Minutes of Board of Regents of Stephen F. Austin State University. 2001, Volume No. 173

              Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
January 30, 2001
Volume 173
TABLE OF CONTENTS
Page
01-33 Approval of the following items: 1
Approval of October 31, 2000, November 27, 2000, and January 8, 2001
Minutes 1
Revision to Board Rules Regarding Designation of Officers (Vice Chair).. 1
Faculty and Staff Appointments for 2000-2001 1
Changes of Status 2
Retirements 3
Voluntary Modification of Employment 4
Last Class Day Report for Fall 2000 4
Underenrolled Classes for Spring 2001 4
Faculty Workload Report for Fall 2000 4
Resolution to Review Qualified Investment Brokers and
Financial Institutions 4
Purchase of Computer Equipment for the Forest Resources Institute 4
Lease of Xerox Document Centre 400 Series 4
Food Services Contract 4
Housing Upgrades 4
Renovations and Furniture for Griffith and Kerr Halls 4
Natural Gas Contract with General Land Office 4
Coliseum Air Handlers 5
East College Cafeteria Air Handlers 5
Repaving and Repairs to Parking Lots and Streets 5
Consideration of Authorization of Power Plant I Chiller Purchase 5
Arthur Temple College of Forestry Greenhouse 5
Resolution to Acknowledge Review of Investment Policy 5
Policy Revisions 5
New -Fleet Management PI
New-Tuition Rebate P3
A-5-Add/Drop P5
A-11-Commencement P6
A-37.1-Performance Evaluation of Tenured Faculty P7
A-54-Semester Grades P9
B-3-Austin Building Conference Rooms PI 1
B-4-Camp and Conference Reservations P12
B-30-University Vehicles (Rental) P23
C-2-Annual Budget Preparation P30
C-8-Computer Equipment Purchases P31
C-12-Distribution of Payroll P32
C-13.5-Food Services P33
C-25-Private Solicitation P34
C-41-Investments P35
D-4-Appearances Before the Board of Regents P46
D-9-Disposition of Abandoned Personal Property P46
D-10-Driver Certification P49
D-12-Faculty/Staff Traffic Appeals P50
D-25-Petitions and Handbills P53
D-36-Training and Certification of University Vehicle Operators P56
E-18-Employee Separation P59
E-32N-Longevity Pay/Hazardous Duty Pay ...P60
E-45-Service Awards P61
E-47.1-Sick Leave Pool P62
E-54-Vacation/Sick Leave Report P66
F-10-Emergencies P67
F-21-Notary Public P69
F-23-Printing Services P70
01-34 Faculty and Staff Appointments (Coaches) 5
01-35 Ratification of Termination of Contract with Cargill and Associates 6
01-36 Delegation of Authority for Legislative Hearings 6
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
AUSTIN, TEXAS
JANUARY 30, 2001
The meeting was called to order at 9:15 a.m. by Chair Pattye Greer. Board members
present: R. A. Brookshire, Penny Butler, Gary Lopez, Susan Roberds, Lyn Stevens and
Mike Wilhite. Absent: Mike Enoch, Jimmy Murphy.
Others present: Roland Smith, Janelle Ashley, Baker Pattillo, Yvette Clark, other SFA
administrators, and visitors.
01-33
Upon motion of Regent Stevens, seconded by Regent Butler, with all members voting
aye, the following Board items were approved.
It was ordered that the minutes of October 31, 2000, November 27, 2000 and January 8,
2001 be approved.
It was ordered that Section 5, Election of Vice Chair and Authorization of Duties, of The
Rules and Regulations of the Board of Regents be revised as follows:
In the event of the death, of resignation, or assumption of Chair duties by the ef-a
Vice Chair, the Beat&Secretary shall, as soon as practical thereafter, elect a successor
from the membership of the Board to serve as Vice Chair until the next Annual
meeting.
It was ordered that the following appointments be approved.
1. Elementary Education
Ms. Carolyn B. Davis, Instructor, M.Ed. (Stephen F. Austin State University), at
a salary of $41,000 for 100% time for nine months, effective January 15, 2001.
Mr. Gary Wright, Instructor, M.S. (University of Tennessee), at a salary of
$38,000 for 100% time for nine months, effective January 15, 2001.
2. Human Services
Dr. Judith Lauter, Professor, Ph.D. (Washington University at St. Louis), at a
salary of $55,000 for 100% time for nine months, effective January 15, 2001.
3. Theatre
Mr. Steven H. Shirey, Technical Director, MFA (University of South Carolina),
at a salary of $28,376 for 100% time for ten and one-half months, effective
January 2, 2001.
4. Audit Services
Ms. Norma Doan, Auditor, at a salary of $31,535 for 100% time, effective
December 4,2000.
5. Financial Aid
Ms. Chrissy M. Ramsey, Accountant, at a salary of $22,000 for 100% time for
12 months, effective October 9, 2000.
6. Information Technology Services
Ms. Rachel Christian, Programmer Analyst I, at a salary of $26,000 for 100%
time for 12 months, effective October 2, 2000.
7. Physical Plant
Mr. Ronald E. Watson, Manager of Custodial Services, at a salary of $44,000 for
100% time for 12 months, effective October 2, 2000.
8. Public Affairs
Ms. Evelyn (Kelly) McVay, Director of Public Affairs, at a salary of $47,200 for
100% time for 12 months, effective December 11, 2000.
9. Telecommunications/Network Support Services
Mr. David M. Sage, Network Support Specialist, at a salary of $26,000 for 100%
time for 12 months, effective December 11, 2000.
It was ordered that the following changes of status be approved.
1. English and Philosophy
Based on needs of the academic department, it is requested that the effective date
of Dr. David Whitescarver s request for Voluntary Modification of Employment
be moved from September 1, 2001 to September 1, 2002.
2. Library
Ms. Rachel B. Galan, from Assistant Director of the East Texas Research Center
and Librarian I at a salary of $32,823 for 100% time for twelve months to Director
of the East Texas Research Center and Librarian I at a salary of $36,000 for 100%
time for twelve months.
Ms. Virginia Rigby, from Librarian II and Director of the East Texas Research
Center at a salary of $40,755 for 100% time for twelve months to Librarian II at a
salary of $37,755 for 100% time for twelve months.
3. Controller
Ms. Robin Birdwell, from Payroll Manager, at a salary of $32,000 for 100% time
for 12 months to Manager of Accounting Operations, at a salary of $35,000 for
100% time for 12 months, effective August 21, 2000.
Ms. Kimberly Baggett, from Accountant at a salary of $23,710, for 100% time, to
Accounting Supervisor at a salary of $24,360, for 100% time, effective September
25, 2000.
Ms. Tamara Jo Hart, from Accountant at a salary of $20,000, for 50% time, to
Accountant at a salary of $30,000, for 75% time through April 30, 2001, then
back to 50% time.
Ms. Lynette Honea, from Accounts Payable Clerk I at a salary of $19,332 for
100% time, to Accountant at a salary of $23,200 for 100% time, effective
December 4,2000.
4. Athletics
Mr. Gregg Fort, from Capital Campaign Director at a salary of $50,000 for 100%
time for twelve months, to Associate Athletic Director (External Affairs) at a
salary of $50,000 for 100% time for twelve months, effective January 2, 2001.
It was ordered that the following retirements be accepted.
1. Art
Dr. Michael N. Roach, Professor, effective November 30, 2000.
2. Secondary Education and Educational Leadership
Dr. Janiece T. Buck, Associate Professor, effective December 31,2000.
3. Physical Plant
Mr. James Harkness, Director, effective January 15, 2001.
4. University Police Department
Mr. William A. Hill, Chief of Police, effective January 15, 2001.
It was ordered that the following request for retirement and subsequent modification of
employment be approved:
Dr. Donald Gregory, Geography and Political Science, effective September 1, 2001.
It was ordered that the Last Class Day Report for the fall semester, 2000 be approved as
presented.
It was ordered that the Chair of the Board be authorized to sign the official report for
Underenrolled Classes for Spring 2001 when the data is available.
It was ordered that the faculty workload report for the fall semester, 2000 be approved as
submitted at the meeting.
It was ordered that the Resolution Approving Financial Institutions and Brokers for
Investment Transactions be approved as presented.
It was ordered that the purchase of the computer equipment for the Forest Resources
Institute be approved. The source of funds is as follows:
NRI Grant $43,000
FRI Grant 59.771 (Funded by the T.L.L. Temple Foundation)
$102,771
It was ordered that the University be authorized to enter into the 36-month lease of the
Xerox Document Centre 400 Series copier and that the President be authorized to sign the
required purchase orders. This equipment will be acquired through the state QISV
(Qualified Information Systems Vendor) list, giving SFA access to significant Xerox
product discounts. Total cost will not exceed $72,000 with funding provided 100%
through revenue earned by Printing Services.
It was ordered that the student meal program contract be put out for bid and that the
administration submit their choice of contractor to the Board of Regents at the April,
2001 meeting.
It was ordered that the University Physical Plant be authorized to proceed with the
balance of the required work in the residence halls and apartments, and that the President
be authorized to sign the necessary purchase orders. The price will not exceed
$2,391,329.
It was ordered that the University be authorized to complete the work at Griffith and
Kerr Halls and that the President be authorized to sign the necessary purchase orders and
contracts. The price is not to exceed $3,027,382 which includes $75,000 for
administration and $50,000 for architect/engineer fees.
It was ordered that the University be authorized to enter into a contract with the General
Land Office for purchase of natural gas, and that the President be authorized to sign the
required Interagency Cooperation Contract.
It was ordered that University be authorized to proceed with replacement of the air
handlers in the coliseum, and that the President be authorized to sign the necessary
contracts and purchase orders. Cost not to exceed $475,000.
It was ordered that the air handlers be replaced in East College Cafeteria and that the
President be authorized to sign the required purchase orders and contracts. The price will
be the low bid plus a 10% contingency not to exceed $386,199.
It was ordered that the Physical Plant be authorized to repair and repave the large lot
north of Garner Hall and south of Halls 14 and 16, and repair and perform seal coating at
the Motor Pool, seal coating of the Hall 20 lot, and repairs of the street north of the Hall
20 lot. All work is to be performed by SFA personnel, and the President is authorized to
sign the purchase orders. Cost is not to exceed $200,000.
It was ordered that the Physical Plant be authorized to purchase and install a replacement
chiller for Power Plant I if necessary. The chiller capacity and design will be determined
based on the future plant design and the current space available. The price will be based
on the best bid and actual cost of installation, not to exceed $175,000.° The source of
funds is the FY 2001 HEAF contingency.
It was ordered that the University be authorized to proceed with renovation of the
Forestry Greenhouse, and development of the Analytical Laboratory/Greenhouse
Complex. J. E. Kingham will be construction manager, at a guaranteed maximum price not
to exceed $962,338 with administration fees of $25,000 for a total project cost of
$987,338. The President is authorized to sign the required contracts and purchase orders.
Grant funds within the Arthur Temple College of Forestry from the T.L.L. Temple
Foundation are available for the project.
It was ordered that the Resolution to Acknowledge Review of the Investment Policy and
Strategy be ratified as presented.
It was ordered that the Board of Regents adopt the policy revisions as presented.
00-34
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting
aye, it was ordered that the following appointments be approved, with coaches receiving
a 3% raise as indicated:
Athletics
Mr. Michael Santiago, Head Football Coach, at a salary of $97,438 for twelve
months, effective February 1, 2001.
Mr. Kevin Goodwin, Assistant Coach and Instructor of Kinesiology, at a salary of
$47,058 for 10.5 months, effective February 1, 2001.
Mr. Arlington Nunn, Assistant Coach and Instructor of Kinesiology, at a salary of
$49,502 for 10.5 months, effective February 1, 2001.
Mr. Robert Walker, Assistant Coach and Instructor of Kinesiology, at a salary of
$56,204 for 10.5 months, effective February 1, 2001
Mr. Todd Ivicic, Assistant Coach and Instructor of Kinesiology, at a salary of
. $51,364 for 10.5 months, effective February 1, 2001.
Mr. Tommy Condell, Assistant Coach and Instructor of Kinesiology, at a salary of
$52,041 for 10.5 months, effective February 1, 2001.
Mr. Robert Kim Dameron, Assistant Coach and Instructor of Kinesiology, at a salary
of $60,791 for 10.5 months, effective January 29, 2001.
00-35
Upon motion of Regent Brookshire, seconded by Regent Stevens, with all members
voting aye, it was ordered that termination of the agreement between the University and
Cargill and Associates, effective December 1, 2000, be ratified by the Board of Regents.
00-36
Upon motion of Regent Stevens, seconded by Regent Lopez, with all members voting
aye, it was ordered that the Chairman of the Board or her designee be authorized to
provide official statements required from the Board in response to, in connection with,
and during the biennial legislative process.
REPORTS
A. Faculty Senate Chair, Kandy Stahl
1. Senate Activities in the Past Quarter
a. Cheating and Plagiarism Policy Revision
b. Presidential Search Efforts
2. Continuing Issues
a. Faculty Morale
b. Communication with the Board of Regents
c. Hopes for the Continuing Presidential Search
B. Regent Roberds - Update on Presidential Search
C. Interim President Roland Smith
1. Spring 2001 enrollment
2. Legislative activity °
Discussion Presidential Characteristics
Report on Search Process
Next Meeting: April 30, 2001
Upon motion of Regent Wilhite, seconded by Regent Stevens, with all members voting
aye, it was ordered that the meeting be adjourned at 10:45 a.m.
Appendix No. 1
BOARD OF REGENTS
OF
STEPHEN F. AUSTIN STATE UNIVERSITY
Nacogdoches, Texas
RESOLUTION APPROVING
FINANCIAL INSTITUTIONS AND BROKERS
FOR INVESTMENT TRANSACTIONS
WHEREAS, The Texas Public Funds Investment Act requires the University to.
subrnit. a resolution approving a list of qualified investment brokers to the governing body of
the institution for adoption and/or review; and
WHEREAS, the following firms are approved investment brokers:
Bank of New York
Merrill Lynch, Inc.
Regions Investment Company, Inc/Morgan Keegan
Salomon Smith Barney, Inc.
Southwest Securities, Inc.
Fayez Sarofim Inc.
WHEREAS, the following firms are approved financial institutions:
Citizen's First Bank
Commercial Bank of Texas
First Bank and Trust
Bancorp South Fredonia
Regions Bank Stone Fort
Texas Bank
NOW THEREFORE.BE IT RESOLVED that the Stephen F. Austin State
University Board of Regents, by the issuance of this Resolution, do hereby approve the above
listed firms for investment transactions by Stephen F. Austin State University; and
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the
minutes of the January 30,2001, meeting of the Board.
THE BOARD OF REGENTS, STEPHEN F. AUSTIN STATE UNIVERSITY
Pattye Greer, Acting Chair Penny Butler, Secretary
Appendix No. 2
STEPHEN F. AUSTIN STATE UNIVERSITY
SCHEDULE OF BUDGET INCREASES
September 1,2000 through January 8,2001
ACTIVITY RECIPIENT TRANSFER SOURCE
ACCOUNT NAME ACCOUNT NUMBER SOURCE DESCRIPTION AMOUNT DATE
Distance Learning Fee 2-51047 Overrealized Income 8,820 December 13,2000
Fine Arts Series 3-00408 Overrealized Income 16,000 December 13,2000
TOTAL 24,820
Appendix No. 3
STEPHEN F. AUSTIN STATE UNIVERSITY HOUSING UPGRADES
Appendix No. 4
BOARD OF REGENTS
OF
STEPHEN Fc AUSTIN STATE UNIVERSITY
Nacogdoches, Texas
RESOLUTION TO ACKNOWLEDGE
REVIEW OF INVESTMENT POLICY AND STRATEGY
WHEREAS, The Texas Public Funds Investment Act requires that University's investment policy
and strategy must be annually reviewed by the governing board of the institution; and
WHEREAS, the law also required the governing body to adopt a written instrument statin^ that it
has reviewed the investment policy and strategy; and . °
NOW THEREFORE BE IT RESOLVED that the Board of Regents has reviewed and adpoted
the investment policies and strategies of Stephen F. Austin State University.
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the minutes of the
January 30,2001, meeting of the Board.
THE BOARD OF REGENTS, STEPHEN F. AUSTIN STATE UNIVERSITY
Pattye Greer, Acting Chair Penny Butler, Secretary
10
Appendix No. 5
Policies for Board Review
January 30,2001
11
Fleet Management NEW
Original Implementation: January 30, 2001
Last Revision: None
Stephen F. Austin State University (SFASU) has adopted the Fleet Management Plan
mandated by House Bill 3125 of the 76th Texas Legislature. The fleet of vehicles owned
and operated by SFASU shall follow guidelines set forth by government and private
sector fleet "best practices" intended to increase State use and efficiency, reduce
maintenance, and reduce operating costs.
SFASU Manager of Transportation shall serve as fleet manager and reporting official and
shall be responsible for observation and implementation of agency fleet management
policies and procedures. Responsibilities of the fleet manager include, but are not limited
to, vehicle purchasing, replacement, and disposal, vehicle maintenance and repair, and
vehicle assignment and use.
The Grounds and Transportation Automobile department shall serve as the SFASU motor
pool and shall have responsibility for maintenance, repairs, records, and alternative fuel
location for all campus vehicles. The fleet manager shall assign and meet with campus
area coordinators to administer departmental vehicles and comply with reporting
requirements of the State's Office of Vehicles and Fleet Maintenance (OVFM).
The fleet manager shall develop vehicle-replacement criteria and shall notify a
department when one of its vehicles meets the replacement criteria. Requests for vehicle
replacements are the responsibility of each department and shall be considered during the
annual budget process begun on a date following the date of notice.
Mandatory fueling requirements for SFASU vehicles includes use of State retail fuel
contracts, self-service or central fueling facilities, use of regular unleaded gasoline, and
use of alternative fuels (where appropriate).
The number of vehicles in the SFASU fleet is capped at levels in effect September 1,
1999. Replacements are subject to departmental vehicle-replacement schedule.
Exceptions will be considered for legislatively mandated program changes, federal
program initiatives, or documented needs resulting from program growth or changes.
SFASU President's approval is required, with the OVFM serving as final approval
authority.
Fleet operations are subject to minimum use criteria, vehicle-operator training and driver
certification requirements, vehicle-disposal procedures, preventive maintenance and
warranty tracking, safety and accident reporting procedures, and standardized safety-inspection
and registration renewals.
Source of Authority: Vice President for Business Affairs
PI
Cross Reference: State Office of Vehicle and Fleet Management Regulations and House
Bill 3125, 76th Texas Legislature
Contact for Revision: Vehicle Fleet Manager
Forms: None
P2
Tuition Rebate Policy NEW
Original Implementation: January 30,2001
Last Revision: None
Section 54.0065 of the Texas Education Code authorizes a tuition rebate of up to $1,000
for certain undergraduates. The purpose of this program is to provide a financial
incentive for students to complete their baccalaureate studies with as few courses outside
the degree plan as possible. Minimizing the number of courses taken by students results
in financial savings to students, parents, and the State. To be eligible for rebates under
this program, students must meet all of the following conditions:
1. % they must have enrolled for the first time in an institution of higher education
in the fall 1997 semester or later,
2. they must be requesting a rebate for work related to a first baccalaureate
degree received from a Texas public university,
3. they must have been a resident of Texas, must have attempted all coursework
at a Texas public institution of higher education, and have been entitled to pay
resident tuition at all times while pursuing the degree, and
4. they must have attempted no more than three hours in excess of the minimum
number of semester credit hours required to complete the degree under the
General Bulletin under which they graduated. Hours attempted include
transfer credits, course credit earned exclusively by examination, courses that
are dropped after the official census date, for-credit developmental courses,
optional internship and cooperative education courses, and repeated courses.
Courses dropped for reasons that are determined by the institution to be totally
beyond the control of the student shall not be counted.
The amount of the tuition rebate is the lesser of $1,000 or the actual amount of
undergraduate tuition paid by the student to Texas public institutions of higher education.
Tuition rebates shall be reduced by the amount of any outstanding student loans.
Students wishing to apply for tuition rebates must do so at the time they apply for
baccalaureate degrees by checking the appropriate lines on the Application for
Graduation. Applications are available in the Registrar's Office.
The Registrar's Office will evaluate all applications and make a determination of rebate
eligibility, based on number of hours attempted as posted on the student's academic
record. The Registrar's Office will provide the Vice President for Business Affairs with
the names, addresses and social security numbers of all applicants eligible for tuition
rebates. Within 60 days after graduation, the Vice President for Business Affairs will
mail rebate checks to eligible students and the Registrar's Office will mail denial notices
to ineligible students. Each notice will include the reason for denial. A student may
appeal a denial decision to the Tuition Rebate Appeals Committee. Information on the
appeal process is available in the Registrar's Office. All appeals must be filed within 30
days of the University's written notification of denial.
P3
Source of Authority: Texas Education Code, Section 54.0065; Texas Higher Education
Coordinating Board Rules and Regulations, Chapter 13, Subchapter F
Cross Reference: Texas Education Code, Section 54.0065; Texas Higher Education
Coordinating Board Rules and Regulations, Chapter 13, Subchapter F; General Bulletin;
Schedule of Classes; Orientation Literature; SFASU WEB Site; Application for
Graduation
Contact for Revision: Vice President for Business Affairs
Forms: Application for Graduation
P4
Add/Drop A-5
Original Implementation: April 27, 1986
Last Revision: January 25, 2000
Students may add courses through the 2nd class day during the summer semesters and
through the 4th class day during the fall or spring semesters. Academic Department
Chairs may reconcile class schedules through the official reporting date. Students may
drop classes through five working days past mid-semester or mid-session as applicable. A
student will not be allowed to drop a course after these dates, unless he or she withdraws
from the University or can secure the dean's permission by demonstrating some
exceptional circumstance.
The following applies:
1. Through the official reporting date, withdrawals or a course dropped will not be
recorded on a student's transcript.
2. After the official reporting date through five working days past mid-term for full
semester courses or mid-session for partial semester courses, a drop, as well as a
withdrawal, will be noted as a "W" on the transcript.
3. Beginning on the sixth working day after mid-term for full semester courses or mid-session
for partial semester courses, a drop will be permitted only with the permission of
the student's dean and will be noted as a " WP" if the student is passing at the time or a
"WF" if the student is failing at the time. A withdrawal will also be noted as a "WP" or
"WF" on the transcript.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General Bulletin, Graduate Bulletin, Schedule of Classes
Contact for Revision: Registrar
Forms: None
P5
Commencement A-l 1
Original Implementation: February, 1984
Last Revision: January 25, 2000
The arrangements for commencement ceremonies to be held at the end of the fall, spring,
and summer semesters are the responsibility of the office of the Registrar except for the
selection of and arrangements for a speaker, which are the responsibility of the President.
Because of commencement's importance as a symbol of the University's core function,
faculty members are encouraged to attend.
In order to have adequate representation of faculty at commencement, each permanent
member of the faculty is obliged to attend at least one commencement each calendar
(January - December) yearf.. fer F&culty teaching in the second summer term that ono
obligatory attendance isat -the August ceremony is obligatory. Department chairs are
responsible for assuring faculty members' compliance with this provision.
Source of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Vice President for Academic Affairs
Forms: None
P6
Performance Evaluation of Tenured Faculty A-37,1
Original Implementation: August 26, 1997
Last Revision: January 30, 2001
Purpose
The evaluation of faculty performance at Stephen F. Austin State University is a long
standing practice. The Policy for Performance Evaluation of Tenured Faculty at Stephen
F. Austin State University broadens the scope of previous University policies relating to
faculty evaluation. This policy increases the available options for addressing the
performance measures of tenured faculty. When obtained according to this policy, the
results of the evaluation of a tenured faculty member may be used to support personnel
decisions relating to commendations, suggestions for improvement, and when required,
counseling of a faculty member whose evaluation shows the necessity for a professional
development plan designed to address deficits in performance. A faculty member who
satisfactorily meets the conditions of the professional development plan ends
participation in the plan. If after a specified period of time the faculty member has not
fulfilled the goals of the plan, dismissal procedures may be initiated in accord with
University policy.
Academic Freedom and Responsibility
Stephen F. Austin State University regards academic freedom as critical to the
maintenance of a positive scholastic atmosphere where free exchange of thought is
encouraged, where faculty and students alike enjoy the opportunity to broaden their
knowledge and where one's full potential can be realized. We therefore adhere to the
statement on Academic Freedom and Academic Responsibility as articulated intho
Faculty Handboolcin Policy A-2.5.
Evaluation & Criteria
For the purpose of assessing performance of tenured faculty, each academic unit has
developed criteria for categories of performance, under the guidelines of Policy E-20A,
"Evaluation, Merit Pay, Promotion and Tenure." Tenured faculty in each department
shall be evaluated annually for "teaching, performance/scholarly/creative activity, and
service." Peer review will be included within the evaluation process at least to the extent
required by law.
When a faculty member receives a satisfactory annual review, the evaluation process is
concluded. The faculty member may then be considered for merit and/or promotion.
A single unsatisfactory review results in a consultation with the academic unit head.
When a tenured faculty member receives two unsatisfactory annual evaluations within
any three year period, a comprehensive professional review will be initiated. Regardless
P7
of the format used for performance evaluation of tenured faculty, all forms must include a
check off as follows:
□ Satisfactory
□ Unsatisfactory
The evaluator must definitively check one of these blanks.
Source of Authority: General Appropriations Act, Article III, Sec. 42, Board of
Regents; President; Vice President for Academic Affairs
Cross Reference: Faculty Handbook; Academic Freedom and Academic Responsibility,
A-2.5; Evaluation, Merit Pay, Promotion and Tenure, E-20A; and Tenure, E-50A.
Contact for Revision: Vice President for Academic Affairs
Forms: None
P8
Semester Grades A-54
Original Implementation: January 25, 2000
Last Revision: none
I. Recorded Grades
A student's grades are determined by daily work, oral and written quizzes, and final examination.
Faculty members may use a variety of factors including class attendance to establish a final
grade for the course. (See Policy Statement A-10). A grade of A indicates excellent; B, good; C,
average; D, passing; F, failure; WH, incomplete or grade withheld; WF, withdrew failing; WP,'
withdrew passing. WP and WF are assigned only when a student has withdrawn from the'
University after mid scmcstcr/fre last-day to drop a course as defined in Policy A-5
"Add/Drop "or with special approval of tho students academic doan. No grade can be taken
from the record unless put there by mistake. Specified courses are graded on a pass (P)/fail (F)
system with no other grades awarded. A student who makes an F can get credit only by repeating
the work. A student who desires to repeat courses in order to improve his/her GPA at SFA must
repeat those courses at SFA.
II. Withheld Grades
Ordinarily, at the discretion of the instructor of record and with the approval of the department
chair, a grade of WH will be assigned only if the student cannot complete the course work
because of unavoidable circumstances. Students must complete the work within one calendar
year from the end of the semester in which they receive a WH, or the grade automatically
becomes an F.
III. Grade Point Average
A grade of A gives the student four grade points per semester hour; B, three grade points; C, two
grade points; D, one grade point; and F, WH, WF, and WP, no grade points. The grade point
average (GPA) is determined by dividing the sum of the grade points earned at SFA by the total
number of hours attempted at SFA, excluding P hours. (See below for special exceptions.)
An undergraduate student who desires to repeat courses in order to improve his/her grade point
average at SFA must repeat those courses at
Stephen F. Austin State University. The following rules apply:
A. For any course that is repeated once at SFA, the higher of the two grades will be used to
determine the GPA.
B. If a course is repeated more than once at SFA, all grades earned for that course will be used to
determine the GPA. Credit hours for courses taken at other institutions to replace credit hours
earned at SFA may be used to meet graduation credit hour requirements, but grades from
P9
transferred courses will not change the GPA based on courses taken at SFA. Only grades earned
at SFA will be used for calculating GPA.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General and Graduate Bulletins, Class Attendance and Excused Absences,
Index A-10
Contact for Revision: Vice President for Academic Affairs
Forms: None
Return to Policy & Procedure Main Page
P10
Austin Building Conference Rooms B-3
Original Implementation: June 10,1986
Last Revision: April 15, \991January 30, 2001
The provisions of the policy on the Use of University Facilities govern the use of all
buildings, facilities, equipment, and grounds, hereafter referred to as facilities, under the
control of Stephen F. Austin State University. That policy provides that the University
may establish additional procedures for the reservation and use of specific facilities;
therefore, the following provisions apply to Room 305 and Room 307 in the Austin
Building.
Both conference rooms are available to faculty and staff for group meetings held for the
purpose o£conducting University business or related activities. Neither room is available
for use by student groups.
Room 305, Small Conference Room, will accommodate groups of twelve to fifteen
people. Groups of this size will routinely be scheduled in 305 unless it is reserved.
Room 307, Board of Regents Conference Room, will accommodate groups of 14 to 20
with conference-style seating, and much larger groups if seating areas around the
perimeter of the room are utilized. This room is scheduled for routine meetings only if
Room 305 is too small or is unavailable.
Individuals reserving Room 307 are responsible for seeing that desk pads (available in
307) are placed on the conference table prior to the meeting and are removed at the
conclusion of the meeting. Because of the formal nature of the room and its furnishings,
beverages are discouraged and food is prohibited.
Reservations for either room may be made by telephone or in person with the Executive
Assistant to the President (extension 2201; Austin building, Room 315).
Source of Authority: President
Cross Reference: None
Contact For Revision: Executive Assistant to the President
Forms: None
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Camp and Conference Reservations B-4
Original Implementation: 1987
Last Revision: October 26, 1999January 30, 2001
Each year Stephen F. Austin State University is host to a variety of camps, clinics, workshops,
and conferences. To facilitate the many and varied requests of these groups, the Coordinator for
University Reservations and Conferences, referred to in this booklet as the Coordinator, located
in the University Center, room 110, is available to assist Camp Directors in arranging housing,
meal tickets, meeting space, insurance, parking permits, swim passes, and banquets. A camp as
referred to in this document refers to all special programs, camps and conferences.
Eligibility
Any outside group camp or conference requesting use of University facilities must have a
tk/niversity sponsor (a registered student organization, faculty, or staff group). If profit-making
agencies are involved with the program, the sponsoring organization must receive prior approval
from the Vice President for Business Affairs to conduct the camp. All adult, non-credit groups or
University groups awarding Continuing Education Units must be sponsored through the
Department of Continuing Education.
It is the responsibility of the sponsoring individual or organization to ensure that programs and
activities conducted in the University Center or at other locations on the Uimiversity campus are
in compliance with the Americans with Disabilities Act.
Age of Participants
Camp participants under ten (10) years of age are not permitted to stay over-night in the
residence halls unless accompanied by parents and under close supervision at all times.
Request for Camp/Conference Facilities
The first step for the Camp Director will be to submit a completed "Camp/Conference Facilities
Reservation Contract" to the Coordinator (see appendix for sample). The form should be
completed with estimates of size of the camp. Housing, meal cards, meeting space and other
requests will be reserved according to the stated needs on this form. Completion and return of
these forms as early as possible will help assure that each specific need will be met. Some areas
are limited and will be supplied on a first-come, first-serve basis. A packet containing passes,
tickets, insurance forms and instructions will be assembled and should be picked up at the
Coordinator's office two (2) weeks before the scheduled camp date.
Insurance Requirements
All non-credit participants spending the night in Uzmiversity residence halls must be insured. A
per camper/night fee will be assessed at the completion of the camp and billed to the proper
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account. A list of names of all participants to be insured must be submitted to the office of the
Coordinator on the first working day of the camp session. Completing insurance forms are the
responsibility of the Camp Director. Forms returned because or insufficient information are also
the Camp Director's responsibility.
Health Clinic
A medical release and consent form (see appendix for sample) must be completed and signed by
the parent/guardian of each camper under age 18. Neither the clinic nor local hospitals will treat
a minor student without this release form in hand. The Camp Director is responsible for having
these forms signed and readily accessible at all times in case of an emergency.
Claim forms are available from the Coordinator as needed. The attending physician/professional
will forward the claim form to the insurance carrier following a medical visit. No claim will be
processed without the signature of a camp official.
A camp official must accompany a student camper to the University Health clinic, local hospital
emergency room, or pharmacy.
Emergency Phone Number
All camp participants should be informed that a campus 911 number is available to them should
an emergency take place.
Parents of participants should be informed of the twenty-four (24) hour emergency phone
number (936) 468-2608 at the University Police Department.
Billing Procedures
Billing for summer camps will be handled through the Coordinator's office. Costs for meals,
housing and insurance will be negotiated each year and the projected costs made available upon
request. An account number or billing address should be supplied at the time of the original
camp reservation. After the camp is completed, one total bill for lodging, damages, lost keys,
meals, special banquets, SFA food service deliveries and pick-ups, insurance, swim tickets and
other applicable costs will be assessed and billed to the camp account. Any damages, etc.?
discovered after the close of the camp will remain the Camp Director's responsibility.
Camp cancellations must be made in writing to the Coordinator. Cancellations within one
month to two weeks prior to the starting date of the camp will incur a SlOOrOO-dollar cancellation
fee. There will be a $150rGO per day charge for each day that the camp was scheduled when the
cancellation is made within two weeks of the beginning date of the camp.
Housing
The Camp Director should estimate as closely as possible the number of students and counselors
needing Uimiversity housing for the camp session. Space will be reserved as per the reservation
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completed by the Camp Director. Concurrent camps may result in two or more groups occupying
the same residence hall. In the event that this becomes necessary, the Camp Director will be
allowed the opportunity to request additional facilities. The request for additional facilities will
be granted if housing facilities are available. Additional fees will be charged for this service and
will be established according to the type of facility requested.
Before the camp session, the Camp Director will receive lists of final hall assignments, summer
Hall Directors and their current phone numbers. Two weeks before the camp session the Housing
Offico Department will send floor plans, roommate lists, information specific to the building
such as rooms being used for storage and not available to campers, and the current phone number
for the Hall Director. The Camp Director should contact the Hall Director as soon as the lists are
received and should keep the Hall Director updated on changes and special needs the camp may
have in the hall.
If it is necessary for a camp to have camp staff or campers arrive one night early or check out
one day later than the main camp, the early arrivals/late checkouts may be housed in a different
facility for this time. Any early arrivals or late checkouts must have authorized supervision.
Final Arrangements
At least two (2) weeks prior to the start of the camp session the Camp Director should contact the
Hall Director assigned to the camp to finalize arrangements. Issues to be discussed include early
arrivals, pre-camp inventory of the residence hall, check-in and checkout procedures, room
assignments, storage of equipment, late departures and end of conference inventory of the
residence hall.
The SFA Housing ^Department is responsible for the overall cleaning of the residence halls, but
it is the Camp Director's responsibility to make sure campers' posters, trash and other items are
removed from the rooms and taken to the dumpster. The Camp Director is responsible for
removal of any writing on walls, mirrors or doors prior to departure.
Housing damages and lost key charges are assessed after the group has left the residence hall, but
remain the Camp Director's responsibility. (See Damages for more information) Groups meeting
in the lobbies of the residence halls are responsible for the general cleaning of these areas. Food
deliveries are not permitted after the front desk closes.
Participants may not use hallways, floors, or rooms other than those assigned to the camp.
Special Accommodations
Any camper or conference attendee that will need special accommodations due to a disability
should contact the Coordinator prior to arrival on campus.
The Camp/Conference Director Responsibilities
(Participants as presented below refer to all individuals associated with the camp/conference
including campers, instructors, staff and guests).
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The Camp/Conference Director:
1. Will provide counselors and staff for the camps, preferably one counselor per ten
campers. Campers should be supervised during any free time.
2. Inspects residence hall facilities immediately prior to and after the camp session;
3. Advises participants of appropriate check-in and checkout procedures including charges
for damages and lost keys;
4. Familiarizes participants with Uimiversity policies, especially those pertaining to fire and
emergency evacuation procedures, appropriate conduct, possession of controlled
substances and fire arms, and authorized entry into rooms;
5. Maintains discipline of all participants;
6. Cooperates with the residence hall director and staff who are responsible for the safety,
security and maintenance of the building;
7. Collects and has readily available all Medical Release and Consent fForms on all
participants;
8. Informs the Uwniversity in advance of early and late arrivals;
9. Completes insurance forms at the time of treatment;
10. Handles insurance forms returned for lack of student information;
11. Furnishes the coordinator with a camp roster as soon as possible but no later than twenty-four
(24) hours after camp check-in begins. ;and
12. It is the responsibility of the sponsoring individual or organization to ensure that programs
and activities conducted in the University Center or at other locations on the tkmiversity
campus are in compliance with the Americans with Disabilities Act.
The Hall Director's Responsibilities
The feffall ^Director is responsible for supervising the SFA Residence il/rall Sstaff. He/she will |
develop a comprehensive work schedule, issue keys and make room assignments as needed to
provide the best possible service to conference guests. The hall director will be available to
assist the Camp/Conference Director in providing adequate supervision and disciplinary
guidelines to campers.
After camp completion, the Hall Director will be responsible for submitting to the Housing
Offico Department the final count of rooms/beds used.
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The Hall Director:
1. Acts as a daily contact person to assigned groups;
2. Prepares staff for handling emergencies and familiarizes them with overall building layout
(elevators, fire alarms, etc.);
3. Interprets, supports, and enforces Uwniversity policies, procedures, and regulations;
4. Completes work orders and maintenance requests as needed for efficient hall
maintenance;
5. Completes administrative paperwork as required by the Office of Residence Life Office or
the Housing Office Department.
6. Assesses all Housing charges at the Conclusion of the conference.
Hall Director Phone List
The fe//all ^Director reports to the Coordinator of Residence Life.
The Residence Hall Staffs Responsibilities
The ^residence H/zall Srtaff, under the supervision of the Coordinator of Residence Life and the
day-to-day responsibility of the Hall Director, will assist in summer camp programs.
The Hall Staff:
1. Cooperates with the Hall Director in the operation of the residence hall;
2. Assists with check-in and preparation of facilities for each camp as requested by tho Hall
Director;
3. Assists with checkout and inspection of rooms at the close of each camp as requested by
tho Hall Director;
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4. Performs desk responsibilities during assigned desk hours, gives information, checks
guests in and out, issues keys, takes messages, and/or any other duties deemed necessary;
5. Serves as a referral/resource person to camp participants;
6. Assists in acquainting Camp Director with tk/niversity policy, emergency procedures and
facilities lay-out;
7. Maintains necessary reports and an accurate accounting of money, keys, maintenance,
requests, damages, etc.;
8. Remains available in her/his area to assist camp participants as per schedule assignments
(the C.A. will be accessible in emergency situations regardless of duty schedule) Is
accessible in emergency situations;
9. Maintains duty hours as assigned by the Hall Director;
10. Attends staff meetings as assigned by the Hall Director; and,
11. Performs other duties as assigned by the Hall Director.
Residence Hall Rules and Regulations
Agenda/Schedule. A copy of the agenda or schedule for each conference group must be left
with the Hall Director to assist our camp the residence hall staff in directing student during their
stay.
Alcohol. Alcohol is not allowed in residence halls at any time.
Cleaning Fee. Cleaning charges may result if the participant leaves the room in any condition
that requires custodial personnel to be called in for extra cleaning or the removal of trash from
the building.
Controlled Substance. Unlawful use, manufacture, possession, or delivery of any controlled
substance or dangerous drug is prohibited in residence halls.
Damages. Campers The camp will be charged for any damages to the residence hall or its
furnishings. Attaching signs or posters to the doors or the walls with tape may result in damage
charges. The Uwniversity is not responsible for any damage to a camper's room as a result of |
theft, vandalism, or maintenance failure. The Housing Department encourages a representative
from each group to conduct a walk through inspection of each room prior to the arrival of the
camp. All pre-existing damages should be noted at that time. The Hall Director will be available
to inspect each room with the Camp Director upon request. The Camp Director is responsible for
removal of any writing on walls, mirrors or doors prior to departure. Housing damages and lost
key charges are assessed after the group has left the residence hall, but remain the Camp
Director's responsibility.
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Desk. The desk will be open from Sr©010 a.m. until the Camp curfew (no later than midnight).
Messages for camp participants received by desk attendants will be posted in a central location
and not delivered to individual rooms. The Hall Director will unlock the front doors at the time
requested by the Gcamp ©director. The front door will be locked at midnight, or earlier if se
requested. Any one that is locked out of the building may use the emergency phone located next
to the door to contact the University Police Department for admittance to the building.
Desk Deliveries. Deliveries of prepaid merchandise may be made to the residence hall desk
while it is open. Desk assistants will notify participants of a delivery, but shall in no way be
made accountable for such items. Occupants will be contacted for deliveries when payment is
needed.
Discipline and Supervision. It is the responsibility of the Camp Director or camp staff to
administer discipline to participants who violate camp or university regulations. On occasions
when camp personnel are not available, residence hall personnel will temporarily handle the
situation. In cases of chronic or severe discipline problems, the residence hall director reserves
the right to recommend that a camp participant be sent home. Violation of federal, state or
municipal law will require the involvement of the University Police Department. All camps must
provide on - site camper supervision throughout the duration of the camp. This includes
overnight supervision within the residence hall.
Emergency. In case of an emergency call 911 or University Police at (936) 468-2608.
Entry-Authorized Entry Into Rooms. Entry into a residence hall does not normally constitute a
search. University personnel and the €camp Director staff may enter a room to remove a
potential fire, safety, or health hazard; to perform maintenance; to correct situations intruding
upon the comfort of others (a phone or alarm clock continuously ringing, loud radios, etc.); to
retrieve items upon request of the participant's immediate family; and to retrieve the personal
belongings of other individuals where there is no apparent dispute to ownership of the property.
All other situations which would require entry into a room should be coordinated with the Hall
Director who may consult with University Police.
Evacuation Procedures. All persons are required to evacuate a building when an emergency
alarm is activated. If an alarm sounds, each person must leave the room and proceed to the
nearest clear exit. Stairwells must be used instead of elevators. If the camper is unable to exit the
room, a towel, sheet, or similar item should be placed outside the window, so that emergency
personnel will know that someone is in the room. Camp Directors may request that a fire drill be
scheduled during the camp. Contact by contacting the Piosidcnco Hall Director prior to arrival.
to schedule a drill.
Facility Sharing. In order to be more energy efficient, two or more camps may be scheduled in
the same facility.
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Firearms. Possession or use of weapons or explosives (such as pistols, rifles, shotguns,
firecrackers, cherry bombs, or any weapons prohibited by laws of the state of Texas) in
University-owned-or-controlled buildings is prohibited.
Fire Safety. No incense or candles may be burned in residence halls. If an extinguisher is
maliciously discharged, a fee for refilling the extinguisher and for clean-up will be assessed.
Transmission of a false alarm is a violation of state law and violators will be prosecuted.
Gambling. Gambling in any form is prohibitedby state law.
Games. Because of potential physical harm or residence hall damage, active games such as
running and the use of F/risbees, footballs, ice or water fights etc., are not allowed within
residence halls. It is the responsibility of the camp to store the equipment for the camp such as
basketballs, etc.
Guests With Disabilities. Conference guests that need any special accommodations should
contact SFA's Camp Coordinator prior to arrival.
Housekeeping. Housekeeping staff are on duty during Monday through Friday. Common areas |
of the residence halls and community bathrooms are cleaned daily. Cleaning of individual rooms
and trash in individual rooms is the responsibility of the camper. Any housekeeping concerns
should be reported to the front desk.
Keys. Individual keys are issued to each camper at the time of check-in. Keys must be turned in
to residence hall staff at checkout. A $38.40 replacement fee will be assessed for each key that is
not returned at the end of the camp session. This charge covers the cost to change the lock and
make a new set of keys. Camp officials will not be issued master or front door keys to any
building.
Laundry Facilities. Coinless washing machines and dryers are located in each residence hall.
Lost and Found. Lost and found items should be turned into the front desk. At the end of each
camp, the Camp Director may pick up any lost and found items. Anything left over from the
camp will be turned into the sponsoring department on campus. SFA cannot be responsible for
lost or stolen items.
Maintenance. Any maintenance problems should be reported to the Hall Director or desk
personnel. Abuse of elevators, televisions, laundry machines or ice equipment or other excessive
maintenance charges may be billed to the camp.
Medication. The residence hall staff will not dispense any type of medication to a camper.
Contact the SFA health clinic at #(936) 465-4008 if a camper will need assistance with
medication during the camp session.
Movies. No movies may be shown in the residence hall lobbies due to licensing law restrictions.
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Pets. No pets are allowed within the residence halls.
Public Areas. Eating, drinking and smoking are not permitted in the lobbies, hallways, laundry
rooms, community baths or other public areas. Pizza parties etc., held in the building should be
held outside or the food distributed and the campers dispersed to their rooms.
Roommates. All roommate problems will bo handled by the Camp DiroctorZfte Camp Director
will handle all roommate problems. If a room change is necessary, consult the Residence Hall
Director.
Smoking. No smoking is allowed in the residence halls or on the front porches during camps.
Storage. Rooms used for reasons other than living space will be charged the private room rate,
(i.e. storage, offices or conference rooms).
Telephones. The Uwiiversity does not furnish telephones for individual residence hall rooms.
Camp staff members are encouraged to bring telephones. Local telephone service is provided in
each room. Dial 9 for an outside line. In order to place a long distance phone call, a telephone
calling/credit card must be used. Incoming collect calls may not be accepted. The phone number
is printed on the telephone jack.
Trash Policy. The SFA Housing ^Department is responsible for the overall cleaning of the
residence halls, but it is the Camp Director's responsibility to make sure campers' posters, trash
and other items are removed from the rooms and taken to the dumpsters located outside of each
building. The Housing office Department will furnish each camper with a plastic trash bag when
they check into the building and large bags at the end of each camp to gather all of the smaller
bags for removal from the building.
Vending. Vending machines are provided for the convenience and enjoyment of the camp
participants. Empty or malfunctioning machines should be reported to the front desk as soon as
possible. Camp participants who lose money in the machines should report to the U.C. b5usiness
eOffice, located in the basement of the University Center, for a refund.
Windows. Windows in residence halls must be closed at all times for air conditioning systems to
function properly. Window screens may not be removed by residents.
Dining Service
Meal tickets to be used by camps will be printed and enclosed in the camp packet according to
the estimated number stated on the reservation form. As a general rule, extra meal tickets will be
included to handle lost and damaged cards. Meal cards are numbered for use in assignment. If a
card is lost, the Coordinator's office should be notified immediately and SFA Dining Services
will be alerted to watch for the lost card. SFA Dining Services will charge the group for actual
meals eaten, with a minimum charge of 50% participation. There will be a charge for failure to
notify reservations if the group misses a meal The count will be taken at the cafeteria register
and that count will be considered final, should a dispute arise.
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To facilitate quick access to the cafeteria when several large groups are on campus
simultaneously, meal times will be staggered. From the information provided on the reservation
form, Food Services will be notified of the first and last scheduled meals to be eating in the
cafeteria and whether or not the group will be missing a meal, in tho cafeteria. If the group
misses a meal and the Coordinator was not notified the 50% rulo will apply a 75% minimum
charge will be assessed-. Special banquets in the University Center can be arranged through the
Coordinator's office according to University Center policies.
HPE Facilities
The SFA outdoor swimming pool is available to participants on a ticket basis during regular pool
hours. Tickets may be purchased at the UC ticket booth.
Swim tickets arc to be used during SFA pool hours. If 30 or more campers go to the pool in the
afternoon, tho Coordinator should be notified so that additional lifeguards can be on duty.
If the pool is to be reserved for a specific camp, arrangements must be made through the
Coordinator's office. The pool cannot be reserved during regular SFA swim hours. Swim tickets
will not be used if the pool is reserved for the camp. A cost per-hour, per-lifeguard will be
assessed for the reservation and billed on the final total camp bill.
Campers will be required to show camp identification cards for admission into the HPE building.
No equipment will be checked out to campers. Gyms, volleyball courts, and softball fields may
be reserved at times that do not conflict with SFA classes. Tennis courts are available as long as
SFA board students are not preempted. The weight room will be open for casual use at specified
times.
University Center Games Area
The Games area located in the University Center basQinQnt,basement will be available to
campers during regular SFA hours. Special permission for use at other times may be granted by
the Director of Auxiliary Services. Group reservations should be made on the camp reservation
form. Cost for games and machines are posted in the gGames area. A late charge may be
assessed for groups staying after hours.
University Center Meeting Rooms
Rooms in the University Center are made available to summer camps on a first-come, first-serve
basis following established University Center policies. Only food purchased through the
Uwniversity is to be served in the University Center meeting rooms. Arrangements for room set
up and food orders for banquets or meetings must be made in the Coordinator's office two weeks
prior to the event. Failure to notify the Coordinator of a cancellation 34 approximately 72 hours
in advance of the scheduled activity will result in payment of the cost incurred by the University
Center or IFood ^Service personnel. University Center decorating restrictions will be strictly
enforced. The Nibbler's Nook and the lounge areas are a non-reservable areas during regular
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operating hours. Lounges are primarily intended for general use by the public. Due to limited
space in the University Center, rooms in the U.C. will not be available for storage before the
camp dates. Boxes shipped before the group's arrival to the campus must be held by the
sponsoring department
Academic Buildings for Meeting Rooms
The Coordinator will be available to assist Camp Directors in reserving meeting spaces in
academic buildings and auditoriums following policy guidelines for each building. For
assistance, the Camp Director should specify dates, hours, and group size on the reservation
form.
Coliseum
Reservations for use of the coliseum will be arranged by the Coordinator following the
Utmiversity regulations for coliseum usage. A per-event fee may be charged.
University Police/Parking
Parking permits will be available through the Coordinator's office for campers bringing cars and
buses to the SFA campus. Parking permits are to be displayed in the car window while on
campus and disposed of after the camp is completed. If a group of parking spaces is needed, the
Coordinator will arrange with the University Police Department for
an area to be marked off for the camp.
Source of Authority: Board of Regents, President, Vice President for University Affairs
Cross Reference: None
Contact for Revision: Director of Auxiliary Services
Forms: Medical Release and Consent Form (available in Auxiliary Services); Camp/Conference
Facilities Reservation Form Contract (available in Auxiliary Services); Camp Director's Check
List Form (available in Auxiliary Services)
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University Vehicles (Rental) B_30
Original Implementation: June 1,1984
Last Revision: December l999January 2001
The provisions of the policy on the Use of University Facilities govern the use of all
buildings, facilities, equipment, and grounds, hereinafter referred to as facilities under
the control of Stephen F. Austin State University. That policy provides that the
University may establish additional procedures for the reservation and use of specific
facilities; therefore, the following provisions apply to University vehicles.
I. Official Use:
University motor vehicles can only be used for the transaction of official University
bbuussiinneessss. J
A. Reservations
1. Vehicles will be rented exclusively to individuals or organizations that
have funds budgeted by the University.
2.±z All vehicles, except road buses, are rented on a first-come, first-serve
basis. Reservations can be made by memo to the Physical Plant Grounds
and Transportation Department, P.O. Box 13031 SFA Station, by phone at
468-5107, or on the Physical Plant Web site. Reservations should be
made as far in advance as possible.
5.3r Persons for whom reservations are made, must be on the Approved
Drivers List, must have a minimum of four passengers for vans, must have
definite pick-up and return times, and must have an approved University
account.
4.Z, Cancellations should be made as far in advance as possible.
Cancellations made less than 48 hours in advance will incur a $20.00 fee.
B. Procedure for Checking Out Vehicles
1. Vehicles can be picked up at the Physical Plant Grounds and Transportation
Department, located at Starr Avenue and University Drive, between 7:00
a.m. and 4:00 p.m. Monday through Friday.
2. Special arrangements may be made for pick-up outside normal hours.
3. When two or more users are renting the same vehicle over a weekend, the
users may be required to turn in and pick up vehicles at the University
Police Department.
4. Individuals picking up vehicles must present a Stephen F. Austin State
University Approved Driver Certificate and a valid driver's license.
5. Personnel in the Grounds and Transportation Department, will furnish
approved drivers with:
a. keys to vehicle
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b. copy of vehicle charges and reservation form
c. credit card(s)
d. daily record of state-owned motor vehicle use
e. vehicle readability report
f. insurance card
C. Passengers
1. Passengers in University vehicles will normally be university employees
or students traveling on University business.
2. .Passengers who are not University employees or students may be
authorized to ride in University vehicles when their presence is consistent
with University business or functions.
3. University employees and students may have guest(s), spouse or children
accompany them while the University employee or student is traveling on
University business provided:
a. The guest does not interfere with the University business of the trip
or cause any additional expense to the University.
b. The department that sponsors the trip that the guest(s) are attending
accepts full responsibility for the action of the guest(s) and the
liability for any injury to the guest(s).
c. If the guest is a minor child, the sponsor is responsible for the
child's actions and is responsible for ensuring the child follows all
safety policies and regulations including seat belts and child
restraints.
d. The University bus fleet is not equipped with seat belts or child
restraints and safety of the child is the responsibility of the sponsor
and of the department sponsoring the trip.
D. Use of University Road Buses
The 46-passenger Eagle bus and 36-passenger Blue Bird bus provide
transportation for University departments and groups. The guidelines in this
section have been established to provide a fair and equitable manner for the
scheduling of the buses and to generate sufficient revenue to pay for their
operation and maintenance.
1. Authorized Trips. Only University groups and departments whose trips
have received prior approval from the department head and/or dean of
school may reserve the bus. A professional driver will be provided by
the Physical Plant Department. Each user must be accompanied by
authorized University personnel, who shall be responsible for all travel,
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schedules, and arrangements. The use of the bus is limited to those
destinations that may be reached by hard surfaced roads.
2. Reservations. Application for the use of the University bus shall be made
to the Director of Physical Plant. No reservation may be reassigned in
whole or in part. The user may not delegate any control or responsibility
to any other party without prior written approval of the Director of
Physical Plant. Furthermore, reservations for one trip may not be used for
a different trip without the prior written approval of the Director of
Physical Plant.
3. Priorities for Use
a. Use of University buses for athletic purposes will be given the first
priority.
-b. Those departments having activities scheduled at least a year in
advance that require maximum utilization of the buses shall receive
second priority.
c. In other cases, the following shall be considered:
1) Advance Scheduling: Where feasible, the use of the buses will be
approved on a first-come, first-serve basis.
2) Distance: The distance to be traveled will be considered in
determining priority.
3) Number of Passengers: The number of passengers will be
considered in determining priority.
4) Purpose of Trip: In cases of simultaneous requests when the number
of passengers and distance are approximately the same, the trip
providing the most benefit to Stephen F. Austin State University
shall receive priority.
E. Record Keeping
Users of University vehicles are required to complete a written report on the
use of such vehicles, including a list of University personnel on the trip.
Reports are to be made daily, with a separate report required for each day.
Required reports are made on forms provided by the Grounds and
Transportation Department when checking out a vehicle.
F. Check-in
1. If returned after 7:00 a.m. or prior to 4:00 p.m. on weekdays, the vehicle
should be returned to the Grounds and Transportation Building. The
vehicle charges and reservation form, the daily record use of State Owned
Motor Vehicles form, keys, credit card(s), and gasoline receipts should be
given to Grounds and Transportation personnel.
2. If returned at some other time, the vehicle should be parked, the doors
should be locked and all the items mentioned above should be dropped
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into the slot in the front door of the Grounds and Transportation Building
at Starr Avenue and University Drive.
3. Individuals may lose the privilege of using University vehicles if the
vehicle(s) has been damaged during use, or if reports of vehicle use are
incomplete.
4. Purchases, other than with University credit cards, are at the driver's
expense, subject to reimbursement. Reimbursement will be approved
when the Physical Plant is furnished an approved voucher accompanied by
purchase receipts. Receipts must show vehicle license number, amount of
purchase, and item(s) purchased. Failure to properly present receipts will
result in non-reimbursement.
5. Purchase of fuel. Fuel is furnished as part of the rental price of the vehicle
if purchased on credit cards furnished at the time of the rental. Fuel
purchased not using credit cards will be at the expense of the using
department. Reimbursement should be claimed on the travel voucher of
the individual being reimbursed.
G. Breakdowns and Accidents
1. Instructions for proper reporting and handling of accidents and breakdowns
are contained in the glove compartment of all University vehicles.
2. In all cases in which a vehicle cannot be returned to the campus, one of the
following people should be contacted:
a. During working hours (7:00 a.m. to 4:00 p.m.)
Transportation Manager - 409/468-5107
Associate Director, Physical Plant - 409/468-4341
Director, Physical Plant - 409/468-4290
b. After working hours: University Police - 409/468-2608
3. All major repairs must be arranged by the Manager of Transportation.
4. A driver involved in an accident must fill out Texas Department of Public
Safety Form ST-2 (blue form) within 24 hours and turn in to University
Police upon return to campus.: UPD will:
a. Complete the Texas Peace Officers1 accident report.
b. Forward a copy of the report to the Safety Department.
c. Complete the blue form and forward it to the Texas Department of
Public Safety.
5. Departments using fleet vehicles will be charged for damages as the result
of accidents or from abusive use.
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6. The Safety Department will contact the insurance adjuster, provide
appropriate information, and act as general liaison in the event of an
accident.
In addition to mileage charges, the following minimum charges for the
Road Buses will apply. There will be a minimum daily charge of
$50.00 per day for local use and a minimum charge of $100.00 per day
if the driver is required to be away from home base overnight. If daily
mileage charges exceed $50.00 for local or $100.00 for away trips, the
daily charge will be waived. Also all expenses (meals and lodging) for
the driver(s) are the responsibility of the renting department.
I. Special Provisions
1. All drivers of buses must have a Class C-CDL license and submit to DOT
physicals and drug baseline and random testing.
2. All drivers must have a valid driver certificate issued by UPD.
3. Buses must carry at least 1/3 of their capacity.
4. Certain buses, due to mechanical condition, are restricted to use in a 150-
mile radius.
5. Users of fleet vehicles who purchase gas, oil, and other products by cash
ticket or credit card must sign tickets, including license number of vehicle
and items purchased. Purchase of gas, oil, etc on other than University
credit cards furnished with the vehicle will be the responsibility of the
using department.
6. Drivers may be requested from the Physical Plant Department (PPD) and, if
available, will be furnished at a rate established annually by the PPD.
Drivers are normally paid on a portal-to-portal basis. Special
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arrangements should be made for extended trips. There is a minimum
charge of two hours for any called driver.
7. No alcoholic beverages will be allowed in state vehicles.
Source of Authority: Board of Regents, President, Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Physical Plant, Director of Safety
Forms: None
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Annual Budget Preparation C-2
Original Implementation: March 1,1989
Last Revision: April 15,1997'January 30, 2001
Preparation of the Annual Operating Budget is coordinated through the office of the Vice
President for Business Affairs. Guidelines are established by the President based upon
legislative appropriations, student fees and other local income, non-pledged and pledged
auxiliary system student fees and other income, available Higher Education Assistance
Fund, and estimates of other fund revenues. Guidelines will reflect current legislative
appropriation riders in effect and any other legal restrictions. Budgets will be prepared
by operating department heads, submitted to the next appropriate level of review then to
the Vice President in charge of the division and finally to the President for final
consideration. The schedule for preparation of the budget will be determined by the
President. Generally the schedule will allow for Board of Regents review in April on
even-numbered years and for review in July for odd-numbered years. Approved budgets
will be announced to the University departments through administrative channels
following approval of the Board of Regents.
All budgets are based on available funds and no expenditures may be made except as
provided for in the approved budget or in accordance with changes approved by the
X3O3.ru.
Source of Authority: Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Vice President for Business Affairs
Forms: None
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Computer Equipment Purchases C-8
Original Implementation: December 8, 1987
Last Revision: October 14, 1997January 30, 2001
The term "computer-related items" as used in this policy refers to computer-related
hardware, software and services. Purchases of computer-related items should be
approved through the appropriate administrative channels.
It is the responsibility of the department head/account manager to have sufficient
knowledge of the purchasing procedures required by the State of Texas for computer-related
items when initiating such purchases and to seek the assistance of the Director of
University Information SyGtomsInformation Technology Services and the Director of
Purchasing as needed. Although users are responsible for such purchasing decisions,
personnel in the computer center are available for consultation and can help to determine
the feasibility of proposed acquisitions as each relates to consistency with the
University's long range computing plan and with campus computing resource
capabilities, and their effective interface/
function with existing campus networks.
The Purchasing Department will provide the Director of University Information Systems
with a copy of the purchase of computer-related items. This will assist the Director in the
preparation of computing reports required by the State of Texas on a regular basis.
SOURCE OF AUTHORITY: President
CROSS REFERENCE: None
CONTACT FOR REVISION: Director of University Information Systcmslnformation
Technology Services
FORMS: None
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Distribution Of Payroll C-12
Original Implementation: Unpublished
Last Revision: October 11, l991January 30, 2001
University employees are paid monthly or semi-monthly for work done in the previous
month. Salaried employees are paid on the 1st of the month. Hourly employees are paid
on the 1st and 15th of the month. If thelst or 15th falls on a weekend or holiday,
employeeswitt-be are paid on the first working day following the weekend or holiday.
Employees eaa-mqy choose to receive their payroll by direct deposit or check.
Employees may participate in selecting direct deposit by signingmust complete a form,
which is available in the payroll department of the Controller's Office. Direct deposits
em-may be made electronically to any financial institution that accepts electronic
transfers. Because banks require a test period for direct deposit, the first payroll after
the direct deposit option is selected will be in the form of a check
Unless an employee has authorized direct deposit, a payroll check will be produced.
Payroll checks are released at the Business Office at 11:00 a.m. on Ihepaydays, -as
defined abovc.except as listed below. Payroll checks will bo released at tho Business
Office except at the Departments listed bolow: Employees at the following sites may
obtain their paychecks at their own locations:
Libvar/Athletics Athletic OfficoPhysical Plant
Computer Contor/Tolcphonc#ea///z Clinic Purchasing/Central StetesReceiving
University ContcrHousing Health Clinic University Center
Physical VlantLibrary University Police
Housing Office, Residence Halls and Apartmonts
Employees must present a form of pPicture identification is required of each person
picking up a when requesting payroll checks.
Release of payroll check to another person
i&tAn employee wishinges to have his/her payroll check released to another individual^
he/she should must provide that individual with signed authorization, for tho Business
Office to release the chock. The authorization ed person must be presented to tho cashior
at-the Business Office, along with tho written authorization and a picture identification of
tho individual whose chock is being rcloasod both the employee and the person obtaining
the check. The employee rs picture identification must also include a sample of the
employee's signature, which can be compared with the payee's signed authorization
signature, io. A (e.g., a state driver's license/.
Mailing of payroll check
i£&An employee will not bo ablo to pick up wishing to have his/her payroll check and
wants the chock mailed? must provide then he/she should loavo a signed authorization and
with-a-self-addressed stamped envelope at-fo the Business Office, prior to tho chock
distribution. The check will be mailed on the payday.
Source ©of Authority: Vice President for Business Affairs
Cross Reference: None
Contact ¥for Revision: University Controller
Forms: None
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Food Services C-13.5
Original Implementation: January 20, 1998
Last Revision: ^tefo&January 30, 2001
The University is committed to providing students the opportunity to participate in the
selection and evaluation of the food service contractor. Students are encouraged to
participate by attending regularly scheduled meetings of the Food Service Advisory
Committee. The Advisory Committee provides the Director of Auxiliary Services and
food service contractor with immediate feedback on issues and concerns of the students.
During the last year of each contract term, the University will ask the Food Service
Advisory Committee to participate in the formal evaluation of the food service program.
Should the University decide to retain the contractor, the Advisory Committee will assist
the Director of Auxiliary Services in the preparation of the terms and conditions of the
new contract.
Should the decision be made to re-bid the contract, an ad hoc committee will be
convened. The committee will be appointed by the Vice President for University Affairs
and will include members of the Advisory Committee, the faculty and administration.
Source of Authority: Section 51.940, Texas Education Code; Board of Regents;
President; Vice President for University Affairs
Cross Reference: Stephen F. Austin State University Web Page
Contact for Revision: Director of Auxiliary Services
Forms: None
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Private Solicitation C_25
Original Implementation: July 18, 1981
Last Revision: October 18, lOiUanuary 30, 2001
The following procedures are required for the solicitation of private gifts and/or support
in any form by any individual, department, unit, or other component of the University:
1. Complete the "Proposal Clearance Information Form" and attach it to the written
proposal/request. All approval signatures must be obtained prior to solicitation.
2. Approved proposal requests may or may not need assistance from University
Advancement. Should direct assistance from Advancement be desired, complete the
"Request for Assistance in Private Funding" form, and attach all pertinent information
concerning the project and prospective donors. This form and information should
accompany the^ "Proposal Clearance Information Form" discussed in Item 1 above. Both
signed forms, if needed, should be forwarded to University Advancement.
3. Following confirmation of support from the contacts identified on the clearance form,
the "Private Funding Summary/Impact Data" form should be completed and forwarded,'
through the channels identified on the form, to University Advancement.
4. When an agreement is reached with a donor, before any gifts of money, in-kind
donations or services are accepted, a Memorandum of Agreement is prepared by
University Advancement in consultation with the principal parties, and approved as to
form by the General Counsel.
Requests for exceptions to the above procedures should be made, in writing, to the Vice
President for University Advancement.
SOURCE OF AUTHORITY: Board of Regents, President
CROSS REFERENCE: None
CONTACT FOR REVISION: Vice President for University Advancement
FORMS: Proposal Clearance Information Form, Request for Assistance in Seeking
Private Funding, Private Funding Summary/Impact Data (available in University
Advancement)
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Investments C-41
Original Implementation: April 30,1996
Last Revision: January 25, 200050, 2001
Policy Statement
Stephen F. Austin State University invests the public funds in its custody with primary
emphasis on the preservation and safety of the principal amount of the investment.
Secondarily, investments must be of sufficient liquidity to meet the day to day cash
requirements of the University. Finally, the University invests to maximize yield within
the two previously indicated standards. All investments within this policy conform to all
applicable State statutes and local rules governing the investment of public funds. This
policy is promulgated in accord with the Public Funds Investment Act (Government
Code, Chapter 2256), related portions of the Texas Education Code, and the applicable
portions of H. B. 2459, 74th Texas Legislature.
This policy establishes rules for the investment of all University and agency funds except
endowment funds. Endowment funds are invested in accordance with separate policy
approved by the Board of Regents and are the responsibility of fund managers selected by
the Board of Regents.
Objectives
The foremost objective of all investment decisions shall be safety of principal. All
investments must be undertaken with the fiduciary responsibility associated with that of a
reasonable and prudent person. Investments must be in accord with Texas law.
Investment maturity must be diversified to match the University's liquidity requirements.
Investments shall incur no unreasonable risk in order to maximize potential income.
Investments shall remain sufficiently liquid to meet all reasonably anticipated operating
requirements.
Investments may be diversified in order to respond to changing economic and/or market
conditions.
No investments within the portfolio or investment practices conducted to effect
investment activities shall violate the terms of this policy.
Authorized Investments
All University funds and funds held in trust for others may be invested only in the
following securities:
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A) obligations of the United States of America, its agencies and instrumentalities;
B) direct obligations of the State of Texas or its agencies and Instrumentalities;
C) collateralized mortgage obligations directly issued by a federal agency or
instrumentality of the United States of America, the underlying security for which
is guaranteed by an agency or instrumentality of the United States of America;
D) other obligations, the principal of and interest on, which are unconditionally
guaranteed or insured by, or backed by the full faith and credit of, the State of
Texas or the United States of America or their agencies and instrumentalities;
E) obligations of states, agencies, counties, cities, and other political subdivisions of
any state rated as to investment quality by a nationally recognized investment
rating firm of not less that A or its equivalent;
F) certificates of deposit issued by a state or national bank or savings and loan
association domiciled in Texas that is:
1) guaranteed or insured by the Federal Deposit Insurance Corporation;
2) fully collateralized by obligations described in Authorized Investments section
A-E listed above, including mortgage backed securities directly issued by a
federal agency or instrumentality that have a market value of not less than the
principal amount of the certificates, but excluding those mortgage backed
securities of the following nature:
a) obligations whose payment represents the coupon payments on the
outstanding principal balance of the underlying mortgaged-backed security
collateral and pays no principal;
b) obligations whose payment represents the principal stream of cash flow
from the underlying mortgage-backed security collateral and bears no
interest;
c) collateralized mortgage obligations that have a stated final maturity date of
greater than 10 years; and
d) collateralized mortgage obligations the interest rate of which is determined
by an index that adjusts opposite to the changes in a market index.
G) fully collateralized repurchase agreements with a definite termination date,
secured by obligations described by Authorized Investments section F, requiring
the securities being purchased by the entity to be pledged to the entity, held in the
entity's name, and deposited at the time the investment is made with the entity or
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with a third party selected and approved by the entity; and placed through a
primary government securities dealer, as defined by the Federal Reserve, or a
financial institution doing business in this state;
H) bankers acceptances having a stated maturity of 270 days or fewer from the date
of issuance, to be liquidated in foil at maturity, eligible for collateral for
borrowing from a Federal Reserve bank, and accepted by a bank organized and
existing under the laws of the United States of America or any state, if the short-term
obligations of the bank, or of a bank holding company of which the bank is
the largest subsidiary, are rated not less than A-l or P-l or an equivalent rating by
at least one nationally recognized credit rating agency;
I) commercial paper that has a stated maturity of 270 days or fewer from the date of
its issuance, and is rated not less than A-l or P-l or an equivalent rating by at
least two nationally recognized credit rating agencies or one nationally recognized
credit rating agency and is folly secured by an irrevocable letter of credit issued
by a bank organized and existing under the laws of the United States of America
or any state;
J) no-load money market mutual funds regulated by the Securities and Exchange
Commission, having a dollar-weighted average stated maturity of 90 days or
fewer, and including in their investment objectives the maintenance of a stable net
asset value of $1 for each share;
K) guaranteed investment contracts conforming to Section 2256.015 of the
Government Code;
L) investment pools conforming to Section 2256.016 of the Government Code;
M) cash management and fixed income funds sponsored by organizations exempt
from federal income taxation under Section 501(f), Internal Revenue Code of
1986 (26 U.S.C. Section 501(f));
N) Assets and/or funds reportable within the scope of the University's annual
financial report may not be invested in or used to purchase securities, including
obligations, of a private corporation or other private business entity that owns
10% or more of a corporation or business entity which records or produces any
song, lyrics or other musical work that explicitly describes, glamorizes or
advocates:
(1) acts of criminal violence, including murder, assault, assault on police officers,
sexual assault, and "robbery;
(2) necrophilia, bestiality, or pedophilia;
(3) illegal use of controlled substance;
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(4) criminal street gang activity;
(5) degradation or denigration of females; or
(6) violence against a particular sex, race, ethnic group, sexual orientation, or
religion.
Insurance or Collateral
All deposits and investments of University funds other than direct purchase of United
States Treasury securities or United States Agency securities and in money market funds
invested in U. S. Treasury or Agency securities shall be secured by a pledge of collateral
with a market value equal to no less than 100% of the deposits or investments less any
amount insured by the FDIC or FSLIC and pursuant to Article 2529d, the Public Funds
Collateral Act Evidence of the pledged collateral shall be maintained by the University
Controller. Eligible repurchase agreements shall be documented by a specific agreement
noting the collateral pledged in each agreement. Collateral shall be reviewed monthly to
assure the market value of the securities pledged equals or exceeds the related bank
balances.
Pledged collateral shall be maintained for safekeeping by a third party depository.
Collateral Defined
The University shall accept only the following securities as collateral:
A) FDIC and FSLIC insurance coverage;
B) United States Treasury, Agency, or Instrumentality securities;
C) Other obligations, the principal of and interest on which are unconditionally
guaranteed or insured by the State of Texas or the United States of America;
D) Obligations of states, agencies thereof, counties, cities, and other political
subdivisions of any state having been rated as to investment quality by a
nationally recognized investment rating firm and having received a rating of no
less than A or its equivalent.
Investment Strategy
All investments will be made in accordance with the University's Investment Policy.
Investments may be diversified as needed to provide investment suitability to the
University's financial requirements. The preservation and safety of principal is the first
priority, however, it is recognized that unrealized losses will occur in a rising interest rate
environment, just as unrealized gains will occur during periods of falling interest rates.
Investments will be of the type to provide sufficient liquidity and marketability for any
P38
operating requirements. The investment portfolio may be diversified with authorized
securities to accommodate changing market conditions. However, United States Treasury
securities are preferable because of their low risk and high liquidity. An investment
decision shall consider yield only after the requirements for principal preservation,
liquidity, and marketability have been met.
Investments may be categorized and described as:
A) Short Term - less than 90 days
Funds needed to meet short term operating requirements normally will be
invested in either the Texpool investment vehicle managed by the State Treasurer
or overnight sweep accounts established with banking institutions. The
benchmark is the average three month Treasury Bill yield.
B) Intermediate Term - 90 days to one year
United States Treasury and Agency securities, United States Agency Discount
Notes are the primary investment vehicles. United States Treasury securities are
preferable because of their low risk and the ease with which they are traded. The
benchmark is 95 percent of the average one-year Treasury Bill yield.
C) Long Term - over one year
United States Treasury and Agency securities are the primary investment
vehicles. Normally, investments are laddered so that most principal is returned
over a five year period in increments sufficient to meet anticipated operating and
capital needs. The 30 Year Treasury Bond rate is the benchmark for long term
funds.
D) Maturity
The length of time for investments within this policy will vary according to fund
type and will be dependent on funding requirements. As a general rule, funds will
be invested for the time periods indicated:
Current Unrestricted and Restricted Funds 2 days to one year
Plant Funds 3 months to 3 years
Delegation of Authority
The Vice President for Business Affairs (VPBA) of Stephen F. Austin State University is
responsible for investment management decisions and activities. The VPBA delegates the
day-to-day management of the investment activities to the Director of Financial Services.
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The VPBA shall be ultimately responsible for all transactions undertaken and shall
establish a system of controls (Appendix A) to regulate the activities of officials and staff
involved in investment transactions.
The VPBA shall develop and maintain written administrative procedures and guidelines
for the operation of the investment program which are consistent with and part of this
Investment Policy (Appendix B).
The VPBA shall be designated as the University's investment officer and is responsible
for the duties outlined herein. The name and title of the investment officer shall be filed
with the Board of Regents. Changes of name and/or title must be filed with the Board of
Regents as they occur.
Decisions requiring security purchases with stated maturity in excess of five (5) years
will require approval of the VPBA and ratification by the Board of Regents.
No officer or designee may engage in an investment transaction except as provided under
terms of this policy as approved by the Stephen F. Austin State University Board of
Regents.
Prudence
The "prudent person" standard will be used in the investment function and shall be
applied in the context of individual transactions as well as management of the overall
portfolio.
Accordingly, all investments shall be made with judgment and care, under circumstances
then prevailing, which persons of prudence, discretion, and intelligence exercise in the
management of their own affairs, not for speculation, but for investment, considering the
probable safety of their capital as well as the expected income to be derived.
Internal Controls
Stephen F. Austin State University has established a system of written internal controls
designed to prevent loss of public funds due to fraud, employee error, misrepresentation
by third parties, unanticipated market changes, or imprudent actions by employees of the
University. These controls are shown in Appendix A of this Investment Policy. These
controls are subject to the review of and recommendations from the University's
Department of Audit Services office.
Investment Authority
The VPBA shall invest only those funds regulated by this policy and shall purchase only
those securities authorized by the Authorized Investments section of this policy.
Authorized Financial Dealers and Institutions
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Investment transactions (bids and offers) will occur only between the University and
Board authorized broker/dealers.
A written copy of the investment policy shall be presented to any person offering to
engage in an investment transaction with Stephen F. Austin State University. The
qualified representative of the business organization offering to engage in an investment
transaction with Stephen F. Austin State University shall execute a written instrument
substantially to the effect that the business organization has (a) received and reviewed the
investment policy of the University and (b) acknowledges that the business organization
has implemented reasonable procedures and controls in an effort to preclude investment
transactions conducted between the University and the organization that are not
authorized by Stephen F. Austin State University's investment policy..
Securities may not be bought from any organization whose representative has not
provided the University with the acknowledgment required in the above paragraph.
Diversification
Investments may be diversified to minimize the risk of loss resulting from unauthorized
concentration of assets in a specific maturity, specific issuer, or specific class of
securities. The diversification limits by security type and issuer shall be:
Category Maximum
U. S. Treasury securities and securities having principal and
interest guaranteed by the U. S. Government 100%
U. S. Government agencies, instrumentalities and government
sponsored enterprises (excluding mortgage backed securities) 50%
Collateral mortgage backed securities 25%
Fully insured or collateralized certificates of deposit 30%
Bankers' acceptances 25%
Commercial paper 25%
Repurchase agreements 100%
Registered money market funds 80%
Local Government Investment Pool 100%
The VPBA and his or her designee may diversify investment maturity. To the extent
possible, investment maturity will be matched with anticipated cash flow requirements.
Matching maturity and cash flow requirements will minimize occasions for sale of
securities prior to maturity, thereby reducing market risk. However, no provision of this
policy shall be interpreted as prohibiting the sale of any security prior to maturity,
provided that it is in the University's financial interest to effect the sale.
The weighted average maturity of the entire portfolio shall be maintained at no more than
10 years and shall be reported quarterly to the Board of Regents. Pooled fund groups
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eligible for University investment shall have a maximum weighted average maturity of
10 years.
Safekeeping and CoUateralization
All securities transactions, including collateral for repurchase agreements, but excluding
mutual funds and investment pools, must be settled on a delivery versus payment basis.
Certificates of deposit shall be held by a third party custodian in the name of the
University. The third party custodian shall be required to issue a safekeeping receipt to
the University listing the specific instrument, rate, maturity, safekeeping receipt number,
and other pertinent information. Any collateral safekeeping receipt shall be clearly
marked on its face that the security is "pledged to Stephen F. Austin State University".
CoUateralization shall be required on certificates of deposit and repurchase agreements.
The coUateralization level shall be no less than 100% of the market value of the principal
and interest due on these instruments.
Collateral for certificates of deposit and repurchase agreements shall consist of any of the
securities authorized for investment within this policy.
Performance Evaluation
The VPBA shall submit quarterly reports to the Board of Regents through its Finance
Committee and the President of the University in the format prescribed by the Public
Funds Investment Act, within a reasonable time after the end of the quarter.
The reports must:
(A) describe in detail the investment position of the University on the date of the
report;
(B) be prepared by the investment officer(s) of the University;
(C) be signed by the investment officer(s) of the University;
(D) contain a summary statement prepared in compliance with generally accepted
accounting principles of each pooled fund group that states the:
(1) beginning market value for the reporting period;
(2) additions and changes to the market value during the period;
3) ending market value for the period; and
(4) folly accrued interest for the reporting period;
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(E) state the book value and market value of each separately invested asset at the
beginning and end of the reporting period by the type of asset and fund type
invested;
(F) state the maturity date of each separately invested asset that has a maturity date;
(G) state the account or fund or pooled group fund for which each individual
investment was acquired; and
(H) state the compliance of the investment portfolio of the University as it relates to
the relevant provisions of the Public Funds Investment Act.
Training \
The VPBA and Director of Financial Services are required by Section 2256.007(a) of the
Government Code to attend at least one session of investment training not later than
March 1, 1996, and, as appropriate, periodically thereafter.
Audits
The University's Department of Audit Services office shall conduct annual compliance
audits of management controls on investments and adherence to the University's
investment policy and report the results to the President and VPBA and the State
Auditor's Office. In addition, the Department of Audit Services shall annually review the
quarterly investment reports, and report the result of the review to the governing body.
Investment Policy Adoption and Certification
Upon adoption by the Stephen F. Austin State University Board of Regents, the
University's investment policy shall be reviewed annually to ensure current applicability
and significant modifications thereto submitted to the Board of Regents for approval.
Source of Authority: Board of Regents, Stephen F. Austin State University
Cross Reference: None
Contact for Revision: Vice President for Business Affairs
Forms: None
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APPENDIX A
INTERNAL CONTROLS
The University has prepared an Investment Policy as of April 12,1996. The policy was
approved by the Board of Regents April 30,1996.
The Investment Policy will be reviewed and/or updated no less than annually.
All pledged securities shall be held by a third party custodian in the name of the
University. A safekeeping receipt will be issued to the University listing the specific
instrument, rate, maturity, safekeeping receipt number, and other relevant information.
The signature of the President, VPBA, or Director of Financial Services is required for
release of pledged securities from safekeeping unless the securities being released are
replaced by securities with the same market value. Only changes in the level of
collateralization require approval by the above.
The Controller's Office will reconcile the appropriate investment accounts to broker's
statements and other supporting documents monthly.
All purchases of securities from and deposits of funds to or withdrawals of funds from
Texpool require the signature of the VPBA, and either the Director of Financial Services
or the Controller.
APPENDIX B
ADMINISTRATIVE PROCEDURES
The Bursar's Office will maintain a daily list of cash balances held in depository bank
accounts.
All investment transactions and related cash transfer requests, except for investment
"rollovers" as defined, will be prepared by the Director of Financial Services and will
require an appropriate second signature.
"Rollovers" are investment transactions whereby an investment of certain type held by an
entity matures and the proceeds are then used to purchase an investment of the same type
within the same account within the same entity.
The Controller's Office will record investments in compliance with GASB and State
Comptroller's reporting requirements and reconcile the appropriate investment accounts
to broker's statements and other supporting documents monthly.
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Quarterly investment reports are prepared by the Director of Financial Services and
approved by the Vice President of Business Affairs in accordance with the Performance
Evaluation section of this investment policy.
The market price of securities will be monitored quarterly using industry published data
or appropriate financial publications.
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Appearances Before the Board of Regents D-4
Original Implementation: January 19,1988
Last Revision: April 21, 199SJanuary 30, 2001
The Chair of the Board of Regents or the President may invite individuals to appear
before the Board or one of its committees for specific purposes. The Chair of the Faculty
Senate and the President of the Student Government Association shall have the
opportunity to provide a report at each quarterly Board meeting. Other individuals or
group representatives wishing to appear before the Board shall file a written request with
the President at least seven working days before the appropriate meeting. The written
request shall include a statement of the purpose for which an appearance is requested, the
nature of the information to be presented and the names of those who will speak to the
Board. The President will submit the request to the Chair of the Board, who will grant the
request, deny the request or provide for an appearance before an appropriate committee
of the Board. The individual making the request shall be notified of the Chair's decision
by the President.
Source of Authority: Board of Regents Rules and Regulations
Cross Reference: None
Contact for Revision: President
Forms: None
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Disposition of Abandoned Personal Property D-9
Original Implementation: October 18,1988
Last Revision: July 15,1997'January 30, 2001
Lost property means any unclaimed personal property coming into the possession of the
University, other than motor vehicles, as defined in V.T.C.S. art. A177 Bathe Texas
Transportation Code.. Lost property shall be deemed abandoned if the rightful owner does not
come forth and make a valid claim within ninety (90) days of the University's original
possession.
Unless the abandoned property is being held as evidence to be used in a pending criminal case,
the University may dispose of the abandoned property by public auction. The profits of the
auction shall be used for student service activities. However, if the rightful owner makes a valid
claim to abandoned property before auction, then the University shall return the property to the
rightful owner.
REPORTING OR CLAIMING ABANDONED PERSONAL PROPERTY
Any individual finding lost property on the University campus or seeking to claim lost property
should follow the guidelines listed below.
1. A person finding lost or unclaimed property should turn in said property at the University
Police Department or the Information Desk in the University Center. Lost or unclaimed
property found in Steen Library should be turned in to the Circulation Desk on the first
floor. Lost or unclaimed property found in academic buildings should be turned in to the
appropriate departmental office. Lost or unclaimed bicycles or other bulky items are stored
in the University Police Department.
2. A written "Record of Unclaimed Personal Property" form indicating the date the lost or
unclaimed property came into the University's possession shall be completed and retained
by the receiving department.
3. After fifteen (15) days, all unclaimed property held in the University Police Department, in
Steen Library, or in other campus areas such as departmental offices, shall be transferred to
the University Center Information Desk with the record indicating the date of receipt of the
unclaimed property.
4. Lost items may be claimed at the Information Desk upon presentation of reasonable
identification of the lost property.
5. A public auction is held annually under the direction of Student Activities at a time and
place announced during each academic year.
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Source of Authority: V.T.C.S. art. 1177 94Texas Education Code, Section 51.213, President,
Vice President for University Affairs
Cross Reference: None
Contact for Revision: General Counsel, Vice President for University Affairs
Forms: Record of Unclaimed Personal Property (available in University Printing Services)
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Driver Certification D_1Q
Original Implementation: May 4,1983
Last Revision: January 20, l998January 30, 2001
Driver certification is required for any University employee who must drive a University vehicle
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 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, (b) issue a permanent
permit valid for twe-three years, or (c) deny driver certification.
A defensive driving course must be completed in order to receive a permanent permit and must
be completed every three years to maintain the permanent permit. The temporary permit is
issued: (a) prior to completion of the defensive driving course and (b) for specific-use purposes,
such as an academic field trip.
Source of Authority: Board of Regents, President, Vice President for University Affairs
Cross Reference: None
Contact for Revision: President
Forms: Application Approved Drivers Certification
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Faculty/Staff Traffic Appeals D_12
Original Implementation: March 2, 1981
Last Revision: January 20,1998 January 30, 2001
The purpose of this procedure is to insure due process of law to any faculty/staff member
charged with a violation of the University's parking regulations.
Any faculty/staff member at Stephen F. Austin State University may appeal a parking citation by
submitting an application for appeal to the Faculty/Staff Traffic Appeals Board within seven (7)
working days of the issuance of the citation. Applications for appeal are obtained at the
University Police Department. On the application the faculty/staff member will select which of
the listed hearing dates are compatible with his/her schedule.
Composition and Jurisdiction of Faculty/Staff Traffic Appeals Board
Composition
1. The Faculty/Staff Traffic Appeals Board shall be composed of seven (7) faculty/staff members
appointed by the President, in consultation with the Vice President for Academic Affairs, the
Vice President for Business Affairs, the Vice President for University Affairs, and the Faculty
Senate. The Student Traffic Appeals Board and the Faculty/Staff Traffic Appeals Board shall
select one of its members to serve as an ex officio member on the other board with all privileges
of membership except the right to vote and to hold office. The Faculty/Staff Traffic Appeals
Board shall elect its Chairperson.
2. The members of the Faculty/Staff Traffic Appeals Board shall serve three-year staggered
terms.
3. Any member of the Board who receives three (3) or more traffic (including parking) citations
within any regular semester shall be disqualified as a member and replaced for the unexpired
term. Vacancies will be filled with the appointment of a new member by the President.
Jurisdiction
The Faculty/Staff Traffic Appeals Board shall have original jurisdiction over all parking citations
issued by the University Police Department.
Summoning Procedure
Notice
Within ten (10) days of the appeal application date, the Chairperson of the Faculty/Staff Traffic
Appeals Board shall inform the applicant in writing of the time and place of his/her hearing The
hearing will be within thirty (30) days of the appeal application date.
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Failure to Appear
The failure of the appellant to appear at the time appointed for his/her hearing shall forfeit his/her
right to a hearing and shall constitute a waiver of the rights granted by these procedures, unless
the Faculty/Staff Traffic Appeals Board excuses the absence for good cause shown.
Conduct of Hearing
Sessions
The Faculty/Staff Traffic Appeals Board shall determine in September, of each year the schedule
of hearing dates for the fall and spring semesters and publish these dates on the appeals
application form. The Chairperson may cancel a hearing if, in his/her judgment, it is not required
due to the lack of appeals brought to the Board. Hearings will be scheduled by the Chairperson
as required during the summer.
The hearings shall be heard during regular business hours of the University. Where possible, they
shall be scheduled by the Chairperson at a time convenient to both the parties and the panel'
members. The University and its police department shall be parties in all appeals brought before
the Board.
Appellant's Rights
The appeals application form and the hearing notice from the Faculty/Staff Traffic Appeals
Board shall, among other things, inform the faculty/staff member of his/her rights:
1. to be accompanied by one (1) representative;
2. to know the identity of the police officer who issued the citation;
3. to summon his/her own witnesses, produce evidence, and to speak in his/her own defense;
4. to cross-examine witnesses testifying against him/her;
5. to inspect and copy the record of the hearing at his/her cost.
Rules of Procedure
1. The Board may hear appeals for parking citations for which an application to appeal has been
filed in accordance with these rules.
2. Each citation shall be appealed separately.
3. Each appeal shall be heard and decided on its own merit.
4. The Board may examine, cross-examine, call, recall, and dismiss any witness.
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5. The Board may limit the number of witnesses whose testimony will be repetitious and
establish time limits for testimony so long as all viewpoints are given a reasonable opportunity to
be expressed.
6. The Board shall maintain an adequate record of each hearing. Summary notes shall be deemed
an adequate record for this purpose.
7. The Chief of the University Police Department, or his/her delegate, may represent the
University in any hearing.
8. The Board may enter into closed session for deliberation at the conclusion of the presentation
of evidence. \
9. The Board's judgment must be rendered within three (3) working days of the hearing.
10. A member of the Board must excuse himself/herself from any appeal in which he/she is
involved, or in which a member of his/her family is involved.
Findings and Sanctions
Findings
The Board shall decide only whether or not the defendant is guilty of the parking offense as
charged in the citation.
Sanctions
The service charges for each offense are established by the Board of Regents and may not be
reduced or eliminated by the Faculty/Staff Traffic Appeals Board if the individual is found guilty
of the parking offense.
Source of Authority: President
Cross Reference: None
Contact for Revision: President
Forms: None
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Petitions and Handbills D_25
Original Implementation: July, 1980
Last Revision: January 20, 199SJanuary 30, 2001
These rules shall govern the circulation and distribution of all petitions and handbills on
University property.
1. These rules shall apply to students, faculty, and staff, and their approved organizations.
2. However, these rules do not apply to:
a. the University, and its agents, servants, or employees, acting in the course and scope of their
agency or employment; and
b. the Stephen F. Austin State University Alumni Association and the Stephen F. Austin State
University Foundation.
3. Students, faculty, and staff, and their approved organizations, may circulate and distribute
petitions and handbills on University property, except in academic buildings unless otherwise
authorized by law. Circulation and distribution must be conducted in compliance with these rules
and University policy and must not:
a. result in a breach of peace or violation of law;
b. interfere with the free and unimpeded flow of pedestrian and vehicular traffic; or
c. materially disrupt or interfere with the normal activities of the University.
4. The person or organization must deposit in the Office of Student Development a true and
correct copy of the petition or handbill to be circulated or distributed on University property.
Each petition and handbill deposited with the Office of Student Development shall bear the
signature of the person, or if an organization, the signature of its authorized representative, as
well as, the organization's address and telephone number.
5. Each petition and handbill to be circulated or distributed on University property shall identify
the person or organization displaying or distributing it.
6. The person or organization shall clean and remove any litter which results from the circulation
and distribution of its petitions and handbills.
7. No person or organization may circulate or distribute a petition or handbill that:
a. violates the University's policy on solicitation;
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b. contains material that is obscene or libelous; or
c. advocates the deliberate violation of law. For the purposes of this section "advocacy" means
preparing the group addressed for imminent action and steeling it to such action, as opposed to
the abstract espousal of the moral propriety of a course of action.
8. In addition to these rules, petitions and handbills to be circulated and distributed by students,
faculty, and staff, and their approved organizations, in:
a. residence halls must comply with the rules governing residence halls; and
b. the University Center must comply with the rules governing the University Center.
Petitions and Handbills of Visitors
These rules shall govern the circulation and distribution of all petitions and handbills on
University property by visitors.
1. Visitor shall mean a person who is not presently enrolled as a student nor is presently
employed by the University.
2. a. Visitors may circulate and distribute petitions and handbills in the Free Expression Area of
the University between 8:00 a.m. and 7:00 p.m., Monday through Saturday. Circulation and
distribution must be conducted in compliance with these rules and University policy and must
not:
(1) result in a breach of peace or violation of law;
(2) interfere with the free and unimpeded flow of pedestrian and vehicular traffic; or
(3) materially disrupt or interfere with the normal activities of the University.
However, during registration, visitors that can present to the Vice President for Business Affairs
written evidence from the Internal Revenue Service that the organization has been granted an
exemption from taxation under 26 U.S.C.A. 501 (c) (3) and (d) (Internal Revenue Code) may
circulate and distribute petitions and handbills in areas designated in advance by the Office of
Student Development.
b. Reservations must be made in writing through the Office of Student Development at least
forty-eight (48) hours in advance of the activity in order to facilitate orderly scheduling of the
area. The visitor must deposit with the Office of Student Development a true and correct copy of
the petition or handbill to be circulated or distributed on University property. Each petition and
handbill deposited with the Office of Student Development shall bear the signature of the person,
or if an organization, the signature of its authorized representative.
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3. Each petition and handbill to be circulated or distributed on University property shall identify
the person or organization displaying or distributing it.
4. The visitor shall clean and remove any litter which results from the circulation and distribution
of his/her petitions and handbills.
5. No visitor may circulate or distribute a petition or handbill that:
a. violates the University's policy on solicitation;
b. contains material that is obscene or libelous; or
c. advocates the deliberate violation of law. For the purposes of this section, "advocacy" means
preparing the group addressed for imminent action and steeling it to such action, as opposed to
the abstract espousal of the moral propriety of a course of action.
Source of Authority: United States Constitution, Amendments I and XIV; President; Vice
President for University Affairs
Cross Reference: Stephen F. Austin State University Web Page
Contact for Revision: Dean of Student Development
Forms: None
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Training and Certification of University Vehicle Operators D-36
Original Implementation: May 4,1983
Last Revision: January 20,1998 January 30, 2001
1. For the purpose of this policy, the following definitions shall apply.
a. "Operate" means to be in actual physical control of a motor vehicle upon a highway.
b. "Highway" means the entire width between property lines of any road, street, way,
thoroughfare, or bridge in this state not privately owned or controlled, when any part thereof is
open to the public for vehicular traffic and over which the state has legislative jurisdiction under
its police power:.
c. "University" means Stephen F. Austin State University.
d. "Approved Driver Certificate" means a certificate issued by the University based on
prescribed training, demonstrated proficiency and satisfactory driving record.
e. A "hazardous traffic violation" means "any act committed in connection with the operation of
a motor vehicle on a public street or highway, which constitutes a hazard to traffic and is
prohibited by state law or city ordinance." Hazardous violations shall include parking on
pavement and all equipment violations except overweight violations.
f. "A satisfactory driving record" means a driving record in which an employee has less than ten
points accumulated for traffic-related violations during the last three years and has no violations
occurring during the last seven years according to the point system provided in this policy.
2. In determining employee eligibility for an Approved Driver Certificate, the following points
shall be assessed for convictions of traffic related violations:
a. Three points for any hazardous violation which does not contribute to a traffic accident.
b. Four points for any hazardous traffic violation which does contribute to a traffic accident.
c. Ten points for any of the following:
1) Driving while intoxicated
2) Aggravated assault with motor vehicle
3) Driving under the influence of drugs
4) Murder without malice with motor vehicle
5) Homicide by vehicle
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6) Failure to stop and render aid
3. A person with a 10-point violation on his record within the past seven years shall not be
eligible for an Approved Driver Certificate.
4. For the purposes of this policy, the Chief of University Police may regard a probated sentence,
deferred adjudication, enhancement, or reduction for a traffic related violation the same as a
conviction.
5. In order to operate a University motor vehicle upon a highway, an employee must be
designated by the employing department, college, or division as a driver and must meet the
following standards:
v
a. provide evidence of an appropriate, valid Texas driver's license;
b. provide evidence of the satisfactory completion of a course of defensive driving; and,
c. provide evidence from the Driver Records Division of the Texas Department of Public Safety
of a satisfactory driving record.
Applications for an Approved Driver Certificate may be obtained from the Chief of University
Police. (See Driver Certification policy.)
6. Upon fulfillment of the requirements in paragraph 5, above, the Chief of University Police
shall issue an Approved Driver Certificate to the employee. This certificate shall authorize the
employee to operate any University motor vehicle of one-ton carrying capacity or less upon the
highways.
To be certified for a University motor vehicle in excess of one-ton capacity, the employee must
demonstrate proficiency in the operation of the type of vehicle in question. Demonstration of the
proficiency shall be indicated by an endorsement to the Approved Driver Certificate.
7. An Approved Driver Certificate shall be valid for twe-three years. Renewal of the certificate
may be acquired by the presentation of a satisfactory driving record issued by the Driver Records
Division of the Department of Public Safety during the month of renewal.
8. An employee holding an Approved Driver Certificate who is involved in a hazardous traffic
violation may be required to repeat any phase of the certification process. Habitual or repeated
violation of the University policy or the Texas Motor Vehicle Law, may result in the suspension
or cancellation of an Approved Driver Certificate. The Chief of University Police may refuse to
issue or renew an Approved Driver Certificate to an employee without notice or hearing.
9. Upon presentation of a satisfactory driving record and proficiency, an employee may apply
for, and the Chief of University Police may issue, a Temporary Approved Driver Certificate. A
temporary certificate may be issued for a period of 180 calendar days and may not be renewed.
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The temporary condition of the certificate may be removed by the Chief of University Police
upon the completion by the employee of the defensive driving course required in paragraph 5.
10. The Manager of Transportation shall not permit an employee who does not hold ah Approved
Driver Certificate to operate any University motor vehicle under his control. The chief
administrator of a department, college, or division of the University shall not permit an employee
who does not hold an Approved Driver Certificate to operate a University motor vehicle under
his control.
Source Of Authority: Board of Regents, President
Cross Reference: None
Contact For Revision: President
V...
Forms: None
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Employee Separation E-18
Original Implementation: Unpublished
Last Revision: October 11,1991January 30, 2000
Employee separation is initiated with a "Personnel Action Request" form routed through the
appropriate administrative channels.
At least two (2) weeks notice should be given prior to separation from the University. All
employees leaving the employment of the University are required to complete a checkout
procedure with Personnel Services. Personnel Services will provide verification the employee has
finalized all University business i8ncluding return of Library materials, safety equipment,
uniforms, keys,,and that all outstanding financial matters with UPD and/or the Business Office
have been resolved. Employees will be notified by Personnel Services if there is outstanding
business in a particular department. If so, the employee must clear the matter prior to their exit
interview.
Personnel Services will schedule an exit interview with the employee to be conducted in the
Personnel Services Office or by mail. At this time they will complete a separation questionnaire,
receive information regarding their retirement funds and will provide Personnel Services with a
forwarding address where W-2's and COBRA information can be sent.
Source of Authority: Vice President for Business Affairs
Cross Reference: Non-Academic Employee Handbook
Contact for Revision: Director of Personnel Services
Forms for Implementation: Personnel Action Request, see Index E-39 (available in
University Printing Services); Employee Checkout Form (available in Personnel Services)
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Longevity Pay/Hazardous Duty Pay E-32N
Original Implementation: Unpublished
Last Revision: October 14, 1997January 30, 2001
Non-academic, full-time employees, working at least 40 hours a week in one position, are
entitled to longevity pay in the amount of $20 per month for each 5 years (60 months) of
state service. Longevity pay is capped at $160 per month. At the time of initial
employment, employees are required to report prior employment with other state of
Texas agencies or institutions of higher education. The employing department must
record this information in the appropriate section of the "Personnel Action Request"
form. Prior state employment is verified by Personnel Services.
Commissioned law officers are entitled to hazardous duty pay in lieu of longevity pay.
SOURCE OF AUTHORITY: V.T.C.A., Government Code Sections 659.041-659.047;
President; Vice President for Business Affairs
CROSS REFERENCE: Non-Academic Employee Handbook
CONTACT FOR REVISION: Director of Personnel Services, Manager of Payroll
Services
FORMS: Personnel Action Request, see Index E-39 (available in University Printing
Services)
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Service Awards E-45
Original Implementation: October 4