Operating Policies & Procedures Contents
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TTU and TTUHSC Administration
01 CHANCELLOR
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01.01 Preparation of Agenda for Board of
Regents' Meeting
01.02 Land Development
01.04 Custodian of
Public Records
01.06 Use of Texas
Tech University Name or Logo for Private Business Purposes
01.08 Organization of
Texas Tech University
02 DEVELOPMENT
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02.01 Office of Institutional Advancement Relationships
and Responsibilities
02.02 Solicitation of Gifts and Grants from Private
Philanthropic Sources
02.03 Acceptance of Gifts and Grants from
Private Philanthropic Sources
02.04 Processing,
Management, and Publicity of Gifts and Grants from Private Philanthropic Sources
02.05 Confidentiality
of Information on the BSR/ADVANCE System
02.06 Reporting Gifts and Grants from Private Philanthropic Sources
02.07 Disclosure of Conditional Gifts from Foreign
Persons
02.08 Operation and Maintenance of Endowment Funds
02.09 Gifts of Securities
04 AUDIT SERVICES
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04.01 Operation of the Office of Audit
Services
04.02 Audits and
Reviews by External Auditors
Texas Tech University Administration
10 PRESIDENT
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10.01 Operating Policy and Procedure Manual for TTU
10.02 Delegation of Authority by the President
10.03 Suspending
Classes and Closing Offices in Severe Weather or Energy Curtailment Emergency
Situations
10.04 Drug-Free Schools and Campuses Act
10.05 Intercollegiate Athletics
10.06 Projectiles in Athletic Facilities
10.07 Emeritus Appointments
10.08 Americans with Disabilities Act (ADA) and Section
504 of the Rehabilitation Act (Section 504)
10.09 Sexual Harassment
10.10 Records Retention
10.11 Ethics Policy
10.12 Sexual
Orientation Non-discrimination Policy
10.13 Strategic Planning and Assessment for Texas Tech University, Including All
Academic Programs and Support Operations
10.14 Reporting
Suspected Wrongdoing
10.15 President's Excellence in Diversity
and Equity Award
10.16 President's Excellence
in Academic Advising Award
10.17 International Affairs Council
10.18 Proxy Authorization
10.19 Sexual Abuse/Child Molestation Awareness Training
and Certification for Texas Tech Sponsored Campus Programs for Minors
30 ACADEMIC AND STUDENT AFFAIRS - GENERAL
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30.01 KTXT-FM Radio
30.02 Centralized Scholarship Office
30.03 Museum of Texas Tech University
30.04 Texas Tech University Councils
30.05 Office of the Provost Non-credit Activities
30.06 KTXT-TV
30.07 KOHM-FM
30.08 Honorary Degrees
30.09 Academic Freedom and Artistic Expression
30.11 The Texas Tech University Center at Junction
30.12 Publication and Online Posting
of Official Publications and Academic Calendar
30.13 Visiting Speakers
30.14 Playing Electronic Music from University Bell
Towers
30.15 Academic Administrator Evaluation
30.16 Commencement
30.18 The Adoption and Sale of Textbooks and Related
Materials
30.19 Texas Tech University Press
30.21 Ringing Bells on
Campus
30.22 Guidelines for the Educational Use of Copyrighted
Works
30.23 Institutional Surveys and Official Reports
30.25 Housing Students
30.26 Social Fraternities and Sororities
30.27 Student Media
30.28 Appointment of Designated
School Officials for the F-1 Student Immigration Program
30.29 Approval of and
Changes to Incidental Fees
32 ACADEMIC POLICIES - FACULTY
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32.01 Promotion and Tenure Standards and Procedures
32.02 Faculty Non-reappointment,
Dismissal, and Tenure Revocation
32.03 Academic Deans, Associate or Assistant Deans, and
Department Chairpersons
32.04 Conduct of University Faculty
32.05 Faculty Grievance Procedures
32.06 Faculty Responsibility
32.07 Other Employment, Faculty Consulting, and Public
Offices
32.08 Faculty Salary Increases
32.09 Selection of Paul Whitfield Horn Professorships
32.10 Additional Compensation for Faculty/Staff through University College
32.11 Faculty Sick Leave
32.12 Faculty Absence for Observance of Religious Holy
Day
32.13 The Chancellor's
Council Distinguished Teaching Award
32.14 Exit Interviews of Departing Faculty
32.15 Faculty Leave of Absence
32.16 Faculty Recruitment Procedure
32.17 Faculty Appointments and Titles
32.18 Academic Workload Calculation
32.19 Non-native English Speaking Faculty and Teaching
Assistants
32.20 Annual Renewal of Certain Faculty Employment
Contracts
32.21 The Chancellor's
Council Distinguished Research Award
32.22 Selection of Endowed Chairs and
Professorships
32.23 Concurrent Teaching Employment
32.24 Faculty Awards
32.25 Tutoring for
Payment
32.26 Faculty Departure Notification Procedure
32.27 Review of Vitae of Prospective Faculty
32.28 Faculty Applicants Not Holding Doctoral Degrees in
Departments/Areas Requiring the Doctorate
32.29 Faculty Development Leaves
32.30 Voluntary Retirement of Faculty Members with
Option for Part-time Teaching
32.31 Comprehensive Performance Evaluations of Tenured
Faculty Members and Faculty Members Who Receive an Academic Promotion
32.32
Performance Evaluations of Faculty
32.33 Faculty, Staff, and Student Conflict of Interest
32.34 Approval of Faculty in Non
Tenure-acquiring
Ranks
32.36 Certification of Faculty Qualifications
32.37 Fifth-Year Review of Deans
34 ACADEMIC POLICIES - STUDENTS
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34.01 Undergraduate Admissions
34.02 Pass-Fail Option
34.03 Student Grade Appeal
34.04 Academic Regulations Concerning Student
Performance
34.05 Student Withdrawal from Classes
34.06 Sponsorship of Student Activities and Off-Campus
Trips
34.07 Undergraduate Academic Status
34.08 Undergraduate Credit by Examination
34.09 Degree Requirements
34.10 Final Examinations
34.11 Combined Undergraduate/Graduate Courses
34.12 Grading Procedures
34.13 Grades for Military Personnel Ordered to Active
Duty
34.15 Grade Replacement Policy
34.16 Visitors in Regularly Scheduled Classes
34.17 Unscheduled Class Activity
34.18 Individual Study for Off-campus Courses
34.19 Student Absence for Observance of Religious Holy
Day
34.20 Study Abroad
Programs
34.21 Enrollment at
Institutions other than Texas Tech during
Disciplinary Suspension
34.22
Establishing Reasonable Accommodation for Students with Disabilities
34.24 Requirement of Health,
Evacuation, and Repatriation Insurance for Certain Non-immigrant Students
34.25 Criminal Background
Checks of Students
34.26 Faculty-led Study Abroad Programs
34.27 TTU International Centers
34.28 International Agreements
36 ACADEMIC PROGRAMS
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36.01 Adding, Changing, and Deleting Courses and Changing
Method of Delivery
36.02 Formula-eligible Executive Education Programs
36.04 New Academic Programs, Course Approval for New
Programs, Program Termination, and Changes in Delivery Format
36.05 Shortened Format Courses
36.06 Self-Supporting and In-State Off-Campus Credit
Courses
36.07 Authorization for Small Classes
40 AFFIRMATIVE ACTION
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40.01
Equal Employment Opportunity Policy and Affirmative Action Plan
48 COMMUNICATION SERVICES
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48.01 Telephone Calling Cards
48.02 Telephones, Telephone Systems,
Equipment, and Services
48.04 Cellular Telephones and Data
Devices
48.05 Employee Allowance for Electronic Communication
Resources
52 INFORMATION TECHNOLOGY
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52.01 Information Technology (IT) Operations
52.02 Infringement of Copyrights in
Information Technology (IT)
52.03 Obtaining Data
Network Services
52.04 Information
Technology (IT) Security
52.05 Electronic and Information Resources
Accessibility
52.06 Project Management Practices
52.07 Website Operations
54 CONTRACTING
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54.07 Contract Administration
60 ENVIRONMENTAL HEALTH & SAFETY
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60.01
University Health and Safety Program
60.02 Hazard Communication Act
60.03 Hazardous Material Spills
60.04 Use of Laboratory Hoods, Biological Safety
Cabinets, and Special Local Exhaust Ventilation
60.05 Respiratory Protection Program
60.06 Lockout/Tagout Program
60.07 Storm Water
Compliance Program
60.08 Asbestos Compliance and Abatement Program
60.09 Hearing Conservation Program
60.10 Use and Disposal of Sharp Objects
60.11 Procurement, Usage,
and Disposal of Radioactive Materials, Radiation Producing Devices, and Lasers
60.13 Hazardous Materials
Shipping
60.14 Wind Turbine Safety
60.15 Smoke-free and Tobacco-free Environment
60.16 Confined Space Entry Program
60.17 Chemical Hygiene Plan
60.18 Temporary Food Service Permit System
60.19 Fork Lift Safety Program
60.20 Handling and Storing Explosives
60.21 Cranes and Hoists
60.22 Material Handling Devices
60.23 Compressed Gas Handling, Storage, and
Transportation
60.24 Bloodborne Pathogen Protection Program
60.25 Procurement of Interlocks and Other Safety Related
Requirements for the Use of Lasers and/or X-ray Producing Devices
60.26 Tower Climbing
60.27 Scissor Lift Work
Platform Program
60.28 Food Handling
Program
61 FACILITIES MANAGEMENT
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61.01 Use of University Facilities, Equipment, Vehicles,
Supplies and Services for Private Purposes Prohibited
61.02 Use of University Grounds, Facilities, and
Amplification Equipment
61.03 Posting Notices on University Property
61.04 Painting University Buildings
61.05 Replacement of Moveable Furniture
61.06 Teaching Space Renovation or Usage Changes
61.07 Access to Building Equipment Rooms and Tunnels
61.08 General and Emergency Procedures for Elevators
61.09 Departmental Work Coordinators
61.11 Underground Trenching of Utilities
61.12 Installation of Cabling in Buildings and
Tunnels
61.14 Electronic or Keyless Locking Systems
61.15 Control and Issue of Keys to University Buildings
61.18 Traffic and Parking Control Devices
61.19 Freestanding Exterior Signs
61.20 Interior Signs on Buildings and Facilities
61.21 Room Numbering Standards
61.22 Exterior Signs on Buildings and Facilities
61.23
Use of University Classrooms and Academic
Facilities
61.25 Financial Administration of Construction Projects
61.26 United Spirit Arena
Marquee
61.28 Construction Projects Costing Less than $1 Million
and Renovation Projects Costing Less than $2 Million
61.29 Furniture, Floor
Covering, Wall Covering, Window Treatment, and other Interior Design Services
61.32 Donated and Used
Furnishings and Interior Finish Materials - Design and Code Review
61.35 Requesting Approval for Building and Tunnel
Self-help Projects
61.36 Capital Improvement Program
61.37 Access to University Building Roofs
61.38 Animals in Texas Tech Buildings
61.39 Use of the International Cultural Center
61.40 Advertising Methods for Construction Services
Contracts
62 FINANCIAL AND ACCOUNTING
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62.01 Extension of State Credit
62.02 Notary Appointments
62.03 Financial Manager Designation and Signature
Authority
62.04
The Collection and Handling of Returned Checks
62.05 Authorized Petty
Cash/Change Funds
62.06 Payment Card Processing by University Departments
62.07 Departmental Deposits and Completion of the
Departmental Information Sheet (DDIS)
62.08 Alteration of Checks
62.09 Use of TTU Services by Agency Organizations
62.10 Prohibition of Gift of Public Moneys
62.11 Payments to Nonresident Aliens
62.13 Student Tuition
and Fee Payment Options, Exemptions and Waivers, and Cancellation for
Non-payment of Tuition and Fees
62.14 Red Flag Rules
62.15
Sales of Goods and Services by Auxiliary Enterprises and Education-related
Business Activities
62.17 Payment of
Scholarships, Fellowship Grants, and Awards
62.18 The Endorsement of Checks to Texas Tech University
62.21 University Employees Indebted to the State of
Texas
62.22 Publication of Professional Journals Using Agency
Funds
62.23 Academic Service Centers
62.24 Use of the University's Accounting System by Student and Other Organizations
62.25 Payments to Research Participants
62.26 Charging Departments for Goods and/or Services
62.27 Interdepartmental Transfers of Costs
62.29 Guidelines for the Development of Revenue Budgets
62.30 Sales Tax Collection
62.31 Debt Collection
62.33 Salary Increases on Restricted Accounts
62.34 Budgeting Carry Forwards
62.35 Utilities Charges
62.36 Financial Administration of TTU University College Activities
62.37 Establishing Employee/Independent Contractor Status
62.38 Corporate Credit Cards
62.39 Deficit Policy for Texas Tech University
63 GENERAL SERVICES
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63.01 Storage Facilities
63.03 Central Receiving and Shipping
63.04 Delivery Services
63.05 Central Warehouse - Stores
63.06 Solid Waste Disposal by University Personnel and
On-campus Trash Pickup
63.07 Disposal of
Surplus, Obsolete, or Uneconomically Repairable Inventory
63.08 Property Management
64 GRADUATE PROGRAMS, FACULTY, AND STUDENTS
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64.01 Admission to the Graduate School
64.02 Graduate Enrollment Policy
64.03 Graduate Students Employed as Teaching Assistants
and Graduate Part-time Instructors
64.04 Academic Probation and Suspension of Graduate
Students
64.05 Graduate Instruction and Research
64.06 Graduate Tuition Surcharge
64.07 Graduate Student Appeals
64.08 Institutional Funds Arising from Fellowships and
Traineeships
64.09 Graduate Council
64.10 Graduate Faculty
64.11 Insurance Coverage of Graduate Student Employees
65 SPONSORED PROGRAMS ACCOUNTING AND REPORTING
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65.01
Facilities and Administrative Cost Recovery
65.02 Effort Commitment and Certification
65.03 Program Income
65.04 Cost Transfers Involving Sponsored Projects and
Cost Share Funds
65.05 Subrecipient Monitoring
65.06 Conditions of Grants and Consulting Contracts Made
Directly to Individuals
65.07 Cost Sharing on Sponsored Projects
65.08 Direct Charging to Sponsored Projects and Cost Share
Funds
65.09 Budgeting Sponsored Projects
65.10 Budgeting Sponsored Projects Prior to Receipt of
Award
65.11 Fixed Price Agreements
65.13 Financial Reporting and Award Closeout for
Sponsored Projects
65.15 Accounts Receivables on Sponsored Projects
66 LIBRARIES
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66.01 Texas Tech University Libraries
66.02 Branch Libraries
66.03 Law School Library
67 MAIL SERVICES
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67.01 Campus Mail Services
68 COMMUNICATIONS AND MARKETING
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68.01 Communications and New Media Policy
and Procedures
68.03 Visual Identity Guidelines
69 PAYROLL
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69.01 Distribution of Payroll Checks
69.02 Reporting Withholding Taxes on Employee Awards and
Prizes
69.03 Replacement of Payroll Checks
69.04 Payroll Deduction for Membership Fees
69.05 Payroll Deduction Designated to Texas Tech for
Charitable Contribution
69.06 Payroll
Deduction for TTU Parking Permit Fee
69.07 Payroll Deduction
Designated to Texas Tech for Recreational Sports Fee
69.08 Payroll
Deduction Designated to Texas Tech for the Rawls Course Membership Fee
69.09 Tip and Gratuity
Payments Received by Texas Tech Employees
70 HUMAN RESOURCES
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70.01 Miscellaneous Leaves of Absence
70.02 Retirement
70.03 Employees Enrolling for Courses
70.04 Military Emergency Leave
70.05 Eligibility for Insurance and Other Benefits
70.06 Employee Working Hours
70.07 Optional Retirement Program
70.08 Nepotism
70.09 Tax Deferred Account Program
70.10 Non-faculty Employee Complaint Procedures
70.11 Appointment of Staff Employees
70.12 Performance Management
70.13 Workers' Compensation Insurance
70.14 Salary Administration Policy
70.15 Multiple and Other Employment
70.16 Compensation in Excess of Base Salary
70.17 Overtime
70.18 Educational Incentive Pay
70.19 Employee Exit Procedures
70.20 Employment in Security-sensitive Positions
70.21 Volunteer Workers
70.22 Employee Deaths
70.23 Reduction in Force Policy
70.24 Communicable and Transmittable Disease Control in
the Employee Workforce
70.25 Longevity and Hazardous Duty Pay
70.26 Length of Service Awards
70.27 Employment of Student Employees
70.28 Anti-Discrimination Policy and Grievance
Procedure for Violations of Employment and Other Laws
70.29 Employee Tuition Assistance Program
70.30 Distinguished Staff Awards for Non-faculty Employees
70.31 Employee Conduct, Discipline, and Terminations
70.32 Family and Medical Leave and Parental Leave
70.33 Employee Assistance Program
70.34 Service
Excellence Leave Award
70.35 Drug and Alcohol Testing for Safety-
and Security-sensitive Positions
70.36 Employment of Persons in Temporary Worker (H-1B)
Immigration Status
70.37 Disclosure of Significant Business or Financial
Interests that may Represent Conflicts of Interest
70.38 Employment-based Permanent Residency Petitions
70.39 Early Return-to-Work, Alternate, and Light Duty
Assignments
70.40 Information Privacy and Confidentiality
Statements
70.41 Employee Training and Development
70.42 Holidays
70.43 Leave without Pay
70.44 Sick Leave and Sick Leave Pool
70.45 Vacation Leave
70.46 Break Time for Nursing Mothers
72 PURCHASING AND CONTRACTING
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72.01 Equipment Purchases Requiring Building and/or
Building System Modification
72.02 Contracting Procedures
72.03 Conflicts of Interest Relating to Purchasing,
Payments, and Contracts
72.05 Expenditures for Official Functions, Business
Meetings, and Entertainment
72.06 Direct Pay Expenditures
72.07 Leasing Land, Space, and Facilities
72.08 Use of Consultant Services
72.09 Purchase of Goods and Services
72.10 Payments for
Employee Moving Expenses
72.11 Payment of Purchase Orders
72.12 Historically Underutilized Businesses
72.13 Reimbursement of Business Expenditures to Faculty,
Staff, and Students
72.14 Geophysical Surveys
72.15 Purchasing/Leasing Motor Vehicles
72.16 Memberships
72.17 Services of Independent Academic Personnel
72.18 Lease Purchase of Equipment and Other Commodities
72.19 Malfunction of Concession Machines
72.20 Professional Services
72.23 Licensing and Use of TTU Registered Names, Logos,
and Trademarks
72.24 Auxiliary Enterprise Contractors
74 RESEARCH
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74.01 Office of Research Services
74.02 Conduct of Research and Scholarly Activity
74.03 Collecting Objects on State or Federal Land
74.04 Intellectual Property Rights
74.05 Institutional
Biosafety and Hazardous Materials Committee
74.06 Disposition of Patent and Copyright Royalty Income
74.07 Identification Cards for Visiting Scholars
74.08 Allegations of Misconduct in Research or Scholarly Activity
74.09 Protection of Human Subjects in Research
74.10 Export Control
74.11 Animal Care and the Institutional Animal Care and Use Committee
(IACUC)
74.13 TTU Safety Committees
74.14 University-Recognized Centers and Institutes
74.15 TTU Policy on Prostitution and Sex Trafficking
74.16 Institutional Base Pay
76 SECURITY
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76.01 Emergency Management Plans
76.02 Jeanne Clery Disclosure of Campus Security Policy and Campus Crime
Statistics Act
76.03 Texas Tech Police
76.04 Flying Flags
76.05 Hunting on Tech
Tech Property
76.06 Bomb Threat Procedures
76.08 Employee Training and Procedures for Handling
Armed Robbery Incidents
76.09 Abandoned Personal Property
76.10 Violence and Workplace Threats
76.12 Severe
Weather Warning and Alert Systems
77 STUDENT SERVICES AND REGISTRAR
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77.01 Diploma Reorder
77.03 Reporting Student Deaths
77.04 Ombuds for Student Related Concerns
78 TRAFFIC AND PARKING
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78.01 Traffic and Parking Rules and Regulations
78.02 Purchasing Parking Space for Employees
78.03 Employee Parking Space
Management
78.04 Contractor Parking
78.05 Parking for Departments Housed at Off-campus Sites
78.06 Management of Visitor Park and Pay Spaces
78.07 Tower Icing
79 TRAVEL
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79.01 Travel Guidelines for Texas Tech University and TTU Employees
79.02 Texas State Travel Management
Program
79.03 Use of the State Travel Card
79.04 Application for Official Travel
79.05 International Travel
79.06 Transportation
Requests
79.07 Travel Advances
79.08 Reimbursement of Travel
Expenses
79.10 Travel by Prospective Employees
79.12 Official Travel of the President
79.13
University-related Travel by Motor Vehicle, Commercial Carrier, and Aircraft
79.14 Aircraft Piloted by Texas Tech
University Personnel on Official Business
80 VEHICLES
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80.01
Painting University Vehicles and Equipment
80.02 Vehicle Rental Office - Checkout Procedure
80.03 Out-of-Country Use of University Vehicles
80.04 Disposal of Motor Vehicles as Surplus Property
80.05 Refueling Procedure for University-owned Vehicles
80.06 Leased or Loaned Vehicles and Car
Allowances
80.07 Vehicle Fleet Management Program
80.08 Collisions Involving University
Vehicles