SYSTEM REGULATIONS


01.01.01 Development and Publication of Regulations and Rules

Approved September 29, 1995, Revised July 31, 1996, Revised April 22, 1998, Revised August 20, 2001

Supplements System Policy 01.01


1. GENERAL

1.1 Board Policy 01.01, Scope and Authority of Policies, authorizes the Chancellor to establish System Regulations and authorizes Chief Executive Officers (CEOs) to establish University or Agency Rules. System Regulations must be consistent with and are subordinate to System Policies, as approved by the Board; and University and Agency Rules must be consistent with and are subordinate to System Policies and System Regulations.

1.2 The System Policies and Regulations Manual (SPRM) contains both System Policies and System Regulations. Printed copies of the SPRM, and updates to it as they occur, will be distributed to chief executive officers, deputy chancellors, vice chancellors and System Administrative and General Offices (SAGO) managers. CEOs are responsible for the duplication and internal distribution of this material.

1.3 University and Agency Rules should neither duplicate nor contradict material in the SPRM but should supplement that material, adding only such directives as are necessary to apply the material to the university's or agency's specific programs, activities and internal processes.

1.4 The SPRM will be maintained on the System Web server accessible from the internet. University and Agency Rules will also be maintained by the component on the internet and linked to the SPRM..

2. FORMAT AND ORGANIZATION CONVENTIONS

The following numbering system will be used for System Policies, System Regulations, and University and Agency Rules:

2.1 System Policies will bear four digit numbers: two sets of two-digit numbers separated by a period, as in the following example:

01.01 Scope and Authority of Policies

The first two digits refer to the subject area (e.g., 01, Governance) and the second two digits identify the (sequentially numbered) System Policy within that subject area.

2.2 System Regulations will bear six-digit numbers: three sets of two-digit numbers separated by periods, as in the following example:

01.01.01 Development and Publication of Rules and Regulations

The first two digits refer to the subject area (e.g., 01, Governance), the next two refer to the System Policy number within that subject area (e.g., 01.01, Scope and Authority of Policies), and the last two digits refer to the (sequentially numbered) System Regulation relating to the identified System Policy.

In this example, System Regulation 01.01.01 is a subset of, and is subservient to, System Policy 01.01.

2.3 University and Agency Rules will bear a number consisting of six digits followed by an alphabetic character and a single digit, as in the following example:

01.01.01.P1 Development of University Rules

The first six digits are as described in Paragraph 2.2 above. The alphabetic character identifies the component, as specified in the following list, and the last digit represents the serially numbered component rules and regulations item in that set. The following alphabetic characters will identify System components:

S System Administrative and General Offices

Z The Texas A&M University System Health Science Center

P Prairie View A&M University

T Tarleton State University

L Texas A&M International University

M Texas A&M University

G Texas A&M University at Galveston

R Texas A&M University-Commerce

C Texas A&M University-Corpus Christi

K Texas A&M University-Kingsville

H Texas A&M University-Texarkana

W West Texas A&M University

A Texas Agricultural Experiment Station

X Texas Cooperative Extension

D Texas Wildlife Damage Management Service

F Texas Forest Service

V Texas Veterinary Medical Diagnostic Laboratory

E Texas Engineering Experiment Station

N Texas Engineering Extension Service

I Texas Transportation Institute

2.4 System Regulations that do not have a specific controlling System Policy, and University and Agency Rules that do not have a specific controlling System Policy or System Regulation are to be numbered as follows:

2.4.1 When a System Regulation is not related to a specific System Policy, it will be assigned the first two digits denoting general subject area and the second two digits of "99" denoting the absence of a specific controlling System Policy.

Example: 01.99.01 denotes the first of what may be more than one System Regulation related to "Governance" but not related to a specific System Policy. A Prairie View Rule related to 01.99.01 would be identified as 01.99.01.P1(through P9)

2.4.2 When a University or Agency Rule is not related to a specific System Regulation, the following naming convention will apply:

(1) If it relates to a specific System Policy (but not to a specific System Regulation), it takes the four digits of the System Policy, uses "99" as the third two digits to denote the absence of a System Regulation, and adds the System component identifier:

Example: 01.01.99.P1 denotes a Prairie View Rule related to System Policy 01.01, Scope and Authority of Policies, but not related to a specific System Regulation issued under that System Policy. Additional Prairie View Rules in this subject area set will be numbered 01.01.99.P2, etc.

(2) If it relates neither to a specific System Policy nor to a specific System Regulation, it takes the first two digits of the general subject area, uses "99" as the second two digits to denote the absence of a specific System Policy and "99" as the third two digits to denote the absence of a System Regulation, then adds the System component identifier:

Example: 01.99.99.P1 denotes a Prairie View Rule in the general subject area of 01, Governance, but about which there is no controlling System Policy nor is there a controlling System Regulation. Additional Prairie View Rules in this subject area set will be numbered 01.99.99.P2, etc.

(3) Universities and agencies may need to create rules in a broad subject area not previously identified in the System Policies or System Regulations. Following discussion of the need with the component representative, the Office of Policy Implementation and Compliance will designate the new two-digit subject area identifier and notify all components of its availability for their use.

2.5 Attachments will be added in System Regulations only when a specific format is prescribed for System-wide use. These will normally not be included in the WEB files, but will be distributed in the printed copy. Material that is explanatory in nature will be integrated into the text of the System Regulation.

3. ASSIGNMENT OF RESPONSIBILITIES

3.1 Overall responsibility for development and maintenance of the SPRM is assigned to the Office of Policy Implementation and Compliance. Each System Policy and each System Regulation is assigned to a SAGO administrator who is responsible for initiating changes, drafting new items, interpreting for constituents, and reviewing University and Agency Rules for consistency. The Office of General Counsel will review proposed new and revised System Policies, System Regulations, and University and Agency Rules for legal sufficiency.

3.2 Each CEO is responsible for the duplication and distribution of the SPRM (including both System Policies and System Regulations) and for the development, approval, and distribution of University or Agency Rules, subject to SAGO review as described in Paragraph 3.1.

3.3 It is the responsibility of each administrator, at every organizational level throughout the System, to ensure that employees have access to the System Policies, System Regulations, University or Agency Rules, and any departmental or desk procedures pertinent to the performance of their job functions.

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CONTACT FOR INTERPRETATION: Office of Policy Implementation and Compliance

HISTORY: Last Version: April 22, 1998

Component Rules relating to this document