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Office of General Counsel Policies & Guidelines

Policies & Guidelines Purposes

Policy Purpose
A-019

Academic Calendar and Student Registration

This guidelines’ primary purpose is to provide a common academic calendar among system institutions in order to:

1. Facilitate student enrollment at more than one TBR College or university and in the collaborative programs offered by multiple institutions;

2. Enable institutions to share resources, including courses, faculty, and physical facilities;

3. Encourage and enable the formation of consortia among institutions;

4. Permit greater efficiency in system-wide information technology resources.

 

5:02:03:30

Academic Freedom and Responsibility

The purpose of this policy is to establish the criteria and process regarding academic freedom and responsibility at community colleges and universities governed by the Tennessee Board of Regents.

5:02:03:10

Academic Freedom, Responsibility, & Tenure at the Tennessee Colleges of Applied Technology

The purpose of this policy is to establish the criteria and process regarding academic freedom, responsibility, and tenure at Tennessee Colleges of Applied Technology governed by the Tennessee Board of Regents.

2:03:01:05

Academic Retention and Readmission at the Tennessee Colleges of Applied Technology

Students at the Tennessee Colleges of Applied Technology are expected to maintain satisfactory attendance and to progress in an appropriate manner toward their training objectives. This policy provides minimum criteria for evaluating student achievement relating to identified occupational competencies and defines retention standards for the colleges.

5:02:03:70

Academic Tenure for Community Colleges

The purpose of this policy is to establish the criteria and process regarding academic tenure at community colleges governed by the Tennessee Board of Regents.

5:02:03:60

Academic Tenure for Universities

The purpose of this policy is to establish the criteria and process regarding academic tenure at universities governed by the Tennessee Board of Regents.

G-052

Access Control

The purpose of this guideline is to establish a minimum expectation with respect to access controls in order to protect data stored on computer systems throughout the system.

1:03:02:50

Access to and Use of Campus Property and Facilities

The purpose of this policy is to provide a uniform basis upon which the Universities, Community Colleges, and Colleges of Applied Technology governed by the Tennessee Board of Regents (“TBR” or “the Board”) can regulate and facilitate the use of campus property and facilities.  It is intended to operate consistent with each institution’s educational purpose and mission, through the implementation of reasonable, content/viewpoint neutral regulations.  This policy, and all campus policies developed in compliance with the policy, shall be implemented and construed so as to ensure no undue disruption of that mission, promote an educational atmosphere on campus; prevent commercial exploitation of students; preserve residential tranquility; and prevent use of campus property and facilities contrary to federal, state or local law, regulation, or the rules and policies of the TBR, and its institutions.

In establishing this policy, and the related institutional policies, the TBR recognizes the importance to the educational process and environment for persons affiliated with the respective institutions including officially recognized student organizations and other groups to have reasonable access to, and use of, the educational facilities on their respective campuses, to hear various views.  Simultaneously, the TBR also makes clear that its facilities and that of its constituent institutions are not open public forums, but are instead intended solely for use consistent with the advancement and orderly administration of its educational mission for the benefit of its students, staff, and affiliated entities.  As such, TBR Institutions do not ordinarily make its buildings or other facilities available to outside individuals or outside groups.  Exceptions may be made only if the proposed use is consistent with this policy and institutional policy and mission.

All TBR Institutions shall implement policies governing access to and/or use of their specific property and facilities consistent with the provisions of the policy set forth here, and below, subject to prior review and approval by the TBR.

B-025

Acquisition & Disposal of Real Property

The purpose of this guideline is to establish procedures for the acquisition and disposal of real property at institutions governed by the Tennessee Board of Regents. 

2:08:30:00

Admission & Delivery of Services to International Students and the Employment & Delivery of Services to International Faculty & Academic Staff at TBR Institutions

The Tennessee Board of Regents encourages its constituent institutions to receive international students and faculty into their communities in order to strengthen and expand the global academic market of ideas and knowledge. The TBR recognizes that international students and scholars have legitimate special needs, many of which are imposed by federal immigration laws and others which are ethical responsibilities.

In general, TBR institutions, which have international students, faculty, or academic staff, shall provide trained personnel to deliver services required by law and not discriminate against any international student, faculty, or academic staff member on the basis of national origin.

2:03:00:00

Admissions

The following policy and procedures are adopted as consistent admission policy throughout the Tennessee Board of Regents system. Each university and community college shall develop policy and procedures consistent with this policy for the admission of students to undergraduate degree programs.

A-015

Admissions

The following guidelines are intended to facilitate the implementation of TBR Policy 2:03:00:00 (Admissions).

B-042

Allocation of Maintenance Fees for University Athletics

The purpose of this guideline is to establish the process and procedures for the allocation of maintenance fees for university athletics at institutions governed by the Tennessee Board of Regents.

5:01:01:20

Alternate Work Arrangements

The purpose of this policy is to set the standards for a consistent process and treatment of employees regarding alternate work arrangements across the TBR system. Availability of an alternate work arrangement is at the discretion of each institution and subject to change with or without notice. This policy applies only to non-faculty employees in Institutions who choose to offer alternative work arrangements. Future references to employees in this policy refer to non-faculty. Any reference to Institutions includes the TBR Central Office.

5:01:01:01

Annual Leave

The purpose of this policy is to establish the criteria and process regarding accrual of annual leave for employees at the System Office and institutions governed by the Tennessee Board of Regents.

1:02:10:00

Annual Reports

The State Board of Regents is required to submit an annual report to the governor and the legislature at the end of each fiscal year, pursuant to T.C.A. § 49-8-203(e). In addition, the president of each institution and the director of each college of applied technology is required by Article IX of the Bylaws of the Board to submit an annual report to the Board, through the Chancellor, of the work and condition of the institution under his or her control. The following guidelines are adopted concerning the preparation and submission of these reports.

1:02:11:00

Appeals and Appearances Before the Board

The purpose of this policy is to set the conditions and procedures for appeals to the Chancellor or Board, and for appearances before the Board.

2:01:01:00

Approval of Academic Programs, Units, and Modifications

The purpose of this policy is to establish the procedures and processes for the submission and approval of academic action requests for academic programs seeking to be developed and existing programs for institutions governed by the Tennessee Board of Regents. 

1:03:02:10

Approvals of Agreements and Contracts

The following policy on approvals is adopted by the Tennessee Board of Regents (TBR) to delineate the approval process for procurements and agreements to be entered into by institutions governed by the TBR.

A-030

Articulation Among Community Colleges and Universities

The purpose of this guideline is to provide for collegiate articulation among community colleges and universities in the Tennessee Board of Regents System. The provisions in this guideline are intended to promote the orderly process of students who transfer from the community colleges to baccalaureate degree programs in the universities, while protecting the integrity of the university and community college programs. The guideline supplements the provisions for transfer of credits in current policies of the Board of Regents.

2:01:00:01

Articulation with Proprietary College

The purpose of this policy is to establish the procedures for awarding transfer credit from proprietary colleges, for institutions governed by the Tennessee Board of Regents.

B-030

Assignment of Motor Vehicles Pursuant to the TBR Motor Vehicle Policy

Section II of TBR Policy 4:03:02:00 provides for the assignment of an institutional motor vehicle to certain persons for their official use. Positions included within this policy are the Presidents of institutions, TCAT Directors, the Chancellor, Vice Chancellors, and Legal Counsel. The purpose of this guideline is to provide structure to the assignment of vehicles under this policy.

A-052

Assignment of Non-instructional Faculty Time

The following guideline supplements the provisions of the Tennessee Board of Regents General Personnel Policy (5:01:00:00). That policy stipulates that - within the overall work load provision - "a full teaching load...shall be fifteen (15) credit hours or the equivalent per term for undergraduate courses, twelve (12) credit hours or the equivalent per term for graduate courses, or one hundred and fifty (150) non-credit contact hours (two hundred and twenty-five [225] in semester institutions) or the equivalent per term." It further stipulates that "all equivalent teaching load activities shall be subject to prior review and approval by the president or his or her designee. This guideline clarifies procedures by which a president may approve assignment of a faculty member to a non-instructional assignment on a 50% basis for a full academic year or on a 100% basis for a term and may develop a special institutional program for that purpose.

2:02:00:00

Associate Degree Programs

The purpose of this policy is to establish Tennessee Board of Regent policy regarding the awarding of Associate Degrees.

4:03:03:50

Athletic and Other Student Group Travel

This policy is established by the Tennessee Board of Regents in recognition of the unique characteristics associated with travel by athletic personnel and teams and other groups at the institutions governed by the Board. The purpose of the policy is to address practical considerations for travel related specifically to the performance of intercollegiate athletic recruiting, athletic team travel, and other student group travel. The policy shall apply only to these functions; travel for other purposes by athletic personnel and other non-student groups shall be subject to Tennessee Board of Regents General Travel Policies and Procedures (No. 4:03:03:00) and institutional policies and guidelines. All travel will be reimbursed subject to TBR Policy No. 4:03:03:00 unless a specific exception is provided below. In addition, each institution shall comply with all pertinent regulations of the National Collegiate Athletic Association or the National Junior College Athletic Association and the athletic conference of which the institution is a member.

Each institution shall develop and enforce guidelines for athletic and other group travel consistent with the provisions of this policy. Institutional guidelines should include working procedures and be presented in such detail as to ensure thorough understanding of the provisions by all affected personnel.

2:06:00:00

Awarding Honorary Degrees

The Tennessee Board of Regents authorizes the awarding of honorary degrees to recognize individuals whose extraordinary achievements have set a standard that distinguishes them and benefits Tennessee Board of Regents’ institutions and the communities they serve as well as society.

The purpose for awarding honorary degrees is threefold:

To honor persons whose careers reflect sustained and superlative achievement in the arts and professions, research, scholarship, public service, leadership, volunteerism, and/or cultural affairs as well as new frontiers of human endeavor.

To advance the educational missions, goals, and programs of the Tennessee Board of Regents’ institutions by developing associations with persons who embody the same ideals, values, and aspirations.

To inspire students, faculty, staff, administrators, alumni, and members of the local, national, and world communities to emulate such standards of excellence, integrity, and commitment to enhance the public good.

2:01:00:04

Awarding of Credits Earned Through Extra-Institutional Learning to Community Colleges and Universities

The purpose of this policy is to authorize each community college and university governed by the Tennessee Board of Regents to develop procedures for the recognition of equivalent extra-institutional learning processes that include the awarding of credit or advanced placement.

7:02:00:00

Behavioral Intervention Teams

To maintain a safe educational and working environment for students and employees by creating and maintaining campus behavioral intervention teams authorized and equipped to assess, intervene, and monitor potentially disruptive student and employee behavior.

P-150

Benefit in the Event of an Employee Death

The purpose of this guideline is to establish the operational guidelines for Benefit in the Event of an Employee Death by the Tennessee Board of Regents.

5:01:01:09

Bereavement Leave

It is the policy of the Tennessee Board of Regents to provide all regular, full-time and part-time employees time off without loss of pay due to the death of an immediate family member as defined below, consistent with T.C.A. § 8-50-113.

4:01:00:00

Budget Control

It is widely recognized that budget control is essential for effective financial management of any organization. In view of this, it is the purpose of this policy to provide clear and specific responsibility for proper budget management and control among the institutions governed by the Tennessee Board of Regents. It is the control mechanism aspect of budgeting that is the focus of this policy.

4:01:00:01

Budget Principles

As a public entity, the System is responsible for the prudent management of resources entrusted to its care by Tennesseans. Ensuring that budgets developed by institutions and considered by the Board are prepared in accordance with sound budget principles is fundamental to good stewardship of System financial resources. The budget principles included in this policy are intended to respond to the expectations of various stakeholders relating to the generation and expenditure of funds. All System and institutional officials responsible for budgeting processes are directed to adhere not only to the specific requirements of this policy, but to also act within the spirit of this policy and in a manner that evidences forthrightness and engenders public trust.

B-021

Building Plaques Affixed to Buildings and Facilities

The purpose of this guideline is to establish the process and procedures for affixing plaques to new or newly renovated buildings and facilities at institutions governed by the Tennessee Board of Regents.

4:07:00:00

Business Meals

The purpose of this policy is to establish Tennessee Board of Regents processes and procedures regarding reimbursement for business meals and recognition events.

A-090

Calendar Conversion

The purpose of this guideline is to establish the Calendar Conversion for universities and colleges governed by the Tennessee Board of Regents.

G-010

Campus Communication of Board Actions and Policies

The purpose of this guideline is to establish the criteria and process for communicating Board actions and policies to the institutions governed by the Tennessee Board of Regents.

B-022

Campus Facility Master Plans

In conjunction with the provisions of TBR Policy Nos. 4:01:02:30 and 4:02:09:00 each university and two-year institution governed by the Tennessee Board of Regents shall have a campus facility master plan which should address building development for the institution's mission and enrollment growth, land acquisition and disposal, vehicular and pedestrian circulation, parking facilities, outdoor physical education, recreation and athletic facilities (where applicable), utilities and landscaping. 

B-015

Cash and Gift Card Payments to Research Participants

The purpose of this guideline is to establish the process for low dollar payments to research participants through cash or gift card at the institutions governed by the Tennessee Board of Regents.

P-115

Certified Administrative Professional Examination

The purpose of this guideline is to establish the process and criteria regarding the Certified Administrative Professional Examination for employees at the Central Office and institutions governed by the Tennessee Board of Regents.

P-140

Charitable Organization Deduction

The purpose of this guideline is to establish the operational Guideline for Charitable Organization Deductions by the Tennessee Board of Regents.

6

Charter Provisions and Bylaws

The purpose of this resource document is to provide the Board of Regents with Charter Provisions and Bylaws.

5:01:01:05

Civil Leave

The purpose of this policy is to establish the criteria and process regarding civil leave for employees at the System Office and institutions governed by the Tennessee Board of Regents.

B-020

Classification and Operation of Auxiliary Enterprises

The primary mission of institutions in the Tennessee Board of Regents System is the creation and dissemination of knowledge. To carry out this mission, it is often desirable for the institution and its affiliated units to charge fees for providing goods and services that enhance, promote, or support its instructional, research, public service, and all other educational and support functions in order to meet the needs of the students, faculty, staff and members of the public participating in institutional events.

Educational business activities shall be established and carried on only when pursuant to, and in accordance with, an authorization and statement of purpose approved by the institution's president/director or designee.

The purpose of Section II. is to provide uniformity in the classification and operation of auxiliary enterprises at the institutions in the Tennessee Board of Regents System. Also provided are examples to supplement the various System policies, procedures, and reports concerning the operation of auxiliary enterprises. Reference is made to reporting forms which shall be provided by the Board staff.

5:01:04:10

Classification of Benefits for Fees & Tuition

The following policies shall be applicable to all regular full-time employees, their spouses and children, and graduate assistants at institutions governed by the Tennessee Board of Regents for classification for purposes of fees and tuition.

1:02:03:20

Code of Ethics for Members of Tennessee Board of Regents

The purpose of this policy is to establish ethical standards for members of the Tennessee Board of Regents.

B-010

Collection of Accounts Receivable

The purpose of this guideline is to establish the process regarding collection of accounts receivable at the System Office and institutions governed by the Tennessee Board of Regents.

P-100

Commissioning of Law Enforcement and Security Personnel

This guideline supplements Tennessee Board of Regents Policy No. 5:01:07:00 regarding the commissioning of law enforcement and security personnel by presidents and directors of the Tennessee Board of Regents universities, community colleges, and colleges of applied technology.

5:01:07:00

Commissioning Security Officers

The purpose of this policy is to set forth the following general provisions to cover the circumstances and processes for the employment of law enforcement and security personnel by institutions governed by the Tennessee Board of Regents.

B-041

Community College Athletics

This guideline is established to provide a necessary level of control and consistency among the TBR community colleges in the administration of intercollegiate athletic programs. The provisions set forth below represent standards to ensure program accountability, while allowing for institutional discretion and promoting intercollegiate athletic competition within the limitations of campus resources.  The guideline supersedes all previous statements or agreements and is effective upon approval by the Tennessee Board of Regents.

4:01:00:10

Community College Resource Allocation Plan

The purpose of this policy is to establish a plan for allocation of resources among community colleges as required by T.C.A. § 49-7-202 (c) (4) (D)):

For fiscal years ending on and after June 30, 2013, the commission shall have no authority for recommending individual community colleges operating budgets or in approving or disapproving the transfer of any funds between community colleges as may be determined necessary by the board of regents.

The intent of this policy is to:

Reinforce the performance incentives present in the higher education funding formula adopted by the Tennessee Higher Education Commission; and

Support development of a unified system of community colleges as dictated by the Complete College Tennessee Act of 2010, including providing financial incentives for cooperative action among institutions.

This policy provides for the pooling of community college resources to be used for system level investments, provision of funding for certain new program start-up expenses, expenses shared among all community colleges, to reward collaboration, and to allocate remaining resources among all community colleges.

P-043

Compensation

The goal of the Tennessee Board of Regents is to provide all employees compensation consistent with market and satisfactory job performance. This goal is reflected within all TBR Budgets and will be dependent upon budget availability.

A-031

Components of Articulation Agreements

The purpose of this guideline is to establish the criteria and process for articulation agreements, i.e. the awarding of transfer semester credit hours, involving career-technical education by institutions governed by the Tennessee Board of Regents.

SO-BF-BackgroundChecks

Conducting Background Investigations

​This policy is designed to provide the Tennessee Board of Regents System Office with the guidance and instructions necessary to conduct successful background investigations. This policy is for internal use only.

S-020

Confidentiality of Student Records

These guidelines are issued to aid TBR institutions and schools in implementing TBR Policy No. 3:02:03:00 Confidentiality of Student Records. Each institution and school shall develop policies and procedures consistent with these guidelines and TBR Policy No. 3:02:03:00.

3:02:03:00

Confidentiality of Student Records

The purpose of this policy is the establishment of policy to protect the confidentiality of records for students of Tennessee Board of Regents institutions.

1:02:03:10

Conflict of Interest

This policy is intended to define the general principles which should guide the actions of members of the Board and of employees; offer illustrations of activities which potentially constitute a conflict of interest; make Board members and employees aware of disclosure requirements related to conflicts of interest; describe the process by which those disclosures shall be evaluated and decisions rendered; and describe the appeals process regarding such decisions.

4:01:00:05

Consideration of University Budgets

The purpose of this policy is to specify the manner in which the Board of Regents will, under the FOCUS Act, consider for approval university budgets, including data and metrics required to be submitted by universities.

1:03:02:15

Contracts

The purpose of this policy is to establish the framework for contracts of the Institutions governed by the Tennessee Board of Regents.

G-030

Contracts Guideline

The purpose of this guideline is to establish the criteria and processes for contracts as applied to the Institutions governed by the Tennessee Board of Regents. It is not intended to cover all of the Tennessee Board of Regents policies and guidelines or all possible issues that may arise while reviewing contracts; rather, it is intended to give you a general guideline for how to address contract issues. You are responsible for complying with all other relevant policies. This Guideline is subject to regular update, revision and improvement.

2:07:00:00

Cost of Textbooks

Tennessee Code Annotated (T.C.A.), Title 49, Chapter 7, Part 1 specifies that the Tennessee Board of Regents develop policies for minimizing the cost of textbooks and ancillary course materials at its higher education institutions, while maintaining quality of education and academic freedom.

A-040

Criteria for the Evaluation of Bureaus, Centers, Institutes

In accordance with action taken by the State Board of Regents at their December 8, 1978 regular meeting, the Board staff shall consider the criteria listed below in the evaluation of bureaus, centers, and institutes. These criteria were adopted on October 30, 1978 by the Tennessee Higher Education Commission for this purpose.

5:01:01:11

Days of Administrative Closing

The purpose of this policy is to establish the criteria and process regarding days of administrative closing at the System and institutions governed by the Tennessee Board of Regents.

4:01:01:20

Debt Management

Debt management policies provide written guidance about the amount and type of debt issued by governments, the issuance process for such debt, and the management of the debt portfolio. A debt management policy tailored to the needs of the Board:

  • Identifies policy goals and demonstrates a commitment to long-term financial planning.
  • Improves the quality of decisions concerning debt issuance; and
  • Provides justification for the structure of debt issuance.

Adherence to its debt management policy signals to rating agencies and the capital markets that the Board is well-managed and should meet its obligations in a timely manner.

Debt levels and their related annual costs are important financial considerations that impact the use of current resources. An effective debt management policy provides guidelines for the Board to manage its debt programs in line with those resources.

P-045

Deferred Compensation Plans

The purpose of this guideline is to provide guidance to those institutions which enter into agreements to establish deferred compensation plans or programs for the benefit of their employees. Such plans or programs are permitted by Internal Revenue Code sections 403(b), 401(k), and 457. The following provisions apply:

  • Section 403(b): Pre-Tax
  • Section 401(k): Pre-Tax
  • Section 457: Pre-Tax
  • Roth 401(k): After-Tax

B-070

Deferred Payment Plan

The purpose of the following guideline is to outline significant provisions for consistent administration of the deferred fee payment program at the four-year and two-year institutions governed by the Tennessee Board of Regents. The guideline is intended to serve as a reference document for institutional staff responsible for implementing and communicating deferred fee payment matters.

5:02:01:00

Definition of Faculty

The purpose of this statement is to provide a definition of the term "faculty" for Tennessee Board of Regents policies which do not otherwise define that term, and to relate faculty status and academic rank. Campuses may further develop this definition as needed for decisions on matters not covered by nor in conflict with Board policies, such as faculty meeting attendance, voting on recommendations of campus policies and procedures, and representation on campus committees.

A-080

Degree Credit and Remedial Programming

The purpose of this guideline is to establish the policy for Degree Credit and Remedial Programming by universities governed by the Tennessee Board of Regents.

1:03:02:20

Delegation of Authority/Signature Authorization

The purpose of this policy is to provide guidance to the institutions in developing a campus policy for delegation of authority and signature authorization.

4:01:01:10

Deposit & Investment of Funds

The following policy on the deposit and investment of funds is adopted by the Board of Regents for the institutions under its jurisdiction, and shall apply to all funds, regardless of source, which are received by any institution.

All depositories which provide deposit or investment services shall agree to comply with the terms of this policy, and with the requirements of Chapter 4 of Title 9 of Tennessee Code Annotated as amended, and the latter provisions shall control in the event of conflict. Words and phrases used in this policy shall have the same definition and meaning as in Chapter 4 of Title 9 Tennessee Code Annotated.

2:08:10:00

Development & Operation of Off-Campus International Educational Programs

The Tennessee Board of Regents System (TBR) supports off-campus international educational programs or courses as a valid and valuable part of undergraduate and graduate education. The TBR encourages all TBR institutions to engage in international opportunities that meet the legitimate academic needs of their students and in cooperation with consortia both internal to the TBR system in which TBR institutions hold membership and those external to the system. The TBR recognizes that such programs or courses take a variety of forms in length and focus.

A-076

Development & Operation of Off-Campus International Educational Programs

The purpose of this guideline is to establish the operational guidelines for the Development and Operation of Off-Campus International Educational Programs by institutions governed by the Tennessee Board of Regents.

1:11:00:00

Development and Approval of Policies and Procedures

The purpose of this policy is to provide for uniformity in the drafting, review, revision, and approval of all Board policies and procedures. 

5:01:01:17

Disaster Relief Service Leave

The purpose for this policy is to establish the criteria and process regarding disaster relief service leave for employees at the System Office and institutions governed by the Tennessee Board of Regents.

P-080

Discrimination & Harassment - Complaint & Investigation Procedure

The purpose of this Guideline is to supplement Board Policies 6:02:00:00 and 5:01:02:00 relative to the orderly resolution of complaints of discrimination or harassment on the basis of race, color, religion, creed, ethnic or national origin, sex, sexual orientation, gender identity/expression, disability, age (as applicable), status as a covered veteran, genetic information, and any other category protected by federal or state civil rights law related to the institutions, and office of the Tennessee Board of Regents.

4:02:20:00

Disposal of Surplus Personal Property

The following policies and procedures concerning the disposal of surplus personal property shall be followed by all institutions governed by the Tennessee Board of Regents.

2:05:00:00

Distance Education

Distance education is an established and effective method for extending educational opportunities. To provide the citizens of Tennessee with greater access to postsecondary education, the Board of Regents affirms the effectiveness of distance education, recommends the use and development of distance education technologies, and encourages institutions to take advantage of such opportunities in carrying out their individual missions.

A-070

Distance Education

The following guideline supplements the provisions of the Tennessee Board of Regents Policy 2:05:00:00 (Distance Education).That policy requires that institutions planning and offering distance education courses address that policy and the following guidelines, which cover academic standards and planning and implementation issues.

A-075

Distance Education and Intellectual Property

The purpose of this guideline is to describe the legal rights and responsibilities of creators, and distributors of distance education/telecourse materials in the Tennessee Board of Regents system, including ownership of copyright on distance education materials created by TBR faculty and employees. Guidance for faculty and institutions in copyrighting original works and legal use of the works of others is found in the Copyright Primer available from the Office of the General Counsel.

1:09:00:00

Diversity

The purpose of this policy is to define and promote diversity throughout the Tennessee Board of Regents System.

B-061

Educational Assistance (State Employees & Dependents of State Employees and Teachers)

The purpose of this guideline is to establish the process and procedures for educational assistance to state employees and their dependents and the dependents of public school teachers by institutions governed by the Tennessee Board of Regents.

P-131

Educational Assistance for Spouse & Dependents of TBR Employees

The purpose of this guideline is to establish the process and procedures regarding educational assistance for spouses and dependents of TBR System employees.

*Pertains only to undergraduate courses taken by spouses and dependent children at Tennessee Board of Regents and University of Tennessee institutions.

P-130

Educational Assistance for TBR System Employees

The purpose of this guideline is to establish the process and procedures regarding educational assistance for TBR System employees. 

5:01:01:13

Educational Leave

The purpose of this policy is to establish the criteria and process regarding educational leave for employees at the System Office and institutions governed by the Tennessee Board of Regents.

4:01:05:70

Emergency Management Planning

The Board of Regents considers emergency preparedness and planning activities essential for maintaining the safety and security of each institution. The purpose of this policy is to ensure that institutions develop and maintain plans and procedures utilizing emergency mitigation, preparedness, response and recovery criteria consistent with the National Incident Management System and the Tennessee Emergency Management Plan. These plans and procedures will help ensure that all institutions are able to respond appropriately in the case of emergencies or disasters which could occur within or around the institution in order to mitigate risks to students, faculty, staff and property.

P-110

Employee Grievance-Complaint Guideline

The purpose of this guideline is to establish the process regarding employee grievances and/or complaints at the System Office and institutions governed by the Tennessee Board of Regents.

TCAT-050

Employee Service Award Program

The purpose of this guideline is to establish a TCAT Employee Service Award Program designed to recognize and express appreciation to regular employees for their total length of state service. This program shall be implemented at all Colleges of Applied Technology.

5:01:01:00

Employment Classification

The purpose of this policy is to establish the criteria and process regarding employment classification for employees at the System Office and institutions governed by the Tennessee Board of Regents.

5:02:05:00

Employment of Graduate Assistants

The purpose of this policy is to establish the criteria and process regarding employment of graduate assistants at institutions governed by the Tennessee Board of Regents.

5:01:00:05

Employment of Minors

The purpose of this policy is to establish the criteria and process for employment of minors at the System Office and institutions governed by the Tennessee Board of Regents.

A-105

English Language Learners

This guideline is intended to provide institutions with a course pathway for ELL students who qualify for co-requisite remediation, as outlined in TBR Guideline A-100, to ensure those students have the support needed to be successful in credit-bearing course work. This guideline supports TBR Policy 2:03:00:00 (Admissions) and Guideline A-100 (Learning Support).

G-050

Enterprise Information Systems Updates

The purpose of this policy is to establish minimum standards of expectations related to maintaining appropriate software versions and upgrades within the institutional infrastructure.

5:01:02:00

Equal Employment Opportunity and Affirmative Action

The purpose of this policy is to set the standards for a consistent process and treatment of employees regarding equal employment opportunity and affirmative action across the TBR system. 

1:04:02:00

Evaluation of the Chancellor

The purpose of this policy is the establishment of procedures for the evaluation of the Chancellor.

TCAT-090

Executive Committee

The following guideline establishes a standing advisory committee of the Tennessee College of Applied Technology Directors’ Sub-Council.

4:06:00:00

Expenditure of State Funds for Paid Advertising

The purpose of this policy is to provide parameters within which colleges, universities and colleges of applied technology shall use state funds for advertising.

G-040

Expenditures on System-Owned Residences

The purpose of this guideline is to establish the operational guidelines for expenditures on system-owned residencies furnished to TBR Presidents at institutions governed by the Tennessee Board of Regents.

TCAT-030

Extraordinary Maintenance Account

The purpose of this guideline is to establish and set forth procedures for the operation of Extraordinary Maintenance and Start-Up Accounts for the Colleges of Applied Technology governed by the Tennessee Board of Regents. The guideline provides for the participation of all Colleges in the support and use of the account. The account represents a pooling of the individual schools’ resources, to be used exclusively for extraordinary maintenance projects, start-up of new programs and special expenditures among the Applied Technology Colleges and TCAT central office.

4:01:02:30

Facilities Planning & Design

The following policy is adopted by the Tennessee Board of Regents relative to the planning and design of facilities on the campuses of institutions governed by the Board.

5:02:07:00

Faculty Appointments at Community Colleges

The purpose of this policy is to establish the criteria and process regarding faculty appointments at community colleges governed by the Tennessee Board of Regents.

5:02:07:10

Faculty Appointments at Universities

The purpose of this policy is to establish the criteria and process regarding faculty appointments at universities governed by the Tennessee Board of Regents.

5:02:04:10

Faculty Compensation During Summer Session and Inter-Sessions

The Tennessee Board of Regents recognizes and considers summer session and inter-session assignments of faculty as separate assignments from academic year appointments. It is further recognized that compensation for faculty assignments during summer sessions and inter-sessions should be a factor of the regular academic year salary which takes into account the nature and extent of the duties and responsibilities involved in these separate appointments. To provide for such appropriate levels of compensation for faculty service during summer sessions and inter-sessions, the Board hereby adopts the following compensation provisions.

P-055

Faculty Compensation for Teaching Credit Courses as an Overload

The purpose of this guideline is to establish the procedure for setting faculty compensation for teaching credit courses as an overload at institutions governed by the Tennessee Board of Regents.

5:02:01:05

Faculty Development

The Tennessee Board of Regents recognizes the need for the continued professional growth and development of all faculty at institutions in the Tennessee Board of Regents System. The continued professional growth and development of faculty is necessary for institutions of higher education to continue to provide educational programs which: (a) include new developments and knowledge in academic disciplines; (b) reflect new instructional, research, and public service techniques and strategies; and (c) meet changing needs and expectations of students. While all faculty are responsible for their own continued professional development, it is essential that the System and its institutions provide planned, organized faculty development programs to encourage professional growth in accordance with their missions and goals. Pursuant to the foregoing considerations, the Board hereby sets forth the following minimum guidelines concerning faculty development.

5:02:01:08

Faculty Development at Tennessee Colleges of Applied Technology

The Tennessee Board of Regents recognizes the need for the continued growth and development of all faculty at colleges of applied technology. The primary objectives toward which that growth and development should be directed are (1) enhancement of skill development, (2) providing technical information, and (3) increasing instructional or teaching ability. While all faculty are responsible for their own continued professional development, it is essential that the System and the colleges provide planned, organized faculty development programs which assist the colleges in fulfilling their mission and the individual faculty in achieving professional advancement (as specified in Board Policy 5:02:02:10, "Faculty Rank and Promotion at Tennessee Colleges of Applied Technology").

Pursuant to the foregoing considerations, the Board hereby sets forth the following minimum guidelines concerning faculty development.

5:02:01:10

Faculty Emeritus

The purpose of this policy is to establish the criteria and process regarding faculty emeritus at institutions governed by the Tennessee Board of Regents.

A-051

Faculty Exchange

The following guideline supplements the provisions of the TBR "Policy on Faculty Development" (5:02:01:05). That policy authorizes institutions to plan and implement faculty development programs which may include financial support "through grant awards and other means for research or the improvement of instruction." This guideline clarifies procedures by which a program of faculty exchange may be included as part of a faculty development plan.

5:02:01:03

Faculty Proficiency in Oral & Written English

The Tennessee Board of Regents recognizes that the ability to communicate effectively is an essential skill necessary for all academic personnel to perform successfully in Board of Regents Institutions. Therefore, pursuant to Senate Joint Resolution 211 adopted by the 1984 General Assembly and to the accreditation standards of the Southern Association of Colleges and Schools (4.4.1), all TBR institutions shall ensure that all faculty at Board of Regents institutions are proficient in oral and written English. The Board hereby sets forth the following minimum guidelines for evaluating candidates.

5:02:02:30

Faculty Promotion at Community Colleges

Promotion in rank is recognition of past achievement of the individual being considered for promotion. In addition, the advancement in rank is recognition of future potential and a sign of confidence that the individual is capable of even greater accomplishments and of assuming greater responsibilities. The policy of the Tennessee Board of Regents (TBR) is to make promotions strictly on consideration of merit tempered by college and fiscal considerations. The purpose of this policy is to help ensure that promotions are made objectively, equitably, impartially, and as recognition of merit consistent with the following policy guidelines.

5:02:02:20

Faculty Promotion at Universities

Promotion in rank is recognition of past achievement of the individual being considered for promotion. In addition, the advancement in rank is recognition of future potential and a sign of confidence that the individual is capable of even greater accomplishments and of assuming greater responsibilities. The policy of the Tennessee Board of Regents is to make promotions strictly on consideration of merit tempered by university and fiscal considerations. The purpose of this policy is to help ensure that promotions are made objectively, equitably, impartially, and as a recognition of merit in line with the following policy guidelines.

5:02:02:10

Faculty Rank & Promotion at TCATs

The purpose of this policy is to establish the criteria and process regarding faculty rank and promotion at Tennessee Colleges of Applied Technology governed by the Tennessee Board of Regents.

P-062

Faculty Sick Leave

The purpose of this guideline is to establish the procedure and processes for faculty sick leave at institutions governed by the Tennessee Board of Regents.

5:01:01:14

Family, Medical, and Service Member Leave

In compliance with the Family and Medical Leave Act of 1993, as amended, (“FMLA” or “the Act”) it is the policy of the Tennessee Board of Regents (“TBR”) to provide eligible employees up to 12 workweeks of leave during a 12-month period for family or medical leave, or for a qualifying exigency; or, up to 26 workweeks of leave for military caregiver leave during a 12-month period for reasons specified in this Policy, to provide continued health insurance coverage during the leave period and to insure employee reinstatement to the same or an equivalent position following the leave period.

TCAT-080

Fees and Refunds

This guideline compliments and implements provisions of Guideline B-060 (Fees, Charges and Refunds), relative to the TCATs. All provisions of B-060 shall otherwise remain in effect for the TCATs. The purpose of the following provisions is to ensure uniform administration of fees and refunds at the TCATs, and to establish related procedures between the TCATs and Lead Institutions.

B-060

Fees, Charges, Refunds, and Fee Adjustments

The purpose of the following guideline is to outline significant provisions for consistent administration of fees, charges, and refunds at the institutions governed by the Tennessee Board of Regents. These guidelines largely represent a consolidation of existing statements and practices. They are intended to serve as a reference document for institutional staff responsible for implementing and communicating fee-related matters. The guideline contents include general and specific provisions for: maintenance fees; out-of-state tuition; debt service fees; student activity; miscellaneous and incidental fees; deposits; and refunds.

These guidelines supersede all previous fee and refund guidelines, and may be revised by action of the Tennessee Board of Regents or the Chancellor. Exceptions to the guidelines may be made by the Chancellor upon written request by a president.

5:02:06:00

Financial Exigency

The purpose of this policy is to establish the criteria and process regarding financial exigency at institutions governed by the Tennessee Board of Regents.

7:01:00:00

Firearms and Other Weapons

To maintain a safe educational and working environment for students and employees by establishing rules for possessing and carrying firearms and other weapons on TBR institution property.

B-110

Fixed Assets and Sensitive Minor Equipment

The purpose of the following guideline is to outline significant provisions for consistent capitalization procedures for fixed assets at the institutions governed by the Tennessee Board of Regents.

P-060

Formation & Operation of Faculty Sick Leave Banks

The purpose of this guideline is to establish the procedure for the formation and operation of faculty sick leave banks at institutions governed by the Tennessee Board of Regents.

P-061

Formation & Operation of Staff Sick Leave Bank

The purpose of this guideline is to establish the procedure for the formation and operation of Staff Sick Leave Banks at institutions or the System Office governed by the Tennessee Board of Regents.

4:01:07:02

Foundations

The purpose of this policy is to assure that, with regard to any foundation established to support any TBR institution or its programs, the relationship of the foundation to the institutions is clearly defined and is set forth in a formal, written manner that (1) defines the legal authority and operating control of the institution with respect to the foundation; (2) describes the relationship of the foundation to the institution and the extent of any liability arising out of that relationship; and (3) demonstrates that the fund‐raising activities of the foundation further the mission of the institution.

1:03:02:60

Freedom of Speech and Expression

This policy reflects the commitment of the Board of Regents and the institutions it governs to freedom of speech and expression for all students and all faculty.

2:01:00:00

General Education Requirements and Degree Requirements

The purpose of this policy is to specify the common general education requirements at the lower-division, for institutions governed by the Tennessee Board of Regents.

5:01:00:00

General Personnel Policy

The following General Personnel Policy of the Tennessee Board of Regents is hereby adopted to delegate to the presidents of universities and community colleges, the authority and responsibility hereinafter specified concerning personnel, which the Board finds to be necessary and appropriate for the efficient administration of the institutions, and to establish standards, guidelines, and reporting requirements for the exercise of the delegated authority. The policy also cites specified authority and responsibility concerning personnel assigned to directors of the Tennessee Colleges of Applied Technology and the Chancellor.

2:08:00:00

General Policies Regarding Research

It is the intention of the Tennessee Board of Regents (TBR) that the institutions under its jurisdiction adhere to federal standards on the ethical conduct of research.  Each TBR institution is responsible for promulgating policies that serve to effectuate federal law and regulations regarding all applicable aspects of research.

This policy specifically addresses human subjects, animal subjects, and technology transfer; it is not meant to supplant federal regulations. Due to the complexity of the field of research, institutions and their faculty or staff engaged in conducting research are referred to the federal regulations, policies, and guidelines.

1:07:00:05

General Policy on Alcoholic Beverages

The purpose of this policy is to establish system-wide polices on the possession, consumption and sale of alcoholic beverages on property owned or controlled by the Tennessee Board of Regents. This policy applies to all students, faculty, staff and visitors at all Colleges.

3:02:00:01

General Policy on Student Conduct & Disciplinary Sanctions

The Tennessee Board of Regents authorizes the institutions under its jurisdiction to take such action as may be necessary to maintain campus conditions and preserve the integrity of the institution and its educational environment. Institutional policies on this subject shall be subject to prior review and approval by the TBR Offices of General Counsel and Academic Affairs.   

3:03:01:00

General Student Housing Policy

The purpose of this policy is to establish the minimum policy and provisions that shall be applicable to all institutions that operate student housing facilities.

4:03:03:00

General Travel

The following policy applies to the travel of all employees of the institutions governed by the Tennessee Board of Regents, as well as members of the Board staff, in the performance of their official duties. Provisions of this policy also may apply to individuals other than employees who are authorized to travel at institutional, or Board expense. Specific provisions of the policy also address the travel of Board members, pursuant to T.C.A. § 4‑3‑1008. Authorization for travel will not be granted and expenses will not be reimbursed unless the travel is made and reimbursement claimed in accordance with this policy and any approved exceptions hereto. Procurement cards may be used for the payment of registration fees and required advance payments for airline or hotel payments. Procurement cards may not be used for expenses incurred during actual travel time except in instances of team/group travel.

This policy and specific reimbursement rates for travel expenses allowed under this policy shall be consistent with those of the Comprehensive Travel Regulations of the State of Tennessee. Exceptions which may be deemed necessary and approved by the Board shall be submitted for consideration by appropriate State officials. Current reimbursement rates shall be issued by the Chancellor as an addendum to this policy.

All travel must be consistent with the educational, research, and professional needs of the TBR System. Employees must conduct all travel with integrity, in compliance with applicable laws, policies, and procedures, and in a manner that excludes considerations of personal advantage. Employees must exercise good judgment and conduct all aspects of travel in a cost-efficient manner.

5

Higher Education Commission Enabling Legislation

The purpose of this resource document is to provide a link to The Tennessee Higher Education Commission enabling legislation.

5:01:01:10

Holidays

The purpose of this policy is to establish the criteria and process regarding holiday observance at the System Office and institutions governed by the Tennessee Board of Regents.

5:01:01:18

HR Emergency Procedures

The purpose for this policy is to establish the criteria and process regarding human resource procedures in the event of a declared emergency for employees at the System Office and institutions governed by the Tennessee Board of Regents.

4:01:05:60

Identity Theft Prevention

The Tennessee Board of Regents, on behalf of its Institutions, adopts this Identity Theft Prevention Policy and enacts this program in an effort to detect, prevent and mitigate identity theft, and to help protect the Institutions, their faculty, staff, students and other applicable constituents from damages related to the loss or misuse of identifying information due to identity theft.

1:08:00:00

Information Technology Resources

The purpose of this policy is to establish the parameters for guidelines that will provide for creation and maintenance of a secure systems infrastructure, protect the confidentiality and integrity of electronic information and the privacy of system users, and ensure compliance with applicable state and federal laws.

B-100

Institutional Emergency Preparedness Plan

This Emergency Preparedness Plan Guideline outlines procedures to improve the protection of lives and property through the effective use of institutional resources at Tennessee Board of Regents institutions. The guideline’s purpose is to mitigate the potential effects of the various hazards that might impact a TBR institution, to prepare for the implementation of measures which will preserve life and minimize damage, to respond effectively to the needs of the institution’s community during emergencies, and to provide a recovery system to return the institution and its community to a normal status as soon as possible after such emergencies.

4:01:00:02

Institutional Financial Performance Review

It is the policy of the Board that institutions have a sound financial base and demonstrate financial stability sufficient to support the mission of the institution over the long term. Although missions may vary among institutions, a sound financial base and a pattern of financial stability provide the foundation for accomplishing an institution’s mission, regardless of changing economic conditions. Financial and physical resources should be managed in a manner that permits the institution to fulfill its mission long term.

A-110

Institutional Review for Research

The purpose of this guideline is to establish the process and procedures for Institutional Review for Research by institutions governed by the Tennessee Board of Regents.

3:03:00:00

Institutional Student Life Policies & Procedures

The purpose of this policy is the establishment of policy and procedures governing campus life at Tennessee Board of Regents institutions.

TCAT-010

Instructional Projects at Colleges of Applied Technology

The purpose of this guideline is to establish uniform provisions for instructional projects at the Tennessee Colleges of Applied Technology (TCAT’s). Each TCAT shall administer instructional projects in accordance with the following provisions.  Exceptions to the guideline are subject to prior approval by the Chancellor.

5:01:06:00

Intellectual Property

It is the policy of the Tennessee Board of Regents to: (1) encourage inventions and the production of copyrightable works by members of the TBR component Institutional communities; (2) facilitate the utilization of such inventions and works to the benefit of the public, the Institution, and the members of the Institutional community; and (3) provide for the equitable sharing of any proceeds derived from the commercial exploitation of inventions and copyrightable works in which, pursuant to this policy, the Institution is determined to have an interest.

This policy is intended to protect the interests of all concerned parties: the TBR and its constituent Institutions, members of the Institutional community, external sponsors of research, and the public.

A-020

Inter-Institutional Relationships & Off-Campus Offerings

The purpose of this guideline is to establish the criteria and process for Interinstitutional relationships and off-campus offerings by institutions governed by the Tennessee Board of Regents.

4:01:05:00

Internal Audit

This policy addresses staffing, responsibilities of the internal audit function, audit planning and reporting on internal audit activities.

In addition to this policy, the Office of System-wide Internal Audit maintains an audit manual. The purpose of the audit manual is to provide for consistency, continuity, and standards of acceptable performance.

4:05:01:01

Inventory Method for TBR Libraries

The purpose of this policy is to establish Tennessee Board of Regents policy regarding inventory methods for libraries in the TBR System.

G-054

IT Acceptable Uses

The objectives of this guideline include: 1) to articulate the rights and responsibilities of persons using information technology resources owned, leased, or administered by the Tennessee Board of Regents (TBR); 2) to protect the interests of users and the TBR; and 3) to facilitate the efficient operation of TBR information technology systems.

G-110

Lead Institutions

The purpose of this guideline is to establish the operational guidelines for lead institutions governed by the Tennessee Board of Regents.

A-100

Learning Support

The purpose of this guideline is to reflect the commitment of the TBR System and its institutions to enhance students’ access to and success in higher education.

B-026

Lease Procedures and Guidelines

These guidelines set forth the leasing procedures for all institutions governed by the Tennessee Board of Regents. 

5:01:01:03

Leave of Absence

The purpose of this policy is to establish the criteria and process regarding leaves of absence for employees at the System Office and institutions governed by the Tennessee Board of Regents.

5:01:01:06

Leave Transfer Between The State University & Community College System & State Agencies

The purpose of this policy is to establish the criteria and process regarding leave transfer between the State University and Community College System and State Agencies.

G-090

Letterhead Stationery

The following guidelines set forth considerations for the printing and use of letterhead stationery for all units of the Tennessee Board of Regents System. They are in accordance with the general rules and regulations of the Higher Education Publications Committee.

2:03:00:05

Limitations on Enrollments

The purpose of this policy is to establish reasonable limitations on enrollment to Tennessee Board of Regents institutions.

G-130

Limited English Proficiency

This guideline advises the Tennessee Board of Regents (TBR) System Office and its constituent institutions, as recipients of federal funds, of the obligation under Title VI of the Civil Rights Act of 1964 to take reasonable steps to provide meaningful access to persons with Limited English Proficiency (LEP).

G-075

Litigation Hold Notice

This guideline is issued to aid Tennessee Board of Regents (“TBR”) System in the implementation of a Litigation Hold Notice Procedure to comply with the Federal Rules of Civil Procedure provisions regarding preservation of Electronically Stored Information.

P-120

Longevity Pay

The purpose of this guideline is to establish the process regarding longevity pay for employees of institutions governed by the Tennessee Board of Regents.

2

Mailing Addresses of Board of Regents Members

The purpose of this policy appendix is to provide the system and public with contact information regarding Tennessee Board of Regents Members.

G-080

Membership and Subscriptions

The following guideline implements the Tennessee Board of Standards policy on membership dues and subscriptions paid for from State funds. Campus libraries are exempt from the guideline in its entirety.

G-120

Method of Administration for Compliance with Office of Civil Rights Guidelines, Title VI, Title IX, & Section 504

The purpose of this guideline is to establish the operational guidelines for compliance with Office of Civil Rights guidelines as well as Title VI and Title IX and Section 504 at institutions governed by the Tennessee Board of Regents.

5:01:01:04

Military Leave Policy

The purpose of this policy is to establish the criteria and process regarding military leave for employees at the System Office and institutions governed by the Tennessee Board of Regents.

P-030

Modified Fiscal Year Contracts

The purpose of this guideline is to establish the process regarding modified fiscal year (MODFY) contracts at institutions governed by the Tennessee Board of Regents.

4:03:02:00

Motor Vehicles

The purpose of this policy is to establish the minimum regulations and procedures concerning the maintenance and operation of motor vehicles by institutions and employees of the institutions within the Tennessee Board of Regents System.

P-015

Moving Allowance

The purpose of this Guideline is to establish the processes and procedures for payment of TBR system employee moving expenses.

4:02:05:01

Naming Buildings and Facilities & Building Plaques

The purpose of this policy is to establish the criteria and process for naming of buildings and facilities governed by the Tennessee Board of Regents.

P-090

Nepotism

The following guidelines are designed to facilitate the consistent application of the provisions of Board policy No. 5:01:00:06 on Nepotism. These guidelines supplement Board policy and are intended to serve as a reference document for all institutions.

5:01:00:06

Nepotism

The purpose of this policy is to establish the criteria and process for employment of relatives at the System Office and institutions governed by the Tennessee Board of Regents.

S-040

Non-Credit Service and Internship Experiences Abroad

The purpose of this guideline is to establish the operational procedures for student participation in non­ credit service or internship experiences abroad, which are sponsored by institutions governed by the Tennessee Board of Regents.

S-010

Nonresident Enrollments

On March 3, 1978, the State Board of Regents approved the recommendations contained in the staff report entitled "A Report on Out-Of-State Enrollments" dated February 15, 1978. Pursuant to those approved recommendations, the following guideline is adopted for the institutions in the State Board of Regents System.

P-040

Optional Retirement Program

This guideline supplements Tennessee Board of Regents Optional Retirement Program Policy 5:01:03:03 and applies to eligible employees of all institutions governed by the Board.

B-062

Other Educational Assistance Programs

The purpose of this guideline is to establish the process and procedures for other educational assistance programs by institutions governed by the Tennessee Board of Regents.

5:01:05:00

Outside Employment and Extra Compensation

The purpose of this policy is to set forth the following general provisions to cover the circumstances and limitations under which outside employment and/or extra compensation may be appropriate.

5:01:01:08

Parental Leave

It is the policy of the Tennessee Board of Regents to provide a period of up to four (4) months of leave to eligible employees for adoption, pregnancy, childbirth and nursing the infant, where applicable, in accordance with T.C.A. § 4-21-408.  With regard to adoption, the four (4) month period shall begin at the time the employee receives custody of the child.

P-050

Part-Time Faculty Compensation

The purpose of this guideline is to establish the procedure for setting part-time faculty compensation at institutions governed by the Tennessee Board of Regents.

G-051

Password Management

The purpose of this guideline is to establish a minimum expectation with respect to password construct in order to protect data stored on computer systems throughout the system.

4:01:03:00

Payment of Student Fees & Enrollment

The purpose of this policy is the establishment of Tennessee Board of Regents policy regarding the payment of student fees and enrollment of students.

2:01:01:01

Permanent or Semi-Permanent Off-Campus Instructional Facilities

The establishment of standards and procedures for the Tennessee Board of Regents’ institutions to seek every means of facilitating student access, and fostering their participation in the programs that the institutions provide.

G-053

Personally Identifiable Information (PII)

TBR institutions create, collect, maintain, use, and transmit personally identifiable information relating to individuals associated with the institution including, but not limited to, students, alumni, faculty, administrators, staff, and service employees. The institution is committed to protecting PII against inappropriate access and use in compliance with applicable laws and regulations in order to maximize trust and integrity.

5:01:00:10

Personnel Records

The purpose of this policy is to establish the criteria and process regarding personnel records at the System Office and institutions governed by the Tennessee Board of Regents.

P-010

Personnel Transactions & Recommended Forms

The purpose of this guideline is to supplement provisions of the Tennessee Board of Regents General Personnel Policy (No. 5:01:00:00), as it relates to personnel transactions, procedures for campus appointments, budgetary and position considerations, required forms for implementation procedures, processing of forms by System Office, employment agreements, contracts, letters of agreement, records and reports. The guideline and exhibits are applicable to all institutions governed by the Board. For purposes of this guideline, all TCAT director responsibilities shall be coordinated through the Vice Chancellor for the Tennessee Colleges of Applied Technology.

Consistent with the general personnel policy, any exceptions to this guideline are subject to approval by the Chancellor.

3:05:01:00

Policy for Classifying Students In-State & Out-of-State for Paying College or University Fees & Tuition & for Admission Purposes

It is the intent that the public institutions of higher education in the State of Tennessee shall apply uniform rules, as described in these regulations and not otherwise, in determining whether students shall be classified "in-state" or "out-of-state" for fees and tuition purposes and for admission purposes.

 

1:10:00:00

Policy Regarding Legislative Proposals

In accordance with T.C.A. § 49-7-1002, the purpose of this policy is to protect and maintain the integrity of current prioritization and strategic planning processes established to best use limited state funds for public higher education toward greatest need and opportunity and to ensure prudent fiscal policy.

P-160

Post Retirement Service Program for Tenured Faculty

It is the purpose of this guideline to provide procedures for the administration of the Post Retirement Service Program for Tenured Faculty (PRSP). The program consists of a definitive description of its fundamental features and agreement forms for both academic year faculty and fiscal year faculty. To work effectively, the program requires regular communication and interaction between the prospective participant and numerous institutional offices and staff (i.e., president, department head, Academic Affairs, Human Resources, Budget/Business, and Payroll Office staff).

2:01:00:02

Posthumous Degrees

The purpose of this policy is to establish procedures for awarding a degree posthumously, for institutions governed by the Tennessee Board of Regents.

4:01:05:50

Preventing and Reporting Fraud, Waste or Abuse

The Tennessee Board of Regents is committed to the responsible stewardship of its resources. Management of each TBR institution is responsible for maintaining a work environment that promotes ethical and honest behavior. Additionally, it is the responsibility of management of each TBR institution to establish and implement internal control systems and procedures to prevent and detect irregularities, including fraud, waste and abuse. Management at all levels should be aware of the risks and exposures inherent in their areas of responsibility, and should establish and maintain proper internal controls to provide for the security and accountability of all resources entrusted to them.

5:01:00:01

Prevention of Workplace Violence

To provide all employees with a workplace environment free from physical violence, threats, and intimidation.

2:01:00:03

Principles for Articulation in Vocational/Technical Education

The purpose of this policy is to establish processes and procedures for articulation of technical and career programs at institutions governed by the Tennessee Board of Regents. 

P-020

Procedures for Implementation of the 37.5 hour Work Week

Effective January 1, 1982, the Office of the Tennessee Board of Regents and all institutions governed by the Board established a regular 37.5 hour workweek. The Board's general personnel policy (no. 5:01:00:00) and leave policy (no. 5:01:01:00) were revised to incorporate the 37.5-hour workweek. This guideline supplements Board policy and provides procedures for implementing the workweek at the Board office and all institutions within the Tennessee Board of Regents System.

G-125

Process for Filing Title VI Complaints

The purpose of this guideline is to establish the time frame and process for filing internal complaints under Title VI of the Civil Rights Act.

B-125

Procurement Card Guideline

The purpose of this procurement card guideline is to provide parameters in the areas of program administration, file management, proper procurement card usage, and to promote compliance with Tennessee Board of Regents (TBR) Policies and Guidelines. This Guideline is subject to regular update, revision and improvement. 

4:02:10:10

Procurement Card Policy

The purpose of this procurement card policy is to provide parameters for proper procurement card usage, and to promote compliance with Tennessee Board of Regents (TBR) Policies and Guidelines.

A-010

Program Modifications and New Academic Programs

The purpose of this guideline is to establish the criteria and process for submitting Letters of Notification, Letters of Application, Implementation Portfolios, new academic programs or units, and for modifications of existing academic programs, policies, or unit by institutions governed by the Tennessee Board of Regents.

1:07:00:10

Prohibitions on Smoking and Use of Smokeless Tobacco Products

The purpose of this policy is to establish system-wide polices on smoking and the use of tobacco products on property owned or controlled by the Tennessee Board of Regents. This policy applies to all Colleges and System Office, students, faculty, staff, and visitors.

4:02:09:00

Property Acquisition

The purpose of this policy is the establishment of procedures for the acquisition of property by the Tennessee Board of Regents.

1:12:00:00

Public Records Policy

In accordance with T.C.A. § 10-7-503(g), this policy is adopted to provide economical and efficient access to public records as provided under the Tennessee Public Records Act (TPRA) in T.C.A. §§ 10-7-501, et seq.

G-140

Publications

This guideline describes a system for campus-based approval and numbering of publications of universities, community colleges, and colleges of applied technology as required by Tennessee Code Annotated, Sections 12-7-106--108, and rules of the Higher Education Publications Committee. The cited authorities set forth criteria against which each campus will review the appropriateness of each publication, require that descriptive information be maintained in a central location and provide for affixing an identifying number to each covered publication.

B-120

Purchasing Guideline

The purpose of this guideline is to establish the criteria and process for procurements conducted by Institutions governed by the Tennessee Board of Regents. It is not intended to cover all Tennessee Board of Regents policies and guidelines or all possible issues that may arise in the procurement process; rather, it is intended to give you a general guideline for how to address procurement issues. Institutions are responsible for complying with all other relevant policies. This Guideline is subject to regular update, revision and improvement.

4:02:10:00

Purchasing Policy

To ensure efficiency, fairness, transparency and maximum level of competition in the procurement of goods and services for the Tennessee Board of Regents System.

G-070

Records Retention and Disposal of Records

This Guideline sets forth the records retention schedule and procedures for disposal of records for the System Office and all institutions governed by the Tennessee Board of Regents.

B-080

Reporting and Resolution of Institutional Losses

The purpose of this guideline is to establish the process and procedures for reporting and resolution of institutional losses at institutions governed by the Tennessee Board of Regents.

4:03:03:60

Reports of Expenditures by the Chancellor and Presidents

To comply with T.C.A. § 49-14-104, which requires a policy establishing at least annual reporting of discretionary expenditures made by, at the direction of, or for the benefit of the Chancellor or system presidents. To comply with T.C.A. § 49-7-3001, which requires risk-based internal financial audits of the offices of the chancellor and presidents.

5:01:03:00

Retirement

The purpose of this policy is to set the standards for a consistent process and treatment of employees regarding retirement across the TBR system.

5:01:03:03

Retirement Plans

The purpose of this policy is to communicate the state-supported retirement programs available to employees of the Tennessee Board of Regents.

P-065

Return to Work

The purpose of this guideline is to establish a program to expedite recovery of employees with work-related injuries by returning them to productive employment status as soon as possible while minimizing the risk of re-injury.

4:04:01:50

Revenues From Campus Concession

The purpose of this policy is the establishment of the process and procedures regarding revenues received from campus concessions at institutions governed by the Tennessee Board of Regents.

2:02:00:02

Reverse Transfer: Policies, Procedures, and Guidelines

The purpose of this policy is to serve as a framework for Reverse Transfer across the State of Tennessee and among the three systems of higher education (Tennessee Board of Regents, University of Tennessee, and the Tennessee Independent Colleges and Universities).

2:02:00:01

ROTC Programs

The purpose of this policy is the establishment of policy regarding ROTC Programs at institutions governed by the Tennessee Board of Regents.

B-090

Safeguarding Nonpublic Financial Information

This guideline explains the procedure by which Tennessee Board of Regents institutions must develop a comprehensive written Information Security Program (the “Program”) as mandated by the Gramm-Leach-Bliley Act (“GLBA”) Standards for Safeguarding Customer Information Rule. An institution’s Program must include the components described below pursuant to which the institution intends to:

1. Protect the security and confidentiality of customers’ nonpublic financial information;

2. Protect against any anticipated threats or hazards to the security or integrity of such information; and

3. Protect against unauthorized access or use of such records or information in ways that could result in substantial harm or inconvenience to customers.

The Program may consist of existing institutional policies and procedures that are incorporated by reference into the Program, including but not limited to policies such as, computer / electronic records confidentiality policies, Family Educational Rights & Privacy Act policies, employee/personnel records confidentiality policies, etc.

1:02:04:00

Selection and Terms of Board Members

The purpose of this policy is to state the selection process and terms of Board Members.

6:02:00:00

Sex Discrimination and Sexual Harassment

It is the intent of the Tennessee Board of Regents that the institutions under its jurisdiction shall fully comply with Title IX of the Education Amendments of 1972, Sections 799A and 845 of the Public Health Service Act and Regulations issued pursuant thereto (45 C.F.R. Parts 83 and 86). The following policy and procedures are adopted by the Board to assist the institutions in such compliance.

6:01:00:00

Sex Discrimination, Sexual Harassment or Sexual Misconduct

It is the intent of the Tennessee Board of Regents that the institutions under its jurisdiction shall fully comply with Title IX of the Education Amendments of 1972, §485(f) of the HEA, as amended by §304 of the Violence Against Women Reauthorization Act of 2013, the regulations implementing these Acts found at 34 CFR §668.41, §668.46, and Appendix A to Subpart D of Part 668; and Sections 799A and 845 of the Public Health Service Act and Regulations issued pursuant thereto found at 45 CFR Parts 83 and 86. The policies in this area are adopted to address such compliance.

6:03:00:00

Sexual Misconduct

It is the intent of the Tennessee Board of Regents that the institutions under its jurisdiction shall fully comply with Title IX of the Education Amendments of 1972, §485(f) of the HEA, as amended by § 304 of the Violence Against Women Reauthorization Act of 2013, the regulations implementing these Acts found at 34 CFR §668.41, §668.46, and Appendix A to Subpart D of Part 668. This policy is adopted specifically to address the offenses defined herein. All other sexual harassment is also strictly prohibited and any allegations of such shall be governed by TBR Guideline P-080, and the applicable institutional  policy.

The Tennessee Board of Regents intends for each institution to provide a single, easily accessible and user-friendly document to advise students, employees, and others affected by sexual misconduct of each institution's rules and procedures. Institutions under the Tennessee Board of Regents system shall ensure that the sexual misconduct policy is in a format or formats that make it readily available. The following policy and procedures are adopted by the Board to assist the institutions in such compliance.

5:01:01:07

Sick Leave

It is the policy of the Tennessee Board of Regents to protect all regular full-time and part-time employees against loss of earnings due to illness, injury, or incapacity to work including illness or incapacity to work due to pregnancy, and to provide the time off to employees in the event of illness or death of certain family members.

4:01:04:00

Solicitation and Acceptance of Gifts

The purpose of this policy is to establish responsibilities and procedures regarding the solicitation and acceptance of gifts to the institutions governed by the Tennessee Board of Regents.

As cited in Board Policy (No. 1:02:02:00, Duties of the Board), T.C.A. § 49-8-203 provides:

Board shall have the power to receive donations of money, securities, and property from any source on behalf of the institutions..., which gifts shall be used in accordance with the conditions set by the donor.

The Board considers the solicitation and acceptance of gifts to be appropriate administrative responsibilities of institutional presidents and directors, and therefore delegates to the presidents and directors the authority to solicit and accept gifts in accordance with the provisions of this policy.

1:03:10:00

Student & Faculty Participation in Development of Campus Policies & Programs

To establish effective means whereby students and faculty can participate in and make recommendations concerning the formation of policies and programs relating to student and academic affairs.

S-030

Student Advisor Guideline

This guideline addresses the importance of advisors to student organizations, as provided in the Tennessee Board of Regents Policy No. 3:01:01:00. Developed by the Student Affairs Sub-Council, the guideline identifies minimal standards for an institution to further develop a comprehensive and well-rounded system of advising student organizations.

1:02:06:10

Student and Faculty Participation in Board Considerations

The purpose of this policy is to establish student and faculty participation in Board considerations.

3:02:01:00

Student Due Process Procedure

The purpose of this policy is to establish student due process procedures for Tennessee Board of Regents institutions.

3:01:01:00

Student Organizations

The following policy of the Tennessee Board of Regents, applicable to all institutions governed by the Board, provides minimum standards for the registration and conduct of student organizations at the institutions.

3:02:04:00

Student Rights and Freedoms

The purpose of this policy is the establishment of Tennessee Board of Regents policy regarding the Rights and Freedoms of students enrolled at TBR institutions.

3:04:01:00

Student Scholarships, Grants, Loans & Financial Aid Programs

This policy covers the establishment of and participation in student scholarship and financial aid programs by TBR universities and community colleges. (TCATs are covered by separate policy.)

3:04:01:01

Student Scholarships, Grants, Loans & Financial Aid Programs at Tennessee Colleges of Applied Technology

This policy covers the establishment of and participation in student scholarship and financial aid programs by Tennessee Colleges of Applied Technology.

B-130

Study Abroad Financial Procedures

This guideline details the procedures to be applied by TBR institutions when budgeting study abroad programs. 

G-020

Sub-Councils

Pursuant to Board Policy No. 1:03:04:00, the Tennessee Board of Regents has authorized certain sub-councils to the Joint Presidents' Council for the purpose of providing a mechanism to promote effective communication and internal management throughout the Tennessee Board of Regents System. The Joint Presidents' Council recognizes the inherent value of the collective advice and comments of campus officials in designated areas on matters of System-wide concern, while preserving the organizational structures and systems of communication at the individual institutions and for the System as a whole. The Joint Presidents' Council further finds it necessary to establish the following guidelines and procedures to govern the operations of the various sub-councils in fulfilling their stated purposes.

P-111

Support Staff Grievance

The purpose of this guideline is to establish the process regarding support staff grievances and/or complaints at the System Office and institutions governed by the Tennessee Board of Regents.

B-065

Sustainable Campus Fee Program

The purpose of this guideline is to establish the process and procedures for sustainable campus fee (SCF) programs at institutions governed by the Tennessee Board of Regents.

SO-Oesi-Non-Discrimination
1:03:01:10

TBR Branding Policy

To enhance, maintain and protect the brand identity for the Tennessee Board of Regents, the System Office, operational units and institutions, this policy governs the use of all words, logos or symbols used to identify or distinguish services affiliated with the TBR for any purpose. It provides that all appropriate applicable guidelines pertaining to the words, logos, symbols or other brand identifiers must be followed.

1:00:00:00
4

TBR Enabling Legislation

The purpose of this resource document is to provide a link to the Tennessee Board of Regents enabling legislation.

3

TBR Standing Committee Assignments

The purpose of this Resource Document is to inform the system and public regarding membership of the Tennessee Board of Regents Standing Committee Members.

2:08:20:00

TBR System Faculty & Academic Staff Abroad

The institutions of the TBR System recognize the value of faculty and academic staff developing global competence and as such extend the Tennessee liability coverage to faculty and staff engaging in international education programs or courses to the extent that it is applicable in foreign jurisdictions. These institutions encourage and support activities abroad for professional development, teaching, research, and service with the host countries. The TBR recognizes that these activities vary not only in purpose, but also in duration, type of arrangement with the host country, responsibilities to the home institution, and funding source. Despite these considerable variations, certain overall principles and policy apply.

TCAT-060

TCAT Programs, Changes, and Modifications

The following shall serve as guidelines for submitting proposals for new programs, program modifications, Special Industry Training, inactivation of programs, termination of a program, and reporting of part-time programs at the Tennessee Colleges of Applied Technology.

This policy should serve as a resource for the development of all Tennessee Colleges of Applied Technology proposals.

A-045

Teaching Quality Initiative Program (TQI) Operational Guidelines

The purpose of this guideline is to establish the operational guidelines for the Teaching Quality Initiative Program (TQI) for teacher preparation programs at institutions governed by the Tennessee Board of Regents.

2:04:00:05

Tennessee College of Applied Technology Catalogs

The following policy of the Board of Regents is hereby adopted to establish minimum standards concerning the publication and contents of catalogs of the colleges of applied technology within the Regents System.

1:05:00:00

Tennessee Higher Education Commission

The purpose of this policy is to establish the relationship between the Tennessee Board of Regents and the Tennessee Higher Education Commission.

4:01:01:30

Tennessee State School Bond Appropriation Intercept Program

This policy establishes Board of Regents procedures for the operation of the Tennessee State School Bond Authority appropriation intercept program in the instance of payment default.

5:02:03:20

Tenure in Non-Faculty Positions

The purpose of this policy is to establish the criteria and process regarding tenure in non-faculty positions at Tennessee Colleges of Applied Technology governed by the Tennessee Board of Regents.

5:01:01:15

Transfer of Sick Leave Between Employees

In accordance with T.C.A. § 8-50-802, which became effective April 12, 1994, this policy establishes guidelines and procedures for transferring sick leave to members of the Sick Leave Bank who experience a continuing disability due to illness or injury.

2:03:01:01

Undergraduate Academic Retention Standards

The purpose of this policy is to establish the minimum criteria for undergraduate academic retention standards at the universities and community colleges under the governance of the Tennessee Board of Regents.

5:01:00:20

Unemployment Compensation

The purpose of this policy is to establish the criteria and process regarding unemployment compensation for employees at the System Office and institutions governed by the Tennessee Board of Regents.

B-115

Uniform Disposition of Unclaimed Property

The purpose of the following guideline is to outline provisions for consistent 
procedures for complying with Tennessee’s Uniform Disposition of Property Act, 
T.C.A. § 66-21-101 et seq. and Regulations 1700-2-1-.01 through 1700-2-1-37, at the institutions governed by the Tennessee Board of Regents. The Guideline is intended to serve as a reference document for institutional staff responsible for processing and disposing of unclaimed property, abandoned property, and lost & found property.

1:06:00:05

Uniform Procedures for Cases Subject to the Uniform Administrative Procedures Act

The purpose of these procedures is to provide a basis for uniform procedures to be used by institutions governed by the Tennessee Board of Regents, for the hearing of cases which may be subject to T.C.A. § 4-5-101 et seq.

TCAT-023

Uniform Procedures for Grievances by Students at TCAT's

The purpose of this guideline is to provide a procedure through which students of the Tennessee Colleges of Applied Technology may submit a complaint if the student has a concern regarding a situation or condition at the TCAT and the student believes he/she has been treated unfairly or inequitably.

2:04:00:01

University and Community College Catalogs and Bulletins

The following policy of the Board of Regents is hereby adopted to establish certain minimum standards concerning the publication and contents of catalogs of the universities and community colleges governed by the Board. These are minimum standards only, and each institution may provide any and all additional information through the catalog which is deemed appropriate.

B-043

University Athletic Tickets

The purpose of this guideline is to establish the process and procedures for university athletic tickets at institutions governed by the Tennessee Board of Regents.

SO-BC-Email

Use of Broadcast Email

The objective of this guideline is to provide guidance in the use of broadcast email messages in the TBR System Office. 

B-095

Use of Electronic Signatures & Records

This guideline establishes when an electronic signature may replace a written signature and when an electronic record may replace a paper document in official activities of the Tennessee Board of Regents (TBR) and its institutions.

SO-Social Media

Use of Social Media

The objectives of this guideline include:

  • to provide guidance to ensure that social media tools are used properly,
  • to address potential risks, and
  • to ensure consistency across the Tennessee Board of Regents System Office operations. 

A-060

Use of Titles Department Head, Assistant Dean, Associate Dean

The purpose of this guideline is to establish the operational guidelines for the assignments of titles at the two-year institutions governed by the Tennessee Board of Regents.

2:01:02:00

Vocational Program Review and Approval

This policy should serve as a resource for the development of all Tennessee Colleges of Applied Technology proposals.

5:01:01:19

Volunteer Firefighter Service Leave

Purpose

The purpose for this policy is to establish the criteria and process regarding volunteer firefighter service leave for employees at the System Office and institutions governed by the Tennessee Board of Regents.

5:01:01:12

Voting Leave

It is the policy of the Tennessee Board of Regents to provide employees time off to vote in state, national, and local elections and to establish a procedure for reporting the time missed from work.

2:03:01:10

Warranty of Competency of Graduates of Technical Programs

This policy demonstrates the confidence of the Tennessee Board of Regents in the quality of our technical programs and assures our graduates and their employers that graduation reflects competency in the A.A.S. Degree, Diploma and Technical Certificate of Credit program in which they were trained.

SO-Chan-Web

Web Publishing Policy

The Tennessee Board of Regents (TBR) websites exist as the Board's most important communication tool. Therefore, websites should maintain and build upon the projected image of TBR through the highest level of excellence in education, policy, research, and workforce development by concerning the administration with the digital image projected. This policy should facilitate usability and consistency and promote a cohesive online brand throughout all TBR websites that correlates directly with other TBR methods of communication and visual representation.