). The university will provide reasonable support for the professional
development plans within available resources.
At the completion of the schedule stated in the plan, the unit director will make a final report to the faculty
member, the review committee, and the dean/librarian. If the director and the dean/librarian agree that the
faculty member has successfully completed the development plan, then the faculty member will be notified
of the positive outcome. If the unit director and dean/librarian determine that the faculty member has failed
to meet the goals of the professional development plan, dismissal proceedings may be initiated under
University policy E-50A. Failure to adhere to the professional development plan is considered grounds
for dismissal if the deficiencies specified in the plan are of a sufficient magnitude to constitute cause for
dismissal under university policy.
Appeal
At any point in the process a faculty member may enter an appeal under university grievance procedures if
the faculty member feels that the policies are being unfairly applied. In congruence with Policy E-50A,
"Tenure", the burden of proof is on the university to demonstrate that an annual review of tenured faculty
is unsatisfactory by departmental standards.
A faculty member subject to termination on the basis of evaluations conducted under this policy will
receive specific written reasons for the terminations and have the opportunity for referral of the matter to a
nonbinding alternative dispute resolution process as described in Chapter 154, Civil Practices and
Remedies Code. The opportunity for nonbinding alternative dispute resolution will be available only after
all internal appeal procedures are exhausted.
Source of Authority: General Appropriations Act, Article III, Sec. 42, Board of Regents; President;
Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
27
Semester Grades Index A-41
Original Implementation: January, 1983 Page 1 of 1
hotst Previous Revision: July 6, 1988
Last Revision: Current Date
On the first day of final examinations of each semester, the Registrar will
provide official grade report forms for each class to departmental offices. It is
the responsibility of each instructor to record the appropriate grade for each
student listed on the grade sheet by entering the grade into the electronic data
base for student records, and to return tho grado shoots with any necessary
documontation to the departmental office no later than throo working days
following—the—test—scheduled—fmoi—examination. Faculty shall complete grade
entry by 12:00 noon on the third working day following the last scheduled
final examination.
The Registrar will provide verification grade sheets for each class to
departmental offices. It is the responsibility of each instructor to verify
accuracy of grade entry and to notify the Registrar of any discrepancies. The
Registrar will file the original copy of verification grade sheets with other
academic records.
Grades may be posted only with the written permission of the student and then
must be done so in a manner that an individual student's grade cannot be
identified by others. Students may obtain their grades by phone or
electronically as soon as they are added to the electronic data base.
Source of Authority: Buckley-Pell Amendment, President, Vice President
for Academic Affairs
Cross Reference: None
Contact for Revision: Vice President for Academic Affairs
Forms: None
28
Hall 20 Guest Rooms T .
Original Implementation: January 21,1986 pl^i }\
| Last Revision:- May 13,1993 October 1QQ7 ^a8e 1 of 2
rtt^S^^
2. The length of stay should not exceed three consecutive nights.
^tsaa.
Decisions regarding eligibility for use of these accommodations and reservations for the truest
™ms f« ™* b/ the Executive Secretary to the Itoiduit Housing TVpnSSS ^S^
2m Details and responsibUities of the University dcpm^^^S^S!^
f / e Secretary to the Itoid
Details and responsibUities of the University dcp
Sonr18 infOnnati°n Should * Provided * Ae Apartment when calling to make a
name of University guest;
date and time of arrival and departure;
name of University sponsor (see 2 below);
purposeofvisit, i.e., job interview, performance, etc,.
29
Index B-ll
Page 2 of 2
Source of Authority: Vie*4*e*de*4^^
Cross Reference: None
Contact for Revision: Director of Iiou^ Housing*.^ r^,.,^
Forms: None
30
UNIVERSITY VEHICLES (RENTAL) B-30
Original Implementation: June 1, 1984
Last Revision: October 14, /997March, 1988
The provisions of the policy on the Use of University Facilities govern the use of all buildings, facilities,
equipment, and grounds, hereinafter referred to as facilities, under the control of Stephen F. Austin State
University. That policy provides that the University may establish additional procedures for the
reservation and use of specific facilities; therefore, the following provisions apply to University vehicles.
I. Official Use:
University motor vehicles can only be used for the transaction of official University business.
A. Reservations
1. All vehicles (except road bus and mini bus) are& rented on a first-come, first-serve
basis. Reservations can be made by memo to the Physical Plant Grounds
and Transportation Department, P.O. Box 13031 SFA Station, or by phone at
468-5107. Reservations should be made as far in advance as possible.
2. Persons for whom reservations are made, must be on the Approved Drivers List,
must have a minimum of four passengers for vans, must have definite pick-up
and return times, and must have an approved University account.
3. Cancellations should be made as far in advance as possible. Cancellations made
less than 24 hours in advance will incur a $20.0040 fee, except when the
cancellation was the result of inclement weather.
4-. In addition to the normal University rental vehicle fleet, two vans are reserved
for uso by instructional departments. Except for the following, all rules and
regulations applying to the normal University rental floet will apply:
et: Academic use will be given preference.
k Reservations by academic usors must bo made at least two weeks in
advance.—Vehioles reserved for academic use not so reserved (two
weeks in advance) will be available for non academic uso.
&. Non academic reservations will be accepted one month in advance, but
the reservation will be tentative, subjoct to academic needs.
&—: Non academic reservations will be considered firm ton working days
prior to uso.
B. Procedure for Checking Out Vehicles
1. Vehicles can be picked up at the Physical Plant Grounds and Transportation
Department, located at Starr Avenue and University Drive, between 7:00 a.m.
and 4:00 p.m. Monday through&m* Friday.
2. Special arrangements may be made for pick-up outside normal hours.
31
3. When two or more users are renting the same vehicle over a weekend, the users
may be required to turn in and pick up vehicles at the University Police
Department.
4. Individuals picking up vehicles must be on the Approved Drivers List and must
have a properly executed Travel Request form.
5. Personnel in the Grounds and Transportation Department, will furnish approved
drivers with:
a. keys to vehicle
b. copy of vehicle charges and reservation form
c. credit card(s)
d. daily record of state-owned motor vehicle use
e. vehicle roadability report
/ insurance card
C. Use of University Road Bus and Mini Bus
This 48-passenger Eagle bus and 24-passengerpassgmg& Mini bus provide
transportation for University departments and groups. The guidelines in this section have
been established to provide a fair and equitable manner for the scheduling of the buses
and to generate sufficient revenue to pay for their operation and maintenance.
1. Authorized Trips. Only University groups and departments whose trips have
received prior approval from the department head and/or dean of school may
reserve the bus. A professional driver will be provided by the Physical Plant
Department. Each user must be accompanied by authorized University
personnel who shall be responsible for all travel, schedules, and arrangements.
The use of the bus is limited to those destinations thatwkkk may be reached by
hard surfaced roads.
2. Reservations. Application for the use of the University bus shall be made to the
Director of Physical Plant. No reservation may be reassigned in whole or in
part. The user may not delegate any control or responsibility to any other party
without prior written approval of the Director of Physical Plant.
FurthermoreFufhormoro, reservations for one trip may not be used for a
different trip without the prior written approval of the Director of Physical Plant.
3. Priorities for Use
a. Use of the University bus for athletic purposes will be given the first
priority.
b. Those departments having activities scheduled at least a year in
advance //jaAvbiek require maximum utilization of the bus shall receive
second priority.
c. In other cases, the following shall be considered:
32
1) Advance Scheduling: Where feasible, the use of the bus
will be approved on a first-come, first-serve basis.
2) Distance: The distance to be /ravefeftravollod will be
considered in determining priority.
3) Number of Passengers: The number of passengers will be
considered in determining priority.
4) • Purpose of Trip: In cases of simultaneous requests when the
number of passengers and distance are approximately the
same, the trip providing the most benefit to Stephen F. Austin
State University shall receive priority.
D. Record Keeping
Users of University vehicles are required to complete a written report on the use of such
vehicles, including a list of University personnel on the trip. Reports are to be made
daily, with a separate report required for each day. Required reports are made on forms
provided by the Grounds and Transportation when checking out a vehicle.
E. Check-in
1. If returned after 7:00 a.m. or prior to 4:00 p.m. on weekdays, the vehicle should
be returned to the Grounds and& Transportation Building. The vehicle charges
and reservation form, the daily record use of State Owned Motor Vehicles form,
keys, credit card(s), and gasoline receipts should be given to Grounds andSa
Transportation personnel.
2. If returned at some other time, the vehicle should be parked, the doors
shouldshute be locked and all the items mentioned above should be dropped
into the slot in the front door of the Grounds and& Transportation Building at
Starr Avenue and University Drive.
3. Individuals may lose the /7/7v/7ggeprivilodgo of using University vehicles if the
vehicle(s) has been damaged during use, or if reports of vehicle use are
incomplete.
4. Purchases, other than with University credit cards, are at the driver's expense,
subject to reimbursement. Reimbursement will be approved when the Physical
Plant is furnished an approved voucher accompanied by purchase receipts.
Receipts must show vehicle license number, amount of purchase, and item(s)
purchased. Failure to properly present receipts will result in non
reimbursements* charged for itomo purchaood.
F. Breakdowns and Accidents
1. Instructions for proper report/>?g and handling of accidents and breakdowns are
contained in the glove compartment of all University vehicles.
2. In all cases in which a vehicle cannot be returned to the campus, one of the
following people should be contacted:
33
a. During working hours (7:00 a.m. to 4:00 p.m.)
Transportation Manager - 409/468-5107
Associate Director, Physical Plant - 409/468-4341
Director, Physical Plant - 409/468-4290
b. After working hours: University Police - 409/468-2608
3. All major repairs must be arranged by the Manager of Transportation.
4. A driver involved in an accident must fill out Texas Department of Public
Safety Form ST-2 (blue form) within 24 hours and turn it in to University Police
upon return to campus. UPD will:
a. Complete the Texas Peace Officers' accident report.
b. Forward a copy of the report to the Safety Purchasing Department.
c. Complete the blue form and forward it to the Texas Department of
Public Safety.
5. Departments using fleet vehicles will be charged for damages occurring from
abusive use.
6. The Safety Departmenft\iT&iM>\rLg Department will contact the insurance
adjuster, provide appropriate information, and act as general liaison in the
event of an accident.?
& Make insurance claims.
& Authorize and replace? repair ordoro.
& Make appropriate claims and arrangemonto for those vohiclos, other
than the University's when and if it is tho responsibility of the
University to do so.
7. The University's insurance covers a driver's liability if he/she is:
a. An approved University Driver.
b. Operating the vehicle in an official capacity.
G. Charges
Vehicle Capacity Charge per Mile
04Q€ $ .2*20
$.282$
. $.554$
$.554$
$1.25±M
$.70
In addition to mileage charges, the following minimum charges for the Road Bus and
Mini Bus will apply. There will be a minimum daily charge of $50.00 per day. If daily
34
mileage charges exceed $50.00, the daily charge will be waived. Also all expenses
(meals and lodging) for the driver (s) are the responsibility of the renting department.
H. Special Provisions
1. All drivers of buses must have a Class C-CDLE license.
2. All drivers must have a valid driver certificate issued by UPD. of station
wagons and vans must havo a Class C license.
3. Buses must carry at least 1/3 of their capacity.
4. Certain buses, due to mechanical condition, are restricted to use in a 150-mile
radius.
5. Users of fleet vehicles who purchase gas, oil, and other products by cash ticket
or credit card must sign tickets, including license number of vehicle and items
purchased. Failure to annotate tickets properly will result in the charges being
passed on to the department renting the vehicle.
6. Drivers may be requested from the Physical Plant Department (PPD) and, if
available, will be furnished at a rate established annually by the PPD. Drivers
are normally paid on a portal-to-portal basis. Special arrangements should be
made for extended trips. There is a minimum charge of two hours for any called
driver.
SOURCE OF AUTHORITY: Board of Regents, President, Vice President for BusinessAdminiatrativQ
and Fiscal Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Director of Physical Plant Director of Safety
FORMS: None
35
Advance Airline Ticket Purchases Index c.j j
Original Implementation: Unpublished Vaoa ■, " ,*,
Last Revision: -rageiotz
An employee wishing to travel on University funds should first obtain approval by
submitting a Travel Request through appropriate administrative channels which includes
the estimated cost of the airfare.
Local travel agencies will bill the Uni.unity for nuthorLul luivMnrc who obtain qj.uiiu,
airline ticlceto. An employee who wishes to hnni- in niriine fli^^ lu ffuuii oouuUUiiuuiiLLttJJ Umvera
g^^
an "Advance Airline Flight Pilling Authorization" to the Bnainooa Mau^u', uffiu,
through appropriate administrative rhnnncls. FoUowliifi appi u > al by the University
Business Manager, the University employee should prexnl Uie signed outhoiLaUou An
employee who wishes to book a flight which is billed directly to the University must
submit an "Airfare Billing Form " to the Controller's Office for approval. Follcnving
approval by the University Business Manager, After approval by that office, the °
employee should present the signed form to the a local travel agency to obtain a ffieht
booking which will be billed to the University. °
Any airline ticket purchase not made through this procedure will be reimbursed to the
employee only after completion of the authorized travel.
Source of Authority: Vice President for Administrative and ThcdWusiness Affairs
Cross Reference: None
Contact for Revision: University Business Manager Controller
Forms: Travel Request, see Index C-37; - gllHigAiit
A irfare Billing Form (both available in University Printing Services)
36
AIRFARE BILLING FORM
On receipt of this approved form • t, • ,
FF '— is authorized to charee
(Travel Agent) &
Stephen F. Austin State University's Business Travel Account for payment of airfare for
TV I. ^L This charge will be paid from S.F.A. Account #
to
■ —
(Destination)
^^ b6en apProved for Pavment of
Department Head or Director ~~DatT
Approval is granted for this purchase.
( ) Charge the airfare to the SFASU STATE Business Travel Account
( ) Charge the airfare to the SFASU LOCAL Business Travel Account.
Controller's Office
37
COMPUTER EQUIPMENT PURCHASES C-8
Original Implementation: December 8, 1987
Last Revision: November, \990October 14, 1997
The term "computer-related items" as used in this policy refers to computer-related hardware, software and
services. Purchases of computer-related items should be approved through the appropriate administrative
channels. Th* "Inr.tifirntinn fnr rnmpntnr Pnintnri HnHwnrc, Software and Service:" form i: no longer
required. °
It is the responsibility of the department head/account manager to have sufficient knowledge of the
purchasing procedures required by the State of Texas for computer-related items when initiating such
purchases and to seek the assistance of the Director of Computing and Communication Services University
Information Systems and the Director of Purchasing as needed. Although users are responsible for such
purchasing decisions, personnel in the computer center are available for consultation and can help to
determine the feasibi/ity of proposed acquisitions as each relates to consistency with the University's long
range computing plan and with campus computing resource capabilities, and their effective
interface/function with existing campus networks.
The Purchasing Department will provide the Director of Computing and Communication
SepmesUniversity Information Systems with a copy of each requisition for the purchase of computer-related
items. This will assist the Director in the preparation of computing reports required by the State of
Texas on a regular basis.
SOURCE OF AUTHORITY: President
CROSS REFERENCE: None
CONTACT FOR REVISION: Director of Computing and Communication Somcogl/zi/verj/Vy Information
Systems
FORMS: Purchase Requisition, soe Index C 30 (available in Central Storos)Afotte
38
DELEGATED PURCHASING AUTHORITY C-10
Original Implementation: Unpublished
Last Revision: January, l98Wctober 14, 1997
The Purchasing Department, under supervision of the Director of Purchasing and
Inventory, has sole authority for the negotiation and purchase of all goods and services
for the University with the exception of contracts for construction and other matters
signed by the President and/or the Chair of the Board of Regents. Certain specific
delegations of this authority exist under proper administrative approval. These
delegations are as follows:
tic
1 • The Manager of the University Bookstore is authorized to purchase books and
other general merchandise for resale as required for efficient operation of the
store.
2. The Director of the University Libraries is authorized to purchase books,
periodicals, journals, and other related materials needed to maintain University
resource material collections.
3. The Curator of the Stone Fort Museum is authorized to purchase general
merchandise for resale in the museum gift shop.
| 4. Account Administrators are authorized to make local purchases of items costing
$500 or less through the Local Purchase Authorization procedures. See Methods
of Purchase, Index C-20^4.
Unauthorized purchases of any nature whatsoever shall be a personal obligati
of the individual making such purchases, and will be non-binding on the
University.
SOURCE OF AUTHORITY: Vice President for Business Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Director of Purchasing and Inventory
FORMS: None
on
39
Distribution of Payroll-Ghecfo
Original Implementation: Unpublished
Last Revision:
Index C-12
month. Monthly payroll chcclcG arc released on the Is* of the month. All checks arc
released at 11:00 a.m. Should the l'W-J^ fall on a weekend or holiday, chocks will be
released on the first worlcing day following the weekend or holiday. University employees
are paid monthly or semi-monthly for work done in the previous month Salaried
employees are paid on the 1st of the month Hourly employees are paid on the 1st and
15th of the month If the 1st or 15th falls on a weekend or holiday, employees will be paid
on the first working day following the weekend or holiday.
Employees can receive their payroll by direct deposit or check Employees may
participate in direct deposit by signing a form available in the payroll department of the
Controller's Office. Direct deposits can be made electronically to any financial
institution that accepts electronic transfers.
Unless an employee has authorized direct deposit, a payroll check will be produced.
Payroll checks are released at 11:00 am. on the paydays as defined above. Payroll
checks will be released by the cashier-freflHhe Busmess
the Business Office except at the Departments listed below:
Department Location
Library Director
Computer Center/Telephone Director
University Center Director of Auxiliary Service
Physical Plant Director
Housing Office, Residence Halls
and Apartments
Athletie-OfiSee-
Director of Housing
-AtMetic Direetef
Purchasing/Central Stores Director
Heakh-Gfeie-
Police
40
Library Athletic Office
Computer Center/Telephone Purchasing /Central Stores
University Center Health Clinic
Physical Plant Police
Housing Office, Residence Halls and Apartments
Direct Deposit Authorization is required for any employee wanting to have personal
eheeks^eposit^int^^ere^
authorizing direct deposit is available through the payroll office.
Employees must present a form of picture identification when requesting payroll checks.
If an employee wishes to have his/her payroll check released to another individual,
he/she should provide that individual with signed authorization for the Business office to
release the check The authorized person must present to the cashier at the Business
Office the written authorization and a picture identification of the individual whose check
is being released. The picture identification must include a signature which can be
compared with the payee's authorization signature, L e., a state driver's license.
If an employee will not be able to pick up his/her payroll check and wants the check
mailed, then he/she should leave a signed authorization with a self-addressed envelope at
the Business Office prior to the check distribution.
Source of Authority: Vice President for Administrative and Fiscal Business Affairs
Cross Reference: None
Contact for Revision: University Business Manager Controller
Forms: None
41
Payroll Check Release
Original Implementation: Ui
.ast Revision: December, 1987
(Combined with Distribution of Payroll, Index C-12)
University employees must present picture identification when
Tf nn nmpinyee w}gfoQg {0 have his/her University pavrol
individual, he/she should provide that individual with sio
office to release the check. The authorized person mu3t
written authorization and a picture identification of th
released. The picture identification must include a sigi
the payee's authorization signature i.e. a state driver
?d to another
leek is being
iomparcd with
provide picture identification with his/h
iployco cannot
:is to bcrclcascdj
he/she should leave with the cashier at the B
day, a signed authorii
distribution
■ pick up his/her check. At
that time, the Bursar or a si ill verify the payee's
signature with the signature on his/her picture identifi
-QSk
authorization release note.
Source of Authority; Vice President for Administi
Cross Reference: None
Contact for Revision; University Business Manager
Forms; None
d sign the check
nd Fiscal Affairs
42
Purchases From Employees C-27
Original Implementation: Unpublished
Last Revision: January, 19880ctober U, 1997
No purchase of any kind shall be made from any officer or employee of the State of
Texas or any of its agencies unless the price is equal to or less than that which can be
obtained from any other known and ethical source. Possible conflicts of interest are to
be avoided whenever possible.
Documentation showing comparitive or bid pricing from a minimum of two other sources is
required on any LPA, Purchase Orders, or voucher submitted for payment to an employee of the
State of Texas or any of its agencies.
Source of Authority: Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: None
43
PURCHASING AUTHORITY C-32
Original Implementation: Unpublished
Last Revision: January, 19S80ctober 14,1997
Stephen F. Austin State University adheres to a policy of centralized purchasing for the
purposes of:
1. insuring compliance with state and federal laws, rules, and regulations;
2. protecting the University from unauthorized acquisitions of supplies, equipment
and services;
3. providing budgetary control and coordination;
4. insuring fair and ethical business practices; and
5. providing savings through consolidation of requirements, standardization of
products where appropriate, and competitive bidding.
All official correspondence with the State Purchasing and General Services Commission
and vendors regarding requisitions, bids, and purchase orders shall be issued by the
Purchasing Department.
In no case should any department attempt to modify an order through direct contact
with the vendor or the State Purchasing and General Services Commission.
Cancellation requests by cither the requisitioning department or the vendor should be
written to explain why the cancellation is being sought and should bo submitted to the
Purchasing Department for approval. The Purchasing Department has sole
responsibility for canceling or correcting purchase orders.
Source of Authority: Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: None
44
Animals on University Property
Origmal Implementation: UnpubUshed index D-3
I Last Revision: Dpcembor 15, lQSS.Octoher. 1007 Pa8e 1 of 1
action. OxupSntJ^ri^^^^SjS^X? ^T***t0 "* aPP^te
and small fish in aquariums. permitted to keep pets except small birds in cages
Source of Authority: Vice President for University Affairs
Cross Reference: None
Contact for Revision: Chief of University Police
Forms: None
45
EMERGENCY MANAGEMENT PLAN D. [ j
Original Implementation: November, 1986
Last Revision: October 14, 7PP7Nefte
An Emergency Management Plan has been adopted to guide the response of appropriate individuals to
potential emergencies occurring on the campus of Stephen F. Austin State University.
I. Authority and References
A. Authority for implementation of the Emergency Management Plan rests with the
President of Stephen F. Austin State University.
B. References
1. Article 51.210 and Article 51.203 of the Texas Penal Code.
2. The Texas Emergency Disaster Act of 1975, as amended (Article 6889-7,
Vernon's Civil Statutes).
3. The Texas Emergency Management Plan, and Annex L - Texas Department of
Health.
II. Purpose
The purpose of this plan is to provide the necessary guidelines, procedures, and instructions for
implementing emergency operations at SFASU. Emergency operations will utilize the existing
University organizations, with aid as necessary from city, state, and federal governments.
III. Scope
This plan constitutes the general guidelines for personnel of the University and for such other
departments or individuals as may come under the direction and control of the University while
engaged in activities intended to mitigate the harmful effects of accidents or natural disasters.
Further, this plan provides guidelines for response to such occurrences.
This plan is intended to stand alone or to complement other plans and provisions of the Texas
Emergency Management Council and of local government. Provisions of this plan thatoMdk are
not specific to the activities of the University, have been included for purposes of clarity and their
presence here is not intended to supersede or abrogate the provisions of the Texas Emergency
Disaster Act of 1975.
IV. Situations and Assumptions
A. Situations
The University is an autonomous community of approximately 13,000 people surrounded
by a city of approximately the same size. The University is responsible for providing law
enforcement and internal distribution of utility services to the University community on a
day-to-day basis.
B. Assumptions
46
1. The University is more knowledgeable about its facilities than are other
agencies.
2. In the event of a disaster, the University may be dependent upon its own
personnel and resources in the interval prior to the arrival of help from the usual
sources.
3. In the event that the University is not affected by the primary disaster, its
personnel and resources may be available to supplement and support local
services.
V. Direction and Control
A. Routine organization (See University organizations/ chart.)
B. The organization of the Emergency Operation Center (EOC) will vary from the routine
structure as follows:
1. The location of the primary EOC will be designated by the Director of the EOC
upon activation of this plan after consideration of the nature of the emergency.
2. The secondary EOC may be in the University Police Department.
3. The EOC Director will be designated by the President of the University and he,
or his designee, must be present in the EOC as long as the plan is activated. He
will serve as the official source of information to the University response
personnel and will represent the University in the coordination of activities with
other agencies. To aid the EOC Ddirector, representatives of those who are
assigned responsibilities in Section VI will be present in the EOC, as needed, to
record and document incoming information and to dispatch information to the
appropriate personnel. The EOC staff will coordinate requests for service and
assignment of resources.
C. Warning and Notification
This plan will be implemented by the President of the University when information is
received from a credible source concerning a potential or actual disaster //az/wkiek
requires a positive response by the University. In the absence of the President, the
provisions of the President's "Revioed Aooignment of Administrative Authority and
Responsibility," Itom 13 (Authority to Act in the Absence of tho Prooidont) Line of
Succession", in section VII of this policy will determine the line of authority applicable to
the implementation of this plan. Information received shall be verified and evaluated to
determine the response required and the division having responsibility for such action.
The individual who evaluates the information must have a thorough understanding of the
capabilities and responsibilities of each department of the University. An up-to-date
listing of persons to be notified during duty hours, after duty hours, weekends and
holidays shall be available to the University Police Department dispatcher. The
prioritized list of individuals to be called will consist of a name and at least two alternate
names along with office and home phone numbers. Changes in the list shall be submitted
to the Chief of the University Police Department (UPD). The notification procedure is as
follows:
1. The UPD will maintain the callout list and make the initial notification.
47
2. The UPD will initially dispatch personnel as necessary until the EOC is
established, then control will shift to the Director of the EOC who is responsible
for emergency management.
3. Major problems will be reported to the EOC.
D. Public Information
All public information shall be provided by or coordinated with the Director of the
Univeroity Mows and Public Information. The designation of a single University
spokesperson provides a single point of contact for persons seeking information and
provides a single point through which information is released.
VI. Assignment of Responsibilities
A. University President
The President or his designee is the Director of the Emergency Operation Center and
shall be responsible for delegating duties to the other staff members as the emergency
situation dictates.
B. University Police Chief
The Police Chief is responsible for furnishing and directing the manpower necessary to
maintain security in the affected areas. He will maintain traffic control, preserve law and
order, direct search and rescue operations, and provide communication between the scene
of the emergency and the EOC.
C. Director of the Physical Plant
The Director of the Physical Plant is responsible for coordinating requests for supplies
and personnel and for making deliveries to the emergency area. He will discontinue and
restore utility services as conditions dictate, clear debris, and restore buildings to
functional use, when it is determined that the buildings are safe.
D. Director of Auxiliary Services
The Director of Auxiliary Services is responsible for providing meals for students and
other University personnel as conditions dictate and will coordinate the use of the
University Center facilities as directed by the President or his designee.
E. Director of the University Health Clinic
The Director of the University Health Clinic is responsible for determining the medical
needs, arranging for emergency medical supplies, and the establishment of First Aid
Stations in or near the affected area, but clear of immediate danger.
F. Director of University News and Public Information
The Director of Univeroity Newo and Public Information is responsible for the timely and
accurate dissemination of information to the news media. He will establish an
emergency telephone information center to inform students' parents as necessary, and
arrange for photographers to document the disaster.
48
G. Director of Safety
The Director of Safety is responsible for providing the Director of the EOC with specific
information about facilities and conditions existing which relate to the emergency. He
will work with the city fire department and University police when evacuation is
warranted. He will assure that facilities and buildings are safe before they are restored to
service.
H. Director of Hazardous Materials Control and Radiological Safety
The Director of Hazardous Materials Control is responsible for monitoring of radiation
sources, providing the Director of the EOC with information about locations of
hazardous and toxic materials on campus, and to serve as consultant to the Director of the
EOC.
I. Director of Housing
The Director of Housing will be responsible for the relocation and housing of students.
VII. Line of Succession
To insure continuity of University activities during threatened or actual emergencies, the
following line of succession for EOC command is established as follows:
Dr. Baker Pattillo, Vice President for Univoroity Affairs; Dr. Roland Smith, Vice President for
Business Affairs
Dr. James ReeseDr. Janelle Ashley, Vice President for Academic Affairs;
Dr. Baker Pattillo, Vice President for University Affairs Mr. Don Henry, Vice President for
Business Administrative and Fiscal Affairs;
Dr. Jerry Holbert, Vice President for University AdvancementDr. Bill Brophy, Dean, College
School of Liberal Arts.
A list of the Line of Succession for the other positions on the EOC staff will be provided by the
appropriate directors and be appended to the emergency callout list.
VIII. Support
Request for assistance, including activation of the Texas National Guard or other military
assistance, will be made by calling the State Disaster District Headquarters located at the
Department of Public Safety Disaster District Headquarters, Region Sub 2B office in Lufkin,
telephone (409)634-5553. In the event that the State Disaster District Headquarters cannot be
reached, the request for assistance can be made to the local Department of Public Safety
Supervisor.
IX. Emergency Action
The various types of disasters, related terms, and an outline of general actions are defined for each
threat. Each stage of a potential disaster is assigned a condition status number as follows:
A. Condition 4 will refer to normal operating conditions when daily work routine is not
interrupted by disaster or impending emergency situations. No action is necessary.
49
B. Condition 3 will refer to a severe weather watch established by the U.S. Weather Service.
Such a watch may be issued for any of the following conditions:
1. Tornado Watch: Conditions are favorable for tornado formation. The action is
to maintain daily routine, notify the appropriate department heads of conditions,
and be ready to respond to a warning.
2. Severe Thunderstorm Watch: Atmospheric conditions exist such that severe
thunderstorms may develop. The action is to maintain daily routine, notify the
appropriate department heads of conditions, and be ready to respond to a
warning.
3. Flood Watch: Conditions are favorable for rising waters. The action is to
maintain daily routine, notify the appropriate department heads of conditions,
and notify Physical Plant.
C. Condition 2 will refer to severe weather warnings as issued by the U. S. Weather Service
and relayed by local radio and TV stations. Such warnings may be issued for any of the
following conditions:
1. Tornado Warning: A tornado has been sighted or seen on radar. The action is
to notify EOC personnel and place them on alert status. Maintain the daily
routine and notify the appropriate departments to take such action as is required.
2. Severe Thunderstorm Warnings: Severe thunderstorms have been sighted
visually or on radar. The action is to maintain the daily routine and notify the
appropriate departments to take such action as is required.
3. Flood Warning: Conditions are such that waters may exceed a safe control
level. The action is to maintain the daily routine and notify the appropriate
departments to barricade areas of possible flooding.
D. Condition 1 indicates any of the following conditions:
1. a tornado strikes
2. flash flooding
3. a major accident or a disaster, man made or natural, occurs without warning
4. a major fire
5. an explosion
6. an electrical blackout
The EOC is activated and all department heads are notified. The EOC members will report to the
center. All other department heads will follow their standard operating procedures. It is
imperative that all actions taken or anticipated by any department be coordinated with the EOC.
X. The post-disaster actions will consist of the following:
A. Check and/or re-establish communications.
50
B. Maintain law and order.
C. Perform fire protection and rescue operations.
D. Set up triage stations if necessary and assure acceptable health conditions.
E. Assess extent of damage.
F. Perform emergency clean-up and debris removal.
G. Request outside assistance as required.
H. Establish controls on critical resources and direct their distribution when necessary.
I. Designate restricted areas as necessary.
J. Furnish regular status reports to the State Department of Public Safety Disaster District
Headquarters, Region Sub 2B in Lufkin, telephone (409)634-5553, as appropriate.
K. Keep the public informed of conditions. Utilize photographers to document extent of
disaster.
L. Insure orderly operations of shelters, provide welfare necessities to the extent possible,
and direct all shelter operations.
M. Conduct radiological monitoring and notify "Chemtrec" (1-800-424-9300) if a hazardous
material disaster occurs.
N. Examine the disaster area for life safety hazards and assure that precautions are taken to
protect personnel until normal operations are established.
Implementation
Thio plan is effective when approved by the President of Stephen F. Austin State University. It
shall be reviewed at least annually by those individuals listed in Section VI, and shall be updated
as required.
SOURCE OF AUTHORITY: Texas Government Code sec. 418.001 et seq.; Texas Education Code
sec. 51.201 et seq.; The Texas Emergency Management Plan, Annex L
- Texas Department of Health; President
CROSS REFERENCE: Employee Safety Manual
CONTACT FOR REVISION: Chairman of tho Environmental Safety and Health/Radiation
Committee, Safety Director
FORMS: None
51
Hazing
Original Implementation: September 1987
I LastRevision:-J4eftfr October, 1007'
Index D-16
Page 1 of 2
Definitions
Hazing acts include but are not limited to:
™ *"*• «*■* biding, electron
2-
3.
4.
1 • engaging in hazing;
2- ^^ting.encouraging.aidingordirectinganotherengaginginhazing;
3 • intentionally or knowingly permitting hazing to occur,
4
organization commits or assists in me cSSS of ha^g lMgC8' °f dumni of ^
52
Index D-16
Page 2 of 2
Consent
It is not a defense to prosecution of an offense that the person against whom the hazing was
directed consented to or acquiesced in the hazing activity. gwas
Penalties - University
committing ™offense is subject t0 Universi* penalties ran^ *>m
QrgaiuzatiQn. Student organizations committing an offense may be placed on University Drobation
and are subject to withdrawal of University recognition. university probation
Penalties - Criminal
Individual Penalties relative to criminal prosecution range from a fine of $1,000 and 180 davs i
Organization The student organization may be penalized with a fine of up to $ 10 000 or double
the expenses involved due to the injury.
Notice of Policy
To General Campus Community. This policy shall be published in the General Bulletin Student
Handbook and Activities Calendar, Schedule of Classes and The Pine Log so as to cause aU
students to be aware of the provisions of this policy.
Of Offenders,. A list of organizations that have been disciplined for hazing or convicted for hazing
on or off campus during the previous three years shall be published in the same manner.
Source of Authority: Texas Education Code, sees. 4.51 to 4.58; Board of Regents-
President; Vice President for University Affairs begems,
Cross Reference: Student Handbook and Activities Calendar, General Bulletin
Contact for Revision: Dean of Student Development
Forms: None
53
Loudspeakers Index D.21
Onginal Implementation: September 17,1982 pflOp 1 nf 1
| Last Revision:-*feae October 1097 rage L 0I l
ftt to use loudspeakers on campus shall be made to the Dean of Student Development at
least 24 hours in advance of the proposed use. Ordinarily, electronic loudspeakers may not be
used outside on campus if such use would be disruptive/This rule does no? apply to the
SSr ltsA&sen^ servants or employees, acting in the course and scope of their agency or
Source of Authority: Vice President for University Affairs
Cross Reference: Student Handbook and Activities Calendar
Contact for Revision: Dean of Student Development
Forms: None
54
Parades and Demonstrations Index D-23
Original Implementation: July, 1980 pflop -t nf <>
| Last Revision:-Nefle October. 1997 rage L Ot Z
6:
1. These rules shall apply to:
a. students, faculty, and staff, and their approved organizations; and
b, all other persons and groups.
3. Parades and demonstrations must be conducted in compliance with these rules and
University policy and must not:
a. result in a breach of peace or violation of law;
b. interfere with the free and unimpeded flow of pedestrian and vehicular traffic on
campus or the entry or exit to University buildings; or vcmcmar t^mc on
c materially disrupt or interfere with the normal activities of the University.
4" N.° P?£0.n.c°nducting or Participating in a ppa rade or demonstrtraattiioonn oonn University D nf^^p'^5 m.ay advocate *« deliberate violation rfSKm£ purposes of this section, "advocacy" means preparing the group addressed for Sninem
S3£ff£K of Sron'as opposed t0 *■abstract«of ^ ^
c^p^^^^
through Saturday. Reservations must be made in wigZZu^ h t^h^ ^&S
;md StJf' ^ ^ approved organizations, must secure a valid
Je opportunity to avoid the problem of simultaneous and competing WdS or Umverslty
^ 2 arTan,ge for ade9°ate security« "» appUcaS
KXA ^^ ^C lwK?m t0 provide Ws/h^ name» address, and Further, the application must be signed and dated by the applicant
55
Index D-23
Page 2 of 2
8. All other persons and groups may assemble and demonstrate only in the Free Expression
Area between the hours of 8:00 am and 7:00 pm Monday through Saturday
Exp
a.m. p.m., C^s^^ °"»*^ Amendments I and XIV; President; Vice
Cross Reference: Student Handbook and Activities Calendar
Contact for Revision: Dean of Student Development
Forms: None
56
I PublicZStudenl Health Index D-26
Original Implementation: February 29,1988 Page 1 of 1
| Last Revision:-4tefte October. 1997
Stephen F. Austin State University recognizes an obligation to promote public health on campus by
protecting students, faculty, and staff from the spread of contagious and infectious diseases. An
effective and responsible approach to safeguarding public health on campus requires that legitimate
concerns about the potential for transmission of diseases in University settings neither be
sensationalized nor minimized, but that University officials work closely with other interested
parties to establish policies and procedures that inhibit the likelihood of contagion while promoting
an educational environment characterized by safety, continuity, and calm.
A Public/Student .Health Committee, consisting of appropriate faculty and staff members
appointed by the President Vice President for University Affairs, will coordinate University efforts
to fulfill the responsibility concerning public health. In carrying out its tasks, the Committee shall
follow the guidelines of recognized authorities including: The National Center for Disease Control,
the United States Public Health Service, the Texas Department of Health, and the American
College Health Association. Further, the Committee shall conform its actions to the Texas
Communicable Disease Prevention and Control Act and other law.
I When circumstances arise that require review, the President Vice President for University Affairs
I will seek the advice of the Public/Student Health Committee, the Director of University Health
Services, and/or other relevant parties. In the event of public inquiry concerning University policy
Ion public health or health-related matters at SFASU, the Director of University News and
Information Public Information will serve as the official spokesperson for the University. Medical
records of individuals shall remain confidential, but public information shall be disclosed upon
request in accordance with the Texas Open Records Act and the Family Educational Rights and
Privacy Act. Requests for such information should be referred to the University's General
Counsel.
| Source of Authority: President Vice President for University Affairs
Cross Reference: None
Contact for Revision: President Vice President for University Affairs
Forms: None
57
Index D-35
Page 2 of 2
of Admissions requesting that the student's re-enrollment be blocked until approval for re-admission
is obtained from the Dean/Associate Dean of Student Development. A notification shall |
be placed on the student's records indicating a block for re-admission. The block will remain on
the student's record until re-admission is approved.
Emergency Situations
If the Dean/Associate Dean of Student Development believes that an immediate threat of harm |
or bodily injury to any person exists as a result of a student's manifestation of serious
psychological problems, the Dean/Associate Dean may involuntarily withdraw the student from the |
University immediately.
In the event of immediate withdrawal, the Dean/Associate Dean of Student Development shall |
inform the student that he/she is entitled to a hearing to be held within five (5) University business
days if the student so desires. Hearing procedures as outlined above will then be followed with the
final decision made by the Vice President for University Affairs. The terms of the withdrawal shall
be in effect during the hearing process with the University making every attempt to conduct the
hearing as expeditiously as possible.
In certain instances it may also be necessary to make use of civil procedures to seek
confinement of a student in public or private mental health facilities. These procedures are outlined
by law and include an evaluation by qualified mental health professionals and action by a civil
court. In emergency situations, these procedures may be instituted by the Dean/Associate Dean of J
Student Development, University Police Department, or others designated by the Vice President
for University Affairs.
In cases where a court has directed that a student shall be confined under an orderpf temporary
hospitalization or indefinite commitment, and the student is absent a significant number of class
days pursuant to that order, the Dean/Associate Dean of Student Development may withdraw the
student from the University.
Source of Authority: Board of Regents, President
Cross Reference: Student Handbook and Activities Calendar SFASU Web Pages
Contact for Revision: President
Forms: None
59
Employee Enrolling For Courses Index E-16
Original Implementation: Unpublished Page 1 of 1
Last Revision: September 1,1987
If departmental workloads permit, ^iill-time employees may take one course per semester
of either three or four semester credit hours during working hours.
Approval of the employee's supervisor must be obtained in advance, and arrangements
must be made with the supervisor to schedule make-up time for work missed.
Exceptions to this policy will be considered, but approval of those must be obtained from
the employee's supervisor and the appropriate vice president. Arrangements must bo made
with the employee's supervisor to schedule make up time for work missod.-
Source Of Authority: Vice President for Business Affairs
Cross Reference: Non-Academic Employee Handbook
Contact For Revision: Vice President for Business Affairs
Forms: None
60
Employee Separation Index E-18
Original Implementation: Unpublished Page 1 of 1
Last Revision: September, 1990
Employee separation is initiated with a "Personnel Action Request11 form routed through the
appropriate administrative channels.
At least two (2) weeks notice should be given prior to separation from the University. All
employees leaving the employment of the University are required to complete «*
"Employee Checkout Form" which can bo obtained from Personnel
Services. Thifi form mnr.t ho rnmpiotnH nnH nn n^jf interview conducted in
Personnel Services prior to the employee's last day of work,—Failure to
comply with thir. pnliry mny rfoiny tho promising of nn employee1^ final
paperwork, a checkout procedure with Personnel Services. Personnel
Services will provide verification the employee has finalized all University
business including return of Library materials, safety equipment, uniforms,
keys, and that all outstanding financial matters with UPD and/or the
Business Office have been resolved. Employees will be notified by
Personnel Services if there is outstanding business in a particular
department. If so, the employee must clear the matter prior to their exit
interview.
Personnel Services will schedule an exit interview with the employee to be
conducted in the Personnel Services Office or by mail. At this time they
will complete a separation questionnaire, receive information regarding
their retirement funds and will provide Personnel Services with a
forwarding address where W-2's and COBRA information can be sent.
Source Of Authority: Vice President for Business Affairs
Cross Reference: Non-Academic Employee Handbook
Contact For Revision: Director of Personnel Services
Forms: Personnel Action Request, see Index E-39 (available in University Printing
Services); Employee Checkout Form (available in Personnel Services)
61
Longevity Pay/Hazardous Duty Pay Index E-32N
Original Implementation: Unpublished Page 1 of 1
Last Revision: September 1, 1987
Non-academic, full-time employees, working at least 40 hours a week in one position,
are entitled to longevity pay in the amount of $20 per month for each 5 years (60 months)
of state service. Longevity pay is capped at $160 per month. At the time of initial
employment, employees are required to report prior employment with other state of
Texas agencies or institutions of higher education. The employing department must
record this information in the appropriate section of the "Personnel Action Request"
form. Prior state employment is verified by Personnel Services.
Commissioned law officers are entitled to hazardous duty pay in lieu of longevity pay.
Source Of Authority: V.T.C.S., art. 6813d, art. 6252 20b V.T.C.A..Government
Code Sections 659.062 and 659.041-659.047 \ President; Vice President for
Business Administrative and Fiscal Affairs
Cross Reference: Non-Academic Employee Handbook
Contact For Revision: Director of Personnel Services, Manager of Payroll Services
Forms: Personnel Action Request see Index E-39 (available in University Printing
Services)
62
SICK LEAVE POOL E-47.1
Original Implementation: March 1, 1990
Last Revision: None
General Provisions
1. The University shall maintain a Sick Leave Pool to benefit regular
employees who suffer a catastrophic injury or illness. For the purpose
of this policy, a regular employee is defined as one who is employed to
work at least twenty hours per week for a period of at least four and
one-half months, excluding students employed in situations which require
student status as a condition for employment.
2. A catastrophic injury or catastrophic illness is defined as a severe
condition or combination of conditions affecting the mental or physical
health of the employee, or the employee's immediate family, that:
a. requires the service of a licensed practitioner;
b. prevents the employee from working for a continuous period of thirty
calendar days or more;
c. forces the employee to exhaust all leave time accrued by the
employee; and
d. causes the employee to lose compensation from the state.
Contributing Sick Leave to the Pool
1. An employee with accrued sick leave may contribute one to throe days of
—sick leavo to the Sick Leave Pool each fiscal yoar, in increments of
eight hours.
2. Sick leave contributed to the pool reduces the accrued sick leave balance
of the employee making the contribution.
3. Contributions to the pool are strictly voluntary.
4. An employee contributing sick leave to the Sick Leave Pool may not
stipulate who is to receive the contribution.
5. An employee who contributes sick leave to the Sick Leave Pool cannot
reclaim the contribution unless entitled to use leave from the Sick Leave
Pool.
63
An employee who contributes sick leave to the Sick Leave Pool and then
exhausts his/ or her sick leave balance in the same fiscal year may receive
the number of hours he/ or she contributed to the pool in that fiscal year
without suffering a catastrophic illness or injury.
6. An employee desiring to contribute sick leave to the Sick Leave Pool
should complete an "Application to Contribute Sick Leave" form, provide a
copy to his/ or her department head, and route the form to Personnel Services.
7. Terminating employees who are not transferring to another state agency and who
have a sick leave accrual are encouraged to
donate up to tho maximum fiscal year contribution, the balance of their sick leave.
Requesting Sick Leave from the Pool
1. A regular employee may apply for sick leave from the Sick Leave Pool by
completing a "Request for Sick Leave from the Sick Leave Pool" form,
providing a copy to his/ or her department head, and routing the form to
Personnel Services. The requesting employee must complete a request for Family
Medical Leave and obtain written
certification from a licensed practitioner that the illness/ or injury is of
such severity to prevent the employee from working a continuous period of
thirty calendar days as stated in General Provisions, 2. This
certification must be attached to the completed request form.
2. For purposes relating to the Sick Leave Pool, immediate family is defined
as those individuals related by kinship, adoption or marriage, or foster
children who are so certified by the Texas Department of Human Services,
living in the same household, or if not in the same household, are'totally
dependent upon the employee for personal care or services on a continuing
basis.
3. An employee may submit only one request for sick leave from the Sick Leave
Pool per fiscal year for each catastrophic illness or injury.
4. An employee must exhaust all accrued sick leave, compensatory time, and
vacation leave before being eligible to receive sick leave from the Sick
Leave Pool.
5. An employee utilizing sick leave from the Sick Leave Pool continues to
accrue vacation and sick leave entitlement as if on regular sick leave,
provided he/ or she returns to work following the leave.
6. An employee with a catastrophic illness or injury is not required to
64
contribute to the Sick Leave Pool before
the pool.
7. An employee who uses sick leave from the Sick Leave Pool is not required
to pay back the pool for the leave used. required
8. Any unused balance of leave granted to an employee from the Sick Leave
Pool returns to the pool if the employee returns to work prior to uing
all days granted. The estate of a deceased employee is not entitled to
payment for unused leave requested from the Sick Leave Pool.
^ for a"regular fe
Administration of the Pool
n S reSp°nsible f0r the ^ministration
l. Decisions of the Director of Personnel Services
may be appealed to the appropriate vice president.
2. Requests for sick leave from the Sick Leave Pool will be forwarded to the
Director of Personnel Services with copies to the appropriate department
head and will be centered by the Director of Personnel Services on a
x^^
3. The Director of Personnel Services will have five working days from the
date a request is received in which to approve all or part of the request
or deny the request. H
4. The amount of sick leave granted for each catastrophic illness or injury
will be determined by the Director of Personnel Services. The amount
cannot exceed one-third of the balance of hours in the pool, or 90 work
days whichever is less wwi
hird
days, less.
5. The Director of Personnel Services shall design and implement a system
or records management and reporting of Sick Leave Pool activity The
total leave time available in the Sick Leave Pool shall be reported
quarterly to faculty and staff.
SOURCE OF AUTHORITY: Senate Bill 357,71st Legislature; Board of Regents-
President; Vice President for Business Arimimrtrativo nndFi'lj! '
65
Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: General Counsel
FORMS: Application to Contribute Sick Leave, Family Medical Leave Request P.equcct
for Sick Leavo from tho
Sick Leavo Pool (both available in Personnel Services)
APPLICATION TO CONTRIBUTE SICK LEAVE
Date: Social Security Number:
Name:
Department:
Title:
I hereby donate the following number of days all of my available sick leave to the sick
leave pool:
1 2 3 (Circle one)
Fiscal Year:
Signatures Required Below:
Applicant:
Personnel Services:
Form Distribution:
Sick Leave Pool file
66
Employee
Department Head
Personnel file
Payroll Services
vnp ?]rYl T F AVF FB0M THF SICK LEAVE rpQ
Date: — Social Security Nc
A ffnnw pfnfa»wg> itatement from licensed practitioner.
Please doscribo tho circumstances which qualify you to receive sick loavo
from tho sick loavo pool, (attach additional pages as neodod).
67
Signatures Required Below:
Applicant:
Extended sick leave timo
approved for hours
beginning on
2. Not Approved:
Form Distribution:
Sick Leave Pool file
Employee
Department Hoad
Personnol filo
Payroll Sendees
68
Time dock Index E-51.1N
Original Implementation: October 14,1997 Page 1 of 2
Last Revision: New Policy
Each employee is required to have a record of hours worked. In departments
using time clocks, the following regulations will apply:
1. Employees are required to punch in prior to their assigned start time, and
must punch out when they go off duty.
2. Employees are required to clock out any time they leave the work site for
any reason other than assigned work duties.
3. Unless permission to do otherwise is authorized in writing by the
employee's supervisor, no employee may clock in more than 5 minutes
prior to, or 5 minutes after, the start of their shift. Employees may not clock
out more than 5 minutes prior to, or 5 minutes following the end of their
work time.
4. Clocking in within the time-frame specified in item three, will be calculated
as an on-time report for duty.
5. Except in extraordinary circumstances, time recorded will be the work-time
paid. Any adjustments to the recorded time must be approved by the
employee's supervisor. Managers will be accountable to their Department
Head for any manual changes submitted.
6. Unless a Department is utilizing a system with an automatic lunch
deduction, employees must clock out for their designated lunch time. All
employees are free to leave the University premises during lunch.
7. Employees should not clock out for designated break times and must stay in
the assigned work area during the break.
8. Employees who have worked time in excess of 40 hours per week will be
paid time-and-a-half (or accrue comp-time at that rate) for all time exceeding
40 hours.
9. Except in emergency circumstances, prior permission to work overtime
should be approved in writing by the department manager.
Violations of this policy may result in disciplinary actions; including oral or
written warnings, suspension without pay and/or termination. Under no
circumstance may one employee punch a time card for another. Any employee
participating in this type of violation will face immediate termination.
For employees in Departments using scan-card time clocks:
(Lost cards must be reported to your supervisor immediately. When cards are
lost or misplaced, employees will be issued one replacement card at no cost.
Additional replacement cards will cost $5.00 each.)
69
Time Clock Index E-51.1N
Original Implementation: October 14,1997 Page 2 of 2
Last Revision: New Policy
Source of Authority: Director of Personnel Services
Cross Reference: None
Contact For Revision: Director of Personnel Services
Forms: None
70
Building Security/Special Events Index F-5
Original Implementation: Unpublished Page 1 of 1
| Last Revision: December 15.1987 Octoberr. 1997 6
It is the responsibility of the University Police Department to open University buildings at 6-00
a.m. Monday through Friday and to secure all buildings after the end of the business day. '
^JKSW* o^1 ^P^nts to contact the University Police Department when a special
ill be held in a University building after normal business hours. Buildings will be left oDen
tXSSSJS^SSSt aPPID?riate *■* **"«» »h
event will
Source of Authority: Vice President for University Affairs
Cross Reference: None
Contact for Revision: Chief of University Police
Forms: None
71
CENTRAL RECEIVING F_6
Original Implementation: Unpublished
Last Revision: January, l9$Wctober 14, 1997
All supplies and equipment purchased for the University are delivered through Central
Receiving to ensure uniform handling of freight claims, to ensure the timely issuance of
receiving reports, and to provide the necessary elements of institutional control with the
exception of the following:
1. items being delivered under delegated purchase authority to the Library,
Bookstore, Food Service, or Stone Fort Museum;
2. items which require installation by the contractor;
3. items specifically authorized by the Purchasing and Inventory Department.
It is the responsibility of the department taking receipt to immediately update the on-line
receiving entry or notify immediately the Purchasing and Inventory Department of any
direct deliveries of goods or services. Timely notice is essential to avoid late payment
penalties, to secure prompt payment to the vendor, and to handle effectively freight
claims, shortages, or discrepancies.
Delivery Services
Upon receipt of merchandise, Central Receiving will:
1. count and examine all cartons for visible damage, rrmtch tho deliver}' Tvith tho
purchase ordorcreate a Receiving Report/Delivery Record from the FRS
Purchasing System, and note any discrepancies on the Bill of Lading-aad-fee
Receiving Report;
2. deliver all material (except that requiring inventory tagging, special equipment or
manpower for moving) within 24 hours to the requisitioning department; and,
3. handle the filing of claims with the freight company for any freight damages or
shortages.
Immediately afterUpon delivery of the shipment to the requisitioning department, the
department will:
1. check contents of shipment against original purchase order and note itoms
received; and
a. enter the receiving information into the FRS Purchasing System; or
b. notify Purchasing within three working days of the exact items received
2. note, at the timo of delivery oxnotify Purchasing within three working daysT of
any damages or shortages not identified by Central ? »rf iving on tho Receiving
Report.
72
When shipments are authorized by the Purchasing and Inventory Department for delivery
directly to the requisitioning department, bypassing Central Receiving, it shall become
the responsibility of the department to rgqnnrt n Parrying pLeport directly from
Purehfir.inrr and Tnvnntnry immnrfintnly npnn r^iff ofgnorii or service::, COmplotQ tho
form and roturn to Purchasing and Inventor/. The Receiving Pieport must include tfao
purchofio order nnmhQrT venrinr nnmp inHirntinn nfVnrqpHn shipment or a lict of itcmc
received as a partial shipment, and the signature of tho department head or his/her
designoo.
1. count and examine all cartons for visible damage and note any discrepancies on
the Bill of Lading
2. check contents of shipment against original purchase order and
a. enter the receiving information into the FRS Purchasing System; or
b. notify Purchasing within three working days of the exact items received
3. notify Purchasing within three working days of any damages or shortages
Failure to promptly complete the Receiving Report update on-line receiving information
or notify Purchasing of items received will result in delays in payment for the goods or
services and a liability for late payment penalties. The payment of any such penalties will
be made from the account(s) which funded the original purchase.
Outgoing Freight
Outgoing freight should be dispatched through Central Receiving to ensure proper
documentation, packing, and labeling. Clear indication of shipment value should always
be made on the package or on the accompanying documentation. A special notation
should be made when insurance is desired. Contact the Purchasing and Inventory
Department for additional instructions or assistance in handling outgoing freight.
SOURCE OF AUTHORITY: Vice President for Business Administrative and Fiscal
Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Director of Purchasing and Inventory
FORMS: None
73
Computer Center Automatic Data Processing TnrW F
Original Implementation: September 30, 1982 C
Last Revision: None rage
With the proliferation of available computer products has come increased demand for
their acquisition and use in teaching, research, and administration. This policy is
intended to provide for the orderly growth and efficient and equitable use of campus
resources.
University Computing Committee
1. The University Computing Committee is appointed by the President and shall be
representative of the various users of computing resources. The Director of
University Computing and Communication Services will serve as an ex officio
non-voting member of the Committee.
2. The Committee will have the following charge:
a. to study and recommend a program for campus-wide computing-b.
to advise the President and Director of University Computing and
Communication Services on policies governing the operation of the
Computer Center and the priorities that will guide the staff in responding
to the needs of the University for new or improved programs which can °
and should be performed on the central computer.
Priorities
Requests for new programs or changes in existing programs must have the approval of
the appropriate vice president. Computer Center priorities, particularly those relating
to new or improved programs, will be regularly established and reviewed by the
President's Executive Council.
Guidelines
The guidelines for the acquisition and utilization of computer hardware and software
are as follows.
1. The Director of Computing and Communication Services will review requests
for the purchase of computing equipment, whether for the use of the Computer
Center or other campus.departments, according to the guidelines established
herein.
2. Applications which require a shared data base or large computing power will
normally be performed on the central computer. Exceptions will be made for
requests to acquire terminals for use on shared data bases outside the
University.
3. When computer applications can be performed more effectively on dedicated
machines, requests to purchase mini-microcomputers will normally be approved
provided that a clearly demonstrable, continuing need exists.
In such cases, the acquisition of a mini-computer capable of serving as a central
computer terminal, or otherwise compatible with the central computer, will be
74
Index F-8
Page 2 of 2
preferred. Word-processing or other applications for which packaged software is
available are examples of such applications. However, applications which
require the development of software by the Computer Center personnel are
4. Requests to utilize the central computer will be honored by the Director of
University Computing and Communication Services or his designee in
accordance with the established program for campus-wide computing.
5. To promote full utilization and standardization, computing products utilized
through the Computer Center, including terminals connected to the central
computer^ will be acquired and maintained by the Computer Center. TThe cost of
such terminals, as well as the cost of acquiring and maintaining computing
products utilized outside the Computer Center and not connected to the central
computer will normally be borne by the requesting unit. The requesting unit will
also be responsible for software copyright compliance.
6. Requests to establish clusters of computers or terminals, e.g., teaching labs, will
be considered in the light of their potential for full utilization, either by the
requesting unit or through shared utilization with other units.
7. The committee will strive to standardize hardware and software acquisitions to
the fullest extent possible to facilitate maintenance and flexibility of use.
Source of Authority: President
Cross Reference: None
Contact for Revision: President
Forms: None
75
Computer Hardware Installation and Repair jn(\PY F s i
Original Implementation: September, 1989 Paw t «?i
Last Revision: September, 1990 ™ge lofl
Computing and Communication Services is responsible for the repair and installation of
all University owned microcomputer equipment, terminals, and printers, excep twhe?e
existing service contracts or other special circumstances prevail. All associated costs of
repairs (replacement parts, labor, etc.) will be absorbed by Computing and
Communication Services which maintains a considerable inventory of spare parts to
expedite repair and service of campus computing equipment. Costs that will be Dassed
on to a department requesting service will be lifted to parts required fwupmute! or
additional equipment required by the installation (cables, switchWs, elc fsuch
costs will be charged to the department requesting service on a cost recovery ba£s
through an interdepartmental transfer (IDT). ^uvciy oasis,
In the event that a device, because of age or unavailability of parts, becomes cost
prohibmve to repair, a letter will be sent to the requesting department notifying them of
Recording Other Computer Service Agreements
Computing and Communication Services maintains a record of hardware and software
expenditures for reporting purposes to the proper authorities. Recognizing that there
are existing computer related service agreements, at the time of renewal a copy of
those service agreements should be transmitted to the Director of Computing and
Communication Services for recording.
Reporting Hardware Problems and/or Requesting Installation Assistant
The procedure for requesting assistance for the installation and maintenance of
University computing equipment is outlined below. If possible avoid direct contact with
vendors until SFASU personnel have inspected the equipment.
1. Report all problem calls and requests for service to phone number 3201.
2. The attendant will ask questions regarding the problem and fill out a work order.
3. The work order will be given to the appropriate technician who will then
perform the repairs.
4. If there is a problem with repairs or services performed, call the Manager of
Computing and Communication Operations at 1122.
Source of Authority: President
Cross Reference: None
Contact for Revision: Director of Computing and Communication Services
Forms: None
76
Guest Speaker
Original Implementation: July 1980
I Last Revisionr-^feaftQctr^r ^007
These rules do not apply to:
a. regularly scheduled classes offered f
i asszs
2.
| ps must £ JdjffiI at
of Student Development Tus advaaoe
«e ^.em of stouItaneous
4.
5.
6.
7.
8.
Index F-15
Page 1 of 2
on University property or
presentations of
with the Office
S^^
media. " ""Jbe<*«*'thepM^Z^ZVX?"
The presentation of guest speakers must not:
b. ffii tSSffi 25^5 or.violation of law,
c.
No guest speaker may:
a. present material that is obscene or libelous;
or
77
Index F-15
Page 2 of 2
b. advocate the deliberate violation of law. For the purposes of this section
advocacv means nrpmnnatu ,™,,« «jj *K* < ,Ui U115 w^uon,
course
i£*SSX2$£8!r COnStitUti°n'AmendmentS l ^ »V; President; Vice
Cross Reference: Student Handbook and Activities Calendar
Contact for Revision: Dean of Student Development
Forms: None
78