Handbook of Operating Procedures
This Handbook of Operating Procedures (HOP) of The University of Texas Rio Grande Valley contains policies and procedures for the governance of UTRGV. Policies connect UTRGV’s mission to individual conduct, clarify institutional expectations, support compliance with laws and regulations, mitigate risk, and enhance productivity and efficiency in operations. UTRGV and its activities are subject to the Rules and Regulations of the Board of Regents of The University of Texas System. In the event of any conflict between the Regents’ Rules and Regulations and any policies or procedures in this HOP, the Regents’ Rules and Regulations shall govern.
This HOP does not constitute a contract between UTRGV and its employees, and is subject to change by UTRGV at any time following the process established in HOP 01-101. Such changes are effective whenever approved by the President and posted on the website. Although UTRGV will attempt to timely update the HOP to reflect changes in policies, in state or federal laws, or the Regents’ Rules and Regulations upon which these policies are based, because of publishing, editing, and review schedules, this HOP may from time to time contain information that is outdated or no longer applicable.
(A) = Amended; (NS) = Non-Substantive; (R) = Removed.
| Policy Owner | Updated | ||||
| 01: Handbook of Operating Procedures | |||||
| 01-100: Handbook of Operating Procedures Approval Process | |||||
| ADM 01-101 | Policy on Policies | President | 12/08/20 (A) | ||
| 02: Administrative | |||||
| 02-200s: Administration | |||||
| ADM 02-201 | Academic Committees and Councils [see ADM 06-304] | Academic/Health Affairs | 10/03/17 (R) | ||
| ADM 02-204 | Advisory Committees | Institutional Advancement | 06/01/21 | ||
| ADM 02-300 | Speech, Expression, and Assembly | Strategic Enrollment / Student Affairs | 06/14/24 (A) | ||
| ADM 02-400 | Concealed Handguns and Other Weapons on Campus | Finance and Business Affairs | 08/27/24 (NS) | ||
| 03s: | |||||
| ADM 03-100 | Non-Discrimination and Complaint Procedure | President | 12/12/23 (NS) | ||
| ADM 03-101 | Pregnancy and Parenting Non-Discrimination | President | 01/15/24 | ||
| ADM 03-200 | Accommodations for Individuals with Disabilities | President | 12/12/23 (NS) | ||
| ADM 03-300 | Sexual Misconduct | President | 01/11/24 (NS) | ||
| ADM 03-400 | Consensual Relationships | Administration Support Services | 10/06/15 | ||
| 04: Human Resources | |||||
| 04-100s: Human Resources | |||||
| ADM 04-101 | Standards of Conduct | President | 10/06/15 | ||
| ADM 04-103 | Lactation Support | Administration Support Services | 05/26/17 | ||
| ADM 04-104 | Return to Work after Work-Related Injury or Illness | Administration Support Services | 10/06/15 | ||
| ADM 04-105 | Staff Work Hours and Rest Periods | Administration Support Services | 10/06/15 | ||
| ADM 04-107 | Personnel Records | Administration Support Services | 10/06/15 | ||
| ADM 04-108 | Tobacco-Free Workplace Policy | Administration Support Services | 10/18/18 (A) | ||
| ADM 04-109 | Alcohol and Drug-Free Workplace | Administration Support Services | 10/06/15 | ||
| ADM 04-111 | Children at Work | Administration Support Services | 09/20/18 | ||
| ADM 04-112 | Working Remotely | Administration Support Services | 08/31/21 | ||
| 04-200s: Employment / Volunteering | |||||
| ADM 04-202 | Employment Criminal Background Check | Administration Support Services | 10/06/15 | ||
| ADM 04-203 | Employment Preferences for Veterans and Former Foster Children | Administration Support Services | 10/06/15 | ||
| ADM 04-205 | Hiring Foreign Nationals | Administration Support Services | 06/08/16 | ||
| ADM 04-206 | Recruitment and Hiring of Staff Employees | Administration Support Services | 03/22/22 (A) | ||
| ADM 04-208 | Volunteer Service | Administration Support Services | 04/17/17 | ||
| 04-300s: Employee Relations | |||||
| ADM 04-301 | Non-Retaliation | President | 09/22/20 (A) | ||
| ADM 04-302 | Employee Grievances | Administration Support Services | 10/06/15 | ||
| ADM 04-303 | Discipline and Dismissal of Classified Employees | Administration Support Services | 03/21/19 (A) | ||
| ADM 04-304 | Reduction in Force | Administration Support Services | 10/06/15 | ||
| ADM 04-305 | Probationary Period for Classified Employees | President | 01/11/24 (NS) | ||
| 04-400s: Wage and Salary Administration | |||||
| ADM 04-401 | Institutional Pay Plan Policy | Administration Support Services | 10/06/15 | ||
| ADM 04-403 | Establishing Compensation for Highly Compensated Employees | Administration Support Services | 10/06/15 | ||
| ADM 04-404 | Hazardous Duty Pay | Administration Support Services | 10/06/15 | ||
| ADM 04-405 | Longevity Pay | Administration Support Services | 10/06/15 | ||
| ADM 04-406 | Overtime for Non-Exempt Staff Employees | Administration Support Services | 06/18/18 (A) | ||
| ADM 04-407 | State Compensatory Time (Exempt and Non-Exempt Employees) | Administration Support Services | 10/06/15 | ||
| ADM 04-408 | Time Records, Paycheck, Payday | Administration Support Services | 10/06/15 | ||
| 04-500s: Employee Performance and Recognition | |||||
| ADM 04-503 | Employee Service Recognition | Administration Support Services | 09/20/18 | ||
| ADM 04-504 | Annual Staff Employee Performance Evaluation Program | President | 01/11/24 | ||
| 04-600s: Leave Administration | |||||
| ADM 04-601 | Leave of Absence Without Pay | Administration Support Services | 10/06/15 | ||
| ADM 04-602 | Annual Leave | Administration Support Services | 10/06/15 | ||
| ADM 04-603 | Sick Leave | Administration Support Services | 10/06/15 | ||
| ADM 04-604 | Sick Leave Pool | Administration Support Services | 10/06/15 | ||
| ADM 04-606 | Emergency Leave | Administration Support Services | 10/06/15 | ||
| ADM 04-607 | Military Duty Leave | Administration Support Services | 10/06/15 | ||
| ADM 04-608 | Family and Medical Leave (FMLA) | President | 07/08/24 (NS) | ||
| ADM 04-609 | Military Caregiver Leave Under the FMLA | Administration Support Services | 10/06/15 | ||
| ADM 04-612 | Holiday Leave | Administration Support Services | 10/06/15 | ||
| ADM 04-613 | Jury Duty and Witness Service and Fees | Administration Support Services | 10/06/15 | ||
| ADM 04-614 | Other Leave Entitlements | Administration Support Services | 10/06/15 | ||
| 04-700s: Retirement | |||||
| ADM 04-701 | Retirement and Modified Service | Administration Support Services | 10/06/15 | ||
| 05: Committees | |||||
| ADM 05-100 | Faculty Senate Constitution | Academic/Health Affairs | 10/06/15 | ||
| ADM 05-200 | Staff Senate Constitution | President | 01/31/18 (A) | ||
| 06: Faculty | |||||
| 06-100s | |||||
| ADM 06-101 | The Faculty Role in Shared Governance | Academic/Health Affairs | 07/15/19 (A) | ||
| ADM 06-102 | Faculty Files | Academic/Health Affairs | 08/14/19 (A) | ||
| ADM 06-106 | Faculty Rights and Responsibilities | Academic/Health Affairs | 07/15/19 (A) | ||
| ADM 06-111 | Faculty Grievances | Academic/Health Affairs | 08/14/19 (A) | ||
| 06-200s | |||||
| ADM 06-201 | Academic Program Standards and Approval Process | Academic/Health Affairs | 07/15/19 (A) | ||
| ADM 06-202 | Curriculum Changes | Academic/Health Affairs | 07/15/19 (A) | ||
| ADM 06-204 | Textbooks and Other Material | Academic/Health Affairs | 07/15/19 (A) | ||
| ADM 06-208 | Continuing Education Fees | Governmental Relations | 11/09/20 (A) | ||
| 06-300s | |||||
| ADM 06-301 | Evaluation of Academic Administrators | Academic/Health Affairs | 08/14/19 (A) | ||
| ADM 06-302 | Appointment of Deans | Academic/Health Affairs | 07/15/19 (A) | ||
| ADM 06-303 | Appointment, Evaluation, Role and Responsibilities of School Directors and Department Chairs | Academic/Health Affairs | 07/15/19 (A) | ||
| ADM 06-304 | Academic Committees and Councils | Academic/Health Affairs | 10/03/17 | ||
| 06-400s: Faculty Titles and Appointments | |||||
| ADM 06-401 | Academic Titles | Academic/Health Affairs | 07/15/19 (A) | ||
| ADM 06-402 | Emeritus Faculty | Academic/Health Affairs | 07/15/19 (A) | ||
| ADM 06-403 | Endowed Appointments and Reappointments | Academic/Health Affairs | 07/15/19 (A) | ||
| 06-500s | |||||
| ADM 06-501 | Faculty Workload | Academic/Health Affairs | 12/19/19 (A) | ||
| ADM 06-502 | Annual Faculty Evaluation | Academic/Health Affairs | 07/15/19 (A) | ||
| ADM 06-503 | Tenure-Track Faculty Appointments, Evaluations, and Reappointments | Academic/Health Affairs | 09/07/22 | ||
| ADM 06-504 | Tenured Faculty Evaluation | Academic/Health Affairs | 09/07/22 (A) | ||
| ADM 06-505 | Faculty Tenure and Promotion [see ADM 06-503 and ADM 06-504] | Academic/Health Affairs | 09/08/22 (R) | ||
| ADM 06-507 | Termination of a Faculty Member During Term of Appointment | Academic/Health Affairs | 07/15/24 (R) | ||
| 07: Research | |||||
| 07-100s: | |||||
| ADM 07-102 | Misconduct in Research and Scholarly Activities | Research | 04/30/18 | ||
| ADM 07-103 | Managing and Certifying Effort on Sponsored Projects | Research | 06/07/22 (A) | ||
| ADM 07-104 | Human Subjects Research | Research | 08/27/19 | ||
| ADM 07-105 | Export Controls | Research | 09/15/20 | ||
| 07-200s: | |||||
| ADM 07-200 | Sponsored Projects | Research | 06/07/22 | ||
| 07-300s: | |||||
| ADM 07-302 | Cost Sharing on Sponsored Projects | Research | 06/07/22 (A) | ||
| ADM 07-303 | Cost Transfer for Sponsored Projects | Research | 06/07/22 | ||
| ADM 07-304 | Institutional Base Salary (IBS) Policy | Research | 06/07/22 | ||
| ADM 07-305 | Movable Equipment Acquired Through Federally Sponsored Projects | Research | 08/27/19 | ||
| 09: Information Technology, Security | |||||
| 09-100s: | |||||
| ADM 09-101 | Information Resources Use and Security | Administration Support Services | 07/12/21 | ||
| 10: Business / Fiscal / Facilities Policies | |||||
| 10-100s: | |||||
| ADM 10-102 | Records Management and Retention | President | 10/06/15 | ||
| ADM 10-103 | Alcoholic Beverages | Finance & Planning | 10/06/15 | ||
| ADM 10-104 | Solicitation on Campus | Finance & Planning | 10/06/15 | ||
| ADM 10-105 | University Utility Vehicles | Administration Support Services | 10/06/15 | ||
| ADM 10-108 | Keys/Access Control | Finance and Business Affairs | 08/27/24 (NS) | ||
| ADM 10-109 | Video Security Applications | Administration Support Services | 12/22/21 | ||
| ADM 10-110 | Identification Cards | Finance & Planning | 06/01/22 | ||
| 10-300s: Facilities | |||||
| ADM 10-301 | Facility Use | Finance & Planning | 10/06/15 | ||
| 10-400s: Purchases | |||||
| ADM 10-403 | Centralized Purchasing | Administration Support Services | 10/06/15 | ||
| ADM 10-407 | Purchase of Professional Services | Administration Support Services | 09/24/18 (A) | ||
| ADM 10-408 | Entertainment and Official Functions | Administration Support Services | 02/06/20 (A) | ||
| ADM 10-410 | Procurement Card Program | Administration Support Services | 10/06/15 | ||
| ADM 10-412 | Purchases from Historically Underutilized Businesses (HUBs) | Administration Support Services | 10/06/15 | ||
| ADM 10-413 | Vendor Protests, Disputes and Resolutions | Administration Support Services | 10/06/15 | ||
| ADM 10-414 | Discount Program | Administration Support Services | 03/04/22 | ||
| 10-500s: | |||||
| ADM 10-502 | Use of Logo/Seal/Name | President | 10/06/15 | ||
| 10-600s: | |||||
| ADM 10-601 | Moving Expense Policy | Finance & Planning | 09/15/20 (A) | ||
| ADM 10-602 | Travel Policy | Administration Support Services | 02/06/20 (A) | ||
| 10-700s: Cash and Accounting | |||||
| ADM 10-701 | Cash and Credit Card Handling and Reporting | Finance & Planning | 12/22/21 (A) | ||
| ADM 10-702 | Cash Management | Finance & Planning | 10/06/15 | ||
| ADM 10-703 | Accounting Policy | Finance & Planning | 04/01/19 (A) | ||
| 10-800s: Fundraising | |||||
| ADM 10-803 | Gifts - Solicitation, Acceptance, Processing, and Acknowledgement | Institutional Advancement | 08/01/23 | ||
| 10-900s: | |||||
| ADM 10-901 | Campus Environmental, Health and Safety Program | Administration Support Services | 10/06/15 | ||
| ADM 10-902 | Parking and Traffic Regulations | Finance & Planning | 10/06/15 | ||
| ADM 10-904 | Personal Transportation Riding Devices | Finance & Planning | 12/19/19 | ||
| ADM 10-905 | Unmanned Aerial Vehicles | Administration Support Services | 05/27/22 | ||
| STU: Student Related | |||||
| STU 01s: | |||||
| STU 01-100 | University Food Services Advisory Committee | Finance & Planning | 09/20/18 | ||
| STU 01-200 | Meningitis Vaccination | Strategic Enrollment / Student Affairs | 09/21/16 | ||
| STU 01-300 | Student Travel | Strategic Enrollment / Student Affairs | 05/26/17 | ||
| STU 01-400 | Notification Regarding Missing Resident Students | Strategic Enrollment / Student Affairs | 10/06/15 | ||
| STU 02s: | |||||
| STU 02-100 | Student Conduct and Discipline | Strategic Enrollment / Student Affairs | 06/06/22 (A) | ||
| STU 02-200 | Student Grievances and Complaints | Strategic Enrollment / Student Affairs | 01/15/16 | ||
| STU 03s: Student Records | |||||
| STU 03-300 | Youth Program Protection | Strategic Enrollment / Student Affairs | 05/27/22 | ||
| STU 03-700 | Family Educational Rights and Privacy Act (FERPA) Policy | Strategic Enrollment / Student Affairs | 07/19/16 | ||
| STU 05s: Tuition and Fees | |||||
| STU 05-100 | Excess Repetition and Credit Hour Charges Exemption | Strategic Enrollment / Student Affairs | 01/21/16 (A) | ||
| STU 05-101 | Non-Mandatory Fee Approval | Finance & Business Affairs | 03/06/24 (A) | ||
Last updated: (A) = Amended; (R) = Removed.