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SA/PPS 01.01 - Policy and Procedure Statement for Student Affairs

Policy and Procedure Statement for Student Affairs

SA/PPS No. 01.01 (01.01)
Issue No. 4
Effective Date: 4/01/2021
Next Review Date: 2/01/2025 (E4Y)
Sr. Reviewer: Executive Assistant for the Vice President for Student Affairs

  1. POLICY STATEMENTS

    1. The Student Affairs policy and procedure statement (SA/PPS) system provides a standard format for communication of SA/PPSs. The system provides a means for locating and identifying SA/PPSs that provide direction to Student Affairs departments. It also provides a means of review and revision to assure that SA/PPSs reflect current practices.

    2. SA/PPSs are related to the Student Affairs division but may also affect other parts of the university.

  2. AUTHORITY INVOKED BY STUDENT AFFAIRS POLICY AND PROCEDURE STATEMENTS

    1. SA/PPSs are 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 UPPS No. 01.01.01, Policy and Procedure Statement System.

    2. At any time a conflict should occur between a SA/PPS and policy as reflected in documents of a higher authority (i.e., federal law, state law, Texas Higher Education Coordinating Board policy, Texas State University System Rules and Regulations, etc.) the policy as outlined in the document of higher authority will prevail. Any time a conflict should occur between university policy and divisional policy statements, university policy will prevail.

  3. PROCEDURES FOR DEVELOPING OR ISSUING STUDENT AFFAIRS POLICY AND PROCEDURE STATEMENTS

    1. Any person, group, or office may originate a SA/PPS through their Student Affairs Council (SAC) Director.

    2. Proposed SA/PPS (01.xx through 08.xx) drafts will be routed from the VPSA office to SAC for recommended revisions. The proposed SA/PPSs should have copies of comments, justification statements, and provide background information regarding the initiation of the SA/PPS.

    3. Modifications based on recommended revisions received by SAC members will go to the senior reviewer, and the VPSA will have final review and approval.

    4. If the VPSA determines that circumstances require the immediate implementation of a SA/PPS, the VPSA may waive any or all of the steps above and approve a SA/PPS. Such approval authorizes immediate implementation of the policy.

    5. SA/PPSs will be issued in a form similar to this SA/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
    6. The executive assistant for the vice president for Student Affairs, or designee, will oversee the operation of the SA/PPS system. Duties will include systematic filing of SA/PPSs, new issues, page revisions, memorandum detailing pen and ink changes, maintaining a SA/PPS index, and overseeing the electronic posting of SA/PPSs.

  4. PROCEDURES FOR FORMATTING STUDENT AFFAIRS POLICY AND PROCEDURE STATEMENTS

    1. All SA/PPSs will consist of the following sections:

      1. Header – title of SA/PPS, policy number, issue number, effective date, next review date and cycle, and title of the senior reviewer;

      2. Policy Statement – purpose of policy;

      3. Definitions – if necessary;

      4. Procedures – tells how to proceed;

      5. Reviewers – lists titles of individuals responsible for the review; and

      6. Certification Statement – signature of senior reviewer and the VPSA.

    2. SA/PPS headings will be similar to the heading of this SA/PPS.

    3. The first section of each SA/PPS should present a brief rationale for the policy.

    4. Subsequent sections of the SA/PPS should provide the specific details of the policy or procedure.

    5. The next to 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:

      1. SA/PPSs will be formally reviewed at least once every five years. Certain SA/PPSs may require more frequent reviews. Under the policy header, following the next review date, the reviewers will include the review cycle pertaining to each policy (e.g., every year (EY), every other year (EOY), odd numbered years (ONY), even number years (ENY), every two years (E2Y), etc.).

      2. “On Demand” and “Weekly” responsibilities will not be listed in SA/PPSs.

    6. The final section of SA/PPSs will consist of the Certification Statement. This section will contain the titles of those in the approval chain.

  5. DISSEMINATION OF APPROVED STUDENT AFFAIR POLICY AND PROCEDURE STATEMENTS

    1. Following approval of a new or revised SA/PPS by the VPSA, notification of the release of the official SA/PPS will be made in the following manner.

      1. An electronic copy of the official SA/PPS will be submitted for posting on the Policy and Procedure Statements website.

      2. An official signed copy will be retained in the VPSA Office.

    2. Current official versions of SA/PPSs will be the latest version posted to the Policy and Procedure Statements website.

  6. PROCEDURE FOR DEPARTMENTAL POLICY AND PROCEDURE STATEMENTS

    1. Each SAC Director shall implement within their department or office written policies in order to document departmental procedures.
  7. PROCEDURES FOR REVIEWING AND REVISING STUDENT AFFAIRS POLICY AND PROCEDURE STATEMENTS

    1. The executive assistant for the vice president for Student Affairs, or designee, will be responsible for monitoring the review cycles and assuring that each SA/PPS is reviewed according to that cycle.

    2. The executive assistant, or designee, will determine which SA/PPSs are due for review and will notify the responsible person in a timely manner. The executive assistant, or designee, will access the current official SA/PPS on the 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 SA/PPS, as deemed appropriate.

    3. Any individual may suggest updating, revising, or canceling any SA/PPSs by filing the suggestion through appropriate administrative channels to the VPSA.

    4. Should a significant modification of a SA/PPS be required, a new “issue number” with the same policy number will be prepared and issued, and the official copy of the current issue of the SA/PPS will be discarded.

    5. When suggested changes to the SA/PPS are minor, the issue number and effective date will not change, but an extra line will be added above the “Effective Date” reflecting the date of revision.

    6. The senior reviewer will submit the revised document explicitly noting the reasons for the updates, revisions, or cancellation. The executive assistant, or designee, will disseminate the revised SA/PPS to SAC for review for ten working days.

    7. If comments are received, the executive assistant, or designee, 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 SA/PPS.

    8. The updated SA/PPS will be routed to the VPSA for final approval.

    9. Upon VPSA approval, the SA/PPS will be submitted for posting on the Policies and Procedure Statements website in the proper format, as outlined in Section 04.

  8. REVIEWERS OF THIS PPS:

    1. Reviewer of this PPS includes the following:

      Position Date
      Executive Assistant for the Vice President for Student Affairs February 1 E4Y
  9. CERTIFICATION STATEMENT

    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