0

POLICY AND PROCEDURE SYSTEM

Effective Date

Review Cycle

Review Date

Reviewer

0.01 Academic Affairs Policy and Procedure Statement PPS System

R: 8/01

Apr. 1, E3Y

4/1/2004

Provost

1

ADMINISTRATION ORGANIZATION

Effective Date

Review Cycle

Review Date

Reviewer

1.02 Guidelines for Formation/Operation of Advisory Councils at School Level and Below

O: Fall/86

Mar. 1, E5Y

3/1/2001

Provost

1.03 Dean and Chair Workloads

O: Fall/86

Apr. 1, E4Y

4/1/2011

AVPAA

1.04 School Budget Committees

I: 1/88

Dec. 1, E3Y

12/1/2001

AVPAA

1.05 Senate Chair Workload

I: 2/88

Nov. 1, E4Y

11/1/2011

Provost

1.06 Council of Academic Deans

R: 6/07

Sept. 1, E3Y

9/1/2010

Provost

1.07 Faculty Senate/Academic Affairs Interactions

I: 3/89

Sept. 1, E3Y

9/1/1999

Provost

1.08 Role of the Graduate College

R: 12/00

Dec. 1, E5Y

12/1/2010

Dean, Graduate College

1.09 Role of the Academic Dean

I: 5/89

Nov. 1, E5Y

11/1/2012

Provost

1.10 Role, Evaluation and Step-Down Salaries of Department Chairs and School Directors

R: 5/05

Oct. 1, E5Y

10/1/2010

Provost & VPAA

Appendix A Role of Department Chair and School Directors

1.11 Deleted  UPPS Review Process.  See UPPS 01.01.01

1.12 General Education Council

R: 3/07

Feb. 1, E3Y

2/1/2010

Dean, University College

1.13 Council of Chairs

R:8/08

Aug. 1, ONY

8/1/2011

Chair, Council of Chairs

1.14 Establishment and Review of Centers, Institutes, and Academies

I: 11/01

Sept. 1, E3Y

9/1/2010

AVPR

2

CURRICULUM: PROGRAMS AND COURSE OFFERINGS

Effective Date

Review Cycle

Review Date

Reviewer

2.01 Courses: Addition, Change, and Deletion

R: 12/05

Sept. 1, ONY

9/1/2007

Curriculum Coordinator

Attachment A Annual Course Calendar (.pdf format)
Attachment B Course Inventory Request
Attachment C Supplementary Course Information Form (.pdf format)
Attachment D Writing Intensive Request
Attachment E Course Form Instructions (.pdf format)

2.02 Small Classes

R: 8/08

Nov. 1, ONY

11/1/2009

Director, Curriculum Services

2.03 Academic Courses: Study-Abroad, Study-in-America, and off-campus courses

R: 10/05

Dec. 1, ONY

12/1/2007

Director, Extended and Distance Learning; AVPAA

Attachment A Application
Attachment B Proposed Budget
Attachment C Certification of Compliance (.pdf format)
Attachment D Contingency Plan
Attachment E Academic Program Director's Responsibilities (.pdf format)

2.05 Academic Programs: Additions, Changes and Deletions (currently under review--attachments are not active)

R: 7/07

Aug. 1, ONY

8/1/2009

Director, Curriculum Services

2.06 Contact with the Division of Universities, Coordinating Board

R: 2/05

Oct. 1, ENY

10/1/2006

Director, Curriculum Services

2.07 Short Courses

R: 10/88

July 1, ENY

7/1/2010

Registrar

2.08 Classroom Assignment for Handicapped Students

I: 1/88

June 1, E3Y

6/1/2010

Director, Academic Development and Assessment

2.11 Organizational/Administrative Change Request

R: 5/05

Mar. 1, E5Y

3/1/2010

Director, Curriculum Services

Attachment A Substantive Administrative Change Request
Attachment B Non-Substantive Administrative Change Request

2.12  Deleted.  Course Fees

2.13 Academic Program Review

I: 6/06

Aug. 1, ONY

8/1/2009

Director, Academic Development and Assessment

Attachment A APR Calendar
Attachment B Program Self-Review Guidelines
APR Checklist

2.15 Articulation Agreements

I: 2/05

Apr 1, E2Y

4/1/2008

Director, Curriculum Services

2.16 Academic Programs: Distance Education and Off-Campus Instruction

R: 9/05

Sep 1, E3Y

9/1/2008

Director, Extended & Distance Learning; AVPAA

Attachment A Distance Education Program Proposal (.pdf format)
Attachment B Off-Campus Program Proposal (.pdf format)

2.17 Proctoring Distance Learning Examinations

O: 6/04

June 1, ENY

6/06

Director, Correspondence & Extension Studies

Attachment A Testing Agreement Form
Attachment B Attributes of a Good Examination Environment
Attachment C Proctor Report Form
Attachment D Minimum Hardware and Software Requirements

2.18 Curriculum Committees

O: 6/06

June 1, ONY

6/07

Director, Curriculum Services

3

ACADEMIC REQUIREMENTS AND ADVISING

Effective Date

Review Cycle

Review Date

Reviewer

3.01 Academic Advising Policies

O: Fall/86

May 1, ONY

5/1/2010

Dean, University College

3.02 Degree Outlines for Undergraduate Students

R: 11/98

Aug. 1, ENY

8/1/2000

Dean, Education

3.07  Deleted.  Graduation Lists

3.08 Credit by Examination

R: 6/00

Apr. 1, ENY

4/1/2010

Director, Testing Center

3.10 Student-Funded Tutoring

R: 9/07

Apr. 1, ENY

4/1/2010

Director, SLAC

Attachment A SLAC Student Counselor or Private Tutor Reference Form
Attachment B Veteran's Certification for Tutorial Assistance
Attachment C SLAC Private Tutor Referral Service Evaluation

3.12 Admission/Countinuance in a Major

I: 8/89

June 1, E5Y

6/1/2003

Dean, University College

4

TEACHING

Effective Date

Review Cycle

Review Date

Reviewer

4.01 Conduct and Planning of Courses

R: 2/08

Nov. 1, E4Y

11/1/2012

Associate Provost

Appendix A Change "or" Delayed Grade
Appendix B Agreement for Study in an Individualized Topic Course
Appendix C Release of Education Records Form
Appendix D Affidavit for Parental Access to Student Records

UPPS 07.10.01 Honor Code

June 1, E4Y

n/a

4.02 Conduct of Classes

R: 4/08

Nov. 1, E2Y

11/1/2010

Associate Provost

4.03 Professional Responsibilities Related to but not included within Teaching

O: Fall/86

Oct. 1, E3Y

10/1/2001

AVPAA

4.04 Teaching and Research or Creative Activity

O: Fall/86

Sept. 1, ENY

9/1/2000

AVP/Research & Sponsored Programs

4.05 Maintenance and Improvement of Quality in Teaching

R: 3/08

Sept. 1, ENY

9/1/2010

Director, Academic Development and Assessment

4.06  Deleted.  Religious Holy Days.  See UPPS 02.06.01

4.07 Grades and Changes of Grades

R: 7/97

Dec. 1, ONY

12/1/2010

Registrar

Appendix A Courses in which a "PR" grade can be given
Appendix B Courses in which a "CR" grade can be given

4.09 Schedule Changes, Drops, and Withdrawals

R: 5/07

June 1, E4Y

6/1/2011

Registrar

Attachment A Withdrawal Request
Attachment B Administrative Schedule Changes
Attachment C Incomplete Grades for Active Duty

4.10 Faculty Authored Teaching Material

R: 11/98

Apr. 1, E3Y 

4/1/2001

Dean, General Studies

Appendix A Request for Authorization to Prescribe Materials Authored by Faculty Members of Texas State for Class Use

4.11 Instructional Contact Time and Academic Credit

I: 8/89

July 1, E3Y

7/1/2010

Registrar

4.12 Classroom and Teaching Theater Scheduling

R: 6/07

Apr. 1, E3Y

6/1/2010

AVP for Enrollment Management & Marketing

4.13 Commercial Use of Class Notes and Materials

I: 8/00

Sept. 1, E3Y

9/1/2003

Provost

4.14 Limiting the Number of Course Drops for Undergraduate Students at Public Institutions of Higher Education in Texas (SB1231)

5

SCHOLARLY ACTIVITIES AND GRANTS

Effective Date

Review Cycle

Review Date

Reviewer

5.01 Contracts and Grants of an Academic Nature

O: Fall/86

Oct 1, ONY

10/1/1999

AVP/Research & Sponsored Programs

UPPS 02.02.02 Administration of Academic Contract and Grant Proposal

July 1, ONY

n/a

5.03 Addressing Allegations of Misconduct in Academic Research and Scholarship

I: 4/00

Apr. 1, EY

4/1/2011

AVP/Research & Sponsored Programs

Appendix A Ethical Conduct in Academic Research and Scholarship

5.04 Start-Up Funds

I: 12/04

Dec. 1, E2Y

12/1/2008

AVP/Research & Sponsored Programs

5.05 Additional Compensation for Additional Duties for Faculty Paid 100 Percent From Sponsored Programs

R: 12/04

Dec. 1 E2Y

12/1/2009

AVP/Research & Sponsored Programs

5.06 Incentive Compensation for Externally Funded Sponsored Programs

R: 12/04

Dec. 1 E2Y

12/1/2009

AVP/Research & Sponsored Programs

5.13 Fixed Price Agreements – Residual

6

HONORS AND SCHOLARSHIP

Effective Date

Review Cycle

Review Date

Reviewer

6.01 Nominations for Distinguished Professor Emeritus

R: 1/08

Nov 1, ENY

11/1/2010

Associate Provost

Appendix A Distinguished Professor Emeritus Nomination Form
Appendix B Texas State Distinguished Professor Emeriti List

6.02 Deleted, See 6.11

6.03 Deleted, See 6.11

6.04 Piper Professor Award Recognition

R: 9/88

Mar. 1, E3Y

3/1/1999

Faculty Senate

6.05 Presidential Upper Level Scholarship Program

R: 5/95

Nov. 1, ENY

11/1/2000

Dean, University College

Appendix A Application for Presidential Upper Level Scholarship (Word format)
Appendix B Evaluation Reference Form (Word format)
Appendix C Sample Congratulatory Letter (Word format)

6.06 Council for Advancement and Support of Education (CASE) Professor of the Year

 O: Fall/06

 Feb. 1, ONY

 6/1/2009

 Provost & VPAA

6.07  Deleted.  See 6.11

6.09  Deleted.  5/24/05

6.10  Deleted.  See 6.11

6.11 Presidential Awards for Excellence in Service, Scholarly/Creative Activities, and Teaching

I: 1/01

June 1, EY

6/1/2009

Dean, University College ; AVP/ Research & Sponsored Programs; AVP Institutional Effectiveness

Attachment A Presidential Award for Excellence in Service Nomination Form
Attachment B Presidential Award for Excellence in Scholarly/Creative Activities Nomination Form
Attachment C Presidential Award for Excellence in Teaching Nomination Form

6.12 Faculty Service Awards

O: 6/06

June 1, E5Y

6/6/2011

AVP/Institutional Effectiveness

7

PERSONNEL: EMPLOYMENT, ASSIGNMENT, AND COMPENSATION

Effective Date

Review Cycle

Review Date

Reviewer

7.01 Hiring of Deans and Chairs

R: 9/99

May 1, ONY

5/1/2001

Provost

Appendix A Position Authorization Request
Appendix B Dean/Chair Hiring Checklist
Appendix C Affirmative Action Guidelines
Appendix D Recruiting Plan
Appendix E Position Vacancy (Word format)
Appendix F Checklist for Candidate Folder
Appendix G Sample Letters
Appendix H Initial Rating Sheet
Appendix I  Dean/Chair Applicant Log
Appendix J Sample Agenda
Appendix K Contract Offer Recommendation
Appendix L Faculty/Graduate Student Employee Personal Data Form
Appendix M Contract Packet Checklist

7.02 Faculty Hiring

R: 5/94

February 1, E3Y

2/1/2011

Associate Provost

Attachment A Faculty Hiring Checklist
Attachment B Guidelines for Recruiting
Attachment C Emergency Hires
Attachment D Position Authorization Request
Attachment E Position Vacancy Announcement and Recruitment Plan
Attachment F Guidelines for Search Committees
Attachment G Checklist for Candidate Folder
Attachment H Sample Letters
Attachment I Faculty Applicant Log
Attachment J Contract Offer Recommendation
Attachment K Contract Conditions FY 2009
Attachment L Employment Justification
Attachment M Recruitment links
Attachment N Transcripts and/or Documents from Foreign Universities

UPPS 04.04.03 Employment

UPPS 04.04.04 Affirmative Action Program

University Pay Plan

7.03 The Graduate Faculty

R: 3/06

Apr. 1, E5Y

4/1/2012

Dean, Graduate College

Attachment A Nomination/Re-nomination Form for Graduate Faculty
Attachment B Appointment Justification for Graduate Faculty not Possessing a Terminal Degree

7.04 Deleted 8/15/06, replaced with UPPS 04.04.06, Outside Employment and Activities

-

-

-

-

7.05 Faculty Workload Policies

R: 2/05

Feb. 1, E4Y

2/1/2006

Provost

Attachment 1 Instructions for Completing Faculty Workload
Compliance Report
Attachment 2 Workload Adjustment Codes
Attachment 3 Summary of Teaching Workload Credits
Attachment 4 Lab Conversions

7.06 Deleted, Hiring Assistant Instructors

7.07 Unpaid Faculty

O: Fall/86

June 1, ENY

6/1/2000

AVPAA

7.08 Summer Teaching Loads

O: Fall/86

Oct. 1, E4Y

10/1/2001

Faculty Contracts Administrator

7.09 Contracting of Temporary Faculty

I: 9/87

Feb. 1, ONY

2/1/1999

Faculty Contracts Administrator

Appendix A Contracting of Temporary Faculty Form
Appendix B Faculty/Graduate Student Employee Personal Data Form
Appendix C Contract Packet Checklist

7.10 Procedures for Awarding Merit and Performance Raises to Texas State Faculty Members

R: 2/01

Jan. 1, ENY

1/1/2002

Faculty Contracts Administrator

Attachment A Merit Appeal Form

7.11 Faculty Selection and Compensation in University Seminar ( US 1100)

R: 8/05

Feb. 1, E4Y

2/1/2009

Dean, University College

Attachment A Initial Application for University Seminar
Attachment B Application to Re-Apply for Teaching University Seminar
Attachment C Confirmation Memo to Department Chair/School Director

7.12 Clear English Requirements

R: 4/07

Apr. 1, ONY

4/1/2009

Director, Academic Development & Assessment

Attachment A Approved Tests of English Proficiency
Attachment B English Proficiency Evaluation Form

7.14 Hiring and Use of Part-time and Per Course Faculty

I: 1/98

1/1/2000

Attachment A Per Course Faculty Contract Form
Attachment B Faculty/Graduate Student Employee Personal Data Form
Attachment C Contract Packet Checklist

7.15 Endowed Chairs and Professorships Operating Guidelines

R: 6/06

June 1, E4Y

6/1/2010

Provost

Attachment I Roster of Endowed Chairs

7.16 Faculty Salary Equity Study

I: 2/00

Sept. 1, E3Y

9/1/2010

Provost

7.17 Management and Funding of Faculty Fellowships

I: 3/02

Mar. 1, E3Y

3/1/2005

AVPAA

7.18 Clinical Faculty Appointments

O: 5/05

Oct. 1, E3Y

10/1/2008

Provost & VPAA

7.19 Research Faculty Appointments

O: 3/06

Oct. 1, E3Y

10/1/2008

Provost & VPAA

7.20 Criminal Background Checks Effective 9/2/07

O: 10/07

Oct. 1, E3Y

10/1/2010

Provost & VPAA

Attachment A Eligibility Parameters: Recency and Relevancy
Attachment B Security Sensitive Form

8

PERSONNEL: DEVELOPMENT, EVALUATION, AND PROMOTION

Effective Date

Review Cycle

Review Date

Reviewer

8.01 Development/Evaluation of Tenure-Track Faculty

R: 4/07

May 1, ENY

5/1/2010

AVPAA

Attachment A Calendar
Attachment B Reappointment of Untenured Continuing Faculty

8.02 Faculty Development Leaves

R: 8/06

Apr. 1, ONY

4/1/2009

Associate Provost

Attachment A Application for Faculty Development Leave

Attachment B Application for Supplemental Grant Award Associated with Faculty Development Leaves

8.03 Annual Evaluation of Deans

R: 3/99

Feb. 1, ENY

2/1/2000

Provost

8.05 Deleted; replaced by 1.10 Role, Evaluation and Step-Down Salaries of Department Chairs and School Directors

-

-

-

-

8.06 Faculty Access to Academic Personnel Files

I: 9/88

Jan. 1, E3Y 

1/1/2009

Associate Provost

Attachment A Faculty Personnel File Review Form

8.08 Faculty Grievance Policy

R: 7/08

Apr. 1, EY

4/1/2010

Provost

Attachment A Faculty Grievance Form

8.09 Performance Evaluation of Faculty and Post-Tenure Review

O: 9/04

Sept. 1, E5Y

9/1/2009

Provost & VPAA

Attachment 1 Education Code, Section 51.942, Performance Evaluation of Tenured Faculty
Attachment 2 Compliance Certification of Department Policy for Annual Faculty Evaluations
Form 1 Post-Tenure Review Tracking Form (Word format)
Form 2 First Annual Evaluation under the Professional Development Plan Tracking Form (Word format)
Form 3 Second Annual Evaluation under the Professional Development Plan Tracking Form (Word format)
Form 4 Dismissal Tracking Form

8.10 Tenure and Promotion Review

O: 5/05

June 1, E2Y

6/1/2010

Provost & VPAA

Form 1A Texas State Vita
Form 1B Texas State Vita w/ Fine Arts component
Form 2