Policy Guidelines for the Use of Texas State                 UPPS No. 01.04.13

Equipment by Outside Entities                                         Issue No. 2

Effective Date: 5/30/2008

Review: October 1 E10Y

 

 

01.       POLICY STATEMENTS

 

01.01  This UPPS establishes policies for the use of Texas State equipment by outside entities.

 

01.02  In this UPPS “outside entities” means persons or organizations that are not a part of the University and those that do not have contractual associations with the University. The term does not include, for example, entities that sponsor events with the University, seminar speakers, job recruiters, and foundations with contractual associations with the University.

 

02.       PROCEDURES FOR THE USE OF TEXAS STATE EQUIPMENT BY OUTSIDE ENTITIES

 

02.01  The University Attorney will prepare written agreements regarding all use of Texas State equipment by outside entities. The Director of Sponsored Programs and representatives from the academic department, school, college, or operational office most directly involved will review each agreement. These persons may consult the Internal Auditor regarding the agreement's compliance with law and this policy.

 

02.02  The University Attorney will submit agreements requiring approval by the Board of Regents and the Chancellor to the Vice Chancellor and General Counsel, Texas State University System, for review. Chapter III, Section 1.1 of the Regents’ Rules and Regulations describes the agreements that require approval at this level.

 

02.03  Each agreement must demonstrate an adequate consideration and benefit to the University.

 

02.04  When advisable, the University Attorney will consult with representatives from the State Auditor's Office and the Attorney General's Office before entering into these agreements.

 

02.05  If any contract is controlled by a particular statute, the University Attorney will review that statute to ensure that the agreement conforms.

03.       REVIEWERS OF THIS UPPS

 

03.01 Reviewers of this UPPS include the following:

 

Position                                                         Date

 

University Attorney                                      October 1 E10Y

 

Director, Sponsored Programs                  October 1 E10Y

 

Associate Vice President for                      October 1 E10Y

Financial Services

 

Vice President for Finance and                October 1 E10Y

Support Services

 

04.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

University Attorney; senior reviewer of this UPPS

 

Special Assistant to the President

 

President