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 ADVANCE System
02.06 Reporting of
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 Projectiles in Athletic Facilities
10.07 Emeritus Appointments
10.08 Americans with Disabilities Act (ADA)
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
30 ACADEMIC AND STUDENT AFFAIRS - GENERAL
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30.01 KTXT-FM
30.02 Centralized Scholarship Office
30.03 Museum of Texas Tech University
30.04 Texas Tech University Councils
30.05 Noncredit
Outreach and Extended Studies Activities
30.06 KTXT-TV
30.07 KOHM-FM
30.08 Honorary Degrees
30.09 Academic Freedom and Artistic Expression
30.11 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
30.17 Establishing, Modifying, Reviewing, or Dissolving Centers and Institutes
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 Certification of Faculty Qualifications
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
the Division of Outreach and Distance Education
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 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
34 ACADEMIC POLICIES - STUDENTS
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34.01 Undergraduate Student 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
34.14 Provisional Admission
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 Non-immigrant Students
34.25 Criminal Background
Checks of Students
36 ACADEMIC PROGRAMS
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36.01 Adding, Changing, and Deleting Courses and Changing
Method of Delivery
36.04 New Academic Programs, Course Approval for New
Programs, Program Termination, and Changes in Delivery Format
36.05 Shortened Format Courses
36.06 Off-campus Residence Courses Taught
in State
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 Directories of Texas Tech University and Southwestern Bell Telephone
Company
48.03 Purchase of Telephones and Telephone Systems
48.04 Cellular Telephone Policy
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
54 CONTRACTING
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54.01 Contracting Procedures
54.02 Contracting Authorities and Policies
54.03 Licensing and Use of TTU Registered Names, Logos, and Trademarks
54.04 Geophysical Surveys
54.05 Auxiliary Enterprise Contractors
54.06 Malfunction of Concession Machines
54.07 Contract Administration
54.08 Use of Private
Consultants
54.09 Services of Independent Academic Personnel
54.10 Professional
Services
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
60.12 Fire Safety Program
60.13 Hazardous Materials
Shipping
60.15 Smoke-free Environment
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
61.07 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
61.24 Service Vehicle Parking
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 Account Manager Designation and Signature
Authority
62.04
The Collection and Handling of Returned Checks
62.05 Authorized Petty
Cash/Change Funds
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
62.12 TECHFIM Object (Expense) Codes
62.13 Student Tuition
and Fee Payment Options, Exemptions and Waivers, and Cancellation for
Non-payment of Tuition and Fees
62.15
Sales of Goods and Services by Auxiliary Enterprises and Education-related
Business Activities
62.16
Cost of Education Funds (Gift Funds)
62.17 Payment of
Scholarships, Fellowship Grants, and Awards
62.18 The Endorsement of Checks to Texas Tech University
62.19 Checks on a Foreign Bank Made Payable to Texas
Tech University by an International Student's Home Government
62.20 Financial Arrangements Required of International
Students
62.21 University Employees Indebted to the State of
Texas
62.22 Publication of Professional Journals Using Agency
Funds
62.23
Establishing and Operating Internal Services Activities
62.24 Use of the University's Accounting System by Student
and Other Organizations
(removed pending revision)
62.26 Charging Departments for Goods and/or Services
62.27 Interdepartmental Transfers of Costs
62.28 TechFIM Revenue Source Codes
62.29 Guidelines for the Development
of Revenue Budgets
62.30 Sales Tax Collection
62.31 Debt Collection
62.32 Standardized Departmental Identifier Codes for
Administrative Systems
62.33 Salary Increases on Restricted Accounts
62.34 Budgeting Carry Forwards
62.35 Utilities Charges
62.36 Financial Administration of the Texas Tech University Division of Outreach
and Distance Education
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 Moving and 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 from Sponsored Programs
65.02 Personnel Activity Reporting
65.03 Program Income Generated by Federally-funded Projects
65.04 Cost Transfers to Sponsored Project Accounts or to
Matching Accounts for Sponsored Projects
65.05 Monitoring Sub-recipients
(Subcontractors) in Accordance with OMB Circular A-133
65.06 Conditions of Grants and Consulting Contracts Made
Directly to Individuals
65.07 Discontinuance of Administrative Positions Funded
by Federal Grants
65.08 Expenditures and Matching Commitments for Grants,
Contracts, and Other Sponsored Projects
65.09 Budgeting Sponsored Projects
65.10 Budgeting Sponsored Projects Prior to Receipt of
Award
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 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 and Holidays
70.07 Optional Retirement Program
70.08 Nepotism
70.09 Tax Sheltered Annuity Program
70.10 Non-faculty Employee
Complaints and Grievances
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 and Compensatory Time
70.18 Educational Incentive Pay
70.19 Employee Exit Procedures
70.20 Employment in Security-sensitive Positions
70.21 Employee Address List
70.22 Employee Deaths
70.23 Ombudsman
for Non-faculty Employees
70.24 Communicable and Transmittable Disease Control in
the Employee Workforce
70.25 Longevity and Hazardous Duty Pay
70.26 Texas Tech Service Awards
70.27 Employment of Student Employees
70.28 Personnel Action Form Due Dates
70.30 Quality Service Awards for Non-faculty Employees
70.31 Employee Conduct, Discipline, and Separations
70.32 Family and Medical 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 Conflicts of Interest
70.38 Application for Legal Permanent Residence Status
for Employees [INA 101(a)(20)]
70.39 Early Return-to-Work, Alternate, and Light Duty
Assignments
70.40 Employee Information Privacy
70.41 Employee Training and Development
72 PURCHASING AND PAYABLES
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72.01 Equipment Purchases Requiring Building and/or
Building System Modification
72.02 Charge Card Sales by University Departments
72.03 Conflicts of Interest Relating to Purchasing,
Payments, and Contracts
72.05 Purchase of Food
72.06 Direct Pay Expenditures
72.07 Leasing Land, Space, and Facilities
72.09 Purchase of Goods and Services
72.10 Payments for
Employee Moving Expenses, to Nonresident Aliens, and to Individuals for Services
72.12 Historically Underutilized Businesses
72.15 Purchasing/Leasing Motor Vehicles
72.18 Lease Purchase of Equipment and Other Commodities
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 Safeguarding Classified Information
74.11 Institutional Animal Care and Use Committee
(IACUC)
76 SECURITY
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76.01 Emergency Operations Plan
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
77.02 Payment for Interpreter Services for Deaf and/or
Hard of Hearing Students
77.03 Reporting Student Deaths
77.04 Ombudsman for Students
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 Reserved and Area Reserved 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 Passenger Vehicles and Car
Allowances
80.07 Vehicle Fleet Management Program
80.08 Collisions Involving University
Vehicles