The Excellence in Diversity Awards                                 UPPS No. 04.04.37

                                                                                                Issue No.2

                                                                                                Effective Date: 03/31/2011

                                                                                                Review: September 1 E5Y

                                                                                                Attachments I, II





01.01   These policy statements set forth guidelines for the Excellence in Diversity Awards.


01.02   In this context, we define “diversity” broadly to include such factors as geographic backgrounds, ages, genders, educational backgrounds, employment experiences, language abilities, economic backgrounds, cultures, and special skills and talents. We also believe that race and ethnicity are socially significant characteristics and that there will be occasions when a person’s experiences will be affected by his or her race or ethnicity. The terms “race” and “ethnicity” are not limited and include persons from all races and ethnic backgrounds. We will consider race or ethnicity as merely one factor in our overall efforts to diversify our faculty, staff, and students, to be applied in limited circumstances only when the experiences of race or ethnicity contribute significantly to a diversity of ideas.




02.01  The Excellence in Diversity Awards (the Awards) program is established to honor university community members for exceptional commitment to diversity at Texas State. These awards will recognize and reward faculty and staff members for activities that promote the university’s diversity goals.


02.02  The university will present two awards each year, one to a faculty member and the other to a staff member. Individual recipients will receive a $2,500 monetary award (less taxes) and a plaque funded through the Office of Equity and Access. All nominees will receive a letter from the chief diversity officer and director of Equity and Access congratulating them on their nomination.


02.03  The president will present the Awards at the annual Fall University Convocation. In addition, the chief diversity officer and director of Equity and Access will host a fall reception with the recipients, one guest, nominees, the Equity and Access Committee, and senior academic administrators (President's Cabinet, Council of Academic Deans, Council of Chairs, officers of Staff Council, officers of Faculty Senate, as well as members of the selection committee). The Equity and Access Committee, in consultation with the president's office, will also extend an invitation to all individuals, groups and offices that have a diversity-related functional role.




03.01  Applying the definition of “diversity” in Section 01.02, the selection committee will use the following criteria to select recipients for the Awards:


a.    Critical support that assists diversity in our faculty, staff or students; and


b.    Sustained commitment to diversity through research, programs, services, activities, new initiatives, etc.


03.02   Eligibility


a.    Staff – any employee other than a student employee or a faculty employee as defined in the Rules and Regulations of the Board of Regents, The Texas State University System. The University Pay Plan assigns a title to staff employees.


b.    Faculty – those employees with a specified academic rank holding a teaching appointment for a fixed term as determined by the president and approved by the Board of Regents (Chapter V, Section 4).


c.    To determine whether an employee is staff or faculty, please refer to the titles listed in the University Pay Plan.




04.01  No later than January 31, the associate provost and the chief diversity officer and director of Equity and Access will appoint a selection committee to identify recipients for the Awards for the current fiscal year, comprised of the following:

a.    Chief diversity officer and director of Equity and Access (committee chair)


b.    Director of the Center for Multicultural and Gender Studies


c.    One graduate assistant nominated by the dean of The Graduate College

d.    Assistant vice president for Student Affairs/director of Multicultural Student Affairs


e.    Two representatives-at-large from the university: a faculty member nominated by Faculty Senate, and a staff member nominated by Staff Council


f.     One representative selected from each of the following groups, each serving two-year terms: Alliance of Texas State, Hispanic Policy Network, Coalition of Black Faculty and Staff, and the President's Council for Women in Higher Education


g.    Director of the Office of Disability Services


h.   Previous year faculty recipient


i.    Previous year staff recipient


04.02  The chair will convene the committee for its first meeting by February. At that meeting, the committee will review the criteria for the award and make any necessary changes. The provost must approve substantive changes.


04.03  By February, the chair of the committee will inform the provost that the selection process has begun.




05.01  A timeline of the nomination process, including dates and activities, is available in Attachment I.




06.01  The documentation that accompanies each Excellence in Diversity Nomination Form (see Attachment II) should include the following:


a.   Completed nomination form, which should include reasons for the nomination and the period over which the activities have occurred;


b.   Brief professional sketch of the nominee, including the nominee's present position; and


c.   Letters of support from colleagues, co-workers, and students (recommend no more than a total of three).




07.01  A timeline of the selection and award process, including dates and activities, is available in Attachment I.


07.02  By April, the committee will review the nominations, basing its selections on the criteria outlined in Section 03. The selection committee will present its choices in each category to the full Equity and Access Committee for consideration. The Equity and Access Committee will rank its first, second, and third choices for each category. Only Equity and Access committee members in attendance at the meeting may vote.


07.03  By May 1, the Equity and Access Committee will forward its choices to the president via the provost for selection of recipients. The committee will not recommend awards if there are no qualified nominees for that year. A copy of the nomination form and packet for each person will accompany the list of finalists.


07.04  The president will send a personal letter to each recipient by August announcing his or her award and asking the recipients to walk onto the stage to receive their awards at the Fall University Convocation. The president will also send an administrative memo to the university community by August 15th announcing the recipients.


07.05  News Services will prepare and distribute the appropriate news releases.




08.01  Reviewers of this UPPS include the following:


Position                                                         Date


Chief Diversity Officer and Director of     September 1 E5Y

Equity and Access


Associate Provost                                        September 1 E5Y


Special Assistant to the President            September 1 E5Y




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.


Chief Diversity Officer and Director of Equity and Access; senior reviewer of this UPPS


Special Assistant to the President