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UTB/TSC Business Affairs
Tandy Suite 100
80 Fort Brown
Brownsville, Texas 78520
Phone: (956) 882-8240
Fax: (956) 882-3868
Office Hours:
Monday - Friday
8:00 a.m. - 5:00 p.m.
 

Handbook Of Operating Procedures (HOOP)

In compliance with the Rules and Regulations of The University of Texas (UT) System Board of Regents, The University of Texas at Brownsville and Texas Southmost College (UTB/TSC) has prepared rules and regulations for the governance of the University in the form of the UTB/TSC Handbook of Operating Procedures (HOOP) Policies. These rules and regulations are subject to the approval of the UT System Executive Vice Chancellor for Academic Affairs, and they should not conflict with any part of the UT System Board of Regents’ Rules and Regulations. If a conflict arises between any provision in the UTB/TSC HOOP Policies and any provision in the UT System Board of Regents’ Rules and Regulations, the provision in the UT System Board of Regents’ Rules and Regulations will take precedence.

Provisions within the UTB/TSC HOOP Policies are periodically modified by UTB/TSC. Any proposal to create or revise a provision in the UTB/TSC HOOP Policies must first be submitted through the appropriate council and/or administrative reviews, and receive approval from the UT System Executive Vice Chancellor for Academic Affairs. The UTB/TSC Business Affairs Division records the appropriate review channel and division for each policy, and tracks the off-campus processing of the policies. Once policy modifications have been approved by all appropriate channels, a campus-wide email will be sent by the UTB/TSC Business Affairs Division to all faculty and staff, notifying them of the changes.

A copy of the UT System Board of Regents’ Rules and Regulations is available for review and/or copying in the following locations: offices of the deans and colleges, the vice presidents, the President, the University library, and online at http://www.utsystem.edu/bor/rules.htm/.
A copy of the UTB/TSC HOOP Policies is available online at http://www.utb.edu/ba/hoop/.

For further information regarding UTB/TSC HOOP Policies, please contact the UTB/TSC Business Affairs Division at (956) 882-8240.

1 History of The University of Texas at Brownsville in Partnership with Texas Southmost College
  
2 The University of Texas at Brownsville Mission Statement, Philosophy Statement and Partnership Statement (as approved by the Texas Higher Education Coordinating Board)
   
3 Non-Discrimination Policies
3.1 Non-Discrimination Policy
3.2 AIDS, HIV, and HBV (or Hepatitis B)
3.3 Sexual Harassment and Sexual Misconduct
3.4 Harassment Against Students On Basis Of Race, Color, Or National Origin
3.5 Consensual Relationships
3.6 Sexual Offense
3.10 Workplace Accommodations for Disabilities
  
5 Administration
5.1 President
5.1.1 Administrative Authority and Responsibility of the President
5.1.2 Organization of the President's Office
5.1.4 Administrative and Non-Academic Committees and Councils
5.1.5 The University of Texas at Brownsville Audit Charter
5.1.6 Policies and Procedures Internal Audit Committee UTB
5.2 Vice President for Academic Affairs
5.2.1 Purpose and Responsibilities/Vice President for Academic Affairs
5.2.2 Organization of the Academic Affairs Office
5.2.4 Academic University Committees and Councils
5.2.5 Academic Strategic Planning Committee
5.2.6 University Computing and Technology Committee
5.2.7 Sponsored Programs Committee
5.2.8 Institutional Review Board (IRB - Human Subjects)
5.2.9 Institutional Animal Care and Use Committee
5.2.10 Undergraduate Curriculum Committee
5.2.11 Graduate Committee
5.2.12 Biological, Chemical, and Radiation Safety (BCRS) Committee
5.2.13 University Research Council
5.3 Vice President for Business Affairs
5.3.1 Purpose and Responsibilities/Vice President for Business Affairs
5.3.2 Organization of the Business Affairs Division
5.4 Provost
5.4.1 Purpose and Responsibilities/Provost
5.5 Vice President for Institutional Advancement
5.5.1 Purpose and Responsibilities/Vice President for Institutional Advancement
5.6 Vice President for Student Affairs
5.6.1 Purpose and Responsibilities/Vice President for Student Affairs
5.6.2 Organization of the Student Affairs Division
5.6.4 Responsibilities/Organization of the Director of Athletics
5.7 Partnership Committees
5.7.1 Partnership Committees
5.8 Vice President for Partnership Affairs
5.8.1 Purpose and Responsibilities/Vice President for Partnership Affairs
5.8.2 Organization of the Partnership Affairs Division
5.9 Vice President for External Affairs
5.9.1 Purpose and Responsibilities/Vice President for External Affairs
5.9.2 Organization of the Division of External Affairs
5.10 Chief Information Officer
5.10.1 Purpose and Responsibilities/Chief Information Officer
5.10.2 Organization of the Information Technology Services Division
 
6 Students
6.1 Student Financial Assistance Policies
6.1.1 Emergency Tuition and Fees Loan
6.1.2 Texas Public Educational Grants
6.1.4 Competitive Academic Scholarships
6.1.5 Options to Pay Tuition and Mandatory Fees by Installment
6.1.6 Seldon Leavell Endowed Scholarships
6.1.7 Financial Aid Office Application Process, Policies and Procedures
6.1.8 Loan Deferral
6.1.9 Collection of Tuition
6.1.10 Student Health Insurance
6.2 Academic Rights and Responsibilities
6.2.1 Academic Standards and Student Records Committee
6.2.2 Satisfactory Academic Progress
6.2.3 Family Educational Rights and Privacy Act of 1974
6.2.4 Student Absences on Religious Holy Days
6.2.5 Student Identification Cards
6.2.6 Compliance with Federal Student Right-to-Know and Campus Security Act
6.2.7 Student Health Services
6.2.8 Student Grievances
6.3 Student Conduct
6.4 Student Discipline
6.4.1 Disciplinary Code
6.4.2 Disciplinary Hearing and Appeals Procedure
6.5 Campus Life and Student Organizations
6.5.1 Recognition and Approval of Student Organizations
6.5.2 Policy on Student Sponsored Activities
6.5.3 Student Service Fee Advisory Committee
6.5.5 Student Organization Statement of Policy
6.5.6 Student Publications
6.5.7 The Collegian
6.5.8 Policy for Newspaper Distribution on Campus
  
7 Faculty
7.1 Recruitment
7.1.1 Recruitment and Hiring of Faculty
7.1.2 Appointment of Consultants
7.2 Appointments
7.2.1 Academic Titles
7.2.2 Graduate Faculty
7.2.3 Appointment of Adjunct Faculty
7.2.4 Emeritus Faculty
7.3 Planning, Development Evaluation, Tenure, Promotion and Merit
7.3.1 Faculty Responsibilities and Workload
7.3.2 Faculty Development Plan
7.3.3 Student Evaluation of Instruction
7.3.4 Faculty Merit
7.3.5 Faculty Promotion
7.3.6 Faculty Probation and the Granting of Tenure
7.3.7 The University of Texas at Brownsville Academic Senate Constitution
7.4 Faculty Employment Policies
7.4.1 Academic Freedom/Responsibility
7.4.2 The Greater Duties of a Member of the Teaching Staff
7.4.3 Faculty Classroom Responsibilities
7.4.4 Summer School Employment
7.4.5 Absences from Regular Duties and Classes
7.4.6 Absences for Conferences and Professional Meetings (Academic Affairs)
7.4.7 Leave of Absence
7.4.8 Faculty Outside Employment
7.4.9 Faculty Files
7.4.10 Commencement
7.4.11 Oral English Proficiency for Teaching Personnel
7.4.13 Academic Budget and Finance Review Committee
7.4.14 Overtime
7.5 Selection Role and Evaluation of Deans and Chairs
7.5.1 Selection of Department Chairs and Academic Program Directors
7.5.2 Role and Responsibilities of Department Chairs
7.5.3 The Dean of a College/School
7.5.4 Procedure for Selection of Academic Deans
7.5.5 Evaluation and Development of Academic Administrators
7.5.6 Centers and Institutes
7.6 Curriculum and Programs
7.6.1 Academic Program Review
7.6.2 Academic Program Abandonment
7.6.3 Curriculum Changes
7.6.4 Short Course Guidelines
7.6.5 Special Admission Category for Non-Degree Students
7.6.6 Acceptance of Money from Students
7.6.7 Textbooks and Other Materials Prescribed for Student Use
7.7 Resignation, Retirement, Non-Reappointment, Termination and Grievances
7.7.1 Faculty Resignation/Retirement
7.7.2 Non-Reappointment of a Non-Tenured, Tenure-Track Faculty Member
7.7.3 Termination of Employment of a Faculty Member for Good Cause
7.7.4 Termination of Employment of a Faculty Member Due To Financial Exigency
7.7.5 Misconduct in Research and Creative Activities
7.7.6 Policy and Procedures for promoting Objectivity in Research by Managing, Reducing or Eliminating Conflicts of Interest
7.7.7 Faculty Grievance Procedure
7.7.8 Periodic Comprehensive Performance Evaluation of Tenured Faculty
7.7.9 Compensation for Teaching Continuing Education Courses
7.7.10 Full-time Staff Teaching Academic or Technical Courses
7.7.11 Extension of Tenure Track Probationary Period
  
8 The University of Texas at Brownsville Compensation Policies
8.1 Classified Personnel Pay Plan
8.2 Employment Policies
8.2.1 Employment and Organizational Bulletins
8.2.2 Working Hours and Rest Periods
8.2.3 Personnel Files
8.2.4 Personnel Record Changes
8.2.5 Longevity and Hazardous Duty Pay
8.2.6 Prior State Service and Interagency Transfers
8.2.7 Time Records, Paycheck, Payday
8.2.8 Staff Outside Employment
8.2.9 Termination of Employment and Re-Employment
8.2.10 Grievance Policy
8.2.11 Discipline and Dismissal of Employees
8.2.12 Non-Academic Personnel Attending University Courses
8.2.14 Progressive Discipline
8.2.15 Employee Service Recognition Awards
8.2.17 Family and Medical Leave Act
8.2.18 Staff Senate of The University of Texas at Brownsville
8.2.19 Probationary Period
8.2.20 Staff Exceptional Merit Award System for UTB/TSC
8.2.21 Drugs and Alcohol Policy
8.2.22 Policy on Drug and Alcohol Testing (Certain Holders of Commercial Drivers' Licenses)
8.2.23 Consulting and Professional Service
8.2.24 Fraudulent or Dishonest Activities
8.2.25 Criminal Background Checks For Security Sensitive Positions
8.3 Absences, Leaves and Holidays
8.3.2 Sick Leave
8.3.3 Sick Leave Pool
8.3.6 Holidays
8.3.7 Hiring Procedures
8.3.8 Promotion and Transfer Procedure
8.3.9 Reduction in Force
  
9 University Benefits
9.1 Retirement
9.2 Athletic Events at The University of Texas at Brownsville
9.4 Other University Benefits
  
10 General Policies and Procedures
10.1 Regents General Policy Statements
10.1.1 Board Authority and Delegation
10.1.2 Authority of Institutional Documents
10.1.3 Appointment of Relatives - The Nepotism Rule
10.1.4 Public Information and Official Communications
10.1.5 Official Report Copies for Institutional Research
10.1.6 Texas Public Information Act
10.1.7 Rules of Conduct Pertaining to the Confidentiality of Social Security Numbers
10.1.8 Conflicts of Interest
10.2 University (State) Property
10.2.1 Use of University-Owned Property and Equipment
10.2.2 Accountability and Responsibility for State Property
10.2.3 University Property - Loss or Damage
10.2.4 Movable Equipment Acquired Under Grants from the Federal Government
10.2.5 Inventories
10.2.6 UTB Facilities Use Policy
10.2.7 Records Management and Retention
10.2.8 Sale of University Property (Surplus Equipment and Supplies)
10.2.9 The University of Texas at Brownsville-Capitalized Assets Inventory Control System
10.2.10 Liability of Property Loss
10.2.11 Change in Agency Head or Property Manager
10.2.12 Distribution of Agency Head or Property Manager
10.2.13 Information Security Statement
10.2.14 Computer Use Resources Policy
10.2.15 Policy for the Use and Protection of Information Resources
10.2.16 Statement of Operating Policy Pertaining to VideoConference Taping
10.2.17 Statement of Operating Policy Pertaining to Non-Disclosure of VideoConference Information
10.2.18 U-T- Brownsville Policy on Naming of Buildings and other Facilities
10.3 Purchasing
10.3.1 General Responsibilities of the Director of Purchasing
10.3.2 Centralized Purchasing Policy
10.3.3 Purchasing Procedure Summary
10.3.4 Detailed Purchasing Procedure
10.3.5 Departmental Purchase Requisition
10.3.6 Receiving and Invoices
10.3.7 Vendor Protest/Dispute Resolution
10.3.8 Petty Cash, Change Funds, and Cash Handling Policy
10.3.9 The Use of University Name for Procurement/Purchasing from Employees
10.3.10 The Use of University Leased-Rented Property and Equipment
10.3.11 Cutoff of Fund Encumbrances at End of Fiscal Year
10.3.12 State of Texas Purchasing Card Program
10.3.13 Receiving of Equipment, Supplies and Invoices
10.3.14 Correspondence with Vendors and State General Services Commission
10.3.15 State of Texas Travel Credit Card Program
10.4 Sponsored Activities
10.4.1 Non-Budgeted, Revenue-Producing Activities
10.4.2 Grants and Contracts Funds Received
10.4.3 Effort Certification on Sponsored Programs
10.5 Travel
10.5.1 Travel Procedure Summary
10.5.2 Travel Approval
10.5.3 Travel Reimbursement Claim Procedure
10.5.4 Travel Reimbursement Computation
10.5.5 Official State Mileage
10.5.7 Business Expense Policy
10.6 Vacation and Other Leaves
10.6.1 Annual Leave
10.6.3 Employee Leave Without Pay
10.6.4 Employee Leave With Pay
10.7 Fiscal
10.7.1 Budget Policy/Fiscal Accountability
10.7.2 Banking and Investment Relationship
10.7.3 Invoices and Bills
10.7.4 Transaction Codes Used in Financial Reports
10.7.5 Object Codes Used in Financial Reporting
10.8 Gifts and Grants
10.8.1 External Nonprofit Corporations
10.8.2 Soliciting, Accepting and Processing Gifts and Grants from Private Philanthropic Sources
10.9 University Environment Policies
10.9.1 Soliciting on Campus
10.9.2 Environmental Health and Safety Office
10.9.3 Campus Environmental Health and Safety Program
10.9.4 Parking and Traffic Regulations
10.9.7 Policy and Procedure for the Environmental and Fire Life Safety Evaluations for Acquisition of Real State
10.9.8 Public Information Procedures and Guidelines in Event of Emergency or Critical Incident
10.9.9 UTB/TSC Emergency Evacuation of Campus
10.9.10 Alcohol Beverages on Campus Policy
10.9.11 Smoke-Free Workplace
10.9.12 University Publications
10.10 Patents and Copyrights
10.10.1 Intellectual Property
10.10.2 Photocopying Copyrighted Materials
10.11 Recognition of Faculty and Staff Organizations
   
11 University Services
11.1 Physical Plant Services
11.2 Keys
11.3 Telephone Services
11.3.1 University Telephone Service/General Information
11.3.2 Telephone Service/Directory Information
11.3.3 Telephone Service/Procurement Procedures
11.3.4 Telephone Charges/Billing
11.3.5 UTB/TSC Wireless Phone Policy
11.4 University Mail Service
11.5 University Library and Academic Computing
11.6 Other University Services
11.6.1 Employee Identification Cards
11.6.2 Lost and Found
   
13 Affirmative Action Plan of The University of Texas at Brownsville
13.1 Equal Employment Opportunity and Affirmative Action Statement
13.2 Affirmative Action Policy
13.3 Responsibility for Implementation
13.5 Work Force Analysis
13.6 Utilization Analysis
13.7 Establishment of Goals and Timetables
13.8 Monitoring and Reporting of Affirmative Action Plan
13.9 Policy Statements
13.12 Plans to Address Areas of Deficiencies

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