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Stephen F. Austin State University Minutes of the Board of Regents Nacogdoches, Texas January 19, 2006 Volume 221 Board Minutes for January 19,2006 (Volume 221) Recognitions 1 06-13 Approval of October 19, October 20, November 12, December 9, and December 14, 2005 Minutes 2 Correction of July 14, 2005 Minutes 2 06-14 Approval of Personnel Items A. Faculty Appointments for 2005-2006 2 B. Staff Appointments for 2005-2006 3 C. Changes of Status for 2005-2006 5 D. Retirements 7 E. Voluntary Modification of Employment 7 06-15 Approval of Academic and Student Affairs Items A. Faculty Workload Report for Fall 2005 8 B. Last Class Day Reports for Summer and Fall 2005 8 C. Name Change for Office of International Studies and Programs 8 D. Department of Accounting Name Change 8 E. Naming Of Department of Accounting 8 06-16 Rescisson of Faculty Workload Reports and Last Class Day Reports 10 06-17 Approval of Financial Affairs Items A. Approval for Purchase Over $50,000 (Student Affairs-Jack Camp)... 10 B. Food Service Expenditure 10 C. Strength and Cardio Fitness Equipment Replacement 10 D. Resolution to Review Qualified Investment Brokers and Financial Institutions 10 E. Resolution to Acknowledge Review of Investment Policy and Strategy 11 F. Microsoft Site License 11 G. Lease of Xerox Docucolor 250 and Xerox 4100 for Printing Services 11 H. Reallocation of HEAF 11 I. Daktronics Contract (Scoreboard/Marquee Athletic Sponsorship) 12 06-18 Approval of Building and Grounds Items A. Approval of Pineywoods Native Plant Center Trail 12 B. Real Estate Purchases 12 C. Sewer Easement (Item Tabled) 12 D. Contracting with Environmental Consultant 13 E. Contracting with Construction Manager at Risk for Baseball/Softball Complex 13 06-19 University Policies and Procedures Policy Revisions ....13 VIII. Reports 13 A. Faculty Senate B. Student Government Association C. Audit Services Report D. Signage Report from Student Design Class E. Vice President for University Advancement F. President Appendix 1 - Resolution to Review Qualified Investment Brokers and Financial Institutions Appendix 2 - Resolution to Acknowledge Review of Investment Policy and Strategy Appendix 3 - HEAF Available for Board Reallocation Appendix 4 - Policy Revisions A-2 Academic Appeals by Students 4 A-9.1 Academic Integrity 6 A-12.1 Course Incidental Fees 10 A-24 Laboratory Fees 11 A-XX Research Development Program 12 C-4 Budget Change and Additional Appropriation 14 C-33 Purchasing Ethics and Confidentiality 15 C-34 Request to Establish An Account 17 C-36 Special Purchases 18 C-41 Investments 21 C-41.A Investments-Endowment Funds 34 C-44 Procurement Card 43 D-l Access to University Records 48 D-5 Asbestos Removal 49 D-7 Authority to Act in the Absence of the President 52 D-8.1 Computer and Network Security 53 D-9 Disposition of Abandoned Personal Property 56 D-ll Emergency Management Plan 58 D-12 Faculty/Staff Traffic Appeals 67 D-19 Illicit Drugs and Alcohol Abuse 71 D-19.1 Inclement Weather and Other Emergencies 79 D-28 Records Management 80 D-43 Computing Software Copyright 83 E-ll Discipline and Discharge 85 E-15 Employee Conduct 92 E-3 3 Nepotism 94 E-44 Security Sensitive Positions 96 E-47 Sick Leave 97 E-63 USA Patriot Act 100 E-64 Employee Training 101 E-66 At Will Employment 104 F-10 Emergencies 106 F-36 Administrative Systems Software Changes 108 F-37 Computer System Access 109 F-38 Restart and Recovery 115 F-40 Acceptable Use of Information Resources 120 06-20 Approval of Personnel Items (Football Coaches 2006-2007) 14 06-21 Appointment of Nominating Committee 15 Approved 4/13/06 Stephen F. Austin State University Minutes of the Regular Meeting of the Board of Regents Nacogdoches, Texas January 19,2006 9:00 a.m. Austin Building 307 The Meeting of the Board of Regents was called to order at 9:02 a.m., Thursday, January 19, 2006, by Chair Fred Wulf. PRESENT: Board Members: Mr. Richard Boyer Dr. Margarita de la Garza-Grahm Ms. Valerie Ertz Mr. Joe Max Green Mr. Kenneth James Mr. Paul Pond Mr. James Thompson Mr. Melvin White Mr. Fred Wulf President: Dr.Tito Guerrero Vice-Presidents: Dr. Mary Cullinan Dr. Jerry Holbert Dr. Baker Pattillo Dr. Marlin Young General Counsel: Ms. Yvette Clark Other SFA administrators, staff, and visitors also were present in Room 307. Chair Wulf presented a Board of Regents Lumberjack Axe to Monique Cossich for her contributions in student recruitment. Vice President Baker Pattillo introduced the following championship teams: Southland Conference Women's Soccer Champions; Jamie Frias, Coach Southland Conference Women's Volleyball Champions; Debbie Humphreys, Coach Southland Conference Men's Cross Country Champions; Louis Snelling and Phil Olsen, Coaches ESPN College Smash-Mouth Bass Champions; Dr. Ray Worsham, Coach Ms. Sally Ann Swearingen, Associate Professor of Human Sciences, introduced her design students who made a presentation on their Signage and Wayfinding Plan. Approved 4/13/06 APPROVAL OF MINUTES 06-13 Upon motion by Regent Pond, seconded by Regent Ertz, with all members voting aye, it was ordered that: 1. The minutes of the October 20, 2005 meeting be corrected to add the following note to the Financial Affairs item in Board Order 06-05: Research Development Fund (Clarification) The original board item incorrectly noted that the Research Development Fund involved an additional appropriation beyond that which was originally appropriated by the Legislature and augmented the budget to add $271,591 to the University's total budget. These funds were included in the original Legislative appropriation and the University's budget should not have been increased. These funds will still be expended as noted, but are not an addition to the budget. 2. The minutes of the October 19, October 20, November 12, December 9, and December 14, 2005, meetings be approved and that the correction to the July 14, 2005, minutes be approved as follows: The minutes of the July 14, 2005, board meeting are corrected to add the following Financial Affairs item to Board Order 05-48: Automobile Insurance Approval was given to secure Auto Insurance through the SORM program for Fiscal Year 2006. The President was authorized to sign all contracts. PERSONNEL 06-14 Upon motion by Regent Thompson, seconded by Regent Green, with all members voting aye, it was ordered that the following personnel items be approved: A. FACULTY APPOINTMENTS FOR 2005 - 2006 1. Applied Arts and Sciences a) Karren Price, Assistant Professor of Criminal Justice, J.D. (Mississippi College School of Law), at a salary of $45,000 for 100 percent time for nine months, effective January 12, 2006. b) Georgen Guerrero, Instructor of Criminal Justice, M.A. (Texas State University), at a salary of $19,500 for 100 percent time for one semester, effective January 12, 2006, contingent upon completion of Ph.D. by May 31, Approved 4/13/06 2006. Upon completion of doctorate the position will be that of Assistant Professor at a salary of $45,000 for nine months. 2. Business a) Todd Brown, Assistant Professor of Economics and Finance, Ph.D. (University of Nebraska), at a salary of $87,500 for 100 percent time for nine months, effective August 22, 2006. 3. Education a) Erica Dillard, Instructor of Elementary Education, M.Ed. (Stephen F. Austin State University), at a salary of $41,000 for 100 percent time for nine months, effective January 12, 2006, contingent upon completion of doctorate by January 2012. b) Jannah Nerren, Instructor of Elementary Education, M.Ed. (Stephen F. Austin State University) at a salary of $41,000 for 100 percent time for nine months, effective January 12, 2006, contingent upon completion of doctorate by Fall 2011. c) Claudia Whitlev, Instructor of Elementary Education, M.Ed. (Stephen F. Austin State University), at a salary of $41,000 for 100 percent time for nine months, effective January 12, 2006, contingent upon completion of doctorate by Fall 2011. 4. Forestry and Agriculture a) Matthew McBroom, Assistant Professor of Forestry Hydrology, Ph.D. (Stephen F. Austin State University), at a salary of $46,000 for 100 percent time for nine months, effective December 1, 2005. 5. Sciences and Mathematics a) Laura Logan, Clinical Instructor of Nursing, B.A. (Lamar University), at a salary of $43,000 for 100 percent time for nine months, effective January 12, 2006, contingent upon completion of M.A. by August 2006 and with a waiver from the Board of Nurse Examiners for the State of Texas. B. STAFF APPOINTMENTS FOR 2005 - 2006 1. Auxiliary Services a) Edward H. Burr, Manager of Computer Support at a salary of $41,000 for 100 percent time for 12 months, effective November 2, 2005. Approved 4/13/06 2. Education a) H. Ray Brown Jr., Director of State Leadership Consortium of the College of Education at a salary of $72,000 for 100 percent time for 12 months, effective September 13, 2005. This position is contingent upon grant funding. b) Barbara Davis, Director of Gear Up Project of Secondary Education at a salary of $72,000 for 100 percent time for 12 months, effective October 1, 2005. This position is contingent upon grant funding. 3. Forestry and Agriculture a) Stacy L. Ownbv, Medicinal Plant Research Associate at a salary of $28,000 for 100 percent time for 12 months, effective September 22, 2005. This position is contingent upon grant funding. b) Ping Wang, Medicinal Plant Research Associate at a salary of $28,000 for 100 percent time for 12 months, effective October 28, 2005. This position is contingent upon grant funding. c) Wei Yuan, Medicinal Plant Research Associate at a salary of $28,000 for 100 percent time for 12 months, effective October 3, 2005. This position is contingent upon grant funding. d) Wanli Zhang, Medicinal Plant Research Associate at a salary of $30,000 for 100 percent time for 12 months, effective October 3, 2005. This position is contingent upon grant funding. 4. Health Services a) Flamen David Ball Jr., M.D., Physician at a salary of $84,000 for 100 percent time for 10.5 months, effective January 17, 2006. 5. Human Resources a) Kristen Herring, Human Resource Representative at a salary of $38,600 for 100 percent time for 12 months, effective November 28, 2005. 6. Information Technology Services a) Novel G. Schmidt, Programmer/Analyst I at a salary of $27,810 for 100 percent time for 12 months, effective December 5, 2005. Approved 4/13/06 7. Sciences and Mathematics a) Irina Teplova, Biotechnology Research Associate at a salary of $35,000 for 100 percent time for 12 months, effective December 1, 2005. 8. University Advancement a) Kristen E. King, Telephone Outreach Program Supervisor at a salary of $28,706 for 100 percent time for 12 months, effective December 1, 2005. C. CHANGES OF STATUS FOR 2005 - 2006 1. Admissions a) Andrea R. Graves, from Admissions Counselor at a salary of $18,000 for 100 percent time for 9 months to Admissions Counselor at a salary of $24,000 for 100 percent time for 12 months, effective November 2, 2005. b) Stephanie L. Porter, from Accounting Clerk III at a salary of $24,801 for 100 percent time for 12 months to Admissions Counselor at a salary of $24,000 for 100 percent time for 12 months, effective October 3, 2005. 2. Applied Arts and Sciences a) Jennifer M. Crenshaw, from Assistant Outreach Coordinator at a salary of $30,024.54 for 100 percent time to Outreach Coordinator at a salary of $35,880 for 100 percent time for 12 months, effective November 1, 2005. 3. Auxiliary Services a) Shelly Lackey, from Assistant to the Director of Auxiliary Services at a salary of $53,162 for 100 percent time for 12 months to Interim Director of Student Center at a salary of $53,162 and an additional $500 per month while Interim Director, effective January 1, 2006. 4. Education a) Edward F. WitteL from Manager Computer Support Auxiliary Services at a salary of $41,748.96 for 100 percent time to Technology and Data Management Coordinator at a salary of $45,000 for 100 percent time for 12 months, effective October 1, 2005. Approved 4/13/06 5. Forestry and Agriculture a) James H, Bills, from Research Associate Systems Administrator at a salary of $42,000 for 100 percent time to Research Associate Forestry Systems Administrator at a salary of $43,260 for 100 percent time for 12 months, effective September 1, 2005. This position is contingent upon grant funding. b) Paul R. Blackwell. from Information Scientist at a salary of $75,261.65 for 100 percent time to Assistant Director Operations CRGSCS at a salary of $80,000 for 100 percent time for 12 months, effective December 1, 2005. This position is contingent upon grant funding. c) Terry A. Corbett from Research Technician at a salary of $32,445 for 100 percent time to Research Technician Measurement/Biometrics at a salary of $33,418.35 for 100 percent time for 12 months, effective September 1, 2005. This position is contingent upon grant funding. d) Jason B. Grogan, from Research Associate Forest Measurement at a salary of $36,249.82 for 100 percent time to Geospatial Data Acquisition Specialist II at a salary of $45,000 for 100 percent time for 12 months, effective November 14, 2005. This position is contingent upon grant funding. e) Ching-Hsun Huang, from Research Scientist at a salary of $68,250 for 100 percent time to Research Scientist at a salary of $70,297.50 for 100 percent time for 12 months, effective September 1, 2005. This position is contingent upon grant funding. f) Benjamin H. Koerth, from Research Associate at a salary of $43,328.28 for 100 percent time to Research Associate at a salary of $44,628 for 100 percent time for 12 months, effective October 1, 2005. This position is contingent upon grant funding. g) James C. KrolL from Professor/Director at a salary of $97,356 for 100 percent time to Professor/Director of Columbia Regional Geospatial Service Center at a salary of $114,999.96 for 100 percent time for 12 months, effective September 1, 2005, for the duration of this grant. 6. Information Technology Services a) Richard M. Barnhart from Programmer/Analyst III at a salary of $41,219 for 100 percent time to Manager ITS SIS for 100 percent time at a salary of $51,000 for 12 months, effective October 1, 2005. b) Tracey P. Foster, from Programmer/Analyst I at a salary of $27,810 for 100 percent time to Programmer/Analyst III at a salary of $37,500 for 100 percent time for 12 months, effective November 1, 2005. 6 Approved 4/13/06 7. Social Work a) Becky L. Price-Mayo, from Lecturer/Interim Director at a salary of $47, 377 for 100 percent time to Lecturer/Interim Director at a salary of $51,847 for 100 percent time for 12 months, effective September 1, 2005. 8. Sciences and Mathematics a) Jennifer A. Edwards, from Research Specialist at a salary of $32,919 for 100 percent time to Research Specialist Lab Management at a salary of $34,670 for 100 percent time for 12 months, effective September 1, 2005. 9. University Advancement a) April L. Smith, from Telemarketing Program Supervisor at a salary of $28,707 for 100 percent time to Assistant Director of Development Giving for $32,702 for 100 percent time for 12 months, effective October 5, 2005. E. RETIREMENTS 1. Auxiliary Services a) Jack Nelson, Director of Auxiliary Services, effective December 31, 2005. 2. Education a) Paulette D. Wright, Lecturer/Director Accessibility and Accountability, effective December 31, 2005. 3. Liberal Arts a) William D. Whitescarver, Assistant Professor of English and Philosophy, effective December 31, 2005. 4. Physical Plant a) Sherry Moore, Assistant Director of Physical Plant, effective January 31, 2006. F. VOLUNTARY MODIFICATION OF EMPLOYMENT 1. Human Sciences a) Rachel Underwood, at a salary of $26,484, effective August 28, 2006. Approved 4/13/06 2. Psychology a) Heinz Gaylord, at a salary of $34,089, effective August 28, 2006 ACADEMIC AND STUDENT AFFAIRS 06-15 Upon motion by Regent Green, seconded by Regent Boyer, with all members voting aye, it was ordered that the following academic and student affairs items be approved: A. FACULTY WORKLOAD REPORT FOR FALL 2005 The faculty workload report for Fall 2005 was approved. B. LAST CLASS DAY REPORTS FOR SUMMER AND FALL 2005 The last Class Day Reports for Summer sessions and Fall 2005 were approved as presented. C. NAME CHANGE FOR OFFICE OF INTERNATIONAL STUDIES AND PROGRAMS The name of the Office of International Studies and Programs was changed to the Office of International Programs. D. DEPARTMENT OF ACCOUNTING NAME CHANGE Approval was given to change the name of the Department of Accounting to the School of Accountancy. E. NAMING OF DEPARTMENT OF ACCOUNTING The Board of Regents adopted the following resolution: RESOLUTION Adopted on January 19, 2006 by the Board of Regents of Stephen F. Austin State University WHEREAS, Gerald W. Schlief has served Stephen F. Austin State University with distinction and honor as an outstanding student, varsity athlete, ROTC cadet and fraternity officer; and WHEREAS, he continues to faithfully serve Stephen F. Austin State University as a dedicated and loyal alumnus; and WHEREAS, he has distinguished himself as an innovative leader in the independent oil and gas industry in Houston and internationally; and WHEREAS, he has contributed and continues to contribute generously to the programs of Stephen F. Austin State University and especially the Department of Accounting; and WHEREAS, in his loyal dedication to Stephen F. Austin State University, generous spirit of service and standards of excellence, he has set a distinguished example for others; NOW THEREFORE, BE IT RESOLVED, that for his record of effective and devoted service to Stephen F. Austin State University, the Board of Regents expresses its admiration, gratitude and high regard by naming the Department of Accounting at Stephen F. Austin State University the Gerald W. Schlief Department of Accounting Margarita de la Garza-Grahm, Secretary Approved 4/13/06 06-16 Upon motion of Regent James, seconded by Regent de la Garza-Grahm, with all members voting aye, it was ordered that the approval of Academic and Student Affairs Items A (Faculty Workload Report for Fall 2005) & B (Last Class Day Reports for Summer and Fall 2005) be rescinded and that these items be tabled. These items will be placed on the agenda for the next board meeting. FINANCIAL AFFAIRS 06-17 Upon motion of Regent Ertz, seconded by Regent Pond, with all members voting aye, it was ordered that the following financial affairs items be approved: A. APPROVAL FOR PURCHASE OVER $50,000 (STUDENT AFFAIRS - JACK CAMP) The Board of Regents authorized the President to approve contracts between the University and Camp Olympia in excess of $50,000 necessary for the production of the 2006 sessions of Jack Camp. B. FOOD SERVICE EXPENDITURE The Food Service expenditure budget was increased by $325,000.00 to cover increased food service costs. This increase will be covered by over realized meal plan revenue from the Fall 2005 semester. C. STRENGTH AND CARDIO FITNESS EQUIPMENT REPLACEMENT Approval was given to proceed with the purchase and installation of new strength and cardio fitness equipment for the Norton HPE Complex weight room at a total cost not to exceed $110,000. The source of funding will be the student Recreational Sports fee. D. RESOLUTION TO REVIEW QUALIFIED INVESTMENT BROKERS AND FINANCIAL INSTITUTIONS The Resolution Approving Financial Institutions and Brokers for Investment Transactions was approved as presented in Appendix 1. The following brokers/investment managers were approved: Merrill Lynch, Inc., ING, Neuberger Berman, Fayez Sarofim & Co., Davis Advisors, Lazard Asset Management, Franklin Private Client Group, Inc., MLIM L.P. Relative Value and NFJ Investment/PIMCO Allianz. The following financial institutions were approved: Citizens First Bank, Commercial Bank of Texas, First Bank and Trust East Texas, Bancorp South Fredonia, Regions Bank Stone Fort, and Texas Bank. 10 Approved 4/13/06 E. RESOLUTION TO ACKNOWLEDGE REVIEW OF INVESTMENT POLICY AND STRATEGY The Resolution to Acknowledge Review of the Investment Policy and Strategy was ratified as presented in Appendix 2. F. MICROSOFT SITE LICENSE Approval was given to proceed with the Microsoft site license renewal, but rather than only for Office and OS components, for Microsoft Desktop Package which includes Office Pro, Windows OS and CORE CAL at a cost not to exceed $62,514.00 in FY06. Source of funds will be HEAF and Library O&M. The President was authorized to sign the contract. G. LEASE OF XEROX DOCUCOLOR 250 AND XEROX 4110 FOR PRINTING SERVICES Approval was given for Printing Services to terminate the two existing copier lease agreements with Xerox for a Docucolor 12 and Xerox 5995 and replace them with two new copier lease agreements for a Docucolor 250 and Xerox 4110 at a cost not to exceed $236,559 over the five year term of the leases. The new leases are currently on the TCPN contract list. The President was authorized to sign the necessary documents. H. REALLOCATION OF HEAF Approval was given to reallocate $899,000.00 of HEAF for the following: Ferguson Building Renovations $ 150,000.00 Utility Energy-Saving Upgrades $ 100,000.00 Poultry House $200,000.00 Austin Building Offices $50,000.00 Police Communication System $ 160,000.00 Campus Signage (Way-Finding) $100,000.00 Theatre Scene Shop $60,000.00 UPD Roof Repair $30,000.00 Science Technology $24,000.00 (Support for Biology and Chemistry Equipment) Welcome Center Upgrade $25,000.00 Total $899,000.00 This reallocation is from previously funded projects specified in Appendix 3 and totaling $1,815,540.97. 11 Approved 4/13/06 I. DAKTRONICS CONTRACT (SCOREBOARD/MARQUEE ATHLETIC SPONSORSHIP) Approval was given to enter into an agreement with Daktronics to manufacture, install, finance and obtain sponsorships for new scoreboards and marquees at Homer Bryce Stadium, the William R. Johnson Coliseum and the soccer field, and the President was authorized to sign the contract. The University will later purchase the baseball/softball complex scoreboards. Cost of the current order placed with Daktronics shall not exceed the sponsorship revenues contracted to finance the project. BUILDING AND GROUNDS 06-18 Regent Green recused himself from the discussion and vote for the selection of the Construction Manager at Risk for the Baseball/Softball Complex. Upon motion by Regent Thompson, seconded by Regent Ertz, with eight members voting aye, Regent Green abstaining, it was ordered that the following Building and Grounds items be approved: A. APPROVAL OF PINEYWOODS NATIVE PLANT CENTER The Board of Regents authorized the SFA Pineywoods Native Plant Center Recreational Trail Project and allowed construction to proceed at a cost not to exceed $120,877. Source of funds: Texas Parks and Wildlife grant and Temple College of Forestry and Agriculture matching funds. B. REAL ESTATE PURCHASES The University was authorized to purchase Lot 2 of the J. F. Feazell Subdivision otherwise known as 214 Feazell Street and Lot 9-H of the City Block 45 otherwise known as 305 East Starr Avenue as authorized by Chapter 101, Sections 95.31 and 95.33 of the Texas Education Code, if required, subject to approval by the Texas Higher Education Coordinating Board. The price is $130,000 for the Feazell property and $105,000 for the Starr property, subject to seller removing houses as part of the consideration. Mr. John Rulfs, Director of the Physical Plant, was authorized to sign necessary documents. The source of funds will be Designated Fund Balance. C. SEWER EASEMENT This item was tabled and will be considered at a future Board Meeting. 12 Approved 4/13/06 D. CONTRACTING WITH ENVIRONMENTAL CONSULTANT Approval was given for Hydrex Environmental, Inc. to be employed as an environmental consultant for a period of five years at a cost not to exceed $150,000. Costs will be allocated to specific projects as needed. E. CONTRACTING WITH CONSTRUCTION MANAGER AT RISK FOR BASEBALL/SOFTBALL COMPLEX J.E. Kingham Construction Company was selected as the Construction Manager at Risk for the Baseball/Softball Complex. (See Building and Grounds Committee minutes of January 18, 2006, for basis of selection.) UNIVERSITY POLICIES AND PROCEDURES 06-19 Upon motion by Regent Ertz, seconded by Regent Green, with all members voting aye, it was ordered that the Board of Regents adopt the policy revisions as presented in Appendix 4. REPORTS A. FACULTY SENATE Chair Brian Oswald presented a report from the Faculty Senate. The Faculty is working with the Provost in developing an improved Faculty Handbook. The Faculty has expressed concern over the lack of funding for faculty searches. The Faculty has heard presentations from administrators from various areas of the university during this past semester, and the effort has improved communication and understanding. The Faculty Senate is conducting an opinion survey of the faculty concerning whether SFA should be part of a university system. Results will be reported in April at the board meeting. B. STUDENT GOVERNMENT ASSOCIATION President Amber Lara reported that the Student Regent should be appointed on February 1. The Chamber Connection, a forum between local businesses and students, will be held on February 22. SGA Day was a big success; another one is planned for the spring semester. Vice President Brittany Scott reported that the SGA scholarship of $1000 over two semesters will be awarded soon. Pizza with the President is a popular event and will be held again this semester. Reaction from students to the new Lumberjack Lodge has been very positive. C. AUDIT SERVICES REPORT Gina Oglesbee reported results of a wireless security review and a public funds investment act review. An NCAA audit has been conducted and results are available. 13 Approved 4/13/06 The Ethicspoint fraud reporting mechanism is due to be implemented in February. Trainings for employees are being held during the next two months. D. VICE PRESIDENT FOR UNIVERSITY ADVANCEMENT Dr. Jerry Holbert presented a development report for the first quarter of FY06. E. PRESIDENT Dr. Tito Guerrero reported on the following topics: • Presentation to the Texas Lyceum on the Challenges of Higher Education in a Geographically Diverse State—Texarkana, Texas (January 21, 2006) • Coordinating Board Meeting (January 26, 2006) • Dinner Hosted by Nelson and Gertrude Rusche in Honor of the Schlief Family (January 27, 2006) • Ballet Hispanico in Turner Auditorium (January 31, 2006) • Nacogdoches/Lufkin/SFA Day in Austin (February 8, 2006) • Harlem Globetrotters in Johnson Coliseum (February 8, 2006) • Symphonic Band in Cole Auditorium (February 9, 2006) • NCAA Peer Review Campus Site Visit (February 22 and 23, 2006) . Big Switch (February 28, 2006) • Swinging Axes in Cole Auditorium (February 28, 2006) • Salzburg Chamber Soloists in Turner Auditorium (March 6, 2006) • Women's Choir and Choral Union in Cole Auditorium (March 7, 2006) • Speaking Engagement with the Nacogdoches County Medical Society (March 8, 2006) • A Capella Choir in Cole Auditorium (March 8, 2006) • Spring Break (March 13-17, 2006) • Showcase Saturday (March 25, 2006) Chair Fred Wulf announced an executive session of the board at 10:40 a.m. to discuss the personnel items, football coaches and president. The board returned to open session at 11:55 a.m. 06-20 Upon motion by Regent Ertz, seconded by Regent de la Garza-Grahm, with all members voting aye, it was ordered that the following Personnel items be approved: Athletics a) Robert McFarland, Head Football Coach, at a salary of $113,300 for 100 percent time for twelve months, effective February 1, 2006. b) James C. Harper, Assistant Football Coach, at a salary of $63,860 for 100 percent time for 10.5 months, effective February 1, 2006. 14 Approved 4/13/06 c) Matthew Graves. Assistant Football Coach, at a salary of $53,560 for 100 percent time for 10.5 months, effective February 1, 2006. d) Jay Rodgers. Assistant Football Coach, at a salary of $54,000 for 100 percent time for 10.5 months, effective February 1, 2006. e) Gerald Broussard. Assistant Football Coach, at a salary of $61,800 for 100 percent time for 10.5 months, effective February 1, 2006. f) Arlington Nunn. Assistant Football Coach, at a salary of $58,200 for 100 percent time for 10.5 months, effective February 1, 2006. g) Darren Drago, Assistant Football Coach, at a salary of $53,000 for 100 percent time for 10.5 months, effective, January 11, 2006. REPORT UPDATE FROM VICE PRESIDENT FOR ADVANCEMENT Jerry Holbert was asked to add to his advancement report in the area of marketing. Specifically, the board wanted to know what publicity was received for the Ribbon Cutting Ceremonies the previous day. Jerry indicated that both the newspaper and television had covered these events and offered to show the television news report during the lunch hour. 06-21 Chair Wulf appointed the following regents as members of the nominating committee: Regent Margarita de la Garza-Grahm, Chair; Regent Paul Pond; and Regent James Thompson. The meeting was adjourned at 12:05 a.m. 15 Appendix 1 BOARD OF REGENTS OF STEPHEN F. AUSTIN STATE UNIVERSITY Nacogdoches, Texas RESOLUTION APPROVING FINANCIAL INSTITUTIONS AND BROKERS FOR INVESTMENT TRANSACTIONS WHEREAS, The Texas Public Funds Investment Act requires the University to submit a resolution approving a list of qualified investment brokers to the governing body of the institution for adoption and/or review; and WHEREAS, the following firms are approved investment brokers: Merrill Lynch, Inc. ING Neuberger Berman Fayez Sarofim & Co. Davis Advisors Lazard Asset Management Franklin Private Client Group, Inc. MLIM L.P. Relative Value NFJ Investment/PIMCO Allianz WHEREAS, the following firms are approved financial institutions: Citizens First Bank Commercial Bank of Texas First Bank and Trust East Texas Bancorp South Fredonia Regions Bank Stone Fort Texas Bank NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University Board of Regents, by the issuance of this Resolution, does hereby approve the above Jisted firms for investment transactions by Stephen F. Austin State University; and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the January 19, 2006 meeting of the Board. THE BOARD OF REGENTS, STEPHEN F. AUSTIN STATE UNIVERSITY Margarita de la Garza-Grahm, M.D., Secretary Appendix 2 BOARD OF REGENTS OF STEPHEN F. AUSTIN STATE UNIVERSITY Nacogdoches, Texas RESOLUTION TO ACKNOWLEDGE REVIEW OF INVESTMENT POLICY AND STRATEGY WHEREAS, The Texas Public Funds Investment Act requires that each University's investment policy and strategy must be annually reviewed by the governing board of the institution; and WHEREAS, the law also requires the governing body to adopt a written instrument stating that is has reviewed the investment policy and strategy; NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University Board of Regents, by the issuance of this Resolution, does hereby approve the investment policy and strategy as reviewed on January 19, 2006; and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the January 19, 2006 meeting of the Board. Attest: Fred Wulf, Chair fl Margarita de la Gar^a^rahfrt M.D&Secretary Appendix 3 HEAF Plant and R&R Analysis HEAF Plant and R&R Available for Board Reallocation January 3, 2006 Appendix 4 Policies for Board Review January 19,2006 Appendix 4 Appendix 4 Appendix 4 Academic Appeals by Students A-2 Original Implementation: August 31, 1981 Last Revision: January 15, 2002 January 19, 2006 Good communication between faculty and students will make disputes between them infrequent, but if disagreements occur, it is University policy to provide a mechanism whereby a student may formally appeal faculty decisions. When a student uses the appeals procedure, all parties should endeavor to resolve the dispute amicably at as early a stage as possible and in compliance with applicable laws, regulations and policies. The faculty member, after considering the outcome of the appeals process, shall retain complete academic freedom to make the final determination on the matter, and to assign semester grades. All materials under consideration at each step will be forwarded to the appropriate parties at the next procedural level. These steps are to be followed when making an academic complaint: 1. In the event of course-related complaints or disputes, the student must first appeal to his/her the instructor for a resolution te of the matter and must do so within 30 days after the first class day of the next long semester/session. Exceptions will be granted in which appeals may be considered after this time period given extenuating circumstances. Given extenuating circumstances, exceptions to this deadline may be granted. 2. If a complaint or dispute is not satisfactorily resolved, the student may appeal to the Chair/director of the academic department in which the complaint or dispute is centered. If a formal complaint is to be registered, it should be made in writing stating the specific issues. The faculty member will respond with a written statement to the department chair. 3. If the complaint or dispute is still unresolved after appeal to the Chair/director, the student or faculty member may appeal in writing to the dean Dean of the academic college in which the complaint or dispute is centered. The dean Dean will notify the faculty member or student of the appeal. 4. If a resolution of the matter is not reached, the dean student or the faculty member may refer the -appeal to the College Council of the college in which the complaint or dispute is centered. The College Council will evaluate the oral and written statements of the student and the faculty member. If the College Council does not have at least one student member, the President of the Student Government Association will be asked by the dean Dean to recommend no more than two student representatives from that college to serve for each case. The College Council will submit its recommendation to the dean Dean of the academic college. Appendix 4 5. If a resolution of the matter is not reached, the student or the faculty member may appeal in writing to the Provost/Vice President for Academic Affairs. The Dean's written recommendation in addition to all previous materials will be submitted to the Provost/Vice President for Academic Affairs. The College Council of the College in which the complaint or dispute is centered may serve as an advisory body to the Vice President who will make the final decision (regarding professional judgments) in the appeal process. The Vice President will evaluate all previous materials and any additional oral presentations from the student and faculty member. 6. After making a decision, the ProvostAlice President for Academic Affairs will inform the student and all persons involved in the appeal process of the final disposition recommendation of the matter within a reasonable period of time. STEPS FOR RESOLVING STUDENT-INITIATED ACADEMIC COMPLAINTS Student Instructor Department Chair/Director College Dean College Council and 1 or 2 students College Dean Provost/Vice President for Academic Affairs Appeals heard by the University Committee on Academic Integrity will not be processed under Policy A-2, Academic Appeals by Students. Source Of Authority: ProvostA/ice President for Academic Affairs Cross Reference: Faculty Handbook, Student Handbook and Activities Calendar Contact For Revision: Provost/Vice President for Academic Affairs Forms: None Appendix 4 Academic Integrity A-9.1 Original Implementation: Unpublished Last Revision: July 15,2003 January 19, 2006 Academic Integrity is a responsibility of all university faculty and students. Faculty members promote academic integrity in multiple ways including instruction on the components of academic honesty, as well as abiding by University policy on penalties for cheating and plagiarism. Education Faculty members are responsible for providing information about academic integrity and education for maintaining academic honesty during their regular coursework. Course syllabi provide information about penalties and the appeal process. Definition of Academic Dishonesty Academic dishonesty includes both cheating and plagiarism. Cheating includes but is not limited to (1) using or attempting to use unauthorized materials to aid in achieving a better grade on a component of a class; (2) the falsification or invention of any information, including citations, on an assigned exercise; and/or (3) helping or attempting to help another in an act of cheating or plagiarism. Plagiarism is presenting the words or ideas of another person as if they were your own. Examples of plagiarism are (1) submitting an assignment as if it were one's own work when, in fact, it is at least partly the work of another; (2) submitting a work that has been purchased or otherwise obtained from an Internet source or another source; and (3) incorporating the words or ideas of an author into one's paper without giving the author due credit. Procedure A faculty member who has evidence and/or suspects that academic dishonesty has occurred shall gather all pertinent information, approach the student or students involved, and initiate the following procedure. The faculty member shall review all evidence of cheating or plagiarism and discuss it directly with the student(s) involved. After hearing the student(s)' explanation or defense, the faculty member will determine whether or not academic dishonesty has occurred and will decide what penalty will be imposed. The faculty member will consult with his/her ehak Chair and deaft Dean in making these decisions. Penalties may include reprimand or no credit for the assignment or exam, or re-submission of the paper, or make-up exam, or failure of the course. (Penalties for academic dishonesty and information on the appeals process should be outlined in the course syllabi.) Appendix 4 After a determination of dishonesty, the faculty member shall notify the Office of the Dean of the student's major by submitting a Report of Academic Dishonesty form, along with supporting documentation as noted on the form. This report shall be made part of the student's record and shall remain on file with the Dean's office for at least four years. The Dean shall refer second or subsequent offenses to the University Committee on Academic Integrity established under this policy. The faculty member shall also inform the student of the appeals process available to all SFA students. (Academic Appeals by Students, Policy A-2) (Policy A 2). The Student File A student's file on academic dishonesty will not be available to faculty members. The purpose of the file is for the 4em Dean to track a pattern of multiple cases of academic dishonesty during a student's academic career at Stephen F. Austin State University. Students who are found to have cheated/plagiarized and have withdrawn prior to the award of a grade will continue to have the determination of the infraction within their student records. This finding will be considered by the University Committee on Academic Integrity should the student commit future offenses. Appeals A student who wishes to appeal decisions related to academic integrity follows procedures outlined in policy A-2. A student must appeal within 30 days of the beginning of the long semester following the incident. The student(s)' grade may be withheld by the instructor pending resolution through the above procedures. If the student wishes further appeal, he/she may apply to the Provost V.P. for Academic Affairs for a hearing by the University Committee on Academic Integrity. The University Committee on Academic Integrity This committee shall be formed by the academic vice president Provost and Vice President for Academic Affairs for the purpose of monitoring academic integrity among students. The committee shall be composed of a faculty representative elected from each college and one student representative appointed by the provost Provost and viee president Vice President for academic affairs Academic Affairs. The committee chair will be appointed by the Academic Vice President Provost. A faculty member who reports an offense may not serve on the committee considering that offense. The Committee is charged to adjudicate in the following situations: -k appeal by student 2r referral by academic dean on account of repeat offenses Appendix 4 ^7 direct referral by faculty member for potentially grievous infraction When a student is found guilty of two or more infractions, the case will be referred to the University Committee on Academic Integrity. In addition, faculty members may request that the Dean refer particularly serious cases (buying or selling papers, stealing an exam, significant plagiarism at the graduate level, etc.) directly to the University Committee on Academic Integrity. When the committee is convened for a hearing, the case will be reviewed, and the professor and student(s) will be interviewed. The committee may will make one of the following recommendations to the Academic V.P. who is responsible for the implementation of this policy. a. no action is taken— b. the faculty decision is upheld c. the student is found not guilty d. probation e. suspension from the university a. no action is taken b. probation c. suspension from the university A student must accept the decision of the committee; however, the committee may not interfere in the faculty member's selection of a penalty for a confirmed instance of academic dishonesty. If the committee rules that the student did not commit academic dishonesty, the faculty member may not impose a penalty of any kind. The faculty member retains the right to assign student course grades without interference from the committee. When a student who is found guilty of two or more infractions, the case will be referred to the University Committee on Academic Integrity. In addition, faculty members may request that the dean refer particularly serious cases (buying or selling papers, stealing an exam, significant plagiarism at the graduate level, etc.) directly to the University Committee on Academic Integrity. The committee may also function when a student has exhausted the normal appeals process and wishes to have an additional hearing. Source of Authority: Provost and Vice President for Academic Affairs and Vice President for University Affairs Appendix 4 Cross Reference: Faculty Handbook. Student Handbook, Academic Appeals by Students, Policy A-2. and Add/Drop, Policy A-5 Contact for Revision: Provost and Vice President for Academic Affairs Current Policy Committee Forms: Report of Academic Dishonesty Form.doc Appendix 4 Course Incidental Fees A-12.1 Original Implementation: April 30, 2001 Last Revision: October 27, 2005 January 19, 2006 Each course other than a laboratory class that is offered by the University will may charge a course incidental fee e£$6. The course incidental fee charged must reasonably reflect the actual cost to the University of the materials and services for which the fee is collected. These funds will be used to provide cover the cost of materials, supplies, and/or services which result in a direct educational benefit in the classroom, including such things as guest lecturers or travel expenses to off-campus locations. Laboratory classes charge a fee for the purpose of providing materials and supplies in the laboratory (See Policy A-24, Laboratory Fees): therefore, the course incidental fee will not be charged for a laboratory class. In those cases where the costs of classroom materials, supplies, expendable equipment, and guest lecturers or travel expenses to off campus locations as an integral part of the classroom learning experience exceed the $6 minimum, tho additional per capita cost of these goods and sendees and other educational opportunities may bo added to tho minimum foo. The course incidental fee charged must reasonably reflect the actual cost to the University of the materials and services for which the fee is collected. Course incidental fees in excess of $6 shall by may-be-recommended by the department chair/director must be -aad-approved by the Dean of the College and the Provost and Vice President for Academic Affairs. These fees shall bo . and published in the appropriate bulletin media, of the University. New and changed These fees will be reviewed and approved annually by the Board of Regents. All course incidental fees will be published in the appropriate media and will be are to be collected by the Controller's Office through student billings. T All course incidental fees collected are to be spent for materials, supplies and/or services which provide a direct benefit to the classroom environment. Source of Authority: Texas Education Code, Sec. 54.501 and 54.504, VTCA, Board of Regents, President, Provost and Vice President for Academic Affairs Cross Reverence: Nono Contact for Revision: Provost/Vice President for Academic Affairs Forms: Lab and Course Incidental Fee 10 Appendix 4 Laboratory Fees A-24 Original Implementation: June 29, 1981 Last Revision: July 25, 2002 January 19, 2006 Laboratory fees shall be assessed in an amount sufficient to cover in general the cost of laboratory materials and supplies used by a student. A department division or a-school may choose to average the costs over its total laboratory program and set an appropriate uniform fee. The basic fee is $10. For those classes where it can clearly be demonstrated that the value of expendable supplies is well beyond $10, a reasonable laboratory fee, not to exceed $30 may be charged. Laboratory fees will be recommended by the department Chair/Director and approved by the Dean of the College and the Provost and Vice President for Academic Affairs and published in the appropriate bulletin media, of the University. Fees will be reviewed annually in conjunction with the April meeting of the Board of Regents. Source Of Authority: Texas Education Code, Sec 54.501 and 54.504. VTCA, Board of Regents, President, Provost and Vice President for Academic Affairs Cross Reference: Faculty Handbook Contact For Revision: Provost/Vice President for Academic Affairs Forms: None 11 Appendix 4 Research Development Program A-XX (New Policy) Original Implementation: January 19, 2006 Research Development Program funds are intended to provide funding to promote increased research capacity at eligible general academic teaching institutions (Texas Education Code, Chapter 62). The Research Development Program at Stephen F. Austin State University provides support for building research capacity, collaborative research, and/or activities that will increase competitiveness in the acquisition of external funds for research. The Associate Vice President for Graduate Studies and Research (AVP) will evaluate research development grant proposals and award funding based upon criteria established by the AVP and approved by the University Research Council. For proposals that request $50,000 or more in Research Development Program funds, the AVP will make recommendations for funding to the Provost and Vice President for Academic Affairs. Any faculty member of the rank of instructor or higher, research associate, or any professional librarian is eligible to apply for a research development grant, subject to the following conditions: 1. A research development proposal must address the purpose of the Research Development Fund (i.e., to increase the research capacity of the University) and therefore proposals which would benefit or address only the research interests of a single individual will not be considered. 2. Except in extraordinary circumstances, an applicant is limited to one faculty research grant award, one minigrant award, or one Research Development grant in a single year. 3. Research development grant funds may not be used to supplant funds for research activities or equipment supported by other sources. However, research development funds may be used for matching or cost-sharing. Researchers who have access to research funds from other sources are encouraged to exhaust all alternative funding pathways before applying for a research development grant. 4. In the expenditure of research development grant funds, a recipient is subject to all local, state, and federal regulations. 5. Any research proposal that would involve the use of human subjects, laboratory animals, or hazardous materials must be accompanied by a memorandum of approval from the chair of the appropriate University committee. These committees are: Institutional Review Board for the Protection of Human Subjects, 12 Appendix 4 Institutional Animal Care and Use Committee, Environmental Safety and Health/Radiation Committee, Biosafety Committee, and Public Health Committee. 6. A research grant recipient must meet deadlines for deliverables as outlined in the approved proposal. Periodic reports are expected and are to be filed with the Office of Research and Sponsored Programs. The final report must include a 200- word abstract of the results of the award and a statement of the increased research capacity that has resulted from the award. 7. Any publication resulting from a research development grant shall acknowledge the source of funds as a Stephen F. Austin State University research development grant. Copies of the publication shall be filed with the Office of Research and Sponsored Programs and with the Steen Library. 8. Each recipient of a research development grant is subject to the provisions of, and shall be responsible for adherence to, the University policy on Intellectual Property (Policy D-20), which applies to "... intellectual property of all types (including any invention, discovery, trade secret, technology, scientific or technological development, computer software, conception, design, creation or other form of expression of an idea ) regardless of whether subject to protection under patent, trademark, or copyright laws or common law." In addition, each recipient is responsible for securing and disposing of all other legal claims, such as copyrights, to any publication or other original creation made or conceived in the course of research or other activity supported by a research development grant. For information on application procedures, program guidelines, submission deadlines, methods and criteria for evaluating research development proposals, contact the Office of Research and Sponsored Programs. Source of Authority: Texas Education Code, Ch. 62, Subchapter E; Provost and Vice President for Academic Affairs Cross Reference: University Policy D-20, Intellectual Property; University Policy A-62, Human Research Subjects Protection; Research Development Fund Proposal Guidelines Contact for Revision: Associate Vice President for Graduate Studies and Research Forms: Application cover page (link to) 13 Appendix 4 Budget Change and Additional Appropriation C-4 Original Implementation: Unpublished Last Revision: April 30, 2002 January 19, 2006 A "Budget Change and Additional Appropriation" form is used to transfer budgeted funds from one budget category to another within an account, from account to account, used to request funds to supplement existing budgets, and may be used to transfer funds between accounts. In addition, the form may be used to request a budget change. If a departmental income account's actual revenue exceeds its revenue estimate, a department may request a budget revision to increase its revenue estimate and expenditure budget. All budget changes in excess of $1,000 require approval of the Vice President for Business AffaivsFinance and Administration and the President, and budget changes in excess of $50,000 require approval of the Board of Regents. The "Budget Change and Additional Appropriation" form must be completed by the originator and approved at appropriate division levels. After division approval, the form will be sent to the budget office. The request will be reviewed, and if appropriate, approved and recorded. If additional information is needed, the originating department will be contacted. Account managers should verify that the transaction has been recorded in the accounting system. Source of Authority: Board of Regents, President, Vice President for Business AffairsFinance and Administration Cross Reference: None Contact for Revision: Director of Financial Services Forms: Budget Add/Change and additional Appropriation form (available om SFA FormsServer Budget Office https://apache, sfasu, edu/sfaforms/budget chg. shtml) 14 Appendix 4 Purchasing Ethics and Confidentiality C-33 Original Implementation: Unpublished Last Revision: October 20, 2005 January 19, 2006 Credibility and public confidence are vital throughout the purchasing and contracting process. If any involved party displays a lack of honesty, integrity or openness, the entire program is injured. Even the shadow of doubt can be as harmful as the conduct itself. Any SFA employee involved in any form of procurement or the procurement process may not: • participate in work on a contract by taking action as an employee through decision, approval, disapproval, recommendation, giving advice, investigation or similar action knowing that the employee, or member of their immediate family has an actual or potential financial interest in the contract, including prospective employment; • solicit or accept gifts or gratuities which might tend to influence purchasing decisions; • be employed by, or agree to work for, a vendor or potential vendor; • knowingly disclose confidential information for actual or anticipated personal gain, or for the actual or anticipated gain of another person. When an actual or potential violation of any of these standards is discovered, the person involved shall promptly file a written statement concerning the matter with an appropriate supervisor. The person may also request written instructions and disposition of the matter. Written disclosure must be signed by submitted to the President for any contract of $1 million or more in value. All such written disclosures will be retained in the Purchasing Office. Reference Ethics Policy E-56 for specific information regarding the disclosure. If an actual violation occurs or is not disclosed and remedied, the employee involved may be either reprimanded, suspended, or dismissed. The vendor or potential vendor may be barred from receiving future contracts and/or have an existing contract canceled. If not related to a particular transaction, University employees may accept from vendors and others: (1) unsolicited advertising or promotional material such as pens, pencils, scratch pads, and calendars; (2) occasional business lunches or food and refreshments of insignificant value; and (3) other items of nominal or minor value (i.e., a box of candy or fruitcake, etc.) that are merely tokens of appreciation. Refer to Ethics Policy E-56 for the statutory definition of a "benefit." Purchasing professionals have the right under law to have any ethics question reviewed and decided by the State Ethics Commission. If you wish to learn whether a specific 15 Appendix 4 action violates the ethics rules, please contact the State Ethics Commission, 1101 Camino La Costa, Austin, Texas 78752 or call them at 1-800-325-8506. Source of Authority: Vice President for Finance and Administration, Texas Government Code 2262.004 Cross Reference: Ethics Policy E-56 Contact for Revision: Director of Purchasing and Inventory Forms: None 16 Appendix 4 Request to Establish an Account C-34 Original Implementation: Unpublished Last Revision: October 23, 200Uanuary 19, 2006 Requests to establish a new account must be submitted on the "Request to Establish an Account" form. This form originates in the requesting department and is submitted through appropriate division channels for approval. The request is submitted to the Director of Financial Services after division approval. The Director of Financial Services may approve the request or obtain the approval of the Vice President for Business ABaksFinance and Administration, establish the account, or forward the request to the Controller to approve and establish the account. Requests for expenditure accounts must include a detailed budget. No account will be established until funding for the account is available. No funds will be obligated or expended until the account is established. The office that assigns the account number will notify the account manager when the account is ready for use. Source of Authority: Vice President for Business Affairs Finance and Administration Cross Reference: None Contact for Revision: Director of Financial Services Forms: Request to Establish an Account (available m-on SFA FormsServer University Printing Services, the Controllers Office and the Director of Financial Servicosa Office https://apache, sfasu. edu/sfaforms/frsacctjreq. html) 17 Appendix 4 Special Purchases C-36 Original Implementation: Unpublished Last Revision: July 15,2003 January 19, 2006 The following items require special consideration for proper processing: 1. Advertising copy Requires approval fey(radio spots, newspaper ads, billboards, etc.) should be submitted to the Director of Public Affairs for approval prior to release. See Policy D-39 University Publications. 2. Account Types Purchasing generally views the distinction between types of accounts as follows: lxxxxx (except for the 17xxxx series);- State Appropriated Fundst - Purchases Use of funds must relate directly to the educational purpose of the University. 17xxxx; HEAF and Instructional Capital (IC) - Use q/These funds must be used are allocated for the purchase of equipment only. Books and videos may also be purchased with HEAF and IC. Maintenance may be purchased only if purchased concurrently with equipment. 2xxxxx; Designated Funds other than Course Fee Accounts - The uUse of tfeese-funds is designated by the University and. Purchases must relate to the educational purpose of the University or be of benefit to the University department. 2xxxxx; Course Fee Accounts - Use of funds must be for the specific course to which it applies 3xxxxx; Auxiliary Funds - The u[/se of these-funds mustis be related to a University business type enterprise. 4xxxxx; Restricted Grant Funds — These Use of funds is restricted are limited to the purpose and/or restrictions of the grant. 5xxxxx; Gift Funds — These Use of funds is&& restricted to certain departments or specific purposes^-aad includmge use at the discretionary funds from which purchases are made at the discretion of the Account Manager/Department Head. 09xxxx; Agency Funds - Purchases cannot bo initiated on a requisitioning off unds is never processed through the requisition/purchase order process. See Policy C-01.2 Agency Accounts for detailed information about the use and disbursement of funds from these accounts. 18 Appendix 4 3. Aggregate Total $50,000 Or Greater. Requires Board of Regents approval unless otherwise exempted by Policy D-20.5 Items Requiring Board of Regents Approval or C-9 Contracting Authority. 4. Bus Charters. Requires standard contract from vendor plus Addendum to Charter Bus Contract. 5. Consultant Contracts. The rules are numerous and complicated. Review the Professional and Consultant Services Policy, C-45, carefully before making any commitment on behalf of the University. 6. Purchases from Employees. Any payments for SERVICES made to a current employee or an individual employed during the past 12 months is to be submitted on an additional compensation request form. Any purchase of GOODS from a current employee must be submitted through the requisition process and must comply withSee Policy C-27 Purchases from Employees. 5. Entertainers. See Professional Services. 7. Food Purchases. All purchases of food must be submitted on a Purchase Requisition and must be certified by the account manager in accordance with Policy C-13 Food Purchases. 7. Guest Speakers, Lecturers, Instructors, Artists, Musicians. See Professional Sendees 8. Insurance. Purchase of insurance is to be submitted on a Purchase Requisition and requires approval by the State Office of Risk Management. Specific insurance requirements should be brought to the attention of the Safety and Risk Management Officer. 9. Interagencv and InterLocal Contracts. See Policy C-18 Inter agency and Interlocal Contracts 9. Lease of Real Property. The rental or lease of real estate requires approval of the Vice President for Business Affairs. State funded rentals or leases require approval of the Facilities, Construction, and Space Management Division of the General Sendees Commission. Such issues as access to the handicapped, fire safety, and the availability of other space on a competitive basis will be considered. 10. Memberships, in professional organizations require approval by the appropriate vice president and/or the President. Memberships are to be submitted on a "Purchase Requisition". See Policy C-17 Memberships. 11. Moving Expenses, may be made by direct pay to the vendor or reimbursement to the University employee. See Policy C-21 Moving Expenses) 12. Printing. University Printing Services is to be utilized to the extent possible for printing and duplication. All official University publications require editorial approval prior to printing regardless of the source of printing services. See Policy D-39 University Publications. All printing requires competitive bids, regardless of the dollar amount, if using state funds. 19 Appendix 4 13. Professional Services. Review the Professional and Consultant Services Policy C-45 carefully before making a commitment on behalf of the University. 14. Proprietary Purchases. Purchase requisitions which aro submitted for items to be purchased for a single brand and/or from a single vendor shall include a Solo Product/Solo Source Justification Form, which is available from the Purchasing Department. See Policy C-26 Proprietary Purchases. 15. Radioactive or Radiation Producing Materials or Equipment. All "Purchase Requisitions" for radioactive or radiation producing materials or equipment must be identified by completing the on line purchase requisition with Requisition Type fDR. See Policy D-27 Radioactive or Radiation Producing Material or Equipment. 16. Real Property - Rental, Lease or Purchase. The rental, lease or purchase of real estate requires approval of the Vice President for Finance and Administration. 17. TIBH (Texas Industries for the Blind and Handicapped). Required source if using state funds. If TIBH is not used an exception report must be completed and submitted to the Director of Purchasing. 18. Used Equipment. The purchase of used equipment valued over $5000 requires additional documentationpaperwork be completed for the order filo. See Policy C> 29 Purchase of Used Equipment or Supplies. Source of Authority: Texas Government Code, Title 10, Subtitle D, Chapters 2151 through 2176, 2254 and General Appropriations Act; Board of Regents; Vice President for Finance and AdministrationBusiness Affairs; President Cross Reference: Agency Accounts, Policy CO 1.2; Food Purchases, Policy C-13; Memberships, Policy C-17; Moving Expenses, Policy C-21; Proprietary Purchases, Policy C-26; Purchases From Employees, Policy C-27; Purchase of Used Equipment or Supplies, Policy C-29; Professional and Consultant Services, Policy C-45; Radioactive or Radiation Producing Materials or Equipment, Policy D-27; University Publications, Policy D-39 Contact for Revision: Director of Purchasing and Inventory Forms: Purchase Requisition (See Policy C-30 Purchase Requisition); State of Texas Purchase Voucher (available in University Printing Services); Sole Product/Sole Source Form (available from Purchasing)^ddendum to Charter Bus Contract (available on General Counsel's website) 20 Appendix 4 Investments C-41 Original Implementation: April 30, 1996 Last Revision:April 30, 2004 January 19, 2006 Policy Statement Stephen F. Austin State University invests the public funds in its custody with primary emphasis on the preservation and safety of the principal amount of the investment. Secondarily, investments must be of sufficient liquidity to meet the day to day cash requirements of the University. Finally, the University invests to maximize yield within the two previously indicated standards. All investments within this policy conform to all applicable State statutes and local rules governing the investment of public funds. This policy is promulgated in accord with the Public Funds Investment Act (Government Code, Chapter 2256), related portions of the Texas Education Code, and the applicable portions of H. B. 2459, 74th Texas Legislature. This policy establishes rules for the investment of all University and agency funds except endowment funds. Endowment funds are invested in accordance with separate policy approved by the Board of Regents and are the responsibility of fund managers selected by the Board of Regents. Objectives The foremost objective of all investment decisions shall be safety of principal. All investments must be undertaken with the fiduciary responsibility associated with that of a reasonable and prudent person. Investments must be in accord with Texas law. Investment maturity must be diversified to match the University's liquidity requirements. Investments shall incur no unreasonable risk in order to maximize potential income. Investments shall remain sufficiently liquid to meet all reasonably anticipated operating requirements. Investments may be diversified in order to respond to changing economic and/or market conditions. No investments within the portfolio or investment practices conducted to effect investment activities shall violate the terms of this policy. Authorized Investments 21 Appendix 4 All University funds and funds held in trust for others may be invested only in the following securities: A) obligations of the United States of America, its agencies and instrumentalities; B) direct obligations of the State of Texas or its agencies and instrumentalities; C) collateralized mortgage obligations directly issued by a federal agency or instrumentality of the United States of America, the underlying security for which is guaranteed by an agency or instrumentality of the United States of America; D) other obligations, the principal of and interest on, which are unconditionally guaranteed or insured by, or backed by the full faith and credit of, the State of Texas or the United States of America or their agencies and instrumentalities; E) obligations of states, agencies, counties, cities, and other political subdivisions of any state rated as to investment quality by a nationally recognized investment rating firm of not less that A or its equivalent; F) certificates of deposit issued by a state or national bank or savings and loan association domiciled in Texas that is: 1) guaranteed or insured by the Federal Deposit Insurance Corporation; 2) fully collateralized by obligations described in Authorized Investments section A-E listed above, including mortgage backed securities directly issued by a federal agency or instrumentality that have a market value of not less than the principal amount of the certificates, but excluding those mortgage backed securities of the following nature: a) obligations whose payment represents the coupon payments on the outstanding principal balance of the underlying mortgaged-backed security collateral and pays no principal; b) obligations whose payment represents the principal stream of cash flow from the underlying mortgage-backed security collateral and bears no interest; c) collateralized mortgage obligations that have a stated final maturity date of greater than 10 years; and d) collateralized mortgage obligations the interest rate of which is determined by an index that adjusts opposite to the changes in a market index. G) fully collateralized repurchase agreements with a definite termination date, secured by obligations described by Authorized Investments section F, requiring the securities being purchased by the entity to be pledged to the entity, held in the entity's 22 Appendix 4 name, and deposited at the time the investment is made with the entity or with a third party selected and approved by the entity; and placed through a primary government securities dealer, as defined by the Federal Reserve, or a financial institution doing business in this state; H) bankers acceptances having a stated maturity of 270 days or fewer from the date of issuance, to be liquidated in full at maturity, eligible for collateral for borrowing from a Federal Reserve bank, and accepted by a bank organized and existing under the laws of the United States of America or any state, if the short-term obligations of the bank, or of a bank holding company of which the bank is the largest subsidiary, are rated not less than A-l or P-l or an equivalent rating by at least one nationally recognized credit rating agency; I) commercial paper that has a stated maturity of 270 days or fewer from the date of its issuance, and is rated not less than A-l or P-l or an equivalent rating by at least two nationally recognized credit rating agencies or one nationally recognized credit rating agency and is fully secured by an irrevocable letter of credit issued by a bank organized and existing under the laws of the United States of America or any state; J) no-load money market mutual funds regulated by the Securities and Exchange Commission, having a dollar-weighted average stated maturity of 90 days or fewer, and including in their investment objectives the maintenance of a stable net asset value of $ 1 for each share; K) guaranteed investment contracts conforming to Section 2256.015 of the Government Code; L) investment pools conforming to Section 2256.016 of the Government Code; M) cash management and fixed income funds sponsored by organizations exempt from federal income taxation under Section 501 (f), Internal Revenue Code of 1986 (26 U.S.C. Section 501(f)); N) Assets and/or funds reportable within the scope of the University's annual financial report may not be invested in or used to purchase securities, including obligations, of a private corporation or other private business entity that owns 10% or more of a corporation or business entity which records or produces any song, lyrics or other musical work that explicitly describes, glamorizes or advocates: (1) acts of criminal violence, including murder, assault, assault on police officers, sexual assault, and robbery; (2) necrophilia, bestiality, or pedophilia; (3) illegal use of controlled substance; 23 Appendix 4 (4) criminal street gang activity; (5) degradation or denigration of females; or (6) violence against a particular sex, race, ethnic group, sexual orientation, or religion. Insurance or Collateral All deposits and investments of University funds other than direct purchase of United States Treasury securities or United States Agency securities and in money market funds invested in U. S. Treasury or Agency securities shall be secured by a pledge of collateral with a market value equal to no less than 100% of the deposits or investments less any amount insured by the FDIC or FSLIC and pursuant to Article 2529d, the Public Funds Collateral Act. Evidence of the pledged collateral associated with bank demand accounts shall be maintained by the University Controller. Evidence of the pledged collateral associated with investments shall be maintained by the Director of Financial Services. Eligible repurchase agreements shall be documented by a specific agreement noting the collateral pledged in each agreement. Collateral shall be reviewed monthly by the Controller and Director of Financial Services to assure the market value of the securities pledged equals or exceeds the related bank and certificates of deposit balances. Pledged collateral shall be maintained for safekeeping by a third party depository. Collateral Defined The University shall accept only the following securities as collateral: A) FDIC and FSLIC insurance coverage; B) United States Treasury, Agency, or Instrumentality securities; C) Other obligations, the principal of and interest on which are unconditionally guaranteed or insured by the State of Texas or the United States of America; D) Obligations of states, agencies thereof, counties, cities, and other political subdivisions of any state having been rated as to investment quality by a nationally recognized investment rating firm and having received a rating of no less than A or its equivalent. Investment Strategy All investments will be made in accordance with the University's Investment Policy. Investments may be diversified as needed to provide investment suitability to the University's financial requirements. The preservation and safety of principal is the first priority, however, it is recognized that unrealized losses will occur in a rising interest rate 24 Appendix 4 environment Just as unrealized gains will occur during periods of falling interest rates. Investments will be of the type to provide sufficient liquidity and marketability for any operating requirements. The investment portfolio may be diversified with authorized securities to accommodate changing market conditions. However, United States Treasury securities are preferable because of their low risk and high liquidity. An investment decision shall consider yield only after the requirements for principal preservation, liquidity, and marketability have been met. Investments may be categorized and described as: A) Short Term - less than 90 days Funds needed to meet short term operating requirements normally will be invested in either the Texpool investment vehicle managed by the State Treasurer or overnight sweep accounts established with banking institutions. The benchmark is the average three month Treasury Bill yield. B) Intermediate Term - 90 days to one year United States Treasury and Agency securities, United States Agency Discount Notes are the primary investment vehicles. United States Treasury securities are preferable because of their low risk and the ease with which they are traded. The benchmark is 95 percent of the average one-year Treasury Bill yield. C) Long Term - over one year United States Treasury and Agency securities are the primary investment vehicles. Normally, investments are laddered so that most principal is returned over a five year period in increments sufficient to meet anticipated operating and capital needs. The 30 Year Treasury Bond rate is the benchmark for long term funds. D) Maturity The length of time for investments within this policy will vary according to fund type and will be dependent on funding requirements. As a general rule, funds will be invested for the time periods indicated: Current Unrestricted and 2 days to one year Restricted Funds Plant Funds 3 months to 3 years Delegation of Authority The Vice President for Business Affairs (VPBA) Finance and Administration (VPFA) of Stephen F. Austin State University is responsible for investment management decisions 25 Appendix 4 and activities. The VPBA VPFA delegates the day-to-day management of the investment activities to the Director of Financial Services. The VPBA VPFA shall be ultimately responsible for all transactions undertaken and shall establish a system of controls (Appendix A) to regulate the activities of officials and staff involved in investment transactions. The VPBA VPFA shall develop and maintain written administrative procedures and guidelines for the operation of the investment program which are consistent with and part of this Investment Policy (Appendix B). The VPBA VPFA shall be designated as the University's investment officer and is responsible for the duties outlined herein. The name and title of the investment officer shall be filed with the Board of Regents. Changes of name and/or title must be filed with the Board of Regents as they occur. The maximum stated maturity date of any security may not exceed ten years, and the weighted average duration of the portfolio shall not exceed five years without approval by the VPBA VPFA and ratification by the Board of Regents. No officer or designee may engage in an investment transaction except as provided under terms of this policy as approved by the Stephen F. Austin State University Board of Regents. Prudence The "prudent person" standard will be used in the investment function and shall be applied in the context of individual transactions as well as management of the overall portfolio. Accordingly, all investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion, and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the expected income to be derived. Internal Controls Stephen F. Austin State University has established a system of written internal controls designed to prevent loss of public funds due to fraud, employee error, misrepresentation by third parties, unanticipated market changes, or imprudent actions by employees of the University. These controls are shown in Appendix A of this Investment Policy. These controls are subject to the review of and recommendations from the University's Department of Audit Services' office. Investment Authority 26 Appendix 4 The VPBA VPFA shall invest only those funds regulated by this policy and shall purchase only those securities authorized by the Authorized Investments section of this policy. Authorized Financial Dealers and Institutions Investment transactions (bids and offers) will occur only between the University and Board authorized broker/dealers. A written copy of the investment policy shall be presented to any person offering to engage in an investment transaction with Stephen F. Austin State University. The qualified representative of the business organization offering to engage in an investment transaction with Stephen F. Austin State University shall execute a written instrument substantially to the effect that the business organization has (a) received and reviewed the investment policy of the University and (b) acknowledges that the business organization has implemented reasonable procedures and controls in an effort to preclude investment transactions conducted between the University and the organization that are not authorized by Stephen F. Austin State University's investment policy.7 Securities may not be bought from any organization whose representative has not provided the University with the acknowledgment required in the above paragraph. Disclosure Reqauirements for Outside Financial Advisors External financial advisors and service providers shall comply with Texas Government Code Chapter 2263, Ethics and Disclosure Requirements for Outside Financial Advisors and Service providers. Disclosure Requirements for Investment Officers Pursuant to Texas Government Code Sec. 2256.005, an investment officer of an entity who has a personal business relationship with a business organization offering to engage in an investment transaction with the entity shall file a statement disclosing that personal business interest. An investment officer who is related within the second degree by affinity or consanguinity, as determined under Chapter 573, to an individual seeking to sell an investment to the investment officer's entity shall file a statement disclosing that relationship. A statement required under this subsection must be filed with the Texas Ethics Commission and the governing body of the entity. For purposes of this subsection, an investment officer has a personal business relationship with a business organization if: 1) (ty—the investment officer owns 10 percent or more of the voting stock or shares of the business organization or owns $5,000 or more of the fair market value of the business organization; 2) (2)-funds received by the investment officer from the business organization exceed 10 percent of the investment officer's gross income for the previous year; or 27 Appendix 4 ~(3}-the investment officer has acquired from the business organization during the previous year investments with a book value of $2,500 or more for the personal account of the investment officer. Diversification Investments may be diversified to minimize the risk of loss resulting from unauthorized concentration of assets in a specific maturity, specific issuer, or specific class of securities. The diversification limits by security type and issuer shall be: Category Maximum U. S. Treasury securities and securities having principal and interest guaranteed by the U. S. Government 100% U. S. Government agencies, instrumentalities and government sponsored enterprises (excluding mortgage backed securities) 50% Collateral mortgage backed securities 25% Fully insured or collateralized certificates of deposit 100% Bankers' acceptances Commercial paper Repurchase agreements 25% 25% 100% Registered money market funds 80% Local Government Investment Pool 100% 28 Appendix 4 The VPBA VPFA and his or her designee may diversify investment maturity. To the extent possible, investment maturity will be matched with anticipated cash flow requirements. Matching maturity and cash flow requirements will minimize occasions for sale of securities prior to maturity, thereby reducing market risk. However, no provision of this policy shall be interpreted as prohibiting the sale of any security prior to maturity, provided that it is in the University's financial interest to aeffect the sale. The weighted average maturity of the entire portfolio shall be maintained at no more than 10 years and shall be reported quarterly to the Board of Regents. Pooled fund groups eligible for University investment shall have a maximum weighted average maturity of 10 years. Safekeeping and Collateralization All securities transactions, including collateral for repurchase agreements, but excluding mutual funds and investment pools, must be settled on a delivery versus payment basis. Collateral for certificates of deposit shall be held by a third party custodian in the name of the University. The third party custodian shall be required to issue a safekeeping receipt to the University listing the specific instrument, rate, maturity, safekeeping receipt number, and other pertinent information. Any collateral safekeeping receipt shall be clearly marked on its face that the security is "pledged to Stephen F. Austin State University". Collateralization shall be required on certificates of deposit and repurchase agreements. The collateralization level shall be no less than 100% of the market value of the principal and interest due on these instruments. Collateral for certificates of deposit and repurchase agreements shall consist of any of the securities authorized for investment within this policy. Performance Evaluation The VPBA VPFA shall submit quarterly reports to the Board of Regents through its Finance Committee and the President of the University in the format prescribed by the Public Funds Investment Act, within a reasonable time after the end of the quarter. The reports must: (A) describe in detail the investment position of the University on the date of the report; (B) be prepared by the investment officer(s) of the University; (C) be signed by the investment officer(s) of the University; 29 Appendix 4 (D) contain a summary statement prepared in compliance with generally accepted accounting principles of each pooled fund group that states the: (1) beginning market value for the reporting period; (2) additions and changes to the market value during the period; (3) ending market value for the period; and (4) fully accrued interest for the reporting period; (E) state the book value and market value of each separately invested asset at the beginning and end of the reporting period by the type of asset and fund type invested; (F) state the maturity date of each separately invested asset that has a maturity date; (G) state the account or fund or pooled group fund for which each individual investment was acquired; and (H) state the compliance of the investment portfolio of the University as it relates to the relevant provisions of the Public Funds Investment Act. Training Xhe VPBA VPFA and Director of Financial Services are required by Section 2256.007(a) of the Government Code to attend at least one session of investment training not later than March 1, 1996, and, as appropriate, periodically thereafter. Audits In order to comply with the audit requirements of the Texas Public Funds Investment Act, the University's Department of Audit Services shall conduct audits and reviews of the University's investment function and report the findings to the appropriate oversight authorities. Investment Policy Adoption and Certification Upon adoption by the Stephen F. Austin State University Board of Regents, the University's investment policy shall be reviewed annually to ensure current applicability and significant modifications thereto submitted to the Board of Regents for approval. 30 Appendix 4 Source of Authority: Board of Regents, Stephen F. Austin State University, Texas Government Code Cross Reference: Texas Government Code Chapters 2256 and Contact for Revision: Vice President for Business AffaimFinance and Administration Forms: None 31 Appendix 4 APPENDIX A INTERNAL CONTROLS The University has prepared an Investment Policy as of April 12, 1996. The policy was approved by the Board of Regents April 30, 1996. The Investment Policy will be reviewed and/or updated no less than annually. All pledged securities shall be held by a third party custodian in the name of the University. A safekeeping receipt will be issued to the University listing the specific instrument, rate-, maturity, safekeeping receipt number, and other relevant information. The signature of the President, YFBAVPFA, or Director of Financial Services is required for release of pledged securities from safekeeping unless the securities being released are replaced by securities with the same market value. Only changes in the level of collateralization require approval by the above. The Controller's Office will reconcile the appropriate investment accounts to broker's statements and other supporting documents monthly. All purchases of securities from and deposits of funds to or withdrawals of funds from Texpool require the signature of the-¥PBAFPF^4, and either the Director of Financial Services or the Controller. 32 Appendix 4 APPENDIX B ADMINISTRATIVE PROCEDURES The Bursar's Office will maintain a daily list of cash balances held in depository bank accounts. All investment transactions and related cash transfer requests, except for investment "rollovers" as defined, will be prepared by the Director of Financial Services and will require an appropriate second signature. "Rollovers" are investment transactions whereby an investment of certain type held by an entity matures and the proceeds are then used to purchase an investment of the same type within the same account within the same entity. The Controller's Office will record investments in compliance with GASB and State Comptroller's reporting requirements and reconcile the appropriate investment accounts to broker's statements and other supporting documents monthly. Quarterly investment reports are prepared by the Director of Financial Services and approved by the Vice President of Business Affairs Finance and Administration in accordance with the Performance Evaluation section of this investment policy. The market price of securities will be monitored quarterly using industry published data or appropriate financial publications. 33 Appendix 4 Investments - Endowment Funds C-41.A Original Implementation: Unpublished Last Revision: October 20, 2005January 19, 2006 GENERAL This Investment Policy Statement (IPS) applies to all Stephen F. Austin State University (the "University") endowment funds. These funds are given to the University by individuals and institutions to promote, encourage and advance education and to improve the degree and non-degree educational functions by establishing scholarships, fellowships, professorships, academic chairs and other academic endeavors at the University, as specified by donors. As provided in the Texas Education Code, each member of the Board of Regents (Board) has the legal responsibilities of a fiduciary in the management of funds under the control of the University. The Board recognizes its responsibility to insure that the assets of the endowment funds are managed for the exclusive benefit of the University in accordance with its donors' intentions, effectively and prudently, in full compliance with all applicable laws. Separate fund balance accounts are maintained for all funds. Funds may be restricted either by the donor or the Board. Restricted funds are available primarily for specific purposes considered beneficial to the University. The investment of the Endowment funds is governed by Section 51.0031 of the Texas Education Code. This section states that the University "... with regard to donations, gifts and trusts may establish endowment funds that operate as trusts and are managed under prudent person standards. As used in this section, "prudent person standard" is the standard of care described in Article VII, Section 1 lb. of the Texas constitution, and means that standard of judgment and care that persons of ordinary prudence, discretion, and intelligence exercise in the management of their affairs in regard to the investments of their funds, considering probable income as well as probable safety of their capital. In the management of the University endowment investments, consideration will be given to the need to balance a requirement for current income for present activities with a requirement for growth in principal to compensate for inflation. Consideration will be given to the need for safety of principal, liquidity, diversification, yield and quality. The overall objective of the IPS is to assure that the University's endowment funds are invested in a manner to achieve as high a level of return as can reasonably be expected to be achieved given the primary objective of safety and preservation of principal. The IPS clearly and concisely states the responsibilities of all parties involved with the endowment funds. The IPS will assist the Board, the Finance Committee ("Committee") 34 Appendix 4 and the University Administration in effectively communicating with and monitoring the investment manager(s) and the investment firm(s) that will be engaged from time to time to facilitate the management of the endowment assets of the University. It states the Boards' attitudes, guidelines and objectives in the investment of the endowment assets. RESPONSIBILITIES The University acknowledges that the ultimate responsibility for satisfactory investment results rests with the Board. The Board believes that this responsibility is best discharged by delegating certain authority to the University administration and by appointing one or more investment management organizations to assume certain responsibilities. The specific responsibilities of the Board in the investment process include and are limited to developing a sound and consistent investment policy, developing sound and consistent investment policy guidelines, establishing reasonable investment objectives, allocating the endowment assets between equity and fixed-income investments, and other investment mediums which it may deem appropriate and prudent, communicating clearly the major duties and responsibilities of those accountable for investing the endowment assets and achieving investment results, evaluating performance results, and abiding within all applicable laws, including conflict of interest provisions therein. The Vice President for Finance and Administration (Vice President) is designated as the investment officer for the University. As such, the Vice President or designee(s), is responsible for accounting for investments, monitoring and evaluating performance results, and ensuring that policy guidelines are being adhered to and investment objectives are being met. In addition, the Vice President or designee(s), is responsible for the purchase, sale, assignment, transfer and management of investments, for communicating with investment managers, brokers and dealers, for compiling performance results, and for determining the proper distribution of investment returns to the various accounts. The Vice President is also responsible for determining the appropriate distribution of income in accordance with the distribution policy in the distribution policy section. The Vice President or his designee will submit an annual investment perspective to the Board of Regents. INVESTMENT POLICY The Board believes that the endowment assets should be managed in a way that reflects the application of sound investment principles. The Board adheres to the traditional capital market theory that maintains that over the long term, the risk of owning equities should be rewarded with a somewhat greater return than available from fixed-income investments. This reward comes at the expense of higher volatility of returns and more exposure to market fluctuations than with fixed-income investments. Fixed-income investments provide a more predictable return and higher current income than do equities. Thus assets should be allocated between fixed- 35 Appendix 4 income investments and equities are such a manner as to provide for current income while providing for maintenance of principal in real terms. Avoiding large risks is essential. The University is willing to trade off some potential opportunities for gain from high-risk investments (with high loss potential) by assuming a moderate-risk posture in order to have a more stable positive return. This may result in sacrificing some potential opportunities for gain during rising markets in order to avoid large short term declines in market value during falling markets. Since the University is adverse to large downward fluctuations in the value of its investments resulting from volatile market value fluctuations, such year-to-year volatility should be minimized. INVESTMENT POLICY GUIDELINES For the purpose of this policy all securities which use long-term credit ratings must be rated the equivalent of "A" or better by a nationally recognized credit rating service. Securities using short-term credit ratings must be rated at least A-2, P-2, F-2 or the equivalent by a nationally recognized credit rating service. The following categories of securities are permissible investments: a) Direct obligation of the United States Government or its direct agencies. b) Direct obligations of federally-sponsored agencies in accordance with the above paragraph. c) United States dollar denominated bonds, debentures, or commercial paper and convertible securities issued by corporations in accordance with the above paragraph. d) Common stock and preferred stock issued by United States domiciled corporations and common stocks of foreign companies listed on the major U.S. or foreign security exchanges. e) Certificates of Deposit issued by federally insured state banks, federally insured savings and loan associations and saving banks or federally insured credit unions. Amounts over the insurance limit of the institutions must be secured by pledged securities. f) Bankers acceptances accepted by a bank organized and existing under laws of the United States or any state in accordance with the above paragraph. g) Money Market Mutual Funds. Funds must be registered with the Securities and Exchange Commission, have a maximum dollar weighted average maturity of no longer than 13 months, and be no-load funds. Funds 36 Appendix 4 must have assets consisting of securities described in the paragraphs above and seek to maintain a stable net asset value of $1.00 per share (or unit). h) Direct Security Repurchase Agreements. Direct Repos must be fully secured (collateralized) by securities authorized under the sections (a) through (f) above. Such collateral must be held by a third party. All agreements will be in compliance with Federal Reserve Bank guidelines. i) Shares of investment companies as defined by the Investment Company Act of 1940. These companies include both closed-end investment companies and open-end investment companies (mutual funds). Shares in these companies may be purchased if they own securities described in sections (a) through (h) above. j) Certain types of transactions and purchase of certain types of securities are specifically prohibited by this policy. Commodity trading including all futures contracts, purchasing of letter stock, short selling, option trading, and margin trading are specifically prohibited. Neither tax-exempt debt of state and local governments, private placements, nor guaranteed investment contracts may be purchased. No investments will be made in derivative products as defined by the Financial Accounting Standards Board in SFAS, No. 119. Collateral mortgage obligations that do not pass the FFIEC test may not be purchased. k) Assets and/or funds reportable within the scope of the University's annual financial report may not be invested in or used to purchase securities, including obligations, of a private corporation or other private business entity that owns 10% or more of a corporation or business entity which records or produces any song, lyrics or other musical work that explicitly describes, glamorizes or advocates: (1) acts of criminal violence, including murder, assault, assault on police officers, sexual assault, and robbery; (2) necrophilia, bestiality, or pedophilia; (3) illegal use of controlled substance; (4) criminal street gang activity; (5) degradation or denigration of females; or (6) violence against a particular sex, race, ethnic group, sexual orientation, or religion. 37 Appendix 4 1) Except for up to three cases, no more than five percent (5%) of the portfolio, including convertible securities, can be invested in any one company. This will be measured on a cost basis. No more than ten percent (10%) of the portfolio can be invested at any time in one company based on the market value of the stock and portfolio. This section is not applicable to investments in U.S. Government securities. m) No more than fifteen percent (15%) of the portfolio can be invested in any one industry, as defined by Standard and Poor's broad categories, based on the cost value of the portfolio. No more than thirty percent (30%) of the portfolio can be invested in any one industry based on the market value of the portfolio. The holdings do not have to be invested in industry groups that represent a cross-section of the economy. n) All of the equities purchased for the portfolio (based at market value) should have a minimum market capitalization of $250 million. The allowable range and target asset allocation for the endowment funds is: Target 60% 40% 0% For the fixed income portion of the portfolio the asset mix should be, maximum U.S. government bonds 100%, minimum government bonds 0%, maximum corporate bonds 50%, minimum corporate bonds 0%, maximum cash 100%, minimum cash 0%. Gifts of individual securities will be liquidated or transferred to an equity fund manager currently employed by the University under the Use of Investment Firms section. The liquidation or transfer will take place as soon as possible. If liquidated, the proceeds will be invested in accordance with the allowable range and target asset allocation set forth in this policy. Exceptions to this policy are securities described by sections (a), (b) and (c) above. Such securities may be held so long as the asset allocation ranges are maintained. The policy in this section can be overridden by a written directive from a donor. 38 Appendix 4 USE OF INVESTMENT FIRMS The Vice President or designee, is responsible for selecting of brokers and dealers for the execution of security transactions and for the safe keeping of securities. Sales, purchases and exchanges will be transacted through well-capitalized, nationally-recognized investment firms which are major participants in the equity and fixed-income markets. Firms should be selected to provide the maximum benefit to the University. The Vice President may choose to use a request for proposals to select the firm or firms with which the University deals. Selection of outside investment managers will follow these guidelines: a) The Vice President or designee, within statutory and other regulatory authority, may place selected funds of the University with investment managers outside the University for investment purposes. The investment of such funds will be subject to the provisions of this investment policy statement. The Vice President is authorized to negotiate with outside investment managers for the benefit of the University. b) Outside investment manager(s) will receive a copy of the IPS and a Letter of Instructions outlining investment instructions and asset allocation parameters expressed in writing by the Vice President. The Letter of Instructions will state return objectives that are reasonable and achievable within the guidelines provided herein. These return objectives should be achieved over a reasonable time frame, thus it is not necessary for the outside manager(s) to exceed the return expectations each quarter. In addition, each outside investment manager must execute a written statement to the effect that the registered principal of the organization has received and thoroughly reviewed the investment policy of the University, The statement must also acknowledge that the organization has implemented reasonable procedures and controls in an effort to preclude imprudent investment activities. c) Consistent with this investment policy statement and their Letter of Instruction, the outside investment manager(s) will be responsible for making decisions on a discretionary basis. This includes buy, hold, sell and timing decisions. The outside manager(s) must make responsible decisions in the selections of specific securities and the general timing of purchases and sales necessary to achieve a satisfactory overall return for the assets. d) Outside manager(s) will invest only into the security class(es) for which they were retained to manage. The manager(s) have discretion to place funds into cash, however, their performance will be measured against an index which measures their security class without deducting the cash position. 39 Appendix 4 Investment managers employed by the University to invest in equities may be evaluated using the following guidelines: a) The average portfolio Beta should be between 1.10 and 0.90. That is to say that the volatility of the fund should not differ from the volatility of the S&P 500 by more than ten percent. The Beta calculation should include any cash position in the portfolio. b) The R-Squared may be as high as 100% over a time frame of one year or longer if all investment objectives are met. R-Squared is a statistical evaluation to measure similarity in behavior of the portfolio to the market. c) The annualized Alpha should be greater than the managers fee essentially showing that value is being added for the risk taken. Alpha measures the excess return for the amount of risk taken. d) Portfolio turnover will be monitored. If the performance results of the portfolio meet the objectives stated herein, the rate of turnover in the portfolio will not be an evaluative factor. However, a portfolio turnover higher than the average of similar fund managers is considered a negative. Files will be maintained on investment firms with which the University deals. The files will contain information that supports the financial stability of the firms. These files will be updated annually. A list of approved brokers and firms will be maintained and changes will be approved by the Board of Regents. DISTRIBUTION POLICY The spending policy should balance the long-term objective of maintaining the purchasing power to the endowment funds with the goal of providing a reasonable, predictable, stable, and sustainable level of income to support current needs. The Vice President may review the nature of the various endowments to determine the need for income for current spending and the ability to tolerate variability in current income. The asset allocation between fixed-income securities and equities may reflect diversification needs of the endowments. PERFORMANCE EVALUATION The Vice President will submit quarterly reports to the Board on the performance of the investment portfolio. The reports will disclose the book value and market value of the portfolio at the beginning and ending of the reporting period by the type of asset and fund type invested. The reports will disclose the realized and unrealized gains/losses on the portfolio for the reporting period. Additions and changes in the market value of the portfolio during the period will be reported. The reports will show the pooled fund value as well as individual assets by fund type. The reports will state the maturity date of each 40 Appendix 4 asset that has a maturity date. The total return on the portfolio, on each asset class and for each manager will be reported. The performance of the total portfolio, each asset class and each manager will be compared to appropriate benchmarks and included in the quarterly reports to the Board. The report will contain sufficient information for the Board to determine if actions should be taken to correct any deficiencies that may exist. CONFLICTS OF INTEREST Members of the Board are frequently persons of wide-ranging business interests. Therefore, a prudent, independent investment decision process may result in investments in firms or organizations with which a member of the Board is affiliated. Affiliation shall be interpreted within this section to mean an employee, officer, director, or owner of five percent or more of the voting stock of a firm or organization. The investment staff or an unaffiliated investment manager may invest in such securities. However, the following restrictions shall apply: a) a member of the Board shall not direct nor participate in the decision to purchase or sell securities of a firm with which such member is affiliated; and b) investments will not be purchased from or sold to a member of the Board. DISCLOSURE REQUIREMENTS Disclosure Reqauirements for Outside Financial Advisors External financial advisors and service providers shall comply with Texas Government Code Chapter 2263, Ethics and Disclosure Requirements for Outside Financial Advisors and Service providers. Disclosure Requirements for Investment Officers Pursuant to Texas Government Code Sec. 2256.005, an investment officer of an entity who has a personal business relationship with a business organization offering to engage in an investment transaction with the entity shall file a statement disclosing that personal business interest. An investment officer who is related within the second degree by affinity or consanguinity, as determined under Chapter 573, to an individual seeking to sell an investment to the investment officer's entity shall file a statement disclosing that relationship. A statement required under this subsection must be filed with the Texas Ethics Commission and the governing body of the entity. For purposes of this subsection, an investment officer has a personal business relationship with a business organization if: 41 Appendix 4 (1) the investment officer owns 10 percent or more of the voting stock or shares of the business organization or owns $5,000 or more of the fair market value of the business organization; (2) funds received by the investment officer from the business organization exceed 10 percent of the investment officer's gross income for the previous year; or (3) the investment officer has acquired from the business organization during the previous year investments with a book value of $2,500 or more for the personal account of the investment officer. AUDITS The Department of Audit Services of the University shall include endowment assets as a component of its annual audit risk assessment. If the department determines that the endowment assets meet its risk assessment criteria, Audit Services may perform an annual audit of the endowment assets to ensure compliance with the endowment investment policy. Source of Authority: Board of Regents Cross Reference: Texas Education Code, Section 51.0031 Contact for Revision: Vice President for Finance and Administration Forms: None 42 Appendix 4 Procurement Card C-44 Original Implementation: July 26, 1999 Last Revision: October 11, 2001 January 19, 2006 University employees other than the Director of Purchasing and Purchasing Department Buyers may ©orders^e* supplies and small items in amounts not exceeding $2000-may be purchased using a University Procurement Card (ProCard). The Director of Purchasing and Purchasing Department Buyers may purchase on behalf of the University any item of any amount using a Procurement Card if they have determined by payment by ProCard represents the best value to the University and so long as all procurement policies and rules have been followed. The terms and conditions of the MasterCard Procurement Card contract were specified and awarded by the General ServicosTexas Building and Procurement Commission for the State of Texas. In addition to internal policies and procedures, Stephen F. Austin will comply with the terms and conditions of the state contract. Responsibilities ProCards will be issued in the name of the employee with the State of Texas emblem and the wording 'Official Use Only1 clearly indicated on the card. The ProCard is to be used for official University business purposes only and may not be used for ANY personal transactions. The employee is responsible and accountable for the security and documentation associated with the use of the SFA Procurement Card. Documentation shall include maintaining a Transaction Log or providing Transaction Detail information for each transaction through the Oracle System and keeping documentation of all transactions including returns, credits and disputed charges as required in the ProCard Procurement Guide. The Account Manager or his/her designee is responsible for: 1) designating departmental cardholders; 2) determining spending limits; 3) establishing yearly encumbrance amounts for each account against which credit card charges will be made; and 4) approving monthly reconciliations of ProCard cardholder statements and supporting documentation to ensure purchases are within SFA's policies and procedures and departmental budgets. Account Managers should be sure that all employees issued a card understand the departmental budget constraints under which they are to use the card. The Purchasing Department is responsible for maintaining complete and accurate information regarding ProCard users and associated credit limits, for establishing and updating restricted Merchant Category Codes, and for determining compliance with University policies and procedures through periodic audits. 43 Appendix 4 Card Use By Another Employee The only person authorized to use the ProCard is the cardholder whose name appears on the card. The cardholder may not allow someone else to use their card unless the cardholder and account manager have completed a ProCard Use form and it is on file with the Program Coordinator in the Purchasing Office. Training and Issuing Cards All account managers will be required to attend training and sign the Cardholder Application/Approval Form before any cards will be issued to employees within the department. All employees will be required to attend training and sign a Cardholder Agreement before being issued a card. Making A Purchase with the ProCard Refer to the Procurement Card Program Guide for detailed information related to making a purchase with the ProCard. The Director of Purchasing and Purchasing Department Buyers are not subject to the Procurement Card Program Guide, but rather to University policies and procedures relating to procurement. Transaction Detailh&g, Monthly Statement, Reconciliation and Approval The Transaction Log or Transaction Detail entries are required and provide an audit trail for expenditures made with the ProCard. Each individual purchase must be recorded in the log or detailed in the Oracle ProCard System. See the Procurement Card Program Guide for detailed instructions on completing the Transaction Log or Transaction Detail entries. The Transaction Log must be maintained electronically in MS Excel. If the cardholder does not have access to Excel, contact the Program Coordinator to discuss alternatives. Transaction Detail entries are completed on-line through the Oracle system accessed through MySFA. Upon receipt of the monthly statement from the credit card vendor, the cardholder shall reconcile the statement with the Transaction Log or Transaction Detail Summary and forward the reconciled statement, Transaction Log or Transaction Detail Summary and all supporting documentation to the Account Manager or his/her designee/or review and signature. After reconciliation the Transaction Log Excel file MUST BE E MAILED to the Accounts Payable Supervisor. Those individuals utilizing the Oracle System are not required to submit anything to Accounts Payable. The Account Manager is responsible to verify that all purchases are appropriate expenditures and should take necessary disciplinary action with employees making inappropriate expenditures. The documentation identified in the ProCard Program Guide must be kept for three (3) years plus the current fiscal year to comply with the University's Records Retention 44 Appendix 4 Schedule. These are the official University records. The records for procurement card purchases will be required for periodic audits by the Purchasing Office or when SFASU is audited by the General ServicesTexas Building and Procurement Commission, the State Auditor or Internal Audit Services. Card Termination Be sure arrangements are made for detail entry information and monthly reconciliation when people will be out of the office; i.e. vacation, sick leave, jury duty, etc. 1. NON-USE - If it is found that a cardholder has not used the procurement card for four consecutive months, this card may be terminated at the discretion of the Program Coordinator. Any cards so deactivated may be reactivated within 8 months upon submission of an Application/Approval Form and a Cardholder Agreement form. Beyond 8 months, the individual will be required to attend training again before the card will be reactivated. 2. TERMINATION OF UNIVERSITY EMPLOYMENT - When a cardholder terminates employment with the University, the department has specific obligation to reclaim the ProCard and return it to the Program Coordinator prior to the employee termination date. Failure to do so may result in the department being responsible for payment of any fraudulent charges and revocation of all department card privileges. Verification of card return will be part of an employee's exit interview with Human Resources?ersonne\. Fraudulent charges will be reported to the University Police Department and the terminated employee will be expected to reimburse the University. 3. TRANSFER TO A DIFFERENT UNIVERSITY DEPARTMENT - When a cardholder changes employment from one University department to another, the department has specific obligation to reclaim the ProCard and return it to the Program Coordinator prior to the effective date of change. Failure to do so may result in revocation of all department card privileges. 4. INSUFFICIENT BUDGET - Payments will not be delayed due to insufficient department budgets. In making adjustments to the purchase ordevencumbrance amounts during the year, if an over-ride has to be made (in order to make payment) resulting in an account having a negative balance which is not approved by the Budget Office, all cards utilizing the account in question will be deactivated immediately. The cards will be reactivated after budget problems are resolved. Repeated budget problems may result in all cards for the account in question being deactivated at the Program Coordinator's discretion for a 4-month waiting period. 5. FAILURE TO PASS AUDIT - The Program Coordinator will audit transactions on a periodic basis. Cards will be deactivated immediately for any cardholder who fails to produce the required documentation. The cardholder will be subject to a minimum 4- month waiting period and will be required to attend training again at a cost to the department of $25 before the card will be reactivated. Repeated failures to produce the 45 Appendix 4 required documentation may result in the card being permanently terminated at the Program Coordinator's discretion. If the documentation is incomplete according to the Program Guide, the Program Coordinator will provide one on one instruction to the cardholder. Repeated errors will result in the card being deactivated at the Program Coordinator's discretion. The cardholder will be required to attend training again at a cost to the department of $25 before the card will be reactivated. 6. FAILURE TO MAINTAIN THE ELECTRONIC LOG AND SUBMIT TO ACCOUNTS PAYABLE MONTHLY Failure to omnil thn Ing tn thn Anmnntn Poyohin Supervisor, when required, will result in the card being deactivated at tfao Program Coordinator's discretion. The cardholder will be required to attend training again at a cost to the department of $25 before the card will bo reactivated. Repeated failures to submit the electronic log to Accounts Payable may result in the card being permanently deactivated at the Program Coordinator's discretion, 16. CARD USE BY ANOTHER EMPLOYEE - Allowing someone else to use your card without having completed a ProCard Use form may result in the card being deactivated at the Program Coordinator's discretion. The cardholder may be required to attend training again at a cost to the department of $25 before the card will be reactivated. &7. VIOLATION OF PURCHASING PROCEDURES - If the cardholder, other than the Director of Purchasing or Purchasing Department Buyers, violates any ProCard Purchasing Procedures outlined in this Program Guide, the Program Coordinator may provide one on one instruction or the card will be deactivated immediately at the Program Coordinator's discretion. If the card is deactivated, the cardholder will be subject to a minimum 4-month waiting period and will be required to attend training again at a cost to the department of $25 before the card will be reactivated. Repeated violations may result in the card being permanently terminated at the Program Coordinator's discretion. If the violation appears fraudulent or abusive, the cardholder may be subject to personal liability and/or disciplinary action, which may include termination of employment or possible criminal penalties. 98. FAILURE TO PROMPTLY REPORT A LOST OR STOLEN CARD - If a cardholder fails to make a report of a lost or stolen card immediately upon discovery, the cardholder may be required to reimburse the University for any fraudulent charges made on the card until it has been cancelled, including a $50 deductible for fraudulent charges up to $15,000. The University's FRS account will pay the charges and the employee will be required to reimburse the University. The cardholder will be subject to a minimum 4- month waiting period and will be required to attend training again at a cost to the department of $25 before a new card will be issued. Upon the loss of a second card, no additional cards will be issued to the cardholder. . ACCOUNT MANAGER AUTHORITY - The Account Manager or supervising Dean, Vice President, or President has the authority to request that the Program Administrator terminate an employee's card at any time for any reason. Any cards so deactivated may be re-issued with appropriate approvals within 12 months upon 46 Appendix 4 submission of an Application/Approval Form and a Cardholder Agreement form. Beyond 12 months, the employee will be required to attend training again before a card will be re issued. Source of Authority: Texas Government Code, Title 10, Subtitle D, Chapters 2151 through 2176; President; Vice President for Finance and AdministrationBusiness Affairs Cross Reference: None Contact for Revision: Director of Purchasing and Inventory Forms: Cardholder Application/Approval Form, Cardholder Procurement Card Agreement, Transaction Log, ProCard Use Form, Tax Exempt Letter, Statement of Disputed Item Form, ProCard Problem Resolution Form (all available from the Purchasing Department) 47 Appendix 4 Access to University Records D-l Original Implementation: 1975 Last Revision: October 23, 2003 January 19, 2006 Access to documents or records in the custody or control of Stephen F. Austin State University is determined by the provisions of state law. In general, the records of the University are open to public inspection during normal business hours, upon written request. However, various exceptions to the public's right to examine University documents exist under law. These include, but are not limited to, information in personnel files, the disclosure of which would clearly be an unwarranted invasion of privacy; documents relating to litigation or settlement negotiations; information relating to the possible purchase of real property; student records; interagency or intragency memoranda or letters not available by law except in the context of litigation; and rare books or original manuscripts held for the purpose of research. Written requests for tho inspection of records or documents, except for lists of employees, should bo immediately referred to the Office of the General Counsel. Requests for lists of employees, with addresses, should be submitted to the Director of Personnel Services. The Office of the General Counsel has been designated by the Board of Regents as the Public Information Coordinator responsible for processing public information requests. Requests for public information by outside entities and vendors are to be immediately referred to the Office of the General Counsel The requests must be in writing and may be submitted by mail fax, email or in person. The requestor must include enough description and detail about the information requested to enable the governmental body to accurately identify and locate the information requested. The requestor must also cooperate with the governmental body's reasonable efforts to clarify the type or amount of information requested. The University may charge for copies of public information in accordance with the fee schedule created by the Texas Building and Procurement Commission. Requests by student organizations that are for organizational use only should be submitted to the Office of Student Affairs. Requests for Alumni information should be submitted to the Alumni Association. This policy does not prevent either students or employees from examining University records applying to themselves. Source of Authority: Public Information Act, Texas Government Code, Chapter 552; President Cross Reference: None Contact for Revision: General Counsel Forms: None 48 Appendix 4 Asbestos Removal D-5 Original Implementation: July 12, 1988 Last Revision: April 30, 2002 January 19, 2006 Stephen F. Austin State University provides for the training of certain University personnel, the establishment of an inspection and abatement program, and maintenance procedures relating to asbestos in University buildings and facilities. The University's objective is that all personnel who may work in an area with asbestos or materials which contain asbestos be informed of the history of asbestos, its past and present use, health affects, and remedial action necessary to meet current regulations and to maintain a safe work environment. I. Purpose A. Identification and immediate removal of any asbestos-containing material that is in a friable state by accredited, competent, trained personnel B. Strict enforcement of OSHA, EPA, NIOSH, NESAPHS, and the Texas State Health Department regulations and guidelines to ascertain as well as possible that no one is exposed to an asbestos hazard C. Continuance of an on-going program to maintain asbestos-containing material in a safe condition and remove and/or encapsulate this material as funds are available. II. Asbestos Program Manager A. The Asbestos Program Manager (APM) must be licensed by the Texas State Health Department as an Asbestos Inspector, Management Planner, and must satisfactorily complete the appropriate examination administered by the Environmental Protection Agency. The APM will stay abreast of all pertinent regulations regarding asbestos. B. The APM will establish a training program to be completed by all University employees who might reasonably be expected to come into contact with asbestos material during the performance of their University employment. C. The APM will establish guidelines for supervisors who will provide periodic reminders to employees (following completion of the initial training program) of the employees' duty to inform their supervi
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Rating | |
Title | Minutes of the Board of Regents of Stephen F. Austin State University. 2006, Volume No. 221 |
Subject |
Meetings Universities & colleges Stephen F. Austin State University |
Description | January 19, 2006, Volume No. 221 |
Date | 2006-01-19 |
Contributors | Mr. Richard Boyer Dr. Margarita de la Garza-Grahm Ms. Valerie Ertz Mr. Joe Max Green Mr. Kenneth James Mr. Paul Pond Mr. James Thompson Mr. Melvin White Mr. Fred Wulf Dr.Tito Guerrero Dr. Mary Cullinan Dr. Jerry Holbert Dr. Baker Pattillo Dr. Marlin Young Ms. Yvette Clark |
Repository Link | East Texas Research Center; |
Associated Dates | 2000-2009 |
Type | Publication |
Format | |
Rights | This item may be protected under Title 17 of the U.S. Copyright Law. It is available for non-commercial research and education. For permission to publish or reproduce, please contact the East Texas Research Center at asketrc@sfasu.edu |
Transcript | Stephen F. Austin State University Minutes of the Board of Regents Nacogdoches, Texas January 19, 2006 Volume 221 Board Minutes for January 19,2006 (Volume 221) Recognitions 1 06-13 Approval of October 19, October 20, November 12, December 9, and December 14, 2005 Minutes 2 Correction of July 14, 2005 Minutes 2 06-14 Approval of Personnel Items A. Faculty Appointments for 2005-2006 2 B. Staff Appointments for 2005-2006 3 C. Changes of Status for 2005-2006 5 D. Retirements 7 E. Voluntary Modification of Employment 7 06-15 Approval of Academic and Student Affairs Items A. Faculty Workload Report for Fall 2005 8 B. Last Class Day Reports for Summer and Fall 2005 8 C. Name Change for Office of International Studies and Programs 8 D. Department of Accounting Name Change 8 E. Naming Of Department of Accounting 8 06-16 Rescisson of Faculty Workload Reports and Last Class Day Reports 10 06-17 Approval of Financial Affairs Items A. Approval for Purchase Over $50,000 (Student Affairs-Jack Camp)... 10 B. Food Service Expenditure 10 C. Strength and Cardio Fitness Equipment Replacement 10 D. Resolution to Review Qualified Investment Brokers and Financial Institutions 10 E. Resolution to Acknowledge Review of Investment Policy and Strategy 11 F. Microsoft Site License 11 G. Lease of Xerox Docucolor 250 and Xerox 4100 for Printing Services 11 H. Reallocation of HEAF 11 I. Daktronics Contract (Scoreboard/Marquee Athletic Sponsorship) 12 06-18 Approval of Building and Grounds Items A. Approval of Pineywoods Native Plant Center Trail 12 B. Real Estate Purchases 12 C. Sewer Easement (Item Tabled) 12 D. Contracting with Environmental Consultant 13 E. Contracting with Construction Manager at Risk for Baseball/Softball Complex 13 06-19 University Policies and Procedures Policy Revisions ....13 VIII. Reports 13 A. Faculty Senate B. Student Government Association C. Audit Services Report D. Signage Report from Student Design Class E. Vice President for University Advancement F. President Appendix 1 - Resolution to Review Qualified Investment Brokers and Financial Institutions Appendix 2 - Resolution to Acknowledge Review of Investment Policy and Strategy Appendix 3 - HEAF Available for Board Reallocation Appendix 4 - Policy Revisions A-2 Academic Appeals by Students 4 A-9.1 Academic Integrity 6 A-12.1 Course Incidental Fees 10 A-24 Laboratory Fees 11 A-XX Research Development Program 12 C-4 Budget Change and Additional Appropriation 14 C-33 Purchasing Ethics and Confidentiality 15 C-34 Request to Establish An Account 17 C-36 Special Purchases 18 C-41 Investments 21 C-41.A Investments-Endowment Funds 34 C-44 Procurement Card 43 D-l Access to University Records 48 D-5 Asbestos Removal 49 D-7 Authority to Act in the Absence of the President 52 D-8.1 Computer and Network Security 53 D-9 Disposition of Abandoned Personal Property 56 D-ll Emergency Management Plan 58 D-12 Faculty/Staff Traffic Appeals 67 D-19 Illicit Drugs and Alcohol Abuse 71 D-19.1 Inclement Weather and Other Emergencies 79 D-28 Records Management 80 D-43 Computing Software Copyright 83 E-ll Discipline and Discharge 85 E-15 Employee Conduct 92 E-3 3 Nepotism 94 E-44 Security Sensitive Positions 96 E-47 Sick Leave 97 E-63 USA Patriot Act 100 E-64 Employee Training 101 E-66 At Will Employment 104 F-10 Emergencies 106 F-36 Administrative Systems Software Changes 108 F-37 Computer System Access 109 F-38 Restart and Recovery 115 F-40 Acceptable Use of Information Resources 120 06-20 Approval of Personnel Items (Football Coaches 2006-2007) 14 06-21 Appointment of Nominating Committee 15 Approved 4/13/06 Stephen F. Austin State University Minutes of the Regular Meeting of the Board of Regents Nacogdoches, Texas January 19,2006 9:00 a.m. Austin Building 307 The Meeting of the Board of Regents was called to order at 9:02 a.m., Thursday, January 19, 2006, by Chair Fred Wulf. PRESENT: Board Members: Mr. Richard Boyer Dr. Margarita de la Garza-Grahm Ms. Valerie Ertz Mr. Joe Max Green Mr. Kenneth James Mr. Paul Pond Mr. James Thompson Mr. Melvin White Mr. Fred Wulf President: Dr.Tito Guerrero Vice-Presidents: Dr. Mary Cullinan Dr. Jerry Holbert Dr. Baker Pattillo Dr. Marlin Young General Counsel: Ms. Yvette Clark Other SFA administrators, staff, and visitors also were present in Room 307. Chair Wulf presented a Board of Regents Lumberjack Axe to Monique Cossich for her contributions in student recruitment. Vice President Baker Pattillo introduced the following championship teams: Southland Conference Women's Soccer Champions; Jamie Frias, Coach Southland Conference Women's Volleyball Champions; Debbie Humphreys, Coach Southland Conference Men's Cross Country Champions; Louis Snelling and Phil Olsen, Coaches ESPN College Smash-Mouth Bass Champions; Dr. Ray Worsham, Coach Ms. Sally Ann Swearingen, Associate Professor of Human Sciences, introduced her design students who made a presentation on their Signage and Wayfinding Plan. Approved 4/13/06 APPROVAL OF MINUTES 06-13 Upon motion by Regent Pond, seconded by Regent Ertz, with all members voting aye, it was ordered that: 1. The minutes of the October 20, 2005 meeting be corrected to add the following note to the Financial Affairs item in Board Order 06-05: Research Development Fund (Clarification) The original board item incorrectly noted that the Research Development Fund involved an additional appropriation beyond that which was originally appropriated by the Legislature and augmented the budget to add $271,591 to the University's total budget. These funds were included in the original Legislative appropriation and the University's budget should not have been increased. These funds will still be expended as noted, but are not an addition to the budget. 2. The minutes of the October 19, October 20, November 12, December 9, and December 14, 2005, meetings be approved and that the correction to the July 14, 2005, minutes be approved as follows: The minutes of the July 14, 2005, board meeting are corrected to add the following Financial Affairs item to Board Order 05-48: Automobile Insurance Approval was given to secure Auto Insurance through the SORM program for Fiscal Year 2006. The President was authorized to sign all contracts. PERSONNEL 06-14 Upon motion by Regent Thompson, seconded by Regent Green, with all members voting aye, it was ordered that the following personnel items be approved: A. FACULTY APPOINTMENTS FOR 2005 - 2006 1. Applied Arts and Sciences a) Karren Price, Assistant Professor of Criminal Justice, J.D. (Mississippi College School of Law), at a salary of $45,000 for 100 percent time for nine months, effective January 12, 2006. b) Georgen Guerrero, Instructor of Criminal Justice, M.A. (Texas State University), at a salary of $19,500 for 100 percent time for one semester, effective January 12, 2006, contingent upon completion of Ph.D. by May 31, Approved 4/13/06 2006. Upon completion of doctorate the position will be that of Assistant Professor at a salary of $45,000 for nine months. 2. Business a) Todd Brown, Assistant Professor of Economics and Finance, Ph.D. (University of Nebraska), at a salary of $87,500 for 100 percent time for nine months, effective August 22, 2006. 3. Education a) Erica Dillard, Instructor of Elementary Education, M.Ed. (Stephen F. Austin State University), at a salary of $41,000 for 100 percent time for nine months, effective January 12, 2006, contingent upon completion of doctorate by January 2012. b) Jannah Nerren, Instructor of Elementary Education, M.Ed. (Stephen F. Austin State University) at a salary of $41,000 for 100 percent time for nine months, effective January 12, 2006, contingent upon completion of doctorate by Fall 2011. c) Claudia Whitlev, Instructor of Elementary Education, M.Ed. (Stephen F. Austin State University), at a salary of $41,000 for 100 percent time for nine months, effective January 12, 2006, contingent upon completion of doctorate by Fall 2011. 4. Forestry and Agriculture a) Matthew McBroom, Assistant Professor of Forestry Hydrology, Ph.D. (Stephen F. Austin State University), at a salary of $46,000 for 100 percent time for nine months, effective December 1, 2005. 5. Sciences and Mathematics a) Laura Logan, Clinical Instructor of Nursing, B.A. (Lamar University), at a salary of $43,000 for 100 percent time for nine months, effective January 12, 2006, contingent upon completion of M.A. by August 2006 and with a waiver from the Board of Nurse Examiners for the State of Texas. B. STAFF APPOINTMENTS FOR 2005 - 2006 1. Auxiliary Services a) Edward H. Burr, Manager of Computer Support at a salary of $41,000 for 100 percent time for 12 months, effective November 2, 2005. Approved 4/13/06 2. Education a) H. Ray Brown Jr., Director of State Leadership Consortium of the College of Education at a salary of $72,000 for 100 percent time for 12 months, effective September 13, 2005. This position is contingent upon grant funding. b) Barbara Davis, Director of Gear Up Project of Secondary Education at a salary of $72,000 for 100 percent time for 12 months, effective October 1, 2005. This position is contingent upon grant funding. 3. Forestry and Agriculture a) Stacy L. Ownbv, Medicinal Plant Research Associate at a salary of $28,000 for 100 percent time for 12 months, effective September 22, 2005. This position is contingent upon grant funding. b) Ping Wang, Medicinal Plant Research Associate at a salary of $28,000 for 100 percent time for 12 months, effective October 28, 2005. This position is contingent upon grant funding. c) Wei Yuan, Medicinal Plant Research Associate at a salary of $28,000 for 100 percent time for 12 months, effective October 3, 2005. This position is contingent upon grant funding. d) Wanli Zhang, Medicinal Plant Research Associate at a salary of $30,000 for 100 percent time for 12 months, effective October 3, 2005. This position is contingent upon grant funding. 4. Health Services a) Flamen David Ball Jr., M.D., Physician at a salary of $84,000 for 100 percent time for 10.5 months, effective January 17, 2006. 5. Human Resources a) Kristen Herring, Human Resource Representative at a salary of $38,600 for 100 percent time for 12 months, effective November 28, 2005. 6. Information Technology Services a) Novel G. Schmidt, Programmer/Analyst I at a salary of $27,810 for 100 percent time for 12 months, effective December 5, 2005. Approved 4/13/06 7. Sciences and Mathematics a) Irina Teplova, Biotechnology Research Associate at a salary of $35,000 for 100 percent time for 12 months, effective December 1, 2005. 8. University Advancement a) Kristen E. King, Telephone Outreach Program Supervisor at a salary of $28,706 for 100 percent time for 12 months, effective December 1, 2005. C. CHANGES OF STATUS FOR 2005 - 2006 1. Admissions a) Andrea R. Graves, from Admissions Counselor at a salary of $18,000 for 100 percent time for 9 months to Admissions Counselor at a salary of $24,000 for 100 percent time for 12 months, effective November 2, 2005. b) Stephanie L. Porter, from Accounting Clerk III at a salary of $24,801 for 100 percent time for 12 months to Admissions Counselor at a salary of $24,000 for 100 percent time for 12 months, effective October 3, 2005. 2. Applied Arts and Sciences a) Jennifer M. Crenshaw, from Assistant Outreach Coordinator at a salary of $30,024.54 for 100 percent time to Outreach Coordinator at a salary of $35,880 for 100 percent time for 12 months, effective November 1, 2005. 3. Auxiliary Services a) Shelly Lackey, from Assistant to the Director of Auxiliary Services at a salary of $53,162 for 100 percent time for 12 months to Interim Director of Student Center at a salary of $53,162 and an additional $500 per month while Interim Director, effective January 1, 2006. 4. Education a) Edward F. WitteL from Manager Computer Support Auxiliary Services at a salary of $41,748.96 for 100 percent time to Technology and Data Management Coordinator at a salary of $45,000 for 100 percent time for 12 months, effective October 1, 2005. Approved 4/13/06 5. Forestry and Agriculture a) James H, Bills, from Research Associate Systems Administrator at a salary of $42,000 for 100 percent time to Research Associate Forestry Systems Administrator at a salary of $43,260 for 100 percent time for 12 months, effective September 1, 2005. This position is contingent upon grant funding. b) Paul R. Blackwell. from Information Scientist at a salary of $75,261.65 for 100 percent time to Assistant Director Operations CRGSCS at a salary of $80,000 for 100 percent time for 12 months, effective December 1, 2005. This position is contingent upon grant funding. c) Terry A. Corbett from Research Technician at a salary of $32,445 for 100 percent time to Research Technician Measurement/Biometrics at a salary of $33,418.35 for 100 percent time for 12 months, effective September 1, 2005. This position is contingent upon grant funding. d) Jason B. Grogan, from Research Associate Forest Measurement at a salary of $36,249.82 for 100 percent time to Geospatial Data Acquisition Specialist II at a salary of $45,000 for 100 percent time for 12 months, effective November 14, 2005. This position is contingent upon grant funding. e) Ching-Hsun Huang, from Research Scientist at a salary of $68,250 for 100 percent time to Research Scientist at a salary of $70,297.50 for 100 percent time for 12 months, effective September 1, 2005. This position is contingent upon grant funding. f) Benjamin H. Koerth, from Research Associate at a salary of $43,328.28 for 100 percent time to Research Associate at a salary of $44,628 for 100 percent time for 12 months, effective October 1, 2005. This position is contingent upon grant funding. g) James C. KrolL from Professor/Director at a salary of $97,356 for 100 percent time to Professor/Director of Columbia Regional Geospatial Service Center at a salary of $114,999.96 for 100 percent time for 12 months, effective September 1, 2005, for the duration of this grant. 6. Information Technology Services a) Richard M. Barnhart from Programmer/Analyst III at a salary of $41,219 for 100 percent time to Manager ITS SIS for 100 percent time at a salary of $51,000 for 12 months, effective October 1, 2005. b) Tracey P. Foster, from Programmer/Analyst I at a salary of $27,810 for 100 percent time to Programmer/Analyst III at a salary of $37,500 for 100 percent time for 12 months, effective November 1, 2005. 6 Approved 4/13/06 7. Social Work a) Becky L. Price-Mayo, from Lecturer/Interim Director at a salary of $47, 377 for 100 percent time to Lecturer/Interim Director at a salary of $51,847 for 100 percent time for 12 months, effective September 1, 2005. 8. Sciences and Mathematics a) Jennifer A. Edwards, from Research Specialist at a salary of $32,919 for 100 percent time to Research Specialist Lab Management at a salary of $34,670 for 100 percent time for 12 months, effective September 1, 2005. 9. University Advancement a) April L. Smith, from Telemarketing Program Supervisor at a salary of $28,707 for 100 percent time to Assistant Director of Development Giving for $32,702 for 100 percent time for 12 months, effective October 5, 2005. E. RETIREMENTS 1. Auxiliary Services a) Jack Nelson, Director of Auxiliary Services, effective December 31, 2005. 2. Education a) Paulette D. Wright, Lecturer/Director Accessibility and Accountability, effective December 31, 2005. 3. Liberal Arts a) William D. Whitescarver, Assistant Professor of English and Philosophy, effective December 31, 2005. 4. Physical Plant a) Sherry Moore, Assistant Director of Physical Plant, effective January 31, 2006. F. VOLUNTARY MODIFICATION OF EMPLOYMENT 1. Human Sciences a) Rachel Underwood, at a salary of $26,484, effective August 28, 2006. Approved 4/13/06 2. Psychology a) Heinz Gaylord, at a salary of $34,089, effective August 28, 2006 ACADEMIC AND STUDENT AFFAIRS 06-15 Upon motion by Regent Green, seconded by Regent Boyer, with all members voting aye, it was ordered that the following academic and student affairs items be approved: A. FACULTY WORKLOAD REPORT FOR FALL 2005 The faculty workload report for Fall 2005 was approved. B. LAST CLASS DAY REPORTS FOR SUMMER AND FALL 2005 The last Class Day Reports for Summer sessions and Fall 2005 were approved as presented. C. NAME CHANGE FOR OFFICE OF INTERNATIONAL STUDIES AND PROGRAMS The name of the Office of International Studies and Programs was changed to the Office of International Programs. D. DEPARTMENT OF ACCOUNTING NAME CHANGE Approval was given to change the name of the Department of Accounting to the School of Accountancy. E. NAMING OF DEPARTMENT OF ACCOUNTING The Board of Regents adopted the following resolution: RESOLUTION Adopted on January 19, 2006 by the Board of Regents of Stephen F. Austin State University WHEREAS, Gerald W. Schlief has served Stephen F. Austin State University with distinction and honor as an outstanding student, varsity athlete, ROTC cadet and fraternity officer; and WHEREAS, he continues to faithfully serve Stephen F. Austin State University as a dedicated and loyal alumnus; and WHEREAS, he has distinguished himself as an innovative leader in the independent oil and gas industry in Houston and internationally; and WHEREAS, he has contributed and continues to contribute generously to the programs of Stephen F. Austin State University and especially the Department of Accounting; and WHEREAS, in his loyal dedication to Stephen F. Austin State University, generous spirit of service and standards of excellence, he has set a distinguished example for others; NOW THEREFORE, BE IT RESOLVED, that for his record of effective and devoted service to Stephen F. Austin State University, the Board of Regents expresses its admiration, gratitude and high regard by naming the Department of Accounting at Stephen F. Austin State University the Gerald W. Schlief Department of Accounting Margarita de la Garza-Grahm, Secretary Approved 4/13/06 06-16 Upon motion of Regent James, seconded by Regent de la Garza-Grahm, with all members voting aye, it was ordered that the approval of Academic and Student Affairs Items A (Faculty Workload Report for Fall 2005) & B (Last Class Day Reports for Summer and Fall 2005) be rescinded and that these items be tabled. These items will be placed on the agenda for the next board meeting. FINANCIAL AFFAIRS 06-17 Upon motion of Regent Ertz, seconded by Regent Pond, with all members voting aye, it was ordered that the following financial affairs items be approved: A. APPROVAL FOR PURCHASE OVER $50,000 (STUDENT AFFAIRS - JACK CAMP) The Board of Regents authorized the President to approve contracts between the University and Camp Olympia in excess of $50,000 necessary for the production of the 2006 sessions of Jack Camp. B. FOOD SERVICE EXPENDITURE The Food Service expenditure budget was increased by $325,000.00 to cover increased food service costs. This increase will be covered by over realized meal plan revenue from the Fall 2005 semester. C. STRENGTH AND CARDIO FITNESS EQUIPMENT REPLACEMENT Approval was given to proceed with the purchase and installation of new strength and cardio fitness equipment for the Norton HPE Complex weight room at a total cost not to exceed $110,000. The source of funding will be the student Recreational Sports fee. D. RESOLUTION TO REVIEW QUALIFIED INVESTMENT BROKERS AND FINANCIAL INSTITUTIONS The Resolution Approving Financial Institutions and Brokers for Investment Transactions was approved as presented in Appendix 1. The following brokers/investment managers were approved: Merrill Lynch, Inc., ING, Neuberger Berman, Fayez Sarofim & Co., Davis Advisors, Lazard Asset Management, Franklin Private Client Group, Inc., MLIM L.P. Relative Value and NFJ Investment/PIMCO Allianz. The following financial institutions were approved: Citizens First Bank, Commercial Bank of Texas, First Bank and Trust East Texas, Bancorp South Fredonia, Regions Bank Stone Fort, and Texas Bank. 10 Approved 4/13/06 E. RESOLUTION TO ACKNOWLEDGE REVIEW OF INVESTMENT POLICY AND STRATEGY The Resolution to Acknowledge Review of the Investment Policy and Strategy was ratified as presented in Appendix 2. F. MICROSOFT SITE LICENSE Approval was given to proceed with the Microsoft site license renewal, but rather than only for Office and OS components, for Microsoft Desktop Package which includes Office Pro, Windows OS and CORE CAL at a cost not to exceed $62,514.00 in FY06. Source of funds will be HEAF and Library O&M. The President was authorized to sign the contract. G. LEASE OF XEROX DOCUCOLOR 250 AND XEROX 4110 FOR PRINTING SERVICES Approval was given for Printing Services to terminate the two existing copier lease agreements with Xerox for a Docucolor 12 and Xerox 5995 and replace them with two new copier lease agreements for a Docucolor 250 and Xerox 4110 at a cost not to exceed $236,559 over the five year term of the leases. The new leases are currently on the TCPN contract list. The President was authorized to sign the necessary documents. H. REALLOCATION OF HEAF Approval was given to reallocate $899,000.00 of HEAF for the following: Ferguson Building Renovations $ 150,000.00 Utility Energy-Saving Upgrades $ 100,000.00 Poultry House $200,000.00 Austin Building Offices $50,000.00 Police Communication System $ 160,000.00 Campus Signage (Way-Finding) $100,000.00 Theatre Scene Shop $60,000.00 UPD Roof Repair $30,000.00 Science Technology $24,000.00 (Support for Biology and Chemistry Equipment) Welcome Center Upgrade $25,000.00 Total $899,000.00 This reallocation is from previously funded projects specified in Appendix 3 and totaling $1,815,540.97. 11 Approved 4/13/06 I. DAKTRONICS CONTRACT (SCOREBOARD/MARQUEE ATHLETIC SPONSORSHIP) Approval was given to enter into an agreement with Daktronics to manufacture, install, finance and obtain sponsorships for new scoreboards and marquees at Homer Bryce Stadium, the William R. Johnson Coliseum and the soccer field, and the President was authorized to sign the contract. The University will later purchase the baseball/softball complex scoreboards. Cost of the current order placed with Daktronics shall not exceed the sponsorship revenues contracted to finance the project. BUILDING AND GROUNDS 06-18 Regent Green recused himself from the discussion and vote for the selection of the Construction Manager at Risk for the Baseball/Softball Complex. Upon motion by Regent Thompson, seconded by Regent Ertz, with eight members voting aye, Regent Green abstaining, it was ordered that the following Building and Grounds items be approved: A. APPROVAL OF PINEYWOODS NATIVE PLANT CENTER The Board of Regents authorized the SFA Pineywoods Native Plant Center Recreational Trail Project and allowed construction to proceed at a cost not to exceed $120,877. Source of funds: Texas Parks and Wildlife grant and Temple College of Forestry and Agriculture matching funds. B. REAL ESTATE PURCHASES The University was authorized to purchase Lot 2 of the J. F. Feazell Subdivision otherwise known as 214 Feazell Street and Lot 9-H of the City Block 45 otherwise known as 305 East Starr Avenue as authorized by Chapter 101, Sections 95.31 and 95.33 of the Texas Education Code, if required, subject to approval by the Texas Higher Education Coordinating Board. The price is $130,000 for the Feazell property and $105,000 for the Starr property, subject to seller removing houses as part of the consideration. Mr. John Rulfs, Director of the Physical Plant, was authorized to sign necessary documents. The source of funds will be Designated Fund Balance. C. SEWER EASEMENT This item was tabled and will be considered at a future Board Meeting. 12 Approved 4/13/06 D. CONTRACTING WITH ENVIRONMENTAL CONSULTANT Approval was given for Hydrex Environmental, Inc. to be employed as an environmental consultant for a period of five years at a cost not to exceed $150,000. Costs will be allocated to specific projects as needed. E. CONTRACTING WITH CONSTRUCTION MANAGER AT RISK FOR BASEBALL/SOFTBALL COMPLEX J.E. Kingham Construction Company was selected as the Construction Manager at Risk for the Baseball/Softball Complex. (See Building and Grounds Committee minutes of January 18, 2006, for basis of selection.) UNIVERSITY POLICIES AND PROCEDURES 06-19 Upon motion by Regent Ertz, seconded by Regent Green, with all members voting aye, it was ordered that the Board of Regents adopt the policy revisions as presented in Appendix 4. REPORTS A. FACULTY SENATE Chair Brian Oswald presented a report from the Faculty Senate. The Faculty is working with the Provost in developing an improved Faculty Handbook. The Faculty has expressed concern over the lack of funding for faculty searches. The Faculty has heard presentations from administrators from various areas of the university during this past semester, and the effort has improved communication and understanding. The Faculty Senate is conducting an opinion survey of the faculty concerning whether SFA should be part of a university system. Results will be reported in April at the board meeting. B. STUDENT GOVERNMENT ASSOCIATION President Amber Lara reported that the Student Regent should be appointed on February 1. The Chamber Connection, a forum between local businesses and students, will be held on February 22. SGA Day was a big success; another one is planned for the spring semester. Vice President Brittany Scott reported that the SGA scholarship of $1000 over two semesters will be awarded soon. Pizza with the President is a popular event and will be held again this semester. Reaction from students to the new Lumberjack Lodge has been very positive. C. AUDIT SERVICES REPORT Gina Oglesbee reported results of a wireless security review and a public funds investment act review. An NCAA audit has been conducted and results are available. 13 Approved 4/13/06 The Ethicspoint fraud reporting mechanism is due to be implemented in February. Trainings for employees are being held during the next two months. D. VICE PRESIDENT FOR UNIVERSITY ADVANCEMENT Dr. Jerry Holbert presented a development report for the first quarter of FY06. E. PRESIDENT Dr. Tito Guerrero reported on the following topics: • Presentation to the Texas Lyceum on the Challenges of Higher Education in a Geographically Diverse State—Texarkana, Texas (January 21, 2006) • Coordinating Board Meeting (January 26, 2006) • Dinner Hosted by Nelson and Gertrude Rusche in Honor of the Schlief Family (January 27, 2006) • Ballet Hispanico in Turner Auditorium (January 31, 2006) • Nacogdoches/Lufkin/SFA Day in Austin (February 8, 2006) • Harlem Globetrotters in Johnson Coliseum (February 8, 2006) • Symphonic Band in Cole Auditorium (February 9, 2006) • NCAA Peer Review Campus Site Visit (February 22 and 23, 2006) . Big Switch (February 28, 2006) • Swinging Axes in Cole Auditorium (February 28, 2006) • Salzburg Chamber Soloists in Turner Auditorium (March 6, 2006) • Women's Choir and Choral Union in Cole Auditorium (March 7, 2006) • Speaking Engagement with the Nacogdoches County Medical Society (March 8, 2006) • A Capella Choir in Cole Auditorium (March 8, 2006) • Spring Break (March 13-17, 2006) • Showcase Saturday (March 25, 2006) Chair Fred Wulf announced an executive session of the board at 10:40 a.m. to discuss the personnel items, football coaches and president. The board returned to open session at 11:55 a.m. 06-20 Upon motion by Regent Ertz, seconded by Regent de la Garza-Grahm, with all members voting aye, it was ordered that the following Personnel items be approved: Athletics a) Robert McFarland, Head Football Coach, at a salary of $113,300 for 100 percent time for twelve months, effective February 1, 2006. b) James C. Harper, Assistant Football Coach, at a salary of $63,860 for 100 percent time for 10.5 months, effective February 1, 2006. 14 Approved 4/13/06 c) Matthew Graves. Assistant Football Coach, at a salary of $53,560 for 100 percent time for 10.5 months, effective February 1, 2006. d) Jay Rodgers. Assistant Football Coach, at a salary of $54,000 for 100 percent time for 10.5 months, effective February 1, 2006. e) Gerald Broussard. Assistant Football Coach, at a salary of $61,800 for 100 percent time for 10.5 months, effective February 1, 2006. f) Arlington Nunn. Assistant Football Coach, at a salary of $58,200 for 100 percent time for 10.5 months, effective February 1, 2006. g) Darren Drago, Assistant Football Coach, at a salary of $53,000 for 100 percent time for 10.5 months, effective, January 11, 2006. REPORT UPDATE FROM VICE PRESIDENT FOR ADVANCEMENT Jerry Holbert was asked to add to his advancement report in the area of marketing. Specifically, the board wanted to know what publicity was received for the Ribbon Cutting Ceremonies the previous day. Jerry indicated that both the newspaper and television had covered these events and offered to show the television news report during the lunch hour. 06-21 Chair Wulf appointed the following regents as members of the nominating committee: Regent Margarita de la Garza-Grahm, Chair; Regent Paul Pond; and Regent James Thompson. The meeting was adjourned at 12:05 a.m. 15 Appendix 1 BOARD OF REGENTS OF STEPHEN F. AUSTIN STATE UNIVERSITY Nacogdoches, Texas RESOLUTION APPROVING FINANCIAL INSTITUTIONS AND BROKERS FOR INVESTMENT TRANSACTIONS WHEREAS, The Texas Public Funds Investment Act requires the University to submit a resolution approving a list of qualified investment brokers to the governing body of the institution for adoption and/or review; and WHEREAS, the following firms are approved investment brokers: Merrill Lynch, Inc. ING Neuberger Berman Fayez Sarofim & Co. Davis Advisors Lazard Asset Management Franklin Private Client Group, Inc. MLIM L.P. Relative Value NFJ Investment/PIMCO Allianz WHEREAS, the following firms are approved financial institutions: Citizens First Bank Commercial Bank of Texas First Bank and Trust East Texas Bancorp South Fredonia Regions Bank Stone Fort Texas Bank NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University Board of Regents, by the issuance of this Resolution, does hereby approve the above Jisted firms for investment transactions by Stephen F. Austin State University; and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the January 19, 2006 meeting of the Board. THE BOARD OF REGENTS, STEPHEN F. AUSTIN STATE UNIVERSITY Margarita de la Garza-Grahm, M.D., Secretary Appendix 2 BOARD OF REGENTS OF STEPHEN F. AUSTIN STATE UNIVERSITY Nacogdoches, Texas RESOLUTION TO ACKNOWLEDGE REVIEW OF INVESTMENT POLICY AND STRATEGY WHEREAS, The Texas Public Funds Investment Act requires that each University's investment policy and strategy must be annually reviewed by the governing board of the institution; and WHEREAS, the law also requires the governing body to adopt a written instrument stating that is has reviewed the investment policy and strategy; NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University Board of Regents, by the issuance of this Resolution, does hereby approve the investment policy and strategy as reviewed on January 19, 2006; and BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the January 19, 2006 meeting of the Board. Attest: Fred Wulf, Chair fl Margarita de la Gar^a^rahfrt M.D&Secretary Appendix 3 HEAF Plant and R&R Analysis HEAF Plant and R&R Available for Board Reallocation January 3, 2006 Appendix 4 Policies for Board Review January 19,2006 Appendix 4 Appendix 4 Appendix 4 Academic Appeals by Students A-2 Original Implementation: August 31, 1981 Last Revision: January 15, 2002 January 19, 2006 Good communication between faculty and students will make disputes between them infrequent, but if disagreements occur, it is University policy to provide a mechanism whereby a student may formally appeal faculty decisions. When a student uses the appeals procedure, all parties should endeavor to resolve the dispute amicably at as early a stage as possible and in compliance with applicable laws, regulations and policies. The faculty member, after considering the outcome of the appeals process, shall retain complete academic freedom to make the final determination on the matter, and to assign semester grades. All materials under consideration at each step will be forwarded to the appropriate parties at the next procedural level. These steps are to be followed when making an academic complaint: 1. In the event of course-related complaints or disputes, the student must first appeal to his/her the instructor for a resolution te of the matter and must do so within 30 days after the first class day of the next long semester/session. Exceptions will be granted in which appeals may be considered after this time period given extenuating circumstances. Given extenuating circumstances, exceptions to this deadline may be granted. 2. If a complaint or dispute is not satisfactorily resolved, the student may appeal to the Chair/director of the academic department in which the complaint or dispute is centered. If a formal complaint is to be registered, it should be made in writing stating the specific issues. The faculty member will respond with a written statement to the department chair. 3. If the complaint or dispute is still unresolved after appeal to the Chair/director, the student or faculty member may appeal in writing to the dean Dean of the academic college in which the complaint or dispute is centered. The dean Dean will notify the faculty member or student of the appeal. 4. If a resolution of the matter is not reached, the dean student or the faculty member may refer the -appeal to the College Council of the college in which the complaint or dispute is centered. The College Council will evaluate the oral and written statements of the student and the faculty member. If the College Council does not have at least one student member, the President of the Student Government Association will be asked by the dean Dean to recommend no more than two student representatives from that college to serve for each case. The College Council will submit its recommendation to the dean Dean of the academic college. Appendix 4 5. If a resolution of the matter is not reached, the student or the faculty member may appeal in writing to the Provost/Vice President for Academic Affairs. The Dean's written recommendation in addition to all previous materials will be submitted to the Provost/Vice President for Academic Affairs. The College Council of the College in which the complaint or dispute is centered may serve as an advisory body to the Vice President who will make the final decision (regarding professional judgments) in the appeal process. The Vice President will evaluate all previous materials and any additional oral presentations from the student and faculty member. 6. After making a decision, the ProvostAlice President for Academic Affairs will inform the student and all persons involved in the appeal process of the final disposition recommendation of the matter within a reasonable period of time. STEPS FOR RESOLVING STUDENT-INITIATED ACADEMIC COMPLAINTS Student Instructor Department Chair/Director College Dean College Council and 1 or 2 students College Dean Provost/Vice President for Academic Affairs Appeals heard by the University Committee on Academic Integrity will not be processed under Policy A-2, Academic Appeals by Students. Source Of Authority: ProvostA/ice President for Academic Affairs Cross Reference: Faculty Handbook, Student Handbook and Activities Calendar Contact For Revision: Provost/Vice President for Academic Affairs Forms: None Appendix 4 Academic Integrity A-9.1 Original Implementation: Unpublished Last Revision: July 15,2003 January 19, 2006 Academic Integrity is a responsibility of all university faculty and students. Faculty members promote academic integrity in multiple ways including instruction on the components of academic honesty, as well as abiding by University policy on penalties for cheating and plagiarism. Education Faculty members are responsible for providing information about academic integrity and education for maintaining academic honesty during their regular coursework. Course syllabi provide information about penalties and the appeal process. Definition of Academic Dishonesty Academic dishonesty includes both cheating and plagiarism. Cheating includes but is not limited to (1) using or attempting to use unauthorized materials to aid in achieving a better grade on a component of a class; (2) the falsification or invention of any information, including citations, on an assigned exercise; and/or (3) helping or attempting to help another in an act of cheating or plagiarism. Plagiarism is presenting the words or ideas of another person as if they were your own. Examples of plagiarism are (1) submitting an assignment as if it were one's own work when, in fact, it is at least partly the work of another; (2) submitting a work that has been purchased or otherwise obtained from an Internet source or another source; and (3) incorporating the words or ideas of an author into one's paper without giving the author due credit. Procedure A faculty member who has evidence and/or suspects that academic dishonesty has occurred shall gather all pertinent information, approach the student or students involved, and initiate the following procedure. The faculty member shall review all evidence of cheating or plagiarism and discuss it directly with the student(s) involved. After hearing the student(s)' explanation or defense, the faculty member will determine whether or not academic dishonesty has occurred and will decide what penalty will be imposed. The faculty member will consult with his/her ehak Chair and deaft Dean in making these decisions. Penalties may include reprimand or no credit for the assignment or exam, or re-submission of the paper, or make-up exam, or failure of the course. (Penalties for academic dishonesty and information on the appeals process should be outlined in the course syllabi.) Appendix 4 After a determination of dishonesty, the faculty member shall notify the Office of the Dean of the student's major by submitting a Report of Academic Dishonesty form, along with supporting documentation as noted on the form. This report shall be made part of the student's record and shall remain on file with the Dean's office for at least four years. The Dean shall refer second or subsequent offenses to the University Committee on Academic Integrity established under this policy. The faculty member shall also inform the student of the appeals process available to all SFA students. (Academic Appeals by Students, Policy A-2) (Policy A 2). The Student File A student's file on academic dishonesty will not be available to faculty members. The purpose of the file is for the 4em Dean to track a pattern of multiple cases of academic dishonesty during a student's academic career at Stephen F. Austin State University. Students who are found to have cheated/plagiarized and have withdrawn prior to the award of a grade will continue to have the determination of the infraction within their student records. This finding will be considered by the University Committee on Academic Integrity should the student commit future offenses. Appeals A student who wishes to appeal decisions related to academic integrity follows procedures outlined in policy A-2. A student must appeal within 30 days of the beginning of the long semester following the incident. The student(s)' grade may be withheld by the instructor pending resolution through the above procedures. If the student wishes further appeal, he/she may apply to the Provost V.P. for Academic Affairs for a hearing by the University Committee on Academic Integrity. The University Committee on Academic Integrity This committee shall be formed by the academic vice president Provost and Vice President for Academic Affairs for the purpose of monitoring academic integrity among students. The committee shall be composed of a faculty representative elected from each college and one student representative appointed by the provost Provost and viee president Vice President for academic affairs Academic Affairs. The committee chair will be appointed by the Academic Vice President Provost. A faculty member who reports an offense may not serve on the committee considering that offense. The Committee is charged to adjudicate in the following situations: -k appeal by student 2r referral by academic dean on account of repeat offenses Appendix 4 ^7 direct referral by faculty member for potentially grievous infraction When a student is found guilty of two or more infractions, the case will be referred to the University Committee on Academic Integrity. In addition, faculty members may request that the Dean refer particularly serious cases (buying or selling papers, stealing an exam, significant plagiarism at the graduate level, etc.) directly to the University Committee on Academic Integrity. When the committee is convened for a hearing, the case will be reviewed, and the professor and student(s) will be interviewed. The committee may will make one of the following recommendations to the Academic V.P. who is responsible for the implementation of this policy. a. no action is taken— b. the faculty decision is upheld c. the student is found not guilty d. probation e. suspension from the university a. no action is taken b. probation c. suspension from the university A student must accept the decision of the committee; however, the committee may not interfere in the faculty member's selection of a penalty for a confirmed instance of academic dishonesty. If the committee rules that the student did not commit academic dishonesty, the faculty member may not impose a penalty of any kind. The faculty member retains the right to assign student course grades without interference from the committee. When a student who is found guilty of two or more infractions, the case will be referred to the University Committee on Academic Integrity. In addition, faculty members may request that the dean refer particularly serious cases (buying or selling papers, stealing an exam, significant plagiarism at the graduate level, etc.) directly to the University Committee on Academic Integrity. The committee may also function when a student has exhausted the normal appeals process and wishes to have an additional hearing. Source of Authority: Provost and Vice President for Academic Affairs and Vice President for University Affairs Appendix 4 Cross Reference: Faculty Handbook. Student Handbook, Academic Appeals by Students, Policy A-2. and Add/Drop, Policy A-5 Contact for Revision: Provost and Vice President for Academic Affairs Current Policy Committee Forms: Report of Academic Dishonesty Form.doc Appendix 4 Course Incidental Fees A-12.1 Original Implementation: April 30, 2001 Last Revision: October 27, 2005 January 19, 2006 Each course other than a laboratory class that is offered by the University will may charge a course incidental fee e£$6. The course incidental fee charged must reasonably reflect the actual cost to the University of the materials and services for which the fee is collected. These funds will be used to provide cover the cost of materials, supplies, and/or services which result in a direct educational benefit in the classroom, including such things as guest lecturers or travel expenses to off-campus locations. Laboratory classes charge a fee for the purpose of providing materials and supplies in the laboratory (See Policy A-24, Laboratory Fees): therefore, the course incidental fee will not be charged for a laboratory class. In those cases where the costs of classroom materials, supplies, expendable equipment, and guest lecturers or travel expenses to off campus locations as an integral part of the classroom learning experience exceed the $6 minimum, tho additional per capita cost of these goods and sendees and other educational opportunities may bo added to tho minimum foo. The course incidental fee charged must reasonably reflect the actual cost to the University of the materials and services for which the fee is collected. Course incidental fees in excess of $6 shall by may-be-recommended by the department chair/director must be -aad-approved by the Dean of the College and the Provost and Vice President for Academic Affairs. These fees shall bo . and published in the appropriate bulletin media, of the University. New and changed These fees will be reviewed and approved annually by the Board of Regents. All course incidental fees will be published in the appropriate media and will be are to be collected by the Controller's Office through student billings. T All course incidental fees collected are to be spent for materials, supplies and/or services which provide a direct benefit to the classroom environment. Source of Authority: Texas Education Code, Sec. 54.501 and 54.504, VTCA, Board of Regents, President, Provost and Vice President for Academic Affairs Cross Reverence: Nono Contact for Revision: Provost/Vice President for Academic Affairs Forms: Lab and Course Incidental Fee 10 Appendix 4 Laboratory Fees A-24 Original Implementation: June 29, 1981 Last Revision: July 25, 2002 January 19, 2006 Laboratory fees shall be assessed in an amount sufficient to cover in general the cost of laboratory materials and supplies used by a student. A department division or a-school may choose to average the costs over its total laboratory program and set an appropriate uniform fee. The basic fee is $10. For those classes where it can clearly be demonstrated that the value of expendable supplies is well beyond $10, a reasonable laboratory fee, not to exceed $30 may be charged. Laboratory fees will be recommended by the department Chair/Director and approved by the Dean of the College and the Provost and Vice President for Academic Affairs and published in the appropriate bulletin media, of the University. Fees will be reviewed annually in conjunction with the April meeting of the Board of Regents. Source Of Authority: Texas Education Code, Sec 54.501 and 54.504. VTCA, Board of Regents, President, Provost and Vice President for Academic Affairs Cross Reference: Faculty Handbook Contact For Revision: Provost/Vice President for Academic Affairs Forms: None 11 Appendix 4 Research Development Program A-XX (New Policy) Original Implementation: January 19, 2006 Research Development Program funds are intended to provide funding to promote increased research capacity at eligible general academic teaching institutions (Texas Education Code, Chapter 62). The Research Development Program at Stephen F. Austin State University provides support for building research capacity, collaborative research, and/or activities that will increase competitiveness in the acquisition of external funds for research. The Associate Vice President for Graduate Studies and Research (AVP) will evaluate research development grant proposals and award funding based upon criteria established by the AVP and approved by the University Research Council. For proposals that request $50,000 or more in Research Development Program funds, the AVP will make recommendations for funding to the Provost and Vice President for Academic Affairs. Any faculty member of the rank of instructor or higher, research associate, or any professional librarian is eligible to apply for a research development grant, subject to the following conditions: 1. A research development proposal must address the purpose of the Research Development Fund (i.e., to increase the research capacity of the University) and therefore proposals which would benefit or address only the research interests of a single individual will not be considered. 2. Except in extraordinary circumstances, an applicant is limited to one faculty research grant award, one minigrant award, or one Research Development grant in a single year. 3. Research development grant funds may not be used to supplant funds for research activities or equipment supported by other sources. However, research development funds may be used for matching or cost-sharing. Researchers who have access to research funds from other sources are encouraged to exhaust all alternative funding pathways before applying for a research development grant. 4. In the expenditure of research development grant funds, a recipient is subject to all local, state, and federal regulations. 5. Any research proposal that would involve the use of human subjects, laboratory animals, or hazardous materials must be accompanied by a memorandum of approval from the chair of the appropriate University committee. These committees are: Institutional Review Board for the Protection of Human Subjects, 12 Appendix 4 Institutional Animal Care and Use Committee, Environmental Safety and Health/Radiation Committee, Biosafety Committee, and Public Health Committee. 6. A research grant recipient must meet deadlines for deliverables as outlined in the approved proposal. Periodic reports are expected and are to be filed with the Office of Research and Sponsored Programs. The final report must include a 200- word abstract of the results of the award and a statement of the increased research capacity that has resulted from the award. 7. Any publication resulting from a research development grant shall acknowledge the source of funds as a Stephen F. Austin State University research development grant. Copies of the publication shall be filed with the Office of Research and Sponsored Programs and with the Steen Library. 8. Each recipient of a research development grant is subject to the provisions of, and shall be responsible for adherence to, the University policy on Intellectual Property (Policy D-20), which applies to "... intellectual property of all types (including any invention, discovery, trade secret, technology, scientific or technological development, computer software, conception, design, creation or other form of expression of an idea ) regardless of whether subject to protection under patent, trademark, or copyright laws or common law." In addition, each recipient is responsible for securing and disposing of all other legal claims, such as copyrights, to any publication or other original creation made or conceived in the course of research or other activity supported by a research development grant. For information on application procedures, program guidelines, submission deadlines, methods and criteria for evaluating research development proposals, contact the Office of Research and Sponsored Programs. Source of Authority: Texas Education Code, Ch. 62, Subchapter E; Provost and Vice President for Academic Affairs Cross Reference: University Policy D-20, Intellectual Property; University Policy A-62, Human Research Subjects Protection; Research Development Fund Proposal Guidelines Contact for Revision: Associate Vice President for Graduate Studies and Research Forms: Application cover page (link to) 13 Appendix 4 Budget Change and Additional Appropriation C-4 Original Implementation: Unpublished Last Revision: April 30, 2002 January 19, 2006 A "Budget Change and Additional Appropriation" form is used to transfer budgeted funds from one budget category to another within an account, from account to account, used to request funds to supplement existing budgets, and may be used to transfer funds between accounts. In addition, the form may be used to request a budget change. If a departmental income account's actual revenue exceeds its revenue estimate, a department may request a budget revision to increase its revenue estimate and expenditure budget. All budget changes in excess of $1,000 require approval of the Vice President for Business AffaivsFinance and Administration and the President, and budget changes in excess of $50,000 require approval of the Board of Regents. The "Budget Change and Additional Appropriation" form must be completed by the originator and approved at appropriate division levels. After division approval, the form will be sent to the budget office. The request will be reviewed, and if appropriate, approved and recorded. If additional information is needed, the originating department will be contacted. Account managers should verify that the transaction has been recorded in the accounting system. Source of Authority: Board of Regents, President, Vice President for Business AffairsFinance and Administration Cross Reference: None Contact for Revision: Director of Financial Services Forms: Budget Add/Change and additional Appropriation form (available om SFA FormsServer Budget Office https://apache, sfasu, edu/sfaforms/budget chg. shtml) 14 Appendix 4 Purchasing Ethics and Confidentiality C-33 Original Implementation: Unpublished Last Revision: October 20, 2005 January 19, 2006 Credibility and public confidence are vital throughout the purchasing and contracting process. If any involved party displays a lack of honesty, integrity or openness, the entire program is injured. Even the shadow of doubt can be as harmful as the conduct itself. Any SFA employee involved in any form of procurement or the procurement process may not: • participate in work on a contract by taking action as an employee through decision, approval, disapproval, recommendation, giving advice, investigation or similar action knowing that the employee, or member of their immediate family has an actual or potential financial interest in the contract, including prospective employment; • solicit or accept gifts or gratuities which might tend to influence purchasing decisions; • be employed by, or agree to work for, a vendor or potential vendor; • knowingly disclose confidential information for actual or anticipated personal gain, or for the actual or anticipated gain of another person. When an actual or potential violation of any of these standards is discovered, the person involved shall promptly file a written statement concerning the matter with an appropriate supervisor. The person may also request written instructions and disposition of the matter. Written disclosure must be signed by submitted to the President for any contract of $1 million or more in value. All such written disclosures will be retained in the Purchasing Office. Reference Ethics Policy E-56 for specific information regarding the disclosure. If an actual violation occurs or is not disclosed and remedied, the employee involved may be either reprimanded, suspended, or dismissed. The vendor or potential vendor may be barred from receiving future contracts and/or have an existing contract canceled. If not related to a particular transaction, University employees may accept from vendors and others: (1) unsolicited advertising or promotional material such as pens, pencils, scratch pads, and calendars; (2) occasional business lunches or food and refreshments of insignificant value; and (3) other items of nominal or minor value (i.e., a box of candy or fruitcake, etc.) that are merely tokens of appreciation. Refer to Ethics Policy E-56 for the statutory definition of a "benefit." Purchasing professionals have the right under law to have any ethics question reviewed and decided by the State Ethics Commission. If you wish to learn whether a specific 15 Appendix 4 action violates the ethics rules, please contact the State Ethics Commission, 1101 Camino La Costa, Austin, Texas 78752 or call them at 1-800-325-8506. Source of Authority: Vice President for Finance and Administration, Texas Government Code 2262.004 Cross Reference: Ethics Policy E-56 Contact for Revision: Director of Purchasing and Inventory Forms: None 16 Appendix 4 Request to Establish an Account C-34 Original Implementation: Unpublished Last Revision: October 23, 200Uanuary 19, 2006 Requests to establish a new account must be submitted on the "Request to Establish an Account" form. This form originates in the requesting department and is submitted through appropriate division channels for approval. The request is submitted to the Director of Financial Services after division approval. The Director of Financial Services may approve the request or obtain the approval of the Vice President for Business ABaksFinance and Administration, establish the account, or forward the request to the Controller to approve and establish the account. Requests for expenditure accounts must include a detailed budget. No account will be established until funding for the account is available. No funds will be obligated or expended until the account is established. The office that assigns the account number will notify the account manager when the account is ready for use. Source of Authority: Vice President for Business Affairs Finance and Administration Cross Reference: None Contact for Revision: Director of Financial Services Forms: Request to Establish an Account (available m-on SFA FormsServer University Printing Services, the Controllers Office and the Director of Financial Servicosa Office https://apache, sfasu. edu/sfaforms/frsacctjreq. html) 17 Appendix 4 Special Purchases C-36 Original Implementation: Unpublished Last Revision: July 15,2003 January 19, 2006 The following items require special consideration for proper processing: 1. Advertising copy Requires approval fey(radio spots, newspaper ads, billboards, etc.) should be submitted to the Director of Public Affairs for approval prior to release. See Policy D-39 University Publications. 2. Account Types Purchasing generally views the distinction between types of accounts as follows: lxxxxx (except for the 17xxxx series);- State Appropriated Fundst - Purchases Use of funds must relate directly to the educational purpose of the University. 17xxxx; HEAF and Instructional Capital (IC) - Use q/These funds must be used are allocated for the purchase of equipment only. Books and videos may also be purchased with HEAF and IC. Maintenance may be purchased only if purchased concurrently with equipment. 2xxxxx; Designated Funds other than Course Fee Accounts - The uUse of tfeese-funds is designated by the University and. Purchases must relate to the educational purpose of the University or be of benefit to the University department. 2xxxxx; Course Fee Accounts - Use of funds must be for the specific course to which it applies 3xxxxx; Auxiliary Funds - The u[/se of these-funds mustis be related to a University business type enterprise. 4xxxxx; Restricted Grant Funds — These Use of funds is restricted are limited to the purpose and/or restrictions of the grant. 5xxxxx; Gift Funds — These Use of funds is&& restricted to certain departments or specific purposes^-aad includmge use at the discretionary funds from which purchases are made at the discretion of the Account Manager/Department Head. 09xxxx; Agency Funds - Purchases cannot bo initiated on a requisitioning off unds is never processed through the requisition/purchase order process. See Policy C-01.2 Agency Accounts for detailed information about the use and disbursement of funds from these accounts. 18 Appendix 4 3. Aggregate Total $50,000 Or Greater. Requires Board of Regents approval unless otherwise exempted by Policy D-20.5 Items Requiring Board of Regents Approval or C-9 Contracting Authority. 4. Bus Charters. Requires standard contract from vendor plus Addendum to Charter Bus Contract. 5. Consultant Contracts. The rules are numerous and complicated. Review the Professional and Consultant Services Policy, C-45, carefully before making any commitment on behalf of the University. 6. Purchases from Employees. Any payments for SERVICES made to a current employee or an individual employed during the past 12 months is to be submitted on an additional compensation request form. Any purchase of GOODS from a current employee must be submitted through the requisition process and must comply withSee Policy C-27 Purchases from Employees. 5. Entertainers. See Professional Services. 7. Food Purchases. All purchases of food must be submitted on a Purchase Requisition and must be certified by the account manager in accordance with Policy C-13 Food Purchases. 7. Guest Speakers, Lecturers, Instructors, Artists, Musicians. See Professional Sendees 8. Insurance. Purchase of insurance is to be submitted on a Purchase Requisition and requires approval by the State Office of Risk Management. Specific insurance requirements should be brought to the attention of the Safety and Risk Management Officer. 9. Interagencv and InterLocal Contracts. See Policy C-18 Inter agency and Interlocal Contracts 9. Lease of Real Property. The rental or lease of real estate requires approval of the Vice President for Business Affairs. State funded rentals or leases require approval of the Facilities, Construction, and Space Management Division of the General Sendees Commission. Such issues as access to the handicapped, fire safety, and the availability of other space on a competitive basis will be considered. 10. Memberships, in professional organizations require approval by the appropriate vice president and/or the President. Memberships are to be submitted on a "Purchase Requisition". See Policy C-17 Memberships. 11. Moving Expenses, may be made by direct pay to the vendor or reimbursement to the University employee. See Policy C-21 Moving Expenses) 12. Printing. University Printing Services is to be utilized to the extent possible for printing and duplication. All official University publications require editorial approval prior to printing regardless of the source of printing services. See Policy D-39 University Publications. All printing requires competitive bids, regardless of the dollar amount, if using state funds. 19 Appendix 4 13. Professional Services. Review the Professional and Consultant Services Policy C-45 carefully before making a commitment on behalf of the University. 14. Proprietary Purchases. Purchase requisitions which aro submitted for items to be purchased for a single brand and/or from a single vendor shall include a Solo Product/Solo Source Justification Form, which is available from the Purchasing Department. See Policy C-26 Proprietary Purchases. 15. Radioactive or Radiation Producing Materials or Equipment. All "Purchase Requisitions" for radioactive or radiation producing materials or equipment must be identified by completing the on line purchase requisition with Requisition Type fDR. See Policy D-27 Radioactive or Radiation Producing Material or Equipment. 16. Real Property - Rental, Lease or Purchase. The rental, lease or purchase of real estate requires approval of the Vice President for Finance and Administration. 17. TIBH (Texas Industries for the Blind and Handicapped). Required source if using state funds. If TIBH is not used an exception report must be completed and submitted to the Director of Purchasing. 18. Used Equipment. The purchase of used equipment valued over $5000 requires additional documentationpaperwork be completed for the order filo. See Policy C> 29 Purchase of Used Equipment or Supplies. Source of Authority: Texas Government Code, Title 10, Subtitle D, Chapters 2151 through 2176, 2254 and General Appropriations Act; Board of Regents; Vice President for Finance and AdministrationBusiness Affairs; President Cross Reference: Agency Accounts, Policy CO 1.2; Food Purchases, Policy C-13; Memberships, Policy C-17; Moving Expenses, Policy C-21; Proprietary Purchases, Policy C-26; Purchases From Employees, Policy C-27; Purchase of Used Equipment or Supplies, Policy C-29; Professional and Consultant Services, Policy C-45; Radioactive or Radiation Producing Materials or Equipment, Policy D-27; University Publications, Policy D-39 Contact for Revision: Director of Purchasing and Inventory Forms: Purchase Requisition (See Policy C-30 Purchase Requisition); State of Texas Purchase Voucher (available in University Printing Services); Sole Product/Sole Source Form (available from Purchasing)^ddendum to Charter Bus Contract (available on General Counsel's website) 20 Appendix 4 Investments C-41 Original Implementation: April 30, 1996 Last Revision:April 30, 2004 January 19, 2006 Policy Statement Stephen F. Austin State University invests the public funds in its custody with primary emphasis on the preservation and safety of the principal amount of the investment. Secondarily, investments must be of sufficient liquidity to meet the day to day cash requirements of the University. Finally, the University invests to maximize yield within the two previously indicated standards. All investments within this policy conform to all applicable State statutes and local rules governing the investment of public funds. This policy is promulgated in accord with the Public Funds Investment Act (Government Code, Chapter 2256), related portions of the Texas Education Code, and the applicable portions of H. B. 2459, 74th Texas Legislature. This policy establishes rules for the investment of all University and agency funds except endowment funds. Endowment funds are invested in accordance with separate policy approved by the Board of Regents and are the responsibility of fund managers selected by the Board of Regents. Objectives The foremost objective of all investment decisions shall be safety of principal. All investments must be undertaken with the fiduciary responsibility associated with that of a reasonable and prudent person. Investments must be in accord with Texas law. Investment maturity must be diversified to match the University's liquidity requirements. Investments shall incur no unreasonable risk in order to maximize potential income. Investments shall remain sufficiently liquid to meet all reasonably anticipated operating requirements. Investments may be diversified in order to respond to changing economic and/or market conditions. No investments within the portfolio or investment practices conducted to effect investment activities shall violate the terms of this policy. Authorized Investments 21 Appendix 4 All University funds and funds held in trust for others may be invested only in the following securities: A) obligations of the United States of America, its agencies and instrumentalities; B) direct obligations of the State of Texas or its agencies and instrumentalities; C) collateralized mortgage obligations directly issued by a federal agency or instrumentality of the United States of America, the underlying security for which is guaranteed by an agency or instrumentality of the United States of America; D) other obligations, the principal of and interest on, which are unconditionally guaranteed or insured by, or backed by the full faith and credit of, the State of Texas or the United States of America or their agencies and instrumentalities; E) obligations of states, agencies, counties, cities, and other political subdivisions of any state rated as to investment quality by a nationally recognized investment rating firm of not less that A or its equivalent; F) certificates of deposit issued by a state or national bank or savings and loan association domiciled in Texas that is: 1) guaranteed or insured by the Federal Deposit Insurance Corporation; 2) fully collateralized by obligations described in Authorized Investments section A-E listed above, including mortgage backed securities directly issued by a federal agency or instrumentality that have a market value of not less than the principal amount of the certificates, but excluding those mortgage backed securities of the following nature: a) obligations whose payment represents the coupon payments on the outstanding principal balance of the underlying mortgaged-backed security collateral and pays no principal; b) obligations whose payment represents the principal stream of cash flow from the underlying mortgage-backed security collateral and bears no interest; c) collateralized mortgage obligations that have a stated final maturity date of greater than 10 years; and d) collateralized mortgage obligations the interest rate of which is determined by an index that adjusts opposite to the changes in a market index. G) fully collateralized repurchase agreements with a definite termination date, secured by obligations described by Authorized Investments section F, requiring the securities being purchased by the entity to be pledged to the entity, held in the entity's 22 Appendix 4 name, and deposited at the time the investment is made with the entity or with a third party selected and approved by the entity; and placed through a primary government securities dealer, as defined by the Federal Reserve, or a financial institution doing business in this state; H) bankers acceptances having a stated maturity of 270 days or fewer from the date of issuance, to be liquidated in full at maturity, eligible for collateral for borrowing from a Federal Reserve bank, and accepted by a bank organized and existing under the laws of the United States of America or any state, if the short-term obligations of the bank, or of a bank holding company of which the bank is the largest subsidiary, are rated not less than A-l or P-l or an equivalent rating by at least one nationally recognized credit rating agency; I) commercial paper that has a stated maturity of 270 days or fewer from the date of its issuance, and is rated not less than A-l or P-l or an equivalent rating by at least two nationally recognized credit rating agencies or one nationally recognized credit rating agency and is fully secured by an irrevocable letter of credit issued by a bank organized and existing under the laws of the United States of America or any state; J) no-load money market mutual funds regulated by the Securities and Exchange Commission, having a dollar-weighted average stated maturity of 90 days or fewer, and including in their investment objectives the maintenance of a stable net asset value of $ 1 for each share; K) guaranteed investment contracts conforming to Section 2256.015 of the Government Code; L) investment pools conforming to Section 2256.016 of the Government Code; M) cash management and fixed income funds sponsored by organizations exempt from federal income taxation under Section 501 (f), Internal Revenue Code of 1986 (26 U.S.C. Section 501(f)); N) Assets and/or funds reportable within the scope of the University's annual financial report may not be invested in or used to purchase securities, including obligations, of a private corporation or other private business entity that owns 10% or more of a corporation or business entity which records or produces any song, lyrics or other musical work that explicitly describes, glamorizes or advocates: (1) acts of criminal violence, including murder, assault, assault on police officers, sexual assault, and robbery; (2) necrophilia, bestiality, or pedophilia; (3) illegal use of controlled substance; 23 Appendix 4 (4) criminal street gang activity; (5) degradation or denigration of females; or (6) violence against a particular sex, race, ethnic group, sexual orientation, or religion. Insurance or Collateral All deposits and investments of University funds other than direct purchase of United States Treasury securities or United States Agency securities and in money market funds invested in U. S. Treasury or Agency securities shall be secured by a pledge of collateral with a market value equal to no less than 100% of the deposits or investments less any amount insured by the FDIC or FSLIC and pursuant to Article 2529d, the Public Funds Collateral Act. Evidence of the pledged collateral associated with bank demand accounts shall be maintained by the University Controller. Evidence of the pledged collateral associated with investments shall be maintained by the Director of Financial Services. Eligible repurchase agreements shall be documented by a specific agreement noting the collateral pledged in each agreement. Collateral shall be reviewed monthly by the Controller and Director of Financial Services to assure the market value of the securities pledged equals or exceeds the related bank and certificates of deposit balances. Pledged collateral shall be maintained for safekeeping by a third party depository. Collateral Defined The University shall accept only the following securities as collateral: A) FDIC and FSLIC insurance coverage; B) United States Treasury, Agency, or Instrumentality securities; C) Other obligations, the principal of and interest on which are unconditionally guaranteed or insured by the State of Texas or the United States of America; D) Obligations of states, agencies thereof, counties, cities, and other political subdivisions of any state having been rated as to investment quality by a nationally recognized investment rating firm and having received a rating of no less than A or its equivalent. Investment Strategy All investments will be made in accordance with the University's Investment Policy. Investments may be diversified as needed to provide investment suitability to the University's financial requirements. The preservation and safety of principal is the first priority, however, it is recognized that unrealized losses will occur in a rising interest rate 24 Appendix 4 environment Just as unrealized gains will occur during periods of falling interest rates. Investments will be of the type to provide sufficient liquidity and marketability for any operating requirements. The investment portfolio may be diversified with authorized securities to accommodate changing market conditions. However, United States Treasury securities are preferable because of their low risk and high liquidity. An investment decision shall consider yield only after the requirements for principal preservation, liquidity, and marketability have been met. Investments may be categorized and described as: A) Short Term - less than 90 days Funds needed to meet short term operating requirements normally will be invested in either the Texpool investment vehicle managed by the State Treasurer or overnight sweep accounts established with banking institutions. The benchmark is the average three month Treasury Bill yield. B) Intermediate Term - 90 days to one year United States Treasury and Agency securities, United States Agency Discount Notes are the primary investment vehicles. United States Treasury securities are preferable because of their low risk and the ease with which they are traded. The benchmark is 95 percent of the average one-year Treasury Bill yield. C) Long Term - over one year United States Treasury and Agency securities are the primary investment vehicles. Normally, investments are laddered so that most principal is returned over a five year period in increments sufficient to meet anticipated operating and capital needs. The 30 Year Treasury Bond rate is the benchmark for long term funds. D) Maturity The length of time for investments within this policy will vary according to fund type and will be dependent on funding requirements. As a general rule, funds will be invested for the time periods indicated: Current Unrestricted and 2 days to one year Restricted Funds Plant Funds 3 months to 3 years Delegation of Authority The Vice President for Business Affairs (VPBA) Finance and Administration (VPFA) of Stephen F. Austin State University is responsible for investment management decisions 25 Appendix 4 and activities. The VPBA VPFA delegates the day-to-day management of the investment activities to the Director of Financial Services. The VPBA VPFA shall be ultimately responsible for all transactions undertaken and shall establish a system of controls (Appendix A) to regulate the activities of officials and staff involved in investment transactions. The VPBA VPFA shall develop and maintain written administrative procedures and guidelines for the operation of the investment program which are consistent with and part of this Investment Policy (Appendix B). The VPBA VPFA shall be designated as the University's investment officer and is responsible for the duties outlined herein. The name and title of the investment officer shall be filed with the Board of Regents. Changes of name and/or title must be filed with the Board of Regents as they occur. The maximum stated maturity date of any security may not exceed ten years, and the weighted average duration of the portfolio shall not exceed five years without approval by the VPBA VPFA and ratification by the Board of Regents. No officer or designee may engage in an investment transaction except as provided under terms of this policy as approved by the Stephen F. Austin State University Board of Regents. Prudence The "prudent person" standard will be used in the investment function and shall be applied in the context of individual transactions as well as management of the overall portfolio. Accordingly, all investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion, and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the expected income to be derived. Internal Controls Stephen F. Austin State University has established a system of written internal controls designed to prevent loss of public funds due to fraud, employee error, misrepresentation by third parties, unanticipated market changes, or imprudent actions by employees of the University. These controls are shown in Appendix A of this Investment Policy. These controls are subject to the review of and recommendations from the University's Department of Audit Services' office. Investment Authority 26 Appendix 4 The VPBA VPFA shall invest only those funds regulated by this policy and shall purchase only those securities authorized by the Authorized Investments section of this policy. Authorized Financial Dealers and Institutions Investment transactions (bids and offers) will occur only between the University and Board authorized broker/dealers. A written copy of the investment policy shall be presented to any person offering to engage in an investment transaction with Stephen F. Austin State University. The qualified representative of the business organization offering to engage in an investment transaction with Stephen F. Austin State University shall execute a written instrument substantially to the effect that the business organization has (a) received and reviewed the investment policy of the University and (b) acknowledges that the business organization has implemented reasonable procedures and controls in an effort to preclude investment transactions conducted between the University and the organization that are not authorized by Stephen F. Austin State University's investment policy.7 Securities may not be bought from any organization whose representative has not provided the University with the acknowledgment required in the above paragraph. Disclosure Reqauirements for Outside Financial Advisors External financial advisors and service providers shall comply with Texas Government Code Chapter 2263, Ethics and Disclosure Requirements for Outside Financial Advisors and Service providers. Disclosure Requirements for Investment Officers Pursuant to Texas Government Code Sec. 2256.005, an investment officer of an entity who has a personal business relationship with a business organization offering to engage in an investment transaction with the entity shall file a statement disclosing that personal business interest. An investment officer who is related within the second degree by affinity or consanguinity, as determined under Chapter 573, to an individual seeking to sell an investment to the investment officer's entity shall file a statement disclosing that relationship. A statement required under this subsection must be filed with the Texas Ethics Commission and the governing body of the entity. For purposes of this subsection, an investment officer has a personal business relationship with a business organization if: 1) (ty—the investment officer owns 10 percent or more of the voting stock or shares of the business organization or owns $5,000 or more of the fair market value of the business organization; 2) (2)-funds received by the investment officer from the business organization exceed 10 percent of the investment officer's gross income for the previous year; or 27 Appendix 4 ~(3}-the investment officer has acquired from the business organization during the previous year investments with a book value of $2,500 or more for the personal account of the investment officer. Diversification Investments may be diversified to minimize the risk of loss resulting from unauthorized concentration of assets in a specific maturity, specific issuer, or specific class of securities. The diversification limits by security type and issuer shall be: Category Maximum U. S. Treasury securities and securities having principal and interest guaranteed by the U. S. Government 100% U. S. Government agencies, instrumentalities and government sponsored enterprises (excluding mortgage backed securities) 50% Collateral mortgage backed securities 25% Fully insured or collateralized certificates of deposit 100% Bankers' acceptances Commercial paper Repurchase agreements 25% 25% 100% Registered money market funds 80% Local Government Investment Pool 100% 28 Appendix 4 The VPBA VPFA and his or her designee may diversify investment maturity. To the extent possible, investment maturity will be matched with anticipated cash flow requirements. Matching maturity and cash flow requirements will minimize occasions for sale of securities prior to maturity, thereby reducing market risk. However, no provision of this policy shall be interpreted as prohibiting the sale of any security prior to maturity, provided that it is in the University's financial interest to aeffect the sale. The weighted average maturity of the entire portfolio shall be maintained at no more than 10 years and shall be reported quarterly to the Board of Regents. Pooled fund groups eligible for University investment shall have a maximum weighted average maturity of 10 years. Safekeeping and Collateralization All securities transactions, including collateral for repurchase agreements, but excluding mutual funds and investment pools, must be settled on a delivery versus payment basis. Collateral for certificates of deposit shall be held by a third party custodian in the name of the University. The third party custodian shall be required to issue a safekeeping receipt to the University listing the specific instrument, rate, maturity, safekeeping receipt number, and other pertinent information. Any collateral safekeeping receipt shall be clearly marked on its face that the security is "pledged to Stephen F. Austin State University". Collateralization shall be required on certificates of deposit and repurchase agreements. The collateralization level shall be no less than 100% of the market value of the principal and interest due on these instruments. Collateral for certificates of deposit and repurchase agreements shall consist of any of the securities authorized for investment within this policy. Performance Evaluation The VPBA VPFA shall submit quarterly reports to the Board of Regents through its Finance Committee and the President of the University in the format prescribed by the Public Funds Investment Act, within a reasonable time after the end of the quarter. The reports must: (A) describe in detail the investment position of the University on the date of the report; (B) be prepared by the investment officer(s) of the University; (C) be signed by the investment officer(s) of the University; 29 Appendix 4 (D) contain a summary statement prepared in compliance with generally accepted accounting principles of each pooled fund group that states the: (1) beginning market value for the reporting period; (2) additions and changes to the market value during the period; (3) ending market value for the period; and (4) fully accrued interest for the reporting period; (E) state the book value and market value of each separately invested asset at the beginning and end of the reporting period by the type of asset and fund type invested; (F) state the maturity date of each separately invested asset that has a maturity date; (G) state the account or fund or pooled group fund for which each individual investment was acquired; and (H) state the compliance of the investment portfolio of the University as it relates to the relevant provisions of the Public Funds Investment Act. Training Xhe VPBA VPFA and Director of Financial Services are required by Section 2256.007(a) of the Government Code to attend at least one session of investment training not later than March 1, 1996, and, as appropriate, periodically thereafter. Audits In order to comply with the audit requirements of the Texas Public Funds Investment Act, the University's Department of Audit Services shall conduct audits and reviews of the University's investment function and report the findings to the appropriate oversight authorities. Investment Policy Adoption and Certification Upon adoption by the Stephen F. Austin State University Board of Regents, the University's investment policy shall be reviewed annually to ensure current applicability and significant modifications thereto submitted to the Board of Regents for approval. 30 Appendix 4 Source of Authority: Board of Regents, Stephen F. Austin State University, Texas Government Code Cross Reference: Texas Government Code Chapters 2256 and Contact for Revision: Vice President for Business AffaimFinance and Administration Forms: None 31 Appendix 4 APPENDIX A INTERNAL CONTROLS The University has prepared an Investment Policy as of April 12, 1996. The policy was approved by the Board of Regents April 30, 1996. The Investment Policy will be reviewed and/or updated no less than annually. All pledged securities shall be held by a third party custodian in the name of the University. A safekeeping receipt will be issued to the University listing the specific instrument, rate-, maturity, safekeeping receipt number, and other relevant information. The signature of the President, YFBAVPFA, or Director of Financial Services is required for release of pledged securities from safekeeping unless the securities being released are replaced by securities with the same market value. Only changes in the level of collateralization require approval by the above. The Controller's Office will reconcile the appropriate investment accounts to broker's statements and other supporting documents monthly. All purchases of securities from and deposits of funds to or withdrawals of funds from Texpool require the signature of the-¥PBAFPF^4, and either the Director of Financial Services or the Controller. 32 Appendix 4 APPENDIX B ADMINISTRATIVE PROCEDURES The Bursar's Office will maintain a daily list of cash balances held in depository bank accounts. All investment transactions and related cash transfer requests, except for investment "rollovers" as defined, will be prepared by the Director of Financial Services and will require an appropriate second signature. "Rollovers" are investment transactions whereby an investment of certain type held by an entity matures and the proceeds are then used to purchase an investment of the same type within the same account within the same entity. The Controller's Office will record investments in compliance with GASB and State Comptroller's reporting requirements and reconcile the appropriate investment accounts to broker's statements and other supporting documents monthly. Quarterly investment reports are prepared by the Director of Financial Services and approved by the Vice President of Business Affairs Finance and Administration in accordance with the Performance Evaluation section of this investment policy. The market price of securities will be monitored quarterly using industry published data or appropriate financial publications. 33 Appendix 4 Investments - Endowment Funds C-41.A Original Implementation: Unpublished Last Revision: October 20, 2005January 19, 2006 GENERAL This Investment Policy Statement (IPS) applies to all Stephen F. Austin State University (the "University") endowment funds. These funds are given to the University by individuals and institutions to promote, encourage and advance education and to improve the degree and non-degree educational functions by establishing scholarships, fellowships, professorships, academic chairs and other academic endeavors at the University, as specified by donors. As provided in the Texas Education Code, each member of the Board of Regents (Board) has the legal responsibilities of a fiduciary in the management of funds under the control of the University. The Board recognizes its responsibility to insure that the assets of the endowment funds are managed for the exclusive benefit of the University in accordance with its donors' intentions, effectively and prudently, in full compliance with all applicable laws. Separate fund balance accounts are maintained for all funds. Funds may be restricted either by the donor or the Board. Restricted funds are available primarily for specific purposes considered beneficial to the University. The investment of the Endowment funds is governed by Section 51.0031 of the Texas Education Code. This section states that the University "... with regard to donations, gifts and trusts may establish endowment funds that operate as trusts and are managed under prudent person standards. As used in this section, "prudent person standard" is the standard of care described in Article VII, Section 1 lb. of the Texas constitution, and means that standard of judgment and care that persons of ordinary prudence, discretion, and intelligence exercise in the management of their affairs in regard to the investments of their funds, considering probable income as well as probable safety of their capital. In the management of the University endowment investments, consideration will be given to the need to balance a requirement for current income for present activities with a requirement for growth in principal to compensate for inflation. Consideration will be given to the need for safety of principal, liquidity, diversification, yield and quality. The overall objective of the IPS is to assure that the University's endowment funds are invested in a manner to achieve as high a level of return as can reasonably be expected to be achieved given the primary objective of safety and preservation of principal. The IPS clearly and concisely states the responsibilities of all parties involved with the endowment funds. The IPS will assist the Board, the Finance Committee ("Committee") 34 Appendix 4 and the University Administration in effectively communicating with and monitoring the investment manager(s) and the investment firm(s) that will be engaged from time to time to facilitate the management of the endowment assets of the University. It states the Boards' attitudes, guidelines and objectives in the investment of the endowment assets. RESPONSIBILITIES The University acknowledges that the ultimate responsibility for satisfactory investment results rests with the Board. The Board believes that this responsibility is best discharged by delegating certain authority to the University administration and by appointing one or more investment management organizations to assume certain responsibilities. The specific responsibilities of the Board in the investment process include and are limited to developing a sound and consistent investment policy, developing sound and consistent investment policy guidelines, establishing reasonable investment objectives, allocating the endowment assets between equity and fixed-income investments, and other investment mediums which it may deem appropriate and prudent, communicating clearly the major duties and responsibilities of those accountable for investing the endowment assets and achieving investment results, evaluating performance results, and abiding within all applicable laws, including conflict of interest provisions therein. The Vice President for Finance and Administration (Vice President) is designated as the investment officer for the University. As such, the Vice President or designee(s), is responsible for accounting for investments, monitoring and evaluating performance results, and ensuring that policy guidelines are being adhered to and investment objectives are being met. In addition, the Vice President or designee(s), is responsible for the purchase, sale, assignment, transfer and management of investments, for communicating with investment managers, brokers and dealers, for compiling performance results, and for determining the proper distribution of investment returns to the various accounts. The Vice President is also responsible for determining the appropriate distribution of income in accordance with the distribution policy in the distribution policy section. The Vice President or his designee will submit an annual investment perspective to the Board of Regents. INVESTMENT POLICY The Board believes that the endowment assets should be managed in a way that reflects the application of sound investment principles. The Board adheres to the traditional capital market theory that maintains that over the long term, the risk of owning equities should be rewarded with a somewhat greater return than available from fixed-income investments. This reward comes at the expense of higher volatility of returns and more exposure to market fluctuations than with fixed-income investments. Fixed-income investments provide a more predictable return and higher current income than do equities. Thus assets should be allocated between fixed- 35 Appendix 4 income investments and equities are such a manner as to provide for current income while providing for maintenance of principal in real terms. Avoiding large risks is essential. The University is willing to trade off some potential opportunities for gain from high-risk investments (with high loss potential) by assuming a moderate-risk posture in order to have a more stable positive return. This may result in sacrificing some potential opportunities for gain during rising markets in order to avoid large short term declines in market value during falling markets. Since the University is adverse to large downward fluctuations in the value of its investments resulting from volatile market value fluctuations, such year-to-year volatility should be minimized. INVESTMENT POLICY GUIDELINES For the purpose of this policy all securities which use long-term credit ratings must be rated the equivalent of "A" or better by a nationally recognized credit rating service. Securities using short-term credit ratings must be rated at least A-2, P-2, F-2 or the equivalent by a nationally recognized credit rating service. The following categories of securities are permissible investments: a) Direct obligation of the United States Government or its direct agencies. b) Direct obligations of federally-sponsored agencies in accordance with the above paragraph. c) United States dollar denominated bonds, debentures, or commercial paper and convertible securities issued by corporations in accordance with the above paragraph. d) Common stock and preferred stock issued by United States domiciled corporations and common stocks of foreign companies listed on the major U.S. or foreign security exchanges. e) Certificates of Deposit issued by federally insured state banks, federally insured savings and loan associations and saving banks or federally insured credit unions. Amounts over the insurance limit of the institutions must be secured by pledged securities. f) Bankers acceptances accepted by a bank organized and existing under laws of the United States or any state in accordance with the above paragraph. g) Money Market Mutual Funds. Funds must be registered with the Securities and Exchange Commission, have a maximum dollar weighted average maturity of no longer than 13 months, and be no-load funds. Funds 36 Appendix 4 must have assets consisting of securities described in the paragraphs above and seek to maintain a stable net asset value of $1.00 per share (or unit). h) Direct Security Repurchase Agreements. Direct Repos must be fully secured (collateralized) by securities authorized under the sections (a) through (f) above. Such collateral must be held by a third party. All agreements will be in compliance with Federal Reserve Bank guidelines. i) Shares of investment companies as defined by the Investment Company Act of 1940. These companies include both closed-end investment companies and open-end investment companies (mutual funds). Shares in these companies may be purchased if they own securities described in sections (a) through (h) above. j) Certain types of transactions and purchase of certain types of securities are specifically prohibited by this policy. Commodity trading including all futures contracts, purchasing of letter stock, short selling, option trading, and margin trading are specifically prohibited. Neither tax-exempt debt of state and local governments, private placements, nor guaranteed investment contracts may be purchased. No investments will be made in derivative products as defined by the Financial Accounting Standards Board in SFAS, No. 119. Collateral mortgage obligations that do not pass the FFIEC test may not be purchased. k) Assets and/or funds reportable within the scope of the University's annual financial report may not be invested in or used to purchase securities, including obligations, of a private corporation or other private business entity that owns 10% or more of a corporation or business entity which records or produces any song, lyrics or other musical work that explicitly describes, glamorizes or advocates: (1) acts of criminal violence, including murder, assault, assault on police officers, sexual assault, and robbery; (2) necrophilia, bestiality, or pedophilia; (3) illegal use of controlled substance; (4) criminal street gang activity; (5) degradation or denigration of females; or (6) violence against a particular sex, race, ethnic group, sexual orientation, or religion. 37 Appendix 4 1) Except for up to three cases, no more than five percent (5%) of the portfolio, including convertible securities, can be invested in any one company. This will be measured on a cost basis. No more than ten percent (10%) of the portfolio can be invested at any time in one company based on the market value of the stock and portfolio. This section is not applicable to investments in U.S. Government securities. m) No more than fifteen percent (15%) of the portfolio can be invested in any one industry, as defined by Standard and Poor's broad categories, based on the cost value of the portfolio. No more than thirty percent (30%) of the portfolio can be invested in any one industry based on the market value of the portfolio. The holdings do not have to be invested in industry groups that represent a cross-section of the economy. n) All of the equities purchased for the portfolio (based at market value) should have a minimum market capitalization of $250 million. The allowable range and target asset allocation for the endowment funds is: Target 60% 40% 0% For the fixed income portion of the portfolio the asset mix should be, maximum U.S. government bonds 100%, minimum government bonds 0%, maximum corporate bonds 50%, minimum corporate bonds 0%, maximum cash 100%, minimum cash 0%. Gifts of individual securities will be liquidated or transferred to an equity fund manager currently employed by the University under the Use of Investment Firms section. The liquidation or transfer will take place as soon as possible. If liquidated, the proceeds will be invested in accordance with the allowable range and target asset allocation set forth in this policy. Exceptions to this policy are securities described by sections (a), (b) and (c) above. Such securities may be held so long as the asset allocation ranges are maintained. The policy in this section can be overridden by a written directive from a donor. 38 Appendix 4 USE OF INVESTMENT FIRMS The Vice President or designee, is responsible for selecting of brokers and dealers for the execution of security transactions and for the safe keeping of securities. Sales, purchases and exchanges will be transacted through well-capitalized, nationally-recognized investment firms which are major participants in the equity and fixed-income markets. Firms should be selected to provide the maximum benefit to the University. The Vice President may choose to use a request for proposals to select the firm or firms with which the University deals. Selection of outside investment managers will follow these guidelines: a) The Vice President or designee, within statutory and other regulatory authority, may place selected funds of the University with investment managers outside the University for investment purposes. The investment of such funds will be subject to the provisions of this investment policy statement. The Vice President is authorized to negotiate with outside investment managers for the benefit of the University. b) Outside investment manager(s) will receive a copy of the IPS and a Letter of Instructions outlining investment instructions and asset allocation parameters expressed in writing by the Vice President. The Letter of Instructions will state return objectives that are reasonable and achievable within the guidelines provided herein. These return objectives should be achieved over a reasonable time frame, thus it is not necessary for the outside manager(s) to exceed the return expectations each quarter. In addition, each outside investment manager must execute a written statement to the effect that the registered principal of the organization has received and thoroughly reviewed the investment policy of the University, The statement must also acknowledge that the organization has implemented reasonable procedures and controls in an effort to preclude imprudent investment activities. c) Consistent with this investment policy statement and their Letter of Instruction, the outside investment manager(s) will be responsible for making decisions on a discretionary basis. This includes buy, hold, sell and timing decisions. The outside manager(s) must make responsible decisions in the selections of specific securities and the general timing of purchases and sales necessary to achieve a satisfactory overall return for the assets. d) Outside manager(s) will invest only into the security class(es) for which they were retained to manage. The manager(s) have discretion to place funds into cash, however, their performance will be measured against an index which measures their security class without deducting the cash position. 39 Appendix 4 Investment managers employed by the University to invest in equities may be evaluated using the following guidelines: a) The average portfolio Beta should be between 1.10 and 0.90. That is to say that the volatility of the fund should not differ from the volatility of the S&P 500 by more than ten percent. The Beta calculation should include any cash position in the portfolio. b) The R-Squared may be as high as 100% over a time frame of one year or longer if all investment objectives are met. R-Squared is a statistical evaluation to measure similarity in behavior of the portfolio to the market. c) The annualized Alpha should be greater than the managers fee essentially showing that value is being added for the risk taken. Alpha measures the excess return for the amount of risk taken. d) Portfolio turnover will be monitored. If the performance results of the portfolio meet the objectives stated herein, the rate of turnover in the portfolio will not be an evaluative factor. However, a portfolio turnover higher than the average of similar fund managers is considered a negative. Files will be maintained on investment firms with which the University deals. The files will contain information that supports the financial stability of the firms. These files will be updated annually. A list of approved brokers and firms will be maintained and changes will be approved by the Board of Regents. DISTRIBUTION POLICY The spending policy should balance the long-term objective of maintaining the purchasing power to the endowment funds with the goal of providing a reasonable, predictable, stable, and sustainable level of income to support current needs. The Vice President may review the nature of the various endowments to determine the need for income for current spending and the ability to tolerate variability in current income. The asset allocation between fixed-income securities and equities may reflect diversification needs of the endowments. PERFORMANCE EVALUATION The Vice President will submit quarterly reports to the Board on the performance of the investment portfolio. The reports will disclose the book value and market value of the portfolio at the beginning and ending of the reporting period by the type of asset and fund type invested. The reports will disclose the realized and unrealized gains/losses on the portfolio for the reporting period. Additions and changes in the market value of the portfolio during the period will be reported. The reports will show the pooled fund value as well as individual assets by fund type. The reports will state the maturity date of each 40 Appendix 4 asset that has a maturity date. The total return on the portfolio, on each asset class and for each manager will be reported. The performance of the total portfolio, each asset class and each manager will be compared to appropriate benchmarks and included in the quarterly reports to the Board. The report will contain sufficient information for the Board to determine if actions should be taken to correct any deficiencies that may exist. CONFLICTS OF INTEREST Members of the Board are frequently persons of wide-ranging business interests. Therefore, a prudent, independent investment decision process may result in investments in firms or organizations with which a member of the Board is affiliated. Affiliation shall be interpreted within this section to mean an employee, officer, director, or owner of five percent or more of the voting stock of a firm or organization. The investment staff or an unaffiliated investment manager may invest in such securities. However, the following restrictions shall apply: a) a member of the Board shall not direct nor participate in the decision to purchase or sell securities of a firm with which such member is affiliated; and b) investments will not be purchased from or sold to a member of the Board. DISCLOSURE REQUIREMENTS Disclosure Reqauirements for Outside Financial Advisors External financial advisors and service providers shall comply with Texas Government Code Chapter 2263, Ethics and Disclosure Requirements for Outside Financial Advisors and Service providers. Disclosure Requirements for Investment Officers Pursuant to Texas Government Code Sec. 2256.005, an investment officer of an entity who has a personal business relationship with a business organization offering to engage in an investment transaction with the entity shall file a statement disclosing that personal business interest. An investment officer who is related within the second degree by affinity or consanguinity, as determined under Chapter 573, to an individual seeking to sell an investment to the investment officer's entity shall file a statement disclosing that relationship. A statement required under this subsection must be filed with the Texas Ethics Commission and the governing body of the entity. For purposes of this subsection, an investment officer has a personal business relationship with a business organization if: 41 Appendix 4 (1) the investment officer owns 10 percent or more of the voting stock or shares of the business organization or owns $5,000 or more of the fair market value of the business organization; (2) funds received by the investment officer from the business organization exceed 10 percent of the investment officer's gross income for the previous year; or (3) the investment officer has acquired from the business organization during the previous year investments with a book value of $2,500 or more for the personal account of the investment officer. AUDITS The Department of Audit Services of the University shall include endowment assets as a component of its annual audit risk assessment. If the department determines that the endowment assets meet its risk assessment criteria, Audit Services may perform an annual audit of the endowment assets to ensure compliance with the endowment investment policy. Source of Authority: Board of Regents Cross Reference: Texas Education Code, Section 51.0031 Contact for Revision: Vice President for Finance and Administration Forms: None 42 Appendix 4 Procurement Card C-44 Original Implementation: July 26, 1999 Last Revision: October 11, 2001 January 19, 2006 University employees other than the Director of Purchasing and Purchasing Department Buyers may ©orders^e* supplies and small items in amounts not exceeding $2000-may be purchased using a University Procurement Card (ProCard). The Director of Purchasing and Purchasing Department Buyers may purchase on behalf of the University any item of any amount using a Procurement Card if they have determined by payment by ProCard represents the best value to the University and so long as all procurement policies and rules have been followed. The terms and conditions of the MasterCard Procurement Card contract were specified and awarded by the General ServicosTexas Building and Procurement Commission for the State of Texas. In addition to internal policies and procedures, Stephen F. Austin will comply with the terms and conditions of the state contract. Responsibilities ProCards will be issued in the name of the employee with the State of Texas emblem and the wording 'Official Use Only1 clearly indicated on the card. The ProCard is to be used for official University business purposes only and may not be used for ANY personal transactions. The employee is responsible and accountable for the security and documentation associated with the use of the SFA Procurement Card. Documentation shall include maintaining a Transaction Log or providing Transaction Detail information for each transaction through the Oracle System and keeping documentation of all transactions including returns, credits and disputed charges as required in the ProCard Procurement Guide. The Account Manager or his/her designee is responsible for: 1) designating departmental cardholders; 2) determining spending limits; 3) establishing yearly encumbrance amounts for each account against which credit card charges will be made; and 4) approving monthly reconciliations of ProCard cardholder statements and supporting documentation to ensure purchases are within SFA's policies and procedures and departmental budgets. Account Managers should be sure that all employees issued a card understand the departmental budget constraints under which they are to use the card. The Purchasing Department is responsible for maintaining complete and accurate information regarding ProCard users and associated credit limits, for establishing and updating restricted Merchant Category Codes, and for determining compliance with University policies and procedures through periodic audits. 43 Appendix 4 Card Use By Another Employee The only person authorized to use the ProCard is the cardholder whose name appears on the card. The cardholder may not allow someone else to use their card unless the cardholder and account manager have completed a ProCard Use form and it is on file with the Program Coordinator in the Purchasing Office. Training and Issuing Cards All account managers will be required to attend training and sign the Cardholder Application/Approval Form before any cards will be issued to employees within the department. All employees will be required to attend training and sign a Cardholder Agreement before being issued a card. Making A Purchase with the ProCard Refer to the Procurement Card Program Guide for detailed information related to making a purchase with the ProCard. The Director of Purchasing and Purchasing Department Buyers are not subject to the Procurement Card Program Guide, but rather to University policies and procedures relating to procurement. Transaction Detailh&g, Monthly Statement, Reconciliation and Approval The Transaction Log or Transaction Detail entries are required and provide an audit trail for expenditures made with the ProCard. Each individual purchase must be recorded in the log or detailed in the Oracle ProCard System. See the Procurement Card Program Guide for detailed instructions on completing the Transaction Log or Transaction Detail entries. The Transaction Log must be maintained electronically in MS Excel. If the cardholder does not have access to Excel, contact the Program Coordinator to discuss alternatives. Transaction Detail entries are completed on-line through the Oracle system accessed through MySFA. Upon receipt of the monthly statement from the credit card vendor, the cardholder shall reconcile the statement with the Transaction Log or Transaction Detail Summary and forward the reconciled statement, Transaction Log or Transaction Detail Summary and all supporting documentation to the Account Manager or his/her designee/or review and signature. After reconciliation the Transaction Log Excel file MUST BE E MAILED to the Accounts Payable Supervisor. Those individuals utilizing the Oracle System are not required to submit anything to Accounts Payable. The Account Manager is responsible to verify that all purchases are appropriate expenditures and should take necessary disciplinary action with employees making inappropriate expenditures. The documentation identified in the ProCard Program Guide must be kept for three (3) years plus the current fiscal year to comply with the University's Records Retention 44 Appendix 4 Schedule. These are the official University records. The records for procurement card purchases will be required for periodic audits by the Purchasing Office or when SFASU is audited by the General ServicesTexas Building and Procurement Commission, the State Auditor or Internal Audit Services. Card Termination Be sure arrangements are made for detail entry information and monthly reconciliation when people will be out of the office; i.e. vacation, sick leave, jury duty, etc. 1. NON-USE - If it is found that a cardholder has not used the procurement card for four consecutive months, this card may be terminated at the discretion of the Program Coordinator. Any cards so deactivated may be reactivated within 8 months upon submission of an Application/Approval Form and a Cardholder Agreement form. Beyond 8 months, the individual will be required to attend training again before the card will be reactivated. 2. TERMINATION OF UNIVERSITY EMPLOYMENT - When a cardholder terminates employment with the University, the department has specific obligation to reclaim the ProCard and return it to the Program Coordinator prior to the employee termination date. Failure to do so may result in the department being responsible for payment of any fraudulent charges and revocation of all department card privileges. Verification of card return will be part of an employee's exit interview with Human Resources?ersonne\. Fraudulent charges will be reported to the University Police Department and the terminated employee will be expected to reimburse the University. 3. TRANSFER TO A DIFFERENT UNIVERSITY DEPARTMENT - When a cardholder changes employment from one University department to another, the department has specific obligation to reclaim the ProCard and return it to the Program Coordinator prior to the effective date of change. Failure to do so may result in revocation of all department card privileges. 4. INSUFFICIENT BUDGET - Payments will not be delayed due to insufficient department budgets. In making adjustments to the purchase ordevencumbrance amounts during the year, if an over-ride has to be made (in order to make payment) resulting in an account having a negative balance which is not approved by the Budget Office, all cards utilizing the account in question will be deactivated immediately. The cards will be reactivated after budget problems are resolved. Repeated budget problems may result in all cards for the account in question being deactivated at the Program Coordinator's discretion for a 4-month waiting period. 5. FAILURE TO PASS AUDIT - The Program Coordinator will audit transactions on a periodic basis. Cards will be deactivated immediately for any cardholder who fails to produce the required documentation. The cardholder will be subject to a minimum 4- month waiting period and will be required to attend training again at a cost to the department of $25 before the card will be reactivated. Repeated failures to produce the 45 Appendix 4 required documentation may result in the card being permanently terminated at the Program Coordinator's discretion. If the documentation is incomplete according to the Program Guide, the Program Coordinator will provide one on one instruction to the cardholder. Repeated errors will result in the card being deactivated at the Program Coordinator's discretion. The cardholder will be required to attend training again at a cost to the department of $25 before the card will be reactivated. 6. FAILURE TO MAINTAIN THE ELECTRONIC LOG AND SUBMIT TO ACCOUNTS PAYABLE MONTHLY Failure to omnil thn Ing tn thn Anmnntn Poyohin Supervisor, when required, will result in the card being deactivated at tfao Program Coordinator's discretion. The cardholder will be required to attend training again at a cost to the department of $25 before the card will bo reactivated. Repeated failures to submit the electronic log to Accounts Payable may result in the card being permanently deactivated at the Program Coordinator's discretion, 16. CARD USE BY ANOTHER EMPLOYEE - Allowing someone else to use your card without having completed a ProCard Use form may result in the card being deactivated at the Program Coordinator's discretion. The cardholder may be required to attend training again at a cost to the department of $25 before the card will be reactivated. &7. VIOLATION OF PURCHASING PROCEDURES - If the cardholder, other than the Director of Purchasing or Purchasing Department Buyers, violates any ProCard Purchasing Procedures outlined in this Program Guide, the Program Coordinator may provide one on one instruction or the card will be deactivated immediately at the Program Coordinator's discretion. If the card is deactivated, the cardholder will be subject to a minimum 4-month waiting period and will be required to attend training again at a cost to the department of $25 before the card will be reactivated. Repeated violations may result in the card being permanently terminated at the Program Coordinator's discretion. If the violation appears fraudulent or abusive, the cardholder may be subject to personal liability and/or disciplinary action, which may include termination of employment or possible criminal penalties. 98. FAILURE TO PROMPTLY REPORT A LOST OR STOLEN CARD - If a cardholder fails to make a report of a lost or stolen card immediately upon discovery, the cardholder may be required to reimburse the University for any fraudulent charges made on the card until it has been cancelled, including a $50 deductible for fraudulent charges up to $15,000. The University's FRS account will pay the charges and the employee will be required to reimburse the University. The cardholder will be subject to a minimum 4- month waiting period and will be required to attend training again at a cost to the department of $25 before a new card will be issued. Upon the loss of a second card, no additional cards will be issued to the cardholder. . ACCOUNT MANAGER AUTHORITY - The Account Manager or supervising Dean, Vice President, or President has the authority to request that the Program Administrator terminate an employee's card at any time for any reason. Any cards so deactivated may be re-issued with appropriate approvals within 12 months upon 46 Appendix 4 submission of an Application/Approval Form and a Cardholder Agreement form. Beyond 12 months, the employee will be required to attend training again before a card will be re issued. Source of Authority: Texas Government Code, Title 10, Subtitle D, Chapters 2151 through 2176; President; Vice President for Finance and AdministrationBusiness Affairs Cross Reference: None Contact for Revision: Director of Purchasing and Inventory Forms: Cardholder Application/Approval Form, Cardholder Procurement Card Agreement, Transaction Log, ProCard Use Form, Tax Exempt Letter, Statement of Disputed Item Form, ProCard Problem Resolution Form (all available from the Purchasing Department) 47 Appendix 4 Access to University Records D-l Original Implementation: 1975 Last Revision: October 23, 2003 January 19, 2006 Access to documents or records in the custody or control of Stephen F. Austin State University is determined by the provisions of state law. In general, the records of the University are open to public inspection during normal business hours, upon written request. However, various exceptions to the public's right to examine University documents exist under law. These include, but are not limited to, information in personnel files, the disclosure of which would clearly be an unwarranted invasion of privacy; documents relating to litigation or settlement negotiations; information relating to the possible purchase of real property; student records; interagency or intragency memoranda or letters not available by law except in the context of litigation; and rare books or original manuscripts held for the purpose of research. Written requests for tho inspection of records or documents, except for lists of employees, should bo immediately referred to the Office of the General Counsel. Requests for lists of employees, with addresses, should be submitted to the Director of Personnel Services. The Office of the General Counsel has been designated by the Board of Regents as the Public Information Coordinator responsible for processing public information requests. Requests for public information by outside entities and vendors are to be immediately referred to the Office of the General Counsel The requests must be in writing and may be submitted by mail fax, email or in person. The requestor must include enough description and detail about the information requested to enable the governmental body to accurately identify and locate the information requested. The requestor must also cooperate with the governmental body's reasonable efforts to clarify the type or amount of information requested. The University may charge for copies of public information in accordance with the fee schedule created by the Texas Building and Procurement Commission. Requests by student organizations that are for organizational use only should be submitted to the Office of Student Affairs. Requests for Alumni information should be submitted to the Alumni Association. This policy does not prevent either students or employees from examining University records applying to themselves. Source of Authority: Public Information Act, Texas Government Code, Chapter 552; President Cross Reference: None Contact for Revision: General Counsel Forms: None 48 Appendix 4 Asbestos Removal D-5 Original Implementation: July 12, 1988 Last Revision: April 30, 2002 January 19, 2006 Stephen F. Austin State University provides for the training of certain University personnel, the establishment of an inspection and abatement program, and maintenance procedures relating to asbestos in University buildings and facilities. The University's objective is that all personnel who may work in an area with asbestos or materials which contain asbestos be informed of the history of asbestos, its past and present use, health affects, and remedial action necessary to meet current regulations and to maintain a safe work environment. I. Purpose A. Identification and immediate removal of any asbestos-containing material that is in a friable state by accredited, competent, trained personnel B. Strict enforcement of OSHA, EPA, NIOSH, NESAPHS, and the Texas State Health Department regulations and guidelines to ascertain as well as possible that no one is exposed to an asbestos hazard C. Continuance of an on-going program to maintain asbestos-containing material in a safe condition and remove and/or encapsulate this material as funds are available. II. Asbestos Program Manager A. The Asbestos Program Manager (APM) must be licensed by the Texas State Health Department as an Asbestos Inspector, Management Planner, and must satisfactorily complete the appropriate examination administered by the Environmental Protection Agency. The APM will stay abreast of all pertinent regulations regarding asbestos. B. The APM will establish a training program to be completed by all University employees who might reasonably be expected to come into contact with asbestos material during the performance of their University employment. C. The APM will establish guidelines for supervisors who will provide periodic reminders to employees (following completion of the initial training program) of the employees' duty to inform their supervi |
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