Board of Regents' Rules and Regulations
The Regents’ Rules and Regulations are the official repository of policies and procedures established for The University of Texas System by the Board of Regents. The Rules and Regulations of the Board of Regents of The University of Texas System for the Government of The University of Texas System were reissued on December 10, 2004.
Departmental Policies
A statement of the official position of a department within UT System Administration that does not have the broad scope of application or require the high level of approval set out in INT155. A departmental policy:
- Applies only within the department in question, or alternatively, is narrower in scope than a policy subject to INT155; and
- The subject matter does not require review and approval for policy issuance or for substantive changes from either the Board of Regents or the Chancellor.
Departmental Procedures
A set of action steps, activities or processes routinely used within the department to fulfill its mission, or to meet departmental responsibilities or goals, or to complete standard tasks.
Effective Date
The month, day and year on which the Vice Chancellor for Administration approves a policy for adoption.
Executive Officer Group (EOG)
The executive officers of University of Texas System Administration.
Exempt Policy
Any policy, procedure, or guideline not subject to INT155, Formulation and Adoption of UT System Administration Policies, and not required to go through the UT System Administration Policy Development Process. Exempt policies include:
- Any Regents’ Rule and Regulation, Regental Policy;
- Any UT System Administration departmental policy, procedure or guideline that does not meet all of the criteria of a UT System Administration Policy as defined in INT155; and
- All policies of individual institutions of the UT System.
Expedited Policy Development Process
The Policy Development Process through which a Sponsoring Office seeks exemption from the Standard Policy Development Process and rapid approval of a policy.
Guidelines
Principles or criteria suggested for use within an individual System Administration department for decision making, or for analyzing an appropriate approach to problem-solving, or an appropriate course of conduct or action.
The chief distinction between standards and guidelines is that standards are established for routine use, while guidelines are advisory only, and are not mandatory.
Last Reviewed
The month, day, and year on which the Sponsoring Office most recently reviewed a policy.
Next Scheduled Review
The month, day, and year upon which a policy should again be reviewed by the Sponsoring Office to determine if changes or revisions to the policies are necessary.
Policy Advisory Group (PAG)
A standing committee composed of UT System Administration staff, administrators, and operations managers. The PAG reviews draft policies for potential practical challenges and implications associated with implementation and enforcement of the proposed policy. The Vice Chancellor for Administration selects members of the PAG to serve for a set term.
Policy Development Processes
The steps through which a Sponsoring Office obtains review and approved of a new policy, or substantial revisions to an existing policy. The three processes described in the Formulation and Adoption of UT System Administration Policies are the Standard Policy Development Process, the Expedited Policy Development Process, and the Interim Policy Development Process.
Policy Office
The UT System Administration Policy Office acts as the liaison between the Sponsoring Office and the various groups that participate in the Policy Development Processes. The Policy Office:
- Facilitates the UT System Administration Policy Development Process and compliance with INT155, Formulation and Adoption of UT System Administration Policies;
- Indexes, archives, and maintains new and existing UT System Administration policies;
- Assists with policy formatting and editing;
- Maintains the Policy Office website;
- Provides training on the UT System Administration Policy Development Process; and
- Facilitates the review process for existing policies, as established in INT155
Policy Reveiw Process
The process through whichi a sponsoring office conducts a regular review of its policies, as established in INT155.
Policy Statement
A summary description, offered at the beginning of an official UT System Administration Policy, explaining: to whom the policy applies; the circumstances or conditions under which the policy applies; and the terms or requirements the policy mandates.
Procedures
The section of a UT System Administration policy that describes how the policy will be implemented or enforced. In particular, procedures describe the action steps, activities or mechanisms through which the terms or requirements of a policy will be implemented or enforced, and the roles accountable for each.
Rationale
A summary explanation, offered at the beginning of a UT System Administration policy, describing the problem or conflict the policy will resolve or the goals it will achieve. The Rationale may also describe the legal, regulatory, or operational challenges or circumstances, or other changes in the surrounding operating environment, to which the policy responds.
Responsible Officer (RO)
The UT System Administration Executive Officer who provides oversight of a Sponsoring Office, or the person designated by an executive officer. The RO authorizes the Sponsoring Office to initiate the Policy Development Process and advocates for approval of the policy proposal. The RO also advocates for the adoption of policies reviewed through the Standard Policy Development Process, the Interim Policy Development Process or the Expedited Policy Development Process. The RO briefs the EOG regarding policies to be approved through the Standard Policy Development Process, the Expedited Policy Development Process or the Interim Policy Development Process. The RO is responsible for ensuring that a Sponsoring Office is in compliance with this policy.
Sponsoring Office
The office or department within UT System Administration responsible for implementing, enforcing when appropriate, and maintaining a policy that is subject to INT155, Formulation and Adoption of UT System Administration Policies. The Sponsoring Office must comply with INT55 in order to establish a new policy or substantially revise an existing policy. The Sponsoring Office advocates for any new policy or policy revision it proposes, and takes the lead role in the Policy Development Process. The Sponsoring Office is also responsible for training those affected by its policies, as well as those who implement or enforce them. The Sponsoring Office is responsible for reviewing its policies on a regular basis and for revising them as necessary. The Sponsoring Office has records retention responsibilities for its policies. Any UT System Administration Office or any UT System Institution may confer with the Sponsoring Office to request a new policy, or substantial revisions to an existing policy.
Stakeholder Review Group (SRG)
An ad hoc or existing committee composed of representatives of communities or constituencies likely to be affected by the new or revised policy, or interested in it. Once the Sponsoring Office has drafted the policy, it recruits the Stakeholder Review Group. The Stakeholder Review Group then reviews the policy with regard to the impact of the policy on and its application to the stakeholders, and provides feedback to the Sponsoring Office.
Standard Policy Development Process
The usual process through which a Sponsoring Office seeks approval for a policy subject to the Policy Development Process.
Standards
Principles or criteria routinely used within an individual System Administration department to evaluate judgments or possible courses of action or conduct, or to inform decision making.
Substantial Revision(s)
The standard for determining whether requested changes to an existing UT System Administration Policy trigger application of the Policy Development Process. “Substantial revisions to an existing UT System Administration policy” means changes in the scope or application of a policy that have a significant impact on daily life, operations, responsibilities, procedures or expectations for one or more key communities, including students, faculty and staff, across:
- The entire UT System, including all of the institutions, and UT System Administration; or
- The UT System Administration, internally
Changes that broaden or narrow the scope or application of an existing policy or that alter its substantive terms, may constitute a substantial revision if those changes otherwise satisfy the standard set out above.
System-wide and System Administration Internal Policies
A policy subject to the Policy Development Process described in INT155 is a policy that:
It has broad application within all of System Administration or throughout the UT System.
- Broad application means that the policy has a significant impact on daily life, operations, responsibilities, procedures or expectations for one or more key communities, including students, faculty and staff.
- Throughout the UT System means that the policy applies to:
- the entire UT System, including all of the institutions, and UT System Administration;
- or UT System Administration, internally
It encourages compliance with applicable laws and regulations; promotes operational efficiencies; enhances fulfillment of the UT System’s mission; or reduces institutional risk.
It mandates actions or constraints; contains specific procedures for compliance; and articulates desired outcomes; and
The subject matter requires review and approval for policy issuance and substantive changes from either:
- The Board of Regents; or
- The Chancellor, and/or those UT System Administration officers or offices specifically designated by the Chancellor.
A policy that meets each of the four criteria set out above is subject to the Policy Development Process.
For examples of policies that fit the above criteria, please see INT155.
