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AA/PPS 02.03.30 - Faculty-Authored Teaching Material

Faculty-Authored Teaching Material

AA/PPS No. 02.03.30 (4.10)
Issue No. 2
Effective Date: 7/02/2018
Next Review Date: 4/01/2023 (E5Y)
Sr. Reviewer: Provost


    1. It is a common practice on many campuses for faculty members to prepare some of their own required teaching and instructional materials for use in the classroom. Instructional materials may include textbooks, laboratory manuals, workbooks, readings, and other items of academic and pedagogical value. It is mandatory that a clear policy be formulated and stated with regard to the author’s responsibilities and the author’s rights to royalties earned on such materials at Texas State University.

    2. Specifically, the purpose of this document is to:

      1. state the policy of Texas State regarding royalties for publications sold to students of Texas State or sold on other campuses;

      2. describe the procedure for faculty to obtain approval for the use of textbooks, notebooks, manuals or other materials written or prepared by a member of the faculty of the university and which are to be sold to students;

      3. provide a mechanism for investigating and responding to possible violations of this policy; and

      4. set up a mechanism by which the university may protect itself and its students and faculty from abuses and the effect of abuses.


    1. Any Texas State faculty member who prepares instructional materials that result in a publication is entitled to require the material for his or her own courses and is entitled to any resulting royalties. However, the faculty member must:

      1. adhere to Texas State University System (TSUS) Regents Rules, Chapter III, Section 11.1 regarding intellectual property;

      2. require only materials that meet instructional goals of the course;

      3. provide these materials at or below competitive prices;

      4. require only materials that have been approved by the procedures described in Section 03., which enforces the TSUS Regents Rules, Chapter V, paragraph 4.84;

      5. discontinue the requirement of a textbook, notebook, manual or other materials when the period of approval has expired; and

      6. conform strictly to all laws pertaining to copyright of materials involved.

    2. A faculty member who has prepared any type of teaching material that is sold only on other campuses or to the public is entitled to royalties following the disposition of intellectual property as prescribed per TSUS Regents Rules, Chapter III, Section 11.1. Faculty members preparing materials for these uses should ensure that this work does not conflict with the fulfillment of their responsibilities at Texas State.


    1. Each academic year, an email notice from the provost and vice president for Academic Affairs will be sent to all faculty regarding this policy and the deadlines for submitting a request for faculty-authored teaching material.

    2. A faculty member who plans to prescribe any teaching material written or prepared by a Texas State faculty member and intended for purchase by students must obtain authorization to do so. Materials provided free of charge do not require approval.

    3. A request for authorization to be submitted to the department chair or school director will include:

      1. a completed Request for Authorization to Prescribe Materials Authored by Faculty Members of Texas State for Class Use form; and

      2. a copy of the materials to be approved.

    4. Each request for authorization must be submitted by the appropriate deadline.

      1. Materials to be used in a fall semester – July 1;

      2. Materials to be used in a spring semester – November 1; and

      3. Materials to be used in the summer sessions – April 1.

    5. Authorization to use materials will be for one fiscal year, September 1 to August 31. Subsequent use of the materials must be approved.

    6. Following action by the department chair or school director, the request and accompanying materials will be forwarded through the dean to the provost and vice president for Academic Affairs.

    7. Following action by the dean and the provost and vice president for Academic Affairs, the faculty member will be furnished a copy of the request form indicating approval or disapproval, and the materials will be returned to the faculty member.

    8. After approval, the faculty member may require the instructional materials on his or her course syllabus.


    1. The deans will receive, via the chair or director, and investigate any and all written complaints alleging violations of this policy, to determine the accuracy of the allegations and whether or not any further investigation is recommended.

    2. If further investigation is recommended, the dean will appoint an ad hoc committee chosen as follows. The dean will appoint:

      1. one senior faculty member within the department or school, acceptable to both the authors and the department chair or school director in which the course is taught. If possible, the senior faculty member should hold the rank of associate professor or professor;

      2. one tenured associate professor or professor from another department or school of the same college at Texas State; and

      3. another tenured associate professor or professor from a department or school outside same college.

    3. Duties of the ad hoc committee are as follows:

      1. The ad hoc committee will ascertain all facts connected with the allegations and determine whether or not any provision of this policy was violated.

      2. The ad hoc committee will submit a complete report to the dean of their findings, including documentation when appropriate, and recommend a course of action.

    4. The dean will review the committee’s recommendations, make a decision regarding any further action, and keep the provost and vice president for Academic Affairs informed of these proceedings.


    1. Reviewer of this PPS includes the following:

      Position Date
      Provost April 1 E5Y

    This PPS has been approved by the following individual in their official capacity and represents Texas State Academic Affairs policy and procedure from the date of this document until superseded.

    Provost; senior reviewer of this PPS