01.01.01 Development and Publication of
System Policies, Regulations, and Member Rules
Approved September 29, 1995
Revised July 31, 1996
Revised April 22, 1998
Revised August 20, 2001
Revised June 2, 2009
Next Scheduled Review: June 2, 2011
Regulation Statement
Policies and regulations of The Texas A&M University System (system) will follow the numbering conventions provided in this regulation. System regulations and system member rules and procedures will be adopted in accordance with this regulation.
Reason for Regulation
This regulation provides guidelines for the numbering of system policies, regulations and system member rules, and it provides guidance on the submission of system member rules and the use of system member procedures.
Procedures and Responsibilities
1.GENERAL
1.1Board 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.
1.2The 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.
System member rules will be developed when required by system policy or regulation. In all other cases, system members should adopt procedures for their day-to-day operations.
A system member rule required by a policy or regulation should be submitted in accordance with Section 5.1 of System Policy 01.01, System Policies, Regulations, and Member Rules, within three (3) months of the policy’s or regulation’s publication.
Repetition of subject matter covered by a system policy or regulation is to be avoided.
1.2
1.3University 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.
1.4The 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 Ssystem Ppolicies, Ssystem Rregulations, and University and Agencysystem memberRrules:.
2.1System Ppolicieswill bear four digit numbers: two sets of two-digit numbers separated by a period, as in the following example:. The first two digits refer to the subject area (e.g., 01, Governance) and the second two digits identify the (sequentially numbered)System Ppolicy within that subject area.
01.01 Scope and Authority of 2.2System Rregulationswill bear six-digit numbers: three sets of two-digit numbers separated by periods, as in the following example:. 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 Rregulation relating to the identified Systemits parentPpolicy.
01.01.01 Development and Publication of Rules and Regulations
In this example, System Regulation 01.01.01 is a subset of, and is subservient to, System Policy 01.01.
2.3University and AgencySystem memberRruleswill bear the pre-existing regulation number described in Section 2.2, a number consisting of six digits followed by an alphabetic character system member identifier and a single digit(s), which represents the serially numbered member rule within that setas 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 abbreviation identifies the system member, as specified in the following list, and the last digit(s) represents the serially numbered member rule within that set. The following are established to abbreviations identify system members:
SSystem Administrative and General Offices
PPrairie View A&M University
TTarleton State University
LTexas A&M International University
MTexas A&M University
GTexas A&M University at Galveston
QTexas A&M University at Qatar
DTexas A&M University-Central Texas
RTexas A&M University-Commerce
CTexas A&M University-Corpus Christi
KTexas A&M University-Kingsville
OTexas A&M University-San Antonio
HTexas A&M University-Texarkana
WWest Texas A&M University
ATexas AgriLife Researchcultural Experiment Station
XTexas AgriLife Cooperative Extension Service
DTexas Wildlife Damage Management Service
ETexas Engineering Experiment Station
NTexas Engineering Extension Service
FTexas Forest Service
ITexas Transportation Institute
VTexas Veterinary Medical Diagnostic Laboratory
ZThe Texas A&M University System Health Science Center
2.4System Rregulations that do not have a specific controlling Ssystem Ppolicy, and University and Agencysystem memberRrules that do not have a specific controlling Ssystem Ppolicy or System Rregulation, are to be numbered as follows:
2.4.1When a Ssystem Rregulation is not related to a specific Ssystem Ppolicy, 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 Ssystem Ppolicy.
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)
2.4.2When a University or Agencysystem memberRrule is not related to a specific Ssystem Rregulation, the following naming convention will apply:
(1a)If it relates to a specific Ssystem Ppolicy (but not to a specific Ssystem Rregulation), it takesadopts the four digits of the Ssystem Ppolicy, uses “99” as the third two digits to denote the absence of a Ssystem Rregulation, and adds the Ssystem component member identifier and a digit(s):.
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.
(2b)If it relates neither to a specific Ssystem Ppolicy nor to a specific System Rregulation, it takesadopts the first two digits of the general subject area, uses “99” as the second two digits to denote the absence of a specific Ssystem Ppolicy and “99” as the third two digits to denote the absence of a Ssystem Rregulation, then adds the Ssystem component member identifier and a digit(s):.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.
2.5Attachments 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
3.1Overall 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.
3.2Each 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.
3.3It 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.
Contact Office
The System Office of Planning, Policy,Implementation and TrainingCompliance
(979) 458-7007
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