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WHAT IS A DOCKET

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WHAT IS A DOCKET Powered By Docstoc
					WHAT IS A DOCKET?

The definition in Webster's New Collegiate Dictionary states in part that a docket is "a brief
written summary of a document, a formal abridged record of the proceedings in a legal action,
a register of such records, a calendar of business matters to be acted on, an identifying
statement about a document, to inscribe with an identifying statement, to make a brief
abstract of and inscribe it in a list, and to place on the docket for legal action."

The docket for The University of Texas System is a list of items in a consistent summary
format. These items require reporting to the Board and/or approval by the Board based on
recommendations following their administrative approval by the appropriate System
Administration Official. Dockets become a part of the official minutes of The University of
Texas System Board of Regents' Meetings.


WHY DO ITEMS HAVE TO BE APPROVED BY THE BOARD OF REGENTS?

                             RULES AND REGULATIONS
                            OF THE BOARD OF REGENTS
                        OF THE UNIVERSITY OF TEXAS SYSTEM
                             FOR THE GOVERNMENT OF
                         THE UNIVERSITY OF TEXAS SYSTEM
                              SERIES 10101, SECTION 1

Sec 1.   Authority. The Legislature, which is given the duty and authority to provide for the
         maintenance, support, and direction of The University of Texas by Article VII,
         Section 10 of the Texas Constitution, has delegated the power and authority to
         administer The University of Texas System to the Board of Regents in broad
         terms. (See Sections 65.11 et seg., Texas Education Code.) Texas cases
         construing these statues have held that the Board of Regents has wide discretion
         in exercising its power and authority and that the rules adopted by the Board of
         Regents have the same force as statutes. The System's lands and buildings are
         state property subject to the control of the Board of Regents as the state's agent.
HOW DO WE OBTAIN APPROVAL FROM THE BOARD OF REGENTS?

1.     AGENDA ITEM - The agenda for the Board of Regents' meetings is the primary
       mechanism for recommending items that require advance Regental approval.

2.     INTERIM AGENDA - The Interim Agenda of the Board of Regents will be used to
       secure Regental approval of actions between the regular quarterly meetings of the
       Board.

3.     DOCKET - For certain specified items, the Board has delegated administrative
       approval authority to a System Administration Official with subsequent presentation
       of these items to the Board via inclusion in the docket for approval and/or reporting.
       The Board based on the recommendation in the agenda of the Finance and
       Planning Committee then approves the docket.

Please note that for certain specified items, the Board has delegated approval authority to a
System Administration Official and there is no further requirement of inclusion of these
items in the docket for approval by the Board or reporting to the Board.

Submit as an agenda item any contract or item identified by an Executive Officer or the
institution Chief Administrative Officer as a matter of such significance to require the prior
approval of the Board, in accordance with Regents’ Rules and Regulations. Series 10501,
Section 1.

GENERAL GUIDELINES FOR DOCKET PREPARATION

1.     A Docket Template with pre-set formatting is available. Dockets must be submitted
       electronically and prepared 8 ½ x 11 portrait style.

2.     Dockets must be prepared using Microsoft Word. Examples in the docket manual
       include underlined areas (example: U. T. at ________________) or references in
       brackets such as [Academic/Health] that you need to personalize for your institution.

3.     Dockets must be typed using an Arial font, 12 point.

4.     Top, left, and right margins must be set at 1 inch. The footer margin is ½ inch.

5.     Abbreviations are generally prohibited; exceptions are states and well-known
       abbreviations such as U. T., U.S., M.D., Dr., etc.

6.     Adjust the introductory paragraph in each section, as needed, for singular or plural
       language.

7.     Use the following checklist before submitting your docket.

8.     Do not include anything on the docket that cannot be verified from the docket
       support.
9.    One copy of docket support must be provided.

10.   Docket support will not be returned therefore include "copies" only and no original
      documents. The institutions are responsible for maintaining "original" documents.

11.   References used in this manual sometimes include the Regents’ Rules and
      Regulations. These rules are updated every quarter with any changes that have
      occurred at the previous meeting. You can access the most recent version of the
      Rules and Regulations at the following internet address:
      http://www.utsystem.edu/bor/rules/homepage.htm

12.   Business Procedure Memoranda that are referenced in this manual can be
      accessed via the following Internet address:
      http://www.utsystem.edu/bpm/bpmtable.htm

DOCKET CHECKLIST

Please review the following checklist to ensure that all items have been reviewed, are
correct, and submitted with your docket where appropriate.

General Items
—    Are sections of the docket in correct order?
—    Do all items that have money amounts have ―$‖ signs unless the $ is in the column
     heading?
—    Do all items without cents drop the ―. 00‖? (example: $5,000 not $5,000.00)
—    Did you check the use of plural/singular language in introductory paragraphs of
     applicable sections?
—    Did you check for abbreviations and well defined explanations/justifications/reasons?
—    Are pages numbered correctly?
—    Page numbers should have a space before and after the ―-― (dash), ex. Docket - ##.
—    Are items numbered correctly?
—    Is the Board Meeting date at the bottom of each docket page correct?
—    Did you check for spelling errors?

Support
—    Are Contracts signed?
—    Do Contracts have System Administration approval?
—    Are Funds In and Funds Out docketed correctly?
—    Are key items on the support highlighted?

Docket Content
—    Did you include all items that must be docketed that have received the approval of
     the appropriate Executive Vice Chancellor (EVC) for the past quarter?
MAILING/SUBMITTING DOCKET

Docket back-up must be received by the Office of the Controller on or before the deadline.
If necessary, use an overnight delivery service.

Mail to:          Office of the Controller
                  Attn: Sherill Boline
                  The University of Texas System
                  201 West 7th Street, ASH 5th Floor
                  Austin, Texas 78701

ELECTRONIC SUBMISSION: An electronic submission of your docket (not including the
back-up) must be submitted via email to Sherill Boline on or before the Docket deadline.
Academic institutions should copy the Office of Academic Affairs (preyes@utsystem.edu
and mharris@utsystem.edu).

Email Address: Sboline@utsystem.edu
Back-up: Cprescott@utsystem.edu

DUE DATES FOR DOCKET SUBMISSIONS

Dockets are due to the Office of the Controller approximately six (6) weeks prior to each
Board of Regents' meeting. Docket due dates are tentative and subject to change. To
review due dates for upcoming docket submissions, refer to the following web page:
http://www.utsystem.edu/bud/docket.htm.

QUICK REFERENCE FOR PERIODIC DOCKET ITEMS

WHEN:                   WHAT:
February                New Lab, Supplemental and Course Specific Incidental Fees
                        (Institutional Docket)

                        New Incidental Fees (Institutional Docket)

                        Real Estate Report (System Docket)

                        Bank Depository Agreements (System Docket)

May                     Real Estate Report (System Docket)

                        Bank Depository Agreements (System Docket)

August                  Real Estate Report (System Docket)

                        Bank Depository Agreements (System Docket)
           Appointment, Reappointment, or Promotion of Relatives and
           Marriage of Certain Employees (Institutional Docket)

           New Tenure Appointments and Promotions Within Tenure Ranks
           (Institutional Docket)

           Fall and Spring Semester Small Class Reports (Institutional
           Docket)

November   Real Estate Report (System Docket)

           Appointment, Reappointment or Promotion of Relatives and
           Marriage of Certain Employees that were not reported in the August
           Docket (Institutional Docket)

           Bank Depository Agreements (System Docket)
DOCKET CONTACTS

     SECTION                    NAME                 OFFICE                                    PHONE
     Gifts                      Jessica Moore        Office of Development & External          499-4777
                                                     Relations
     Contracts                  Susan Trant          Office of the Controller                  499-4543
                                Pedro Reyes          Office of the Executive Vice Chancellor   499-3789
                                Margie Harris        for Academic Affairs                      499-4234
                                Janet Cole           Office of the Executive Vice Chancellor   499-4226
                                Terri Wright         for Health Affairs                        499-4555
     Contracts – Intellectual   Georgia Harper       Office of General Counsel                 499-4462
     Property


     Changes To Admission       Janet Cole           Office of the Executive Vice Chancellor   499-3789
     Criteria                   Terri Wright         for Health Affairs                        499-4555
     Other Fiscal Items         Pedro Reyes          Office of the Executive Vice Chancellor   499-3789
                                Margie Harris        for Academic Affairs                      499-4234
     Endowed Chairs             Sherill Boline       Office of the Controller                  499-4558

     Amendments To The
     Budget
     Fees & Miscellaneous       Janet Cole           Office of the Executive Vice Chancellor   499-4226
     Charges                    Terri Wright         for Health Affairs                        499-4555
                                Pedro Reyes          Office of the Executive Vice Chancellor   499-3789
                                Margie Harris        for Academic Affairs                      499-4234
     Student Insurance          Laura Chambers       Employee Group Insurance                  499-4614

     Academic Institutions      Pedro Reyes          Office of the Executive Vice Chancellor   499-3789
                                                     for Academic Affairs
     Health Institutions        Janet Cole           Office of the Executive Vice Chancellor   499-4226
                                                     for Health Affairs
     General & System Docket    Sherill Boline       Office of the Controller                  499-4558
     Parking & Traffic          Janet Cole           Office of the Executive Vice Chancellor   499-4226
     Regulations                Terri Wright         for Health Affairs                        499-4555
                                Pedro Reyes          Office of the Executive Vice Chancellor   499-3789
                                Margie Harris        for Academic Affairs                      499-4234



GIFTS

References:

Table for ―ACCEPTANCE OF GIFTS CONFORMING TO POLICY‖

U. T. System Gifts Policy Guidelines for Surface and Mineral Estates in Real Property.

Regents' Rules and Regulations:
   Series 60101, Sections 1 and 2, Acceptance and Administration of Gifts

Information:

1.      Gifts with a value of more than $1,000,000 that are unrestricted, restricted for a
        current purpose, or restricted for an addition to a planned gift, but do not result in an
     upgrade of level, include a request for matching funds, or amend the planned gift
     agreement, must be docketed.

2.   When there is not a letter of transmittal from the donor, the following footnote must be
     used with a corresponding asterisk (*) by the donor's name.

     *    No letter of transmittal from the donor

3.   The value of a non-cash gift is the estimated value of the item on the date of receipt by
     the institution.

4.   See the Table for ―ACCEPTANCE OF GIFTS CONFORMING TO POLICY‖ for
     disposition of gift items not covered in Item #1 above.

5.   Follow the standard docket format provided for Gifts.

Contacts:

Jessica Moore
Office of Development and Gift Planning Services
jmoore@utsystem.edu
512-499-4799

CONTRACTS

References:

Generally Applicable References:
Internet References:
   Regents’ Rules and Regulations http://www.utsystem.edu/bor/rules/homepage.htm
   Business Procedure Memoranda http://www.utsystem.edu/bpm/homepage.htm
   Regental Policies              http://www.utsystem.edu/bor/policies.htm

Regents' Rules and Regulations:
  Series 10501, Delegation to Act on Behalf of the Board

Administration Rules
  Series 22601, Purchasing

Business Procedure Memorandum No. 48, Processing of Contracts

General Contracts:
Regents' Rules and Regulations:
  Series 80403, Minor Construction and Repair and Rehabilitation Projects
  Series 70301, Matters Relating to Real Property

Office of General Counsel Construction Law
Office of General Counsel Review Procedures and Small Contract Checklist for General
  Procedure Contracts under $25,000 (Password is required – contact the Office of
  General Counsel)
Business Procedure Memorandum No. 43, Consulting Contracts
Business Procedure Memorandum No. 04, Vending Machine Contracts

Space Leases:
Regents' Rules and Regulations:
  Series 70301, Matters Relating to Real Property

Business Procedure Memorandum No. 5, Processing of Space Lease Agreements

Intellectual Property Agreements:
Regents' Rules and Regulations:
   Series 90101, Contract Administration
   Series 90105, Execution of Legal Documents Related to Intellectual Property

Regental Policies:
  Management and Marketing of Intellectual Property
  Trademark Policy

Business Procedure Memorandum No. 45, Procedures for Processing Sponsored
  Research Agreements

Nonintellectual Property-Related Sponsored Research Agreements
Regents' Rules and Regulations:
  Series 10501, Delegation to Act on Behalf of the Board

Business Procedure Memorandum No. 46, Processing of Grants, Scholarships, and
      Fellowships, (currently under construction)

Definitions:

Contract - an agreement between two or more entities or persons that creates an
enforceable obligation

General Contracts – contracts or agreements that pertain to the operation or mission of the
University but do not include Intellectual Property (IP) Agreements, Non-IP-Related
Sponsored Research Agreements, Affiliation Agreements, or Program Agreements

Space Leases – leases entered into by the board for the benefit of an institution to provide
space for institutional use

Consulting Contracts - the service of studying or advising a state agency under a contract
that does not involve the traditional relationship of employer and employee. Consulting
services have generally been interpreted to mean services that include study and advice
with respect to some aspect of an agency's operations or management. A determination
whether any particular contract is a consulting services contract must be made after
consulting with the Office of General Counsel.

Intellectual Property Agreements – contracts, sponsored research agreements,
institutional support grants, and intellectual property licenses that grant an interest in Board
intellectual property

Nonintellectual Property-Related Sponsored Research Agreements – contracts or
grants for sponsored research that do not grant an interest in Board intellectual property
Grant - sum of money given by an entity to a person or institution for a specific purpose
such as education or research

Information:

1.    Docket General Contracts, Intellectual Property Agreements, and Space Leases if the
      total cost or value of the contract or lease is more than $1,000,000 except contracts
      described in Paragraph 2 below. In determining total cost or value of the contract or
      lease, include all potential contract extensions. If you have any questions regarding
      calculating the total cost or value of the contract or lease, consult with the Office of
      General Counsel. Include both ―Funds Coming In‖ contracts and ―Funds Going Out‖
      contracts in this section.

2.    Unless docketing is required by Paragraph 4 or 5 below, do not docket:

      a.       Minor Construction and Repair and Rehabilitation Project agreements, if the
               project has been previously approved by the Board in the Capital Improvement
               Program or the Capital Budget.

      b.       Contracts for the purchase of replacement equipment.

      c.       Contracts for routinely purchased supplies.

      d.       Purchases made under a group-purchasing program.

      e.       Purchases of new equipment identified specifically in the institutional budget
               approved by the Board.

      f.       Nonintellectual Property-Related Sponsored Research Agreements.

3.    Docket amendments to General Contracts, Intellectual Property Agreements, and
      Space Leases, unless subject to Paragraph 2, if the cost or value of the amendment is
      more than $1,000,000 regardless of the amount of the original contract.

4.    Docket all General Contracts, Intellectual Property Agreements and Nonintellectual
      Property-Related Sponsored Research Agreements with a foreign government or
      agency regardless of the cost of the contract.

5.    Docket all Intellectual Property Agreements and Nonintellectual Property-Related
      Sponsored Research Agreements with a corporation or other entity organized and
      operating under the laws of a foreign state regardless of the cost or value of the
      contract.

6.    Docket Consulting Services Contracts with a cost or value of more than $250,000.

7.    If there are no contracts or leases with ―Funds Coming In‖ or ―Funds Going Out‖, do not
      include the ―Funds Coming In‖ or ―Funds Going Out‖ header in the docket.

8.    Docket support must include 1 copy of each signed agreement.

9.    Do not include anything in the docket that cannot be verified from the docket support.
10.    Follow the standard docket format provided.

11.    Submit as an agenda item any contract or agreement identified by an Executive Officer
       or the institution Chief Administrative Officer as a matter of such significance to require
       the prior approval of the Board, in accordance with Regents’ Rules and Regulations,
       Series 10501.

12.    Docket Purchase Orders and Vouchers with a cost or value of more than $1,000,000 in
       the Other Fiscal Items section of the docket.

13.    Docket Intercollegiate Game Contracts or Agreements in the Other Fiscal Items
       section of the docket.

14.    Approval has been delegated by the Board of Regents to the institution presidents for
       plans to manage potential conflicts of interest related to research sponsored by or
       Board Intellectual Property licensed to an entity in which an employee owns an interest
       or serves as an employee, officer or member of the Board of Directors. Plans to
       manage potential conflicts of interest are no longer docket items.

Contacts:

Content
Margie Harris                              Terri Wright
Office of the Executive Vice               Office of the Executive
 Chancellor for                             Vice Chancellor for
 Academic Affairs                           Health Affairs
mharris@utsystem.edu                       twright@utsystem.edu
(512) 499-4234                             (512) 499-4224

Format
Susan Trant
Office of the Controller
strant@utsystem.edu
(512) 499-4543

Legal Issues, Intellectual Property Agreements
Georgia Harper
Office of General Counsel
gharper@utsystem.edu
(512) 499-4462


AFFILIATION AGREEMENTS

References:

Regents' Rules and Regulations, Series 10501, Delegation to Act on Behalf of the Board

Information:
1.   Docket Nonstandard Affiliation Agreements in this section. Nonstandard Affiliation
     Agreements are those agreements NOT following approved standard format.

2.   Standard Agreements are those so designated by the Office of General Counsel.
     Standard forms are available from the Office of General Counsel and on the internet:
     http://www.utsystem.edu/ogc/contract/standard.htm

3.   Follow the standard docket format provided. The stated purpose should be general as
     only one affiliation agreement is needed with an external entity, with program
     agreements designed to cover the specific program or course of study.

4.   Do not docket foreign affiliation agreements prepared on the standard form approved
     by OGC.

5.   Do not docket Program Agreements. Agreements that follow standard formats do not
     require further review or approval. The appropriate EVC must administratively
     approve nonstandard program agreements or program letters.

6.   Docket support must include 1 copy of signed agreements.

7.   Do not include anything in the docket that cannot be verified from the docket support.

8.   Follow the standard docket format provided.


Contacts:

Margie Harris                             Terri Wright
Office of the Executive Vice              Office of the Executive
 Chancellor for                            Vice Chancellor for
 Academic Affairs                          Health Affairs
mharris@utsystem.edu                      twright@utsystem.edu
(512) 499-4234                            (512) 499-4224



STANDARD EASEMENTS

Information:

1.    All proposed changes must be submitted to the Vice Chancellor (VC) for Business
      Affairs or delegate for approval but are no longer docket items.

Contacts:

Legal Matters
Office of General Counsel
(512) 499-4462

Other
Margie Harris                                    Terri Wright
Office of the Executive Vice                     Office of the Executive Vice
 Chancellor for Academic Affairs               Chancellor for Health Affairs
mharris@utsystem.edu                          twright@utsystem.edu
(512) 499-4234                                (512) 499-4224


INTELLECTUAL PROPERTY LICENSES

Information:

1.   Intellectual Property Agreements/Licenses are covered in CONTRACTS Section.


CHANGES TO ADMISSION CRITERIA

Information:

1.     Docket proposed changes to admission requirements and criteria for award of
       institutional scholarships and fellowships following approval by the EVC for
       Academic Affairs or Health Affairs.

2.     Proposed changes as identified in #1 above and other major policy or
       programmatic changes must be submitted for review to the appropriate EVC
       well in advance of routine catalog copy submission and prior to announcement
       of the proposed changes.

3.     Standard docket format must be followed using the sample provided.

4.     Other Catalog Changes are no longer docket items.


ENDOWED CHAIRS AND NAMED PROFESSORSHIPS

Information:

1.   All new appointments and/or continuing appointments to Endowed Chairs and Named
     Professorships NOT submitted in the printed budget must be approved with a Request
     for Budget Change (RBC) to the appropriate EVC via the Budget section of the Office
     of the Controller. See RBC example in the AMENDMENTS TO THE BUDGET
     Section.

2.   These items may need to be docketed in AMENDMENTS TO THE BUDGET Section
     after approval via RBC.


AMENDMENTS TO THE 20__-__ BUDGET

References:
Current Budget Rules and Procedures (see http://www.utsystem.edu/bud/budrules.htm)

Regents' Rules and Regulations
    Series 30102, General Appointment Information
    Series 31001, Faculty Appointments and Titles
    Series 30103, Standards of Conduct
    Series 30201, Leave Policies
    Series 60202, Endowed Academic Positions
    Series 20501, Accounting, Operating Budgets, and Legislative Appropriations
    Requests

Request for Budget Change examples

Information:

1.   Standard docket formats must be followed using the samples provided.

2.   The major subsections that appear in this section are:

           Appointments and Promotions
           Transfers of Funds

3.   Items that are applicable to each subsection must be listed in budget order
     within each subsection.

4.   RBCs (Request for Budget Changes) docketed for Appointments and
     Promotions and Transfers of Funds must follow the most current Budget Rules
     and Procedures.

5.   RBCs must have the approval of the Office of the Controller and the
     appropriate EVC before inclusion in the docket.

6.   On RBCs for Endowed Chairs and Named Professorships, indicate on the comment
     line of the RBC whether this appointment is the INITIAL APPOINTMENT (see
     example RBC) for the chair or professorship.

7.   Explanations on transfers must provide a clear, understandable summary with
     a minimum of abbreviations.

8.   Docket Dual Positions of Honor, Trust, or Profit in the OTHER MATTERS Section.

9.   Approval of Third-Year Leaves of Absences is no longer a docket item and may be
     approved by the chief administrative officer with prior approval of the appropriate EVC.
     When possible, leaves should be documented in the annual operating budget.

10. Approval of teaching overloads (U. T. Brownsville and U. T. Pan American only) has
    been delegated to Chief Administrative Officers, with prior approval of the EVC for
     Academic Affairs if in compliance with policy guidelines. This is no longer a docket
     item. Overload assignments should generally not be processed for individuals on 12-
     month appointments.

Contacts:

Office of the Controller: phone: 512.499.4527 or fax 512.494.3424


OTHER FISCAL ITEMS

References:

Specific instructions for docket items in the "Other Fiscal Items" section will be issued by
the EVCs.

Minutes of the Board of Regents, The University of Texas System, February 9, 1989
Meeting pertaining to "Post-Season Bowl Game"

Information:

1.   Items placed in this section of the docket will vary. Examples of items include:

     a.   Employment agreements for new athletic directors and head coaches or changes
          to current athletic directors’ and head coaches’ salaries not included in the
          annual budget submission,
     b.   Membership Rates,
     c.   Invitations to post-season bowl games,
     d.   Statements for Bowl Game operations, and
     e.   Purchase Orders of more than $1,000,000.

2.   Format will vary according to the items presented; however, each item should indicate
     that the appropriate EVC approved the item.

3.   The listing of individuals assigned the use of donor or courtesy cars owned by third
     parties are no longer a docket item. Approval is delegated to the Chief Administrative
     Officer or delegate and must:

     a.   be in compliance with all special instructions issued by the appropriate
          EVC and
     b.   be in compliance with legal guidelines issued by the Office of General
          Counsel.

4.   FACULTY CONSTITUTION OR BYLAWS for health institutions or academic
     institutions are approved by the appropriate EVC and do not require Board of Regents'
     approval via the docket.
5.   STUDENT CONSTITUTIONS OR BYLAWS are no longer a docket item.

6.   The report of phased retirement contracts for faculty members is no longer a docket
     item. Approval is delegated to the Chief Administrative Officer or delegate and must:

     a.   be in compliance with all special instructions issued by the appropriate
          EVC,
     b.   be in compliance with legal guidelines issued by the Office of General
          Counsel, and
     c.   be submitted on the standard form.

7.   The report of the sale of art or rare volumes is no longer a docket item. Approval is
     delegated to the Chief Administrative Officer or delegate and must be consistent with
     Regents’ Rules and Regulations.


PARKING AND TRAFFIC REGULATIONS

References:

Texas Education Code Section 51.202

Standard Parking and Traffic Regulations approved by the U. T. Board of Regents at the
February 1992 meeting (available on disk from Office of the EVC for Academic Affairs)

Information:

1.   Standard docket format must be followed as per the sample provided.

2.   Submit summary of substantive changes.

3.   The entire parking and traffic regulations need to be submitted to the appropriate
     EVC, preferably in congressional style, with fees highlighted. Docket entries should
     highlight substantive changes only.


SALE OF UNIVERSITY-OWNED PROPERTY

References:

Regents' Rules and Regulations, Series 80201, Disposal of U. T. System Property

Information:

1.   Standard docket format should be followed using the sample provided.

2.   Sales of $100,000 or more require advance approval by the appropriate EVC.
3.   Sales of less than $100,000 require approval by the President, but no docketing.

4.   Sales are reported in the docket after the item has been sold.

Contacts:

Terri Wright
Office of the EVC for
 Health Affairs
twright@utsystem.edu
(512) 499-4224

Margie Harris
Office of the Vice Chancellor for
 Academic Affairs
mharris@utsystem.edu
(512) 499-4234


PURCHASES FROM OR SALE TO UNIVERSITY EMPLOYEES

Reference:

Regents' Administrative Rule, Series 22601, Purchasing

Information:

The reporting of purchases by or from university employees is no longer a docket item.
Approval of these items has been delegated to the Chief Administrative Officer subject to
the following guidelines:

     The Purchase by or from a university employee:

     a.   must be justified as unique or sole source and be at fair market value,
     b.   must receive prior approval by the appropriate EVC, and
     c.   be in compliance with legal guidelines issued by the Office of General
          Counsel unless a public sale pursuant to the Regents' Rules and
          Regulations.

Contacts:

Terri Wright
Office of the EVC for
 Health Affairs
twright@utsystem.edu
(512) 499-4224
Margie Harris
Office of the Vice Chancellor for
 Academic Affairs
mharris@utsystem.edu
(512) 499-4234


FEES AND MISCELLANEOUS CHARGES

Reference:

Current Tuition & Fees Summary

Information:

A.   Laboratory, Supplemental, and Other Fees and Charges

1.   All proposed new laboratory, supplemental and other fees and charges (formerly
     incidental fees) with supporting cost justifications, must be submitted to the
     appropriate EVC for administrative approval prior to docketing.

2.   The submitted cost justifications and fee descriptions will be reviewed by the
     appropriate EVC to ensure that the fees are harmonized with Texas Education
     Code Section 54.501 concerning laboratory fees, Section 54.051(1) concerning
     supplemental fees and Section 54.504 and Section 55.16 concerning other fees
     and charges.

3.   The appropriate EVC must approve the report of all proposed new laboratory,
     supplemental, and other fees and charges and should be placed in the next
     institutional docket. Other Fees and Charges may only be assessed following
     inclusion in the institutional catalog or a catalog addendum. Please note that new
     course specific fees need not be docketed if they are within a range previously
     approved as an ―Other Fee or Charge.‖

4.   Changes to previously approved laboratory, supplemental, course specific fees,
     and other fees and charges are delegated for approval to the institution president.

B.   Tuition and Other Fees

5.   Changes to, or initial approval of, other fees and tuitions, such as Student Services
     Fees, Housing/Dormitory Rates, Designated Tuition, Graduate Differential Tuition,
     Tuition for Excess Hours, etc. must be submitted to the appropriate EVC for
     administrative approval prior to docketing.
6.   Upon instructions from the EVC standard docket format must be followed using
     the samples provided. Please contact the EVCs office for sample docket formats
     not included in the docket manual.

7.   Pursuant to Coordinating Board directive, ―tuition‖ for courses delivered out of the
     State of Texas may not be included as tuition for purposes of formula funding.
     Such charges are to be assessed as continuing education fees, with authority to
     approve such fees delegated to the institution president.

C.   Other Items

8.   Standard docket format must be followed using the samples provided.

9.   Note that Section 54.009, Texas Education Code provides that no fee may be
     assessed retroactively for a course for which a student has registered without
     regard to whether the student has paid the fees.

10. Please follow your process or processes for student input into the review of
    student fee proposals before submission of items for inclusion in the institutional
    docket and advise us of the extent of this input in the cover letter of your
    submission.

Contacts:


SMALL CLASS REPORT

References:

Information:


APPOINTMENT, REAPPOINTMENT OR PROMOTION OF RELATIVES

Reference:

Regents' Rules and Regulations, Series 30106, Nepotism.

Information:

1.   Standard docket format should be followed using the sample provided.

2.   The annual listing of Appointment, Reappointment or Promotion of Relatives and
     Marriage of Certain Employees should be reported in the August docket. Employees
     should be listed every year not just in the year they were hired. Those employees that
     did not make the Budget and are therefore not on the August docket should be
     docketed in November using this same format.
3.   It is not necessary to list relatives who are not in the same line of supervision.

Contacts:

Terri Wright
Office of the Executive Vice Chancellor for
 Health Affairs
twright@utsystem.edu
(512) 499-4224

Margie Harris
Office of the Vice Chancellor for
 Academic Affairs
mharris@utsystem.edu
(512) 499-4234


New Tenure Appointments and Promotions Within Tenure Ranks

References:

Regents’ Rules and Regulations, Series 31007, Tenure

Information:

1.   Standard docket format should be followed using the sample provided.

2.   The annual reporting of New Tenure Appointments and Promotions within Tenure
     Ranks is reported in the August docket in conjunction with the approval of the annual
     operating budget. Changes to Tenure Appointments made throughout the year are
     docketed in the AMENDMENTS TO THE BUDGET, Appointments and Promotions.

3.   Use (NT) to designate Non Tenure and (T) for Tenure. Do not use (TT).

Contacts:

Terri Wright
Office of the Executive Vice Chancellor for
 Health Affairs
twright@utsystem.edu
(512) 499-4224

Margie Harris
Office of the Vice Chancellor for
Academic Affairs
mharris@utsystem.edu
(512) 499-4234


OTHER MATTERS

References:

Regents’ Rules and Regulations:
   Series 30103, Standards of Conduct
   Series 80307, Naming of Facilities
   Series 40801, Colors, Logo, and Mascot

Memo to Presidents from Dr. Duncan and Dr. Mullins, dated April 27, 1995 related to
Clarification of Approval of Constitutions and Bylaws

Memo to Presidents from Chancellor Cunningham, dated May 15, 1998 related to Naming
of Buildings, Major Facilities, Colleges, Schools, and Academic/Research Center, Institutes
or Programs

Memo to Presidents from Dr. Mullins, dated November 11, 1996 related to Establishment of
Centers and Institutes

Information:

1.   Items in this section of the docket will vary. This category will include items that do not
     fall into other sections.

2.   Docket the following items in this section:

         Adoption of a Logo, Color, Theme or Mascot
         Dual Positions of Honor, Trust, or Profit
         Amendments to Institutional Policy on the Periodic Evaluation of Tenured
          Faculty.

3.   All items in this section must have prior approval of the appropriate EVC before
     inclusion in the docket.

4.   Format will vary according to the items presented; however, each item should indicate
     that the appropriate EVC approved the item.

5.   Recommendations for naming of buildings or major facilities or entities require Board
     of Regents’ approval via the agenda. Naming of other less prominent facilities and
     entities are approved by the Chancellor and are no longer docket items. (See
     Regents’ Rules and Regulations, Series 80307)
6.   Standard teaming agreements and standard consortium agreements are no longer
     docket items. The approval of these agreements has been delegated to the Chief
     Administrative Officer following guidelines that the agreements must:

     a.   be in compliance with all special instructions issued by the
          appropriate EVC,

     b.   be in compliance with any legal guidelines issued by the Office of
          General Counsel, and

     c.   be submitted on the standard form.

7.   FACULTY CONSTITUTION OR BYLAWS for health institutions or academic
     institutions are approved by the appropriate EVC for inclusion in institutional
     Handbook of Operating Procedures and do not require Board of Regents' approval
     via the docket.

8.   Amendments to STUDENT CONSTITUTIONS OR BYLAWS are no longer a docket
     item.

ITEMS REPORTED IN THE SYSTEM ADMINISTRATION DOCKET

Listed below are items that are reported to the Board of Regents via the System
Administration Docket.

1.   REAL ESTATE OFFICE REPORT (February, May, August and November)

     Coordinated by the Real Estate Office / Prepared by the Office of the Controller

2.   APPROVAL OF NEWLY COMMISSIONED PEACE OFFICERS (Docket following
     graduation)

     Coordinated by the Office of the Director of Police

3.   BANK DEPOSITORY AGREEMENTS (February, May, August and November)

     Coordinated by the Office of Finance

Contacts:

Sherill Boline
Office of the Controller
sboline@utsystem.edu
512.499.4558

				
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