Policy and Procedure Statement for Student Affairs
SA/PPS No. 01.01 (01.01)
Issue No. 3
Effective Date: 2/16/2017
Next Review Date: 2/01/2021 (E4Y)
Sr. Reviewer: Executive Assistant for the Vice President for Student Affairs
The SA/PPS system provides a standard format for communication of Student Affairs policies and procedures. The system provides a means for locating and identifying those policies and procedures that provide direction to Student Affairs departments. It also provides a means of review and revision to assure that Student Affairs policies and procedures reflect current practices.
The SA/PPS statements are related to the Student Affairs division and may also affect other parts of the university.
AUTHORITY INVOKED BY SA/PPS
The PPS System is established under the general authority of the Vice President for Student Affairs (VPSA). Further specific authority to establish policy system for the division is granted in section 06 of the UPPS No. 01.01.01, University Policy and Procedure Statement System.
At any time a conflict should occur between an SA/PPS and policy as reflected in documents of a higher authority (i.e., federal law, state law, Coordinating Board policy, Regents Rules, etc.) the policy as outlined in the document of higher authority would prevail. Any time a conflict should occur between policies of Texas State/UPPSs and divisional policy statements, the policy of the Texas State/UPPS will prevail.
PROCEDURES FOR DEVELOPING/ISSUING SA/PPSs
Any person, group, or office may originate a Student Affairs Policy and Procedure Statement for Student Affairs through their Student Affairs Council (SAC) Director.
Proposed SA/PPSs (01.xx through 08.xx) draft will be routed from the VPSA office to SAC for recommended revisions. The proposed SA/PPS should have copies of comments, justifications and provide background information regarding the initiation of the SA/PPS.
Modifications based on recommended revisions received by SAC members will go to the Senior Reviewer and the VPSA will have final review and approval.
If the VPSA determines that circumstances require the immediate implementation of a PPS, the VPSA may waive any or all of the steps above and approve a PPS. Such approval authorizes immediate implementation of the policy.
The SA/PPSs will be issued in a form similar to this PPS and will be numbered consecutively within categories as described.
First Two Digits Category Description 01 Executive Management 02 Academic Administration 03 Fiscal Operations 04 General Administrative Services 05 Logistical Services 06 Community Relations/Public Service 07 Student Services 08 Facilities
The Executive Assistant of the Student Affairs Division will oversee the operation of the SA/PPS system. Duties will include systematic filing of PPSs, new issues, page revisions, memorandum detailing pen and ink changes, maintaining an SA/PPS index and overseeing the posting of the PPSs.
PROCEDURES FOR FORMATTING SA/PPS
All SA/PPSs will consist of the following sections:
Header – title of PPS, number, issue number, effective date, next review date and cycle, and senior reviewer
Policy statement – purpose of policy
Definitions – if necessary
Procedures for – tells how to proceed
Reviewers – lists titles of individuals responsible for the review
Certification – signature of senior reviewer and the vice president
The heading of SA/PPSs will be similar to the heading of this PPS.
The first section of each PPS should present a brief rationale for the policy.
Subsequent sections of the PPS should, in numbered paragraphs, provide the specific details of the policy or procedure.
The next to the last numbered section will be titled “Reviewers of this PPS,” and will list the titles of all reviewers of the policy with the senior reviewer listed first. The following guidelines should be followed in developing this section:
PPSs will be formally reviewed at least once every five years. Certain PPSs may require more frequent reviews. When the review occurs every other year, “ONY” or “ENY” (odd-numbered or even-numbered year) should be designated along with the date column. When the review occurs every fourth year, “E4Y” (every fourth year) should be designated along with the date column.
“On Demand” and “Weekly” responsibilities will not be listed.
The final section of the PPS consists of the Certification Statement. This section will contain the titles of those in the approval chain.
DISSEMINATION OF APPROVED POLICY AND PROCEDURE STATEMENTS
Following approval of a new or revised PPS by the VPSA, notification of the release of the official PPS will be made in the following manner.
An electronic copy of the official PPS will be submitted for posting on the Texas State Policy and Procedure Statements website.
An official signed copy will be retained in the VPSA Office.
The current official version of the PPS will be the latest version posted to the Texas State Policy and Procedure Statements website.
PROCEDURE FOR DEPARTMENTAL POLICY AND PROCEDURE STATEMENTS
- Each SAC Director shall implement within their department or office written policies in order to document departmental procedures.
PROCEDURES FOR REVIEWING AND REVISING SA/PPS
The VPSA Senior Administrative Assistant will be responsible for monitoring the review cycles and assuring that each SA/PPS is reviewed according to that cycle.
The Senior Administrative Assistant will determine which SA/PPSs are due for review and will notify the responsible person in a timely manner. The Senior Administrative Assistant will access the current official PPS on the Texas State Policies and Procedure Statements website and send it to the senior reviewer to use as the official document to review. The reviewers will suggest changes in the PPS that they deem appropriate.
Any individual may suggest updating, revision, and cancellation of SA/PPSs by filing the suggestion through appropriate administrative channels to the VPSA.
Should a significant modification of an SA/PPS be required, a new “issue number” with the same PPS number will be prepared and issued and the current issue of the PPS will be discarded.
When suggested changes to the PPS are minor, the issue number and effective date will stay the same and only the revised date will be updated to reflect the date of revision.
The senior reviewer will submit the revised document explicitly noting the reasons for updating, revision, or cancellation. The Senior Administrative Assistant will disseminate the revised PPS to SAC for review for ten working days.
If comments are received, the Senior Administrative Assistant will forward the comments to the senior reviewer for consideration. The senior reviewer will respond to the comments noting any further changes to be made to the PPS.
The updated SA/PPS will be routed to the VPSA for final approval.
Upon VPSA approval, the PPS will be submitted for posting on the Texas State Policies and Procedure Statements website in the proper format as outlined in section 04.
REVIEWERS OF THIS PPS:
Reviewers of this PPS include the following:
Position Date Executive Assistant for the Vice President for Student Affairs February 1 E4Y
This SA/PPS has been approved by the following individuals in their official capacities, and represents Texas State Student Affairs policy and procedure from the date of this document until superseded.
Executive Assistant for the Vice President for Student Affairs; Senior Reviewer of this SA/PPS
Vice President for Student Affairs