Table of Contents

University Governance

• Mission Statement
• Publications
• Organization
• Standing Committees
• Chief Administrative Officer
• Other Administrative Officers
• Deans
• Selection of the Chief Administrative Officer
• Selection of Other Administrative Officers
• Reviews of Administrators
• Updating the Handbook of Operating Procedures
• Legend

1 - University Administration

• 1.01 Institutional Strategic Plan
• 1.02 Budgetary Environment
• 1.03 Handling Legal Processes
• 1.04 Authority to Obligate
• 1.05 Use of the University Representation and Graphic Imagery
• 1.06 Campus Security
• 1.11 Flags
• 1.12 Institutional Mail
• 1.13 Handling Communications with the Media
• 1.14 Photographic, Audio, and Visual Recordings
• 1.16 Recycling
• 1.18 Student, Faculty, or Staff Organizations
• 1.19 Use of the Designation of 'Center' or 'Institute'
• 1.20 University Trademark
• 1.21 Communication with Government Officials

2 - University Citizenship

The policies in the following segment apply to all members of the UTHSC-H community (all employees and students).

• 2.01 General Standards of Conduct
• 2.02 Alcoholic Beverages
• 2.03 Smoking
• 2.04 Discrimination and Harassment
• 2.05 Solicitation on Campus
• 2.06 Uniforms
• 2.07 Awards
• 2.08 Identification Badges
• 2.09 Use of University Facilities
• 2.10 Breast Feeding at the Work Site
• 2.11 Official Function Expenditures (Entertainment)
• 2.11.1 Expending University Funds in Support of Charitable Causes
• 2.12 Travel
• 2.12.1 Speech and Assembly

The policies in the following segment apply to all employees. These policies also apply to those UTHSC-H students who hold student appointments within the institution.

• 2.13 Employment Eligibility
• 2.14 Orientation
• 2.15 Payroll Checks and Direct Deposit Earnings Statements
• 2.16 Appointment Status
• 2.17 Insurance Eligibility
• 2.17A UTFLEX
• 2.17B Group Insurance
• 2.17C Unemployment Compensation Insurance
• 2.17D Workers' Compensation Insurance
• 2.17E Social Security (FICA)/Medicare Tax

With the exception of policy 2.37A Observing Religious Holy Days, which applies to all employees and students, the policies in the following segment apply to all employees of the UTHSC-H, but not to students or student appointees.

• 2.18 Equal Employment Opportunity
• 2.18A Affirmative Action
• 2.18B Veteran
• 2.18C Disability
• 2.19 Conflict of Interest
• 2.20 Dual Employment for the State of Texas
• 2.21 Travel Expenses for Prospective Employees
• 2.22 Employment Testing
• 2.23 Employment References and Verifications incorporated with policy 2.13 Employment Eligibility
• 2.24 Physical Assessment
• 2.25 Employment of Relatives
• 2.26 Work Week/Work Place Flexibility
• 2.27 Time and Attendance Reporting
• 2.28 On-call Pay
• 2.29 Access to University Information
• 2.29A Access to Personnel Information
• 2.31 Gifts to Faculty, Staff, or Patrons of the University
• 2.32 Separation from the UTHSC-H
• 2.33 Performance Appraisal
• 2.34 Achievement Award Program
• 2.35 Compensation for Work Required by Emergency or Disaster Conditions
• 2.36 Expenses Necessitated by Emergency or Disaster Conditions
• 2.37 Holidays
• 2.37A Observing Religious Holy Days
• 2.38 Vacation
• 2.39 Paid Leave Eligibility
• 2.39A Sick Leave
• 2.39A.1 Temporary Modified Duty Assignments
• 2.39B Funeral Leave
• 2.39C Administrative Leave
• 2.39D Civic Duty Leave
• 2.39E Military Leave
• 2.39F Preventive Health Care
• 2.40 Unpaid Leave Eligibility
• 2.40A Extended Military Leave
• 2.40B Personal Leave
• 2.40C Family and Medical Leave
• 2.40D Parental Leave
• 2.41 Premium Sharing and Automatic Coverage
• 2.42 Retirement Program Eligibility
• 2.42A Teacher Retirement System
• 2.42B Optional Retirement Program
• 2.42C State Deferred Compensation Plan
• 2.42D Tax Sheltered Annuity Program
• 2.43 Retirement
• 2.44 Job-Related Training and Education: Internal
• 2.45 Job-Related Training and Education: External
• 2.46A Continuing Education Services
• 2.46B Participation in Outside Activities (Consulting by UTHSC-H Faculty and Staff)
• 2.47 Attending Seminars, Workshops, Conferences, and Conventions
• 2.48 Publication of Professional Literature or Newsletters
• 2.49 Modified Service
• 2.50 Grievances
• 2.50A Grievances-Disability
• 2.52 Memberships in Professional Educational Organizations
• 2.53 Sick Leave Pool Program
• 2.54 Organizational Change
• 2.55 Financial Exigency
• 2.56 Academic Program Closure
• 2.57 Political Activity
• 2.58 Problem Solving/Conflict Resolution
• 2.59 UTHSC-H Observers
• 2.60 UTHSC-H Volunteers
• 2.61 Violence Free Workplace
• 2.62 Mobility

3 - Administrative and Professional Staff

The policies in the following segment apply to all administrative and professional staff members of the UTHSC-H community.

• 3.01 Administrative and Professional (A&P) Classifications
• 3.02 Appointment
• 3.03 Recruitment
• 3.04 Salary Administration
• 3.05 Performance Appraisal
• 3.06 Termination of Employment
• 3.07 Professional Development
• 3.08 Relocation Expenses
• 3.09 Upward Mobility
• 3.10 Longevity Pay
• 3.11 Official Time Records - reorganized and merged with policy 2.27 Time and Attendance Reporting
• 3.12 Separation Due to Reorganization or Closure

4 - Faculty

The policies in the following segment apply to all faculty members of the UTHSC-H community.

• 4.01 Faculty Organization
• 4.02 Academic Titles
• 4.03 Recruitment
• 4.04 Appointment
• 4.05 Promotion
• 4.06 Tenure
• 4.07 Faculty Review
• 4.08 Termination for Good Cause
• 4.09 Reappointment and Non-Reappointment
• 4.11 Academic Freedom and Responsibility
• 4.12 Transfer and/or Re-assignment of Faculty
• 4.13 Endowed/Named Positions
• 4.14 Textbooks and Other Materials Prescribed for Students
• 4.15 Classroom and Research Use of Copyrighted Material
• 4.16 Acceptance of Money from Students
• 4.17 Office Hours
• 4.18 Relocation Expenses
• 4.19 Official Time Records - reorganized and merged with policy 2.27 Time and Attendance Reporting
• 4.20 Communications
• 4.21 Development Leave
• 4.22 Educational Development
• 4.23 Compensation for Continuing Education Teaching
• 4.24 Grievances
• 4.25 Scholarship
• 4.26 Governance
• 4.27 Faculty Compensation
• 4.28 Participation in Outside Activities (2.46B)
• 4.29 Appointment to Emeritus/Emerita Positions

5 - Classified Employees

The policies in the following segment apply to all classified employees of the UTHSC-H community (all employees and students). For information pertaining to employee grievances, see policy 2.50.

• 5.01 Recruitment
• 5.02 120-Day Probationary Period
• 5.03 Attendance
• 5.04 Official Time Records - reorganized and merged with policy 2.27 Time and Attendance Reporting
• 5.05 Overtime Pay
• 5.06 Compensatory Time Off
• 5.07 Shift Differential Pay
• 5.08 Job Classifications
• 5.09 Salary Administration
• 5.10 Performance Evaluation
• 5.11 Transfers
• 5.12 Longevity Pay
• 5.13 Disciplinary Actions
• 5.14 reorganized and merged with policy 5.15 Reductions in Force
• 5.15 Reductions in Force

6 - Students

The policies in the following segment apply to all students of the UTHSC-H community.

• 6.01 Equal Educational Opportunity
• 6.02 Disability Accommodation
• 6.03 Conduct and Discipline
• 6.06 Student Government
• 6.07 Immunizations and Health Records
• 6.08 Academic Records
• 6.09 Student Employment Appointments
• 6.10 Financial Aid
• 6.11 Tuition, Fees, and Debt
• 6.11A Tuition and Refund
• 6.12 Oath of Residence
• 6.13 Governance
• 6.14 Sexual Assault
• 6.15 Tax-Free Sales
• 6.16 Student Services
• 6.17 Student Publications
• 6.18 Travel by UTHSC-H Students

9 - Fiscal Infrastructure

• 9.01 Biennial Legislative Appropriation Requests
• 9.02 Annual Operating Budget Requests
• 9.03 Requests for Permanent University Fund Money
• 9.04 Fiduciary Responsibilities of Organization Managers
• 9.05 Modifications to Operating Budgets
• 9.06 Carry Over of State Funds Unexpended Balances

10 - Funding the Operating Budget

• 10.01 State Funds
• 10.02 Designated Funds
• 10.03 Auxiliary Enterprise Funds
• 10.04 Surplus Funds
• 10.05 Faculty Salary Reserve Funds
• 10.06 Lapsed Salary Funds
• 10.07 Private Grant Funds, Sponsored Project Funds
• 10.08 Applications or Proposals for Sponsored Project Funds
• 10.09 Gift Funds
• 10.10 Gifts: Receiving, Accepting, and Processing
• 10.11 Acknowledgment and Stewardship of Gifts
• 10.12 Endowment of Academic Positions, Scholarships, and Loan Funds
• 10.13 Non-Endowed Scholarships and Loan Funds
• 10.14 Interagency Cooperation Contracts
• 10.15 Naming Buildings and Other Facilities

11 - Fiscal Tenets

• 11.01 Fund Accounting Structure
• 11.02 Internal Audits
• 11.03 External Audits
• 11.04 Financial Reporting
• 11.05 Loss of Cash
• 11.06 Establishment of Bank Accounts
• 11.07 Indirect Costs
• 11.08 Distribution of Interest Income
• 11.09 Petty Cash and Change Funds Custodial Responsibilities
• 11.10 Receipt of Cash
• 11.11 Cash Disbursements to Vendors
• 11.12 Cash Disbursements to Individuals
• 11.13 Fiscal Year End
• 11.14 Prepayments
• 11.15 UTHSC-H Tax Status
• 11.16 Safes and Vaults Combination Custodial Responsibilities
• 11.17 Cost Sharing
• 11.18 Processing Retroactive Personnel Actions

12 - Intra-institutional Fiscal Relationships

• 12.01 Service Providers
• 12.02 Establishing a Support Department Funded by State Appropriations
• 12.03 Establishing a Service Department
• 12.04 Managing a Service Department
• 12.05 Service Center Guidelines
• 12.06 Using a Service Department
• 12.07 Interdepartmental Transfers of Funds

Note: Chapters 13, 14, 15 have been combined and numerous policies deleted. Any questions regarding procurement should be directed to procurement services.

13 - Procurement

• 13.01 Ethical Procurement
• 13.02 General Procurement Principles
• 13.03 The Procurement Process
• 13.04 Competitive Procurement
• 13.05 Bidder's List
• 13.06 Responses to Sealed Invitations to Bid and Competitive Sealed Proposals
• 13.07 Bid Review and Evaluation
• 13.08 Grievance by Bidders
• 13.09 Prepayment
• 13.10 Bid, Performance, and Payment Bonds
• 13.11 Merchandise Delivery and Return
• 13.12 Restocking Charges
• 13.13 Fiscal Year-End Closing
• 13.14 Low-Value Purchases
• 13.15 Service Purchases
• 13.16 Sole-Source Purchases
• 13.17 Blanket and Standing Purchase Orders
• 13.18 Local Contract Purchases
• 13.19 State Contract Purchases
• 13.20 Duty-Free Purchases
• 13.21 Furnish and Install Purchases
• 13.22 Purchases from Employees
• 13.23 Purchases from Historically Underutilized Businesses (HUBs)
• 13.24 Purchases from State or Government Agencies
• 13.25 Purchase of Printing and Graphics Design Services
• 13.26 Purchase of Animals
• 13.27 Purchase of Radioactive Material
• 13.28 Purchase of Drugs, Pharmaceuticals, and Controlled Substances
• 13.29 Payment of Registration Fees
• 13.30 Purchase of Advertisements in Journals and Magazines
• 13.31 Construction, Renovation, and Repairs to Existing UTHSC-H Facilities
• 13.32 Space Lease
• 13.33 Enhancements to Non-UTHSC-H Property
• 13.34 Acquisition of Computers and Computer-Related Equipment and Services
• 13.35 Lease Purchase, Lease with Purchase Option, Installment Purchases of Equipment
• 13.36 Purchase of Consultant Services
• 13.37 Jointly Funded Position Contracts
• 13.38 Requesting Professional Services

16 - Accountability for Equipment

• 16.01 Accountability and Responsibility for State Property
• 16.02 Transfer of Capital and Controlled Equipment--Internal
• 16.03 Transfer of Capital and Controlled Equipment--External
• 16.04 Transfer of Non-capital, Non-controlled Equipment
• 16.05 Removal of State Property from UTHSC-H Premises
• 16.06 Discarding Obsolete Equipment
• 16.07 Lost or Stolen Equipment
• 16.08 Purchases by Employees
• 16.09 Equipment Loans
• 16.10 Software Capitalization
• 16.11 Capital Improvements

17 - University Technology and Communications/Information Technology

• 17.01 Responsibilities for the Use of Information Resources
• 17.02 Telecommunications Usage
• 17.03 Software Management Program
• 17.04 Digital IDs
• 17.05 Email and Internet Usage
• 17.05A Website Linking and Privacy
• 17.06 Records Management Program
• 17.07 Handling Records Requests

18 - Safety and Health

• 18.01 Emergency Situation Response Plan
• 18.02 Suspension of Operations: Adverse Conditions
• 18.03 Medical Emergencies, Minor Injuries/Illnesses
• 18.04 Reporting Criminal Activity on Campus
• 18.05 Substance Abuse in the Workplace
• 18.06 Substance Abuse--Students
• 18.07 AIDS, HIV, and HBV Infection
• 18.08 Building Pathways Use
• 18.09 Radiation Safety
• 18.10 Hazardous Chemical, Infectious, and Radioactive Waste
• 18.11 Safe Use of Biological Agents
• 18.11A Safe Use of Chemical Agents
• 18.12 Minors in the Workplace
• 18.13 Tuberculosis Infection

23 - Research

• 23.01 Conduct of Research
• 23.02 Review of Research
• 23.03 Intellectual Property
• 23.04 Honesty in Research
• 23.05 International Affiliations
• 23.06 Research Data Retention and Access
• 23.07 Stipends
• 23.08 Effort Reports
• 23.09 Multi-Media Creations
• 23.10 Research Conflicts of Interest
• 23.11 Research Training
• 23.12 Cost Transfers

24 - Clinical Practice Plan

• 24.01 Standard MSRDP Accounts Receivable Management
• 24.02 Managing Outstanding MSRDP Accounts Receivable
• 24.03 MSRDP Operating Reserves
• 24.04 MSRDP Operating Manuals

Appendix B - Bylaws of UTHSC-H Organizations

4.01 Faculty Organizations

• Bylaws of the Interfaculty Council
• Bylaws of the Dental Branch Faculty
• Bylaws of the Medical School Faculty
• Bylaws of the Faculty of the Graduate School of Biomedical Sciences
• Bylaws of the School of Nursing Faculty
• Bylaws of the School of Health Information Sciences Faculty
• Bylaws of the School of Public Health Faculty
• Bylaws of the Medical Service Research and Development Plan

Classified Employee Organizations

• Bylaws of the University Classified Staff Council

6.05 Student Organizations

• Bylaws of the Student Intercouncil

Appendix C - Guidelines

• Introduction--Institutional Publications
• Glossary
• Introduction--Reviews of Administrators
• Guidelines for Faculty Involvement in Evaluating Administrators
• Introduction--Reviews of Administrators
• Process for Periodic Review of Deans
• 2.05 Solicitation on Campus
• Permissible Solicitation Activities
• 2.32 Separation from the UTHSC-H
• Guidelines for Departments Regarding Separating Employees
• 2.46B Participation in Outside Activities
• Guidelines on Staff Participation in Outside Activities
• 2.46B Participation in Outside Activities
• Guidelines on Faculty Conflicts of Interest
• 2.54 Organizational Change
• Guidelines for the Closure of an Organizational Entity
• 3.03 Recruitment
• Guidelines for the Use of Search Firms
• 3.04 Salary Administration
• Administrative Pay Supplement Guidelines
• 4.03 Recruitment
• Guidelines for the Recruitment of Academic Administrators
• 4.05 Promotion
• Guidelines for Promotion
• 4.06 Tenure
• Guidelines for Tenure
• 4.07 Faculty Review
• Guidelines for Faculty Review
• 4.15 Classroom and Research Use of Copyrighted Material
• Copyright Guidelines
• 4.21 Development Leave
• Guidelines for Faculty Development Leave
• 4.25 Scholarship
• UT-Houston Statement on Scholarship
• 4.26 Governance
• UT-Houston Statement on Governance
• 4.27 Faculty Compensation
• Administrative Pay Supplement Guidelines
• 5.09 Salary Administration
• Administrative Pay Supplement Guidelines
• 5.15 Sample Memo - Reductions in Force Request
• Reductions in Force Memo
• 5.15 Reductions in Force
• Guidelines for Reductions in Force
• 6.08 Academic Records
• Family Educational Rights and Privacy Act (FERPA) of 1974
• 11.02 Internal Audits
• Internal Audit Charter
• 18.07 AIDS, HIV, and HBV Infection
• Universal Blood and Body Fluid Precautions
• 18.08 Controlled Substances and Dangerous Drugs in Non-clinical Settings
• Guidelines for Using Controlled Substances and Dangerous Drugs in Non-clinical Settings
• 23.04 Honesty in Research
• Guidelines and Procedures for Allegations of Misconduct/Fraud in Research
• 23.05 International Affiliations
• UT-Houston Health Science Center Statement on International Affiliations
• Sample Form: Agreement of Cooperation

General Catalogues

Updated 3/03

Reference Documents