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REGENTS’ POLICY MANUALREGENTS’ POLICY MANUALFORTHE UNIVERSITY OF OKLAHOMATABLE OF CONTENTSSECTION 1 - ADMINISTRATION1.1Functions of the Universities1.2Board of Regents1.2.1 Administration1.2.2 Agenda for Meetings1.2.3 Education Program1.2.4 Establishment1.2.5 Official Communications1.2.6 Powers and Duties1.2.7 Travel Expenses1.3Acting President1.4Administrative Search Committees1.5Compliance Certification1.6Interim OfficersSECTION 2 - ACADEMICS2.1Faculty Personnel Policies2.1.1 The Regular Faculty2.1.2 Academic Freedom and Responsibility2.1.3 Faculty Accountability2.1.4 Attendance at Summer Institutes2.1.5 Fiscal Responsibility2.1.6 Professional Activities of the Faculty2.1.7 Sabbatical Leaves Policy2.2Faculty Appointments2.2.1 Appointments2.2.2 Non-Academic Personnel2.2.3 Reserve Officers’ Training Corps Personnel, Norman Campus2.2.4 Research Faculty – Norman Campus2.2.5 Endowed Chairs and Professor2.2.6 Reappointment and Non-ReappointmentTHE UNIVERSITY OF OKLAHOMA
REGENTS’ POLICY MANUAL2.3Faculty Evaluation2.3.1 Faculty Evaluation, Adjustment in Salary, and Advancement inRank2.3.2 Instructional Evaluation – Norman Campus2.3.3 Faculty Tenure2.3.4 Post-Tenure Review – Norman Campus2.3.5 Abrogation of Tenure, Dismissal Before Expiration of a TenureTrack Appointment or Renewable Term Appointment, and OtherSevere Sanctions – Norman Campus2.4Faculty Appeals and Grievances2.4.1 Faculty Appeals and Grievances2.5Faculty Honors2.5.12.5.22.5.32.5.4Distinguished ProfessorshipsFaculty AwardsRegents’ AwardsCollege Awards for Faculty and Staff2.6General Academic Issues2.6.1 Denial of Admission – Norman Campus2.6.2 Academic Appeals Boards2.6.3 Student Academic Integrity2.6.4 Degrees Granted by the Oklahoma State Regents for HigherEducation2.6.5 Program Discontinuance2.6.6 Academic Credit for Military Service2.7University Libraries2.7.1 Definition of Resources2.7.2 The Dean of Libraries2.7.3 The University Libraries Faculty and Staff2.7.4 Committee on University Libraries2.7.5 Health Sciences Center Library2.7.6 College of Law Library2.8Sam Noble Oklahoma Museum of Natural History Collections ManagementPolicy2.9University of Oklahoma Press2.10Norman Campus Charters and College of Law Policies2.10.1 Charter of the Regular Faculty and the Faculty Senate, NormanCampus2.10.2 Charter of the Graduate Council – Norman Campus2.10.3 Charter of the Graduate Faculty – Norman Campus2.10.4 Law CenterTHE UNIVERSITY OF OKLAHOMA
REGENTS’ POLICY MANUAL2.11Health Sciences Center Charters, Professional Practice Plans, and College ofMedicine Policies2.11.1 Charter of the Regular Faculty and the Faculty Senate, HealthSciences Center2.11.2 Professional Practice Plan2.11.3 College of Medicine2.11.4 Hospitals and Teaching Sites Affiliated with the OU HealthSciences CenterSECTION 3 - GENERAL POLICIES3.1Personnel Policies3.1.1 Personnel Actions3.1.2 Contributions to Fringe Benefits Programs3.1.3 Payroll Deductions3.1.4 Employment Benefits for Eligible Employees3.1.5 Resignations3.1.6 Leaves of Absence3.1.7 Individual Conflicts of Interest3.1.8 Intellectual Properties Policy3.1.9 Nepotism3.1.10 Prevention of Alcohol Abuse and Drug Use on Campus and inthe Workplace3.1.11 Firearms Policy3.1.12 Candidates for Political Office3.1.13 Staff Senates3.2Office of Equal Opportunity Policies3.2.1 Equal Opportunity Policy3.2.2 Affirmative Action Plan3.2.3 Staffing Plan Procedure and Affirmative Action Plan3.2.4 Nondiscrimination Policy3.2.5 Sexual Misconduct, Discrimination and Harassment Policy3.2.6 Retaliation3.2.7 Complaint Process3.2.8 Sanctions3.2.9 Consensual Sexual Relationship Policy3.2.10 Grievance Procedure for Equal Opportunity3.3Retirement Policy3.3.1 Retirees Association3.4Public Relations Policies3.4.1 Publications and Promotional Materials Policy3.4.2 Advertising and Promotion3.4.3 Endorsement Prohibited3.4.4 Purchasing Advertising3.4.5 University Name, Logos, Other Identifying Marks, and Seal3.4.6 Official University JewelryTHE UNIVERSITY OF OKLAHOMA
REGENTS’ POLICY MANUAL3.5Compliance Policies3.5.1 University Compliance and Quality Improvement Program3.5.2 Internal Audit Charter3.5.3 Confidentiality of Library Records3.5.4 Ethics in Research3.5.5 Oklahoma Geological Survey3.6Preservation of Electronically Stored Information and Records3.7Institutional Conflict of Interest Policy3.8Tobacco-Free Policy3.9Fraud Prevention, Reporting, And Whistleblower Policy3.10Policy Management Policy3.11Oversight, Notification, and Review of Alleged Health Care ProfessionalMisconductSECTION 4 - FINANCE AND MANAGEMENT4.1Short-Term Investment Policy4.2Debt sKey Financial RatioDebt Service Coverage RatioPost Issuance Monitoring and Compliance4.3Deficit Policy4.4Intermediate Term Cash Management Policy4.5Obligation and Collection of Student Fees and Charges4.5.1 Add/Drop Period4.5.2 Late Payment4.6Fee Refund Policy4.7Scholarship and Financial Aid Information4.8Auxiliary Enterprises/Service Units4.8.1 University Police Officers4.8.2 Uniforms4.9Parking RegulationsTHE UNIVERSITY OF OKLAHOMA
REGENTS’ POLICY MANUAL4.10Authority to Sign Contractual Documents4.11Buying and Selling Goods and Services4.11.1 Policy4.11.2 Buying Goods and Services4.11.3 Purchases That Must Be Processed Through the PurchasingDepartment4.11.4 Purchases That Are Not Required To Be Processed Throughthe Purchasing Department4.11.5 Purchases That Require the Assistance and Review of thePurchasing Department4.11.6 Purchases from Auxiliary Enterprises and Service Units4.11.7 Submitting Purchases to the Board of Regents for Approval andReporting Other Purchases4.11.8 Sole Source Purchases4.11.9 Property Control and Capitalization of Certain Purchases, Giftsor Other Acquisitions4.11.10 Acquisition of Surplus Property4.11.11 Significant Emergencies4.11.12 Selling Goods and Services4.12Listing of Subcontractors4.13Criteria for Transferring Equipment and/or Funds4.14Property Development4.15Acquisition and Disposition of Real Property4.15.1 Acquisition of Property4.15.2 Disposition of Property4.16University Apartments4.16.1 Apartment Lease4.16.2 Allotment4.17University-Owned Airplanes4.18Selection of Design Consultants and Construction Managers4.18.1 Selection Process4.18.2 Emergencies4.19Project-Related Utility Easements4.20Oil and Gas Contracts4.21Financial Emergency Policy4.21.1 DefinitionTHE UNIVERSITY OF OKLAHOMA
REGENTS’ POLICY MANUAL4.22Initiatives to Improve Effective Use of Funds4.23Regents’ Fund Statement of Investment Policy4.23.1 Quasi-Endowment Policy4.24University Guide to Services4.25Endowment PolicySECTION 5 - UNIVERSITY COMMUNITY5.1Academic Appeals Boards – Norman CampusThe University of Oklahoma College of Law Code of Academic Responsibility5.2Fraternities and Sororities5.3Health Requirements for New Students5.4Housing Policy for Freshmen5.5Penalties Set by Organizations5.6Preservation of Peaceful Environment5.7Scholarship and Financial Aid Information5.8Student Activity Fee, Norman Campus5.9Student Code5.10American Indian/Alaskan Native Membership Verification Policy5.11Student Health Insurance5.12Student Publications5.13Student Publications Charter5.14Student Government Association Constitution5.15Unscheduled HolidaysSECTION 6 - ATHLETICS6.1Athletics Council6.1.1 Advice to the President and Director of Athletics6.1.2 Compliance Matters6.1.3 Academic MattersTHE UNIVERSITY OF OKLAHOMA
REGENTS’ POLICY MANUAL6.1.46.1.56.1.66.1.76.1.86.1.96.1.10Business MattersPersonal MattersNCAA and ConferenceAthletic CompetitionStudent AffairsComposition of the Athletics CouncilMeetings6.2Athletics Department6.2.1 Concessions6.2.2 Use of Athletics Facilities6.2.3 Income6.2.4 Trip Insurance6.2.5 Terms of Appointment of Assistant Coaches6.2.6 Solicitations6.2.7 Athletics Department Supplemental Compensation Policy6.2.8 Athletics Schedules6.2.9 Post-Season Athletics Contests6.2.10 Conference Rules6.2.11 Physical Examinations for Athletes6.3Athletics Policies6.3.1 Purpose of Intercollegiate Athletics6.3.2 Mission Statement6.3.3 Rules Compliance6.3.4 Director of Athletics6.3.5 General Student-Athlete Regulations6.3.6 Academic Standards6.3.7 Policy on Missed Class Time6.3.8 Compliance6.3.9 Sooner Housing Security Regulations6.3.10 Coaches and Athletics Department Personnel6.3.11 Presidential Authority to Modify Athletics Policies6.3.12 Gender Equity Action Plan6.4Athletics Tickets6.4.1 Athletics Donor Program6.4.2 Ticket Procedures6.4.3 Priority Seating for Donors to Non-Athletics Programs6.4.4 Ticket Surcharge6.4.5 Courtesy Guidelines6.4.6 Complimentary Admissions and Tickets PolicySECTION 7 - UNIVERSITY ADVANCEMENT7.1Gifts Recognition Program7.1.1 Gift Restrictions7.1.2 Annual Fund YearTHE UNIVERSITY OF OKLAHOMA
REGENTS’ POLICY MANUAL7.2Gifts to the University7.3Naming and Donor Recognition7.3.1 Academic Programs7.3.2 Buildings7.3.3 Duration of Names7.3.4 Renaming or Removal of Names7.3.5 Criteria for Naming7.3.6 Named Gardens, Landmarks, Streets & Outdoor Elements7.3.7 Art7.3.8 Endowed Faculty Positions7.3.9 Endowed Graduate Student Positions7.3.10 Endowed Undergraduate Scholarships7.4Responsibility for Private Fundraising7.5Roles and Responsibilities of the University of Oklahoma Foundation, Inc.7.6Oklahoma State Regents’ for Higher Education Endowment Trust Fund Program7.7The President’s Associates7.8Alumni/Donor Records7.8.1 Requests for Alumni/Donor Information7.9Coordination and Approval of All Fundraising Activity7.10Organization of University Advancement7.11Receipt of Gifts7.12Scope of Advancement Activity7.13Ways to Give7.14Fund Raising or Solicitation on Campus or Using the University's Name7.15Pledge Payments7.16Gift Counting and Reporting7.17Gifts-In-KindAPPENDIX A - BY-LAWS OF THE BOARD OF REGENTSTHE UNIVERSITY OF OKLAHOMA
REGENTS’ POLICY MANUALSECTION 1—ADMINISTRATIONS E C T I O N 1 — A D M I N I S T R AT I O NThe Board of Regents is constitutionally vested with the governance of the University. Within itsauthority is the governance of the administration and management of the University, including withoutlimitation, powers and duties of the Board of Regents, Presidential succession, and administrativesearches. Specific provisions pertaining to the management of the University and related matters may beset forth in the faculty and staff handbooks, student handbooks such as the Student Code ofResponsibilities and Conduct for the Norman Campus, and/or other official policy documents of therespective campuses. Any modification to a Board of Regents policy in the policy documents referred toabove or elsewhere must be made through action of the Board of Regents.1.1—FUNCTIONS OF THE UNIVERSITIESThe broad functions of The University of Oklahoma, Cameron University and Rogers StateUniversity, as assigned by the Oklahoma State Regents for Higher Education, include:FOR THE UNIVERSITY OF OKLAHOMAa) Both lower- and upper-division undergraduate study in a number of fields leading tothe bachelor’s or first professional degree;b) Graduate study in several fields of advanced learning leading to the master’s degree;c) Graduate study in selected fields leading toward the doctoral degree;d) Organized basic and applied research;e) Statewide programs of extension study and public service;f) Statewide programs designed to promote the economic development of Oklahoma;andg) To the extent resources are available, to carry out limited programs and projects on anational and international scale.F O R C A M E R O N U N I V E R S I T Y A N D R O G E R S S TAT E U N I V E R S I T Ya) Both lower- and upper-division undergraduate study in several fields leading to theassociate degree and the bachelor’s degree;b) A limited number of programs leading toward the first professional degree whenappropriate to an institution’s strengths and the needs of the state;c) Graduate study below the doctoral level, primarily in teacher education but movingtoward limited comprehensiveness in fields related to Oklahoma’s manpower needs;THE UNIVERSITY OF OKLAHOMA1
REGENTS’ POLICY MANUALSECTION 1—ADMINISTRATIONd) Extension and public service responsibilities in the geographic regions in which theyare located;e) Responsibility for institutional and applied research in those areas related closely totheir program assignments; andf) Responsibility for regional programs of economic development.THE UNIVERSITY OF OKLAHOMA2
REGENTS’ POLICY MANUALSECTION 1—ADMINISTRATION1.2—BOARD OF REGENTS1.2.1—ADMINISTRATIONAs provided by law, the Board of Regents of The University of Oklahoma (hereafter “Board ofRegents” or “Board,” as the context permits) shall adopt such rules and regulations as it deems necessaryto govern its proceedings and the conduct of its business. It shall annually elect a Chair, a Vice Chair,and an Executive Secretary, each of whom shall serve a term of one year and until a successor is electedand qualified, and who shall have such powers and duties as may be prescribed by the Board of Regents.The Executive Secretary, who need not be a member of the Board of Regents, shall keep a record of alltransactions of the Board of Regents. The Board of Regents shall adopt an official seal.1.2.2—AGENDA FOR MEETINGSThe Chair of the Board of Regents will prepare and approve all items to be placed on the agenda forthe Board of Regents' meetings, which authority may be delegated to the Presidents of the Universitiesand Executive Secretary of the Board of Regents for preliminary preparation. Other items requested byany three Regents will be placed on the agenda.(RM, 3-19-87, p. 19506; 1-16-89, p. 20835; 3-21-95, p. 24290)1.2.3—EDUCATION PROGRAMUnless otherwise prohibited by law, each person appointed as a member of the Board of Regents shallbe required to attend a minimum of fifteen clock hours of continuing education during the first two yearsof the term of office of the member. At least two of the fifteen hours must be in ethics. The continuingeducation requirement shall be governed by the Oklahoma State Regents for Higher Education.The State Regents’ Education Program is mandated by state law. Failure by a member of the Boardof Regents to satisfy the continuing education requirements may disqualify such member from beingreappointed to the Board of Regents or from being appointed to the membership of any other Board ofRegents of any institution or group of institutions within the Oklahoma State System of HigherEducation.1.2.4—ESTABLISHMENTa) The Board of Regents, provided for by Article XIII, Section 8 of the OklahomaConstitution, shall constitute a body corporate by the name of Regents of TheUniversity of Oklahoma and shall be the government of The University of Oklahoma,Cameron University, and Rogers State University. The Board Regents shall consistof seven members to be appointed by the Governor by and with the advice andconsent of the Senate.b) Appointments shall be to numbered positions on the Board of Regents.THE UNIVERSITY OF OKLAHOMA3
REGENTS’ POLICY MANUALSECTION 1—ADMINISTRATIONc) No member of the Board of Regents shall be employed upon any work to beperformed in connection with The University of Oklahoma, Cameron University, orRogers State University, nor shall any member of said Board of Regents enter intoany contract or business transaction involving a financial consideration with TheUniversity of Oklahoma, Cameron University, or Rogers State University.d) Members of the Board of Regents shall be subject to removal from office as providedby law for the removal of elective officers not liable to impeachment.e) Vacancies on the Board of Regents shall be filled by the Governor, for the unexpiredterm, by and with the advice and consent of the Senate.f) Each member of the Board of Regents shall take and subscribe to the oaths requiredof State officials, as provided by law.1.2.5—OFFICIAL COMMUNICATIONSa) The proper channels through which recommendations concerning the policies and/oradministration of its governed entities, as a whole or in any of its parts, should becommunicated to the Legislature or other State officials are the Presidents of theUniversities and the Board of Regents. Further, any official statement made onbehalf of the Board of Regents to the public through the press or otherwise, shall bemade only by the Chair of the Board of Regents; provided, the Presidents of theUniversities or their designees may publicly explain prior Board of Regents’ actionas deemed necessary and proper.b) Nothing in the preceding subsection is intended to or should be construed to abridgethe rights and privileges of individual Regents to publicly express their personalopinions on any matter or to abridge constitutional rights of employees to commenton matters of public concern or to prohibit any other rights of communicationestablished by law.(RM, 12-7-36, p. 661; 12-17-45, p. 1951; 3-9-49, p. 3054; 10-13-88, p. 20595; 3-21-95, p.24290; 3-29-00, p. 26909; 12-2-2003, p. 28868)1.2.6—POW ERS AND DUTIESThe Board of Regents shall have the supervision, management, and control of The University ofOklahoma and all its integral parts, of Cameron University, and of Rogers State University and shall havethe following additional powers and duties:a) Adopt such rules and regulations as it deems necessary to govern The University ofOklahoma, Cameron University, and Rogers State University.b) Employ and fix the compensation and duties of such personnel as it deems necessary,including architects, attorneys, engineers, and other professional and technicalpersons, for its operation and for the operation of The University of Oklahoma,Cameron University, and Rogers State University. Any of such personnel havingTHE UNIVERSITY OF OKLAHOMA4
REGENTS’ POLICY MANUALSECTION 1—ADMINISTRATIONcustody of public funds or other public property may be required to furnish corporatesurety bonds in such amounts as may be deemed necessary by the Board of Regents,payable to the State of Oklahoma and conditioned upon a faithful accounting of allsuch funds and property.c) Enter into contracts; purchase supplies, material, and equipment; and incur such otherexpenses as may be necessary to make any of its powers effective.d) Authorize officials of The University of Oklahoma, Cameron University, and RogersState University to act in its behalf in the making of contracts or in carrying out thepowers conferred upon it.e) Receive and make disposition of moneys, grants, and property from federal agenciesand administer the same in accordance with federal requirements.f) Accept gifts of real and personal property, money, and other things, and use ordispose of the same in accordance with the directions of the donors or grantorsthereof.g) Direct the disposition of all moneys appropriated by the Legislature or by theCongress or derived from the sale of bonds or received from any other source by TheUniversity of Oklahoma, Cameron University, and Rogers State University.h) Acquire and take title to real and personal property in its name, on behalf of TheUniversity of Oklahoma, Cameron University, and Rogers State University andconvey, exchange, or dispose of, or otherwise manage or control, such property in theinterest of The University of Oklahoma, Cameron University, and Rogers StateUniversity including the granting of leases, permits, easements, and licenses over orupon any such real property. The Board of Regents shall have the power to institutelegal action in the name of the Board of Regents before any court having jurisdictionof such actions. The Board of Regents shall have the custody and control of abstractsof title and instruments affecting the ownership of or title to real property belongingto the Board of Regents and being held by the Board of Regents on behalf of TheUniversity of Oklahoma, Cameron University, and Rogers State University.i)Have supervision and charge of the construction of all buildings at The University ofOklahoma, Cameron University, and Rogers State University.j)Determine the nee
REGENTS’ POLICY MANUAL THE UNIVERSITY OF OKLAHOMA . 5.10 American Indian/Alaskan Native Membership Verification Policy 5.11 Student Health Insurance 5.12 Student Publications . 6.1.6 NCAA and Co
