[Reviewed and revised September 10, 2004]
OP 10.02: Delegation of Authority by the President
DATE: September 10, 2004
PURPOSE:
The purpose of this Operating Policy/Procedure (OP) is to establish a clear delegation of authority to selected senior administrative officers
to facilitate the management of TTU by permitting as many decisions as possible to be made at lower levels in the chain of command and
thereby to permit the
president to devote proper time to items of major executive concern.
REVIEW:
This OP will be reviewed on June 1 of each even-numbered year by the senior vice
president for administration and finance with
recommendations for revision forwarded to the President by July 1.
POLICY/PROCEDURE
1. Authority
a. The Legislature, in Chapter 109.21 of the Texas Education Code, delegates to the Board of Regents the power and authority to govern, control, and direct the policies of TTU.
b. Section 109.23 of the Education Code directs the Board of Regents to "provide a chief executive officer, who shall devote his attention to the executive management of the university and who shall be directly accountable to the board."
c. Section 02.04.1, Regents’ Rules, provides that “the president of each component institution of the TTU system is the chief officer of that institution…”
d. It is the policy of the president to delegate specified authority to selected administrators in order to facilitate the management of TTU while still retaining the responsibility and accountability vested in the president.
These administrators may make further delegation to heads of activities under their jurisdiction; however, an individual to whom the president has delegated authority is still primarily responsible, irrespective of any further delegation by the administrator to subordinate officers.
2. Annual Review
The president will perform annual evaluations of the vice presidents.
3. Personnel
The president delegates to the provost and senior vice president for academic affairs, senior vice president for administration and finance, vice president for student affairs, vice president for research, technology transfer, and economic development, vice president for operations, and athletic director the authority to approve the following transactions within the administrative area for which the recipient of the delegation is responsible, in accordance with established TTU personnel policy and procedures, the appropriate classification system, the TTU pay plan, approved budget allocations, policy of the Board of Regents, the Legislative Appropriations Bill, and state and federal statutes.
a. Appointment of TTU Personnel
The president delegates the authority to appoint personnel in accordance with the provisions in OP 70.11; however, the power and authority to appoint permanent deans is retained by the president.
The president also retains the authority to approve personnel appointments to newly created positions that were not budgeted in the current fiscal year operating budget.
No other persons of the institution shall have either expressed or implied authority to make binding obligations in such matters for and on behalf of the institution.
b. Salary and Compensation for TTU Personnel
The president delegates the authority to fix salary and compensation in accordance with the provisions in OP 70.14; however, the chancellor retains the authority to approve adjustments to the salaries of the president, with prior notice to the Board of Regents. The salaries of the provost, all vice presidents and vice provosts, and the deans of colleges and schools shall be set by the president with prior approval of the chancellor and notice to the Board.
The chancellor must approve adjustments to an employee's total salary rate or wage rate when such an adjustment is 10 percent more per annum and the per annum increase is an amount that is more than $2,000 and not the result of a bona fide promotion, in accordance with provisions in Section 07.04.5(b)(3), Regents’ Rules.
The president retains the authority to approve adjustments to an employee's salary and compensation when the increase was not budgeted in the current fiscal year operating budget.
To ensure compliance with the policy of the Board of Regents and TTU, all salary adjustments and change of status for faculty employees are to be reviewed and approved by the Executive Vice President and Provost.
No other persons of the institution shall have either expressed or implied authority to fix salary or compensation for any personnel of the institution.
c. Change of Status of TTU Personnel
The president delegates the authority to approve the change of status of TTU personnel in accordance with the provisions in OP 70.11 provided such changes are within existing budgets in the current fiscal year operating budget.
d. Approval of Request for Outside Employment
The president delegates the authority to approve requests for outside employment by TTU personnel in accordance with the provisions in OP 70.15.
e. Suspension and Disciplinary Action against TTU Personnel
The president delegates the authority to suspend or take appropriate personnel disciplinary action in accordance with the provisions in OP 70.31, and rules, regulations, court decisions, and U.S. Constitutional restraints and guarantees to employment.
f. Acceptance of Resignation of TTU Personnel
The president delegates the authority to accept the resignation of personnel in accordance with the provisions in OP 70.31.
g. Termination of Employment of TTU Personnel
The president delegates the authority to approve the termination of employment of TTU personnel not holding tenure in accordance with the provisions in OP 70.31.
h. Compliance with Personnel Policy
The president delegates the following responsibilities to the provost and senior vice president for academic affairs:
(1) Monitoring and assuring compliance with all TTU personnel policies and procedures that pertain to faculty employees;
(2) Interpreting TTU personnel policies and procedures for faculty employees; and
(3) Approving exceptions to TTU personnel policies and procedures where exceptions are provided under the policy.
The president delegates the following responsibilities to the senior vice president for administration and finance:
(1) Monitoring and assuring compliance with all TTU personnel policies and procedures for all employees and that are written specifically for non-faculty employees;
(2) Interpreting personnel policies and procedures for all employees and that are written specifically for non-faculty employees; and
(3) Approving exemptions to personnel policies and procedures for all employees and that are written specifically for non-faculty employees where such exemptions are provided under the policy.
4. Institutional Funds
a. Moving Expenses for Persons to be employed by TTU
The president delegates to the provost and senior vice president for academic affairs, senior vice president for administration and finance, vice president for student affairs, vice president for research, technology transfer, and economic development, vice president for operations, and athletic director the authority to approve the payment of moving expenses incurred by persons to be employed by TTU within their respective administrative areas of responsibility, provided, however, that such payment of expenses shall not be made from appropriated state funds and further provided that:
(1) The authority to approve the payment of moving expenses must be administered with sound discretion and within allocated and available resources;
(2) Payment of moving expenses is not to be used as a blanket recruitment incentive for prospective employees; and
(3) A review and concurrence on the propriety of the use of non-appropriated funds must be completed by the senior vice president for administration and finance prior to the exercise of this authority to incur an obligation for such expenses.
b. Organizational Memberships
The president delegates to the provost and senior vice president for academic affairs, senior vice president for administration and finance, vice president for student affairs, vice president for research, technology transfer, and economic development, vice president for operations, and athletic director the authority to approve (within their respective areas of responsibilities, and in compliance with all applicable policies, rules, and regulations of the institution) the use of state or other available funds for the payment of institutional membership dues in state, national, regional, or local professional societies and organizations, provided that membership in the organization is sufficiently important to their programs and proper discharge of responsibilities of TTU.
This authority is granted to the above-named officials with respect to individual memberships only where such membership is essential to the proper performances of the statutory duties and responsibilities of TTU and if the organization does not accept institutional memberships.
c. Receipt, Accounting, and Disbursement of Institutional Funds
The president delegates to the senior vice president for administration and finance the authority to control and approve procedures for receipt, accounting, and disbursement of all institutional funds including, but not limited to, the collection of all tuition fees, and charges in accordance and compliance with all applicable state statutes, rules, and regulations pertinent thereto, and all applicable policies, rules, and regulations of the Board of Regents.
d. Contracting and Purchasing Goods and Services
The president delegates to the senior vice president for administration and finance the authority to establish procedures for contracting and the purchasing of all required supplies, equipment, and services that are used by the institution, in accordance and compliance with established TTU policy and procedures, policy of the Board of Regents, the Legislative Appropriations bill, and state and federal statutes. Under the provisions of Section 07.12, Regents’ Rules, “Contracting Policy and Procedures,” the president may delegate authority to approve and sign contracts involving a consideration of less than $100,000 to the senior vice president for administration and finance.
All heads of administrative areas of responsibilities, including vice presidents, deans, chairpersons, and directors are directed to initiate and process all purchase orders for such items through the Purchasing Department and all contracts through the Contracting Office.
5. Provost and Senior Vice President for Academic Affairs
The president delegates to the provost and senior vice president for academic affairs the authority for the management, supervision, and direction of:
a. Academic facilities;
b. Academic computing services, administrative information systems, communication services, facilities information and reports, university computing facilities, admissions and records, student financial aid, and academic support services;
c. Convocations, general education, official publications, operating policies and procedures, student grade appeals, and student retention;
d. Accreditation, continuing education, faculty development, international affairs, the Center at Junction, libraries, the Museum, and the University Press; and
e. Deans and activities of the schools and colleges.
6. Senior Vice President for Administration and Finance
The president delegates to the senior vice president for administration and finance the authority for management, supervision, and direction of the following areas and activities:
a. Institutional financial planning, accounting, and fiscal management;
b. Accounting services, including the services of contracting, HUB contracting, risk management, bursar, accounts payable, travel services, and the financial analysis and reporting for these services;
c. Budgeting services, the Budget Office, institutional budget preparation, operation, and control, and preparation of legislative appropriations request;
d. Personnel administration including wage and salary, benefits and recruiting, and maintaining institutional personnel records;
e. Quality Service and Professional Development; and
f. Purchasing Office and the purchasing of all required supplies, equipment, and services.
7. Vice President for Student Affairs
The president delegates to the vice president for student affairs the authority for management, supervision, and direction of the following areas and activities:
a. Center for Campus Life, Hospitality Services, Housing and Residence Life, Parent Relations, Student Union, Student Counseling Services, Student Mediation Center, Student Media, and student support services; and
b. Marketing and Promotions, Recreational Sports, and the United Spirit Arena.
8. Vice President for Research, Technology Transfer, and Economic Development
The president delegates to the vice president for research, technology transfer, and economic development the authority for management, supervision, and direction of the following areas and activities:
a. Office of Research Services, Research Council, federal initiatives, state special line items, and research centers and institutes;
b. Economic Development Resource Center, Northwest Texas Small Business Development Center, International Trade Center, and the Texas Manufacturing Assistance Center; and
c. Technology Transfer and Intellectual Property.
9. Vice President for Operations
The president delegates to the vice president for operations the authority for management, supervision, and direction of the following areas and activities:
a. Physical Plant, Environmental Health and Safety, and Traffic and Parking; and
b. Golf course operations and grounds maintenance.
10. Athletic Director
The president delegates to the athletic director the authority for the management, supervision and direction of the following areas and activities:
a. Athletic programs, Athletic Academic Services, and the Athletic Business Office; and
b. Athletic External Operations and specified Red Raider Club activities.
11. Strategic Planning
The president delegates to the director of Strategic Planning the authority for long-range planning, including coordination of institutional strategic plans.
12. Authority to Act When President is out of Town
a. The duties of the president will necessitate absence from the campus. During an absence, and if the president is not in instant reach, a situation may arise that requires action and any delay could cause undesirable effects. Under this situation, the president authorizes one of the following listed officers, assigned in descending order, to assume the duties of the president. However, the president normally can be reached promptly through his office staff; therefore, if a matter arises that needs his attention, he is to be contacted as soon as possible and informed of the emergency. When this contact has been established, the role of acting official ceases.
b. The officers to serve under conditions stated above are:
(1) Provost and Senior Vice President for Academic Affairs
(2) Senior Vice President for Administration and Finance
(3) Vice President for Student Affairs
(4) Vice President Research, Technology Transfer, and Economic Development
(5) Vice President for Operations
c. The acting official has the authority to handle situations in accordance with the standard operating procedures of the institution and presidential directives applicable to the situation. The acting official is expected to work with other vice presidents, or appropriate officers, in a participative manner when an issue involves their areas of responsibilities. The person acting under this authority shall make no major, unusual, or extraordinary decisions or commitments on behalf of the institution.
d. When the president considers it necessary, a duty roster will be used to designate specific individuals to act as the campus duty officer during holidays and extended vacation-break periods. The responsibility of this officer generally is limited to serving as a central campus point of communication. This person will contact the proper person or office that has the responsibility to handle the particular message or matter that must be addressed during these periods of limited staff availability on campus.
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