Minutes of the Board of Regents of Stephen F. Austin State University. 2006, Volume No. 230

              Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
October 18 and 19,2006
Volume 230
BOARD MINUTES FOR OCTOBER 18 AND 19, 2006
VOLUME 230
Page
Approval of Minutes
Board Order 07-01 Approval of July 12, 2006 and July 13, 2006 Minutes 3
Personnel
Board Order 07-02 Approval of Personnel Items
Faculty Appointments for 2006-2007 3
Staff Appointments for 2006-2007 5
Changes of Status for 2006-2007 5
Retirements 9
Reclassifications ....9
Academic and Student Affairs
Board Order 07-03 Approval of Academic Affairs Items
Small-Size Class Lists for Summer II 2006 and Fall 2006 10
Financial Affairs
Board Order 07-04 Approval of Financial Affairs Items
Annual Audit Plan and Report 10
Internal Audit Charter 11
SFASU Foundation, Inc. Agreement 11
Resolution for General American Mutual Holding Company 11
Temporary Services Contract 11
Purchase over $50,000 - Jack Camp 11
Purchase over $50,000 - Yearbooks 11
Building and Grounds
Board Order 07-05 Approval of Building and Grounds Items
Remodeling of Administrative Offices 12
Fundraising Plan and Mitigation Agreement for Baseball/Softball Complex 12
Purchase of Property at 117 E. Starr Avenue 13
University Policies and Procedures
Board Order 07-06 Adoption of Policy Revisions 13
Reports
President
Faculty Senate
Student Government Association
Audit Services Report
Appendix
Appendix 1 - Small-Size Class Lists for Summer II 2006 and Fall 2006
Appendix 2 - Internal Audit Charter
Appendix 3 - Agreement between Stephen F. Austin State University Foundation, Inc.
and Stephen F. Austin State University
Appendix 4 - Resolution for General American Mutual Holding Company
Appendix 5 - Agreement with Temple-Inland for Execution of Conservation Easement
for Mitigation
Appendix 6 - Policy Revisions
B-4 Camp and Conference Reservations P-3
B-5 Campus Facilities for Political Purposes P-14
B-24 Property Transfer and Disposal P-15
B-34 Property Liability P-19
C-13.5 Food Services P-21
C-15 Gift Reporting P-22
C-16 Gifts, Loans, Endowments and Bequests P-24
C-20.A Local Purchase Authorization P-29
C-25 Private Solicitation P-32
C-3 9 Withdrawal without Financial Clearance P-33
C-41.A Investments: Endowment Funds P-35
C-42 Property Inventory Management P-47
D-6 Authority for Official Statements P-58
D-8 Authorization for University President to
Suspend Faculty and Staff P-59
D-17 Health and Safety P-60
D-20.5 Items Requiring Board of Regents Approval P-63
D-25.5 Private Support Organizations or Donors P-67
D-30 Selection of the President P-69
D-3 0.1 Selection of Vice Presidents, Athletic Director and
Head Coaches P-70
D-3 5 Displaying Serious Psychological Problems P-71
E-9 Salary Supplements, Stipends and
Additional Compensation P-75
E-33.1 New Employee Orientation P-84
E-34 Organized Work Stoppage P-86
E-43.5 Risk Management P-87
E-47.1 Sick Leave Pool P-93
E-57 Performance Management Plan P-97
F-3 Bookstore Special Orders P-100
F-4 Bookstore Textbook Orders P-101
F-ll Express Mail P-102
F-12 Faculty and Staff Athletic Purchases P-103
F-15 Guest Speaker P-104
F-18 Mail Services P-106
F-21 Notary Public P-108
F-26 Student Employment Center P-110
F-30 Ticket Office Services P-115
F-31 Vending.... P-116
Stephen F. Austin State University
Minutes of the Meeting of the
Board of Regents
Nacogdoches, Texas
October 18 and 19,2006
Austin Building 307
Wednesday, October 18,2006
The meeting of the Board of Regents was called to order at 8:00 a.m., Wednesday,
October 18, 2006, by Chair Valerie Ertz.
PRESENT:
Board Members: Ms. Valerie Ertz, Chair
Mr. Richard Boyer
Dr. Margarita de la Garza-Grahm
Mr. Joe Max Green
Mr. Kenneth James
Mr. Paul Pond
Mr. James Thompson
Ms. Stephanie Tracy
Mr. Melvin White
Mr. Fred Wulf
President: Dr. Baker Pattillo
Vice-Presidents: Ms. Debbie Baisden
Mr. Steve Westbrook
Dr. Marlin Young
General Counsel: Ms. Yvette Clark
Other SFA administrators, staff, and visitors
The chair welcomed the board members and guests to the meeting. She discussed the
schedule for the two-day session of the board of regents and then recessed the meeting to
allow the board committees to meet.
The Building and Grounds Committee convened at 8:02 a.m. and adjourned at 9:10 a.m.
The Finance Audit Committee convened at 9:17 a.m. and adjourned at 10:40 a.m. The
Academic and Student Affairs Committee convened at 10:55 a.m. and adjourned at 12:40
p.m. Following a lunch recess and attendance of the board members at an open house for
the Counseling and Career Services office, the Marketing Committee convened at 2:20
p. m. and adjourned at 2:32 p. m.
The chair reconvened the board meeting at 2:35 p.m. and called for an executive session
to consider the following items:
LEGAL ADVICE AND REPORT ON PENDING LITIGATION
Consultation with Attorney Regarding Legal Advice or Pending and/or Contemplated
Litigation or Settlement Offers, including but not limited to, Flynn vs. SFASU, legal
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advice regarding patent matters, university name use and possible involvement in
community projects. (Texas Government Code, Section 551.071)
REAL ESTATE
Deliberations Regarding the Purchase, Exchange, Lease, Sale or Value of Real Property
(Texas Government Code, Section 551.072)
GIFTS AND DONATIONS
Deliberations Regarding Negotiated Contracts for Prospective Gifts or Donations (Texas
Government Code, Section 551.073)
PERSONNEL MATTERS REGARDING SPECIFIC UNIVERSITY EMPLOYEES
Consideration of Individual Personnel Matters Relating to Appointment, Employment,
Evaluation, Assignment, Duties, Discipline, or Dismissal of an Officer or Employee,
including but not limited to, the president, the vice presidents, and the chief information
officer (Texas Government Code, Section 551.074)
The board reconvened in open session at 6:00 p.m. and recessed with no action taken.
Thursday, October 19, 2006
Chair Ertz reconvened the meeting on Thursday, October 19, 2006, at 9:02 a.m. in room
307 of the Austin Building.
PRESENT:
Board Members: Ms. Valerie Ertz, Chair
Mr. Richard Boyer
Dr. Margarita de la Garza-Grahm
Mr. Joe Max Green
Mr. Kenneth James
Mr. Paul Pond
Mr. James Thompson
Ms. Stephanie Tracy
Mr. Melvin White
Mr. Fred Wulf
President: Dr. Baker Pattillo
Vice-Presidents: Ms. Debbie Baisden
Mr. Steve Westbrook
Dr. Marlin Young
General Counsel: Ms. Yvette Clark
Other SFA administrators, staff, and visitors
Dr. Pattillo introduced Dr. John Goodall and Dr. C. W. Bahs, who introduced visiting
theatre students from Rose Bruford College in Sidcup, Kent, England.
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Mr. Steve Westbrook introduced Charles Hueber, who presented senior counseling staff
from Jack Camp.
APPROVAL OF MINUTES
Board Order 07-01
A correction to the July 12, 2006, minutes was noted. Upon motion by Regent Wulf,
seconded by Regent Green, with all members voting aye, it was ordered that the minutes
of the July 12, 2006, and the July 13, 2006, meetings be approved, as amended.
PERSONNEL
Board Order 07-02
Upon motion by Regent Green, seconded by Regent Wulf, with all members voting aye,
it was ordered that the following personnel items be approved:
FACULTY APPOINTMENTS FOR 2006 - 2007
Business
Dale Spradling, Visiting Professor of Accounting, Ph.D. (University of Houston)
at a salary of $84,204 for 100 percent time for nine months, effective August 22,
2006.
Education
Linda Black, Instructor of Secondary Education and Educational Leadership, M.A.
(Southwest Texas State University) at a salary of $46,000 for 100 percent time for nine
months, effective August 22, 2006, contingent upon completion of doctorate by May 30,
2007.
Tracev Covington Hasbun, Instructor of Elementary Education, M.A. (Stephen F. Austin
State University) at a salary of $41,000 for 100 percent time for nine months, effective
August 22, 2006, contingent upon completion of doctorate by August 31, 2012.
Stephanie Jevas, Assistant Professor of Kinesiology and Health Science, Ph.D.
(University of Houston) at a salary of $52,000 for 100 percent time for nine months,
effective August 22, 2006.
Alan Larson, Instructor of Human Services, M.A. (Western Washington University) at a
salary of $46,000 for 100 percent time for nine months, effective August 22, 2006,
contingent upon completion of doctorate by August 31, 2007.
Ralph Lester Marshall Assistant Professor of Secondary Education and Educational
Leadership, Ed.D. (Illinois State University) at a salary of $51,500 for 100 percent time
for nine months, effective August 22, 2006.
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Mark Seaman, Instructor of Secondary Education, M.A. (University of Houston) at a
salary of $46,000 for 100 percent time for nine months, effective August 22, 2006,
contingent upon completion of doctorate by December 31, 2006.
Le'Ann Solmonson, Assistant Professor of Human Services, Ph.D. (Sam Houston State
University) at a salary of $50,000 for 100 percent time for nine months, effective August
22, 2006.
Janet Tareilo, Assistant Professor of Secondary Education and Educational Leadership,
Ed.D. (Sam Houston State University) at a salary of $47,500 for 100 percent time for
nine months, effective August 22, 2006.
Fine Arts
Marsha Blount Lecturer of Art Education, M.A. (Stephen F. Austin State University) at a
salary of $40,000 for 100 percent time for nine months, effective August 22, 2006.
Forestry and Agriculture
Michael Maurer, Assistant Professor of Agriculture, Ph.D. (University of Florida) at a
salary of $56,833 for 100 percent time for nine months, effective August 22, 2006.
Liberal And Applied Arts
Emmerentie Oliphant Associate Professor of Social Work, Ph.D. (Rand Afrikaans
University, South Africa) at a salary of $51,000 for 100 percent time for nine months,
effective August 28, 2006.
Steven Short, Visiting Assistant Professor of History, Ph.D. (Texas Tech University) at a
salary of $38,000 for 100 percent time for nine months, effective August 22, 2006.
Sciences and Mathematics
Roberta ConnelL Clinical Instructor of Nursing, M.S.N. (University of Rhode Island), at
a salary of $54,000 for 100 percent time for nine months, effective August 22, 2006.
Danielle R. Johnson, Lecturer of Mathematics and Statistics, M.A. (Stephen F. Austin
State University), at a salary of $33,750 for 100 percent time for nine months, effective
August 22, 2006.
Antonio Mondragon, Visiting Instructor of Physics and Astronomy, M.S. (Texas A&M
University), at a salary of $42,750 for 100 percent time for nine months, effective August
22, 2006, contingent upon completion of doctorate by December 31, 2006.
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STAFF APPOINTMENTS FOR 2006 - 2007
Admissions
Janet Lynn McLeroy, Admission Counselor, at a salary of $28,000 for 100
percent time for 12 months, effective September 1, 2006.
Athletics
Christopher Ryan Dane, Athletic Trainer, at a salary of $34,586 for 100 percent
time for 12 months, effective September 1, 2006.
Trey D. Schroeder. Head Coach-Golf, at a salary of $30,000 for 100 percent time
for 10.5 months, effective July 17, 2006.
Christopher T. Watford, Assistant Coach-Softball, at a salary of $27,200 for 100
percent time for 10.5 months, effective July 17, 2006.
College of Education
Christi L. Coleman, Certificate Officer/PBIC Coordinator, at a salary of $44,100
for 100 percent time for 12 months, effective June 1, 2006.
Krista K. Guerrero, Assistant Coordinator of ATC Grant Program, at a salary of
$36,500 for 100 percent time for 12 months, effective August 21, 2006.
Physical Plant
Harold E. Hall, Jr., Assistant Director of Physical Plant, at a salary of $72,000 for
100 percent time for 12 months, effective August 1, 2006.
Campus Recreation
Michael Maningas, Coordinator of Outdoor Pursuits, at a salary of $38,000 for
100 percent time for 12 months, effective September 5, 2006.
University Advancement
Earl Forney, Database Specialist, at a salary of $32,000 for 100 percent time for
12 months, effective July 31, 2006.
CHANGES OF STATUS FOR 2006 - 2007
Academic Affairs
Richard A. Berry, from Dean of Fine Arts, at a salary of $122,097 for 100 percent
time for 12 months, to Associate Provost/Vice President for Academic Affairs, at
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a salary of $128,097 for 100 percent time for 12 months, effective August 21,
2006.
Marlin Young, from Associate Provost/Vice President for Academic Affairs, at a
salary of $126,800 for 100 percent time for 12 months, to Provost/Vice President
for Academic Affairs, at a salary of $145,000 for 100 percent time for 12 months,
effective July 24, 2006.
Athletics
Brittany M. Burton, from Graduate Student in Wellness Center, at a salary of
$7,500 for 50 percent time for 12 months, to Strength and Conditioning Assistant
for Athletics, at a salary of $30,000 for 100 percent time for 12 months, effective
September 1,2006.
John Curta, from Intern/Coach for Athletics, at a salary of $5.15 per hour for 100
percent time for six weeks, to Assistant Coach for Men's Basketball, at a salary of
$30,000 for 100 percent time for 10.5 months, effective September 1, 2006.
Tennille R. O'Neal from Intern/Coach for Athletics, at a salary of $5.15 per hour
for 100 percent time for nine months, to Assistant Coach for Women's Basketball,
at a salary of $30,000 for 100 percent time for 10.5 months, effective September
1,2006.
Lee Ann Rilev, from Head Coach for Women's Basketball, at a salary of
$103,799 for 100 percent time for 12 months, to Head Coach for Women's
Basketball, at a salary of $104,837 for 100 percent time for 12 months, effective
September 1,2006.
Adelaida L. Sanchez, from Intern at a salary of $7,500 for 50 percent time for
nine months, to Athletics Media Relations Specialist, at a salary of $19,000 for
100 percent time for 12 months, effective September 1, 2006.
Kathv J. Springfield, from Administrative Assistant for Athletics, at a salary of
$26,573 for 100 percent time for 12 months, to Academic Services Assistant for
Athletics, at a salary of $30,000 for 100 percent time for 12 months, effective
September 1,2006.
College of Education
Nancy D. Parr, from Substitute Teacher of Early Childhood, at a salary of $2,658
for 100 percent time for Summer II, to Pre-Kindergarten II Teacher Early
Childhood, at a salary of $31,900 for 100 percent time for 12 months, effective
August 14, 2006.
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College of Fine Arts
John W. GoodalU from Professor of Music, at a salary of $57,198 for 100 percent
time for nine months, to Interim Dean of Fine Arts, at a salary of $88,000 for 100
percent time for 12 months, effective September 1, 2006.
College of Forestry and Agriculture
Joey L. Bray, from Supervisor Broiler Research Center, at a salary of $32,566 for
100 percent time for 12 months, to Associate Director Poultry Research Center, at
a salary of $48,000 for 100 percent time for 12 months, effective September 1,
2006.
Lynn Clark, from Accounting Supervisor for Controller, at a salary of $28,142 for
100 percent time for 12 months, to Assistant to the Director of the Columbia
Center, at a salary of $30,000 for 100 percent time for 12 months, effective
September 16, 2006.
College of Liberal and Applied Arts
Mark D. Barringer, from Associate Professor of History, at a salary of $47,853 for
100 percent time for nine months, to Interim Associate Dean of College of Liberal
and Applied Arts and Associate Professor of History, at a salary of $56,854 for
100 percent time for nine months, effective September 1, 2006.
College of Sciences and Mathematics
Beatrice A. Clack, from Director/Associate Professor of Biotechnology, at a
salary of $70,155 for 100 percent time for 11 months, to Director of
Development/Associate Professor of Biotechnology for College of Sciences and
Mathematics, at a salary of $70,857 for 100 percent time for 11 months, effective
September 1,2006.
James K. Langford, from Assistant Professor of Biology, at a salary of $40,336
for 100 percent time for nine months, to Director of Pre-Professional Programs
and Assistant Professor of Biology for 100 percent time at a salary of $40,784 for
nine months, effective August 24, 2006.
Finance and Administration
Danny R. Gallant, from Director Financial Services, at a salary of $80,993 for 100
percent time for 12 months, to Associate Vice President of Budget and Finance at
a salary of $87,000 for 100 percent time for 12 months, effective September 1,
2006.
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Physical Plant
Lee Brittain, from Assistant Director of Physical Plant, at a salary of $72,705 for
100 percent time for 12 months, to Director of Physical Plant at a salary of
$82,000 for 100 percent time for 12 months, effective October 1, 2006.
Michael B. Rustad, from Supervisor Building Maintenance of Physical Plant, at a
salary of $59,700 for 100 percent time for 12 months, to Supervisor Building
Trades/Renovation at a salary of $62,297 for 100 percent time for 12 months,
effective September 1, 2006.
Ronald E. Watson, from Manager Custodial Services of Physical Plant, at a salary
of $53,733 for 100 percent time for 12 months, to Assistant to Director of
Physical Plant at a salary of $57,270 at 100 percent time for 12 months, effective
September 1,2006.
Public Affairs
Shirley Luna, from Assistant Director of Public Affairs, at a salary of $39,973 for
100 percent time for 12 months, to Associate Director of Media Relations at a
salary of $48,973 for 100 percent time for 12 months, effective September 1,
2006.
Donna Parish, from Editorial Coordinator, at a salary of $32,665 for 100 percent
time for 12 months, to Assistant Director of Creative Services at a salary of
$37,565 for 100 percent time for 12 months, effective September 1, 2006.
President's Office
Susan H. Williams, from Assistant to Vice President, at a salary of $38,600 for
100 percent time for 12 months, to Special Assistant to the President at a salary of
$50,000 for 100 percent time for 12 months, effective July 13, 2006.
University Advancement
Jill Still, from Director of Development at a salary of $48,594 for 100 percent
time for 12 months, to Director of Development at a salary of $50,994 for 100
percent time for 12 months, effective September 1, 2006.
University Affairs
Steven B. Westbrook, from Executive Director for Student Affairs, at a salary of
$87,329 for 100 percent time for 12 months, to Interim Vice President for
University Affairs at a salary of $99,329 for 100 percent time for 12 months,
effective August 14, 2006.
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RETIREMENTS
Mingteh Chang, Professor of Forestry, effective August 31, 2006.
William D. HearelL Professor of English and Philosophy, effective August 11,
2006.
John D. Rulfs, Director of Physical Plant, effective August 31, 2006.
RECLASSIFICATIONS
College of Education
Lisa Stone, from Assistant to Dean College of Education, at a salary of $32,455
for 100 percent time for 12 months, to Coordinator of Advising Center for
Education at a salary of $33,721 for 100 percent time for 12 months, effective
September 1,2006.
Controller
Virginia Walker, from Supervisor Accounts Payable, at a salary of $31,482 for
100 percent time for 12 months, to Manager Accounts Payable at a salary of
$36,800 for 100 percent time for 12 months, effective September 1, 2006.
Counseling and Career Services
Sheri Mullican from Assistant Director Career Services, at a salary of $47,515 for
100 percent time for 12 months, to Associate Director of Counseling and Career
Services at a salary of $51,000 for 100% time for 12 months, effective September
1,2006.
Environmental Health, Safety and Risk Management
Donna TeeL from Assistant Safety Officer, at a salary of $39,642 for 100 percent
time for 12 months, to Safety Officer at a salary of $42,000 for 100 percent time
for 12 months, effective September 1, 2006.
Financial Aid
Rebecca Shepherd, from Coordinator of Scholarships, at a salary of $36,800 for
100 percent time for 12 months, to Assistant Director of Financial Aid at a salary
of $40,000 for 100 percent time for 12 months, effective September 1, 2006.
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Information Technology Services
Shawn Hardy, from Programmer/Analyst I, at a salary of $31,549 for 100 percent
time for 12 months, to Programmer/Analyst II at a salary of $35,000 for 100
percent time for 12 months, effective September 1, 2006.
Instructional Technology
Bryan Tarplev, from Instructional Systems Administrator, at a salary of $33,668
for 100 percent time for 12 months, to Systems Administrator for Office of
Instructional Technology at a salary of $36,000 for 100 percent time for 12
months, effective September 1, 2006.
Public Affairs
Joseph Alford, from Publications Specialist, at a salary of $30,656 for 100 percent
time for 12 months, to Publications Specialist at a salary of $32,000 for 100
percent time for 12 months, effective September 1, 2006.
Student Affairs Operations
Shelly Lackey, from Assistant to Director Auxiliary Services, at a salary of
$53,162 for 100 percent time for 12 months, to Assistant Director Student Affairs
Operations at a salary of $59,162 for 100 percent time for 12 months, effective
September 1,2006.
ACADEMIC AND STUDENT AFFAIRS
Board Order 07-03
Upon motion by Regent James, seconded by Regent Boyer, with all members voting aye,
it was ordered that the following academic affairs item be approved:
SMALL-SIZE CLASS LISTS FOR SUMMER II 2006 AND FALL 2006
The Summer II2006 and Fall 2006 small-size class lists presented in Appendix 1 were
approved.
FINANCIAL AFFAIRS
Board Order 07-04
Upon motion by Regent Thompson, seconded by Regent White, with all members voting
aye, it was ordered that the following financial affairs items be approved:
ANNUAL AUDIT PLAN AND REPORT
The annual audit plan, work schedule, and staffing plan, as presented by the director of
audit services, was approved. The annual audit report for fiscal year ending August 31,
2006 was approved as presented.
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INTERNAL AUDIT CHARTER
The Internal Audit Charter for the department of audit services was approved as
presented in Appendix 2.
SFASU FOUNDATION, INC. AGREEMENT
The board approved the replacement agreement between Stephen F. Austin State
University and the Stephen F. Austin State University Foundation, Inc. as submitted in
Appendix 3.
RESOLUTION FOR GENERAL AMERICAN MUTUAL HOLDING COMPANY
The board adopted the resolution in Appendix 4 requesting that insurance proceeds
checks containing errors that were issued by General American Mutual Holding
Company as part of its liquidation under Missouri law be reissued and the payment
information be corrected for any future disbursements.
TEMPORARY SERVICES CONTRACT
Authorization was given to award a contract to Kelly Services for temporary staffing
services used by the university on an as needed basis to be effective through August 31,
2008 with the option to renew for two additional two-year periods. The source of funding
will be from the individual departments utilizing the services. The president is authorized
to sign the contract.
PURCHASE OVER $50,000 - 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 2007
sessions of Jack Camp.
PURCHASE OVER $50,000 - YEARBOOKS
The board of regents authorized the president to approve payment to Taylor Publishing
Company for the production of 2006 Stone Fort yearbooks in the amount of $52,368.15.
It was further ordered that Agenda Item 19, Authorization for Lease of Space for Banking
Services in Student Center, be tabled for further review and future action.
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BUILDING AND GROUNDS
Board Order 07-05
Upon motion by Regent Green, seconded by Regent Pond, with all members voting aye,
it was ordered that the following building and grounds items be approved:
REMODELING OF ADMINISTRATIVE OFFICES
The university was authorized to remodel the office of the vice president for finance and
administration, converting the vault into an office by upgrading the lighting, electrical,
wall and floor treatments and including furnishings. It was approved for the offices of the
vice presidents for university affairs and academic affairs, as well as the administration
lobby/reception areas, to have lighting, electrical work, and ceiling, wall and floor
treatments renovated as considered necessary. The physical plant will act as general
contractor for the project. The cost will not exceed $100,000 and will be paid from
budgeted HEAF funds.
FUNDRAISING PLAN AND MITIGATION AGREEMENT FOR
BASEBALL/SOFTBALL COMPLEX
The board of regents endorsed the fundraising plan for the baseball/softball complex as
presented below and approved the recognized naming rights thresholds. Formal naming
recognition on gifts over $500,000 will be brought back before the board of regents for
appropriate acknowledgement. A fundraising goal to reach 25% of the project costs must
be met by January 2008, or the project will be reevaluated at that time.
The Complex Bo Pilgrim
The Baseball Stadium $750,000
The Softball Stadium $500,000
The Fieldhouse $500,000
Baseball and Softball Pressboxes $ 100,000 each
2 Locker Rooms $50,000 each
2 Batting Cages $25,000 each
Training Room $25,000
Weight Room $25,000
2 Home Team Dugouts $25,000 each
2 Visiting Team Dugouts $20,000 each
4 Foul Poles $15,000 each
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Stadium Seating:
Purchaser's name or designated 866 Baseball Chairback $1,200 each
name "In Memory Of or "In Seats
Honor Of permanently
engraved on each stadium seat 355 Softball Chairback $1,200 each
Seats
(Stadium Seat Financing Option: Purchase more than one seat and pay
$50/month for each seat for two years)
Bronze "Wall of Names" at One Name $300 each
Stadium Entrance Two Names $250 each
Three or More Names $200 each
Formal approval of the mitigation transaction was given at a cost not to exceed $10,000
per acre plus associated maintenance fees (source of funds - previously designated fund
balance), and the president was authorized to sign the mitigation agreement as presented,
with the director of physical plant authorized to sign all necessary closing paperwork
reviewed by the general counsel.
PURCHASE OF PROPERTY AT 117 EAST STARR AVENUE
The university was authorized to purchase the property at 117 E. Starr for the appraised
value of $78,000 plus associated purchase and closing cost. This property is otherwise
known as Lot 9 - D of Block 45 within the city of Nacogdoches, Texas. The director of
the physical plant was authorized to sign the required documents on behalf of the
university. The source of funds will be designated fund balance.
UNIVERSITY POLICIES AND PROCEDURES
Board Order 07-06
Upon motion by Regent Green, seconded by Regent Grahm, with all members voting
aye, the Board of Regents adopted the policy revisions as presented in Appendix 6.
REPORTS
President Pattillo presented comments on the following topics:
■ Baseball/Softball Complex fundraising plan
■ Technology policies for the university
■ Desired mid-year salary raises for the faculty and staff
■ Homecoming activities
■ President's Christmas Reception on December 14
■ Commencement on December 16
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Dr. Chris Baker, Chair of the Faculty Senate reported on the following topics:
■ Funding for academics at SFA
■ Faculty Senate initiatives
Brittany Scott, President of the Student Government Association, presented comments
concerning the following topics:
■ SGA Retreat at the Pineywoods Conservation Center
■ Student Regent application process
■ SGA legislation update and school spirit ideas
■ SFA parking suggestions
■ Student opinions: opposition to joining a system, campus signage, new
construction
Gina Oglesbee, Director of Audit Services, offered comments concerning:
■ Annual Risk Assessment
■ Audit Plan
■ Quality Assurance Review
Chair Ertz adjourned the meeting of the Board of Regents at 10:05 a.m.
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Appendix 1
Texas Higher Education Coordinating Board Rules Currently in Effect (9-2006)
Chapter 5. Rules Applying to Public Universities and/or Health-Related Institutions of Higher
education in Texas
Subchapter B. Role and Mission, Tables of Programs, Course Inventory
§5.23 Definitions
§5.23.5 Organized classes-Classes whose primary mode of instruction is lecture, laboratory or
seminar. 7I
§5.23.8 Small classes-Undergraduate level classes with less than 10 registrations, and graduate level
classes with less than five registrations.
§5.26 Offering of Small Classes by Public Universities
'th TeX3S Education Code' §51-403(<»), public universities may offer organized small classes
§51.403(d.l) have been approved by the governing board of the university;
§51.403(d.2) is a required course for graduation (the course is not offered each semester or term
and, if canceled, may affect the date of graduation of those enrolled);
§51.403(d.3) is a required course for majors in this field and should be completed this semester for
term) to keep proper sequence in courses;
§51.403(d.4) is a course in a newly established degree program, concentration, or support area;
§51.403(d.5) is part of an interdepartmental (cross-listed) course taught as a single class by the same
faculty at the same station, provided that the combined enrollments do not constitute a small class;
§51.403(d.6) is a first-time offering of the course;
§51.403(d.7) is class size-limited by accreditation or state licensing standards;
§51.403(d.8) is class size-limited by availability of laboratory or clinical facilities; or
§51.403(d.9) is voluntarily offered by a faculty member in excess of the institutional teaching load
requirement and for which the faculty member receives no additional compensation.
Source Note: The provisions of this §5.26 adopted to be effective May 28, 2003, 28 TexReg 4124
Appendix 1
SMALL CLASSES
Summer II 2006
Course Information
I \ Number Credit Hourj Credit j Texas Education Code
Section Id. ! Title Enrolled j Value \ Hours .Offering Compliance
AGD361001 jAGRICULTTJ^^ _?..!. 3 J11 j§51:403^.2,^
MLG 580 501 DEWEL S3hl'9^C[PUliED LEAR 4 3 I ^ §51403^.2)
MUS140001 MUSIC APPRECIATION^ 9 : 3 27 : §51 J4g3(d,2, d,3)
SPA232001 INTERMEDIATE SPANISH j 5 3 j 15 j §51403(dL9)
ED APPRAISAL EXCEPTIONAL CHILD j 9 = 3 | 27 | ^
SP€438 001/ JNS^JCfroRPERSW/blSABL/ Q 3 27
SPE562001 ||NSTRSTRAT EXCEPT LEARNERS i j §51.403(d.2, d.3)
Total Estimated Credit Hours in Small Classes 135
Total Estimated SFA Credit Hours Summer II 2006 18,951
Estimated Small Class Credit Hours as a Percentag of SFA Total Credit Hours 0.7%
DATE:
SMALL CLASSES
Fall 2006
Appendix 1
Course Information
Section Id.
CSC342 001
; Number : Credit Hour :
Value
HMS137 201
HMS137L201
PRINCIPLES OF FOOD SCIENCE
HMS 460 201
HMS 353301
RHB422 020
FOR 546 001
FOR 411001
FOR 427 001
CHE 241 001^
CHE 241L020
CHE337001
CHE^452L051
CHE443 001
GOL 520 001
GOL 568 002
"STA524 001
STA525 001
MTH 305 001
STA 320 001
MTH 419 001
PHY 431 001
MLG424 501
RDG415 041
JPARENTING
^SE& abuse
FIRE ECOLOGY AN^ MANAGEMENT
■TIMBER^^ MANAGEMENlf
^regional sii^iculture
'inorganic chemistry
i^norganic chemist^ lab
i physical chemistry \
co^rehensive biochemistry i lab
GEOCHEMISTRY
APPLIED MUlJWi^l/^
APPLIED NONPT^M
INTRO TO NUMERICAL METHODS
STATISTICAL METWDS "
PROBABILITY THEORY
INTRO QUANTUM MECHANICS
MATHEMATICS IN THE MIDDLE GRADES
RDG ASSESSMENT & INSTRUCTION
7
1
1
1
7
b
9
6
4
8
8
4
4
4
4
8
4
4
3
3
6
7
7
9
Total Estimated Credit Hours in Small Classes
Total Estimated SFA Credit Hours Fall 2006
Estimated Small Class Credit Hours as a Perqentag of SFA Total Credit Hours
3
1
2
3
3
3
3
3
3
3
3
3
1
4
1
4
3
3
3
3
3
3
3
3
3
2
Total ;
Credit Texas Education Code
Hours i Offering Compliance
21 , §51.4p3(d:2)
1 , __.§51.403{dJj,
2 §51^|03(d.1J_..
3 §51.403(dL1)
21 §5l.403(d.1)
27 §51.403(d,2?d.3)
27 §51:403(d,2?d.3)
18 §51.403(d,1)
12 §51_r403(d,2, d,3)
24 j §51.4q3(d,2,.dL3)....._..
. 24._ ; _ §5J,403i(d,2fd:3)
12 §51^403(^2, d.3)
J*. §§L4P31d-2,_d.3)
16_ ; _ §5L4P.3fiL2xd.3)._._...
4 §51.403(d,2rd.3)
32 .151..403(d,2,.d.3)
12 ; §51 4p3(d:2, d,3)
12 §51,403(d.2l d.3)
9 §51.403(d:2)
9 §51.403(d.2)
18 s< .§51..403(d.2)
21 §51,403(d.2)
21 §51.403(d.2)
27 : §51.403(d:2)
27 §51,403(d.3)
18 ! §51 ^403^,4,d.6)
422
146,554
0.3%
Date:
Appendix 2
STEPHEN F. AUSTIN STATE UNIVERSITY
PURPOSE, AUTHORITY, AND RESPONSIBILITY of tho
DEPARTMENT OF AUDIT SERVICES
INTERNAL AUDIT CHARTER
October 19, 2006
PurposePurpooQ
f,he purpose of the Department of Audit Services through internal auditing /sis to
provide independent, objective assurance and consulting activities that add value
and improve university operations. Audit Services helps the university
accomplish its objectives by bringing a systematic, disciplined approach to
evaluate and improve the effectiveness of risk management, control and
governance processes. \gi]
Audit Services^ provides the Board of Regents and the President an
independent appraisal of the adequacy and the effectiveness of the ^University's
system of internal administrative and accounting controls and the quality of
performance when compared with established standards. The primary objective
is to assist the Board of Regents, the President and t/University management in
the effective discharge of their responsibilities.
Authority
Authority
The Department of Audit Services is an integral part of Stephen F. Austin State
University and functions within established policies. The Director of Audit
Services reports functionally to the Board of Regents and administratively to the
President.
The Department will oporato within tho guidolinos of Standards for tho
Professional Practice of Internal Auditing ao publiohod by tho Institute of Intornal
Auditors and tho Toxas Intornal Auditing Act (Article 6252 5d., VACS.).
The Department of Audit Services will have unrestricted access to all University
activities; records, both manual and electronic; property; and personnel relevant
to any area being reviewed. Members of the Audit Services1 staff will handle all
documents and other information acquired in the course of their duties prudently.
Standards and Independence
[The Department will operate within the guidelines of the Institute of Internal
Auditors (HA) International Standards for the Professional Practice of Internal
-1 -
Appendix 2
Auditing, HA Code of Ethics, and the Texas Internal Auditing Act (Article 6252 -
5d.,V.A.C.S.).\g2]
Internal auditors are and will remain independent of the activities or operations
they review; they will not engage in any activity which would impair their
independence.
Responsibility
The Department of Audit Services will fulfill its responsibility to the Board of
Regents and the President by:
• -developing an audit plan based on risk analysis which includes the
concerns of management
• T-fey-providing audit coverage that consistently meets the needs and
expectations of management
• following up on , by responding to identified weaknesses, findings and
recommendations from previous audit work
• -aficHay-participating in a program of quality assurance designed to ensure
the increasing professionalism of the department and standard of the work
performed^
• performing consulting services including advisory and related service
activities, the nature and scope of which are agreed upon and which are
intended to add value and improve the university's governance, risk
management, and control processes without assuming management
responsibility. Examples include counsel, advice, facilitation, training, and
committee service.\g3]
Annually the Director of Audit Services will submit information on the annual audit
plan, work schedule, and staffing plan to the President for his review and to the
Board of Regents for their approval. Quarterly the Director will provide activity
reports to the President and the Board of Regents detailing progress against the
annual audit plan, audit accomplishments, and highlights of any significant audit
findings and recommendations. \the Director of Audit Services will submit reports
as required to the State Auditor's Office, Governor's Office, Legislative Budget
Board and Sunset Advisory Commission.
[g4]The scope of audit activities will include all controls, reports and operations of
the University. The Department of Audit Services will examine and evaluate:
• -The reliability and integrity of financial and operating information and the
means used to identify, measure, classify and report information.
-2-
Appendix 2
—The systems established to ensure compliance with policies, plans
procedures, laws and regulations that could have a significant impact on
the University.
^The means of safeguarding assets and verifying their existence.
-The economy and the efficiency with which resources are employed.
—The extent to which the operations and programs of the University are
consistent with its objectives and goals.
Director of Audit Services -Date
Tito Guorroro, Prooidont Date
-3-
Appendix 3
Memorandum of Understanding
between Stephen F. Austin State University Foundation
and Stephen F. Austin State University
THIS AGREEMENT, entered into as of this 19th day of October, 2006, by and between
Stephen F. Austin State University (the "University") and the Stephen F. Austin State
University Foundation, Inc. (the "Foundation").
The University is an agency of the State of Texas, organized and existing under Chapter
101, Texas Education Code, as an institution of higher education located in Nacogdoches,
Texas. The governing body of the University is the Board of Regents (collectively the
"Regents").
The Foundation was organized and incorporated in 1975 as a non-profit corporation
under the laws of the State of Texas for the purpose of stimulating voluntary private
support from alumni, parents, friends, corporations, foundations, and others for the
benefit the University. The governing body of the Foundation is its Board of Trustees
(collectively, the "Trustees").
The parties are entering into this agreement for the purpose of defining the relationship
between them pursuant to Chapter 2255 of the Texas Government Code, and to
implement the policy (D-25.5) of the Regents governing the University's relationship
with private support organizations.
While this agreement is in effect, the University recognizes the Foundation as existing
solely for the support of the University. The parties agree that the Foundation is a
necessary and beneficial component of the University's overall program for university
advancement and for the development and management of private sources of funding for
capital acquisition, operations, endowments, and other purposes relating to the mission
and priorities of the University, and to provide opportunities for students and a margin of
institutional excellence unavailable with state funds.
The Foundation is dedicated to assisting the University in the building of the endowments
and in addressing, through financial support, the long-term academic and other priorities
of the University.
As stated in its articles of incorporation, the Foundation is a separately incorporated 501
(c)(3) organization and is responsible for identifying and nurturing relationships with
potential donors and other friends of Stephen F. Austin State University; soliciting cash,
securities, real and intellectual property, and other private resources for the support of the
University; and acknowledging and stewarding such gifts in accordance with donor intent
and its fiduciary responsibilities.
Furthermore, in connection with its fund-raising and asset-management activities, the
Foundation retains and/or partially supports personnel experienced in planning for and
- 1 -
Appendix 3
managing private contributions and works with the University to assist and advise in such
activities. In consideration of the mutual commitments herein contained, and other good
and valuable consideration, receipt of which is hereby acknowledged, the parties agree as
follows:
FOUNDATION NAME, SEAL AND LOGOTYPE
Consistent with its mission to help to advance the plans and objectives of the University,
the Foundation is granted the use of the name, Stephen F. Austin State University'
however, the Foundation will operate under its own seal and logotype and shall not use
the university seal or other identifying marks in the promotion of its business and
activities without specific written approval by the University.
INSTITUTION OR SYSTEM GOVERNANCE
• The Board of Regents of the University is responsible for overseeing the mission,
leadership, and operations of the University.
• The Board of Regents is responsible for setting priorities and long-term plans for
the University.
• The Board of Regents is legally responsible for the performance and oversight of
all aspects of University operations.
• The Board of Regents is responsible for the employment, compensation, and
evaluation of all University employees, including the President.
THE FOUNDATION'S RELATIONSHIP TO THE INSTITUTION
• The Foundation is a separately incorporated 501 (c) (3) nonprofit organization
created to raise, manage, distribute, and steward private resources to support the
various missions of the University.
• The Foundation Board of Trustees is responsible for the control and management
of all assets of the Foundation, including the prudent management of all gifts
consistent with donor intent.
• The Foundation Executive Director is responsible for the performance and
oversight of all aspects of its operations based on a comprehensive set of bylaws
that clearly address the board's fiduciary responsibilities, including expectations
of individual board members based upon ethical guidelines and policies.
• The Foundation Board of Trustees is responsible for the evaluation of the
Foundation Executive Director. The Foundation Executive Director is a
University Vice President and the President of the University retains ultimate
supervision, evaluation, hiring and firing authority over this individual's
employment. The evaluation of the Foundation Executive Director (which is also
the University Vice President for Advancement) conducted by the Foundation
Board will be submitted to the University President for his consideration.
• The Foundation currently has no employees, but relies on University employees
to fulfill its responsibilities. All salary related decisions for this Vice
President/Executive Director remain solely with the University President. Cost
-2-
Appendix 3
sharing arrangements for salary and benefits may be negotiated between the
parties and reduced to writing when needed. Any payments (other than
reimbursements of expenses) made by the Foundation to the Foundation
Executive Director (or other University employees) shall first be submitted to the
President for approval before being provided to the University employee. The
President will consider these payments within the overall salary scales of the
University to determine whether they should be awarded to a University
employee.
• When issues arise which create a conflict between the University and the
Foundation, the Vice President/Foundation Executive Director (or other
University employees who assist the Foundation) shall maintain a duty of loyalty
and ultimate fiduciary responsibility to the University as an employee of the State
of Texas.
THE INSTITUTION'S RELATIONSHIP TO THE FOUNDATION
• The University President is responsible for communicating the University's
priorities and long-term plans, as approved by the Regents, to the Foundation.
• The University recognizes that the Foundation is a private corporation with the
authority to keep all records and data confidential consistent with the law. In turn,
the Foundation recognizes that some University records may be public
information under the law and others may be confidential by statute (e.g.
confidentiality of student records are protected by FERPA). To the extent that
University employees assisting the Foundation may have access to certain
confidential student or other University records, such information will be
confidentially maintained and utilized only in accordance with state and federal
laws.
• Stephen F. Austin State University shall establish and enforce policies that
support the Stephen F. Austin State University Foundation, Inc.'s ability to
respect the privacy and confidentiality of donor records, to the extent permitted
under Texas law.
• The executive director of the Foundation shall be the University Vice President
for University Advancement and shall be included as a member of the University
President's cabinet and senior administrative team, within the discretion of the
President.
• The University shall include the Foundation as an active and prominent
participant in the strategic planning for the University.
• The President of the University shall serve as an ex-officio, non-voting member
of the Foundation board and shall assume a prominent role in fond-raising
activities.
• In consideration for Foundation services including but not limited to donor
database management, endowment fond management, donor stewardship, and
donor recognition the University will provide the Foundation without charge fair
and reasonable in-kind support including office space, equipment, technology and
supplies as necessary in the determination of the President for the Foundation to
carry out its responsibilities and activities.
-3-
Appendix 3
FOUNDATION RESPONSIBILITIES
1. Fund-Raising
• The Foundation shall create an environment conducive to increasing levels of
private support for the mission and priorities of the University.
• The Foundation, in consultation with the University President and the Office of
University Advancement, is responsible for planning and executing
comprehensive fund-raising and donor-acquisition programs in support of the
institution's mission. These programs include annual giving, major gifts, planned
gifts, special projects, and campaigns as appropriate.
• The Foundation will establish, adhere to, and periodically assess its gift-management
and acceptance policies. It will promptly acknowledge and issue
receipts for all gifts on behalf of the Foundation and the University and provide
appropriate recognition and stewardship of such gifts.
• The University recognizes that the Office of University Advancement and the
Foundation share major responsibility for fund-raising. University representatives
will coordinate all fund-raising initiatives including major gifts solicitations with
the Office of Advancement.
• The University President will work in conjunction with the leadership of the
Foundation board and the Foundation executive director to identify, cultivate, and
solicit prospects for private gifts.
• The Foundation shall not accept grants from state or federal agencies, except in
special circumstances that are approved by the Foundation Board of Trustees and
the governmental agency.
• The Foundation shall establish and enforce policies to protect donor
confidentiality and rights.
2. Asset Management
• The Foundation will establish asset-allocation, disbursement, and spending
policies that adhere to applicable federal and state laws including the Uniform
Prudent Investor Act (UPIA) and the Uniform Management of Institutional Funds
Act (UMIFA). Such policies will be shared with the University upon request.
• The Foundation will receive, hold, manage, invest, and disperse contributions of
cash, securities, patents, copyrights, and other forms of property, including
immediately vesting gifts and deferred gifts that are contributed in the form of
planned and deferred-gift instruments.
• The Foundation serves as custodian of the University endowment files and shall
maintain the endowment files in an organized and timely manner.
• The Foundation shall be responsible for managing donor stewardship of all
University owned endowment assets including, but not limited to, annual report to
donors.
• The Foundation will timely report University endowment distribution amounts to
the appropriate University accounts for use in fulfilling the donor's original
-4-
Appendix 3
purpose and shall regularly communicate with applicable account holders to
properly utilize such assets appropriately.
• The Foundation shall make comprehensive endowment, gift, and other asset
reports regularly to the University Board of Regents, or as otherwise requested by
the Board of Regents. The University reserves the right to request specific
information about the Foundation's assets, policies, investments, contracts and
other relationships or information at any time.
• The Foundation will engage an independent accounting firm annually to conduct
an audit of the Foundation's financial and operational records and will provide the
University with a copy of the annual audited financial statements, including
management letters.
3. Institutional Flexibility
• The Foundation will explore through the SFA Real Estate Foundation, Inc.
current opportunities, including acquisition and management of real estate on
behalf of the University for future allocation, transfer, or use.
• The Foundation may serve as an instrument for entrepreneurial activities for the
University and engage in such activities as purchasing, developing, or managing
real estate for University expansion, student housing, or retirement communities.
It also may hold licensing agreements and other forms of intellectual property,
borrow or guarantee debt issued by their parties, or engage in other activities to
increase Foundation revenue with no direct connection to a University purpose.
• When distributing gift funds to the University, the Foundation will disclose any
terms, conditions, or limitations imposed by donor or legal determination on the
gift. The University will abide by such restrictions and provide appropriate
documentation.
4. Transfer of Funds
• The Foundation is the primary depository of private gifts and will transfer funds
to the designated entity within the institution in compliance with applicable laws,
University policies, and gift agreements. The Executive Director of the
Foundation shall be responsible for knowing and understanding applicable laws,
University policies and gift agreements to guide the Foundation's decisions.
• The Foundation's disbursements on behalf of the University must be reasonable
business expenses that support the institution, are consistent with donor intent,
and do not conflict with the law. Reasonableness shall initially be defined by the
Foundation Board of Trustees in making it's disbursement decisions, but the
University reserves the right to intervene on the question of reasonableness of
business expenses if necessary.
• Funds gifted to the University for a restricted purpose are considered a charitable
trust. Legal titles to such funds cannot be transferred to the Foundation without
petitioning a court of competent jurisdiction as outlined under state law.
-5-
Appendix 3
FOUNDATION FUNDING AND ADMINISTRATION
• The Foundation is responsible for establishing a financial plan to underwrite the cost
of Foundation programs, operations, and services.
• The Foundation has the right to use a reasonable percentage of all endowment assets
and charitable trusts under management, the annual unrestricted funds, assess fees for
services, or impose gift taxes, to support its operations on behalf of the University.
Such assessments shall be in accordance with properly approved Foundation policies
and fully disclosed to the University at least annually, or when a material change has
been imposed. No assessments will be made to University owned funds or
endowments without the written approval of the University.
• University endowments are funds given to the university and accounted for on the
university's books, which meet the endowment requirements established by
University policy.
• The University will provide office space, computer and telephone systems, utilities,
adequate personnel, office supplies, and other such services that may be necessary or
required to fulfill the responsibilities and obligations of the Foundation.
• The Foundation shall maintain copies of the plans, budgets, and donor and alumni
records developed in connection with the performance of its obligations.
• The Foundation will provide access to data and records to the University on a need-to-
know basis in accordance with applicable laws, Foundation policies, and
guidelines. The Foundation will provide copies of its annual report, and other
information that may be publicly released.
TERMS OF THE MEMORANDUM OF UNDERSTANDING (MOU)
This Memorandum of Understanding, made this 19th day of October, 2006, by and
between the Board of Stephen F. Austin State University and the Stephen F. Austin State
University Foundation, Inc. (an Internal Revenue Code §501 (c) (3) nonprofit
corporation), is intended to set forth policies and procedures that will contribute to the
coordination of their mutual activities.
To ensure effective achievement of the items of the agreement, the University and the
Foundation officers and board representatives shall hold periodic meetings to foster and
maintain productive relationships and to ensure open and continuing communications and
alignment of priorities.
Provided the Foundation has first executed this agreement, this agreement is effective
upon its approval by the Regents.
Either party may, upon 90 days prior written notice to the other, terminate this agreement.
Notwithstanding the forgoing, either party may terminate this MOU in the event the other
party defaults in the performance of its obligations and fails to cure the default within a
reasonable time after receiving written show cause notice.
-6-
Appendix 3
Should the University choose to terminate this agreement the Foundation may require the
University to pay, within 180 days of written notice, all debt incurred by the Foundation
on the University's behalf including, but not limited to, lease payments, advanced funds,
and funds borrowed for specific initiatives, unless the Foundation continues to maintain
sufficient assets and resources available to pay its debts or unless University payment of
such debts is otherwise prohibited under law. Should the Foundation choose to terminate
this agreement the University may require the Foundation to pay debt or obligations it
holds on behalf of the Foundation in like manner. Upon termination, the parties shall
reasonably attempt to negotiate whether dissolution of the Foundation is appropriate and
how endowed funds and assets collected for the benefit of the University and controlled
by the Foundation should be handled thereafter.
Consistent with provisions appearing in the Foundation's bylaws and its articles of
incorporation, should the Foundation cease to exist or cease to be an Internal Revenue
Code §501(c)(3) organization, the Foundation will transfer its assets and property to the
University, to a reincorporated successor Foundation, or to the state or federal
government for public purposes, in accordance with the law and donor intent.
IN WITNESS WHEREOF, the parties have caused this Memorandum of Understanding
to be executed by their duly authorized officers as of the day and date first above written.
Chair, Stephen F. Austin State University
Board of Regents
Chair, Stephen F. Austin State
University Foundation
Date: \O \\<\
President
Stephen F. Austin State University
Date: lo- 3o- ^00U
Date:
Exeuitive Director
Stephen F. Austin State
University Foundation
Date:
-7-
Appendix 4
BOARD OF REGENTS
OF
STEPHEN F. AUSTIN STATE UNIVERSITY
Nacogdoches, Texas
RESOLUTION REQUESTING
RE-ISSUANCE OF CHECKS FOR INSURANCE PROCEEDS
WHEREAS, General American Mutual Holding Company issued two checks to the University,
who is the owner of the policy, as part of its liquidation under Missouri law, in the sums of
$11,628.91 (No. 00000050816) and $2,253.92 (No. 00200269990); and
WHEREAS, the checks were payable to the University, but incorrectly contained the insured's
address, used the social security number of the insured as the recipient identification number, and
misspelled the University's name; and
WHEREAS, in order to re-issue the checks with the correct information, American General
Mutual Holding Company requires that a corporate resolution be passed requesting the re-issuance;
NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University Board of
Regents, by the passing of this Resolution, does hereby request that General American Mutual
Holding Company re-issue checks for $11,628.91 and $2,253.92 payable to the University with
the corrected information and that they correct their payment information for any further
disbursements that may occur in this matter; and
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the
October 19, 2006 meeting of the Board.
THE BOARD OF REGENTS, STEPHEN F. AUSTIN STATE UNIVERSITY
, Secretary
Appendix 5
AGREEMENT FOR EXECUTION OF
CONSERVATION EASEMENT
FOR MITIGATION
This Agreement is entered into this day by and between TIN INC., doing
business as TEMPLE-INLAND, and Stephen F. Austin University ("SFASU") to
memorialize the obligations of the parties consistent with the issuance of Permit No.
(to be assigned) by the U. S. Army Corp. of Engineers ("USACE") relating to
construction within a jurisdictional wetlands area as provided in said Permit (project
number 200500092). By recordation of a Conservation Easement, Temple-Inland and
SFASU intend to mitigate activities of SFASU relating to the construction of its new
baseball park upon approximately twenty (20) to fifty (50) acres of real property in
Nacogdoches County, Texas.
Upon the mutual covenants and conditions herein expressed, and for good and
valuable consideration, the parties hereby agree as follows:
1. Obligations of Temple-Inland:
(a) On or before thirty (30) days following final approval by USACE of the
Conservation Easement, Temple-Inland shall execute and file of record
said Conservation Easement to be drafted in general accordance with
the provisions of the Texas Uniform Conservation Easement Act of
1983, and in form mutually acceptable to Temple-Inland, SFASU, and
the Grantee of said easement, and in compliance with the terms of
USACE Permit No. (to be assigned)
(b) At the time of the execution of this Agreement, the parties hereto
intend to seek USACE approval of an acceptable entity (e.g.-reputable
land trust, SFASU School of Forestry, etc.) as the easement holder. It
shall be the obligation of Temple-Inland to find an easement holder
suitable and acceptable to SFASU and USACE to receive and to hold
the Conservation Easement. The Conservation Easement will include
language that permits scientific research and periodic tours of the
property that are consistent with the intent of the Conservation
Easement.
(c) The Conservation Easement shall be filed of record by Temple-Inland
in the county where the property is located. The property to be
included in the Conservation Easement (the "Mitigation Area") is
approximately twenty (20) to fifty (50) acres (TIN compartment/stand
03210-018), more or less, to be determined based on USACE permit
requirements and by final survey out of the Nathaniel Benton Survey,
Abstract No. 88, Nacogdoches County, Texas.
Appendix 5
(d) Temple-Inland shall complete the survey of the approximate twenty
(20) to fifty (50) acre Mitigation Area made the subject of the
Conservation Easement, and shall submit a copy of said survey, when
completed, to the SFASU, the Grantee of the Easement, and to
USACE.
2. Obligations of SFASU:
(a) SFASU shall pay to Temple-Inland, within five (5) days of the
execution hereof, the amount of $15,000.00 as Earnest Money. In the
event SFASU completes all of its obligations contemplated hereby and
closes and funds this transaction in full, the Earnest Money shall be
credited to the Purchase Price for the Conservation Easement. In the
event SFASU fails to complete its obligations and fund the Purchase
Price, Temple-Inland shall be entitled to retain the Earnest Money as
liquidated damages. The Earnest Money shall be refunded by Temple-
Inland to SFASU only in the event Temple-Inland fails or is unable, to
complete its obligations hereof in the time period allowed.
(b) On the Closing Date, SFASU shall pay Temple-Inland via wire transfer
the Purchase Price which shall be an amount equal to $10,000.00 per
acre multiplied by the number of acres in the Mitigation Area as
surveyed, the cost of surveying the Mitigation Area (not to exceed
$15,000), and any stewardship endowment fees required by the
Grantee of the Easement (not to exceed 25% of the appraised value of
the property). Temple-Inland shall pay all other costs associated with
this Agreement and Mitigation Area, including, without limitation,
recording fees, attorneys' fees for Temple-Inland, the costs of
implementing the Mitigation Plan as described in the Permit, and real
estate property taxes.
3. Temple-Inland represents, warrants and covenants to SFASU that:
(a) Temple-Inland has not received any notice of, and has no knowledge
of, any pending or threatened taking or condemnation of the Mitigation
Area.
(b) Temple-Inland is a duly formed corporation of the State of Delaware.
Temple-Inland is in existence and in good standing in accordance with
the laws of the State of Texas and is authorized and qualified to own
the Mitigation Area. Temple-Inland has complete and full authority to
execute this Agreement and to record the Declaration.
(c) Temple-Inland holds marketable fee simple title to the Mitigation Area,
and there are no liens, easements or other encumbrances affecting the
Mitigation Area, that would prevent the implementation of, and
Appendix 5
continued compliance with, the Mitigation Plan.
(d) Each of the persons executing this Agreement on behalf of Temple-
Inland further represents and warrants that the persons signing this
Agreement on behalf of Temple-Inland are duly qualified and
appointed representatives of Temple-Inland and have all requisite
power and authority on behalf of Temple-Inland to enter into this
Agreement as the valid, binding and enforceable obligation of Temple-
Inland.
(e) Temple-Inland has no knowledge of, nor has Temple-Inland received
any notice of, any actual or threatened action, litigation, or proceeding
by any organization, person, individual or governmental agency
(including governmental actions under condemnation authority or
proceedings similar thereto) against the Mitigation Area or Temple-
Inland, nor has any such organization, person, individual or
governmental agency communicated to Temple-Inland anything that
Temple-Inland believes to be a threat of any such action, litigation or
proceeding.
(f) Temple-Inland has received no notice of and has no knowledge of any
violations of law, municipal or county ordinances, or other legal
requirements with respect to the use of the Mitigation Area.
4. SFASU represents, warrants and covenants to Temple-Inland that:
(a) SFASU is a duly formed state university of the State of Texas. SFASU
is in existence and in good standing in accordance with the laws of the
State of Texas.
(b) Each of the persons executing this Agreement on behalf of SFASU
further represents and warrants that the persons signing this
Agreement on behalf of SFASU are duly qualified and appointed
representatives of SFASU and have all requisite power and authority
on behalf of SFASU to enter into this Agreement as the valid, binding
and enforceable obligation of SFASU.
5. Closing of this transaction including but not limited to funding of the
Purchase Price, and recordation of the Conservation Easement, shall occur on or
before, 2007. The Closing Date may be extended by mutual agreement of the
parties as evidenced in writing.
Appendix 5
Executed to be effective as of the day of , 2006.
TIN INC. d/b/a TEMPLE-INLAND
By:.
Jack C. Sweeny,
Executive Vice President -
Forest Products
STEPHEN F. AUSTIN STATE UNIVERSITY
By:
Name:
Title:
Appendix 6
Policies Approved by the Board of Regents
October 19,2006
p-l
Appendix 6
P-2
Appendix 6
Camp and Conference Reservations B-4
Original Implementation: 1987
Last Revision: October 23, 2003 October 19, 2006
Each year Stephen F. Austin State University is host to a variety of camps, clinics,
workshops, and conferences. To facilitate the many and varied requests of these groups,
the Coordinator for University Reservations and Conferences, referred to in this booklet
as the Coordinator, located in the University Student Center, room 110277, is available to
assist Camp Directors in arranging housing, meal tickets, meeting space, insurance,
parking permits, and banquets. A camp, as referred to in this document, refers to all
special programs, camps and conferences.
Eligibility
Any camp or conference requesting use of University facilities must have a University
sponsor. If profit-making agencies are involved with the program, the sponsoring
organization must receive prior approval from the Vice President for Business
A££ak$Finance and Administration to conduct the camp. It is the responsibility of the
sponsoring individual or organization University sponsor to ensure that programs and
activities conducted in the University Student Center or at other locations on the
University campus are in compliance with the Americans with Disabilities Act.
Age of Participants
Camp participants under ten (10) years of age are not permitted to stay over-night in the
residence halls unless accompanied by parents and under close supervision at all times.
Request for Camp/Conference Facilities
The first step for the Camp Directors will be tomust submit a completed
"Camp/Conference Reservation Contract" to the Coordinator (see appendix for sample)
to request the use of University facilities (sec appendix for sample). The form should be
completed with estimates of size of the campAn estimated number of attendees (including
counselors and directors) for the camp must be included on this form. Housing, meal
cards, meeting space and other requests will be reserved according to the stated needs on
this form. Completion and return of these forms as early as possible will help assure that
each specific need will be met. Some areas are limited and will be supplied on a first-come,
first-serve basis. A packet containing passes, tickets, insurance forms and
instructions will be assembled and should be picked up at the Coordinator's office two (2)
weeks before the scheduled camp date.
Insurance Requirements
It is the responsibility of the sponsoring department University sponsor to ensure that each
group has appropriate liability coverage. All non-credit participants spending the night in
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Appendix 6
University residence halls must be insured. A per camper/night fee will be assessed at the
completion of the camp and billed to the proper accountincluded on the invoice for camp
expenses. A list of names of all participants to be insured must be submitted to the office
of the Coordinator on the first working day of the camp session. Completing Completion
o/insurance forms ese-is the responsibility of the Camp Director. Forms returned because
of insufficient information are also the Camp Director's responsibility.
Health Clinic
A University medical release and consent form (see appendix for sample) must be
completed and signed by the parent/guardian of each camper under age 18. Neither the
clinic nor local hospitals will treat a minor student without this release form in hand. The
Camp Director is responsible for having these forms signed and readily accessible at all
times in case of an emergency.
Claim forms are available from the Coordinator as needed. The attending SFASU Health
Clinic physician/professional will forward the claim form to the insurance carrier
following a medical visit. In the event that a camper requires treatment at a local
hospital, the insurance claim form must be returned to the Coordinator to insure correct
processing of the claim. No claim will be processed without the signature of a camp
official.
A camp official must accompany a student camper to the University Health clinic, local
hospital emergency room, or pharmacy.
Emergency Phone Numbers
All camp participants should be informed that a campus 911 number is available to them
should an emergency take place.
Parents of participants should be informed of the twenty-four (24) hour emergency phone
number (936) 468-2608 at the University Police Department.
Billing Procedures
Billing for summer camps will be handled through the Coordinator's office. Costs for
meals, housing and insurance will be negotiated each year and the projected costs made
available upon request. An account number or billing address should be supplied at the
time of the original camp reservation. After the camp is completed Upon completion of
the camp, one totals invoice biH-for all lodging, damages, lost keys, meals, special
banquets, SFA food service deliveries and pick-ups, insurance, and other applicable costs
will be assessedissued to the Camp Director, and billed to the camp account. Any
damages, etc. discovered after the close of the camp will remain the Camp Director's
responsibility. Payment must be made in full within 30 days of the date of the invoice.
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Appendix 6
Camp cancellations must be made in writing to the Coordinator. Cancellations within
one month to two weeks prior to the starting date of the camp will incur a $100 dollar
cancellation fee. There will be a $150 per day charge for each day that the camp was
scheduled when the cancellation is made within two weeks of the beginning date of the
camp.
Housing
The Camp Director should estimate as closely as possible the number of students and
counselors needing University housing for the camp session. Space will be reserved as
per the reservation completed by the Camp Director. Concurrent camps may result in two
or more groups occupying the same residence hall. In the event that this becomes
necessary, the Camp Director will be allowed the opportunity to request additional
facilities. The request for additional facilities will be granted if housing facilities are
available. Additional fees will be charged for this sendee and will be established
according to the type of facility requested.
Before the camp session, the Camp Director will receive lists of final hall assignments,
summer Hall Directors and their current phone numbers. Two weeks before the camp
session the Housing Department University will send floor plans, roommate lists,
information specific to the building, such as rooms being used for storage and not
available to campers, and the current phone number for the Hall Director. The Camp
Director should contact the Hall Director as soon as the lists are received and should keep
the Hall Director updated on changes and special needs the camp may have in the hall.
If it is necessary for a camp to have camp staff or campers arrive one night early or check
out one day later than the main camp, the early arrivals/late checkouts may be housed in a
different facility for this time. Any early arrivals or late checkouts must have authorized
supervision.
Final Arrangements
At least two (2) weeks prior to the start of the camp session the Camp Director should
contact the Hall DirectorCoordinator assigned to the camp to finalize arrangements.
Issues to be discussed include early arrivals, pre-camp inventory of the residence hall,
check-in and checkout procedures, room assignments, storage of equipment, late
departures, and post- end of conference camp inventory of the residence hall.
The SFA Housing Department is responsible for the overall cleaning of the residence
halls, but it is the Camp Director's responsibility to make sure campers' posters, trash and
other items are removed from the rooms and taken to the dumpster. The Camp Director is
responsible for removal of any writing on walls, mirrors or doors prior to departure.
Housing damages and lost key charges are assessed after the group has left the residence
hall, but remain the Camp Director's responsibility. (See Damages for more information)
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Appendix 6
Groups meeting in the lobbies of the residence halls are responsible for the general
cleaning of these areas. Food deliveries are not permitted after the front desk closes.
Participants may not use hallways, floors, or rooms other than those assigned to the
camp.
Special Accommodations
Any camper or conference attendee that will need special accommodations due to a
disability should contact the Coordinator prior to arrival on campus.
The Camp/Conference Director Responsibilities
(Participants as presented below refer to all individuals associated with the
camp/conference including campers, instructors, staff and guests).
The Camp/Conference Director:
1. Will provide counselors and staff for the camps, preferably a minimum o/one
counselor per ten campers is required. Campers should must be supervised during
any free timeaf all times.
2. Inspects residence hall facilities immediately prior to and after the camp session;
3. Advises participants of appropriate check-in and checkout procedures including
charges for damages and lost keys;
4. Familiarizes participants with University policies, especially those pertaining to
fire and emergency evacuation procedures, appropriate conduct, possession of
controlled substances and fire arms, and authorized entry into rooms;
5. Maintains discipline of all participants;
6. Cooperates with the residence hall director and staff who are responsible for the
safety, security and maintenance of the building;
7. Collects and has readily available all Medical Release and Consent Forms on all
participants;
8. Informs the University in advance of early and late arrivals;
9. Completes insurance forms at the time of treatment;
10. Handles insurance forms returned for lack of student information;
11. Furnishes the coordinator Coordinator with a camp roster as soon as possible but
no later than twenty-four (24) hours after camp check-in begins.
12. It is the responsibility of the sponsoring individual or organization University
sponsor to ensure that programs and activities conducted in the University Student
Center or at other locations on the University campus are in compliance with the
Americans with Disabilities Act.
The Hall Director's Responsibilities
The Hall Director is responsible for supervising the SFA residence hall staff. He/she will
develop a comprehensive work schedule, assist with distribution of keys and room
assignments as needed to provide the best possible service to conference camp guests.
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Appendix 6
The hall director will be available to assist the Camp/Conference Director in providing
adequate supervision and disciplinary guidelines to campers.
After camp completion, the Hall Director will be responsible for submitting to the
Housing Department the final count of rooms/beds used.
The Hall Director:
1. Acts as a daily contact person to assigned groups;
2. Prepares staff for handling emergencies and familiarizes them with overall
building layout (elevators, fire alarms, etc.);
3. Interprets, supports, and enforces University policies, procedures, and regulations;
4. Completes work orders and maintenance requests as needed for efficient hall
maintenance;
5. Completes administrative paperwork as required by the Residence Life Office or
the Housing Department.
6. Assesses all Housing charges at the Conclusion of the conference.
Hall Director Phone List
Units 6620 Wilson 1906
Wisely 2663 Hall 14 5408
Todd4907 Griffith 5401
| North 2644 Hall 16 5100
Hall 10 4708 Steen4607
| Mays 4707 Kerr 5306
South 2793 Hall 20 2671
The Hall Director reports to the Coordinator of Residence Life.
The Residence Hall Staffs Responsibilities
The residence hall staff, under the supervision of the Coordinator of Residence Life and
the day-to-day responsibility of the Hall Director, will assist in summer camp programs.
The Hall Staff:
1. Cooperates with the Hall Director in the operation of the residence hall;
2. Assists with check-in and preparation of facilities for each camp;
3. Assists with checkout and inspection of rooms at the close of each camp ;
P-7
Appendix 6
4. Performs desk responsibilities during assigned desk hours, gives information,
checks guests in and out, issues keys, takes messages, and/or any other duties
deemed necessary;
5. Serves as a referral/resource person to camp participants;
6. Assists in acquainting Camp Director with University policy, emergency
procedures and facilities lay-out;
7. Maintains necessary reports and an accurate accounting of money, keys,
maintenance requests, damages, etc.;
8. Is accessible in emergency situations;
9. Maintains duty hours as assigned by the Hall Director;
10. Attends staff meetings as assigned by the Hall Director; and,
11. Performs other duties as assigned by the Hall Director.
Residence Hall Rules and Regulations
Agenda/Schedule. A copy of the agenda or schedule for each conference group must be
left with the Hall Director to assist the residence hall staff in directing students' during
their stay.
Alcohol. Alcohol is not allowed in residence halls at any time.
Cleaning Fee. Cleaning charges may result if the participant leaves the room in any
condition that requires custodial personnel to be called in for extra cleaning or the
removal of trash from the building.
Controlled Substance. Unlawful use, manufacture, possession, or delivery of any
controlled substance or dangerous drug is prohibited in residence halls.
Damages. The camp will be charged for any damages to the residence hall or its
furnishings. Attaching signs or posters to the doors or the walls with tape may result in
damage charges. The University is not responsible for any damage to a camper's room as
a result of theft, vandalism, or maintenance failure. The Housing Department encourages
a representative from each group to conduct a walk through inspection of each room prior
to the arrival of the camp. All pre-existing damages should be noted at that time. The Hall
Director will be available to inspect each room with the Camp Director upon request. The
Camp Director is responsible for removal of any writing on walls, mirrors or doors prior
to departure. Housing damages and lost key charges are assessed after the group has left
the residence hall, but remain the Camp Director's responsibility.
Desk. The desk will be open from 10 a.m. until the Camp curfew (no later than
midnight). Messages for camp participants received by desk attendants will be posted in a
central location and not delivered to individual rooms. The Hall Director will unlock the
front doors at the time requested by the camp director. The front door will be locked at
midnight, or earlier if requested. Any one that is locked out of the building may use the
emergency phone located next to the door to contact the University Police Department
for admittance to the building.
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Appendix 6
Desk Deliveries. Deliveries of prepaid merchandise may be made to the residence hall
desk while it is open. Desk assistants will notify participants of a delivery, but shall in no
way be made accountable for such items. Occupants will be contacted for deliveries when
payment is needed.
Discipline and Supervision. It is the responsibility of the Camp Director or camp staff to
administer discipline to participants who violate camp or University regulations. On
occasions when camp personnel are not available, residence hall personnel will
temporarily handle the situation. In cases of chronic or severe discipline problems, the
residence hall director reserves the right to recommend that a camp participant be sent
home. Violation of federal, state or municipal law will require the involvement of the
University Police Department. All camps must provide on - site camper supervision
throughout the duration of the camp. This includes overnight supervision within the
residence hall.
Emergency. In case of an emergency call 911 or University Police at (936) 468-2608.
Entry-Authorized Entry Into Rooms. Entry into a residence hall does not normally
constitute a search. University personnel and the camp staff may enter a room to remove
a potential fire, safety, or health hazard; to perform maintenance; to correct situations
intruding upon the comfort of others (a phone or alarm clock continuously ringing, loud
radios, etc.); to retrieve items upon request of the participant's immediate family; and to
retrieve the personal belongings of other individuals where there is no apparent dispute to
ownership of the property.
All other situations which would require entry into a room should be coordinated with the
Hall Director who may consult with University Police.
Evacuation Procedures. All persons are required to evacuate a building when an
emergency alarm is activated. If an alarm sounds, each person must leave the room and
proceed to the nearest clear exit. Stairwells must be used instead of elevators. If the
camper is unable to exit the room, a towel, sheet, or similar item should be placed outside
the window, so that emergency personnel will know that someone is in the room. Camp
Directors may request that a fire drill be scheduled during the camp by contacting the
Hall Director prior to arrival.
Facility Sharing. In order to be more energy efficient, two or more camps may be
scheduled in the same facility.
Firearms. Possession or use of weapons or explosives (such as pistols, rifles, shotguns,
firecrackers, cherry bombs, or any weapons prohibited by laws of the state of Texas) in
University-owned-or-controlled buildings is prohibited.
Fire Safety. No incense or candles may be burned in residence halls. If an extinguisher is
maliciously discharged, a fee for refilling the extinguisher and for clean-up will be
assessed. Transmission of a false alarm is a violation of state law and violators will be
prosecuted.
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Appendix 6
Gambling. Gambling in any form is prohibited.
Games. Because of potential physical harm or residence hall damage, active games such
as running and the use of frisbees, footballs, ice or water fights etc., are not allowed
within residence halls. It is the responsibility of the camp to store the equipment for the
camp such as basketballs, etc.
Guests With Disabilities. Conference Camp guests that need any special
accommodations should contact SFA's Camp Coordinator prior to arrival.
Housekeeping. Housekeeping staff are on duty Monday through Friday. Common areas
of the residence halls and community bathrooms are cleaned daily. Cleaning of individual
rooms and trash in individual rooms is the responsibility of the camper. Any
housekeeping concerns should be reported to the front desk.
Keys. Keys are issued according to the Camp Director's request and University Policy at
the time of check-in. Keys must be turned in to residence hall staff at checkout. A
replacement fee will be assessed for each key that is not returned at the end of the camp
session. This charge covers the cost to change the lock and make a new set of keys. Camp
officials will not be issued master or front door keys to any building. In the event a
camper is locked out of a room, Camp Staff will be asked to confirm the identity and
room assignment of the camper before a new key is issued. Each Camp Director will
develop the camp procedure for lockouts.
Laundry Facilities. Coinless washing machines and dryers are located in each residence
hall.
Lost and Found. Lost and found items should be turned in to the front desk. At the end
of each camp, the Camp Director may pick up any lost and found items. Anything left
over from the camp will be turned in to the University Student Center Information Desk
on campus. SFA cannot will not be responsible for lost or stolen items.
Maintenance. Any maintenance problems should be reported to the Hall Director or desk
personnel. Abuse of elevators, televisions, laundry machines or ice equipment or other
excessive maintenance charges may be billed to the camp.
Medication. The residence hall staff will not dispense any type of medication to a
camper. Contact the SFA health clinic at (936) 468-4008 if a camper will need assistance
with medication during the camp session.
Movies. No movies may be shown in the residence hall lobbies due to licensing law
restrictions.
Pets. No pets are allowed within the residence halls.
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Appendix 6
Public Areas. Eating, drinking and smoking are not permitted in the lobbies, hallways,
laundry rooms, community baths or other public areas. Pizza parties etc., should be held
outside or the food distributed and the campers dispersed to their rooms.
Roommates. The Camp Director will handle all roommate problems. If a room change is
necessary, consult the Hall Director.
Smoking. No smoking is allowed in the residence halls or on the front porches during
camps.
Storage. Rooms used for reasons other than living space will be charged the private room
rate, (i.e. storage, offices or conference rooms).
Telephones. The University does not furnish telephones for individual residence hall
rooms. Camp staff members are encouraged to bring telephones. Local telephone service
is provided in each room. Dial 9 for an outside line. In order to place a long distance
phone call, a telephone calling/credit card must be used. Incoming collect calls may not
be accepted. The phone number is printed on the telephone jack.
Trash Policy. The SFA Housing Department is responsible for the overall cleaning of the
residence halls, but it is the Camp Director's responsibility to make sure campers1 posters,
trash and other items are removed from the rooms and taken to the dumpsters located
outside of each building. The Housing Department will furnish each camper with a
plastic trash bag when they check into the building and large bags at the end of each
camp to gather all of the smaller bags for removal from the building.
Vending. Vending machines are provided for the convenience and enjoyment of the
camp participants. Empty or malfiinctioning machines should be reported to the front
desk as soon as possible. Camp participants who lose money in the machines should
report to the the U.C. Business OfficeStudent Center Information Desk, located in the
basement of the University Center, for a refund.
Windows. Windows in residence halls must be closed at all times for air conditioning
systems to function properly. Window screens may not be removed by residents.
Dining Service
Meal and Hall Access tickets to be used by camps will be enclosed in the camp packet
according to the estimated number stated on the reservation form at a price per card. As a
general rule, 10% extra meal tickets will be included to handle lost and damaged cards at
no charge. Meal cards are numbered for use in assignment. If a card is lost, the
Coordinator's office- may be notified immediately and SFA Dining Services will be
alerted to watch for the lost card. SFA Dining Services will charge the group for actual
meals eaten. There will be a charge for failure to notify reservations if the group misses a
meal. The count will be taken at the cafeteria register and that count will be considered
final, should a dispute arise.
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Appendix 6
To facilitate quick access to the cafeteria when several large groups are on campus
simultaneously, meal times- should be staggered. From the information provided on the
reservation form, Food Services will be notified of the first and last scheduled meals to be
eaten in the cafeteria and whether or not the group will be missing a meal. If the group
misses a meal and the Coordinator was not notified, a 75% minimum charge will be
assessed. Special banquets in the University Student Center can be arranged through the
Coordinator's office according to University Student Center policies. SFA Dining
Services will charge the camp for all meals scheduled according to the Camp/Conference
Reservation Contract based on the actual number of attendees at the camp.
Campus ¥H*E-Recreational Facilities and Programs
PHYSICAL ACTIVITY FACILITIES
Primary physical activity facilities are the Shelton Gym, Norton Health and Physical
Education Complex (HPE), the outdoor swimming pool, tennis courts, and intramural
fields and sand volleyball courts. Facility ^Requests for the use of campus recreational
facilities and programs will be made in writing by the Camp Director on the
Camp/Conference Reservation Contract. All physical activity facilities and programs for
camps will be scheduled around academic classes (to be set in March), maintenance,
intramural campus recreation programs and field conditions.
1 .Shelton Gym basketball or general use. One regulation size basketball court or
two smaller basketball courts with P.A. system and bleachers for approximately
one thousand. Can be booked for sports camps and cheerleading camps during the
day, 8am 7 pm. Can be booked for recreational camp use from 7pm—10pm.
Camps will be allowed one gym only.
1 .Norton HPE Complex—five basketball courts with no seating or PA system. Can be
booked for sports camps and cheerleading camps from 8am—7pm and for
recreational use from 7pm—10pm. Camps will be allowed one gym only.
2.Outdoor Swimming Pool—capacity of 150 swimmers, can be booked from 7pm
10pm for camp use with a two hour minimum.
3 .Tennis Courts—twelve courts available for camps/conferences, can be reserved
from 8am—10pm. No equipment will be furnished by the University.
4.Intramural fields—located on Wilson Drive, usually set up for softball during the
summer months. Can be requested from 8am—10pm. The fields will not be
confirmed until two weeks prior to the camp.
5.Sand volleyball Courts—four courts. Can be reserved from 8am—10pm.
University Center Games Area
The Games area located in the University Center basement will be available to campers
during regular SFA hours. Special permission for use at other times may be granted by
the Director of Auxiliary Services. Group reservations should be made on the camp
reservation form. Cost for games and machines are posted in the Games area. A late
charge may be assessed for groups staying after hours.
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Appendix 6
University Student Center Meeting Rooms
Rooms in the University Student Center are made available to summer camps on a first-come,
first-serve basis following established University Student Center policies. Only
food purchased through the University is to be served in the University Student Center
meeting rooms. Arrangements for room set-up and food orders for banquets or meetings
must be made in the Coordinator's office two weeks prior to the event. Failure to notify
the Coordinator of a cancellation approximately 72 hours in advance of the scheduled
activity will result in payment of the cost incurred by the University Student Center or
Food Service personnel. University Student Center decorating restrictions will be strictly
enforced. The Nibbler's Nook and the lounge areas are non-reservable areas during
regular operating hours. Lounges are primarily intended for general use by the public.
Due to limited space in the University Student Center, rooms in the U.C. will not be
available for storage before the camp dates. Boxes shipped before the group's arrival to
the campus must be held by the sponsoring department.
Academic Buildings for Meeting Rooms
The Coordinator will be available to assist Camp Directors in reserving meeting spaces in
academic buildings and auditoriums following policy guidelines for each building. For
assistance, the Camp Director should specify dates, hours, and group size on the
reservation form.
Coliseum
Reservations for use of the coliseum will be arranged by the Coordinator following the
University regulations for coliseum usage. A per-event fee may be charged.
University Police/Parking
Parking permits will be available through the Coordinator's office for campers bringing
cars and buses to the SFA campus. Parking permits are to be displayed in the car window
while on campus and disposed of after the camp is completed. If a group of parking
spaces is needed, the Coordinator will arrange with the University Police Department for
an area to be marked off for the camp.
Source of Authority: Board of Regents, President, Vice President for University Affairs
Cross Reference: None
Contact for Revision: Director of the Auxiliary ServicesStudent Center
Forms: Medical Release and Consent Form (available in Auxiliary ServicesStudent
Center Administration); Camp/Conference Reservation Contract (available in Auxiliary
ServicesStudent Center Administration); Camp Director's Check List Form (available in
Auxiliary ServicesStudent Center Administration)
P-13
Appendix 6
Campus Facilities for Political Purposes • B-5
Original Implementation: April 27, 1970
Last Revision: April 18, lOOOOctober 19, 2006
While the use of the facilities of the University for partisan political assemblies and
meetings is not normally encouraged, the faculty and administration, as members of a
learned and honorable profession, may properly exercise their acknowledged individual
rights and obligations of citizenship free of University discipline or censorship.
Individual political candidates and their election organizations are not permitted to
reserve a University facility for campaign activities. However, if a candidate is invited by
a University group, then he/she may appear in the facility, provided that the group
extending the invitation is responsible for reserving the facility and meeting the costs
related to the event.
No member of the Board of Regents shall undertake to influence the political opinions of
personnel subject to the Board's jurisdiction, but such personnel are requested to exercise
their individual rights or citizenship or academic freedom in a responsible manner
reasonably calculated not to identify or associate with the University.
A University employee may not use his/her official authority or influence to coerce the
political action of a person or body.
Source of Authority: Board of Regents Rules and Regulations, Texas Government Code
§ 556.004
Cross Reference: None
Contact for Revision: President
Forms: None
P-14
Appendix 6
Property Transfer and Disposal B-24
Original Implementation: January 1, 1985
Last Revision: February 4, 2004
Surplus or salvage property is not to be disposed of in any manner other than those
described herein. Disposition of property acquired through Federal or State grants and
contracts must respect the terms of the grant or contract under which it was acquired.
Surplus Property is defined as any personal property that is in excess of the needs of the
department and which is not required for its foreseeable need. Surplus property may be
new or used but must have additional useful life.
Salvage Property is defined as any personal property which through use, time or accident
is so depleted, worn out, damaged, consumed, or outdated that it is obsolete and/or can no
longer serve the purpose for which it was originally intended.
TRADE IN OF EQUIPMENT
Before declaring property surplus or salvage a department may consider trading in the
property on new property of the same general type when such exchanges are in the best
interest of the University. Trade ins must be included in vendor negotiations from the
beginning; not added after completion of a contract. The requisition must include the
following information about each piece of equipment to be traded in: description,
inventory number, approximate age and condition; i.e., poor, good, working, not
working, etc. It is the department's responsibility to remove and return the inventory
number plate to the Property Manager.
Trade ins are offered "where is, as is, at the State's option" during the bid process. The
final decision to trade is made after the bids have been received and an evaluation has
been performed by Purchasing and the department. The evaluation must consider 1) the
value to the University if the equipment can be utilized in another area for the same or
other suitable purposes; 2) the value of the equipment if offered in a public sale.
PROPERTY TRANSFERS BETWEEN DEPARTMENTS
Property may be transferred from one department to another by the use of the Property
Transfer Form (PTF). The form is to be signed by the department head transferring the
equipment and by the department head receiving the equipment/After completion, all
copies of the form are to be forwarded to the Property Manager.
Section I is to be completed by the department transferring the equipment. The form and
the physical property are to be forwarded to the department accepting responsibility for
the equipment.
P-15
Appendix 6
Section II is to bo completed by the department receiving the equipment. Onco the
department head accepting the equipment signs the form, he/she is accepting
responsibility for tho care and control of the equipment. Tho completed form is to bo
forwarded to the Property Manager. After the transfer is recordod a copy of the PTF will
be returned to tho department head accepting responsibility for the equipment.
Microcomputers transferred between departments for re use as a microcomputer, whether
for connecting to the internet or not, should be confirmed by the ITS Technical Support
Group or the department's designated technical representative to insure it moots
minimum standards for reliability, performance and compatibility with current versions
of software.
TRANSFERS TO SURPLUS
When equipment is determined to be surplus or salvage and will not be transferred
between departments, the department must contact the Property Manager. At the Property
Manager's direction the department should complete Section I of the Property Transfer
Form (PTF) for a transfer to Surplus. The PTF and equipment are to be delivered to the
surplus storage area. The Property Manager may direct the department to provide
documentation other than the PTF depending on the disposal action taken. Surplus or
salvage property is not to be delivered to the surplus storage aroa or otherwise disposed
of without first contacting the Property Manager.
Once an item is declared surplus or salvage, the Property Manager will determine which
disposal option best meets the needs of the University. Options for disposal will bo
considered in the order listed below:
1. re use on campus through transfer to another department
2. cannibalization for part
3. sell or donate to another state agency
4. posting on the Coordinating Board web site for purchase by or donation to a public
school or school district (instructional materials only, including data processing
equipment)
5. donation only to a political subdivision, school district, volunteer fire department or
assistance organization classified under 501C
6. all remaining data processing equipment will be transferred to the Texas Department of
Criminal Justice
7. all remaining items will be advertised for public sale
8. donation to a private non profit entity
P-16
Appendix 6
9. discarded
TRANSFERS FROM SURPLUS
Equipment declared surplus or salvage is available, without cost, for transfer to those
departments in need of such equipment. Availability is on a first come, first servo basis
after screening for the proposed purpose. Inspection of the equipment may be arranged by
contacting the Property Manager.
Microcomputers transferred from Surplus to departments for ro use as a microcomputer,
whether for connecting to the internet or not, should be confirmed by tho ITS Technical
Support Group or the department's designated technical representative to insure it moots
minimum standards for reliability, performance and compatibility with current versions
of software.
POSTING INSTRUCTIONAL MATERIALS TO THE COORDINATING BOARD
WEB SITE
All surplus items determined to be "materials or equipment that can bo usod for
instructional purposes" will be posted to the Coordinating Board web site for direct
transfer to a public school or school district. Posting may be for consideration or for no
consideration as determined by the Property Manager. Disposal options 5 9 can not be
considered until "materials or equipment that can be usod for instructional purposes" has
been posted to the Coordinating Board web site.
Postings will be made for a minimum one (1) week. All items posted for ono week but
not transferred to a public school or school district will be disposed of following disposal
options 5 9.
If more than one public school or school district seeks to acquire tho same property on
substantially the same terms, the Property Manager shall give preference to a public
school that is considered low performing by the commissioner of education or to a school
district that has a taxable wealth per student that entitles the district to an allotment of
state funds undor Subchapter F, Chapter 12, Education Codo.
TRANSFER OF DATA PROCESSING EQUIPMENT TO THE TEXAS
DEPARTMENT OF CRIMINAL JUSTICE
Computer equipment meeting the definition of "materials or equipment that can be usod
for instructional purposes" will first be posted to tho Coordinating Board wob site
following established rules. Any data processing equipment not posted and any data
processing equipment not transferred to a school district shall be transferred to tho Texas
Department of Criminal Justice following established rulos.
P-17
Appendix 6
Data processing equipment means information technology equipment designed for the
automated storage, manipulation, and retrieval of data by electronic or mechanical means.
The term includes central processing units, front end processing units, mini processors,
microprocessors, and related peripheral equipment such as data storage devices,
document scanners, data entry equipment, terminal controllers, data terminal equipment,
computer based word processing systems other than memory typewriters, and equipment
and systems for computer networks.
Data processing equipment will not be disposed of in any manner other than Disposal
Options 1 6 described herein.
PUBLIC SALE OF EQUIPMENT
The Property manager shall determine prices and conduct a public sale on a regular basis.
The Director of Purchasing and Inventory will review all items and sale prices prior to
each sale. All sales will be advertised with time for all interested parties to view the items
prior to the sale day. The Property Manager shall determine a method of access to the
property on sale day which is fair and equitable to all interested parties and which
prevents unnecessary traffic on campus by non University personnel prior to the sale.
The Property Manager is not eligible to purchase any item for which he/she has
established pricing. No special privileges will be given to any employee or non employee
wishing to purchase surplus items.
Proceeds from each sale of surplus property are credited, in the year of the sale, to a
revenue category (E&G Surplus Sales or non E&G Surplus Sales) corresponding to the
fund from which the original purchase was made.
Source of Authority: Texas Government code, Title 10, Subtitle D, Chapter 2175; Texas
Government Code, Title 10, Subtitle B, Section 2054.003(3)(A); President; Vice
President for Business Affairs
Cross Reference: Property Inventory and Management Policy C M
Contact for Revision: Director of Purchasing and Inventory
Forms: Property Transfer Form (available in Purchasing and Inventory)
P-18
Appendix 6
Property Liability B-34
Original Implementation: April 22, 2003
Last Revision: February 1, 2004October 19, 2006
Any University employee entrusted with state property may be held financially liable for
lestrdamaged, destroyed, lost, or aad-stolen property as outlined in Texas Government
Code 403.275.
All University employees will be provided a copy of this policy at new employee
orientation, written document for acknowledgement that he/she will from time to timo bo
entrusted with the proper maintenance and safekeeping of Stato and University property.
The Property Liability Acknowledgement form will also declare the employee's
understanding that he/she will be held financially responsible for any property
determined to be missing or stolen due to employee negligence.
Department Head "Property Managers " will be required to sign a Change In
Department Head Certification of Property Inventory accepting responsibility for all
department property within 30 days of assuming their duties. The Department Head is
responsible for identifying Responsible Parties who have been entrusted with the care
and safekeeping of specific pieces of property. Employees taking equipment off campus
will be required to complete a Removal of Property from Campus form. These forms will
include the following statement:
"I understand that lam under financial liability for loss or damage to this (these) item(s)
if the loss or damage results from my negligence, intentional act, or failure to exercise
reasonable care to safeguard, maintain, and service it (them). "
A person is financially accountable for any property loss sustained by the state if:
(1) agency property disappears^ as a result of the failure of the head of an agency,
property manager, or agency employee entrusted with the property to exercise reasonable
care for its safekeeping;
(2) agency property deteriorates as a result of the failure of the head of an agency,
property manager, or agency employees entrusted with the property to exercise
reasonable care to maintain and service the property; or
(3) agency property is damaged or destroyed as a result of an intentional wrongful act or
of a negligent act of any state official or employee.
If the head of the state agency or property manager has reasonable cause to believe that
any property in the agency's possession has been lost, destroyed, or damaged through the
negligence of any state official or employee, the head of the agency or property manager
shall report the loss, destruction, or damage to the comptroller and the attorney general
P-19
Appendix 6
not later than the date established by the comptroller. If the head of the state agency or
property manager has reasonable cause to believe that any property in the agency's
possession has been stolen, the head of the agency or property manager shall report the
theft to the comptroller, the attorney general, and the appropriate law enforcement agency
not later than the date established by the comptroller.
The attorney general may investigate any report received.
If an investigation by the attorney general reveals that a property loss has been sustained
through the negligence of a state official or employee, the attorney general shall make
written demand on the official or employee for reimbursement of the loss.
If the demand made by the attorney general is refused or disregarded, the attorney general
may take legal action to recover the value of the property as the attorney general deems
necessary.
Venue for all suits instituted under this section against a state official or employee is in a
court of appropriate jurisdiction of Travis County.
Source of Authority: Texas Government Code Ann. Sec. 403.271 (a) through 403.278;
2203.004; President; Vice President for Finance and AdministrationBusiness Affairs
Cross Reference: Property Transfer and Disposal, Policy B 21; Property Inventory and
Management, Policy C-42
Contact for Revision: Director of Purchasing and Inventory
Forms: Property Liability Acknowledgement Form
P-20
Appendix 6
Food Services C-13.5
Original Implementation: January 20, 1998
Last Revision: October 23, 2003October 19, 2006
The University is committed to providing students the opportunity to participate in the
selection and evaluation of the food service contractorprovider. Students are encouraged
to participate by attending regularly scheduled meetings of the Food Service Advisory
Committee. The Advisory Committee provides the Director of Auxiliary Servicesthe
Student Center and food service contractor provider with immediate feedback on issues
and concerns of the students.
During the last year of each contract term, the University will ask the Food Sendee
Advisory Committee to participate in the formal evaluation of the food service program.
Should the University decide to retain the contractor, the Advisory Committee will assist
the Director of Auxiliary Servicesf/?c? Student Center in tho preparation of the terms and
conditions of the new contract.
Should the decision be made to re bid the contract, an ad hoc committee will be
convened. The committee will be appointed by the Vice President for University Affairs
and will include members of the Advisory Committee, the faculty and administration.
Source of Authority: Section 51.940, Texas Education Code; Board of Regents;
President; Vice President for University Affairs
Cross Reference: Stephen F. Austin State University Web YagoNone
Contact for Revision: Director of Auxiliary Services//?e Student Center
Forms: None
P-21
Appendix 6
Gift Reporting C-15
Original Implementation: July 18, 1981
Last Revision: April 20, \999October 19, 2006
The following procedural steps should be used when depositing private funds.
1. All gifts payable to the University and its departments should be immediately delivered
to the Bursar's Office for deposit and must be delivered in a university approved locked
bag.
2. Information relevant to any gifts received in the form of cash, checks, money orders, or
other forms of negotiable instruments will be forwarded to the Office of Development
from the Bursar's Office for purposes of updating donor records and official
acknowledgment and receipt of gift. Department receiving gift should complete the "Gift
Transmittal" form, attach any original documentation which accompanied the gift, and
submit them when depositing the gift at the Bursar's Office. The Bursar's Office will
forward the "Gift Transmittal" form and any original documentation included with gift to
the Office of Development for gift processing within 24 hours of the deposit.
Furthermore, the Bursar's Office will stamp each "Gift Transmittal" form with the date of
deposit and initials verifying the gift has been properly recorded and deposited by the
university.
3. Deposit of all negotiable instruments must be completed within 24 hours of receipt of
the gift and must be accompanied by the "Gift Transmittal" form. Any exceptions must
have approval by the Vice President for University Advancement. All exceptions
approved by the Vice President for University Advancement must be reported to the
President within 48 hours.
4. In-kind gifts, contributions other than cash, check or other readily negotiable security,
retained in a department, program, activity center, or other University facility, should be
reported by completing the "Gift-in-kind Report" form and forwarding it directly to the
Office of Development. A comprehensive description of the gift, background information
concerning the origin of the gift, value at the time of contribution and any
correspondence or wishes of the donor, along with a photograph whenever possible,
should be included with the completed form. For those in-kind gifts valued at more than
$5,000, a written qualified appraisal must be submitted, which has been signed and dated
by a qualified appraiser.
5. All gifts, negotiable and in-kind, will be acknowledged officially on behalf of the
university by the Office of Development, and may also be acknowledged by the recipient
and/or the President. Departments should not generate receipts for gifts unless approved
by the Vice President for University Advancement so that duplicate receipts are not
produced.
P-22
Appendix 6
6. Gifts received by the University and made payable to the Stephen F. Austin State
University Foundation, Inc. should be forwarded to the Office of Development for
transfer and deposit to the Foundation.
7. If a university solicited gift is received in the form of credit card, the cost incurred to
process the gift will be assessed from the total amount of gift and the remaining portion
of gift will be deposited into the appropriate account.
8. All eligible matching gift requests will be processed by the Office of Development
upon recording the original gift of the donor. If any matching gifts are ineligible to be
matched, the matching gift form will be rejected and forwarded to the department
submitting the request.
Source of Authority: President, Vice President for University Advancement
Cross Reference: None
Contact for Revision: Vice President for University Advancement
Forms: Gift Transmittal form, Gift-in-kind Report form (available in Office of
Development)
P-23
Appendix 6
Gifts, Loans, Endowments, and Bequests C-16
Original Implementation: July 18, 1981
Last Revision: April 20, \999October 19, 2006
Authority to accept gifts, loans, endowments and bequests made to Stephen F. Austin
State University is vested in the President of the University by the Board of Regents.
Gifts, loans, endowments and bequests to any entity of the University should be reported
through normal administrative channels.
The President of the University has been authorized to accept gifts under the following
conditions:
1. A gift, loan, endowment or bequest which may require commitment of funds,
personnel, space or other resources shall be approved by the President prior to any
commitment of action on behalf of the University.
2. The University is authorized, with prior approval of the President and ratification
by the Board of Regents, to accept gifts or devises of real property for the
establishment of scholarships, professorships and other trusts for educational
purposes provided such property will not require appropriations by the Legislature
for operation, maintenance, repair or construction of buildings.
3. Privacy of donor identity may be granted by the University with the exceptions
noted by the Open Records Act or the Internal Revenue Service when public
recognition is not desired by the donor.
The terms under which any loan, endowment or bequest is offered and accepted shall be
provided in a written agreement between the donor and the University. The General
Counsel of the University shall review any bequests made to the University prior to
acceptance by the President. All original deeds of trust, wills, endowments, original
records, etc., should be forwarded to the Vice President for University Advancement for
safekeeping.
The Vice President for University Advancement is the primary source of contact with
people in the private sector for purposes of soliciting private funds. No individual or
company may be solicited for any gift, loan, endowment, or bequest by any member of
the faculty or staff of the University until that individual has presented the Vice President
for University Advancement with a copy of the proposal or request for funds.
Research grants or performance contracts which are privately funded are administered
through the Office of Research Services, and are not under the provisions of this policy.
P-24
Appendix 6
Acknowledgment of Gifts
In order to insure accurate recording of all private support for the institution and to
properly acknowledge private donors' gifts, the Vice President for University
Advancement will coordinate the acknowledgment of gifts.
Use of Gifts, Loans, Endowments and Bequests
Gifts, loans, endowments and bequests made to Stephen F. Austin State University shall
be used for the purpose designated by the donor. If a purpose is not specified by the
donor, and the amount of the gift is $50,000 or more, utilization shall be as directed by
the Board of Regents after consideration of recommendations by the President and the
Vice President for University Advancement. If a purpose is not designated, and the
amount of the gift is less than $50,000, utilization shall be as directed and approved by
the President of the University.
Gifts received by the University and made payable to the Stephen F. Austin State
University Foundation, Incorporated, should be forwarded to the Office of Development
for transfer and deposit to the Foundation. No gifts or bequests to the University may be
transferred to the Stephen F. Austin State University Foundation, Inc., the Stephen F.
Austin State University Alumni Association, Inc., or the Stephen F. Austin Alumni
Foundation, Inc. unless the transfer of funds is approved in writing by the donor and the
University President. In such cases the recipient shall use the funds in accordance with
instructions given by the donor and the University President. An account of all letters of
written permission by donors and transfers of gifts and bequests shall be kept by the
University and shall be reported to the State Auditor.
Under the authority of the Board of Regents, the President of Stephen F. Austin State
University is empowered to negotiate and execute the sale of marketable securities
donated to the University when such sale is directed or allowed by the donor of said
securities. The proceeds of such sale shall be promptly deposited into a University
account, to be used as indicated by the donor, and the details of the sale shall be reported
to the Board of Regents at its next regular meeting. All in-kind or real estate gifts would
require specific approval by the Board of Regents for liquidation to a University cash
account.
Restrictions on the expenditure of gift funds generally reside within the following three
criteria:
1. A gift must be expended in accordance with the donor's wishes.
2. The expenditure of the gift funds must be for the demonstrable good of the
institution.
3. The expenditure must provide no private gain to either the donor or the person
controlling the expenditure of the funds.
P-25
Appendix 6
The use of gift funds must meet all three criteria collectively. Some specific examples of
expenditures from unrestricted gifts that may be for the demonstrable good of the
institution, without private gain for the individual expending the funds, are as follows:
1. awards that recognize or promote faculty development, excellence in teaching,
academic achievement, athletic achievement, scholarship, or service;
2. costs related to the promotion of the communication of intellectual ideas among
students, faculty, staff and administrators of the University;
3. support of student events and activities sponsored by the University;
4. the recruitment of highly qualified students, faculty and staff;
5. costs related to the promotion of the exchange of ideas with community leaders
regarding the role of the University and its programs in the community;
6. costs related to the conduct of accrediting agency visits, visits by other officials
from other institutions or representatives outside higher education;
7. costs related to the support of continuing education activities.
Examples of expenditures which may not meet the criteria established are as follows:
1. any expenditure that violates the restriction placed on the gift by the donor;
2. the procurement of private property for the personal, unofficial use of any faculty
or staff member;
3. donations or other payments to a political party;
4. any other expenditure expressly prohibited by state statute.
Questions concerning an expenditure meeting these criteria should be referred to the Vice
President for University Advancement.
Real or personal property acquired through gifts, loans, endowments or bequests is
subject to the same management requirements as other State property. Disposal of any
property acquired through gifts, loans, endowments or bequests shall be handled in
accordance with State law and applicable University policies and procedures. Property
acquired through gifts, loans, endowment or bequest can not be disposed of, sold, or
transferred without written permission from the Vice President for University
Advancement and the President.
Publicity
The Vice President for University Advancement, in coordination with the faculty/staff
contact person, the donor, and the Office of Public Affairs, is responsible for coordinating
all publicity related to gifts.
Matching Gifts
Certain foundations and companies provide gifts to the University which match
contributions made by their employees. For tax purposes, certification is required from
the University that the gift of the employee has been received.
P-26
Appendix 6
The matching gift forms, which certify receipt of the gift, require the signature of the
Vice President for Business Affairs Finance and Administration or the Vice President for
University Advancement or the President.
Foundation Support
The Office of Development has the responsibility of performing certain support functions
for the Stephen F. Austin State University Foundation, Inc. This includes receiving,
receipting, acknowledging, and reporting gifts received by the Foundation, as provided in
the Agreement between Stephen F. Austin State University and the Stephen F. Austin
State University Foundation, Inc.
Library
Unrestricted gifts of books and other library related materials to Stephen F. Austin State
University, not to include equipment such as tape recorders, etc., will not require the
usual approval process as authorized in this policy.
Definitions:
1. Gift. A gift includes the gratuitous transfer of cash, cash equivalents such as
securities and negotiable instruments, and real or personal property which
generates income or may be sold for cash, for the purpose of enhancing the
university and its programs, without expectation of specific benefit by the donor.
2. Loan. Real or personal property furnished for the temporary use of the University.
3. Endowment. An endowment is comprised of a gift, in which the donors have
stipulated that the principal must be invested and only the income used to fund a
project or need. The principal remains intact in perpetuity, thereby continuing to
generate income to be used by the university. Endowment funds are classified into
four different categories:
a. Permanent Endowments. These endowments are sometimes referred to as
"true" or "pure" endowments and are assets designated by the donor to be held in
perpetuity. The assets of this category of endowments may never be spent and
income derived must be expended in accordance with the written terms and
conditions established by the donor and the university.
b. Term Endowment. In this category of endowments, the donor has specified that
following a particular date or event, the assets of the endowment may be
expended in accordance with the terms and conditions as specified. Until the
passage of the specific date or event, this type of endowment will operate in a
manner similar to the permanent endowment with the income used in accordance
with the written terms and conditions established by the donor and the university.
c. Quasi-Endowments or Quasi-Funds. The Board of Regents may, with formal
action, set aside certain institutional funds to be maintained as endowments. The
P-27
Appendix 6
formal action by the Board of Regents will specify the use of the assets and
income derived, and set other terms and conditions relating to the fund. The
Board of Regents may, with formal action, change the terms and conditions of the
endowment including cessation of the endowment and the return of the assets to
the original source of funding, or change the use or purpose as may be appropriate
and authorized by law.
d. Funds Held in Trust by Others. Some donors may choose to make income from
endowment-type funds available to the university, but will leave the possession of
the assets in trust with a third party. In this case, the endowment is not recorded as
an asset of the university. In accordance with the Generally Accepted Accounting
Principles (GAAP), the existence of the trust must be disclosed in the notes to the
university's financial statements.
A minimum gift of $10,000 shall be required to establish any endowment. An
endowment can be initiated with an amount less than the stated minimum with the
understanding that all future gifts and all income must become part of the
endowment to assist in bringing the endowment assets to the $10,000 level, and if
after five years from the date of the original gift, the value of the assets has not
reached $10,000, the endowment may cease and the existing assets of the fund
shall be transferred to a separately established Restricted Fund and expended
consistent with the terms and conditions of the original gift.
Specific minimum endowment levels for academic positions are established as
follows:
$1,000,000 - Endowed Chair or equivalent title, depending upon the area;
$250,000 - Endowed Distinguished Professorship or equivalent title, depending
upon the area; and
$100,000 - Endowed Professorship or equivalent title, depending upon the area.
4. Bequests. Money or other property conveyed by a legal declaration of an
individual's intent as to the manner in which his/her property shall be disposed of
after his/her death.
5. Philanthropic sources shall be defined as individuals, partnerships, foundations,
and corporations.
Source of Authority: Board of Regents, President
Cross Reference: None
Contact for Revision: Vice President for University Advancement
Forms: None
P-28
Appendix 6
Local Purchase Authorization C 20.A
Original Implementation: September 1, 1993
Last Revision: February 3, 2005
Services, supplies and equipment available for immediate pick up from Naeogdoehes
and Luflrin vendors in amounts not exceeding $500 may be purchased through the uso
of a Local Purchase Authorization (LPA). LPA forms are uniquely numbered and arc
issued by number series to departments. Authorized individuals will be required to como
to the Purchasing Office to pick up the forms and sign for the number series issued to
Account Managers hold ultimate responsibility for LPA expenditures. By completing a
Local Purchase Authorization Approved Signature Form, they may designate one or moro
individuals to issue LPAs on behalf of their account(s). The Account Manager or his/her
designee is responsible for:
1.