Presidential Policy and Procedure Statement
P/PPS No. 01.01 (0.01)
Issue No. 1
Effective Date: 1/15/2014
Next Review Date: 1/01/2018 (E4Y)
Sr. Reviewer: President
BACKGROUND AND PURPOSE
Texas State University’s President is committed to maintaining a well-designed, effective process for developing, disseminating, and reviewing policies and procedures affecting the President’s Office and individuals who report directly to the President.
The Presidential Policy and Procedure Statement (PPPS) System was created by the President to provide such a process and is the official means for generating and disseminating policies of the President’s area.
The purpose of this policy statement is to establish and define the Presidential Policy and Procedure Statement System (PPPS System) used at Texas State. The PPPS System is used to develop, approve, and disseminate key processes and procedures to be used for the President’s Office and for individuals who report directly to the President.
AUTHORITY FOR THE POLICY AND PROCEDURE STATEMENT SYSTEM
The PPPS System is established under the general authority of the President, the chief executive officer of the University.
At any time a conflict occurs between a PPPS and policy as reflected in documents of a higher authority (i.e., federal law, state law, Coordinating Board policy, Regents’ Rules and Regulations, etc.), the policy as outlined in the document of higher authority will prevail. At any time a conflict occurs between the policy of a division, college, school or other unit within the University and a PPPS, the policy of the PPPS will prevail.
DEVELOPMENT OF PRESIDENTIAL POLICY AND PROCEDURE STATEMENTS
PPPS’s are issued at the discretion and subject to the final approval of the President. Normally, a proposed PPPS is developed following consultation with the President or at the request of the President. In any case, the PPPS review process begins when a draft PPPS is submitted to the President. The review process typically follows these steps.
Preliminary informal review of the draft PPPS by the President, with possible revisions,
Preliminary informal review of the draft PPPS by the President’s Cabinet with possible revisions,
Formal review of the draft PPPS by the President’s Cabinet, including consideration of comments received and possible modifications based on those comments, and
Final review and approval by the President.
If the President determines that circumstances require the immediate implementation of a PPPS, the President may waive any or all of the steps outlined above and approve a PPPS on an interim basis. Such interim approval authorizes immediate implementation of the policy, with a substantive review to follow.
FORMAT FOR POLICY AND PROCEDURE STATEMENTS
Although the PPPS format is intended to be flexible enough to accommodate a wide variety of policies on many complex issues, certain general guidelines should be followed:
The first section(s) of a PPPS should outline the purpose of the document, explaining why the policy statement is needed, or providing a rationale for the policy,
Subsequent sections of the PPPS should, in numbered paragraphs, provide the specific details of the policy or procedure, and
The final section of the PPPS should indicate the assigned reviewer and the assigned review cycle, as well as provide an approval signature space for the reviewer and for the President.
A general numbering system will be employed for PPPS’s using the following categories and additional categories as deemed appropriate by the President:
01. Executive Management
02. Academic Administration
03. Fiscal Operations
04. General Administrative Services
05. Logistical Services
06. Community Relations/Public Service
07. Student Services
DISSEMINATION OF APPROVED PRESIDENTIAL POLICY AND PROCEDURE STATEMENTS
- Following approval of a new or revised PPPS by the President, notification of the approval of the official PPPS will be noted in the President’s Cabinet Minutes. This publication shall constitute formal notice to the President’s Cabinet and to other individuals who report directly to the President.
PERIODIC REVIEW OF POLICY AND PROCEDURE STATEMENTS
As part of the development of each PPPS, the President will establish the periodic review cycle for each approved PPPS. PPPS’s that are linked to a UPPS should have their review scheduled for a time shortly after the review of the UPPS.
The President will also assign the individual who will serve as primary reviewer for the PPPS. Criteria used in making these assignments include particular expertise in the subject matter of the PPPS, special responsibilities related to the subject matter of the PPPS, and a fair distribution of this workload among reviewers.
By the specified review date, the primary reviewer is responsible for inviting comments or proposed revisions to the PPPS from the President’s Cabinet and other individuals who report directly to the President, reviewing the comments, and, based upon these comments as well as the reviewer’s professional judgment, suggesting any changes in the PPPS that the reviewer deems appropriate. The reviewer is also responsible for submitting a packet including the current version of the PPPS, the comments received, and a proposed revised PPPS (or a report that no changes are recommended) to the Office of the President for acceptance or for consideration at a forthcoming President’s Cabinet meeting as deemed appropriate by the Special Assistant to the President.
Minor Pen and Ink (P&I) Changes may be requested to be made to a PPPS either in the regular periodic review cycle or out-of-cycle if changes are recommended to a policy or procedure. A Pen and Ink Change may be requested by memo to the President, who will either approve the change to be made or request it be forwarded for review through the President’s Cabinet. When approved, notification via electronic mail stating P&I Changes have been made to the PPPS and indicating what the specific changes are will be sent to President’s Cabinet members and to other individuals who report directly to the President. The official web version will be updated to reflect the P&I Changes.
REVIEWERS OF THIS PPPS
Reviewers of this PPPS include the following:
Position Date President January 1 E4Y
This PPPS has been approved by the following reviewer and represents Texas State University Presidential policy and procedure from the date of this document until superseded.
President; senior reviewer of this PPPS