Policies & Guidelines Purposes

TBR Enabling Legislation

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

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.

Annual and Institutional Reports

The Tennessee Board of Regents is required to submit an annual report to the governor and the legislature at the end of each fiscal year. In addition, presidents must provide information to the Board, through the Chancellor, of the work and condition of the institution under their control. The following policy is adopted concerning the preparation and submission of these reports.

Requests to Address the Board

The purpose of this policy is to set the conditions and procedures for appearances before the Board by students, employees and members of the public.

Duties of the Institutional Presidents

The purpose of this policy is to set out the duties of the institutional Presidents.

Access to and Use of Campus Property and Facilities

The purpose of this policy is to provide a uniform basis upon which the institutions 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.

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.

Councils

Presidents' councils and sub-councils are established for the purpose of providing means through which campus administrators may formally assemble to communicate on matters of common channels in the System to the Board of Regents.

Selection and Retention of the Chancellor

The Tennessee Board of Regents is responsible for the selection and employment of the chief executive officer of the system. In an effort to recruit and retain the most qualified higher education administrator as Chancellor, the following policy of the Board is established.

Evaluation of the Chancellor

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

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.

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.

Access Control (formerly G-051 & G-052)

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

IT Acceptable Uses (formerly G-054)

The objectives of this policy 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) and member institutions; 2) to protect the interests of users and the TBR and its member institutions; and 3) to facilitate the efficient operation of TBR and institutional information technology systems.

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.

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.

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.

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

The purpose of this policy is to authorize each community college 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.

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. 

Technical College Program Review and Approval

The Tennessee Board of Regents will provide the Tennessee Colleges of Applied Technology with the requirements for academic actions submitted in accordance with TBR Policy, which align with institutional accreditation standards. 

Reverse Transfer

The purpose of this policy is to serve as the 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) including the six Locally Governed Institutions (LGI).

Admission at the Tennessee Colleges of Applied Technology

This policy establishes admission standards for colleges of applied technology by Tennessee Board of Regents (TBR).

English Language Learners (Formerly A-105)

The Tennessee Board of Regents will provide institutions with a course pathway for ELL students who qualify for co-requisite remediation to ensure those students have the support needed to be successful in credit-bearing course work. This policy supports TBR Policy 2.03.00.00 (Admissions) and Policy 2.03.00.02 (formerly A-100 Learning Support).

Limitations on Enrollments

The purpose of this policy is to authorize Tennessee Board of Regents institutions to establish reasonable limitations on enrollment for academic programs, courses or college activities.

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.

Academic and Registration Calendar

The purpose of this policy is to provide a common academic calendar among community colleges to: 1) facilitate student enrollment at more than one institution and in collaborative programs, 2) enable institutions to share resources, including courses, faculty, and physical facilities, 3) encourage and support the formation of consortia and partnerships, 4) permit greater efficiency in system-wide information technology resources, and 5) support data collection for compliance and accountability.

Distance Education

The purpose of this policy is to establish the criteria and process for the delivery of distance education programs and courses for Tennessee Board of Regents (TBR) technical and community colleges. Distance education is an established and effective method for extending flexible 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 teaching and learning technologies, materials, and methods; and encourages institutions to take advantage of such opportunities in carrying out their individual missions.

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.

Development & Operation of Off-Campus International Educational Programs

The Tennessee Board of Regents will provide students with opportunities to earn postsecondary credit and non-credit service and internship experiences at off-campus international sites.

Delivery of Services to International Students and Faculty

The Tennessee Board of Regents will support the unique needs of international students and international faculty at TBR institutions.

General Policy on Student Conduct & Disciplinary Sanctions

The Tennessee Board of Regents authorizes the institutions under its jurisdiction to take such action consistent with this policy 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.   

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.

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.

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.

Budget Principles and Control

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.

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.

TCAT Extraordinary Maintenance Account

The purpose of this policy 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 policy 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.

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.

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.

Fees, Charges, Refunds, and Payments -TCATs

The purpose of the following policy is to outline significant provisions for consistent administration of fees, charges, refunds, payment of fees and enrollment of students at the institutions governed by the Tennessee Board of Regents. The policy largely represents a consolidation of existing statements and practices. The policy contents include general and specific provisions for: tuition (sometimes referred to as maintenance fees); student activity; technology access fee; and refunds; payment of fees and enrollment of students.

The policy supersedes all previous fee and refund policies and may be revised by action of the Tennessee Board of Regents or the Chancellor. Exceptions to the policies may be made by the Chancellor.

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.

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.

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.

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.

Naming Buildings and Facilities & Building Plaques

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

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. This policy includes 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 process for how to address procurement issues. Institutions are responsible for complying with all other relevant policies.

Gift Cards

To provide policies and procedures on the purchase, distribution, tracking and accounting for gift cards using Institutional student activity fees, unrestricted, restricted, agency, Foundation or grant funds.  As a cash-equivalent instrument, gift cards are governed by tax rules and internal control requirements. This policy states the circumstances when gift cards may be allowable, the tax implications to the recipient (students or volunteers). Any non-student Institutional employees or a student who is employed by the institution in a regular-part or full-time benefitted position are not eligible to receive gift cards.

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. Procedures provide for the assignment of an institutional motor vehicle to certain persons for their official use. Positions included within this procedure are the Presidents of institutions, the Chancellor, Vice Chancellors, and Legal Counsel. The purpose of this procedure is to provide structure to the assignment of vehicles under this policy.

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.

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.

Expenditure of State Funds for Paid Advertising

The purpose of this policy is to provide parameters within which TBR institutions shall use state funds for advertising.

General Personnel Policy

The following General Personnel Policy of the Tennessee Board of Regents is hereby adopted to delegate to the presidents and Chancellor, 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.

Employee Disciplinary Action

To provide a fair and equitable means to address the unsatisfactory work performance or work-related behavior, including gross misconduct, of employees (other than faculty and other instructional personnel) who have completed any required initial probationary period. To provide fair and uniform procedures including due process if required by law, to correct, discipline, or terminate employees for unsatisfactory work performance or work-related behavior or for gross misconduct.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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. 

Retirement Plans

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

Outside Employment and Extra Compensation for Additional Assignments

The purpose of this policy is to establish standards for permissible outside employment and the payment of extra compensation for additional assignments for employees throughout the TBR system.

Commissioning Police, Campus Safety, and 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, as well as to a law enforcement agency for the TBR System Office.  For purposes of this policy, references to “presidents” and “institution” also refer to the “Chancellor” and “TBR System Office,” as applicable. 

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.

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.

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.

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 technical colleges governed by the Tennessee Board of Regents.

Faculty Compensation During Summer Session

The Tennessee Board of Regents recognizes and considers summer session assignments for faculty as separate assignments from academic year appointments. Summer session includes any mini-term that is academically attached to summer semester (e.g., a Maymester session).  It is further recognized that compensation for faculty assignments during summer 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, the Board hereby adopts the following compensation provisions.

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.

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.

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.

Infectious Disease

This Policy is intended to provide guidance to Tennessee Board of Regents (TBR) institutions seeking to implement policies, procedures, and/or plans designed to prevent the spread or outbreak of infectious and/or communicable diseases and will be interpreted and administered in order to protect the health, safety and well-being of the College community.

Traffic and Parking

To facilitate and regulate the safety and orderly operation of motor vehicles on TBR institution property or institution-controlled property and to provide parking facilities for their operation within the limits of available space.

Presidents Athletic Council

This policy describes the powers and duties of the Presidents Athletic Council.

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.

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.

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 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.

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.

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.

Campus Facility Master Plans

In conjunction with the provisions of TBR Policy Nos. 4:01:02:30 and 4:02:09:00 each 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. 

Lease Procedures and Guidelines

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

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.

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 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.

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.

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.

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.

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.

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.

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.

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.

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).

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 president responsibilities shall be coordinated through the Chancellor.

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

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.

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.

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

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.

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.

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, as well as claims of retaliation, related to the institutions, and office of the Tennessee Board of Regents.

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 of the institutions governed by the Tennessee Board of Regents.

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.

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.

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.

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.

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.

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.

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.

Uniform Procedures for Grievances/Complaints 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 they have been treated unfairly or inequitably.

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.