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Stephen F. Austin State University Minutes of the Board of Regents Nacogdoches, Texas July 9 and 10,2007 Volume 237 TABLE OF CONTENTS BOARD MINUTES FOR JULY 9 AND 10, 2007 VOLUME 237 Page Monday, July 9,2007 Executive Session Items Deliberations Concerning Security Personnel and Devices Real Estate Gifts and Donations Report on Pending Litigation Personnel Matters Regarding Specific University Employees Tuesday, July 10,2007 Approval of Minutes Board Order 07-28 3 Approval of April 23 and 24, 2007 Minutes Administration Board Order 07-29 4 Election of President Board Order 07-30 4 Election of General Counsel Board Order 07-31 4 Election of Director of Audit Services Board Order 07-32 4 Election of Assistant to the Board of Regents Personnel Board Order 07-33 4 Faculty Appointments for 2007-2008 4 Staff Appointments for 2007-2008 7 Changes of Status for 2007-2008 8 Retirements 11 Tenure 11 Faculty Leave of Absence Without Pay 12 Holiday Schedule for 2007-2008 12 Academic and Student Affairs Board Order 07-34 12 Small-Size Class List for Summer I 2007 12 Adoption of Intercollegiate Athletic Policy and Procedure Manual 13 Financial Affairs Board Order 07-35 14 Adoption of Fiscal year 2007-2008 Budget 14 Approval of Construction Project Budgets and Authority to Seek THECB Approval for Phase II Housing/Parking Garage Budget and Pattillo Student Center Budget 14 Athletic Programs Insurance 15 Property, Boiler & Machinery, Inland Marine and General Liability Insurance 15 Asbestos Abatement Contracts to Arrow Services and ARC Abatement for FY08 16 Fuel Cards for Retail Gasoline Purchases 16 Purchase of Campus Emergency Alert System 16 Authority for Rule Changes to the Short term Loan Program 17 Building and Grounds Board Order 07-36 18 Purchase of Property at 514 East Austin 18 Purchase of Property at 301 East Starr Avenue 18 Naming of Field House Room as William B. Lawton Room 18 Naming of Gerald and Candace Schlief Tennis Complex 19 Purchase of Water, Sanitary Sewer and Landfill Services 19 Purchase of Natural Gas 19 Construction of Tennis Complex: Timeline, Architect, Construction Manager at Risk ...20 University Policies and Procedures Board Order 07-37 21 Policy Revisions 21 Amendment of Board Rules and Regulations, Section 2 21 Reports 21 • President • Audit Services Report • Faculty Senate • Student Government Association Appendices Appendix 1 - Small-size Class Report for Summer 12007 Appendix 2 - AY 2006-2007 Faculty Workload Report Summary Appendix 3 - HEF Allocations Proposed in FY 2007-2008 Budget Appendix 4 - Legislation concerning Short Term Loans (SB 1232) Appendix 5 - Policy Revisions Agency Accounts (C-01.2) AIDS and HIV Virus (D-l.l) Authority to Act in the Absence of the President (D-7) Compliance with the Americans with Disabilities Act (D-41) Concurrent Enrollment Program (A-50) Delegated Purchasing Authority (C-10) Departmental Administration (E-10A) Discrimination Complaints/Sexual Harassment (E-46) Distinguished Professor Award (A-16) Driver Certification (D-10) Dual Employment (E-12) Emergency Management Plan (D-l 1) Employee Terminations and Transfers (E-18) File Maintenance for Faculty Personnel Files (A-60) Firearms, Explosives and Ammunition (D-l4) Gift Reporting (C-15) Gifts, Loans, Endowments, and Bequests (C-16) Interagency and Interlocal Contracts (C-18) Items Requiring Board Approval (D-20.5) Library Gifts (A-25) Outside Employment (E-35) Performance Evaluation of Tenured Faculty (A-37.1) Professional and Consultant Services (C-45) Reduction in Force of Non-Academic Employees (E-41N) Returned Checks (C-35) Special Purchases (C-36) Stone Fort Museum Collections (F-25) Student Conduct Code (D-34.1) Student Records (D-13) Time Clock (E-51. IN) Transfer Admission (A-44) Transfer Credits (A-45) University Logo/Seal (D-38) University Web Development (D-45) Vendor Protests (F-35) Vendor Warrant Hold(C-48) Stephen F. Austin State University Minutes of the Meeting of the Board of Regents Nacogdoches, Texas July 9 and 10,2007 (Meeting 237) Austin Building 307 Monday, July 9,2007 The regular meeting of the Board of Regents was called to order at 8:00 a.m., Monday, July 9, 2007, by Chair Valerie Ertz. PRESENT: Board Members: President: Vice-Presidents: Ms. Valerie Ertz, Chair Mr. Carlos Amaral Mr. Richard Boyer Mr. James Dickerson Mr. Bob Garrett Mr. Joe Max Green Mr. Paul Pond Mr. James Thompson Ms. Stephanie Tracy Mr. Melvin White Dr. Baker Pattillo Dr. Richard Berry Mr. Danny Gallant Mr. Steve Westbrook General Counsel: Ms. Yvette Clark Other SFA administrators, staff, and visitors Chair Ertz introduced the newly appointed members of the board and assigned them to committees: Mr. Carlos Z. Amaral will serve on the Building and Grounds Committee. Mr. James H. Dickerson will serve on the Academic and Student Affairs Committee. Mr. John R. "Bob" Garrett will serve on the Finance/Audit Committee. -1- The Building and Grounds Committee convened at 8:02 a.m. and adjourned at 8:19 a.m. The Finance/Audit Committee convened at 8:20 a.m. and adjourned at 10:10 a.m. The Academic and Student Affairs Committee convened at 10:25 a.m. and adjourned at 11:33 a.m. The board recessed for lunch and a tour of the KFCfacility, which will be renovated to house the DeWitt School of Nursing, and a tour of the Student Recreation Center construction site. Reconvening at 2:58 p.m. in open session, the chair called for an immediate executive session to consider the following items: DELIBERATIONS CONCERNING SECURITY PERSONNEL AND DEVICES Discussion of Security Personnel and Devices (Texas Government Code, Section 551.076) • Follow up on previous audit: Bursar Internal Controls • TAC 202 Information Security Review • Campus Security REAL ESTATE Deliberations Regarding the Purchase, Exchange, Lease, Sale or Value of Real Property (Texas Government Code, Section 551.072), including possible real estate purchases. GIFTS AND DONATIONS Deliberations Regarding Negotiated Contracts for Prospective Gifts or Donations (Texas Government Code, Section 551.073), including possible naming opportunities. REPORT ON PENDING LITIGATION Consultation with Attorney Regarding Legal Advice on Tuition and Fee Legislation or Pending and/or Contemplated Litigation or Settlement Offers, including but not limited to Flynn vs. SFASU (Texas Government Code, Section 551.071) 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 Softball Coach, Coordinator of Special Projects, Provost and Vice President for Academic Affairs, Vice President for Finance and Administration, Associate Vice President for Alumni Affairs, General Counsel, Director of Audit Services, Assistant to the Board, and the President (Texas Government Code, Section 551.074) The executive session ended at 6:35 p.m. and the board recessed for the day, with no further action. -2- Tuesday, July 10,2007 The chair reconvened the board meeting in open session at 9:00 a.m. on Tuesday, July 10,2007. PRESENT: Board Members: President: Vice-Presidents: Ms. Valerie Ertz, Chair Mr. Carlos Amaral Mr. Richard Boyer Mr. James Dickerson Mr. Bob Garrett Mr. Joe Max Green Mr. Paul Pond Mr. James Thompson Ms. Stephanie Tracy Mr. Melvin White Dr. Baker Pattillo Dr. Richard Berry Mr. Danny Gallant Mr. Steve Westbrook General Counsel: Ms. Yvette Clark Other SFA administrators, staff, and visitors The chair welcomed guests to the board meeting and called upon Regent Green to lead the pledge to the flags. Regent White provided the invocation. Texas District Court Judge Campbell Cox II administered the oath of office to newly appointed board members, Carlos Amaral, James Dickerson, and John R. uBob" Garrett. APPROVAL OF MINUTES Board Order 07-28 Upon motion by Regent Green, seconded by Regent Thompson, with all members voting aye, it was ordered that the minutes of the April 23 and 24, 2007, meetings be approved. -3- ADMINISTRATION Board Order 07-29 Upon motion by Regent Ertz, seconded by Regent Green, with all members voting aye, it was ordered that Baker Pattillo be reappointed as president of the university with an annual salary of $250,238, effective September 1, 2007. Board Order 07-30 Upon motion by Regent Ertz, seconded by Regent Thompson, with all members voting aye, it was ordered that Yvette Clark be reappointed as general counsel with an annual salary of $121,791, effective September 1, 2007. Board Order 07-31 Upon motion by Regent Ertz, seconded by Regent White, with all members voting aye, it was ordered that Gina Oglesbee be reappointed as director of audit services with an annual salary of $80,279, effective September 1, 2007. Board Order 07-32 Upon motion by Regent Ertz, seconded by Regent Thompson, with all members voting aye, it was ordered that Judy Buckingham be reappointed as assistant to the board with an annual salary of $38,535, effective September 1, 2007. PERSONNEL Board Order 07-33 Upon motion by Regent Thompson, seconded by Regent Green, with all members voting aye, it was ordered that the following personnel items be approved. FACULTY APPOINTMENTS FOR 2007-2008 Business Esther Bunn, Lecturer of Accounting, M.P.A. (Stephen F. Austin State University), at a salary of $33,128 for 100 percent time for nine months, effective August 21, 2007. Mikhail Kouliavtsev, Assistant Professor of Economics and Finance, Ph.D. (Temple University), at a salary of $70,000 for 100 percent time for nine months, effective August 21, 2007. -4- Ryan Phelps, Assistant Professor of Economics and Finance, M.A. (University of Kentucky), at a salary of $70,000 for 100 percent time for nine months, effective July 9, 2007, contingent upon completion of doctorate by September 1, 2009. Bruce Runyan, Assistant Professor of Accounting, Ph.D. (Texas A&M University), at a salary of $95,000 for 100 percent time for nine months, effective August 21, 2007. Education Carol Bradley, Instructor of Human Sciences, M.A. (University of Texas), at a salary of $47,000 for 100 percent time for nine months, effective September 1, 2007, contingent upon completion of doctorate by May 31, 2013. Melanie Brister, Clinical Instructor of Human Services, M.S. (Stephen F. Austin State University), at a salary of $47,000 for 100 percent time for nine months, effective September 1, 2007. Eric Jones, Assistant Professor of Kinesiology, Ph.D. (University of Alabama), at a salary of $47,500 for 100 percent time for nine months, effective August 23, 2007. Mary Pile, Instructor of Human Sciences, M.S. (Stephen F. Austin State University), at a salary of $46,000 for 100 percent time for nine months, effective September 1, 2007, contingent upon completion of doctorate by May 31, 2013. Donna Pharris, Instructor of Human Sciences, M.S. (University of Houston), at a salary of $47,000 for 100 percent time for nine months, effective September 1, 2007, contingent upon completion of doctorate by May 31, 2013. Leonard Thornton, Assistant Professor of Kinesiology and Health Science, Ph.D. (Texas A&M University), at a salary of $50,000 for 100 percent time for nine months, effective August 22, 2007. Fine Arts Neal Cox, Visiting Assistant Professor of Art, M. A. (University of Texas), at a salary of $42,000 for 100 percent time for nine months, effective September 1, 2007. Addison Himes, Dean of College of Fine Arts and Professor of Music, Ph.D. (University of North Texas), at a salary of $125,000 for 100 percent time for 12 months, effective September 1, 2007. David Howard, Associate Director of Choirs and Instructor of Music, M.M. (University of Central Oklahoma), at a salary of $43,000 for 100 percent time for -5- nine months, effective August 21, 2007, contingent upon completion of doctorate by September 1,2008. Michelle Rozic. Assistant Professor of Art, B.F.A. (Columbus College of Art and Design), at a salary of $42,000 for 100 percent time for nine months, effective September 1, 2007, contingent upon completion of M.F.A. by August 31, 2007. Scott Shattuck, Director of School of Theatre and Associate Professor of Theatre, M.F.A.(University of Texas), at a salary of $90,000 for 100 percent time for 12 months, effective September 1, 2007. Liberal and Applied Arts Frances Bontempo, Visiting Assistant Professor of Psychology, Ph.D. (Ohio State University), at a salary of $40,000 for 100 percent time for nine months, effective August 27, 2007. Ericka Hoagland, Assistant Professor of English and Philosophy, Ph.D. (Purdue University), at a salary of $43,000 for 100 percent time for nine months, effective August 23, 2007. Brian Murphy, Dean of the College of Liberal and Applied Arts and Professor of Political Science, Ph.D. (Miami University), at a salary of $125,000 for 100 percent time for 12 months, effective July 1, 2007. Manuel Rilo, Assistant Professor of Modern Languages, B.A. (University of Miami), at a salary of $43,000 for 100 percent time for nine months, effective August 23, 2007, contingent upon completion of doctorate by August 31, 2007. Jeffery Roth, Assistant Professor of Geography, Ph.D. (University of Oklahoma), at a salary of $43,000 for 100 percent time for nine months, effective August 21, 2007. Elizabeth Tasker, Assistant Professor of English and Philosophy, Ph.D. (Georgia State University), at a salary of $43,000 for 100 percent time for nine months, effective August 23, 2007. Sciences and Mathematics Michael Collyer, Assistant Professor of Biology, Ph.D. (North Dakota State University), at a salary of $45,000 for 100 percent time for nine months, effective September 1,2007. Anita Johnson, Clinical Instructor of Nursing, M.S. (University of Texas), at a salary of $54,000 for 100 percent time for nine months, effective August 20, 2007. -6- STAFF APPOINTMENTS FOR 2007-2008 Athletics Meredith Dovle. Assistant Coach Women's Basketball at a salary of $6,500 for 100 percent time for three months, effective June 4, 2007. Douglas Karleskint Assistant Coach Men's Basketball at a salary of $5,700 for 100 percent time for three months, effective May 21, 2007. Ulric Maligi, Assistant Coach Men's Basketball at a salary of $9,800 for 100 percent time for three months, effective May 28, 2007. Campus recreation Jane Ross, Campus Recreation Coordinator of Promotions at a salary of $35,000 for 100 percent time for 12 months, effective June 18, 2007. Development Zykia M. Sam, Telephone Outreach Program Supervisor at a salary of $29,854 for 100 percent time for 12 months, effective May 14, 2007. Education ^ Casey Perry, Clinical Audiologist in Human Services at a salary of $70,000 for 100 percent time for 12 months, effective July 18, 2007. Fine Arts Ron Worth, Keyboard Technician at a salary of $40,000 for 100 percent time for 12 months, effective June 1, 2007. Information Technology Services Tristan Adams, Programmer Analyst I at a salary of $32,000 for 100 percent time for 12 months, effective May 21, 2007. Public Affairs David Michael Hutson, Videographer at a salary of $30,000 for 100 percent time for 12 months, effective April 30, 2007. -7- Purchasing and Inventory Michael S. Allen, Assistant Coordinator HUB/System Specialist at a salary of $35,000 for 100 percent time for 12 months, effective March 19, 2007. Telecommunications and Networking Monica Martinez, Security Support Specialist II, at a salary of $48,000 for 100 percent time for 12 months, effective July 2, 2007. CHANGES OF STATUS FOR 2007-2008 Academic Affairs Richard Berry, from Associate Provost and Vice President for Academic Affairs at a salary of $131,940 for 100 percent time for 12 months, to Interim Provost and Vice President for Academic Affairs at a salary of $145,000 for 100 percent time for 12 months, effective July 2, 2007. Admissions William Barnes-Cox, from Admissions Counselor at a salary of $29,795 at 100 percent time for 12 months, to Coordinator of Enrollment Management at a salary of $34,006 for 100 percent time for 12 months, effective May 1, 2007. Kimberlv Lower, from Admissions Counselor at a salary of $29,798 for 100 percent time for 12 months, to Assistant Director of Admissions at a salary of $42,785 for 100 percent time for 12 months, effective June 1, 2007. Education Dixie Mercer, from Associate Professor of Human Services at a salary of $53,016 for 100 percent time for nine months, to Professor and Chair of Human Services at a salary of $95,000 for 100 percent time for 12 months, effective September 1, 2007. Lisa Mize. from Associate Professor of Human Services and Interim Associate Dean of Education at a salary of $60,272 for 100 percent time for nine months, to Associate Professor and Associate Dean of Education at a salary of $73,000 for 100 percent time for 11 months, effective September 1, 2007. Finance and Administration Danny Gallant, from Associate Vice President for Budget and Finance at a salary of $92,600 for 100 percent time for 12 months, to Interim Vice President for -8- Finance and Administration at a salary of $125,000 for 100 percent time for 12 months, effective July 3, 2007. Fine Arts David Campo, from Instructor of Music at a salary of $51,431 for 100 percent time for nine months, to Assistant Professor of Music at a salary of $53,141 for 100 percent time for nine months, effective September 1, 2007. John GoodalK from Interim Dean of Fine Arts and Professor of Music at a salary of $90,200 for 100 percent time for 12 months to Associate Dean of Fine Arts and Professor of Music at a salary of $90,000 for 100 percent time for 12 months and Interim Director of the School of Art with an additional stipend of $1,111 per month for interim duties, effective September 1, 2007. David Lewis, from Director of the School of Art and Associate Professor of Art at a salary of $90,054 for 100 per time for 12 months, to Associate Professor of Art at a salary of $57,865 for 100 percent time for nine months, effective September 1, 2007. Human Resources Aurora Martinez, from Human Resources Representative at a salary of $39,600 for 100 percent time for 12 months, to Benefits Coordinator at a salary of $39,600 for 100 percent time for 12 months, effective April 1, 2007. John Wyatt from Employee Relations Specialist at a salary of $24,510 for 100 percent time for 12 months, to Human Resources Representative at a salary of $34,510 for 100 percent time for 12 months, effective April 1, 2007. Liberal And Applied Arts Charles Abel from Chair and Associate Professor of Political Science, Geography and Public Administration at a salary of $90,000 for 100 percent time for 11 months, to Chair and Associate Professor of Political Science, Geography and Public Administration and Chair of Criminal Justice at a salary of $90,000 for 100 percent time for 11 months, effective September 1, 2007. Freddie Avant from Professor of Social Work at a salary of $82,620 for 100 percent time for eleven months, to Director/Associate Dean and Professor of Social Work at a salary of $102,000 for 100 percent time for 11 months, effective August 1,2007. Linda Harris from Lecturer of Social Work at a salary of $51,763 for 100 percent time for nine months to Clinical Instructor of Social Work at a salary of $51,763 for 100 percent time for 10 lA months, effective September 1, 2007. -9- Wanda Mouton. from Associate Professor of Communication at a salary of $56,533 for 100 percent time for nine months, to Interim Chair of Communication and Associate Professor at a salary of $56,533 for 100 percent time for nine months, with an additional stipend of $1,111 per month for the "interim" duties, effective September 1, 2007. Elizabeth Spradley, from Lecturer of Communication at a salary of $26,000 for 100 percent time for nine months, to Instructor of Communication at a salary of $37,000 for 100 percent time for nine months, effective September 1, 2007, contingent upon completion of Ph.D. by December 31, 2012. Robert Spradlev, from Lecturer of Communication at a salary of $24,127 for 100 percent time for nine months to Assistant Professor of Communication at a salary of $45,000 for 100 percent time for nine months, effective September 1, 2007, contingent upon completion of Ph.D. by August 31, 2012. James Standlev, from Dean of Liberal and Applied Arts and Professor of Criminal Justice at a salary of $127,017 for 100 percent time for 12 months, to Professor of Sociology at a salary of $76,520 for 100 percent time for nine months, effective September 1,2007. Jerry Williams, from Chair and Professor of Sociology at a salary of $72,229 for 100 percent time for 11 months to Chair and Professor of Sociology and Interim Chair of English and Philosophy at a salary of $72,229 for 100 percent time for 11 months, with an additional stipend of $1,111 per month for the interim duties, effective September 1, 2007. Library Sean Bibby, from Digital Projects Specialist at a salary of $15,000 for 50 percent time for 12 months, to Digital Projects Specialist at a salary of $30,000 for 100 percent time for 12 months, effective March 27, 2007. Melissa Boiles, from Program Director of Library A.A.R.C. at a salary of $34,329 for 100 percent time for nine months, to Program Director and Interim Director of Library A.A.R.C. at a salary of $34,329 for 100 percent time for nine months, with an additional stipend of $400 per month for the interim duties, effective July 9, 2007. President's Office Charlotte Sullivan, from Government Information Officer at a salary of $17,000 for 49 percent time for five months to Coordinator of Special Projects at a salary of $90,000 for 100 percent time for 12 months, effective August 15, 2007. -10- Student Affairs Charles Hueben from Assistant Director of Student Activities at a salary of $39,531 for 100 percent time for 12 months to Assistant Director of Student Life at a salary of $45,531 for 100 percent time for 12 months, effective June 1, 2007. Michael Preston, from Assistant Director of Student Affairs at a salary of $48,788 for 100 percent time for 12 months to Director of Student Life at a salary of $54,788 for 100 percent time for 12 months, effective June 1, 2007. Samuel Smith, from Director of Student Center at a salary of $82,000 for 100 percent time for 12 months to Director of Student Services and the Student Center at a salary of $88,000 for 100 percent time for 12 months, effective June 1, 2007. Telecommunications and Networking Jason Lisenby, from Support Specialist II at a salary of $28,897 for 100 percent time for twelve months, to Manager Student Technical Support at a salary of $44,000 for 100 percent time for twelve months, effective April 23, 2007. University Affairs Shelly Lackey, from Assistant Director of Student Affairs Operations at a salary of $60,937 for 100 percent time for 12 months to Director of Divisional Operations at a salary of $60,937 for 100 percent time for 12 months, effective June 1,2007. RETIREMENTS James Howard, Associate Professor of Economics & Finance, effective May 31, 2007. Clarence Bahs, Director of School of Theatre, effective August 31, 2007. Susan Ormsby, Professor of Accounting, effective August 31, 2007. Debra Bankston, Lecturer of Human Services, effective August 31, 2007. TENURE Academic tenure was awarded to the following individuals, effective fall semester 2007. Dr. Brian Murphy Political Science, Geography and Public Administration Dr. A.C. Himes Music Mr. Scott Shattuck Theatre -11- FACULTY LEAVE OF ABSENCE WITHOUT PAY The faculty leave of absence without pay for Dr. Tracy Johnson, which was granted on April 24, 2007 for one year beginning in fall 2007, was withdrawn. HOLIDAY SCHEDULE FOR 2007-2008 The following holiday schedule for 2007-2008 was approved: September 3 November 22 and 23 December 24, 25, 26, 27 December 28 and 31 (employees take vacation or comp time as energy conservation days) January 1 March 10, 11,12,13 March 14 (employees take vacation or comp time as an energy conservation day) May 26 July 4 This holiday schedule will allow SFA to be closed for Labor Day, 2 days at Thanksgiving, 6 working days at Christmas, New Year's Day, 5 working days at Spring Break, Memorial Day, and Independence Day, which totals seventeen days. Employees will be required to take two days of vacation or compensatory time on December 28 and 31 and one day of vacation or compensatory time on March 14 in order to achieve energy conservation during those periods. ACADEMIC AND STUDENT AFFAIRS Board Order 07-34 Upon motion by Regent Boyer, seconded by Regent Green, with all members voting aye, it was ordered that the following academic and student affairs items be approved. SMALL-SIZE CLASSES SUMMER I 2007 Whereas, the following was considered by the board of regents: Coordinating Board rules require that all regular organized undergraduate classes with fewer than ten students enrolled and regular graduate classes with fewer than five students enrolled be approved by the board of regents. Under policies established by the board, such classes can only be taught for specific reasons, such as the course being needed for students to meet graduation requirements, etc. Courses for Summer 12007 are listed in Appendix 1. Therefore, the Summer 12007 small-size class list was approved, as listed in Appendix 1. -12- ADOPTION OF INTERCOLLEGIATE ATHLETIC POLICY AND PROCEDURE MANUAL Whereas, the following was considered by the board of regents: In accordance with NCAA requirements, the university adopted an Intercollegiate Athletic Policy and Procedure Manual in 1994. This policy manual is reviewed annually and approved by the board in its July meeting. Minor policy and/or procedure changes have occurred since the July 2006 revision. Therefore, the revisions to the Athletic Policy and Procedure Manual were approved as presented. -13- FINANCIAL AFFAIRS Board Order 07-35 Upon motion by Regent Thompson, seconded by Regent White, with all members voting aye, the following financial affairs items were approved. ADOPTION OF FISCAL YEAR 2007-2008 BUDGET Whereas, the following was considered by the board of regents: The annual operating budget is brought to the board of regents for approval in the July board meeting. The proposed 2007-08 budget focuses on student and employee initiatives, and includes major increases in scholarships, a 3% salary increase merit pool for faculty and staff, an increase for faculty promotions, a classified and non classified pay plan upgrade, and an increase in faculty development funding. A detailed HEF allocation is included as a part of the budget (see Appendix 3). Budget summaries were provided to the regents prior to the meeting. Therefore, the operating budget for the 2007-2008 fiscal year totaling $189,470,936 was adopted as presented. APPROVAL OF CONSTRUCTION PROJECT BUDGETS AND AUTHORITY TO SEEK THECB APPROVAL FOR PHASE II HOUSING/PARKING GARAGE BUDGET AND PATTILLO STUDENT CENTER BUDGET Whereas, the following was considered by the board of regents: In previous board meetings, authority was given for construction projects, but specific project budget limits were not established. Revised Policy D-20.5, Items Requiring Board of Regents Approval, requires approval of project budgets by the board of regents. The following projects include education and general and auxiliary construction activity. * These two projects were authorized individually by the Texas Higher Education Coordinating Board with estimated budgets. Although they did not exceed the 10% allowable threshold in the aggregate, the residence hall did exceed, while the parking -14- garage was underspent. Revisions to these two projects need to be taken to the THECB Strategic Planning Committee. **This project also exceeds the 10% allowable coordinating board threshold and will be taken back for additional approval. Therefore, construction project budgets listed above were approved at these budget limits. Sources of funds will include remaining bond proceeds, available HEF, interest income, budgeted cost savings, additional revenues, and fund balance. Authorization was given to seek THECB project approval for the revision in budgets between the two Phase II projects Phase II projects ($33,850,000 for the Phase II residence hall and $4,458,127 for the Phase II parking garage) and $33,500,000 for the Pattillo Student Center project budget. ATHLETIC PROGRAMS INSURANCE Whereas, the following was considered by the board of regents: The NCAA provides catastrophic coverage for injuries that exceed $75,000. Three years ago the university solicited proposals and awarded a contract for a self-insured retention plan for athletic medical excess insurance to cover injuries below the NCAA coverage threshold. An award was made with 2 years of renewal. Expenditure over the 3-year period has been $105,750 for premium and administration fees, and $341,000 toward Self-Insured Retention. Therefore, the university was authorized to continue the RFP process for athletic medical excess insurance and to compare proposals to determine which method or combination of coverage provides the best value to the university. The source of funding will be auxiliary funds. Approval was given to secure coverage for the 2007-2008 athletic season with options to renew for two additional years, and the president was authorized to sign the contract. PROPERTY, BOILER & MACHINERY, INLAND MARINE AND GENERAL LIABILITY INSURANCE Whereas, the following was considered by the board of regents: The university is currently utilizing agent services of USI Southwest for property, boiler & machinery, inland marine and general liability insurance, and has exhausted all renewal options from the last solicitation. FY07 expenditures for these policies total $527,418. A new solicitation has been issued. Therefore, the university was authorized to continue the RFP process for property, boiler & machinery, inland marine and general liability insurance and to compare proposals to the State Office of Risk Management (SORM) insurance program to determine which combination of coverage provides the best value to the university. SORM must approve any SFA negotiated contract. Approval was given to contract insurance covering property, boiler & machinery, inland marine and general liability at a -15- cost to be negotiated with an agent selected through the RFP process with options to renew for two additional years, subject to administrative approval, or to contract for coverage through SORM, should SORM not approve an SFA contract. The president was authorized to sign the contract. ASBESTOS ABATEMENT CONTRACTS TO ARROW SERVICES AND ARC ABATEMENT FOR FY08 Whereas, the following was considered by the board of regents: To avoid delays in the Student Center construction project, the university awarded contracts in 2004 for asbestos abatement to be provided as needed. This was successful in avoiding delays as well as maintaining acceptable pricing. Historical usage is as follows: FY05- $191,543.70; FY06-$130,530.59; FY07-$15,000 with additional $75,000 estimated for Birdwell Building. The two optional years of renewal have been exhausted, and the university has solicited bids for a new annual contract including two years of renewal, with job costs to be determined based on unit prices bid. Individual releases will be issued for each job. Based on the evaluation ranking 2 vendors equally, two awards are recommended giving SFA the option to select the vendor they feel will offer the best experience and/or lowest price for a given job, or the selection will be made based on the contractor that is available to meet SFA's timetable for completion of the work. Therefore, two awards to Arrow Services and ARC Abatement were approved for blanket contracts for asbestos abatement as needed during FY08. The contracts will be awarded for one year, with two annual renewals, subject to administrative approval. The president was authorized to sign the purchase orders. FUEL CARDS FOR RETAIL GASOLINE PURCHASES Whereas, the following was considered by the board of regents: The university utilizes the Council on Competitive Government (CCG) Contract for the purpose of making retail fuel purchases at discounted prices. Fuel cards are assigned to specific vehicles, or occasionally to a specific person who may utilize different university vehicles. FY06 total expenditures were $281,484.97, and FY07 expenditures as of 5/8/07 are $176,706.80. Therefore, approval was given to continue using the Council on Competitive Government (CCG) contract for the purpose of making retail fuel purchases at discounted prices and to issue a purchase order for the payment of FY08 fuel card expenditures under the CCG contract. The president was authorized to sign the purchase order. PURCHASE OF CAMPUS EMERGENCY ALERT SYSTEM Whereas, the following was considered by the board of regents: An on-going review of the university's emergency management plan has highlighted the need to enhance our ability to communicate alerts to the campus community during emergency situations. The review determined that the best way to achieve this would be by deploying an integrated -16- indoor/outdoor/personal notification system that would provide campus-wide coverage to alert and direct our students, employees and campus guests when an emergency event occurs. This system should also be able to provide enhanced call-out capabilities and communication between key university personnel who would be responding to an emergency event. In an effort to deploy this system as quickly as possible, the Purchasing Department and University Police have conducted a review of vendors that provide any of the individual components of the system contemplated to determine if any of these vendors offer an integrated system. At this point it appears that only one vendor provides the integration of all these components in a unified system. However, should the director of purchasing determine there is more than one vendor who could provide this integrated system, an RFP process will be undertaken to select the provider prior to purchase. If an RFP process is needed, the installation of the system will be delayed by the amount of time necessary to solicit and evaluate the proposals. Therefore, approval was given for the purchase and installation of an integrated indoor/outdoor/personal notification system that would provide campus-wide coverage to alert and direct our students, employees and campus guests when an emergency event occurs. This system will also be able to provide enhanced call-out capabilities and communication between key university personnel who would be responding to an emergency event. The president was authorized to sign the necessary contracts to purchase, install and maintain this system at a cost not to exceed $225,000. The source of funds for this purchase will be designated fund balance. AUTHORITY FOR RULE CHANGES TO THE SHORT TERM LOAN PROGRAM Whereas, the following was considered by the board of regents: Currently, emergency short term loans for both books and tuition and fees are processed with both a loan processing fee and interest. If a student fails to make repayment of the loan within the 90 days, they are considered delinquent. Students are assessed interest on a monthly basis at the rate of 5 percent per annum on delinquent short term loans. New legislation restricts a university to charging either interest or a loan origination fee; a copy of the legislation is shown in Appendix 4. Therefore, the director of financial aid and the controller were given the authority to adopt rules for the short term loan and the book loan programs that will comply with both current legislation and new legislation (included in Appendix 4) to be effective with the 2008 spring semester. -17- BUILDING AND GROUNDS BOARD ORDER 07-36 Upon motion by Regent Green, seconded by Regent Boyer, with all members voting aye, it was ordered that the following building and grounds items be approved: PURCHASE OF PROPERTY AT 514 EAST AUSTIN Whereas, the following was considered by the board of regents: The university has been offered the opportunity to purchase the property located at 514 East Austin from Mr. and Mrs. Mike Winthrop subject to approval by the board of regents. The property was appraised on May 24, 2007 for $275,000. It is located in an area that is in accordance with the university's long range plan. Therefore, the university was authorized to purchase property located at 514 East Austin from Mr. and Mrs. Mike Winthrop, otherwise known as Lot 2 of the Winthrop Subdivision, within the City of Nacogdoches, as authorized by Chapter 101, Sections 95.31 and 95.33 of the Texas Education Code, if required, subject to approval by the Texas Higher Education Coordinating Board. The purchase price was approved at the appraised value of $275,000 plus associated purchase and closing cost. The director of the physical plant was authorized to sign necessary documents. The source of the funds will be designated fund balance. PURCHASE OF PROPERTY AT 301 EAST STARR AVENUE Whereas, the following was considered by the board of regents: The university has entered into a Letter of Intent to purchase the property located at 301 East Starr Avenue from John McGarity subject to approval by the Board of Regents. The property was appraised on June 7, 2007 for $70,000. It is located in an area targeted for purchase and is in accordance with the university's long range plan. Therefore, the university was authorized to purchase the property located at 301 East Starr Avenue from John McGarity, otherwise known as Lot 9-G, City Block 45, within the City of Nacogdoches, as authorized by Chapter 101, Sections 95.31 and 95.33 of the Texas Education Code, if required, subject to approval by the Texas Higher Education Coordinating Board. The purchase price was approved at the appraised value of $70,000 plus associated purchase and closing cost, subject to seller removing the house as part of the consideration. The director of the physical plant was authorized to sign necessary documents. The source of the funds will be designated fund balance. NAMING OF FIELD HOUSE ROOM AS WILLIAM B. LAWTON ROOM Whereas, the following was considered by the board of regents: Mr. William B. Lawton of Lake Charles, Louisiana, has made a generous gift in the amount of $250,000 for projects to enhance the football program. The Athletic Department is using some of -18- these funds toward renovation of the main meeting room located in the field house at Homer Bryce Stadium. The renovation includes new fixed seating, ceiling tiles, light fixtures, floor covering, wall graphics, painting and a sound system. This meeting room serves not only football but other sports including soccer, track & field, softball, baseball, and athletic staff needs too. The meeting room also serves as an academic classroom on Tuesday and Thursdays during the academic year. Therefore, the name of the main meeting room in the field house at Homer Bryce Stadium was changed to The William B. Law ton Room in honor of the generous gift made to the university by Mr. Lawton in the amount of $250,000 for projects to enhance the football program. NAMING OF GERALD AND CANDACE SCHLIEF TENNIS COMPLEX Whereas, the following was considered by the board of regents: According to the current Rules and Regulations of the Board of Regents, "buildings and other facilities of Stephen F. Austin State University may be named by the Board of Regents for deceased persons who have made outstanding contributions to the university or its prestige. In extraordinary circumstances, particularly when a significant donation has been made to the university, the Board of Regents may name a building, or other facility, for a living person." Mrs. and Mrs. Gerald Schlief, dedicated supporters and faithful donors to the university, have made a very generous gift to the university in the amount of $450,000 to provide the total funding for a tennis center building. Therefore, in honor of Mrs. and Mrs. Gerald Schlief, the complex being built to serve the tennis program was named the Gerald and Candace Schlief Tennis Complex. PURCHASE OF WATER, SANITARY SEWER AND LANDFILL SERVICES Whereas, the following was considered by the board of regents: The university utilizes water, sanitary sewer and landfill services provided by the City of Nacogdoches. FY 06 total expenditures were $850,223 and FY 07 expenditures as of 6/14/07 are $648,764. Therefore, the university was authorized to purchase water, sanitary sewer and landfill services from the city of Nacogdoches for FY 08, and the president was authorized to sign the purchase order. PURCHASE OF NATURAL GAS Whereas, the following was considered by the board of regents: The university purchases its natural gas through a contract with Centerpoint Energy Services. The contract price for gas is a variable rate based on spot gas prices for "East Texas, Houston Ship Channel". This contract is automatically renewed each year unless either party provides 30 days written notice. Centerpoint has advised the pricing will remain the same -19- for FY 08. Natural gas expenditures for FY 2007 reflect billings through April 2007 of $1,106,307. The Texas General Land Office sells gas to state agencies if their price can meet or beat the contracted price. By law the university is required to submit the contract to the Texas General Land Office for their review and it has been sent. Therefore, the university was authorized to renew the contract with Centerpoint Energy Services for natural gas purchase for FY 08, provided the Texas General Land Office does not meet or beat the price. The president was authorized to sign the contract with either Centerpoint or the Texas General Land Office, depending on which offers the best available pricing for the next fiscal year. CONSTRUCTION OF TENNIS COMPLEX: TIMELINE, ARCHITECT, CONSTRUCTION MANAGER AT RISK Whereas, the following was considered by the board of regents: Through a generous gift from Mr. and Mrs. Gerald Schlief in the amount of $450,000, funding has been provided to build a tennis center building. In return for the gift the Schliefs wish to have the tennis complex named the Gerald and Candace Schlief Tennis Complex. The proposed building will contain coach's office, locker rooms, public restrooms, vending area, mechanical / storage areas and covered porches. The Schliefs have reviewed and approved the proposed plan, which was developed under the university's contract with Scott and Strong Architects. The site of the building is on the north side of the tennis courts. The administration and the donors want the building to be completed by the time we host the Southland Conference men and woman's tennis tournament in April 2008. In order to accomplish this in the time frame available, the administration recommends the construction project be approved as follows: Architect: Scott and Strong; Construction Manager at Risk: to be awarded by the administration after RFP that allows for multiple bidders, with authority given to the president to sign the contract; Project Budget: not to exceed $450,000; GMP: to be reported to the Building and Grounds Committee at the next possible meeting. The estimated time schedule for the project is as follows: RFP issued July 11, 2007; RFP due back August 10, 2007; selection of CM at Risk by August 17, 2007; GMP due back from CM at Risk 30 days after selection (mid to late September), construction time: six to seven months depending on weather. Therefore, the university was authorized to proceed with the construction of the Gerald and Candace Schlief Tennis Complex to be built on the north side of the tennis courts. The project schedule was approved as follows: RFP issued July 11, 2007; RFP due back August 10, 2007; selection of CM at Risk by August 17, 2007; GMP due back from CM at Risk 30 days after selection (mid to late September), construction time: six to seven months. The firm of Scott and Strong was approved as project architect. Authority was given for the administration to select the construction manager at risk after an appropriate RFP process, with authority to sign the contracts delegated to the president. The project cost was approved not to exceed $450,000, with GMP to be reported to the Building and Grounds Committee at the next possible meeting. The source of funds for the project will be donations. -20- UNIVERSITY POLICIES AND PROCEDURES board Order 07-37 Upon motion by Regent Dickerson, seconded by Regent Boyer, with all members voting aye, the following policy revisions and amendments to the Board Rules and Regulations were approved. POLICY REVISIONS The proposed policy revisions were adopted, as presented in Appendix 5. AMENDMENT OF BOARD RULES AND REGULATIONS Section 2 of the Board Rules and Regulations was amended, as follows: 2. Non-Voting Student Regent Annually on February \June 7, a student regent shall be appointed by the governor to serve a one-year term expiring on the next February Ifollowing May 31. The student regent must be enrolled as an undergraduate or graduate student at Stephen F. Austin State University at the time of appointment and throughout the student regent's term. The student regent must remain in good academic standing and maintain at least a 2.5 GPA. REPORTS President Pattillo made a report to the regents concerning the following topics: • Legislative Update • Faculty/Staff Salary Increases • Grand Opening of the Student Recreation Center on September 22 during Parents' Day Gina Oglesbee, director of audit services, reported on: • Audit Plan • Quality Assurance Review • Risk Assessment Marc Guidry, chair of the Faculty Senate, provided a written report to the board members concerning the upcoming annual calendar for the Faculty Senate. Kent Willis, president of the SGA, reported on the following topics: • New officers -21- • Watermelon Bash • Student Discount Card • School Spirit (Student Travel Program) • American Red Cross College Club At the conclusion of the reports, Chair Ertz announced an executive session at 10:25 a.m. for the following items: DELIBERATIONS CONCERNING SECURITY PERSONNEL AND DEVICES Discussion of Security Personnel and Devices (Texas Government Code, Section 551.076) • TAC 202 Information Security Review 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 Softball Coach, Coordinator of Special Projects, Provost and Vice President for Academic Affairs, Vice President for Finance and Administration, Associate Vice President for Alumni Affairs, General Counsel, Director of Audit Services, Assistant to the Board, and the President (Texas Government Code, Section 551.074) The executive session ended at 11:15 a.m. and the board adjourned with no further action. -22- 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. §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 In accordance with Texas Education Code, §51.403(d), public universities may offer organized small classes which: §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 (or 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 I 2007 Total Estimated Credit Hours in Small Classes Total Estimated SFA Credit Hours Summer I 2007 Estimated Small Class Credit Hours as a Percentage of SFA Total Credit Hours 255 21,151 .12% Appendix 2 Stephen F. Austin State University Faculty Workload Report Academic 2007 Summary Fall and Spring Semesters Submitted June 2007 Appendix 2 Institutional Research Report Stephen F. Austin State University Faculty Workload Summary - University Total by Unit Fall 2006 and Spring 2007 Total = Number generated by the unit Average = Number generated by the unit per instructional full-time equivalent (FTE) faculty (course sections, students taught, SCH, TLC) or number generated per appropriate faculty value (headcount, salaries, FTE, overload) Course Sections = Course sections instructed by the unit. Students Taught = Number of students enrolled for each course section within the unit (most students enroll in more than one course section). SCH = Number of semester credit hours generated by the unit. TLC = Number of teaching load credit generated by the unit. All Appointments = Values for all faculty employed within the unit. Instructional Appointments = Values for faculty with direct instruction appointments Headcount = Number of faculty employed by the unit (average is the unduplicated value) FTE = Full-time equivalent value of direct instruction appointments (average is per term) Salaries = Total dollars paid for faculty employed during reporting period Overload = Total dollars paid for teaching overload assignments of faculty with instructioned assigments Page 1 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Business Total by Unit Fall 2006 and Spring 2007 Value Business Total Course Sections Students Taught SCH TLC All Appointments Headcount Salaries Instructional Appointments FTE Salaries Overload o Total Average 425 7 11,213 184 33,499 549 1,258 21 162 83 $4,476,393 $53,932 123 61 $3,685,454 $59,970 $13,300 $3,325 1 Total Average 66 7 1,656 184 4,968 552 202 22 26 13 $811,279 $62,406 18 9 $621,106 $70,984 $2,200 $2,200 12 Total Average 64 6 1,776 161 5,324 484 192 17 30 16 $694,039 $43,377 21 11 $547,817 $52,173 $0 $0 LU Total Average 82 7 2,357 196 7,071 589 244 20 32 17 $953,277 $56,075 24 12 $810,739 $67,562 $10,000 $5,000 1 S Total Average 94 2,606 200 7,778 598 273 21 36 18 $885,948 $49,219 27 13 $633,901 $47,842 $0 $0 a> -^ Total Average 119 2,818 166 8,358 492 349 21 38 19 $1,131,850 $59,571 34 17 $1,071,891 $63,220 $1,100 $1,100 Page 2 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Education Total by Unit Fall 2006 and Spring 2007 Page 3 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Fine Arts Total by Unit Fall 2006 and Spring 2007 Page 4 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Forestry and Agriculture Total by Unit Fall 2006 and Spring 2007 Page 5 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Liberal & Applied Arts Total by Unit Fall 2006 and Spring 2007 Page 6 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Liberal & Applied Arts Total by Unit (Continued) Fall 2006 and Spring 2007 Page 7 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Sciences & Mathematics Total by Unit Fall 2006 and Spring 2007 t Value Sciences & Mathematics Total Course Sections Students Taught SCH TLC All Appointments Headcount Salaries Instructional Appointments FTE Salaries Overload O o Total Average 1,105 10 23,038 217 52,535 496 2,926 28 310 161 $6,049,568 $37,575 212 106 $4,745,819 $44,837 $39,808 $3,880 s o CO Total Average 238 10 6,792 295 13,820 601 553 24 71 37 $1,113,174 $30,086 45 23 $801,627 $35,275 $4,700 $2,238 O) c .2 CO Total Average 78 39 326 163 720 360 125 63 27 15 $131,683 $8,779 $51,854 $28,888 $0 $0 CO o Total Average 125 16 2,382 298 4,866 608 264 33 22 11 $595,087 $54,099 16 $405,040 $49,577 $11,000 $5,500 E§ •> c/) Total Average 35 n/a 95 n/a 289 n/a 49 n/a $0 $0 $0 $0 $0 $0 ology Total Average 98 11 2,071 230 4,176 464 211 23 22 11 $408,176 $37,107 17 $360,790 $42,446 $0 $0 tics/ £ .2 Total Average 212 5,140 166 14,902 481 619 20 79 42 $1,687,626 $40,182 63 31 $1,391,465 $44,385 $1,100 $1,100 O) c "I Total Average 169 8 2,168 99 5,585 254 806 37 52 26 $1,462,826 $56,263 45 22 $1,255,085 $55,844 $14,708 $3,677 Total Average 150 14 4,064 369 8,177 743 299 27 31 16 $650,996 $40,687 21 11 $479,958 $45,365 $8,300 $3,843 Page 8 of 8 6/2007 Stephen F. Austin State University HEF Requests Fiscal Year 2007-08 Appendix 3 Department Fiscal Year 2007-08 HEF Appropriation Debt Service Debt Service Board of Regents Institutional Research Public Affairs Public Affairs Public Affairs Public Affairs Public Affairs Instructional Capital Microcomputer Replacement Fund Library Library Library Library College of Business Geology School of Music Biotechnology Shelton Gym Agriculture Information Technology Services Information Technology Services Information Technology Services Information Technology Services Information Technology Services Information Technology Services Physical Plant Physical Plant Physical Plant Physical Plant Controller's Office Controller's Office Controller's Office Controller's Office Purchasing Purchasing Human Resources Safety Office Safety Office Safety Office Counseling & Career Services Counseling & Career Services Disability Services Disability Services Post Offce University Police University Police University Police University Police University Police Appendix 4 Senate Bill 1232, Codified at Texas Education Code, Section 56.053 SECTION 2. Subsection (a), Section 56.053, Education Code, as amended by Chapters 80 and 655, Acts of the 77th Legislature, Regular Session, 2001, is reenacted and amended to read as follows: (a) The governing board of each institution shall adopt rules providing for the terms of the loan, subject to the following: (1) the loan must be repaid over a period not to exceed 90 days for a loan made for a regular semester or long summer session or over a proportionately shorter period for loans made for a six-week summer session; (2) the loan must be evidenced by a written or electronic agreement providing for one of the following: (A) interest on the loan at a rate of not more than five percent per year; or (B) an origination fee of not more than 1.25 percent of the amount of the loan; and (3) the loan amount per student may not exceed an amount equal to the tuition and mandatory fees for the courses in which the student is actually enrolling. SECTION 3. (a) The change in law made by this Act applies to payment of tuition and fees and to emergency student loans for an academic period beginning with the 2007 fall semester unless this Act takes effect after July 1, 2007, in which event the change in law applies beginning with the 2008 spring semester. (b) Payment of tuition and fees and emergency student loans for an academic period before the semester provided by Subsection (a) of this section are covered by the applicable law in effect before the effective date of this Act, and the former law is continued in effect for that purpose. SECTION 4. This Act takes effect immediately if it receives a vote of two-thirds of all the members elected to each house, as provided by Section 39, Article III, Texas Constitution. If this Act does not receive the vote necessary for immediate effect, this Act takes effect September 1, 2007. Appendix 5 Policies for Board Review July 10,2007 p-l Appendix 5 P-2 Appendix 5 Agency Accounts (001.2) Original Implementation: January 20, 1998 Last Revision: July 8, 200<]July 10, 2007 Agency Accounts are funds held by the University as custodian or fiscal agent for others. The money is deposited with the University for safekeeping, to be used or withdrawn by the depositor at will. All Agency Accounts must be related to the mission of the University. The University, at its sole discretion, will determine whether or not to establish an Agency Account. The University reserves the right to commingle Agency funds with University funds, which may be deposited in financial institutions. Agency Accounts will neither earn interest nor be assessed administrative fees, except for identifiable bank charges directly related to a specific Agency Account. Agency funds will be managed at the same level of safekeeping as University funds. Should owners of the Agency funds wish to conduct an independent audit, they may do so by obtaining their own auditor at their own expense. Agency Accounts are subject to review by University and State officials as well as anyone legally authorized to do so. Request to Establish an Agency Account A request to establish an Agency Account is made by completing the "Request to Establish an Account" form (Policy C-34). The form is available from the Controller's Office or at https://apache.sfasu.edu/sfa forms/frs acct req.html. If approved, the Agency Account will be assigned an account number (0-9XXXX), which will be used by the owner when depositing or withdrawing funds. Disbursement from an Agency Account Owners of Agency funds may withdraw funds or make payment to vendors by either of two methods: -Bi. Complete a "Purchase Voucher" form on-line at https://apache,sfasu. edu/sfa forms/purchasevoucher.shtml (Policy C 31). Print the completed form, sign it, and submit it to the accounts payable department in the Controller's Office. -B-2. Complete a "Request for Disbursement from an Agency Account" form, available from the Controller's Office or online at httvs://avache.sfasu.edu/sfa forms/REOUEST FOR DISBURSEMENT.shtml Print the completed form, sign it, and submit it to the accounts payable department in the Controller's Office. P-3 Appendix 5 All checks will be mailed unless written instructions are provided on these forms. Allow one week for check processing. Negative Balances in Agency Account Prohibited Agency Accounts are not permitted to carry negative balances. Therefore, the University may assess a $25 institutional fine each time an account goes into a negative balance. If an Agency Account is referred for collection, the Account will be assessed all associated costs. Source of Authority: Vice President for Business Affairs Cross References: Request to Establish an Account, Policy C-34; Purchase Voucher, Policy C-31 Responsible for Implementation: Vice President for Finance and Administration Contact for Revision: University Controller Forms: Request to Establish an Account (available from the Controller's Office; Purchase Voucher; Request for Disbursement from an Agency Account (available from the Controller's (available online at Office) http://apache, sfasu. edu/sfa forms/fill in forms, shtml) P-4 Appendix 5 AIDS and HIV Virus (D-l.l) Original Implementation: September, 1990 Last Revision: July 8, 200 Wy 10, 2007 Stephen F. Austin State University recognizes the increasing public awareness and concern over AIDS and the HIV virus. For the purposes of this policy, AIDS means acquired immune deficiency syndrome, and HIV Virus means human immunodeficiency virus. AIDS is a fatal disease that has become a nationwide public health problem in the last few years. In health related matters such as this one, the University shall follow the guidelines of recognized authorities including: the National Centers for Disease Control, the United States Public Health Service, the Texas Department of Health, and the American College Health Association. Further, the University shall conform its actions to the Texas Communicable Disease Prevention and Control Act, the Texas Human Immunodeficiency Virus Services Act, and other law. The health status of a person infected with the HIV virus may vary from an apparently healthy, normally functioning individual to a critically ill person. However, there is no current medical evidence that persons infected with the HIV virus present a health risk to others in the normal academic or workplace setting. Routine daily encounters with others pose no risk of transmitting the fragile, blood-borne virus. Accordingly, there is no reason to exclude individuals with AIDS or the HIV virus from campus academic, social, or cultural activities. Therefore, on the basis of current knowledge of the disease, persons sharing common living space, work or study areas, libraries, classrooms, recreational facilities, and theaters do not represent a problem or public threat to the campus community. Students and employees (faculty and staff) of the University who may become infected with the HIV virus will not be excluded from enrollment or employment, or restricted in their access to University services or facilities, unless medically-based judgments in individual cases establish that exclusion or restriction is necessary to the welfare of the infected person or of the other members of the University community. Persons with HIV infection are entitled to the same rights and opportunities as persons with other communicable diseases. The University prohibits any discrimination in its programs and activities against a person with HIV infection unless based on accurate scientific information. Any student, faculty member, or employee who violates this rule may be subject to appropriate disciplinary action. When circumstances arise that require review of any matter regarding HIV/AIDS, the President will seek the advice of the Director of University Health Services, the attending P-5 Appendix 5 physician, and other relevant parties. An opportunity will be provided for persons involved in the matter to discuss their circumstances. Members of the Public Health Committee will be available to review the issues and to provide recommendations to the President for appropriate action. In the event of public inquiry concerning University policy, programs, problems, or statistics related to AIDS on campus, the Director of Public Affairs will serve as the official spokesperson for the University and will enlist the cooperation of the Director of University Health Services and the Public Health Committee as necessary to prepare an appropriate response. All inquiries from the press, elected public officials, or the public in general will be referred to the spokesperson. Inquiries of a more private or specific nature may be made to the Director of University Health Services or the Chair of the Public Health Committee. The medical records and test results of any HIV-infected person on the campus shall remain confidential and private information in accordance with law. The breach of that confidentiality may result in litigation and in severe penalties, both civil and criminal. (Some exceptions to confidentiality are permitted by law.) The University shall keep the number of people who are aware of the existence and identity of students, faculty, or staff members who have AIDS or the HIV virus to an absolute minimum to protect the confidentiality and privacy of the infected persons and to avoid the generation of unnecessary fear and anxiety on the campus. However, public information shall be disclosed upon request in accordance with the Texas Open Records Act, the Family Educational Rights and Privacy Act, the Texas Communicable Disease Prevention and Control Act, the Texas Human Immunodeficiency Virus Services Act, and other law. Persons who know, or have a reasonable basis for believing, that they are infected with the AIDS virus are expected to seek expert advice about their health circumstances and are obligated, ethically and legally, to conduct themselves responsibly in accordance with such knowledge for the protection of other members of the University community. The University encourages regular medical follow-up for such persons. The University shall carefully observe the safety guidelines established by the U.S. Public Health Service for the handling of blood and other body fluids and secretions in University Health Services and in other institutional contexts in which such fluids or secretions may be encountered (e.g., teaching and experimental laboratories). The University shall strictly observe the public health reporting requirements for AIDS and HIV infection as well as other communicable diseases. P-6 Appendix 5 The University shall make this policy available upon request to students, faculty, and staff members and such a statement will be included in the Policy and Procedure Manual on the University's web page. Policy for the Work Environment In the work setting, the University's major concern will be whether an HIV-infected employee will be able to satisfactorily perform job duties. The University will make accommodations to keep an employee with HIV infection employed and productive for as long as the employee is capable of this performance. Most HIV-infected employees will be able to perform their job duties for an extended period before their illnesses interfere with job-related performance. During the asymptomatic period, the employee is not obligated to provide information about his/her HIV status to the University. However, an employee may want to share information about his/her HIV-infected status with University officials so that responsible management decisions may be made about: 1. assignments or reassignments of job duties; 2. evaluating leave policies to assure leave time comparable to other medical conditions; 3. determinations of possible qualification for disability entitlements; and, 4. monitoring the insurance status of the HIV-infected employee to assure continuation of coverage. Once HIV-related symptoms occur, the employee has the responsibility as in the case of other illnesses to provide medically verified information relating to the ability to perform job duties. Based on federal and state law, any medical documentation of information provided by an HIV-infected employee to University officials must be considered confidential and private information. As such, University officials are forbidden by law from disclosing this information to others without the employee's knowledge and consent. (Some exceptions to confidentiality are permitted by law.) The University requires that any consent to disclosure by the employee be in writing. Any University employee who breaches the confidentiality of this information commits a serious offense that may be cause for litigation, resulting in both civil and criminal penalties. University employees who refuse to work with HIV-infected co-workers may be subject to disciplinary action. University departmental chairs and directors should carefully P-7 Appendix 5 monitor and document any instances of such refusal in violation of this policy and take appropriate disciplinary action. At least once each year, Personnel Services Human Resources shall conduct an HIV/AIDS training program or distribute an educational pamphlet for University employees and include in the program and/or pamphlet: 1. current medical information about HIV transmission and prevention; 2. confidentiality and related laws; 3. personnel management, including relevant policies; 4. development of staff problem-solving skills; and 5. a plan for scheduled periodic training. Also, each year Personnel Services Human Resources shall conduct HIV/AIDS employee education programs to: Sri. provide basic and accurate information regarding the modes of transmission and prevention of HIV infection; 2. reduce fear and misinformation of HIV/AIDS; 7t3. help faculty and staff recognize and avoid personal behaviors that might cause them to become infected with the HIV virus; St4. encourage nondiscrimination, which enables the HIV-infected person to remain employed as long as feasible; 5. help maintain productivity and lawful behavior in the workplace; 6. provide continuing information about HIV/AIDS; and 9r7. distribute to all employees a copy of the Texas Department of Health's educational pamphlet entitled "AIDS: THE WORKPLACE." At a minimum, the HIV curriculum will include: 1. modes of transmission; 2. methods of prevention; 3. behaviors related to substance abuse; 4. current laws and regulations concerning the rights of an AIDS/HIV-infected individual; and, 5. behaviors associated with HIV transmissions which are in violation of Texas law. On an employee's request, the University shall pay the costs of testing and counseling an employee concerning HIV infection if the employee: 6rl. provides appropriate documentation that the employee may have been exposed to the HIV virus while performing duties of employment with that agency; and, P-8 Appendix 5 7t2. was exposed to the HIV virus in the manner that the U.S. Public Health Service has determined is capable of transmitting the HIV virus. However, an employee who may have been exposed to the HIV virus while performing job duties at the University may not be required to be tested for the HIV virus. For the purpose of qualifying for worker's compensation or any other similar benefits or compensation, an employee must provide the employer with a written statement of the date and the circumstances of the exposure and document that within 10 days after the exposure the employee had a test result that indicated an absence of HIV infection. The cost of an employee's testing and counseling shall be paid from funds appropriated for payment of worker's compensation benefits to state employees. Counseling or a test conducted in accordance with these provisions shall conform to the model protocol on HIV counseling and testing prescribed by the Texas Department of Health. In compliance with the Texas Communicable Disease Prevention and Control Act, the University Police Department shall adopt a policy for handling persons with AIDS or HIV infection who are in its custody or under its supervision. The department's policy shall ensure that education programs for employees include information and training relating to infection control procedures and that employees have infection control supplies and equipment readily available. The University shall adopt and implement workplace guidelines similar to the workplace guidelines for state agencies listed in the Texas Human Immunodeficiency Virus Services Act for any program involving direct client contact that is funded by one of the listed state agencies. Policy for the Academic Environment The University shall allow, to the extent possible, HIV-infected students, whether they are symptomatic or not, to continue regular classroom attendance in an unrestricted manner as long as they are physically able to attend class. The University recognizes that there is no medical justification for restricting the access of HIV-infected students to the University Center or to University cafeterias, snack bars, gymnasiums, swimming pools, recreational facilities, or other common areas. The University recognizes that the best currently available medical information does not support the existence of a risk to those sharing residence halls with HIV-infected P-9 Appendix 5 individuals; in some circumstances, however, there may be reasonable concern for the health of those with AIDS or the HIV virus who might be exposed to certain contagious diseases (e.g., measles or chicken pox) in a close living environment. Thus, decisions about residential housing of students with AIDS or the HIV virus shall be made on a case-by-case basis. The University may decide to assign students with AIDS or the HIV virus to private rooms in the interest of protecting the health of those students. The University shall provide education programs about AIDS and the HIV virus to its residence hall staff (both students and employees). Since there is no medical necessity, the University shall not advise others living in a residence hall of the presence of students in the residence hall who have AIDS or the HIV virus. The University believes that the responsibility to provide a safe living environment is best dealt with by educational programming. Similarly, the University shall not make any attempt in any other setting to identify those students or employees who have AIDS or HIV status. The University shall not routinely ask students about their status regarding AIDS or the HIV virus. However, the University shall encourage new students to inform the medical staff at University Health Services if they have AIDS or the HIV virus in order that Health Services can provide proper medical care and education. The Health Services staff will handle this information, like all other medical information, in a strictly confidential manner in accordance with University policy and with federal and state law. The University shall not provide any person, group, agency, insurer, employer, or institution with confidential medical information about students with AIDS or the HIV virus without the specific written consent of the student. Given the possibility of unintended or accidental compromise of the confidentiality of information, University Health Services staff will carefully weigh the importance of including any specific information regarding the existence of AIDS or the HIV virus in the medical record of a student except in circumstances of medical necessity created by the evaluation of an illness. At a minimum, the inclusion of any such information in the medical record should be discussed with the patient prior to its entry. The University shall make available to students, on request, the educational pamphlet on HIV infection developed by the Texas Department of Health and shall include in the University's web page a statement that the pamphlet is available from University Health Services. University Health Services shall provide accurate, understandable information on how to prevent the transmission of HIV infection in compliance with Section 51.919 of the Texas Education Code. P-10 Appendix 5 In further compliance with Section 51.919 of the Texas Education Code, the curricula of the nursing, counseling, and social work degree programs of the University shall: 1. include information about: ^a. methods of transmission and methods of prevention of HIV infection; and 2rb. federal and state laws, rules, and regulations concerning HIV infection and AIDS; and, 2. give special attention to the physical, emotional, and psychological stress associated with the care of patients with terminal diseases. Source Of AuthorityOms Reference: Texas Human Immunodeficiency Virus Services Act, Texas Health and Safety Code, Chapter 85; Texas Communicable Disease Prevention and Control Act, Texas Health and Safety Code, Chapter 81; Texas Education Code, sec. 51.919 Board of Regents; President Cross Rcf crcnccResponsible for Implementation: President None Contact For Revision: General Counsel Forms: None P-ll Appendix 5 Authority to Act in the Absence of the President (D-7) Original Implementation: February 23, 1978 Last Revision: January 9, 2006July 10, 2007 In the absence of the President the authority to act in his place is delegated in the following order depending upon the presence of the individual on the campus: 1. Provost/Vice President for Academic Affairs 2. Vice President for University Affairs 3. Vice President for Finance and Administration 4. Associate Provost/Vice President for Academic Affairs 5. Associate Vice President for Budget and Finance 6. Vice President for Development Provost/Vice President for Academic Affairs Vice President for Finance and Administration Vice President for University Affairs Vice President for University Advancement Associate Provost/Vice President for Academic Affairs The individual administrative officer acting under this delegation of authority is to handle administrative situations in accordance with the recognized operating procedures of the University, in the absence of the President (the line of succession for emergency operations is outlined in Policy D-ll). . He/She may take such action as he/she deems necessary, dependent upon the circumstances of a particular situation, when the President cannot otherwise be reached to make such decisions. As soon as possible and practical, the President shall be informed of any decision or unusual incident and the action taken. No unusual or major decision embodying significant commitments on behalf of the University will be made without consulting the President. The line of succession for emergency operations only is outlined in Policy D 11. Source of Authority: Board of Regents, President Cross Reference: None P-12 Appendix 5 Responsible for Implementation: President Contact for Revision: President Forms: None P-13 Appendix 5 Compliance with the Americans with Disabilities Act (D-41) Original Implementation: October 19, 1993 Last Revision: July 8, 20017ft 2007 The Americans with Disabilities Act signed into law on July 26, 1990, acknowledges the findings of congress that millions of Americans have one or more physical or mental disabilities. The legislation provides a comprehensive national mandate for the elimination of discrimination against individuals with disabilities. It is the intent of the Board of Regents of Stephen F. Austin State University to comply with both the letter and the spirit of the Americans with Disabilities Act ("ADA") as well as the Rehabilitation Act of 1973 and other laws protecting the rights of persons with disabilities. Compliance measures should address the necessity to provide opportunities to qualified persons with disabilities in employment and in access to education, where this will not pose an undue burden or fundamentally alter the programs of the institution. The Board recognizes that compliance with ADA requires increased awareness of all University employees and a commitment of institutional resources. Further, it is the intent of the Board to continue this institution's strong commitment to meeting the special needs of individuals with disabilities, and that this commitment remain an integral part of the educational mission and service component of Stephen F. Austin State University. It is the intent of this institution that ADA compliance measures shall include the following: ■ Diligently pursue the identification and elimination of physical, communication and attitudinal barriers to activities, programs, or series operated or sponsored by the institution, including employment, academic criteria, student and public services, and facilities. ■ Implement procedures for raising awareness of the requirements of ADA throughout the institution; ■ Provide coordinated and timely response to requests from individuals with disabilities; ■ Create a task force to support the efforts of an ADA Coordinator and ensure continued sensitivity to special needs of individuals with disabilities. University policy prohibits discrimination against faculty, staff or students on the basis of race, color, religion, sex, age, national origin, disability or disabled veteran status. Definition: P-14 Appendix 5 Discrimination on the basis of disability means: to limit, segregate, or classify a job applicant or employee in a way that may adversely affect opportunities or status because of the applicant's or employee's disability; ■ to participate in a contract which could subject an applicant or employee with a disability to discrimination; to use any standards, criteria or method of administration which could have the effect of discriminating on the basis of disability; to deny equal jobs or benefits because of a disability; to fail to make reasonable accommodations for known physical or mental limitations of an otherwise qualified individual unless it can be shown that the accommodation would impose an undue hardship; ■ to use selection criteria which exclude disabled persons unless the criteria are job related and consistent with business necessity; and, ■ to fail to use employment tests in a manner that ensures that the test results accurately reflect the applicants or employee's skills or aptitude for a particular job Source of Authority: The Americans with Disabilities Act of 199012 USC Sec. 12101 ot seq., Rehabilitation Act of 1973 (29 U.S.C.706(8)) Board of Regents, President Cross Reference: None The Americans with Disabilities Act of 1990 42 U.S.C Sec. 12101 etseq.} Rehabilitation Act of 1973 (29 U.S.C. 701 et seq.) Responsible for Implementation: President Contact for Revision: ADA Coordinator Forms: None P-15 Appendix 5 Concurrent Enrollment Program (A-50) Original Implementation: July 27, 1999 Last Revision: April 22, 2003 July 10, 2007 High school students with superior academic ability and achievement may be admitted to Stephen F. Austin State University and enroll in college courses while completing their high school studies. Students must demonstrate the capability to successfully complete college studies. The Concurrent Enrollment Program is open to high school students (grades 9-12) who have generally completed three fourths of the core high school graduation requirements and have obtained a minimum grade point average of 85. The grade point average is calculated on academic core courses and does not include such courses as band, choir, or physical education. In addition, students must submit a minimum composite score of 1010 on the SAT or 21 on the ACT. Students not exempt from TASP may talco collegiate level courses related to test sections that have been passod.Students must meet TSI requirements to register for reading and writing intensive courses, as well as math courses. A recommendation by the student's high school principal or high school counselor must be submitted as well. Source of Authority: Provost and Vice President for Academic Affairs Cross Reference: General Bulletin Responsible for Implementation: Provost and Vice President for Academic Affairs Contact for Revision: Provost and Vice President for Academic Affairs Forms: None P-16 Appendix 5 Delegated Purchasing Authority (C-10) Original Implementation: Unpublished Last Revision: July 11, 2005July 10, 2007 Stephen F. Austin State University adheres to a policy of centralized purchasing for the purposes of: 1. insuring compliance with state and federal laws, rules, and regulations; 2. protecting the University from unauthorized acquisitions of supplies, equipment and services; 3. providing budgetary control and coordination; 4. insuring fair and ethical business practices; and 5. providing savings through consolidation of requirements^ and standardization of products where appropriate, and competitive bidding. 6. providing best value acquisition through competitive solicitation processes. The Purchasing Department, under supervision of the Director of Purchasing and Inventory/HI/i? Coordinator, has sole authority for the negotiation and purchase of all goods and services for the University with the exception of items listed in Policy D-20.5 Items Requiring Board of Regents Approval, and the following specific delegations that exist under proper administrative approval. 1. The Director of the University Libraries is authorized to purchase books, periodicals, journals, and other related materials needed to maintain University resource material collections. 2. The Curator of the Stone Fort Museum is authorized to purchase general merchandise for resale in the museum gift shop. 3. The Physical Plant is authorized to make purchases up to $2000 with pre-assigned requisition numbers for completion by the Purchasing Office with the same number. 'I .Account Administrators are authorized to make local purchases of items costing $500 or less through the Local Purchase Authorization procedures, Policy C 20. A. Sr4. Employees are authorized to make procurement card purchases of items costing $2000 or less through the Procurement Card procedures, Policy C-44. 4r5. Employees without Procurement Cards or access to LPA's may make purchases approved by the Account Manager, and request reimbursement ONLY when other purchase options are not possible or available. Taxes will not be reimbursed. 7t6. Employees are authorized to provide to vendors authorized PO numbers issued by the Purchasing office (Phone PO). In most cases the requisition must be entered and approved on-line before the PO # is issued. When determined appropriate by the P-17 Appendix 5 Purchasing Office, the PO # may be issued without a requisition. In such cases, the requisition must be entered on-line within 24 hours, and referencing the PO #. Sr7. Certain payments may be made by completing a voucher for submission to the Controller's Office. See Policy C-31 Purchase Voucher. 9t8. All other purchases are to be submitted as a formal request for the Purchasing Department to secure a good or service. See Policy C-30 Purchase Requisition. All official correspondence other than that delegated above; i.e., ^^solicitations, purchase orders, correctionc/iange orders, cancellations, etc. shall be issued by the Purchasing Department. The Director of Purchasing & Inventory/HUB Coordinator is delegated authority to sign all titles and associated documents for the purchase, transfer or sale of vehicles, trailers, or marine equipment. UNAUTHORIZED PURCHASES MADE OUTSIDE OF DELEGATED AUTHORITY Unauthorized purchases are purchases charged to the University without utilizing one of the delegations stated above. Payment for unauthorized purchases will not be made by the University with appropriated funds. The department head approving an unauthorized purchase is responsible to insure that the account used for payment has sufficient funds. If payment of the unauthorized purchase and/or any late fees is not approved by the appropriate department head, dean, vice president or president, the individual making the purchase will be responsible for payment to the vendor or returning the item(s). Any freight costs associated with receiving or returning the item(s) will be the responsibility of the individual making the unauthorized purchase. Source of Authority: Vice President for Business Affairs Cross Reference: Policy D-20.5 Items Requiring Board of Regents Approval; Policy C 20.A Local Purchase Authorization; Policy C-30 Purchase Requisition; Policy C-31 Purchase Voucher; Policy C-44 Procurement Card Responsible for Implementation: Vice President for Finance and Administration Contact for Revision: Director of Purchasing and Inventory///£/i? Coordinator Forms: None P-18 Appendix 5 Departmental Administration (E-10A) Original Implementation: March 7, 1978 Last Revision: April 30, 200lJufy 10, 2007 The Chief Administrative Officer of an Academic Department The chief administrator of an academic department shall be the chair. General Description of the Department Chair The chair of an academic department occupies a unique position in the University. The chair is the chief executive of the department responsible for the implementation of department, college and University policy, and a frequent participant in policy formation. Thus, the chair is an administrator, the quality of whose performance has fundamental impact on the success of the institution in attaining its specific goals. The chair's efforts are crucial to the achievement of excellence in teaching, scholarship/creative activities, and service at Stephen F. Austin State University. The chair, through daily interaction with colleagues, sets the tone for the department. The chair is both an advocate for the department's needs to the administration and an interpreter of administrative policy to faculty and students. That dual role is a sensitive one, requiring considerable skills of diplomacy and persuasion. Simultaneously, the chair is a faculty member who is expected to exemplify those faculty qualities most valued by the academic community: teaching excellence, scholarly and creative activities, and a commitment to University and community service. (See also Chair Teaching Load policy.) Major Responsibilities of the Department Chair The primary responsibility of the chair is to establish and maintain a departmental climate conducive to the pursuit of knowledge. The chair should provide leadership and direction to the department. The chair should serve as the chief representative of the department both within and without the University and effectively communicate to the faculty and students those policies and events which affect departmental policies and procedures. The decisions of the chair should be made and implemented in the context of collegiality and regular communication with the departmental faculty. Such communication includes both institutional forms and informal consultations seeking the counsel and advice of the faculty on matters which affect academic programs or the professional interests of the faculty and the department. More specifically, the administrative responsibilities of a department chair include, but are not limited to, the following: P-19 Appendix 5 1. provide leadership in the establishment and maintenance of a visionary direction and standards for the academic unit, consistent with the College and University missions; 2. serve as an advocate for the department, college, and university; 3. assure program quality through evaluation, modification and development of programs and curriculum; 4. respond to the needs, responsibilities and requirements of students, faculty, administration, the public and other constituencies - e.g., develop and implement an effective student advising system; encourage the professional growth and recognition of faculty and staff; prepare catalog materials, schedules of classes, and teaching and collateral assignments of department faculty/staff; support and encourage faculty involvement in university and community activities; 5. manage fiscal resources - prepare and administer the department budget; maintain effective and efficient department office procedures; where appropriate, coordinate fundraising activities with the College and University; 6. manage and allocate physical resources; 7. establish/maintain and communicate effective personnel procedures and processes - recruitment and hiring procedures, evaluation of department members for retention/termination, tenure, promotion, and merit raises; develop a climate and allocate available resources that promote faculty development; and 8. Promote the academic unit as a representative to external organizations/activities. Selection of the Department Chair 1. A Search and Screen Committee will be used in each search for a department chair. Each search initially will be open and without prejudice for inside or outside candidates. The dean of the college or Provost and Vice President for Academic Affairs will meet with the department faculty prior to committee selection to discuss the type of search. Should considerations indicate that a fully open search may not be a viable choice, a decision limiting the scope of the search should be made prior to the selection of the committee. Such a decision will not be made without consultation with the department faculty. 2. The committee will be constituted by the dean of the college on consultation with the faculty of the department and on concurrence by the Provost and Vice President for Academic Affairs. The committee chair will inform the department faculty of the names of the committee members. The dean will inform the college faculty. 3. The committee shall have at least five members. Larger membership will depend on the size of the department and the complexity of its programs, but all committees must have an odd number of members. 4. Once the size of the committee has been established, the department shall elect its specified number of representatives to the committee. Faculty members eligible to vote will be those on full-time contract with the University who hold faculty rank in the department. When possible, all tenure-track ranks will be represented. In all cases the faculty shall elect a majority of the committee. P-20 Appendix 5 5. Normally every Search and Screen Committee will have representation from outside the department. No more than one-third of the committee will be from outside the department, except in those cases where the small size of the department or other major considerations make this provision impracticable. While outside representatives will ordinarily be appointed, they may be elected by the department faculty if it seems appropriate or proves necessary to meet the provision that a majority of the committee shall be elected by the department faculty. 6. The dean, after consultation with the Provost and Vice President for Academic Affairs and the department faculty, shall then fill the other positions on the committee, from within and/or without the department, with a view toward creating a balanced committee which can best represent the interest of the department, college, and University. 7. To enhance the ability of the committee to focus on the administrative capabilities of the candidates, at least one member of the committee should be an individual with appropriate academic administrative experience. 8. The dean will convene the committee for its organizational meeting; at this time the committee will elect its chair and other officers. 9. Ordinarilyffi/imafc permit, at least three candidates recommended by the committee will be interviewed on the campus. The itinerary for the interviews will provide ample opportunity for the candidates to meet department faculty, students, the dean of the college, the Provost and Vice President for Academic Affairs, and the Search and Screen Committee. 10. After the interviews, the dean shall invite comments from all department faculty and those students who may have been involved in the process relative to the acceptability of various candidates. A summary of these comments should be forwarded, along with the dean's recommendation and the final recommendation of the committee, to the Provost and Vice President for Academic Affairs. 11. Appointment is by the Provost and Vice President for Academic Affairs and the President and requires the approval of the Board of Regents. Term of Office of the Department Chair The department chair is appointed by the President of the University upon recommendation by the dean and the Provost and Vice President for Academic Affairs for an unspecified term of office. (See also Chair Appointments policy.) Evaluation of the Department Chair The evaluation of the department chair is designed to assist the chair in promoting academic excellence throughout the university. This process takes two forms: the triennial review and the annual review of department chairs. Both processes are guided by the considerations outlined below. The annual review provides the basis upon which to award merit to department chairs. P-21 Appendix 5 1. The faculty, chair, and dean must be constantly aware of the quality of a department's academic programs and department administration, and should make recommendations for their improvement. 2. In order to strengthen evaluation of department operations, the department chair will be evaluated annually by the dean of the college. A recommendation for | merit will be forwarded to the Provost and Vice President for Academic Affairs. When the dean begins the process of annual evaluation of the chair, consideration should be given to all aspects of the chair's performance. The criteria in the Major Responsibilities of a chair enumerated above provide a basis for the dean's assessment of the effectiveness of the department chair and are delineated in the Department Chair Administrative Effectiveness Appraisal. The evaluation process is designed to assist the chair in promoting academic excellence. Additional criteria used by the dean should be communicated to the chairs in the college prior to the three year evaluation period and prior to the period during which the chair is considered for merit. In the case of the triennial review, a summation of the faculties' evaluations of the chair should be included as a component of the evaluation procedure. 3. At least once every three years the dean will initiate an evaluation of the department chair's performance by the faculty of the department. The instrument used in this formal evaluation, "Department Chair Administrative Effectiveness Appraisal," shall request each faculty member to provide a recommendation on the continuance of the chair. Following an evaluation of the chair, the dean of the college will meet with the department for a report on the evaluation. 4. Evaluations of a department chair's performance by the faculty may be initiated at any time by a majority of the faculty, at the call of the chair, dean, Provost and Vice President for Academic Affairs, or President. Comments which may have been received relative to the chair's performance and the advisability of retention should be carefully weighed for both the annual and triennial reviews. If these comments reveal serious problems in the department or that a majority of the faculty of the department desire a full-scale, formal evaluation by the faculty of the department, the dean will consult with the Provost and Vice President for Academic Affairs and determine whether such an evaluation of the chair will be conducted. The dean will report the nature of his/her decision to those faculty members who expressed the initial concern. In this, as in the case of all administrative decisions, faculty members have the right to appeal formally this decision to the Provost and Vice President for Academic Affairs and then to the President. 5. The dean of the college will review with the department chair the results of the annual administrative evaluation and any evaluation by the faculty. After this review the report of the evaluation with recommendations based thereon will be submitted by the dean of the college to the Provost and Vice President for Academic Affairs. Merit for Chairs/Division Directors P-22 Appendix 5 Stephen F. Austin State University includes among the aspects of its mission and purpose the recognition of outstanding performance by chairs/directors of academic departments/units in the areas of administration, teaching, scholarly/creative activity, and service. Thus, Stephen F. Austin State University believes that the achievement of those aspects of professional performance of academic administrators should be regularly and systematically assessed; and in each case in which achievement has been accomplished in an exemplary manner, merit pay should be extended. To evaluate the performance of its chairs and to provide appropriate rewards, the University will employ the policies and procedures set forth below. 1. Criteria: Outstanding performance in administration, teaching, creative/scholarly activity, and service shall constitute the basis for awarding merit to a chair. For the categories of teaching, creative/scholarly activity, and service, therefore, each college shall identify specific characteristics consistent with Evaluation, Merit Pay, Promotion and Tenure, policy E-20A, that are pertinent to its role within the University-wide mission and purpose. The Department Chair/Director Administrative Effectiveness Appraisal Form is intended to guide the evaluation of administrative merit at the chair level. 2. Procedures: Each chair will provide the dean with copies of his/her "Annual Report on Teaching, Scholarly/Creative Activities, and Service" for the preceding year as well as a report of the administrative achievements for the preceding year. The format of this attached report may vary among colleges; however, it should reflect the activities appropriate to the role of the chair as described earlier in this policy as well as progress on realizing goals and aspirations for the department. The report shall be completed at the time faculty members are completing their annual faculty evaluation forms. The chair or division director shall, in consultation with the dean of the college, establish and document goals and aspirations for the department/division for the coming year. These stated goals should serve as the basis for future evaluation of the chair/division director. The chair will review his/her Annual Report and report on administrative accomplishments with the dean. Following this review, the dean will submit the "Administrative Evaluation" form and supporting documentation to the Provost andVice President for Academic Affairs for recommendation, if appropriate, to the President of the University, with a copy to the chair. The Provost and Vice President for Academic Affairs shall make recommendation to the President for final approval. Source of Authority: President Cross Reference: Faculty Handbook, Evaluation, Merit Pay, Promotion and Tenure, Policy E-20A P-23 Appendix 5 Responsible for Implementation: Provost and Vice President for Academic Affairs Contact for Revision: President/Yovo,sf and Vice President for Academic Affairs Forms: Department Chair Administrative Effectiveness Appraisal (available in academic dean's office) P-24 Appendix 5 Discrimination Complaints/Sexual Harassment (E-46) Original Implementation: September 1990/February 2, 1982 Last Revision: April 24Juty 10, 2007 1. Purpose: To provide a working environment of nondiscrimination, equal employment opportunity, affirmative action, protection from retaliation for members of classes protected by law, and to comply with Federal and State equal opportunity employment regulations. 2. Non-discrimination Policy: It is the policy of Stephen F. Austin State University not to discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin, disability, or disabled veteran status. Unlawful discrimination based on sex includes discrimination defined as sexual harassment. Stephen F. Austin State University is committed to the principles of Equal Employment Opportunity (EEO) law. An employee who violates this policy is subject to disciplinary action up to and including termination. A supervisor or employee commits unlawful employment practice if the supervisor or employee retaliates or discriminates against a person, who (a) opposes a discriminatory practice, (b) makes or files a complaint alleging employment discrimination, (c) or testifies, assists or participates in any manner in an investigation, proceeding or hearing. Any employee who retaliates against another employee who opposes alleged employment discrimination violates the university's policies and procedures and may be subject to disciplinary action up to and including termination. This policy applies to student complaints that might involve peer to peer discrimination/harassment and also student employment discrimination/harassment. The President or designee will be responsible for overseeing the Discrimination Complaint/Sexual Harassment Policy and procedures and for ensuring compliance with EEO laws. All employment decisions will be based on objective, job related, and measurable criteria that can be consistently applied. Human Resources or designee will review all employment actions and decisions, to include, but not limited to, recruitment, selection, promotion, assignment, training, evaluations, discipline, restructuring, workplace accommodations, and compensation to ensure consistency of application. Human Resources or designee will annually review all personnel policies and procedures to ensure compliance with EEO laws and present P-25 Appendix 5 any recommendations for updating to the President. All employment related documents will be maintained in accordance with the university's Texas State Record Retention Schedule. 3. Definitions: 1. Unlawful Discrimination: Based upon a variety of statutes, both on the federal and state levels, unlawful discrimination may affect terms and conditions of the employment or the educational setting and is based upon race, color, religion, sex, age, national origin, disability, or disabled veteran status. Applicable statutes include: Title VII of the Civil Rights Act of 1964, Civil Rights Act of 1991, Title IX of the Education Amendments of 1972, Age Discrimination in Employment Act, Americans with Disabilities Act, Section 504 of the Rehabilitation Act, Equal Pay Act, Immigration Reform and Control Act of 1986, and Article 5221k, V.T.C.S. The totality of the facts and circumstances will have a bearing on whether unlawful discrimination has occurred. 2. Sexual Harassment: Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, even if carried out under the guise of humor, constitute sexual harassment when: 1. Submission to or tolerance of such conduct is made either explicitly or implicitly a term or condition of an individual's employment or education; or 2. Submission to or rejection of such conduct by an individual is used as the basis for academic or employment decisions (including admissions and hiring) affecting that individual; or 3. Such conduct has the purpose or effect of substantially interfering with an individual's academic or professional performance or creating an intimidating, hostile or offensive employment, educational or living environment The university will not tolerate sexual harassment of any employee or student by another employee, supervisor, or other person with whom an employee or student may have contact with as part of his or her duties. The totality of facts and circumstances in any given situation will have a bearing upon whether unlawful discrimination or sexual harassment has occurred. 4. Required Equal Employment Opportunity (EEO) Training: The University is required by the Texas Labor Code 21.010 to provide training to each new employee on policies regarding discrimination and harassment no later than 30 days after the date of hire. In addition, supplemental training is required every two years. All employees will receive a copy of the University's Discrimination Complaint/Sexual Harassment Policy and procedures within 30 days of employment. A signed statement verifying attendance is required to be maintained in the employee's personnel file. P-26 Appendix 5 5. Management and Supervisory Responsibilities: Vice Presidents, Deans, Directors and Department Chairs shall take appropriate steps to disseminate this policy statement and to inform employees and students of procedures for lodging complaints. Vice Presidents, Deans, Directors, and Department Chairs are required and students are urged to notify the Director of Human Resources, ADA Coordinator or the appropriate Dean, Director, or Department Chair for the area involved when they learn of an instance of unlawful discrimination or sexual harassment. 6. Employee Responsibilities and Student Responsibilities: While not required, all employees are urged to contact the Director of Human Resources or the appropriate Dean, Director, or Department Chair for the area involved when they learn of an instance of employee related unlawful discrimination or sexual harassment. Students are urged to contact the Director of Human Resources, ADA Coordinator or the appropriate Dean, Director, or Department Chair for the area involved regarding employee related unlawful discrimination or sexual harassment. Student to student infractions should be reported to the Judicial Office of Student Development. 7. Complaint Procedure: Employees may report a discrimination or sexual harassment complaint without fear of retaliation. All university employees are responsible for immediately reporting discrimination or sexual harassment complaints to the Director of Human Resources, or ADA Coordinator (as applicable), or may additionally be reported to a Vice President, Dean, Director or Department Chair for the area involved. Student to student complaints should be reported to the Judicial Officer, or the ADA Coordinator (if applicable). Complaints should be filed as soon as possible after any incident, but no later than 180 days from the incident involving unlawful discrimination or sexual harassment Complaints must be made in writing and signed by the individual submitting the complaint. While investigators will attempt to maintain as much confidentiality as possible, complete anonymity may give way to the University's obligation to investigate and take appropriate action. If a pattern of harassment appears to exist but no complainant files charges, the University may file a third-party charge against an individual. Such charges will be handled with as much care and control as any other complaint so as to avoid acting on rumor or unjustified accusation. 8. Investigative Process: 1. Employee Related Complaints Once a complaint has been brought to the attention of a Supervisor, Department P-27 Appendix 5 Chair, or other individual in a management level position, that person must report the complaint to the Director of Human Resources as soon as possible. Every attempt should be made to keep the information confidential and restricted to only those who have an absolute need to know. As there may be more than one complainant in an unlawful discrimination or sexual harassment case, the term "complainant" as used herein shall refer to one or more complainants. The Dean or Director (or other appropriate administrator) for the area involved will normally begin the investigation of the charges within 10 working days from when it was received, not as a representative of the complainant, but as an impartial party. If the Director is the direct supervisor of the accused, the Vice President will assign an alternative director from within their division so the investigator is not investigating his or her own department. The investigation shall normally be conducted within 45 working days thereafter the letter of finding will be forwarded to the Director of Human Resources and the General Counsel at the end of the investigation. Case complexity will vary and the termination of the investigation will depend on case circumstances; however, the investigation will commence within the designated time and will conclude under normal circumstances within 45 working days. It is incumbent upon the investigating official to document a reasonable justification for extending an investigation beyond 45 working days. Investigation of a complaint normally will include conferring with the parties involved and may proceed as necessary with examination of relevant documentation and interviews with other employees or students. Discretion should be exercised in determining which witnesses are indeed necessary to the investigation. The Dean or Director conducting the investigation may also consult with appropriate management personnel, including the Director of Human Resources, the ADA Coordinator, and the General Counsel for advice and guidance as applicable. After investigating the allegations, the Dean or Director will meet with the accused employee, provide the accused with the allegations and an opportunity to respond to the allegations. The investigator is responsible for responding to each allegation that the complainant has made. This response should be in the form of a memo describing the investigator's findings and conclusions. The memo summary should include a brief overview of the investigative process including the categories and numbers of individuals interviewed (excluding names), timelines, a summary of each allegation, a summary of the findings by the investigator, and a summary of the investigator's conclusions and recommendations. This memo should be addressed to both the complainant and the accused with copies provided to the appropriate Vice President, the General Counsel, and the Director of Human Resources. If the complainant or the accused are not satisfied with the results of the investigation as presented in the P-28 Appendix 5 memo from the investigator, they may appeal in writing to the appropriate Vice President within 30 days of the date of the memo. If the complaint cannot be resolved to the satisfaction of all parties, the Dean or Director, working with the Director of Human Resources and the General Counsel, will make a recommendation, normally within 20 days of receipt of the complaint to the appropriate Vice President as to whether any disciplinary action should be taken. A summary of the case will be provided to the Vice President. Recommendations of the Dean or Director to the Vice President may include dismissing of the charges; warning, suspension or termination of the accused; allowing the parties to sign a written statement of agreement resolving the differences between them; counseling; or other appropriate disciplinary action. A general status report of the investigation should be provided to the complainant and the accused upon completion of this investigative phase. 2. Student to Student Complaints: The Judicial Officer shall investigate student to student complaints and follow the timeframes described in the preceding guidelines for employees. If student discipline is recommended, the Rules of Procedure in Student Disciplinary Matters will guide the proceedings. Said rules are located on the SFA Web Page for student policies and procedures or may be obtained from the Office of Student Affairs. Informal and formal disposition procedures are outlined within the policy; and, it contains full due process procedures. 9. Review by the Appropriate Vice President for Employee Related Complaints: After the Vice President has offered to meet with the accused and if necessary, to meet with the complainant and witnesses, he/she will accept, modify or reject the recommendation of the Dean or Director. If the Vice President concludes that the charges are serious enough to require termination or suspension, the faculty member or staff member may be placed on a leave of absence with pay, pending a hearing by the review board and action by the President. The Vice President's review should generally be completed within 10 days from receipt of the matter, unless additional time is required in fairness to the parties. A general status report should be forwarded to the complainant and the accused at the conclusion of the Vice President's review. 10. Review by the Employee Discrimination Complaint Review Board: If the decision of the Vice President is not satisfactory to either party (complainant or accused), that individual(s) has 5 days in which to request a formal hearing of the Discrimination Complaint Review Board ("Review Board"). The request must be put in writing to the Vice President issuing the decision. The Review Board of three individuals will be selected from a panel of 20 pre- P-29 Appendix 5 selected faculty members and 20 pre-selected staff members to be appointed by the President. If the accused is a faculty member, the Review Board will be composed of at least two faculty members. If the accused is a staff member, the review board will be composed of at least two staff members. The complainant will select one member and the accused will select one member from the applicable panel. The two selected members will choose a third person from the panel. None of these individual review board members shall be from the department of the accused or the complainant (if applicable). These three individuals will comprise the Review Board and will elect a Chair from among themselves. The University President may remove any selected Review Board member if substantial proof of bias exists. The Chair of the Review Committee is responsible for coordinating the hearing. The complainant, the accused, and the University all have the right to be advised by counsel, but lawyers will not be allowed to conduct or participate in the hearing. The day prior to the scheduled Review Committee hearing, each side shall submit a list of its witnesses and copies of its documentary evidence to the Chair. A list of witnesses and a summary list of the evidence will be provided to each side. The rest of the Review Committee will not receive the material until the time of the hearing. All materials presented must be maintained in a confidential manner by all parties involved. The Dean or Director who conducted the investigation will apprise the Review Board of the charges and will normally present all relevant evidence. Both parties will have an opportunity to respond to the charges and present evidence. Each party may make a 5 minute opening statement prior to presentation of the evidence. The burden will be on the complainant to prove by the greater weight of the credible evidence that the accused has committed an act of sexual harassment and/or unlawful discrimination. Cross examination of the witnesses is allowed by all parties. Each party may make a 5 minute closing statement. The Chair of the Review Board will conduct a fair hearing before the complainant and the accused and shall allow relevant witnesses and evidence from both parties. The hearing shall be closed to the public. The General Counsel may and/or the Director of Human Resources may be consulted in procedural matters of the review board and may be present at meetings. All information presented in the hearing is confidential and restricted to only those who have an absolute need to know. The Review Board will normally have 5 days after the completion of the hearing to summarize its findings and make a written recommendation to the President. 11. Review by the President for Employee Related Complaints: The President may accept, reject, or modify the decision of the Review Board and P-30 Appendix 5 will have access to all evidence, both parties, and witnesses as deemed appropriate. In all instances except where a faculty member's tenure is revoked or a faculty member is being terminated during the term of their employment, the decision of the President is final. In cases where tenure is being revoked or a faculty member is being terminated during the term of employment, the case will be forwarded to the Board of Regents for a final determination. Pending action by the Board of Regents, the faculty or staff member may be suspended without pay and removed from the University or assigned to other duties with pay at the President's discretion. Final disposition of the case will be communicated to the accused employee and the complainant. 12. Employee Sanctions: 1. University imposed: University sanctions for violations of this policy may include any disciplinary action, up to and including termination of employment for faculty or staff. Such activities may be viewed as constituting moral turpitude or substantial neglect of academic responsibilities under the Faculty Handbook and a major work rule violation under the Staff Discipline and Discharge Policy. 2. Civil: Unlawful discrimination and sexual harassment are illegal under state and federal law. Official governmental investigations by the Equal Employment Opportunity Commission, the Texas Commission on Human Rights, and/or the Office of Civil Rights of the Department of Education may result in civil lawsuits against any person guilty of unlawful discrimination or sexual harassment. 3. Criminal: Sexual harassment by a public servant is a criminal offense under 39.02 of the Texas Penal Code. Depending on the severity of the acts, sexual harassment may also specifically include indecent exposure, public lewdness, assault, or sexual assault under Chapter 21 and 22 of the Texas Penal Code. 4. False charges may result in disciplinary action against the complainant by the University or civil charges against the complainant by the accused. An unsubstantiated charge is not considered "false" unless it is found to be made with the knowledge of it being false. 13. Student Sanctions: Disciplinary action for student to student related complaints may range from sensitivity counseling to suspension or dismissal. False charges may also result in disciplinary action. An unsubstantiated charge is not considered "false" unless it is found to be made with knowledge of it being false. 14. The Dean/Director (or other appropriate administrator) who investigated the complaint will be responsible for monitoring the circumstances surrounding the complaint to insure the situation has been remedied. 15. The Human Resources Director or designee will be responsible for maintaining a log of all formal complaints and the results of such complaints. P-31 Appendix 5 Cross Reference: Faculty Handbook, Non-Academic Employee Handbook; 42 U.S.C. 2000e; 42 U.S.C. 1981; 20 U.S.C. 1681-1688; 29 U.S.C. 621 et seq.; 29 U.S.C. 794 et seq.; 29 U.S.C. 206(d); 8 U.S.C. 1101; Texas Labor Code Sec. 21.101 et seq.; Texas Penal Code, Sec. 39.02 Responsible for Implementation: President Contact for Revision: Director of Human Resources and General Counsel Forms: None P-32 Appendix 5 Distinguished Professor Award (A-16) Original Implementation: Unpublished Last Revision: July 17, lOOUuly 10, 2007 The Stephen F. Austin State University Alumni Association honors an outstanding faculty member at &s-an awards ceremony each spring semester, awards luncheon, which follows Commencement each spring semester. Nominations are solicited through the Focus in early February with the deadline for nominations of March 1. Nominations should be submitted on a Distinguished Professor Award Nomination Form: available on the Alumni Association web-site (www.sfaalumni.com). A committee made up of the last three recipients reviews the nominations and presents their recommendation to the Associate Vice President for Alumni Affairs of the Alumni Association. The selection of the Distinguished Professor is made by the Alumni Association Board of Directors. Criteria for the selection of the Alumni Association Distinguished Professorship Award are listed below: 1. In general, the faculty member selected should most nearly satisfy the criteria for faculty excellence as published in the SFASU Faculty Handbook incorporating demonstrate excellence in the following areas: teaching, scholarly/creative, and service activities. 2. The recipient must be a tenured member of the faculty. Academic administrators holding a position above that of department chair or director are not eligible. 3. The recipient must have been a full-time teacher at SFASU for three years. 4. The recipient must be an active member of the faculty at the time of the award. 5. Scholarship, citizenship, and contribution to academic excellence and the University's mission should be of such caliber as to bring positive and wide spread recognition to SFASU. Nominations are solicited through Focus_ in early February with a March 1 deadline for nominations. Nominations should be submitted on a Distinguished Professor Award Nomination Form: available from the Alumni Association. A committee made up of the last three recipients reviews the nominations and presents their recommendation to the Vice President for Alumni Affairs. The selection of the Distinguished Professor is mado by the Alumni Association Board of Directors. Source of Authority: President, Alumni Association Board of Directors Cross Reference: www.sfaalumni.comNem Responsible for Implementation: Provost/Vice President for Academic Affairs P-33 Appendix 5 Contact for Revision: Associate Vice President for Alumni Affairs Forms: None P-34 Appendix 5 Driver Certification (D-10) Original Implementation: May 4, 1983 Last Revision: July 8, lOOUuly 10, 2007 Driver certification is required for any University employee who must drive a University vehicle, including rented or leased, within the scope of his/her employment. Such certification is processed through the University Police Department (UPD). An "Application Approved Drivers Certification" form is obtained from the Administrative Secretary Specialist in UPD and should be signed at the bottom by the applicant's department head. Upon receipt of the driving record report from Austin, and in compliance with University requirements, UPD will: (a) issue a temporary permit valid for 180 days for Faculty and Staff or 90 days for Students, (b)
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Title | Minutes of Board of Regents of Stephen F. Austin State University. 2007, Volume No. 237 |
Subject |
Meetings Universities & colleges Stephen F. Austin State University |
Description | July 9-10, 2007, Volume No. 237 |
Date | 2007-07-09 |
Contributors | Ms. Valerie Ertz, Chair Mr. Carlos Amaral Mr. Richard Boyer Mr. James Dickerson Mr. Bob Garrett Mr. Joe Max Green Mr. Paul Pond Mr. James Thompson Ms. Stephanie Tracy Mr. Melvin White Dr. Baker Pattillo Dr. Richard Berry Mr. Danny Gallant Mr. Steve Westbrook Ms. Yvette Clark |
Repository | East Texas Research Center |
Repository Link | http://library.sfasu.edu/etrc |
Location |
Nacogdoches County Texas |
Associated Dates | 2000-2009 |
Type | Publication |
Format | |
Rights | This item may be protected under Title 17 of the U.S. Copyright Law. It is available for non-commercial research and education. For permission to publish or reproduce, please contact the East Texas Research Center at asketrc@sfasu.edu |
Transcript | Stephen F. Austin State University Minutes of the Board of Regents Nacogdoches, Texas July 9 and 10,2007 Volume 237 TABLE OF CONTENTS BOARD MINUTES FOR JULY 9 AND 10, 2007 VOLUME 237 Page Monday, July 9,2007 Executive Session Items Deliberations Concerning Security Personnel and Devices Real Estate Gifts and Donations Report on Pending Litigation Personnel Matters Regarding Specific University Employees Tuesday, July 10,2007 Approval of Minutes Board Order 07-28 3 Approval of April 23 and 24, 2007 Minutes Administration Board Order 07-29 4 Election of President Board Order 07-30 4 Election of General Counsel Board Order 07-31 4 Election of Director of Audit Services Board Order 07-32 4 Election of Assistant to the Board of Regents Personnel Board Order 07-33 4 Faculty Appointments for 2007-2008 4 Staff Appointments for 2007-2008 7 Changes of Status for 2007-2008 8 Retirements 11 Tenure 11 Faculty Leave of Absence Without Pay 12 Holiday Schedule for 2007-2008 12 Academic and Student Affairs Board Order 07-34 12 Small-Size Class List for Summer I 2007 12 Adoption of Intercollegiate Athletic Policy and Procedure Manual 13 Financial Affairs Board Order 07-35 14 Adoption of Fiscal year 2007-2008 Budget 14 Approval of Construction Project Budgets and Authority to Seek THECB Approval for Phase II Housing/Parking Garage Budget and Pattillo Student Center Budget 14 Athletic Programs Insurance 15 Property, Boiler & Machinery, Inland Marine and General Liability Insurance 15 Asbestos Abatement Contracts to Arrow Services and ARC Abatement for FY08 16 Fuel Cards for Retail Gasoline Purchases 16 Purchase of Campus Emergency Alert System 16 Authority for Rule Changes to the Short term Loan Program 17 Building and Grounds Board Order 07-36 18 Purchase of Property at 514 East Austin 18 Purchase of Property at 301 East Starr Avenue 18 Naming of Field House Room as William B. Lawton Room 18 Naming of Gerald and Candace Schlief Tennis Complex 19 Purchase of Water, Sanitary Sewer and Landfill Services 19 Purchase of Natural Gas 19 Construction of Tennis Complex: Timeline, Architect, Construction Manager at Risk ...20 University Policies and Procedures Board Order 07-37 21 Policy Revisions 21 Amendment of Board Rules and Regulations, Section 2 21 Reports 21 • President • Audit Services Report • Faculty Senate • Student Government Association Appendices Appendix 1 - Small-size Class Report for Summer 12007 Appendix 2 - AY 2006-2007 Faculty Workload Report Summary Appendix 3 - HEF Allocations Proposed in FY 2007-2008 Budget Appendix 4 - Legislation concerning Short Term Loans (SB 1232) Appendix 5 - Policy Revisions Agency Accounts (C-01.2) AIDS and HIV Virus (D-l.l) Authority to Act in the Absence of the President (D-7) Compliance with the Americans with Disabilities Act (D-41) Concurrent Enrollment Program (A-50) Delegated Purchasing Authority (C-10) Departmental Administration (E-10A) Discrimination Complaints/Sexual Harassment (E-46) Distinguished Professor Award (A-16) Driver Certification (D-10) Dual Employment (E-12) Emergency Management Plan (D-l 1) Employee Terminations and Transfers (E-18) File Maintenance for Faculty Personnel Files (A-60) Firearms, Explosives and Ammunition (D-l4) Gift Reporting (C-15) Gifts, Loans, Endowments, and Bequests (C-16) Interagency and Interlocal Contracts (C-18) Items Requiring Board Approval (D-20.5) Library Gifts (A-25) Outside Employment (E-35) Performance Evaluation of Tenured Faculty (A-37.1) Professional and Consultant Services (C-45) Reduction in Force of Non-Academic Employees (E-41N) Returned Checks (C-35) Special Purchases (C-36) Stone Fort Museum Collections (F-25) Student Conduct Code (D-34.1) Student Records (D-13) Time Clock (E-51. IN) Transfer Admission (A-44) Transfer Credits (A-45) University Logo/Seal (D-38) University Web Development (D-45) Vendor Protests (F-35) Vendor Warrant Hold(C-48) Stephen F. Austin State University Minutes of the Meeting of the Board of Regents Nacogdoches, Texas July 9 and 10,2007 (Meeting 237) Austin Building 307 Monday, July 9,2007 The regular meeting of the Board of Regents was called to order at 8:00 a.m., Monday, July 9, 2007, by Chair Valerie Ertz. PRESENT: Board Members: President: Vice-Presidents: Ms. Valerie Ertz, Chair Mr. Carlos Amaral Mr. Richard Boyer Mr. James Dickerson Mr. Bob Garrett Mr. Joe Max Green Mr. Paul Pond Mr. James Thompson Ms. Stephanie Tracy Mr. Melvin White Dr. Baker Pattillo Dr. Richard Berry Mr. Danny Gallant Mr. Steve Westbrook General Counsel: Ms. Yvette Clark Other SFA administrators, staff, and visitors Chair Ertz introduced the newly appointed members of the board and assigned them to committees: Mr. Carlos Z. Amaral will serve on the Building and Grounds Committee. Mr. James H. Dickerson will serve on the Academic and Student Affairs Committee. Mr. John R. "Bob" Garrett will serve on the Finance/Audit Committee. -1- The Building and Grounds Committee convened at 8:02 a.m. and adjourned at 8:19 a.m. The Finance/Audit Committee convened at 8:20 a.m. and adjourned at 10:10 a.m. The Academic and Student Affairs Committee convened at 10:25 a.m. and adjourned at 11:33 a.m. The board recessed for lunch and a tour of the KFCfacility, which will be renovated to house the DeWitt School of Nursing, and a tour of the Student Recreation Center construction site. Reconvening at 2:58 p.m. in open session, the chair called for an immediate executive session to consider the following items: DELIBERATIONS CONCERNING SECURITY PERSONNEL AND DEVICES Discussion of Security Personnel and Devices (Texas Government Code, Section 551.076) • Follow up on previous audit: Bursar Internal Controls • TAC 202 Information Security Review • Campus Security REAL ESTATE Deliberations Regarding the Purchase, Exchange, Lease, Sale or Value of Real Property (Texas Government Code, Section 551.072), including possible real estate purchases. GIFTS AND DONATIONS Deliberations Regarding Negotiated Contracts for Prospective Gifts or Donations (Texas Government Code, Section 551.073), including possible naming opportunities. REPORT ON PENDING LITIGATION Consultation with Attorney Regarding Legal Advice on Tuition and Fee Legislation or Pending and/or Contemplated Litigation or Settlement Offers, including but not limited to Flynn vs. SFASU (Texas Government Code, Section 551.071) 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 Softball Coach, Coordinator of Special Projects, Provost and Vice President for Academic Affairs, Vice President for Finance and Administration, Associate Vice President for Alumni Affairs, General Counsel, Director of Audit Services, Assistant to the Board, and the President (Texas Government Code, Section 551.074) The executive session ended at 6:35 p.m. and the board recessed for the day, with no further action. -2- Tuesday, July 10,2007 The chair reconvened the board meeting in open session at 9:00 a.m. on Tuesday, July 10,2007. PRESENT: Board Members: President: Vice-Presidents: Ms. Valerie Ertz, Chair Mr. Carlos Amaral Mr. Richard Boyer Mr. James Dickerson Mr. Bob Garrett Mr. Joe Max Green Mr. Paul Pond Mr. James Thompson Ms. Stephanie Tracy Mr. Melvin White Dr. Baker Pattillo Dr. Richard Berry Mr. Danny Gallant Mr. Steve Westbrook General Counsel: Ms. Yvette Clark Other SFA administrators, staff, and visitors The chair welcomed guests to the board meeting and called upon Regent Green to lead the pledge to the flags. Regent White provided the invocation. Texas District Court Judge Campbell Cox II administered the oath of office to newly appointed board members, Carlos Amaral, James Dickerson, and John R. uBob" Garrett. APPROVAL OF MINUTES Board Order 07-28 Upon motion by Regent Green, seconded by Regent Thompson, with all members voting aye, it was ordered that the minutes of the April 23 and 24, 2007, meetings be approved. -3- ADMINISTRATION Board Order 07-29 Upon motion by Regent Ertz, seconded by Regent Green, with all members voting aye, it was ordered that Baker Pattillo be reappointed as president of the university with an annual salary of $250,238, effective September 1, 2007. Board Order 07-30 Upon motion by Regent Ertz, seconded by Regent Thompson, with all members voting aye, it was ordered that Yvette Clark be reappointed as general counsel with an annual salary of $121,791, effective September 1, 2007. Board Order 07-31 Upon motion by Regent Ertz, seconded by Regent White, with all members voting aye, it was ordered that Gina Oglesbee be reappointed as director of audit services with an annual salary of $80,279, effective September 1, 2007. Board Order 07-32 Upon motion by Regent Ertz, seconded by Regent Thompson, with all members voting aye, it was ordered that Judy Buckingham be reappointed as assistant to the board with an annual salary of $38,535, effective September 1, 2007. PERSONNEL Board Order 07-33 Upon motion by Regent Thompson, seconded by Regent Green, with all members voting aye, it was ordered that the following personnel items be approved. FACULTY APPOINTMENTS FOR 2007-2008 Business Esther Bunn, Lecturer of Accounting, M.P.A. (Stephen F. Austin State University), at a salary of $33,128 for 100 percent time for nine months, effective August 21, 2007. Mikhail Kouliavtsev, Assistant Professor of Economics and Finance, Ph.D. (Temple University), at a salary of $70,000 for 100 percent time for nine months, effective August 21, 2007. -4- Ryan Phelps, Assistant Professor of Economics and Finance, M.A. (University of Kentucky), at a salary of $70,000 for 100 percent time for nine months, effective July 9, 2007, contingent upon completion of doctorate by September 1, 2009. Bruce Runyan, Assistant Professor of Accounting, Ph.D. (Texas A&M University), at a salary of $95,000 for 100 percent time for nine months, effective August 21, 2007. Education Carol Bradley, Instructor of Human Sciences, M.A. (University of Texas), at a salary of $47,000 for 100 percent time for nine months, effective September 1, 2007, contingent upon completion of doctorate by May 31, 2013. Melanie Brister, Clinical Instructor of Human Services, M.S. (Stephen F. Austin State University), at a salary of $47,000 for 100 percent time for nine months, effective September 1, 2007. Eric Jones, Assistant Professor of Kinesiology, Ph.D. (University of Alabama), at a salary of $47,500 for 100 percent time for nine months, effective August 23, 2007. Mary Pile, Instructor of Human Sciences, M.S. (Stephen F. Austin State University), at a salary of $46,000 for 100 percent time for nine months, effective September 1, 2007, contingent upon completion of doctorate by May 31, 2013. Donna Pharris, Instructor of Human Sciences, M.S. (University of Houston), at a salary of $47,000 for 100 percent time for nine months, effective September 1, 2007, contingent upon completion of doctorate by May 31, 2013. Leonard Thornton, Assistant Professor of Kinesiology and Health Science, Ph.D. (Texas A&M University), at a salary of $50,000 for 100 percent time for nine months, effective August 22, 2007. Fine Arts Neal Cox, Visiting Assistant Professor of Art, M. A. (University of Texas), at a salary of $42,000 for 100 percent time for nine months, effective September 1, 2007. Addison Himes, Dean of College of Fine Arts and Professor of Music, Ph.D. (University of North Texas), at a salary of $125,000 for 100 percent time for 12 months, effective September 1, 2007. David Howard, Associate Director of Choirs and Instructor of Music, M.M. (University of Central Oklahoma), at a salary of $43,000 for 100 percent time for -5- nine months, effective August 21, 2007, contingent upon completion of doctorate by September 1,2008. Michelle Rozic. Assistant Professor of Art, B.F.A. (Columbus College of Art and Design), at a salary of $42,000 for 100 percent time for nine months, effective September 1, 2007, contingent upon completion of M.F.A. by August 31, 2007. Scott Shattuck, Director of School of Theatre and Associate Professor of Theatre, M.F.A.(University of Texas), at a salary of $90,000 for 100 percent time for 12 months, effective September 1, 2007. Liberal and Applied Arts Frances Bontempo, Visiting Assistant Professor of Psychology, Ph.D. (Ohio State University), at a salary of $40,000 for 100 percent time for nine months, effective August 27, 2007. Ericka Hoagland, Assistant Professor of English and Philosophy, Ph.D. (Purdue University), at a salary of $43,000 for 100 percent time for nine months, effective August 23, 2007. Brian Murphy, Dean of the College of Liberal and Applied Arts and Professor of Political Science, Ph.D. (Miami University), at a salary of $125,000 for 100 percent time for 12 months, effective July 1, 2007. Manuel Rilo, Assistant Professor of Modern Languages, B.A. (University of Miami), at a salary of $43,000 for 100 percent time for nine months, effective August 23, 2007, contingent upon completion of doctorate by August 31, 2007. Jeffery Roth, Assistant Professor of Geography, Ph.D. (University of Oklahoma), at a salary of $43,000 for 100 percent time for nine months, effective August 21, 2007. Elizabeth Tasker, Assistant Professor of English and Philosophy, Ph.D. (Georgia State University), at a salary of $43,000 for 100 percent time for nine months, effective August 23, 2007. Sciences and Mathematics Michael Collyer, Assistant Professor of Biology, Ph.D. (North Dakota State University), at a salary of $45,000 for 100 percent time for nine months, effective September 1,2007. Anita Johnson, Clinical Instructor of Nursing, M.S. (University of Texas), at a salary of $54,000 for 100 percent time for nine months, effective August 20, 2007. -6- STAFF APPOINTMENTS FOR 2007-2008 Athletics Meredith Dovle. Assistant Coach Women's Basketball at a salary of $6,500 for 100 percent time for three months, effective June 4, 2007. Douglas Karleskint Assistant Coach Men's Basketball at a salary of $5,700 for 100 percent time for three months, effective May 21, 2007. Ulric Maligi, Assistant Coach Men's Basketball at a salary of $9,800 for 100 percent time for three months, effective May 28, 2007. Campus recreation Jane Ross, Campus Recreation Coordinator of Promotions at a salary of $35,000 for 100 percent time for 12 months, effective June 18, 2007. Development Zykia M. Sam, Telephone Outreach Program Supervisor at a salary of $29,854 for 100 percent time for 12 months, effective May 14, 2007. Education ^ Casey Perry, Clinical Audiologist in Human Services at a salary of $70,000 for 100 percent time for 12 months, effective July 18, 2007. Fine Arts Ron Worth, Keyboard Technician at a salary of $40,000 for 100 percent time for 12 months, effective June 1, 2007. Information Technology Services Tristan Adams, Programmer Analyst I at a salary of $32,000 for 100 percent time for 12 months, effective May 21, 2007. Public Affairs David Michael Hutson, Videographer at a salary of $30,000 for 100 percent time for 12 months, effective April 30, 2007. -7- Purchasing and Inventory Michael S. Allen, Assistant Coordinator HUB/System Specialist at a salary of $35,000 for 100 percent time for 12 months, effective March 19, 2007. Telecommunications and Networking Monica Martinez, Security Support Specialist II, at a salary of $48,000 for 100 percent time for 12 months, effective July 2, 2007. CHANGES OF STATUS FOR 2007-2008 Academic Affairs Richard Berry, from Associate Provost and Vice President for Academic Affairs at a salary of $131,940 for 100 percent time for 12 months, to Interim Provost and Vice President for Academic Affairs at a salary of $145,000 for 100 percent time for 12 months, effective July 2, 2007. Admissions William Barnes-Cox, from Admissions Counselor at a salary of $29,795 at 100 percent time for 12 months, to Coordinator of Enrollment Management at a salary of $34,006 for 100 percent time for 12 months, effective May 1, 2007. Kimberlv Lower, from Admissions Counselor at a salary of $29,798 for 100 percent time for 12 months, to Assistant Director of Admissions at a salary of $42,785 for 100 percent time for 12 months, effective June 1, 2007. Education Dixie Mercer, from Associate Professor of Human Services at a salary of $53,016 for 100 percent time for nine months, to Professor and Chair of Human Services at a salary of $95,000 for 100 percent time for 12 months, effective September 1, 2007. Lisa Mize. from Associate Professor of Human Services and Interim Associate Dean of Education at a salary of $60,272 for 100 percent time for nine months, to Associate Professor and Associate Dean of Education at a salary of $73,000 for 100 percent time for 11 months, effective September 1, 2007. Finance and Administration Danny Gallant, from Associate Vice President for Budget and Finance at a salary of $92,600 for 100 percent time for 12 months, to Interim Vice President for -8- Finance and Administration at a salary of $125,000 for 100 percent time for 12 months, effective July 3, 2007. Fine Arts David Campo, from Instructor of Music at a salary of $51,431 for 100 percent time for nine months, to Assistant Professor of Music at a salary of $53,141 for 100 percent time for nine months, effective September 1, 2007. John GoodalK from Interim Dean of Fine Arts and Professor of Music at a salary of $90,200 for 100 percent time for 12 months to Associate Dean of Fine Arts and Professor of Music at a salary of $90,000 for 100 percent time for 12 months and Interim Director of the School of Art with an additional stipend of $1,111 per month for interim duties, effective September 1, 2007. David Lewis, from Director of the School of Art and Associate Professor of Art at a salary of $90,054 for 100 per time for 12 months, to Associate Professor of Art at a salary of $57,865 for 100 percent time for nine months, effective September 1, 2007. Human Resources Aurora Martinez, from Human Resources Representative at a salary of $39,600 for 100 percent time for 12 months, to Benefits Coordinator at a salary of $39,600 for 100 percent time for 12 months, effective April 1, 2007. John Wyatt from Employee Relations Specialist at a salary of $24,510 for 100 percent time for 12 months, to Human Resources Representative at a salary of $34,510 for 100 percent time for 12 months, effective April 1, 2007. Liberal And Applied Arts Charles Abel from Chair and Associate Professor of Political Science, Geography and Public Administration at a salary of $90,000 for 100 percent time for 11 months, to Chair and Associate Professor of Political Science, Geography and Public Administration and Chair of Criminal Justice at a salary of $90,000 for 100 percent time for 11 months, effective September 1, 2007. Freddie Avant from Professor of Social Work at a salary of $82,620 for 100 percent time for eleven months, to Director/Associate Dean and Professor of Social Work at a salary of $102,000 for 100 percent time for 11 months, effective August 1,2007. Linda Harris from Lecturer of Social Work at a salary of $51,763 for 100 percent time for nine months to Clinical Instructor of Social Work at a salary of $51,763 for 100 percent time for 10 lA months, effective September 1, 2007. -9- Wanda Mouton. from Associate Professor of Communication at a salary of $56,533 for 100 percent time for nine months, to Interim Chair of Communication and Associate Professor at a salary of $56,533 for 100 percent time for nine months, with an additional stipend of $1,111 per month for the "interim" duties, effective September 1, 2007. Elizabeth Spradley, from Lecturer of Communication at a salary of $26,000 for 100 percent time for nine months, to Instructor of Communication at a salary of $37,000 for 100 percent time for nine months, effective September 1, 2007, contingent upon completion of Ph.D. by December 31, 2012. Robert Spradlev, from Lecturer of Communication at a salary of $24,127 for 100 percent time for nine months to Assistant Professor of Communication at a salary of $45,000 for 100 percent time for nine months, effective September 1, 2007, contingent upon completion of Ph.D. by August 31, 2012. James Standlev, from Dean of Liberal and Applied Arts and Professor of Criminal Justice at a salary of $127,017 for 100 percent time for 12 months, to Professor of Sociology at a salary of $76,520 for 100 percent time for nine months, effective September 1,2007. Jerry Williams, from Chair and Professor of Sociology at a salary of $72,229 for 100 percent time for 11 months to Chair and Professor of Sociology and Interim Chair of English and Philosophy at a salary of $72,229 for 100 percent time for 11 months, with an additional stipend of $1,111 per month for the interim duties, effective September 1, 2007. Library Sean Bibby, from Digital Projects Specialist at a salary of $15,000 for 50 percent time for 12 months, to Digital Projects Specialist at a salary of $30,000 for 100 percent time for 12 months, effective March 27, 2007. Melissa Boiles, from Program Director of Library A.A.R.C. at a salary of $34,329 for 100 percent time for nine months, to Program Director and Interim Director of Library A.A.R.C. at a salary of $34,329 for 100 percent time for nine months, with an additional stipend of $400 per month for the interim duties, effective July 9, 2007. President's Office Charlotte Sullivan, from Government Information Officer at a salary of $17,000 for 49 percent time for five months to Coordinator of Special Projects at a salary of $90,000 for 100 percent time for 12 months, effective August 15, 2007. -10- Student Affairs Charles Hueben from Assistant Director of Student Activities at a salary of $39,531 for 100 percent time for 12 months to Assistant Director of Student Life at a salary of $45,531 for 100 percent time for 12 months, effective June 1, 2007. Michael Preston, from Assistant Director of Student Affairs at a salary of $48,788 for 100 percent time for 12 months to Director of Student Life at a salary of $54,788 for 100 percent time for 12 months, effective June 1, 2007. Samuel Smith, from Director of Student Center at a salary of $82,000 for 100 percent time for 12 months to Director of Student Services and the Student Center at a salary of $88,000 for 100 percent time for 12 months, effective June 1, 2007. Telecommunications and Networking Jason Lisenby, from Support Specialist II at a salary of $28,897 for 100 percent time for twelve months, to Manager Student Technical Support at a salary of $44,000 for 100 percent time for twelve months, effective April 23, 2007. University Affairs Shelly Lackey, from Assistant Director of Student Affairs Operations at a salary of $60,937 for 100 percent time for 12 months to Director of Divisional Operations at a salary of $60,937 for 100 percent time for 12 months, effective June 1,2007. RETIREMENTS James Howard, Associate Professor of Economics & Finance, effective May 31, 2007. Clarence Bahs, Director of School of Theatre, effective August 31, 2007. Susan Ormsby, Professor of Accounting, effective August 31, 2007. Debra Bankston, Lecturer of Human Services, effective August 31, 2007. TENURE Academic tenure was awarded to the following individuals, effective fall semester 2007. Dr. Brian Murphy Political Science, Geography and Public Administration Dr. A.C. Himes Music Mr. Scott Shattuck Theatre -11- FACULTY LEAVE OF ABSENCE WITHOUT PAY The faculty leave of absence without pay for Dr. Tracy Johnson, which was granted on April 24, 2007 for one year beginning in fall 2007, was withdrawn. HOLIDAY SCHEDULE FOR 2007-2008 The following holiday schedule for 2007-2008 was approved: September 3 November 22 and 23 December 24, 25, 26, 27 December 28 and 31 (employees take vacation or comp time as energy conservation days) January 1 March 10, 11,12,13 March 14 (employees take vacation or comp time as an energy conservation day) May 26 July 4 This holiday schedule will allow SFA to be closed for Labor Day, 2 days at Thanksgiving, 6 working days at Christmas, New Year's Day, 5 working days at Spring Break, Memorial Day, and Independence Day, which totals seventeen days. Employees will be required to take two days of vacation or compensatory time on December 28 and 31 and one day of vacation or compensatory time on March 14 in order to achieve energy conservation during those periods. ACADEMIC AND STUDENT AFFAIRS Board Order 07-34 Upon motion by Regent Boyer, seconded by Regent Green, with all members voting aye, it was ordered that the following academic and student affairs items be approved. SMALL-SIZE CLASSES SUMMER I 2007 Whereas, the following was considered by the board of regents: Coordinating Board rules require that all regular organized undergraduate classes with fewer than ten students enrolled and regular graduate classes with fewer than five students enrolled be approved by the board of regents. Under policies established by the board, such classes can only be taught for specific reasons, such as the course being needed for students to meet graduation requirements, etc. Courses for Summer 12007 are listed in Appendix 1. Therefore, the Summer 12007 small-size class list was approved, as listed in Appendix 1. -12- ADOPTION OF INTERCOLLEGIATE ATHLETIC POLICY AND PROCEDURE MANUAL Whereas, the following was considered by the board of regents: In accordance with NCAA requirements, the university adopted an Intercollegiate Athletic Policy and Procedure Manual in 1994. This policy manual is reviewed annually and approved by the board in its July meeting. Minor policy and/or procedure changes have occurred since the July 2006 revision. Therefore, the revisions to the Athletic Policy and Procedure Manual were approved as presented. -13- FINANCIAL AFFAIRS Board Order 07-35 Upon motion by Regent Thompson, seconded by Regent White, with all members voting aye, the following financial affairs items were approved. ADOPTION OF FISCAL YEAR 2007-2008 BUDGET Whereas, the following was considered by the board of regents: The annual operating budget is brought to the board of regents for approval in the July board meeting. The proposed 2007-08 budget focuses on student and employee initiatives, and includes major increases in scholarships, a 3% salary increase merit pool for faculty and staff, an increase for faculty promotions, a classified and non classified pay plan upgrade, and an increase in faculty development funding. A detailed HEF allocation is included as a part of the budget (see Appendix 3). Budget summaries were provided to the regents prior to the meeting. Therefore, the operating budget for the 2007-2008 fiscal year totaling $189,470,936 was adopted as presented. APPROVAL OF CONSTRUCTION PROJECT BUDGETS AND AUTHORITY TO SEEK THECB APPROVAL FOR PHASE II HOUSING/PARKING GARAGE BUDGET AND PATTILLO STUDENT CENTER BUDGET Whereas, the following was considered by the board of regents: In previous board meetings, authority was given for construction projects, but specific project budget limits were not established. Revised Policy D-20.5, Items Requiring Board of Regents Approval, requires approval of project budgets by the board of regents. The following projects include education and general and auxiliary construction activity. * These two projects were authorized individually by the Texas Higher Education Coordinating Board with estimated budgets. Although they did not exceed the 10% allowable threshold in the aggregate, the residence hall did exceed, while the parking -14- garage was underspent. Revisions to these two projects need to be taken to the THECB Strategic Planning Committee. **This project also exceeds the 10% allowable coordinating board threshold and will be taken back for additional approval. Therefore, construction project budgets listed above were approved at these budget limits. Sources of funds will include remaining bond proceeds, available HEF, interest income, budgeted cost savings, additional revenues, and fund balance. Authorization was given to seek THECB project approval for the revision in budgets between the two Phase II projects Phase II projects ($33,850,000 for the Phase II residence hall and $4,458,127 for the Phase II parking garage) and $33,500,000 for the Pattillo Student Center project budget. ATHLETIC PROGRAMS INSURANCE Whereas, the following was considered by the board of regents: The NCAA provides catastrophic coverage for injuries that exceed $75,000. Three years ago the university solicited proposals and awarded a contract for a self-insured retention plan for athletic medical excess insurance to cover injuries below the NCAA coverage threshold. An award was made with 2 years of renewal. Expenditure over the 3-year period has been $105,750 for premium and administration fees, and $341,000 toward Self-Insured Retention. Therefore, the university was authorized to continue the RFP process for athletic medical excess insurance and to compare proposals to determine which method or combination of coverage provides the best value to the university. The source of funding will be auxiliary funds. Approval was given to secure coverage for the 2007-2008 athletic season with options to renew for two additional years, and the president was authorized to sign the contract. PROPERTY, BOILER & MACHINERY, INLAND MARINE AND GENERAL LIABILITY INSURANCE Whereas, the following was considered by the board of regents: The university is currently utilizing agent services of USI Southwest for property, boiler & machinery, inland marine and general liability insurance, and has exhausted all renewal options from the last solicitation. FY07 expenditures for these policies total $527,418. A new solicitation has been issued. Therefore, the university was authorized to continue the RFP process for property, boiler & machinery, inland marine and general liability insurance and to compare proposals to the State Office of Risk Management (SORM) insurance program to determine which combination of coverage provides the best value to the university. SORM must approve any SFA negotiated contract. Approval was given to contract insurance covering property, boiler & machinery, inland marine and general liability at a -15- cost to be negotiated with an agent selected through the RFP process with options to renew for two additional years, subject to administrative approval, or to contract for coverage through SORM, should SORM not approve an SFA contract. The president was authorized to sign the contract. ASBESTOS ABATEMENT CONTRACTS TO ARROW SERVICES AND ARC ABATEMENT FOR FY08 Whereas, the following was considered by the board of regents: To avoid delays in the Student Center construction project, the university awarded contracts in 2004 for asbestos abatement to be provided as needed. This was successful in avoiding delays as well as maintaining acceptable pricing. Historical usage is as follows: FY05- $191,543.70; FY06-$130,530.59; FY07-$15,000 with additional $75,000 estimated for Birdwell Building. The two optional years of renewal have been exhausted, and the university has solicited bids for a new annual contract including two years of renewal, with job costs to be determined based on unit prices bid. Individual releases will be issued for each job. Based on the evaluation ranking 2 vendors equally, two awards are recommended giving SFA the option to select the vendor they feel will offer the best experience and/or lowest price for a given job, or the selection will be made based on the contractor that is available to meet SFA's timetable for completion of the work. Therefore, two awards to Arrow Services and ARC Abatement were approved for blanket contracts for asbestos abatement as needed during FY08. The contracts will be awarded for one year, with two annual renewals, subject to administrative approval. The president was authorized to sign the purchase orders. FUEL CARDS FOR RETAIL GASOLINE PURCHASES Whereas, the following was considered by the board of regents: The university utilizes the Council on Competitive Government (CCG) Contract for the purpose of making retail fuel purchases at discounted prices. Fuel cards are assigned to specific vehicles, or occasionally to a specific person who may utilize different university vehicles. FY06 total expenditures were $281,484.97, and FY07 expenditures as of 5/8/07 are $176,706.80. Therefore, approval was given to continue using the Council on Competitive Government (CCG) contract for the purpose of making retail fuel purchases at discounted prices and to issue a purchase order for the payment of FY08 fuel card expenditures under the CCG contract. The president was authorized to sign the purchase order. PURCHASE OF CAMPUS EMERGENCY ALERT SYSTEM Whereas, the following was considered by the board of regents: An on-going review of the university's emergency management plan has highlighted the need to enhance our ability to communicate alerts to the campus community during emergency situations. The review determined that the best way to achieve this would be by deploying an integrated -16- indoor/outdoor/personal notification system that would provide campus-wide coverage to alert and direct our students, employees and campus guests when an emergency event occurs. This system should also be able to provide enhanced call-out capabilities and communication between key university personnel who would be responding to an emergency event. In an effort to deploy this system as quickly as possible, the Purchasing Department and University Police have conducted a review of vendors that provide any of the individual components of the system contemplated to determine if any of these vendors offer an integrated system. At this point it appears that only one vendor provides the integration of all these components in a unified system. However, should the director of purchasing determine there is more than one vendor who could provide this integrated system, an RFP process will be undertaken to select the provider prior to purchase. If an RFP process is needed, the installation of the system will be delayed by the amount of time necessary to solicit and evaluate the proposals. Therefore, approval was given for the purchase and installation of an integrated indoor/outdoor/personal notification system that would provide campus-wide coverage to alert and direct our students, employees and campus guests when an emergency event occurs. This system will also be able to provide enhanced call-out capabilities and communication between key university personnel who would be responding to an emergency event. The president was authorized to sign the necessary contracts to purchase, install and maintain this system at a cost not to exceed $225,000. The source of funds for this purchase will be designated fund balance. AUTHORITY FOR RULE CHANGES TO THE SHORT TERM LOAN PROGRAM Whereas, the following was considered by the board of regents: Currently, emergency short term loans for both books and tuition and fees are processed with both a loan processing fee and interest. If a student fails to make repayment of the loan within the 90 days, they are considered delinquent. Students are assessed interest on a monthly basis at the rate of 5 percent per annum on delinquent short term loans. New legislation restricts a university to charging either interest or a loan origination fee; a copy of the legislation is shown in Appendix 4. Therefore, the director of financial aid and the controller were given the authority to adopt rules for the short term loan and the book loan programs that will comply with both current legislation and new legislation (included in Appendix 4) to be effective with the 2008 spring semester. -17- BUILDING AND GROUNDS BOARD ORDER 07-36 Upon motion by Regent Green, seconded by Regent Boyer, with all members voting aye, it was ordered that the following building and grounds items be approved: PURCHASE OF PROPERTY AT 514 EAST AUSTIN Whereas, the following was considered by the board of regents: The university has been offered the opportunity to purchase the property located at 514 East Austin from Mr. and Mrs. Mike Winthrop subject to approval by the board of regents. The property was appraised on May 24, 2007 for $275,000. It is located in an area that is in accordance with the university's long range plan. Therefore, the university was authorized to purchase property located at 514 East Austin from Mr. and Mrs. Mike Winthrop, otherwise known as Lot 2 of the Winthrop Subdivision, within the City of Nacogdoches, as authorized by Chapter 101, Sections 95.31 and 95.33 of the Texas Education Code, if required, subject to approval by the Texas Higher Education Coordinating Board. The purchase price was approved at the appraised value of $275,000 plus associated purchase and closing cost. The director of the physical plant was authorized to sign necessary documents. The source of the funds will be designated fund balance. PURCHASE OF PROPERTY AT 301 EAST STARR AVENUE Whereas, the following was considered by the board of regents: The university has entered into a Letter of Intent to purchase the property located at 301 East Starr Avenue from John McGarity subject to approval by the Board of Regents. The property was appraised on June 7, 2007 for $70,000. It is located in an area targeted for purchase and is in accordance with the university's long range plan. Therefore, the university was authorized to purchase the property located at 301 East Starr Avenue from John McGarity, otherwise known as Lot 9-G, City Block 45, within the City of Nacogdoches, as authorized by Chapter 101, Sections 95.31 and 95.33 of the Texas Education Code, if required, subject to approval by the Texas Higher Education Coordinating Board. The purchase price was approved at the appraised value of $70,000 plus associated purchase and closing cost, subject to seller removing the house as part of the consideration. The director of the physical plant was authorized to sign necessary documents. The source of the funds will be designated fund balance. NAMING OF FIELD HOUSE ROOM AS WILLIAM B. LAWTON ROOM Whereas, the following was considered by the board of regents: Mr. William B. Lawton of Lake Charles, Louisiana, has made a generous gift in the amount of $250,000 for projects to enhance the football program. The Athletic Department is using some of -18- these funds toward renovation of the main meeting room located in the field house at Homer Bryce Stadium. The renovation includes new fixed seating, ceiling tiles, light fixtures, floor covering, wall graphics, painting and a sound system. This meeting room serves not only football but other sports including soccer, track & field, softball, baseball, and athletic staff needs too. The meeting room also serves as an academic classroom on Tuesday and Thursdays during the academic year. Therefore, the name of the main meeting room in the field house at Homer Bryce Stadium was changed to The William B. Law ton Room in honor of the generous gift made to the university by Mr. Lawton in the amount of $250,000 for projects to enhance the football program. NAMING OF GERALD AND CANDACE SCHLIEF TENNIS COMPLEX Whereas, the following was considered by the board of regents: According to the current Rules and Regulations of the Board of Regents, "buildings and other facilities of Stephen F. Austin State University may be named by the Board of Regents for deceased persons who have made outstanding contributions to the university or its prestige. In extraordinary circumstances, particularly when a significant donation has been made to the university, the Board of Regents may name a building, or other facility, for a living person." Mrs. and Mrs. Gerald Schlief, dedicated supporters and faithful donors to the university, have made a very generous gift to the university in the amount of $450,000 to provide the total funding for a tennis center building. Therefore, in honor of Mrs. and Mrs. Gerald Schlief, the complex being built to serve the tennis program was named the Gerald and Candace Schlief Tennis Complex. PURCHASE OF WATER, SANITARY SEWER AND LANDFILL SERVICES Whereas, the following was considered by the board of regents: The university utilizes water, sanitary sewer and landfill services provided by the City of Nacogdoches. FY 06 total expenditures were $850,223 and FY 07 expenditures as of 6/14/07 are $648,764. Therefore, the university was authorized to purchase water, sanitary sewer and landfill services from the city of Nacogdoches for FY 08, and the president was authorized to sign the purchase order. PURCHASE OF NATURAL GAS Whereas, the following was considered by the board of regents: The university purchases its natural gas through a contract with Centerpoint Energy Services. The contract price for gas is a variable rate based on spot gas prices for "East Texas, Houston Ship Channel". This contract is automatically renewed each year unless either party provides 30 days written notice. Centerpoint has advised the pricing will remain the same -19- for FY 08. Natural gas expenditures for FY 2007 reflect billings through April 2007 of $1,106,307. The Texas General Land Office sells gas to state agencies if their price can meet or beat the contracted price. By law the university is required to submit the contract to the Texas General Land Office for their review and it has been sent. Therefore, the university was authorized to renew the contract with Centerpoint Energy Services for natural gas purchase for FY 08, provided the Texas General Land Office does not meet or beat the price. The president was authorized to sign the contract with either Centerpoint or the Texas General Land Office, depending on which offers the best available pricing for the next fiscal year. CONSTRUCTION OF TENNIS COMPLEX: TIMELINE, ARCHITECT, CONSTRUCTION MANAGER AT RISK Whereas, the following was considered by the board of regents: Through a generous gift from Mr. and Mrs. Gerald Schlief in the amount of $450,000, funding has been provided to build a tennis center building. In return for the gift the Schliefs wish to have the tennis complex named the Gerald and Candace Schlief Tennis Complex. The proposed building will contain coach's office, locker rooms, public restrooms, vending area, mechanical / storage areas and covered porches. The Schliefs have reviewed and approved the proposed plan, which was developed under the university's contract with Scott and Strong Architects. The site of the building is on the north side of the tennis courts. The administration and the donors want the building to be completed by the time we host the Southland Conference men and woman's tennis tournament in April 2008. In order to accomplish this in the time frame available, the administration recommends the construction project be approved as follows: Architect: Scott and Strong; Construction Manager at Risk: to be awarded by the administration after RFP that allows for multiple bidders, with authority given to the president to sign the contract; Project Budget: not to exceed $450,000; GMP: to be reported to the Building and Grounds Committee at the next possible meeting. The estimated time schedule for the project is as follows: RFP issued July 11, 2007; RFP due back August 10, 2007; selection of CM at Risk by August 17, 2007; GMP due back from CM at Risk 30 days after selection (mid to late September), construction time: six to seven months depending on weather. Therefore, the university was authorized to proceed with the construction of the Gerald and Candace Schlief Tennis Complex to be built on the north side of the tennis courts. The project schedule was approved as follows: RFP issued July 11, 2007; RFP due back August 10, 2007; selection of CM at Risk by August 17, 2007; GMP due back from CM at Risk 30 days after selection (mid to late September), construction time: six to seven months. The firm of Scott and Strong was approved as project architect. Authority was given for the administration to select the construction manager at risk after an appropriate RFP process, with authority to sign the contracts delegated to the president. The project cost was approved not to exceed $450,000, with GMP to be reported to the Building and Grounds Committee at the next possible meeting. The source of funds for the project will be donations. -20- UNIVERSITY POLICIES AND PROCEDURES board Order 07-37 Upon motion by Regent Dickerson, seconded by Regent Boyer, with all members voting aye, the following policy revisions and amendments to the Board Rules and Regulations were approved. POLICY REVISIONS The proposed policy revisions were adopted, as presented in Appendix 5. AMENDMENT OF BOARD RULES AND REGULATIONS Section 2 of the Board Rules and Regulations was amended, as follows: 2. Non-Voting Student Regent Annually on February \June 7, a student regent shall be appointed by the governor to serve a one-year term expiring on the next February Ifollowing May 31. The student regent must be enrolled as an undergraduate or graduate student at Stephen F. Austin State University at the time of appointment and throughout the student regent's term. The student regent must remain in good academic standing and maintain at least a 2.5 GPA. REPORTS President Pattillo made a report to the regents concerning the following topics: • Legislative Update • Faculty/Staff Salary Increases • Grand Opening of the Student Recreation Center on September 22 during Parents' Day Gina Oglesbee, director of audit services, reported on: • Audit Plan • Quality Assurance Review • Risk Assessment Marc Guidry, chair of the Faculty Senate, provided a written report to the board members concerning the upcoming annual calendar for the Faculty Senate. Kent Willis, president of the SGA, reported on the following topics: • New officers -21- • Watermelon Bash • Student Discount Card • School Spirit (Student Travel Program) • American Red Cross College Club At the conclusion of the reports, Chair Ertz announced an executive session at 10:25 a.m. for the following items: DELIBERATIONS CONCERNING SECURITY PERSONNEL AND DEVICES Discussion of Security Personnel and Devices (Texas Government Code, Section 551.076) • TAC 202 Information Security Review 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 Softball Coach, Coordinator of Special Projects, Provost and Vice President for Academic Affairs, Vice President for Finance and Administration, Associate Vice President for Alumni Affairs, General Counsel, Director of Audit Services, Assistant to the Board, and the President (Texas Government Code, Section 551.074) The executive session ended at 11:15 a.m. and the board adjourned with no further action. -22- 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. §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 In accordance with Texas Education Code, §51.403(d), public universities may offer organized small classes which: §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 (or 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 I 2007 Total Estimated Credit Hours in Small Classes Total Estimated SFA Credit Hours Summer I 2007 Estimated Small Class Credit Hours as a Percentage of SFA Total Credit Hours 255 21,151 .12% Appendix 2 Stephen F. Austin State University Faculty Workload Report Academic 2007 Summary Fall and Spring Semesters Submitted June 2007 Appendix 2 Institutional Research Report Stephen F. Austin State University Faculty Workload Summary - University Total by Unit Fall 2006 and Spring 2007 Total = Number generated by the unit Average = Number generated by the unit per instructional full-time equivalent (FTE) faculty (course sections, students taught, SCH, TLC) or number generated per appropriate faculty value (headcount, salaries, FTE, overload) Course Sections = Course sections instructed by the unit. Students Taught = Number of students enrolled for each course section within the unit (most students enroll in more than one course section). SCH = Number of semester credit hours generated by the unit. TLC = Number of teaching load credit generated by the unit. All Appointments = Values for all faculty employed within the unit. Instructional Appointments = Values for faculty with direct instruction appointments Headcount = Number of faculty employed by the unit (average is the unduplicated value) FTE = Full-time equivalent value of direct instruction appointments (average is per term) Salaries = Total dollars paid for faculty employed during reporting period Overload = Total dollars paid for teaching overload assignments of faculty with instructioned assigments Page 1 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Business Total by Unit Fall 2006 and Spring 2007 Value Business Total Course Sections Students Taught SCH TLC All Appointments Headcount Salaries Instructional Appointments FTE Salaries Overload o Total Average 425 7 11,213 184 33,499 549 1,258 21 162 83 $4,476,393 $53,932 123 61 $3,685,454 $59,970 $13,300 $3,325 1 Total Average 66 7 1,656 184 4,968 552 202 22 26 13 $811,279 $62,406 18 9 $621,106 $70,984 $2,200 $2,200 12 Total Average 64 6 1,776 161 5,324 484 192 17 30 16 $694,039 $43,377 21 11 $547,817 $52,173 $0 $0 LU Total Average 82 7 2,357 196 7,071 589 244 20 32 17 $953,277 $56,075 24 12 $810,739 $67,562 $10,000 $5,000 1 S Total Average 94 2,606 200 7,778 598 273 21 36 18 $885,948 $49,219 27 13 $633,901 $47,842 $0 $0 a> -^ Total Average 119 2,818 166 8,358 492 349 21 38 19 $1,131,850 $59,571 34 17 $1,071,891 $63,220 $1,100 $1,100 Page 2 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Education Total by Unit Fall 2006 and Spring 2007 Page 3 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Fine Arts Total by Unit Fall 2006 and Spring 2007 Page 4 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Forestry and Agriculture Total by Unit Fall 2006 and Spring 2007 Page 5 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Liberal & Applied Arts Total by Unit Fall 2006 and Spring 2007 Page 6 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Liberal & Applied Arts Total by Unit (Continued) Fall 2006 and Spring 2007 Page 7 of 8 6/2007 Institutional Research Report Appendix 2 Stephen F. Austin State University Faculty Workload Summary - Sciences & Mathematics Total by Unit Fall 2006 and Spring 2007 t Value Sciences & Mathematics Total Course Sections Students Taught SCH TLC All Appointments Headcount Salaries Instructional Appointments FTE Salaries Overload O o Total Average 1,105 10 23,038 217 52,535 496 2,926 28 310 161 $6,049,568 $37,575 212 106 $4,745,819 $44,837 $39,808 $3,880 s o CO Total Average 238 10 6,792 295 13,820 601 553 24 71 37 $1,113,174 $30,086 45 23 $801,627 $35,275 $4,700 $2,238 O) c .2 CO Total Average 78 39 326 163 720 360 125 63 27 15 $131,683 $8,779 $51,854 $28,888 $0 $0 CO o Total Average 125 16 2,382 298 4,866 608 264 33 22 11 $595,087 $54,099 16 $405,040 $49,577 $11,000 $5,500 E§ •> c/) Total Average 35 n/a 95 n/a 289 n/a 49 n/a $0 $0 $0 $0 $0 $0 ology Total Average 98 11 2,071 230 4,176 464 211 23 22 11 $408,176 $37,107 17 $360,790 $42,446 $0 $0 tics/ £ .2 Total Average 212 5,140 166 14,902 481 619 20 79 42 $1,687,626 $40,182 63 31 $1,391,465 $44,385 $1,100 $1,100 O) c "I Total Average 169 8 2,168 99 5,585 254 806 37 52 26 $1,462,826 $56,263 45 22 $1,255,085 $55,844 $14,708 $3,677 Total Average 150 14 4,064 369 8,177 743 299 27 31 16 $650,996 $40,687 21 11 $479,958 $45,365 $8,300 $3,843 Page 8 of 8 6/2007 Stephen F. Austin State University HEF Requests Fiscal Year 2007-08 Appendix 3 Department Fiscal Year 2007-08 HEF Appropriation Debt Service Debt Service Board of Regents Institutional Research Public Affairs Public Affairs Public Affairs Public Affairs Public Affairs Instructional Capital Microcomputer Replacement Fund Library Library Library Library College of Business Geology School of Music Biotechnology Shelton Gym Agriculture Information Technology Services Information Technology Services Information Technology Services Information Technology Services Information Technology Services Information Technology Services Physical Plant Physical Plant Physical Plant Physical Plant Controller's Office Controller's Office Controller's Office Controller's Office Purchasing Purchasing Human Resources Safety Office Safety Office Safety Office Counseling & Career Services Counseling & Career Services Disability Services Disability Services Post Offce University Police University Police University Police University Police University Police Appendix 4 Senate Bill 1232, Codified at Texas Education Code, Section 56.053 SECTION 2. Subsection (a), Section 56.053, Education Code, as amended by Chapters 80 and 655, Acts of the 77th Legislature, Regular Session, 2001, is reenacted and amended to read as follows: (a) The governing board of each institution shall adopt rules providing for the terms of the loan, subject to the following: (1) the loan must be repaid over a period not to exceed 90 days for a loan made for a regular semester or long summer session or over a proportionately shorter period for loans made for a six-week summer session; (2) the loan must be evidenced by a written or electronic agreement providing for one of the following: (A) interest on the loan at a rate of not more than five percent per year; or (B) an origination fee of not more than 1.25 percent of the amount of the loan; and (3) the loan amount per student may not exceed an amount equal to the tuition and mandatory fees for the courses in which the student is actually enrolling. SECTION 3. (a) The change in law made by this Act applies to payment of tuition and fees and to emergency student loans for an academic period beginning with the 2007 fall semester unless this Act takes effect after July 1, 2007, in which event the change in law applies beginning with the 2008 spring semester. (b) Payment of tuition and fees and emergency student loans for an academic period before the semester provided by Subsection (a) of this section are covered by the applicable law in effect before the effective date of this Act, and the former law is continued in effect for that purpose. SECTION 4. This Act takes effect immediately if it receives a vote of two-thirds of all the members elected to each house, as provided by Section 39, Article III, Texas Constitution. If this Act does not receive the vote necessary for immediate effect, this Act takes effect September 1, 2007. Appendix 5 Policies for Board Review July 10,2007 p-l Appendix 5 P-2 Appendix 5 Agency Accounts (001.2) Original Implementation: January 20, 1998 Last Revision: July 8, 200<]July 10, 2007 Agency Accounts are funds held by the University as custodian or fiscal agent for others. The money is deposited with the University for safekeeping, to be used or withdrawn by the depositor at will. All Agency Accounts must be related to the mission of the University. The University, at its sole discretion, will determine whether or not to establish an Agency Account. The University reserves the right to commingle Agency funds with University funds, which may be deposited in financial institutions. Agency Accounts will neither earn interest nor be assessed administrative fees, except for identifiable bank charges directly related to a specific Agency Account. Agency funds will be managed at the same level of safekeeping as University funds. Should owners of the Agency funds wish to conduct an independent audit, they may do so by obtaining their own auditor at their own expense. Agency Accounts are subject to review by University and State officials as well as anyone legally authorized to do so. Request to Establish an Agency Account A request to establish an Agency Account is made by completing the "Request to Establish an Account" form (Policy C-34). The form is available from the Controller's Office or at https://apache.sfasu.edu/sfa forms/frs acct req.html. If approved, the Agency Account will be assigned an account number (0-9XXXX), which will be used by the owner when depositing or withdrawing funds. Disbursement from an Agency Account Owners of Agency funds may withdraw funds or make payment to vendors by either of two methods: -Bi. Complete a "Purchase Voucher" form on-line at https://apache,sfasu. edu/sfa forms/purchasevoucher.shtml (Policy C 31). Print the completed form, sign it, and submit it to the accounts payable department in the Controller's Office. -B-2. Complete a "Request for Disbursement from an Agency Account" form, available from the Controller's Office or online at httvs://avache.sfasu.edu/sfa forms/REOUEST FOR DISBURSEMENT.shtml Print the completed form, sign it, and submit it to the accounts payable department in the Controller's Office. P-3 Appendix 5 All checks will be mailed unless written instructions are provided on these forms. Allow one week for check processing. Negative Balances in Agency Account Prohibited Agency Accounts are not permitted to carry negative balances. Therefore, the University may assess a $25 institutional fine each time an account goes into a negative balance. If an Agency Account is referred for collection, the Account will be assessed all associated costs. Source of Authority: Vice President for Business Affairs Cross References: Request to Establish an Account, Policy C-34; Purchase Voucher, Policy C-31 Responsible for Implementation: Vice President for Finance and Administration Contact for Revision: University Controller Forms: Request to Establish an Account (available from the Controller's Office; Purchase Voucher; Request for Disbursement from an Agency Account (available from the Controller's (available online at Office) http://apache, sfasu. edu/sfa forms/fill in forms, shtml) P-4 Appendix 5 AIDS and HIV Virus (D-l.l) Original Implementation: September, 1990 Last Revision: July 8, 200 Wy 10, 2007 Stephen F. Austin State University recognizes the increasing public awareness and concern over AIDS and the HIV virus. For the purposes of this policy, AIDS means acquired immune deficiency syndrome, and HIV Virus means human immunodeficiency virus. AIDS is a fatal disease that has become a nationwide public health problem in the last few years. In health related matters such as this one, the University shall follow the guidelines of recognized authorities including: the National Centers for Disease Control, the United States Public Health Service, the Texas Department of Health, and the American College Health Association. Further, the University shall conform its actions to the Texas Communicable Disease Prevention and Control Act, the Texas Human Immunodeficiency Virus Services Act, and other law. The health status of a person infected with the HIV virus may vary from an apparently healthy, normally functioning individual to a critically ill person. However, there is no current medical evidence that persons infected with the HIV virus present a health risk to others in the normal academic or workplace setting. Routine daily encounters with others pose no risk of transmitting the fragile, blood-borne virus. Accordingly, there is no reason to exclude individuals with AIDS or the HIV virus from campus academic, social, or cultural activities. Therefore, on the basis of current knowledge of the disease, persons sharing common living space, work or study areas, libraries, classrooms, recreational facilities, and theaters do not represent a problem or public threat to the campus community. Students and employees (faculty and staff) of the University who may become infected with the HIV virus will not be excluded from enrollment or employment, or restricted in their access to University services or facilities, unless medically-based judgments in individual cases establish that exclusion or restriction is necessary to the welfare of the infected person or of the other members of the University community. Persons with HIV infection are entitled to the same rights and opportunities as persons with other communicable diseases. The University prohibits any discrimination in its programs and activities against a person with HIV infection unless based on accurate scientific information. Any student, faculty member, or employee who violates this rule may be subject to appropriate disciplinary action. When circumstances arise that require review of any matter regarding HIV/AIDS, the President will seek the advice of the Director of University Health Services, the attending P-5 Appendix 5 physician, and other relevant parties. An opportunity will be provided for persons involved in the matter to discuss their circumstances. Members of the Public Health Committee will be available to review the issues and to provide recommendations to the President for appropriate action. In the event of public inquiry concerning University policy, programs, problems, or statistics related to AIDS on campus, the Director of Public Affairs will serve as the official spokesperson for the University and will enlist the cooperation of the Director of University Health Services and the Public Health Committee as necessary to prepare an appropriate response. All inquiries from the press, elected public officials, or the public in general will be referred to the spokesperson. Inquiries of a more private or specific nature may be made to the Director of University Health Services or the Chair of the Public Health Committee. The medical records and test results of any HIV-infected person on the campus shall remain confidential and private information in accordance with law. The breach of that confidentiality may result in litigation and in severe penalties, both civil and criminal. (Some exceptions to confidentiality are permitted by law.) The University shall keep the number of people who are aware of the existence and identity of students, faculty, or staff members who have AIDS or the HIV virus to an absolute minimum to protect the confidentiality and privacy of the infected persons and to avoid the generation of unnecessary fear and anxiety on the campus. However, public information shall be disclosed upon request in accordance with the Texas Open Records Act, the Family Educational Rights and Privacy Act, the Texas Communicable Disease Prevention and Control Act, the Texas Human Immunodeficiency Virus Services Act, and other law. Persons who know, or have a reasonable basis for believing, that they are infected with the AIDS virus are expected to seek expert advice about their health circumstances and are obligated, ethically and legally, to conduct themselves responsibly in accordance with such knowledge for the protection of other members of the University community. The University encourages regular medical follow-up for such persons. The University shall carefully observe the safety guidelines established by the U.S. Public Health Service for the handling of blood and other body fluids and secretions in University Health Services and in other institutional contexts in which such fluids or secretions may be encountered (e.g., teaching and experimental laboratories). The University shall strictly observe the public health reporting requirements for AIDS and HIV infection as well as other communicable diseases. P-6 Appendix 5 The University shall make this policy available upon request to students, faculty, and staff members and such a statement will be included in the Policy and Procedure Manual on the University's web page. Policy for the Work Environment In the work setting, the University's major concern will be whether an HIV-infected employee will be able to satisfactorily perform job duties. The University will make accommodations to keep an employee with HIV infection employed and productive for as long as the employee is capable of this performance. Most HIV-infected employees will be able to perform their job duties for an extended period before their illnesses interfere with job-related performance. During the asymptomatic period, the employee is not obligated to provide information about his/her HIV status to the University. However, an employee may want to share information about his/her HIV-infected status with University officials so that responsible management decisions may be made about: 1. assignments or reassignments of job duties; 2. evaluating leave policies to assure leave time comparable to other medical conditions; 3. determinations of possible qualification for disability entitlements; and, 4. monitoring the insurance status of the HIV-infected employee to assure continuation of coverage. Once HIV-related symptoms occur, the employee has the responsibility as in the case of other illnesses to provide medically verified information relating to the ability to perform job duties. Based on federal and state law, any medical documentation of information provided by an HIV-infected employee to University officials must be considered confidential and private information. As such, University officials are forbidden by law from disclosing this information to others without the employee's knowledge and consent. (Some exceptions to confidentiality are permitted by law.) The University requires that any consent to disclosure by the employee be in writing. Any University employee who breaches the confidentiality of this information commits a serious offense that may be cause for litigation, resulting in both civil and criminal penalties. University employees who refuse to work with HIV-infected co-workers may be subject to disciplinary action. University departmental chairs and directors should carefully P-7 Appendix 5 monitor and document any instances of such refusal in violation of this policy and take appropriate disciplinary action. At least once each year, Personnel Services Human Resources shall conduct an HIV/AIDS training program or distribute an educational pamphlet for University employees and include in the program and/or pamphlet: 1. current medical information about HIV transmission and prevention; 2. confidentiality and related laws; 3. personnel management, including relevant policies; 4. development of staff problem-solving skills; and 5. a plan for scheduled periodic training. Also, each year Personnel Services Human Resources shall conduct HIV/AIDS employee education programs to: Sri. provide basic and accurate information regarding the modes of transmission and prevention of HIV infection; 2. reduce fear and misinformation of HIV/AIDS; 7t3. help faculty and staff recognize and avoid personal behaviors that might cause them to become infected with the HIV virus; St4. encourage nondiscrimination, which enables the HIV-infected person to remain employed as long as feasible; 5. help maintain productivity and lawful behavior in the workplace; 6. provide continuing information about HIV/AIDS; and 9r7. distribute to all employees a copy of the Texas Department of Health's educational pamphlet entitled "AIDS: THE WORKPLACE." At a minimum, the HIV curriculum will include: 1. modes of transmission; 2. methods of prevention; 3. behaviors related to substance abuse; 4. current laws and regulations concerning the rights of an AIDS/HIV-infected individual; and, 5. behaviors associated with HIV transmissions which are in violation of Texas law. On an employee's request, the University shall pay the costs of testing and counseling an employee concerning HIV infection if the employee: 6rl. provides appropriate documentation that the employee may have been exposed to the HIV virus while performing duties of employment with that agency; and, P-8 Appendix 5 7t2. was exposed to the HIV virus in the manner that the U.S. Public Health Service has determined is capable of transmitting the HIV virus. However, an employee who may have been exposed to the HIV virus while performing job duties at the University may not be required to be tested for the HIV virus. For the purpose of qualifying for worker's compensation or any other similar benefits or compensation, an employee must provide the employer with a written statement of the date and the circumstances of the exposure and document that within 10 days after the exposure the employee had a test result that indicated an absence of HIV infection. The cost of an employee's testing and counseling shall be paid from funds appropriated for payment of worker's compensation benefits to state employees. Counseling or a test conducted in accordance with these provisions shall conform to the model protocol on HIV counseling and testing prescribed by the Texas Department of Health. In compliance with the Texas Communicable Disease Prevention and Control Act, the University Police Department shall adopt a policy for handling persons with AIDS or HIV infection who are in its custody or under its supervision. The department's policy shall ensure that education programs for employees include information and training relating to infection control procedures and that employees have infection control supplies and equipment readily available. The University shall adopt and implement workplace guidelines similar to the workplace guidelines for state agencies listed in the Texas Human Immunodeficiency Virus Services Act for any program involving direct client contact that is funded by one of the listed state agencies. Policy for the Academic Environment The University shall allow, to the extent possible, HIV-infected students, whether they are symptomatic or not, to continue regular classroom attendance in an unrestricted manner as long as they are physically able to attend class. The University recognizes that there is no medical justification for restricting the access of HIV-infected students to the University Center or to University cafeterias, snack bars, gymnasiums, swimming pools, recreational facilities, or other common areas. The University recognizes that the best currently available medical information does not support the existence of a risk to those sharing residence halls with HIV-infected P-9 Appendix 5 individuals; in some circumstances, however, there may be reasonable concern for the health of those with AIDS or the HIV virus who might be exposed to certain contagious diseases (e.g., measles or chicken pox) in a close living environment. Thus, decisions about residential housing of students with AIDS or the HIV virus shall be made on a case-by-case basis. The University may decide to assign students with AIDS or the HIV virus to private rooms in the interest of protecting the health of those students. The University shall provide education programs about AIDS and the HIV virus to its residence hall staff (both students and employees). Since there is no medical necessity, the University shall not advise others living in a residence hall of the presence of students in the residence hall who have AIDS or the HIV virus. The University believes that the responsibility to provide a safe living environment is best dealt with by educational programming. Similarly, the University shall not make any attempt in any other setting to identify those students or employees who have AIDS or HIV status. The University shall not routinely ask students about their status regarding AIDS or the HIV virus. However, the University shall encourage new students to inform the medical staff at University Health Services if they have AIDS or the HIV virus in order that Health Services can provide proper medical care and education. The Health Services staff will handle this information, like all other medical information, in a strictly confidential manner in accordance with University policy and with federal and state law. The University shall not provide any person, group, agency, insurer, employer, or institution with confidential medical information about students with AIDS or the HIV virus without the specific written consent of the student. Given the possibility of unintended or accidental compromise of the confidentiality of information, University Health Services staff will carefully weigh the importance of including any specific information regarding the existence of AIDS or the HIV virus in the medical record of a student except in circumstances of medical necessity created by the evaluation of an illness. At a minimum, the inclusion of any such information in the medical record should be discussed with the patient prior to its entry. The University shall make available to students, on request, the educational pamphlet on HIV infection developed by the Texas Department of Health and shall include in the University's web page a statement that the pamphlet is available from University Health Services. University Health Services shall provide accurate, understandable information on how to prevent the transmission of HIV infection in compliance with Section 51.919 of the Texas Education Code. P-10 Appendix 5 In further compliance with Section 51.919 of the Texas Education Code, the curricula of the nursing, counseling, and social work degree programs of the University shall: 1. include information about: ^a. methods of transmission and methods of prevention of HIV infection; and 2rb. federal and state laws, rules, and regulations concerning HIV infection and AIDS; and, 2. give special attention to the physical, emotional, and psychological stress associated with the care of patients with terminal diseases. Source Of AuthorityOms Reference: Texas Human Immunodeficiency Virus Services Act, Texas Health and Safety Code, Chapter 85; Texas Communicable Disease Prevention and Control Act, Texas Health and Safety Code, Chapter 81; Texas Education Code, sec. 51.919 Board of Regents; President Cross Rcf crcnccResponsible for Implementation: President None Contact For Revision: General Counsel Forms: None P-ll Appendix 5 Authority to Act in the Absence of the President (D-7) Original Implementation: February 23, 1978 Last Revision: January 9, 2006July 10, 2007 In the absence of the President the authority to act in his place is delegated in the following order depending upon the presence of the individual on the campus: 1. Provost/Vice President for Academic Affairs 2. Vice President for University Affairs 3. Vice President for Finance and Administration 4. Associate Provost/Vice President for Academic Affairs 5. Associate Vice President for Budget and Finance 6. Vice President for Development Provost/Vice President for Academic Affairs Vice President for Finance and Administration Vice President for University Affairs Vice President for University Advancement Associate Provost/Vice President for Academic Affairs The individual administrative officer acting under this delegation of authority is to handle administrative situations in accordance with the recognized operating procedures of the University, in the absence of the President (the line of succession for emergency operations is outlined in Policy D-ll). . He/She may take such action as he/she deems necessary, dependent upon the circumstances of a particular situation, when the President cannot otherwise be reached to make such decisions. As soon as possible and practical, the President shall be informed of any decision or unusual incident and the action taken. No unusual or major decision embodying significant commitments on behalf of the University will be made without consulting the President. The line of succession for emergency operations only is outlined in Policy D 11. Source of Authority: Board of Regents, President Cross Reference: None P-12 Appendix 5 Responsible for Implementation: President Contact for Revision: President Forms: None P-13 Appendix 5 Compliance with the Americans with Disabilities Act (D-41) Original Implementation: October 19, 1993 Last Revision: July 8, 20017ft 2007 The Americans with Disabilities Act signed into law on July 26, 1990, acknowledges the findings of congress that millions of Americans have one or more physical or mental disabilities. The legislation provides a comprehensive national mandate for the elimination of discrimination against individuals with disabilities. It is the intent of the Board of Regents of Stephen F. Austin State University to comply with both the letter and the spirit of the Americans with Disabilities Act ("ADA") as well as the Rehabilitation Act of 1973 and other laws protecting the rights of persons with disabilities. Compliance measures should address the necessity to provide opportunities to qualified persons with disabilities in employment and in access to education, where this will not pose an undue burden or fundamentally alter the programs of the institution. The Board recognizes that compliance with ADA requires increased awareness of all University employees and a commitment of institutional resources. Further, it is the intent of the Board to continue this institution's strong commitment to meeting the special needs of individuals with disabilities, and that this commitment remain an integral part of the educational mission and service component of Stephen F. Austin State University. It is the intent of this institution that ADA compliance measures shall include the following: ■ Diligently pursue the identification and elimination of physical, communication and attitudinal barriers to activities, programs, or series operated or sponsored by the institution, including employment, academic criteria, student and public services, and facilities. ■ Implement procedures for raising awareness of the requirements of ADA throughout the institution; ■ Provide coordinated and timely response to requests from individuals with disabilities; ■ Create a task force to support the efforts of an ADA Coordinator and ensure continued sensitivity to special needs of individuals with disabilities. University policy prohibits discrimination against faculty, staff or students on the basis of race, color, religion, sex, age, national origin, disability or disabled veteran status. Definition: P-14 Appendix 5 Discrimination on the basis of disability means: to limit, segregate, or classify a job applicant or employee in a way that may adversely affect opportunities or status because of the applicant's or employee's disability; ■ to participate in a contract which could subject an applicant or employee with a disability to discrimination; to use any standards, criteria or method of administration which could have the effect of discriminating on the basis of disability; to deny equal jobs or benefits because of a disability; to fail to make reasonable accommodations for known physical or mental limitations of an otherwise qualified individual unless it can be shown that the accommodation would impose an undue hardship; ■ to use selection criteria which exclude disabled persons unless the criteria are job related and consistent with business necessity; and, ■ to fail to use employment tests in a manner that ensures that the test results accurately reflect the applicants or employee's skills or aptitude for a particular job Source of Authority: The Americans with Disabilities Act of 199012 USC Sec. 12101 ot seq., Rehabilitation Act of 1973 (29 U.S.C.706(8)) Board of Regents, President Cross Reference: None The Americans with Disabilities Act of 1990 42 U.S.C Sec. 12101 etseq.} Rehabilitation Act of 1973 (29 U.S.C. 701 et seq.) Responsible for Implementation: President Contact for Revision: ADA Coordinator Forms: None P-15 Appendix 5 Concurrent Enrollment Program (A-50) Original Implementation: July 27, 1999 Last Revision: April 22, 2003 July 10, 2007 High school students with superior academic ability and achievement may be admitted to Stephen F. Austin State University and enroll in college courses while completing their high school studies. Students must demonstrate the capability to successfully complete college studies. The Concurrent Enrollment Program is open to high school students (grades 9-12) who have generally completed three fourths of the core high school graduation requirements and have obtained a minimum grade point average of 85. The grade point average is calculated on academic core courses and does not include such courses as band, choir, or physical education. In addition, students must submit a minimum composite score of 1010 on the SAT or 21 on the ACT. Students not exempt from TASP may talco collegiate level courses related to test sections that have been passod.Students must meet TSI requirements to register for reading and writing intensive courses, as well as math courses. A recommendation by the student's high school principal or high school counselor must be submitted as well. Source of Authority: Provost and Vice President for Academic Affairs Cross Reference: General Bulletin Responsible for Implementation: Provost and Vice President for Academic Affairs Contact for Revision: Provost and Vice President for Academic Affairs Forms: None P-16 Appendix 5 Delegated Purchasing Authority (C-10) Original Implementation: Unpublished Last Revision: July 11, 2005July 10, 2007 Stephen F. Austin State University adheres to a policy of centralized purchasing for the purposes of: 1. insuring compliance with state and federal laws, rules, and regulations; 2. protecting the University from unauthorized acquisitions of supplies, equipment and services; 3. providing budgetary control and coordination; 4. insuring fair and ethical business practices; and 5. providing savings through consolidation of requirements^ and standardization of products where appropriate, and competitive bidding. 6. providing best value acquisition through competitive solicitation processes. The Purchasing Department, under supervision of the Director of Purchasing and Inventory/HI/i? Coordinator, has sole authority for the negotiation and purchase of all goods and services for the University with the exception of items listed in Policy D-20.5 Items Requiring Board of Regents Approval, and the following specific delegations that exist under proper administrative approval. 1. The Director of the University Libraries is authorized to purchase books, periodicals, journals, and other related materials needed to maintain University resource material collections. 2. The Curator of the Stone Fort Museum is authorized to purchase general merchandise for resale in the museum gift shop. 3. The Physical Plant is authorized to make purchases up to $2000 with pre-assigned requisition numbers for completion by the Purchasing Office with the same number. 'I .Account Administrators are authorized to make local purchases of items costing $500 or less through the Local Purchase Authorization procedures, Policy C 20. A. Sr4. Employees are authorized to make procurement card purchases of items costing $2000 or less through the Procurement Card procedures, Policy C-44. 4r5. Employees without Procurement Cards or access to LPA's may make purchases approved by the Account Manager, and request reimbursement ONLY when other purchase options are not possible or available. Taxes will not be reimbursed. 7t6. Employees are authorized to provide to vendors authorized PO numbers issued by the Purchasing office (Phone PO). In most cases the requisition must be entered and approved on-line before the PO # is issued. When determined appropriate by the P-17 Appendix 5 Purchasing Office, the PO # may be issued without a requisition. In such cases, the requisition must be entered on-line within 24 hours, and referencing the PO #. Sr7. Certain payments may be made by completing a voucher for submission to the Controller's Office. See Policy C-31 Purchase Voucher. 9t8. All other purchases are to be submitted as a formal request for the Purchasing Department to secure a good or service. See Policy C-30 Purchase Requisition. All official correspondence other than that delegated above; i.e., ^^solicitations, purchase orders, correctionc/iange orders, cancellations, etc. shall be issued by the Purchasing Department. The Director of Purchasing & Inventory/HUB Coordinator is delegated authority to sign all titles and associated documents for the purchase, transfer or sale of vehicles, trailers, or marine equipment. UNAUTHORIZED PURCHASES MADE OUTSIDE OF DELEGATED AUTHORITY Unauthorized purchases are purchases charged to the University without utilizing one of the delegations stated above. Payment for unauthorized purchases will not be made by the University with appropriated funds. The department head approving an unauthorized purchase is responsible to insure that the account used for payment has sufficient funds. If payment of the unauthorized purchase and/or any late fees is not approved by the appropriate department head, dean, vice president or president, the individual making the purchase will be responsible for payment to the vendor or returning the item(s). Any freight costs associated with receiving or returning the item(s) will be the responsibility of the individual making the unauthorized purchase. Source of Authority: Vice President for Business Affairs Cross Reference: Policy D-20.5 Items Requiring Board of Regents Approval; Policy C 20.A Local Purchase Authorization; Policy C-30 Purchase Requisition; Policy C-31 Purchase Voucher; Policy C-44 Procurement Card Responsible for Implementation: Vice President for Finance and Administration Contact for Revision: Director of Purchasing and Inventory///£/i? Coordinator Forms: None P-18 Appendix 5 Departmental Administration (E-10A) Original Implementation: March 7, 1978 Last Revision: April 30, 200lJufy 10, 2007 The Chief Administrative Officer of an Academic Department The chief administrator of an academic department shall be the chair. General Description of the Department Chair The chair of an academic department occupies a unique position in the University. The chair is the chief executive of the department responsible for the implementation of department, college and University policy, and a frequent participant in policy formation. Thus, the chair is an administrator, the quality of whose performance has fundamental impact on the success of the institution in attaining its specific goals. The chair's efforts are crucial to the achievement of excellence in teaching, scholarship/creative activities, and service at Stephen F. Austin State University. The chair, through daily interaction with colleagues, sets the tone for the department. The chair is both an advocate for the department's needs to the administration and an interpreter of administrative policy to faculty and students. That dual role is a sensitive one, requiring considerable skills of diplomacy and persuasion. Simultaneously, the chair is a faculty member who is expected to exemplify those faculty qualities most valued by the academic community: teaching excellence, scholarly and creative activities, and a commitment to University and community service. (See also Chair Teaching Load policy.) Major Responsibilities of the Department Chair The primary responsibility of the chair is to establish and maintain a departmental climate conducive to the pursuit of knowledge. The chair should provide leadership and direction to the department. The chair should serve as the chief representative of the department both within and without the University and effectively communicate to the faculty and students those policies and events which affect departmental policies and procedures. The decisions of the chair should be made and implemented in the context of collegiality and regular communication with the departmental faculty. Such communication includes both institutional forms and informal consultations seeking the counsel and advice of the faculty on matters which affect academic programs or the professional interests of the faculty and the department. More specifically, the administrative responsibilities of a department chair include, but are not limited to, the following: P-19 Appendix 5 1. provide leadership in the establishment and maintenance of a visionary direction and standards for the academic unit, consistent with the College and University missions; 2. serve as an advocate for the department, college, and university; 3. assure program quality through evaluation, modification and development of programs and curriculum; 4. respond to the needs, responsibilities and requirements of students, faculty, administration, the public and other constituencies - e.g., develop and implement an effective student advising system; encourage the professional growth and recognition of faculty and staff; prepare catalog materials, schedules of classes, and teaching and collateral assignments of department faculty/staff; support and encourage faculty involvement in university and community activities; 5. manage fiscal resources - prepare and administer the department budget; maintain effective and efficient department office procedures; where appropriate, coordinate fundraising activities with the College and University; 6. manage and allocate physical resources; 7. establish/maintain and communicate effective personnel procedures and processes - recruitment and hiring procedures, evaluation of department members for retention/termination, tenure, promotion, and merit raises; develop a climate and allocate available resources that promote faculty development; and 8. Promote the academic unit as a representative to external organizations/activities. Selection of the Department Chair 1. A Search and Screen Committee will be used in each search for a department chair. Each search initially will be open and without prejudice for inside or outside candidates. The dean of the college or Provost and Vice President for Academic Affairs will meet with the department faculty prior to committee selection to discuss the type of search. Should considerations indicate that a fully open search may not be a viable choice, a decision limiting the scope of the search should be made prior to the selection of the committee. Such a decision will not be made without consultation with the department faculty. 2. The committee will be constituted by the dean of the college on consultation with the faculty of the department and on concurrence by the Provost and Vice President for Academic Affairs. The committee chair will inform the department faculty of the names of the committee members. The dean will inform the college faculty. 3. The committee shall have at least five members. Larger membership will depend on the size of the department and the complexity of its programs, but all committees must have an odd number of members. 4. Once the size of the committee has been established, the department shall elect its specified number of representatives to the committee. Faculty members eligible to vote will be those on full-time contract with the University who hold faculty rank in the department. When possible, all tenure-track ranks will be represented. In all cases the faculty shall elect a majority of the committee. P-20 Appendix 5 5. Normally every Search and Screen Committee will have representation from outside the department. No more than one-third of the committee will be from outside the department, except in those cases where the small size of the department or other major considerations make this provision impracticable. While outside representatives will ordinarily be appointed, they may be elected by the department faculty if it seems appropriate or proves necessary to meet the provision that a majority of the committee shall be elected by the department faculty. 6. The dean, after consultation with the Provost and Vice President for Academic Affairs and the department faculty, shall then fill the other positions on the committee, from within and/or without the department, with a view toward creating a balanced committee which can best represent the interest of the department, college, and University. 7. To enhance the ability of the committee to focus on the administrative capabilities of the candidates, at least one member of the committee should be an individual with appropriate academic administrative experience. 8. The dean will convene the committee for its organizational meeting; at this time the committee will elect its chair and other officers. 9. Ordinarilyffi/imafc permit, at least three candidates recommended by the committee will be interviewed on the campus. The itinerary for the interviews will provide ample opportunity for the candidates to meet department faculty, students, the dean of the college, the Provost and Vice President for Academic Affairs, and the Search and Screen Committee. 10. After the interviews, the dean shall invite comments from all department faculty and those students who may have been involved in the process relative to the acceptability of various candidates. A summary of these comments should be forwarded, along with the dean's recommendation and the final recommendation of the committee, to the Provost and Vice President for Academic Affairs. 11. Appointment is by the Provost and Vice President for Academic Affairs and the President and requires the approval of the Board of Regents. Term of Office of the Department Chair The department chair is appointed by the President of the University upon recommendation by the dean and the Provost and Vice President for Academic Affairs for an unspecified term of office. (See also Chair Appointments policy.) Evaluation of the Department Chair The evaluation of the department chair is designed to assist the chair in promoting academic excellence throughout the university. This process takes two forms: the triennial review and the annual review of department chairs. Both processes are guided by the considerations outlined below. The annual review provides the basis upon which to award merit to department chairs. P-21 Appendix 5 1. The faculty, chair, and dean must be constantly aware of the quality of a department's academic programs and department administration, and should make recommendations for their improvement. 2. In order to strengthen evaluation of department operations, the department chair will be evaluated annually by the dean of the college. A recommendation for | merit will be forwarded to the Provost and Vice President for Academic Affairs. When the dean begins the process of annual evaluation of the chair, consideration should be given to all aspects of the chair's performance. The criteria in the Major Responsibilities of a chair enumerated above provide a basis for the dean's assessment of the effectiveness of the department chair and are delineated in the Department Chair Administrative Effectiveness Appraisal. The evaluation process is designed to assist the chair in promoting academic excellence. Additional criteria used by the dean should be communicated to the chairs in the college prior to the three year evaluation period and prior to the period during which the chair is considered for merit. In the case of the triennial review, a summation of the faculties' evaluations of the chair should be included as a component of the evaluation procedure. 3. At least once every three years the dean will initiate an evaluation of the department chair's performance by the faculty of the department. The instrument used in this formal evaluation, "Department Chair Administrative Effectiveness Appraisal," shall request each faculty member to provide a recommendation on the continuance of the chair. Following an evaluation of the chair, the dean of the college will meet with the department for a report on the evaluation. 4. Evaluations of a department chair's performance by the faculty may be initiated at any time by a majority of the faculty, at the call of the chair, dean, Provost and Vice President for Academic Affairs, or President. Comments which may have been received relative to the chair's performance and the advisability of retention should be carefully weighed for both the annual and triennial reviews. If these comments reveal serious problems in the department or that a majority of the faculty of the department desire a full-scale, formal evaluation by the faculty of the department, the dean will consult with the Provost and Vice President for Academic Affairs and determine whether such an evaluation of the chair will be conducted. The dean will report the nature of his/her decision to those faculty members who expressed the initial concern. In this, as in the case of all administrative decisions, faculty members have the right to appeal formally this decision to the Provost and Vice President for Academic Affairs and then to the President. 5. The dean of the college will review with the department chair the results of the annual administrative evaluation and any evaluation by the faculty. After this review the report of the evaluation with recommendations based thereon will be submitted by the dean of the college to the Provost and Vice President for Academic Affairs. Merit for Chairs/Division Directors P-22 Appendix 5 Stephen F. Austin State University includes among the aspects of its mission and purpose the recognition of outstanding performance by chairs/directors of academic departments/units in the areas of administration, teaching, scholarly/creative activity, and service. Thus, Stephen F. Austin State University believes that the achievement of those aspects of professional performance of academic administrators should be regularly and systematically assessed; and in each case in which achievement has been accomplished in an exemplary manner, merit pay should be extended. To evaluate the performance of its chairs and to provide appropriate rewards, the University will employ the policies and procedures set forth below. 1. Criteria: Outstanding performance in administration, teaching, creative/scholarly activity, and service shall constitute the basis for awarding merit to a chair. For the categories of teaching, creative/scholarly activity, and service, therefore, each college shall identify specific characteristics consistent with Evaluation, Merit Pay, Promotion and Tenure, policy E-20A, that are pertinent to its role within the University-wide mission and purpose. The Department Chair/Director Administrative Effectiveness Appraisal Form is intended to guide the evaluation of administrative merit at the chair level. 2. Procedures: Each chair will provide the dean with copies of his/her "Annual Report on Teaching, Scholarly/Creative Activities, and Service" for the preceding year as well as a report of the administrative achievements for the preceding year. The format of this attached report may vary among colleges; however, it should reflect the activities appropriate to the role of the chair as described earlier in this policy as well as progress on realizing goals and aspirations for the department. The report shall be completed at the time faculty members are completing their annual faculty evaluation forms. The chair or division director shall, in consultation with the dean of the college, establish and document goals and aspirations for the department/division for the coming year. These stated goals should serve as the basis for future evaluation of the chair/division director. The chair will review his/her Annual Report and report on administrative accomplishments with the dean. Following this review, the dean will submit the "Administrative Evaluation" form and supporting documentation to the Provost andVice President for Academic Affairs for recommendation, if appropriate, to the President of the University, with a copy to the chair. The Provost and Vice President for Academic Affairs shall make recommendation to the President for final approval. Source of Authority: President Cross Reference: Faculty Handbook, Evaluation, Merit Pay, Promotion and Tenure, Policy E-20A P-23 Appendix 5 Responsible for Implementation: Provost and Vice President for Academic Affairs Contact for Revision: President/Yovo,sf and Vice President for Academic Affairs Forms: Department Chair Administrative Effectiveness Appraisal (available in academic dean's office) P-24 Appendix 5 Discrimination Complaints/Sexual Harassment (E-46) Original Implementation: September 1990/February 2, 1982 Last Revision: April 24Juty 10, 2007 1. Purpose: To provide a working environment of nondiscrimination, equal employment opportunity, affirmative action, protection from retaliation for members of classes protected by law, and to comply with Federal and State equal opportunity employment regulations. 2. Non-discrimination Policy: It is the policy of Stephen F. Austin State University not to discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin, disability, or disabled veteran status. Unlawful discrimination based on sex includes discrimination defined as sexual harassment. Stephen F. Austin State University is committed to the principles of Equal Employment Opportunity (EEO) law. An employee who violates this policy is subject to disciplinary action up to and including termination. A supervisor or employee commits unlawful employment practice if the supervisor or employee retaliates or discriminates against a person, who (a) opposes a discriminatory practice, (b) makes or files a complaint alleging employment discrimination, (c) or testifies, assists or participates in any manner in an investigation, proceeding or hearing. Any employee who retaliates against another employee who opposes alleged employment discrimination violates the university's policies and procedures and may be subject to disciplinary action up to and including termination. This policy applies to student complaints that might involve peer to peer discrimination/harassment and also student employment discrimination/harassment. The President or designee will be responsible for overseeing the Discrimination Complaint/Sexual Harassment Policy and procedures and for ensuring compliance with EEO laws. All employment decisions will be based on objective, job related, and measurable criteria that can be consistently applied. Human Resources or designee will review all employment actions and decisions, to include, but not limited to, recruitment, selection, promotion, assignment, training, evaluations, discipline, restructuring, workplace accommodations, and compensation to ensure consistency of application. Human Resources or designee will annually review all personnel policies and procedures to ensure compliance with EEO laws and present P-25 Appendix 5 any recommendations for updating to the President. All employment related documents will be maintained in accordance with the university's Texas State Record Retention Schedule. 3. Definitions: 1. Unlawful Discrimination: Based upon a variety of statutes, both on the federal and state levels, unlawful discrimination may affect terms and conditions of the employment or the educational setting and is based upon race, color, religion, sex, age, national origin, disability, or disabled veteran status. Applicable statutes include: Title VII of the Civil Rights Act of 1964, Civil Rights Act of 1991, Title IX of the Education Amendments of 1972, Age Discrimination in Employment Act, Americans with Disabilities Act, Section 504 of the Rehabilitation Act, Equal Pay Act, Immigration Reform and Control Act of 1986, and Article 5221k, V.T.C.S. The totality of the facts and circumstances will have a bearing on whether unlawful discrimination has occurred. 2. Sexual Harassment: Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, even if carried out under the guise of humor, constitute sexual harassment when: 1. Submission to or tolerance of such conduct is made either explicitly or implicitly a term or condition of an individual's employment or education; or 2. Submission to or rejection of such conduct by an individual is used as the basis for academic or employment decisions (including admissions and hiring) affecting that individual; or 3. Such conduct has the purpose or effect of substantially interfering with an individual's academic or professional performance or creating an intimidating, hostile or offensive employment, educational or living environment The university will not tolerate sexual harassment of any employee or student by another employee, supervisor, or other person with whom an employee or student may have contact with as part of his or her duties. The totality of facts and circumstances in any given situation will have a bearing upon whether unlawful discrimination or sexual harassment has occurred. 4. Required Equal Employment Opportunity (EEO) Training: The University is required by the Texas Labor Code 21.010 to provide training to each new employee on policies regarding discrimination and harassment no later than 30 days after the date of hire. In addition, supplemental training is required every two years. All employees will receive a copy of the University's Discrimination Complaint/Sexual Harassment Policy and procedures within 30 days of employment. A signed statement verifying attendance is required to be maintained in the employee's personnel file. P-26 Appendix 5 5. Management and Supervisory Responsibilities: Vice Presidents, Deans, Directors and Department Chairs shall take appropriate steps to disseminate this policy statement and to inform employees and students of procedures for lodging complaints. Vice Presidents, Deans, Directors, and Department Chairs are required and students are urged to notify the Director of Human Resources, ADA Coordinator or the appropriate Dean, Director, or Department Chair for the area involved when they learn of an instance of unlawful discrimination or sexual harassment. 6. Employee Responsibilities and Student Responsibilities: While not required, all employees are urged to contact the Director of Human Resources or the appropriate Dean, Director, or Department Chair for the area involved when they learn of an instance of employee related unlawful discrimination or sexual harassment. Students are urged to contact the Director of Human Resources, ADA Coordinator or the appropriate Dean, Director, or Department Chair for the area involved regarding employee related unlawful discrimination or sexual harassment. Student to student infractions should be reported to the Judicial Office of Student Development. 7. Complaint Procedure: Employees may report a discrimination or sexual harassment complaint without fear of retaliation. All university employees are responsible for immediately reporting discrimination or sexual harassment complaints to the Director of Human Resources, or ADA Coordinator (as applicable), or may additionally be reported to a Vice President, Dean, Director or Department Chair for the area involved. Student to student complaints should be reported to the Judicial Officer, or the ADA Coordinator (if applicable). Complaints should be filed as soon as possible after any incident, but no later than 180 days from the incident involving unlawful discrimination or sexual harassment Complaints must be made in writing and signed by the individual submitting the complaint. While investigators will attempt to maintain as much confidentiality as possible, complete anonymity may give way to the University's obligation to investigate and take appropriate action. If a pattern of harassment appears to exist but no complainant files charges, the University may file a third-party charge against an individual. Such charges will be handled with as much care and control as any other complaint so as to avoid acting on rumor or unjustified accusation. 8. Investigative Process: 1. Employee Related Complaints Once a complaint has been brought to the attention of a Supervisor, Department P-27 Appendix 5 Chair, or other individual in a management level position, that person must report the complaint to the Director of Human Resources as soon as possible. Every attempt should be made to keep the information confidential and restricted to only those who have an absolute need to know. As there may be more than one complainant in an unlawful discrimination or sexual harassment case, the term "complainant" as used herein shall refer to one or more complainants. The Dean or Director (or other appropriate administrator) for the area involved will normally begin the investigation of the charges within 10 working days from when it was received, not as a representative of the complainant, but as an impartial party. If the Director is the direct supervisor of the accused, the Vice President will assign an alternative director from within their division so the investigator is not investigating his or her own department. The investigation shall normally be conducted within 45 working days thereafter the letter of finding will be forwarded to the Director of Human Resources and the General Counsel at the end of the investigation. Case complexity will vary and the termination of the investigation will depend on case circumstances; however, the investigation will commence within the designated time and will conclude under normal circumstances within 45 working days. It is incumbent upon the investigating official to document a reasonable justification for extending an investigation beyond 45 working days. Investigation of a complaint normally will include conferring with the parties involved and may proceed as necessary with examination of relevant documentation and interviews with other employees or students. Discretion should be exercised in determining which witnesses are indeed necessary to the investigation. The Dean or Director conducting the investigation may also consult with appropriate management personnel, including the Director of Human Resources, the ADA Coordinator, and the General Counsel for advice and guidance as applicable. After investigating the allegations, the Dean or Director will meet with the accused employee, provide the accused with the allegations and an opportunity to respond to the allegations. The investigator is responsible for responding to each allegation that the complainant has made. This response should be in the form of a memo describing the investigator's findings and conclusions. The memo summary should include a brief overview of the investigative process including the categories and numbers of individuals interviewed (excluding names), timelines, a summary of each allegation, a summary of the findings by the investigator, and a summary of the investigator's conclusions and recommendations. This memo should be addressed to both the complainant and the accused with copies provided to the appropriate Vice President, the General Counsel, and the Director of Human Resources. If the complainant or the accused are not satisfied with the results of the investigation as presented in the P-28 Appendix 5 memo from the investigator, they may appeal in writing to the appropriate Vice President within 30 days of the date of the memo. If the complaint cannot be resolved to the satisfaction of all parties, the Dean or Director, working with the Director of Human Resources and the General Counsel, will make a recommendation, normally within 20 days of receipt of the complaint to the appropriate Vice President as to whether any disciplinary action should be taken. A summary of the case will be provided to the Vice President. Recommendations of the Dean or Director to the Vice President may include dismissing of the charges; warning, suspension or termination of the accused; allowing the parties to sign a written statement of agreement resolving the differences between them; counseling; or other appropriate disciplinary action. A general status report of the investigation should be provided to the complainant and the accused upon completion of this investigative phase. 2. Student to Student Complaints: The Judicial Officer shall investigate student to student complaints and follow the timeframes described in the preceding guidelines for employees. If student discipline is recommended, the Rules of Procedure in Student Disciplinary Matters will guide the proceedings. Said rules are located on the SFA Web Page for student policies and procedures or may be obtained from the Office of Student Affairs. Informal and formal disposition procedures are outlined within the policy; and, it contains full due process procedures. 9. Review by the Appropriate Vice President for Employee Related Complaints: After the Vice President has offered to meet with the accused and if necessary, to meet with the complainant and witnesses, he/she will accept, modify or reject the recommendation of the Dean or Director. If the Vice President concludes that the charges are serious enough to require termination or suspension, the faculty member or staff member may be placed on a leave of absence with pay, pending a hearing by the review board and action by the President. The Vice President's review should generally be completed within 10 days from receipt of the matter, unless additional time is required in fairness to the parties. A general status report should be forwarded to the complainant and the accused at the conclusion of the Vice President's review. 10. Review by the Employee Discrimination Complaint Review Board: If the decision of the Vice President is not satisfactory to either party (complainant or accused), that individual(s) has 5 days in which to request a formal hearing of the Discrimination Complaint Review Board ("Review Board"). The request must be put in writing to the Vice President issuing the decision. The Review Board of three individuals will be selected from a panel of 20 pre- P-29 Appendix 5 selected faculty members and 20 pre-selected staff members to be appointed by the President. If the accused is a faculty member, the Review Board will be composed of at least two faculty members. If the accused is a staff member, the review board will be composed of at least two staff members. The complainant will select one member and the accused will select one member from the applicable panel. The two selected members will choose a third person from the panel. None of these individual review board members shall be from the department of the accused or the complainant (if applicable). These three individuals will comprise the Review Board and will elect a Chair from among themselves. The University President may remove any selected Review Board member if substantial proof of bias exists. The Chair of the Review Committee is responsible for coordinating the hearing. The complainant, the accused, and the University all have the right to be advised by counsel, but lawyers will not be allowed to conduct or participate in the hearing. The day prior to the scheduled Review Committee hearing, each side shall submit a list of its witnesses and copies of its documentary evidence to the Chair. A list of witnesses and a summary list of the evidence will be provided to each side. The rest of the Review Committee will not receive the material until the time of the hearing. All materials presented must be maintained in a confidential manner by all parties involved. The Dean or Director who conducted the investigation will apprise the Review Board of the charges and will normally present all relevant evidence. Both parties will have an opportunity to respond to the charges and present evidence. Each party may make a 5 minute opening statement prior to presentation of the evidence. The burden will be on the complainant to prove by the greater weight of the credible evidence that the accused has committed an act of sexual harassment and/or unlawful discrimination. Cross examination of the witnesses is allowed by all parties. Each party may make a 5 minute closing statement. The Chair of the Review Board will conduct a fair hearing before the complainant and the accused and shall allow relevant witnesses and evidence from both parties. The hearing shall be closed to the public. The General Counsel may and/or the Director of Human Resources may be consulted in procedural matters of the review board and may be present at meetings. All information presented in the hearing is confidential and restricted to only those who have an absolute need to know. The Review Board will normally have 5 days after the completion of the hearing to summarize its findings and make a written recommendation to the President. 11. Review by the President for Employee Related Complaints: The President may accept, reject, or modify the decision of the Review Board and P-30 Appendix 5 will have access to all evidence, both parties, and witnesses as deemed appropriate. In all instances except where a faculty member's tenure is revoked or a faculty member is being terminated during the term of their employment, the decision of the President is final. In cases where tenure is being revoked or a faculty member is being terminated during the term of employment, the case will be forwarded to the Board of Regents for a final determination. Pending action by the Board of Regents, the faculty or staff member may be suspended without pay and removed from the University or assigned to other duties with pay at the President's discretion. Final disposition of the case will be communicated to the accused employee and the complainant. 12. Employee Sanctions: 1. University imposed: University sanctions for violations of this policy may include any disciplinary action, up to and including termination of employment for faculty or staff. Such activities may be viewed as constituting moral turpitude or substantial neglect of academic responsibilities under the Faculty Handbook and a major work rule violation under the Staff Discipline and Discharge Policy. 2. Civil: Unlawful discrimination and sexual harassment are illegal under state and federal law. Official governmental investigations by the Equal Employment Opportunity Commission, the Texas Commission on Human Rights, and/or the Office of Civil Rights of the Department of Education may result in civil lawsuits against any person guilty of unlawful discrimination or sexual harassment. 3. Criminal: Sexual harassment by a public servant is a criminal offense under 39.02 of the Texas Penal Code. Depending on the severity of the acts, sexual harassment may also specifically include indecent exposure, public lewdness, assault, or sexual assault under Chapter 21 and 22 of the Texas Penal Code. 4. False charges may result in disciplinary action against the complainant by the University or civil charges against the complainant by the accused. An unsubstantiated charge is not considered "false" unless it is found to be made with the knowledge of it being false. 13. Student Sanctions: Disciplinary action for student to student related complaints may range from sensitivity counseling to suspension or dismissal. False charges may also result in disciplinary action. An unsubstantiated charge is not considered "false" unless it is found to be made with knowledge of it being false. 14. The Dean/Director (or other appropriate administrator) who investigated the complaint will be responsible for monitoring the circumstances surrounding the complaint to insure the situation has been remedied. 15. The Human Resources Director or designee will be responsible for maintaining a log of all formal complaints and the results of such complaints. P-31 Appendix 5 Cross Reference: Faculty Handbook, Non-Academic Employee Handbook; 42 U.S.C. 2000e; 42 U.S.C. 1981; 20 U.S.C. 1681-1688; 29 U.S.C. 621 et seq.; 29 U.S.C. 794 et seq.; 29 U.S.C. 206(d); 8 U.S.C. 1101; Texas Labor Code Sec. 21.101 et seq.; Texas Penal Code, Sec. 39.02 Responsible for Implementation: President Contact for Revision: Director of Human Resources and General Counsel Forms: None P-32 Appendix 5 Distinguished Professor Award (A-16) Original Implementation: Unpublished Last Revision: July 17, lOOUuly 10, 2007 The Stephen F. Austin State University Alumni Association honors an outstanding faculty member at &s-an awards ceremony each spring semester, awards luncheon, which follows Commencement each spring semester. Nominations are solicited through the Focus in early February with the deadline for nominations of March 1. Nominations should be submitted on a Distinguished Professor Award Nomination Form: available on the Alumni Association web-site (www.sfaalumni.com). A committee made up of the last three recipients reviews the nominations and presents their recommendation to the Associate Vice President for Alumni Affairs of the Alumni Association. The selection of the Distinguished Professor is made by the Alumni Association Board of Directors. Criteria for the selection of the Alumni Association Distinguished Professorship Award are listed below: 1. In general, the faculty member selected should most nearly satisfy the criteria for faculty excellence as published in the SFASU Faculty Handbook incorporating demonstrate excellence in the following areas: teaching, scholarly/creative, and service activities. 2. The recipient must be a tenured member of the faculty. Academic administrators holding a position above that of department chair or director are not eligible. 3. The recipient must have been a full-time teacher at SFASU for three years. 4. The recipient must be an active member of the faculty at the time of the award. 5. Scholarship, citizenship, and contribution to academic excellence and the University's mission should be of such caliber as to bring positive and wide spread recognition to SFASU. Nominations are solicited through Focus_ in early February with a March 1 deadline for nominations. Nominations should be submitted on a Distinguished Professor Award Nomination Form: available from the Alumni Association. A committee made up of the last three recipients reviews the nominations and presents their recommendation to the Vice President for Alumni Affairs. The selection of the Distinguished Professor is mado by the Alumni Association Board of Directors. Source of Authority: President, Alumni Association Board of Directors Cross Reference: www.sfaalumni.comNem Responsible for Implementation: Provost/Vice President for Academic Affairs P-33 Appendix 5 Contact for Revision: Associate Vice President for Alumni Affairs Forms: None P-34 Appendix 5 Driver Certification (D-10) Original Implementation: May 4, 1983 Last Revision: July 8, lOOUuly 10, 2007 Driver certification is required for any University employee who must drive a University vehicle, including rented or leased, within the scope of his/her employment. Such certification is processed through the University Police Department (UPD). An "Application Approved Drivers Certification" form is obtained from the Administrative Secretary Specialist in UPD and should be signed at the bottom by the applicant's department head. Upon receipt of the driving record report from Austin, and in compliance with University requirements, UPD will: (a) issue a temporary permit valid for 180 days for Faculty and Staff or 90 days for Students, (b) |
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