Academic Affairs

Policy and Procedure Statement Index

O = Original	EY = Every Year
I = Issued	ENY = Even-Numbered Year
R = Revised	ONY = Odd-Numbered Year

0	POLICY AND PROCEDURE SYSTEM	Effective Date	Review Cycle	Review Date	Reviewer

	0.01 (word/pdf) Academic Affairs Policy and Procedure Statement PPS System	R: 9/09	Apr. 1, E3Y	4/1/2012	Provost

1	ADMINISTRATION ORGANIZATION	Effective Date	Review Cycle	Review Date	Reviewer

	1.02 (word/pdf) Guidelines for Formation/Operation of Advisory Councils at School Level and Below	R: 1/09	Mar. 1, E5Y	3/1/2014	Provost
	1.03 (word/pdf) Dean and Chair Workloads	R: 7/07	Apr. 1, E4Y	4/1/2011	AVPAA
	1.04 Deleted. School Budget Committees
	1.05 (word/pdf) Senate Chair Workload	R: 7/07	Nov. 1, E4Y	11/1/2011	Provost
	1.06 (word/pdf) Council of Academic Deans	R: 5/09	Sept. 1, E3Y	9/1/2012	Provost
	1.07 Deleted. Faculty Senate/Academic Affairs Interactions See PPS 1.06 Par 6
	1.08 (word/pdf) Role of the Graduate College	R: 2/07	Dec. 1, E5Y	12/1/2010	Dean, Graduate College
	1.09 (word/pdf) Role of the Academic Dean	R: 6/07	Nov. 1, E5Y	11/1/2012	Provost
	1.10 (word/pdf) Role, Evaluation and Step-Down Salaries of Department Chairs and School Directors	R: 5/08	Oct. 1, E5Y	10/1/2010	Provost & VPAA
	Appendix A (word/pdf) Role of Department Chair and School Directors
	1.11 Deleted. UPPS Review Process. See UPPS 01.01.01
	1.12 (word/pdf) General Education Council	R: 5/08	Feb. 1, E3Y	2/1/2010	Dean, University College
	1.13 (word/pdf) Council of Chairs	R: 11/08	Aug. 1, ONY	8/1/2011	Chair, Council of Chairs
	1.14 (word/pdf) Establishment and Review of Centers, Institutes, and Academies	R: 8/07	Sept. 1, E3Y	9/1/2010	AVPR
	1.15 (word/pdf) Budget Committee - Academic Affairs Division	O: 6/09	Dec. 1, E3Y	12/1/2012	Provost

2	CURRICULUM: PROGRAMS AND COURSE OFFERINGS	Effective Date	Review Cycle	Review Date	Reviewer

	2.01 (word/pdf) Courses: Additions, Changes, and Deletions	R: 8/09	Sept. 1, ONY	9/1/2011	Curriculum Coordinator
	Attachment A (word/pdf) Annual Course Calendar Attachment B (word/pdf) Course Inventory Request Attachment C (word/pdf) Supplementary Course Information Form Attachment D (word/pdf) Writing Intensive Request Attachment E (word/pdf) Course Form Instructions - Addition Cycle Attachment F (word/pdf) Course Form Instructions - Deletion Cycle Attachment G (word/pdf) Course Form Instructions - Course Change Cycle
	2.02 (word/pdf) Small Class Report	R: 11/09	Nov. 1, ONY	11/1/2011	Director, Curriculum Services
	2.03 (word/pdf) Academic Courses: Study-Abroad, Study-in-America, and off-campus courses	R: 10/09	Dec. 1, ONY	12/1/2011	Director, Extended and Distance Learning; AVPAA
	Attachment A (word/pdf) Application Attachment B (word/pdf) Certification of Compliance
	2.05 (word/pdf) 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 Deleted. Contact with the Division of Universities, Coordinating Board
	2.07 (word/pdf) Short Courses	R: 8/07	July 1, ENY	7/1/2010	Registrar
	2.08 (word/pdf) Classroom Assignment for Handicapped Students	R: 9/07	June 1, E3Y	6/1/2010	Director, Academic Development and Assessment
	2.11 (word/pdf) Academic Administrative Units	R: 6/09	Mar. 1, E5Y	3/1/2014	Director, Curriculum Services
	Attachment A (word/pdf) Administrative Change Request Form
	2.12 Deleted. Course Fees
	2.13 (word/pdf) Academic Program Review	R: 7/09	Aug. 1, ONY	8/1/2011	Director, Academic Development and Assessment
	Attachment A (word/pdf) APR Calendar Attachment B (word/pdf) Program Self-Review Guidelines Attachment C (word/pdf) APR Checklist
	2.15 (word/pdf) Articulation Agreements	R: 7/06	Apr 1, E2Y	4/1/2008	Director, Curriculum Services
	2.16 (word/pdf) Academic Programs: Distance Education and Off-Campus Instruction	R: 2/09	Sep 1, E3Y	9/1/2011	Director, Extended & Distance Learning; AVPAA
	Attachment A (word/pdf) Distance Education Program Proposal Attachment B (word/pdf) Certification Form for Electronically Delivered and Off-Campus Education Programs
	2.17 (word/pdf) Proctoring Distance Learning Examinations	R: 11/09	June 1, ENY	6/1/2012	Director, Office of Extended & Distance Learning
	Attachment A (word/pdf) Proctor Request Attachment B (word/pdf) Proctored Examination Information Form
	2.18 (word/pdf) Curriculum Committees	R: 2/09	June 1, ONY	6/1/2011	Director, Curriculum Services
	2.19 (word/pdf) Substantive Change	R: 11/09	Sept 1, EY	9/1/2010	AVP for Academic Affairs
	Appendix A (word/pdf) Reporting Substantive Change
	2.20 (word/pdf) Summer Mini Courses	O: 07/09	Jul. 1, E3Y	7/1/2012	Registrar

3	ACADEMIC REQUIREMENTS AND ADVISING	Effective Date	Review Cycle	Review Date	Reviewer

	3.01 (word/pdf) Undergraduate Academic Advising Policies	R: 11/09	May 1, ONY	5/1/2012	Dean, University College
	3.02 Deleted. Degree Outlines for Undergraduate Students
	3.07 Deleted. Graduation Lists
	3.08 (word/pdf) Credit by Examination	R: 1/08	Apr. 1, ENY	4/1/2010	Director, Testing Center
	3.10 (word/pdf) Student-Funded Tutoring	R: 10/07	Apr. 1, ENY	4/1/2010	Director, SLAC
	Attachment A (word/pdf) SLAC Student Counselor or Private Tutor Reference Form Attachment B (word/pdf) Veteran's Certification for Tutorial Assistance Attachment C (word/pdf) SLAC Private Tutor Referral Service Evaluation
	3.12 (word/pdf) Enrollment Management in Academic Departments	R: 11/09	June 1, E5Y	6/1/2014	Associate Vice President for Enrollment Management and Marketing

4	TEACHING	Effective Date	Review Cycle	Review Date	Reviewer

	4.01 (word/pdf) Conduct and Planning of Courses	R: 7/09	Nov. 1, E4Y	11/1/2012	Associate Provost
	Attachment A (word/pdf) Change "or" Delayed Grade Attachment B (word/pdf) Agreement for Study in an Individualized Topic Course Attachment C (word/pdf) Release of Education Records Form Attachment D (word/pdf) Affidavit for Parental Access to Student Records
	UPPS 07.10.01 Honor Code		June 1, E4Y		n/a
	4.02 (word/pdf) Conduct of Classes	R: 4/08	Nov. 1, E2Y	11/1/2010	Associate Provost
	4.03 Deleted. Professional Responsibilities Related to but not included within Teaching
	4.04 (word/pdf) Teaching and Research or Creative Activity	R: 6/05	Sept. 1, ENY	9/1/2000	AVP/Research & Sponsored Programs
	4.05 (word/pdf) 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 (word/pdf) Grades and Changes of Grades	R: 7/07	Dec. 1, ONY	12/1/2010	Registrar
	Appendix A (word/pdf) Courses in which a "PR" grade can be given Appendix B (word/pdf) Courses in which a "CR" grade can be given
	4.09 (word/pdf) Schedule Changes, Drops, and Withdrawals	R: 5/07	June 1, E4Y	6/1/2011	Registrar
	Attachment A (word/pdf) Withdrawal Request Attachment B (word/pdf) Administrative Schedule Changes Attachment C (word/pdf) Incomplete Grades for Active Duty
	4.10 (word/pdf) Faculty Authored Teaching Material	R: 5/09	Apr. 1, E3Y	4/1/2011	Dean, General Studies
	Appendix A (word/pdf) Request for Authorization to Prescribe Materials Authored by Faculty Members of Texas State for Class Use
	4.11 (word/pdf) Instructional Contact Time and Academic Credit	R: 12/07	July 1, E3Y	7/1/2010	Registrar
	4.12 (word/pdf) Classroom and Teaching Theater Scheduling	R: 6/07	Apr. 1, E3Y	6/1/2010	AVP for Enrollment Management & Marketing
	4.13 (word/pdf) Commercial Use of Class Notes and Materials	R: 10/09	Sept. 1, E3Y	9/1/2012	Provost
	4.14 (word/pdf) Limiting the Number of Course Drops for Undergraduate Students at Public Institutions of Higher Education in Texas (SB1231)	R:4/08	Mar. 1, E2Y	3/1/2010	AVP for Enrollment Management & Marketing
	4.15 (word/pdf) Transfer and Award of Academic Credit	O:4/08	May 1, E2Y	5/1/2010	AVP for Enrollment Management & Marketing

5	SCHOLARLY ACTIVITIES AND GRANTS	Effective Date	Review Cycle	Review Date	Reviewer

	5.01 (word/pdf) Contracts and Grants of an Academic Nature	R: 5/09	Oct 1, ONY	10/1/2011	AVP/Research & Sponsored Programs
	UPPS 02.02.02 Administration of Academic Contract and Grant Proposal		July 1, ONY		n/a
	5.03 (word/pdf) Addressing Allegations of Misconduct in Academic Research and Scholarship	R: 11/07	Apr. 1, EY	4/1/2011	AVP/Research & Sponsored Programs
	Appendix A (word/pdf) Ethical Conduct in Academic Research and Scholarship
	5.04 (word/pdf) Start-Up Funds	I: 9/09	Dec. 1, E2Y	12/1/2011	AVP/Research & Sponsored Programs
	5.05 (word/pdf) Additional Compensation for Additional Duties for Faculty Paid 100 Percent From Sponsored Programs	R: 7/07	Dec. 1 E2Y	12/1/2009	AVP/Research & Sponsored Programs
	5.06 (word/pdf) Incentive Compensation for Externally Funded Sponsored Programs	R: 1/09	Dec. 1 E2Y	12/1/2010	AVP/Research & Sponsored Programs
	5.07 (word/pdf) Proportional Salary Expenditure Certification	R: 3/08	Aug. 1 E4Y	8/1/2012	Director, Grants and Contracts Administration
	5.08 (word/pdf) Effort Reporting on Sponsored Programs	R: 3/08	March 1 E4Y	3/01/2012	Director, Sponsored Programs
	5.10 (word/pdf) Participant Support on Sponsored Programs	R: 3/08	March 1 E4Y	3/01/2012	Director, Sponsored Programs
	5.11 (word/pdf) Program Income on Sponsored Programs	R: 4/08	Apr. 1 E4Y	4/01/2012	Director, Sponsored Programs
	5.13 (word/pdf) Fixed Price Agreements – Residual	R: 2/08	June 1 E4Y	6/01/2012	Director, Sponsored Programs
	5.14 (word/pdf) Limited Submissions for Certain Sponsored Programs	R: 2/10	Apr. 1 E4Y	4/01/2014	Director, Sponsored Programs

6	HONORS AND SCHOLARSHIP	Effective Date	Review Cycle	Review Date	Reviewer

	6.01 (word/pdf) Honorary Faculty Titles and Emeritus Faculty	R: 2/10	Nov 1, ENY	11/1/2012	Associate Provost
	Attachment 1 (word/pdf) University Distinguished Professor Award Attachment 1 Appendix A (word/pdf) University Distinguished Professor Award Nomination Form Attachment 1 Appendix B (word/pdf) Summary Presentation Attachment 2 (word/pdf) Texas State Distinguished Professor Emeriti List Attachment 2 Appendix A(word/pdf) Distinguished Professor Emeritus Nomination Form Attachment 2 Appendix B (word/pdf) Distinguished Professor Emeritus Criteria/Selection Process
	6.02 Deleted, See 6.11
	6.03 Deleted, See 6.11
	6.04 (word/pdf) Piper Professor Award Recognition	R: 3/09	Mar. 1, E3Y	3/1/2012	Faculty Senate
	6.05 (word/pdf) Presidential Upper Level Scholarship Program	R: 8/09	Nov. 1, ENY	11/1/2010	Dean, University College
	Appendix A (word/pdf) Application for Presidential Upper Level Scholarship Appendix B (word/pdf) Evaluation Reference Form Appendix C (word/pdf) Sample Congratulatory Letter
	6.06 Deleted. 9/23/09
	6.07 Deleted. See 6.11
	6.09 Deleted. 5/24/05
	6.10 Deleted. See 6.11
	6.11 (word/pdf) Presidential Awards for Excellence in Service, Scholarly/Creative Activities, and Teaching	R: 11/09	June 1, EY	6/1/2010	Dean, University College ; AVP/ Research & Sponsored Programs; AVP Institutional Effectiveness
	Attachment A (word/pdf) Presidential Award for Excellence in Service Nomination Form Attachment B (word/pdf) Presidential Award for Excellence in Scholarly/Creative Activities Nomination Form Attachment C (word/pdf) Presidential Award for Excellence in Teaching Nomination Form
	6.12 (word/pdf) 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 (word/pdf) Hiring of Deans and Chairs	R: 4/07	May 1, ONY	5/1/2001	Provost
	Attachment A (word/pdf) Position Authorization Request Attachment B (word/pdf) Dean/Chair Hiring Checklist Attachment C (word/pdf) Affirmative Action Guidelines Attachment D (word/pdf) Recruiting Plan Attachment E (word/pdf) Position Vacancy Attachment F (word/pdf) Checklist for Candidate Folder Attachment G (word/pdf) Sample Letters Attachment H (word/pdf) Initial Rating Sheet Attachment I (word/pdf) Faculty Applicant Log Attachment J (word/pdf) Sample Agenda Attachment K (word/pdf) Contract Offer Recommendation Attachment L (word/pdf) Faculty/Graduate Student Employee Personal Data Form Attachment M (word/pdf) Contract Packet Checklist
	7.02 (word/pdf) Faculty Hiring	R: 11/08	February 1, E3Y	2/1/2011	Associate Provost
	(word/pdf) Faculty Hiring Checklist (word/pdf) Guidelines for Recruiting (word/pdf) Emergency Hires (word/pdf) Position Authorization Request (word/pdf) Position Vacancy Announcement and Recruitment Plan (word/pdf) Guidelines for Search Committees (word/pdf) Checklist for Candidate Folder (word/pdf) Sample Letters (word/pdf) Faculty Applicant Log (word/pdf) Contract Offer Recommendation (word/pdf) Contract Conditions FY11 (word/pdf) Employment Justification (word/pdf) Recruitment links (word/pdf) Transcripts and/or Documents from Foreign Universities (word/pdf) Contract Packet Checklist
	UPPS 04.04.03 Employment
	UPPS 04.04.04 Affirmative Action Program
	University Pay Plan
	7.03 (word/pdf) The Graduate Faculty	R: 2/07	Apr. 1, E5Y	4/1/2012	Dean, Graduate College
	Attachment A (word/pdf) Nomination/Re-nomination Form for Graduate Faculty Attachment B (word/pdf) 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 (word/pdf) Faculty Workload Policies	R: 2/05	Feb. 1, E4Y	2/1/2006	Provost
	Attachment 1 (word/pdf) Instructions for Completing Faculty Workload Compliance Report Attachment 2 (word/pdf) Workload Adjustment Codes Attachment 3 (word/pdf) Summary of Teaching Workload Credits Attachment 4 (word/pdf) Lab Conversions
	7.06 Deleted, Hiring Assistant Instructors
	7.07 (word/pdf) Unpaid Faculty	R: 6/05	June 1, ENY	6/1/2000	AVPAA
	7.08 (word/pdf) Summer Teaching Loads	R: 6/05	Oct. 1, E4Y	10/1/2001	Faculty Contracts Administrator
	7.09 Deleted, Contracting of Temporary Faculty
	7.10 (word/pdf) Procedures for Awarding Merit and Performance Raises to Texas State Faculty Members	R: 5/08	Jan. 1, ENY	1/1/2010	Associate Provost
	Attachment A (word/pdf) Merit Appeal Form
	7.11 (word/pdf) Faculty Selection and Compensation in University Seminar ( US 1100)	R: 10/09	Feb. 1, E4Y	2/1/2013	Dean, University College
	Attachment A (word/pdf) Initial Application for University Seminar Attachment B (word/pdf) Application to Re-Apply for Teaching University Seminar Attachment C (word/pdf) Confirmation Memo to Department Chair/School Director
	7.12 (word/pdf) Clear English Requirements	R: 5/07	Apr. 1, ONY	4/1/2009	Director, Academic Development & Assessment
	Attachment A (word/pdf) Approved Tests of English Proficiency Attachment B (word/pdf) English Proficiency Evaluation Form
	7.14 (word/pdf) Hiring and Use of Temporary, Non-Continuing Faculty	R: 2/10		2/1/2013	Associate Provost
	Attachment A (word/pdf) Per Course Faculty Contract Form Attachment B (word/pdf) Faculty/Graduate Student Employee Personal Data Form Attachment C (word/pdf) Contract Packet Checklist
	7.15 (word/pdf) Endowed Chairs and Professorships Operating Guidelines	R: 6/06	June 1, E4Y	6/1/2010	Provost
	Attachment I (word/pdf) Roster of Endowed Chairs
	7.16 (word/pdf) Faculty Salary Equity Study	R: 8/07	Sept. 1, E3Y	9/1/2010	Provost
	7.17 (word/pdf) Management and Funding of Faculty Fellowships	R: 10/09	Mar. 1, E3Y	3/1/2012	Associate Provost
	7.18 (word/pdf) Clinical Faculty Appointments	R: 2/09	Oct. 1, E3Y	10/1/2011	Provost & VPAA
	7.19 (word/pdf) Research Faculty Appointments	R: 2/09	Oct. 1, E3Y	10/1/2011	Provost & VPAA
	7.20 (word/pdf) Criminal Background Checks Effective 9/2/07	R: 12/07	Oct. 1, E3Y	10/1/2010	Provost & VPAA
	Attachment A (word/pdf) Eligibility Parameters: Recency and Relevancy Attachment B (word/pdf) Security Sensitive Form
	7.21 (word/pdf) Postdoctoral Research Associate Appointments	I: 04/07	Apr. 1, E3Y	4/1/2010	AVP, RFR
	7.22 (word/pdf) Faculty Responsibilities, Definitions, and Titles	O: 08/08	Mar. 1, E4Y	3/1/2012	Associate Provost

8	PERSONNEL: DEVELOPMENT, EVALUATION, AND PROMOTION	Effective Date	Review Cycle	Review Date	Reviewer

	8.01 (word/pdf) Development/Evaluation of Tenure-Track Faculty	R: 4/07	May 1, ENY	5/1/2010	AVPAA
	Attachment A (word/pdf) Calendar Attachment B (word/pdf) Reappointment of Untenured Continuing Faculty
	8.02 (word/pdf) Faculty Development Leaves	R: 9/09	Apr. 1, ONY	4/1/2011	Associate Provost
	Attachment A (word/pdf) Application for Faculty Development Leave Attachment B (word/pdf) Application for Supplemental Grant Award Associated with Faculty Development Leaves
	8.03 (word/pdf) Evaluation of Deans excluding the Dean of The Graduate College and the Dean of the University College	R: 3/09	Feb. 1, ENY	2/1/2012	Provost
	Attachment I (excel/pdf) Deans' Summative Review Schedule
	8.05 Deleted; replaced by 1.10 Role, Evaluation and Step-Down Salaries of Department Chairs and School Directors	-	-	-	-
	8.06 (word/pdf) Faculty Access to Academic Personnel Files	R: 8/07	Jan. 1, E3Y	1/1/2009	Associate Provost
	Attachment A (word/pdf) Faculty Personnel File Review Form
	8.08 (word/pdf) Faculty Grievance Policy	R: 6/09	Apr. 1, EY	4/1/2010	Provost
	Attachment A (word/pdf) Faculty Grievance Form
	8.09 (word/pdf) Performance Evaluation of Continuing Faculty and Post-Tenure Review	R: 11/08	Sept. 1, E5Y	9/1/2009	Provost & VPAA
	Attachment 1 (word/pdf) Education Code, Section 51.942, Performance Evaluation of Tenured Faculty Attachment 2 (word/pdf) Compliance Certification of Department Policy for Annual Faculty Evaluations Form 1 (word/pdf) Post-Tenure Review Tracking Form Form 2 (word/pdf) First Annual Evaluation under the Professional Development Plan Tracking Form Form 3 (word/pdf) Second Annual Evaluation under the Professional Development Plan Tracking Form Form 4 (word/pdf) Dismissal Tracking Form
	8.10 (word/pdf) Tenure and Promotion Review	R: 3/08	June 1, E2Y	6/1/2010	Provost & VPAA
	Form 1A (word/pdf) Texas State Vita Form 1B (word/pdf) Texas State Vita w/ Fine Arts component Form 2 (word/pdf) Review Group Information Form- Promotion Form 3 (word/pdf) Evaluation Form Form 4 (word/pdf) Provost/VPAA and President Form Form 5 (word/pdf) Tenure and Promotion Cycle Tracking Form Form 6 (word/pdf) Nominees for College Review Group Form 7 (word/pdf) Tenure and Promotion Cycle Summary Sheet The Core of Academe (word/pdf)
	8.11 (word/pdf) Performance Evaluation of Non Continuing Adjunct Faculty	O: 1/09	Sept. 1, E5Y	9/1/2014	Provost & VPAA
	Attachment I (word/pdf) Education Code, Section 51.942, Performance Evaluation of Tenured Faculty Attachment II (word/pdf) Compliance Certification of Department Policy for Annual Faculty Evaluations
	8.12 (word/pdf) Annual Evaluation of Provost's Direct Reports excluding Deans	R: 4/09	Feb. E4Y	2/1/2013	Provost

9	PLANNING AND REPORTING	Effective Date	Review Cycle	Review Date	Reviewer

	9.03 (word/pdf) Committee to Prioritize Computer Programming	R: 7/07	Sept. 1, E3Y	9/1/2010	AVP for Enrollment Management & Marketing
	9.04 Deleted. Annual Division,College, Department, and Academic Support Office Reports

10	FISCAL MANAGEMENT	Effective Date	Review Cycle	Review Date	Reviewer

	10.01 Deleted 9/1/05, replaced with UPPS 03.04.05 Facilties and Administration Costs (F&A or Indirect)
	10.02 (word/pdf) Accreditation Costs	R: 2/09	Feb. 1, EY	2/1/2010	Academic Budget Specialist

20	MISCELLANEOUS	Effective Date	Review Cycle	Review Date	Reviewer

	20.01 Deleted 6/15/09, replaced with UPPS 01.03.01 Space Management
	20.02 (word/pdf) Scheduling the Conference Room at the Texas River Center	R: 7/09	Jan 1, E4Y	1/1/2012	Executive Director, River Systems Institute
	Attachment A (word/pdf) Room Reservation Form