1. Master Plans
   1. Master plans should be reviewed by institution staff at least every two years and must be updated or amended as required. If an institution’s staff believes a master plan may need to be revised, the institution should forward a request to the System Office’s Office of Facility Development (OFD). OFD will assist institutions with obtaining new master plans and master plan amendments and updates and approvals of the same by the Chancellor and other required parties.
   2. New building construction, additions and major maintenance projects should be addressed in the institution’s master plan prior to the institution requesting that funding for such a project be included in the System Office’s capital budget request.
   3. The institution is responsible for funding the costs of consultant services related to master plans from institutional sources.

1. Educational Business Activity
   1. Definition of Educational Business Activity - Each educational business activity shall meet the following three conditions:
      1. The activity is deemed to be an integral part in the fulfillment of the institution's educational, research, public service, and campus support functions, and other educational and support activities, without regard to profit.
      2. The activity is needed to provide an integral good or service at a reasonable price, on reasonable terms, and at a convenient location and time.
      3. The activity is carried out for the primary benefit of the campus community but with sensitivity to the total community
   2. Concept of Unrelated Activities
      1. All institutions should comply with applicable laws and regulations pertaining to such activities, and educational business activities not falling within the conditions established above may be unrelated business income activities and subject to unrelated business income tax.
2. Auxiliary Enterprise Operation
   1. Role and Scope of Auxiliary Enterprise Operation
      1. Definition of Auxiliary Enterprises:
         1. An auxiliary enterprise furnishes a service to students, faculty, or staff, and charges a fee directly related to, but not necessarily equal to, the cost of the service.
         2. The public may be served incidentally in some auxiliary enterprises.
         3. They are essential elements in support of the education program, and conceptually should be regarded as self-supporting. Little or none of the revenue comes from educational and general sources, but in the case of housing and food services, there may be a limited amount of sales to the institution.
         4. Other examples of auxiliary enterprises are college union, college stores, rental facilities, institutionally operated vending services, recreational areas, faculty clubs, laundries, certain parking facilities.
         5. This definition has been approved by the Tennessee Higher Education Commission, the State Comptroller, and the State Department of Finance and Administration in the publication Financial Reporting for Tennessee Public Colleges and Universities, with the following exceptions:
            1. Revenue and expenses of student centers (college unions), but not the auxiliaries housed therein, are to be classified under the category of student services.
      2. Pursuant to the foregoing, the following activities should be classified as auxiliary enterprises:
         1. Housing, including dormitories, apartments, and all other housing.
         2. Food Services.
         3. College Stores, including bookstores, hobby shops, mini-markets, etc.
         4. Vending Services, including food vending and other non-food vending.
         5. Post Offices, limited to the cost of revenue-related services, and excluding campus distribution.
         6. Parking facilities, if subject to an indebtedness which is being liquidated through revenues or if otherwise operated in a manner within the definition of auxiliary enterprises.
         7. Laundries, beauty shops, barber shops, etc.
         8. Any other activity which meets the approved definition.
         9. Student recreation centers subject to indebtedness.
      3. Users of Auxiliary Enterprises
         1. Auxiliary enterprises exist for the purposes of providing services to students, faculty, and/or staff, and any service to the public should only be incidental in nature.
            1. For example, student housing facilities are operated for the benefit of students, and occupancy should be limited to students and student housing personnel, provided that, on a space available basis, such housing may be provided to faculty or staff.
            2. In the case of food services, bookstores, etc., while non-students who are guests or who otherwise have business on the campus may be served, the institution or school should not actively seek non-campus trade.
      4. Concept of Auxiliary Enterprises as Self-Supporting
         1. The goal for all auxiliary enterprises, both individually and cumulatively, is for revenues to at least equal expenditures and transfers.
            1. It is recognized that some auxiliary enterprises may have difficulty in providing necessary services at reasonable prices on a break-even basis, but justification for each such enterprise must be provided to the Board through the annual operating budgets analysis.
         2. All rate structures should be recommended and set on the basis of projected expenditures and transfers.
   2. Purchasing of Goods and Services for Auxiliary Enterprises
      1. General
         1. Purchases for auxiliary enterprises generally fall into two major categories:
            1. Purchases for resale; and
            2. Purchases for consumption or use in the operation of the auxiliary enterprise.
               1. Examples of purchases for consumption or use by the auxiliary enterprises are furnishings for dormitory rooms, general supplies, office supplies, etc.
               2. Purchases for resale include items which are to be resold, including textbooks and other course related materials and supplies, and other miscellaneous items which are needed on a regular basis by the users of the enterprises.
         2. Purchases for auxiliaries are subject to the provisions of the Board purchasing policy (no. 4:02:10:00).
   3. Classification of Revenues and Expenditures for Auxiliary Enterprises
      1. All Revenues and Expenditures will be classified first under the appropriate specific auxiliary enterprise. Further details relative to appropriate classifications are provided below.
      2. Classification of Revenues: The source of funds is the primary determinant of revenue classification. Only nominal amounts may be reported as "Other" or "Miscellaneous". With regard to the Federal Work Study Program, an amount equal to the federal share of FWS salary expenditures shall be reported as restricted revenue. Supplemental schedules must clearly identify both restricted and unrestricted revenues. On all applicable statements, restricted auxiliary revenue should be reported under Auxiliary Enterprises regardless of the source. Restricted auxiliary revenues should be reflected as auxiliary enterprises revenue rather than grants and in the same amount as the auxiliary enterprises restricted expenditures.
      3. Classification of Expenditures: Expenditures should basically be classified by activity, with breakdowns by object classification or grouping of objects. The following specific provisions shall be applicable to classifications of expenditures:
         1. Staff benefits and FWS expenditures should be reported by activity. In Athletics, the “Grant-in-Aid” classification should include scholarships, room and board, books, fees and other costs directly associated with individual student athletes.
         2. Where several activities are managed by one office, the managing office may be listed as a separate activity with object classifications shown. The last line of the operating expenditures shall show the allocation of these costs to the operating activities. The management of a group of activities may also be reported under one of the activities by detail object, with the appropriate allocation shown as the last item under operating expenditures.
         3. Operating expenditures for prorated plant costs may be shown as one line, or they may be shown in further breakdowns under the Plant Allocation heading. Extraordinary Maintenance costs may be listed separately under plant operations. However shown, the Maintenance and Operation of Plant Costs must be clearly identifiable.
         4. An “Excess (Deficit) of Revenues over Expenditures” sub-total before transfers must be included.
         5. Transfers must be classified as Mandatory or Non-Mandatory, and detailed by the fund to which the transfer is made.
         6. All direct costs will be charged to the appropriate activity. Where actual incurred costs apply to more than one activity, the costs will be allocated or prorated to each auxiliary enterprise. Salaries and wages will be utilized as the allocation base, unless otherwise designated. For example, vending and contracted food services must have the appropriate cost of the person(s) or activity which coordinates or manages them allocated as an expenditure. These are direct costs which are not replaced by institutional support allocations.
      4. Allocation of Institutional Support to Auxiliaries:
         1. Auxiliary enterprises shall be charged directly for the specific and specialized services or benefits they receive, whether the initial charge is in Institutional Support, Student Services, or some other functional area. For example, if an employee is directly responsible for the management of an Educational and General activity and an Auxiliary Enterprise activity, their salary and related expenses should be prorated.
         2. Institutional Support functions which provide no benefit to Auxiliary Enterprises may not be allocated, such as the chief academic officer, catalogs and bulletins, and graduation expenses.
         3. All other institutional support costs shall be allocated on the basis of salaries and wages. “Direct” charges which are charged to auxiliaries should be broken down by object classification between salaries and wages and all other objects.
         4. Institutional Support allocation should be a separate line item expenditure on supplemental reports.
      5. Plant Costs Allocated to Auxiliaries:
         1. Proportionate amounts of all Operation and Maintenance of Plant costs shall be allocated to Auxiliary Enterprises. The allocations shall be made on the basis of the most accurate information and the most reasonable basis in accordance with the following provisions.
         2. A direct charge basis shall be used when the institution maintains a work order or other costing system which records this information. The total of all costs incurred by the Maintenance and Operation of Physical Plant must be included in the costing system. Where only a portion of the costs is accounted for by direct job orders, the balance of the costs shall be prorated on the basis of square footage or on the basis of the direct charges which have been identified.
         3. In the absence of accurate costing information, the Maintenance and Operation costs shall be allocated on a square footage basis. Where adjustments are made to any of the allocations, for example, dormitories which are not used in the summer, similar adjustments shall be calculated and recorded for Educational and General Facilities which may not have been in full use during all periods of the year. Due to the difficulty of establishing a reasonable basis for allocation, Care of Grounds costs may also be allocated on a square footage basis.
         4. It is permissible to allocate some cost elements, such as Custodial Services and Maintenance and Repairs, on a direct charge basis and other costs such as Utilities on a square footage basis. The administrative expense of Maintenance and Operation must be allocated on the same basis that other direct services are allocated. Where a square footage basis is used, the administrative costs must be allocated on the basis of the relative direct charges made to auxiliaries. Any allocation basis other than direct charge of square footage must be approved by the Board staff.
      6. Replacement of Equipment and Facilities
         1. Any mandatory allocations for accumulating funds for the replacement of equipment and facilities must be made in accordance with the bond indenture or other binding external agreements. In financial reporting, these items shall be listed under Mandatory Transfers as transferred to Funds for Renewal and Replacement.
         2. Non-Mandatory Transfers may be permitted, based upon the excess of revenues over expenditures and other transfers. Where a particular auxiliary or group of auxiliaries, such as dormitories, does not have a sufficient excess of revenues over expenditures and other transfers, Non-Mandatory Transfers to Renewals and Replacements are not permitted.
      7. Debt Service
         1. Mandatory Debt Service Requirements must be shown as transfers to Funds for the Retirement of Indebtedness in accordance with external binding agreements such as bond indentures and agreements with the Tennessee State School Bond Authority. Strict adherence to the absolute transfers required by these external agreements must be made. Where agreements require only that the earnings will be available for debt retirement but do not specify where deficiencies in Debt Services Requirements are to be generated by the institution, the Mandatory Transfer may not include any amount in Excess of Revenues Over Expenditures and other Transfers.
         2. Other transfers to Retirement of Indebtedness will be based strictly upon the nature of the transaction. Only where funds to increase Debt Service Requirements are planned by the institution to come from the auxiliary activity may Non-Mandatory Transfers to Debt Service be shown. Where funding for Retirement of Indebtedness is made from debt service fees assessed to all students from general funds or from other sources, the addition to Retirement of Indebtedness funds shall not be shown as an auxiliary transfer.

1. General
   1. This guideline applies to the collection of all accounts and notes receivable by institutions in the Tennessee Board of Regents System. Institutions shall, to the maximum extent practicable, require payment in advance for all services and goods to avoid the creation of receivables.
      1. TBR Policy on the Payment of Fees. Policy No. 4:01:03:00 requires (with limited exceptions) that all assessed fees be paid in advance by a student before being considered enrolled for any academic term.
      2. Types of Receivables. Accounts and notes receivable may be generated from programs and activities including but not limited to:
         1. Student loan programs;
         2. Deferred payment programs;
         3. Traffic and parking fines;
         4. Library fines;
         5. Bad checks;
         6. Contracts;
         7. Property rental; 
         8. Damage, loss, or liability to the institution by others; and 
         9. Financial aid adjustments.
      3. Security Deposits. Institutions are authorized to require any person to post a deposit or security bond, or provide appropriate insurance to offset potential obligations to the institution arising from programs or activities.
      4. Statute of Limitations. Pursuant to T.C.A. § 28-1-113, there is no time limit on the institutions' authority to collect receivables unless otherwise expressly provided by statute.
2. General Collection Procedures
   1. Institution Procedure. Each institution shall establish a written systematic process and procedure for collecting receivables from all persons including students and employees.
      1. The provisions included in this guideline may be modified by an institution based on sound and responsible management practices.
      2. Any modifications should result in more cost-effective procedures or provide better or more convenient service to debtors of the institution without compromise to collection.
   2. Billing. Collection efforts should begin no later than thirty days after the obligation has been incurred or other fixed due date.
      1. An institution may negotiate alternative payment arrangements with debtors when such arrangements offer the best prospect of collecting the debt.
      2. An account becomes delinquent based on payment criteria established by the institution for the type of debt involved. An institution shall include a schedule defining delinquent periods.
      3. For example, debts from students may not be classified as delinquent until a student fails to enroll in a subsequent fall or spring semester where the provisions of the "Record Holds" in II.E. below would apply.
      4. On the other hand, rent for facility usage may become delinquent when rent is not paid by the tenth day after the due date.
   3. Delinquent Accounts. A minimum of three billings or letters of contact shall be sent by the institution at thirty-day intervals once an account becomes delinquent.
      1. For debts of $100 or more, the third letter should indicate that the account will be referred to a collection agency if payment is not made within a specified date.
      2. Sending letters by certified mail is optional.
   4. Defaulted Accounts. Accounts are classified as defaulted when the institution’s established collection efforts for the type of debt have failed to produce payment.
      1. Receivables of $100 or more shall be referred to a collection agency if the institution's collection efforts are unsuccessful.
      2. The accounts should be submitted to the agency within a reasonable time after the final collection letter is sent if the debtor has not responded.
      3. Referral of accounts under $100 to a collection agency is not required.
         1. No additional collection efforts are required for receivables under one-hundred dollars ($100.00), except as provided for under the Record Holds (Section II.E) and Employee Receivables (Section III.).
         2. See Section X. for write/off procedures.
   5. Record Holds. Institutions are authorized to issue diplomas, certificates of credit , or official transcripts only after the student involved has satisfied all debts or obligations owed to the college, including, but not limited to, its bookstores, libraries, food service centers, dormitories, infirmaries, or hospitals. However, this does not prevent the conferring of the degree.
      1. This limitation does not apply to debts of less than one-hundred dollars ($100.00).
      2. This limitation shall not apply to debts or obligations:
         1. Evidenced by notes or other written contracts providing for future payment, such as, but not limited to, loans authorized under federal or state education or student assistance acts.
         2. An amount owed under the institution’s installment payment plan for enrollment fees which is not yet due shall not cause a hold to be applied. A notice stating specific amount due should be sent to each student prior to completion of registration.
      3. Notwithstanding the limitation above, the colleges in the college system of Tennessee shall issue a certificate of credit or official transcript for a student seeking admission to any college in that system if the student has entered a written agreement (acknowledgement of debt/promise to pay) to satisfy the outstanding debt or obligation owed to the college issuing the certificate of credit or official transcript. Any certificate of credit or official transcript so issued shall indicate that it is subject to an outstanding debt owed to the issuing college. The college receiving such a certificate of credit or official transcript shall not subsequently issue a diploma, certificate of credit, or official transcript to that student until it received proof that the student has satisfied the outstanding debt to the college that issued the certificate of credit or official transcript.
   6. Enrollment Holds.
      1. A student must pay any past due debts and obligations owed to the institution incurred in prior academic terms before being permitted to register at the institution unless the debt is less than $100 or an acknowledgement of debt/promise to pay agreement (see section II. G) for the prior debt or obligation has been executed.
      2. Institutions shall allow enrollment when the outstanding obligation is less than $100.
      3. Additionally, all known debts and obligations to the institution incurred during the current term and $100 or greater must be satisfied prior to a student being allowed to pre-register for any future terms.
      4. An amount owed under the institution’s deferred payment plan for enrollment fees which is not yet due shall not cause an enrollment hold to be applied.
      5. A student that is currently assigned to a collection agency will be allowed to register if the student signs an agreement (acknowledgement of debt/promise to pay) that acknowledges they will not be allowed to receive a diploma, certificate of credit or official transcript until the debt is paid in full. The student account will not be recalled from the collection agency.
   7. Acknowledgement of Debt/Promise Agreement for Prior Debt and Obligations. A student that has prior outstanding debt and was not enrolled in the preceding semester (excluding summer semester) may execute an acknowledgement of debt/promise to pay agreement with the institution and be allowed to register.
      1. The agreement will require that the debt be fully satisfied before a diploma or degree will be issued.
      2. The agreement will require continuous enrollment (Fall and Spring). If continuous enrollment is not maintained the institution may continue with normal collection procedures as delineated herein or pursuant to the terms of any previously executed repayment agreement.
      3. A student may only ever execute one such agreement with the institution.
      4. "Continuous enrollment" means a student is enrolled in the fall and spring semesters of a single academic year unless granted a medical or personal leave of absence. Allowable medical or personal reasons may include illness of the student; illness or death of an immediate family member; extreme financial hardship of the student or student’s immediate family; fulfillment of a religious commitment encouraged of members of that faith; fulfillment of required initial active duty for training as a National Guard or Reserve member or for National Guard or Reserve mobilization.
   8. Aging. All receivables should be aged at least annually.
   9. Documentation. Accurate records of correspondence, telephone calls, and personal contacts with borrowers shall be maintained. Institutions shall comply with record maintenance, safekeeping, and retention regulations for federally funded loans.
3. Employee Receivables
   1. Procedure for Withholding. Employee receivables (including student employees) may result from, among other things, traffic and parking fines, library fines, institution services or bad checks.
      1. In order to recoup the amount owed from the employee's paycheck, notice of intent to withhold must be sent to the employee by registered or certified mail, email, or personally delivered.
         1. The notice should inform the employee of the amount alleged to be owed and should specify that he may elect to pay the debt in full, authorize deductions from his paycheck or, if the employee is terminating, the check for accrued but unused annual leave, or contest the intent to withhold through an institutional or UAPA hearing.
         2. Subsequent to receiving a pre-deprivation notice of the debt owing, the employee, within 15 calendar days of receipt of such notice, must:
            1. Pay the debt in full;
            2. Authorize the institution to withhold a designated amount from each subsequent paycheck or, if the employee is terminating, from the accrued but unused annual leave until the debt is paid in full;
            3. Elect to contest the intent to withhold through an institutional hearing; or,
            4. Elect to contest the intent to withhold through a contested case hearing held pursuant to T.C.A. § 4-5-301, et seq.
      2. If the employee elects an institutional hearing, the employee shall appear on behalf of himself but is entitled to be advised by counsel.
         1. The Chief Business Officer of a campus or unit or their representative, or a representative of the department involved in the debt, shall be present to represent the institution.
         2. The case will be heard before one hearing officer designated to hear all cases on that date.
         3. The hearing officer must be an individual who is not so closely connected with the collection of the debt that they cannot render an unbiased and objective decision on the validity of the debt.
         4. Such hearing should be held within one week of the decision to elect the hearing.
         5. The hearing officer shall render a decision on the validity of the debt. If the debt is ruled valid, the debt shall be deducted from the employee's payroll check beginning at the end of the next appropriate pay period in accordance with deduction schedules.
         6. If the employee elects a UAPA hearing, the Office of General Counsel should be notified immediately.
         7. If the employee refuses to pay, authorize deduction, or specify or waive a hearing process, a UAPA hearing must be initiated.
         8. The employee's failure to appear at either an institutional or UAPA hearing will constitute default, or, if a prima facie case is presented that the debt is owed, it will be deemed valid; the appropriate deductions may then be made.
         9. Additionally, if a UAPA hearing, a Default Order must be issued.
         10. If the employee does not appeal the Default Order, funds may be deducted as specified.
   2. Limitations on Amounts to be Withheld. The deduction from any check shall not exceed the maximum deductible under state garnishment laws.
      1. The maximum amount of disposable earnings of an individual for any work week which is subjected to garnishment may not exceed:
         1. Twenty-five percent (25%) of his disposable earnings for that week; or
         2. Thirty (30) times the federal minimum hourly wage at the time the earnings for any pay period become due and payable, whichever is less.
      2. In the case of earnings from any pay period other than a week, an equivalent amount shall be in effect.
      3. These limits are applicable to retirement funds, but are not applicable to checks for accumulated annual leave.
      4. Additionally, the above limits do not apply to employee overpayments.
   3. Retirement Funds. If a former employee is found to owe a debt to the state, retirement funds may be utilized to pay off the amount owing to the extent permitted by Tennessee law.
      1. The same procedural steps outlined in III.A. for notice and the opportunity for a hearing must be followed.
      2. Accumulated retirement contributions of a former employee terminated for any reason and for which he has made application, or monthly benefits of a retired employee are subject to withholding to the extent permitted by Tennessee law.
      3. A copy of the final order resulting from an institutional or UAPA hearing, or a signed waiver of hearing and written agreement of the former employee authorizing deductions should be sent to the director of the retirement system along with a written request to withhold, specifying the reason for the claim and the total amount involved.
   4. Recovery of Overpayments to Employees. Unlike cases in which the employee owes the institution money, in instances of overpayments to employees there is no obligation to provide a hearing.
      1. The institution is obligated, however, to attempt to recoup the funds. The institution should advise the employee in writing of the overpayment and the institution’s proposed actions to correct the overpayment.
      2. The method of repayment will depend upon the amount of the overpayment, the time which has elapsed between the overpayment and its discovery, the hardship which immediate repayment might cause the employee because of amount of current salary and personal expenses, the culpability of the employees in not reporting the overpayment, and the longevity as well as the expectation that the employee will remain in state government until the repayment is completed.
      3. If a current employee receives overpayment, the refund may be made in one of the following ways:
         1. Repayment by the employee by cash or check; or,
         2. Adjustment of deductions to be made automatically from the employee's paycheck, either with a single deduction or a series of deductions made from each paycheck until the full amount is recovered.
         3. The amount of partial payments recovered by the latter method should be reasonable and systematic so that full recovery will be completed within the shortest period possible.
      4. If overpayment is discovered after the employee terminates employment with the state, an account receivable should be established.
         1. The former employee should be notified of the overpayment, the circumstances of the overpayment and a request that the employee contact the appropriate campus official.
         2. If the employee has not received his final paycheck, the appropriate deduction from that check can be made.
         3. If the final paycheck has been received, negotiations for reimbursement should be initiated.
         4. If repayment cannot be negotiated or collected, the account should be turned over to the collection agency.
         5. In the event collection is not possible, proper write/off procedures should be followed.
      5. In instances in which the employee has agreed to systematic deduction(s) from his paycheck(s), written authorization from the employee is encouraged.
      6. Each campus shall draft forms to document overpayments, the steps taken to recoup same, any negotiated repayment plan, the amounts received, and any write/off of the overpayment.
4. Dishonored Payments
   1. Enrollment Fees. Pursuant to the Board Policy on the Payment of Fees and Enrollment of Students (4:01:03:00), if any student tenders payment of fees by a check or credit card that is subsequently dishonored by the financial institution, and the payment is not redeemed in cash within the time period specified below, the institution has the option to not consider that student enrolled at the institution.
      1. At the discretion of the institution, the student may be considered enrolled and will be assessed the applicable returned check fee, the late registration fee, and will be denied grade reports, transcripts and future registration privileges until such dishonored check is redeemed.
      2. Institutions have the discretion to allow enrollment when the outstanding obligation is $200 or less.
      3. Institutions may deny future check writing privileges to students that have paid registration fees with checks that are subsequently dishonored.
      4. While institutions have discretion in how these situations will be handled, all students must be treated the same at that institution. 
      5. A student paying enrollment fees with a check that is dishonored must redeem the check within five (5) calendar days from receipt of the notice.
         1. Notice should be sent by the institution to the student no more than three (3) working days from receipt of notice of a bad check from the bank.
         2. Notice by certified mail is optional.
         3. The institution will have five (5) working days after the expiration of the five (5) calendar days to pursue any additional collection efforts deemed necessary.
         4. Immediately after the five (5) working days, the student will be deleted if the check has not been redeemed in full if that option is selected by the institution.
         5. Enrollment fees including returned check fees for students de-enrolled for bad checks should be reversed.
   2. Non-Student or Non-Employee. Any person other than a student or employee who tenders a check for payment for goods or services which is subsequently dishonored shall be given the opportunity to redeem the check and pay the amount due in cash. The person shall be given notice of the dishonored check, sent certified mail, demanding payment within five (5) days.
   3. Collection of Dishonored Checks. A check presented for payment of any goods or services which is subsequently dishonored shall be treated as an account receivable under Section II. Any transactions that have been processed should be reversed when possible and appropriate.
   4. Future Check-Writing. Receipt of one or more bad checks from any person may result in that person becoming ineligible to make payments by check thereafter, or to have any check cashed by the institution. A record of individuals who have written bad checks should be maintained.
5. Federal Loans
   1. Federal Regulations. Collection officers should be certain that they are consulting the most recent legal authorities concerning Federal loans. These authorities include interpretative materials, issues letters, manuals, Congressional Enactments and Federal Department of Education Regulations.
   2. Pre-Loan Counseling. Federal regulations require an institution to conduct entrance counseling to stress the importance of repayment, describe the consequences of default and emphasize the terms of repayment. An individual with Federal Regulations expertise should be available during and after the session to answer questions.
   3. Exit Interview. An individual or group exit interview must be conducted to discuss the borrower's financial responsibilities and to obtain updated information. Exit interview materials may be sent by certified mail to borrowers who do not attend the exit interview.
      1. The borrower should be provided with a copy of the note and two copies of the repayment schedule.
         1. These schedules can be provided either in person or by certified mail.
         2. The borrower should promptly sign and return one of the schedules to the institution.
         3. A minimum payment of $30 per month should be required for Perkins Loans made prior to October 1, 1992, $40 per month for Perkins Loans made after October 1, 1992, and $15 per month for Health Professions Student Loan (HPSL) and Nursing Student Loan (NSL) programs.
   4. Grace Period Notices. Contact with the borrower should be made during the initial and post-deferment grace periods.
      1. For a nine-month grace period, notices are required 90 days, 180 days and 240 days after the grace period begins.
      2. For a six-month grace period, notices are required at 90 days and 150 days.
      3. The last contact should coincide with the first billing notice.
   5. Billings. A written notice and statement of account should be sent at least 30 days before the first payment is due. If a coupon system is used, coupons should be sent instead of statements. Future statements should be sent at least 15 days before each payment is due.
   6. Late Payments or Delinquent. Three past due notices should be sent beginning when the debt is fifteen days past due. The second notice is sent 30 days from the first notice. A final demand letter should be sent within 15 days of the second past due notice. If all past-due follow-up procedures have failed to elicit a response, a telephone call is required within 30 days of the final demand letter.
   7. Cancellation or Deferments. An institution may postpone loan repayments for a 12 month period if the borrower will be providing services eligible for loan cancellation or deferment.
      1. Interest does not accrue and the loan is not considered delinquent when in a deferred status.
      2. The borrower must request deferment and cancellation status on an annual basis.
      3. If, at the end of the postponement period, the borrower does not qualify for cancellation or deferment, the postponed payments are due.
   8. Acceleration. The borrower must be given written notice of intent to accelerate at least 30 days in advance. This can be included in the final demand letter.
   9. Federal Loans Not Written Off. Annual collection efforts should be pursued for Federal loans that are not able to be written off or turned over to the U.S. Department of Education.
   10. Perkins Loans. The IRS/ED skip-tracing service should be used for Perkins Loans.
6. Collection Agencies
   1. General. The Tennessee Board of Regents shall provide, on a system-wide basis, collection services through one or more companies.
      1. The service should provide for the referral of all types of delinquent accounts and notes from the institutions to the designated company only after campus collection efforts have been exhausted.
      2. The terms of the contract and RFP govern all collection actions.
      3. Unless otherwise prohibited by law or regulation, any note, contract or lease which may result in accounts receivable to the institution should contain a provision pursuant to which the person will be responsible for the costs of collection and reasonable attorneys' fees in the event of default, and should further provide for the assignment of the account or note to the proper agency.
   2. Billing Services. Institutions may use an outside billing service to collect payments on accounts receivable. The service should be familiar with all provisions of loan programs and provide prompt, clear and accurate bills.
   3. Credit Bureaus. Institutions may report all loans when made to a credit bureau. The institution must obtain the borrower's consent to report loans not in default by including a statement in the promissory note or some other document that is signed by the borrower at the time the loan is made.
   4. Collection Agency. Accounts that are still delinquent 30 days after the final collection letter should be turned over to a collection agency. Receivables less than $100 are not required to be turned over to a collection agency.
   5. Reporting Requirements. The collection agency should be required to report the status of delinquent loans periodically to each institution and to the Tennessee Board of Regents.
   6. Revised Repayment Plan. A revised repayment plan agreement should be signed by the borrower if the borrower returns to repayment status.
   7. Recalling Accounts from Collection Agency. No account should be recalled from a collection agency other than debts eligible for deferment, postponement, cancellation, bankruptcy, death, disability or some other mitigating circumstance (institutional error, etc.).
      1. No account should be recalled in order for a borrower to re-enroll or obtain a transcript.
      2. A student who is currently assigned to a collection agency will be allowed to register if the student signs a repayment agreement that acknowledges they will not be allowed to graduate until the debt is paid in full. The student account will not be recalled from the collection agency.
      3. The borrower should pay the accelerated amount plus collection costs to the collection agency.
7. Litigation
   1. General. After all other attempts at collection have failed, the institution must authorize litigation of accounts of $2,000 or more providing litigation costs do not exceed the amount which can be recovered. Generally the collection services contract will provide for litigation when appropriate.
   2. Federal Loans. If a Federal loan cannot be litigated for any of the following reasons, it should be assigned to the U.S. Department of Education:
      1. Borrower has no assets;
      2. Address unknown;
      3. Debtor is incarcerated;
      4. Debtor is on Public Assistance;
      5. Unable to serve borrower with court papers;
      6. Litigation is in process and debtor skips;
      7. Expected cost of litigation exceeds amount to be recovered from borrower.
8. Bankruptcy
   1. General Information - Each institution shall designate a bankruptcy contact person to serve as a liaison between the institution and the Attorney General's office.
      1. Once notice of, or a petition for, bankruptcy is received, all collection efforts against the debtor must cease immediately.
      2. If the account is at a collection agency, the file must be returned to the institution immediately.
      3. The institution should immediately forward the file to the Attorney General's office with a Referral Form and the documentation specified on the Referral Form.
      4. The institution should also provide a copy of this information to the TBR General Counsel's office.
      5. The Attorney General's office will advise the institution when and if collection efforts may resume, depending on the debt's discharge ability.
         1. NOTE: Effective for actions filed on or after 5/28/91, the period during which an educational loan may not generally be discharged will increase from five (5) years to seven (7) years.
         2. This period is calculated from the date the loan first came due to the date the bankruptcy action was filed, exclusive of periods during which repayment obligations are suspended.
         3. Additionally, obligations to repay an "overpayment" of, or any other obligation to repay an "educational benefit" provided by a governmental unit or under a program funded by a government unit or non-profit institution will be excepted from discharge during the same seven year period under either Chapter 7 or 13 unless the borrower establishes that repayment constitutes undue hardship. 
   2. Chapter 7 (Liquidation) Upon receiving any notice of the filing of a petition, all collection efforts against the debtor must be suspended immediately until the bankruptcy has been discharged.
      1. Collection efforts may continue against an endorser.
      2. The institution shall immediately forward the file to the Attorney General's office with a Referral Form and the documentation specified on the Referral Form.
      3. A copy of this information should also be provided to the TBR General Counsel's office.
      4. Educational loans: If the date of bankruptcy filing is after the expiration of the exception period, the loan should be written off once the notice of discharge is received unless there is some other basis upon which to challenge discharge ability.
         1. The Attorney General's office will contact the institution to advise whether the debt is dischargeable.
         2. However, if there is an endorser, collection efforts may proceed against him.
         3. If the date of bankruptcy filing is before the expiration of the exception period, collection activity may be reinstated once the notice of discharge is received due to the self/executing nature of the exception unless the debtor has been able to establish discharge ability of the debt through an adversary proceeding.
         4. If the institution is served with a summons and complaint, the institution shall immediately fax to the Attorney General's bankruptcy unit a copy of the Summons and Complaint, the debt payoff amount, the date the note went into repayment, and any deferment and/or forbearance history.
         5. A copy of this information should also be provided to the TBR General Counsel's office.
      5. Other debts: The institution shall immediately forward the file to the Attorney General's office with a Referral Form and the documentation specified on the Referral Form.
         1. A copy of this information should also be provided to the TBR General Counsel's office.
         2. When the notice states "No assets," unless the institution is a secured creditor (in which case a proof of claim would have been filed), the debt must be written off once the Attorney General's office provides the institution with notice of discharge.
   3. Chapter 13 (Reorganization)
      1. NOTE: For petitions filed on or after 11/5/90, an educational loan is non-dischargeable if the loan first became due within five years calculated from the date the loan first came due to the date the bankruptcy action was filed, exclusive of periods during which repayment obligations are suspended.
      2. Effective for bankruptcies filed on or after 5/28/91, that same five (5) year period was increased to seven (7) years. See NOTE above for further details.
      3. Regardless of the date of filing or the nature of the debt owing, upon receiving any notice of the filing of a petition, all collection efforts against the debtor and endorser must cease immediately.
         1. The institution shall immediately forward the file to the Attorney General's office with a Referral Form and the documentation specified on the Referral Form.
         2. A copy of this information should also be provided to the TBR General Counsel's office.
         3. The Attorney General's office will advise the institution whether the debt is dischargeable and the extent to which collection activities may be reinstated.
      4. If the seven (7) year exception period applies and the debtor serves the institution with a summons and complaint the institution shall immediately fax to the Attorney General's bankruptcy unit a copy of the Summons and Complaint, the debt payoff amount, the date the note went into repayment, and any deferment and/or forbearance history.
         1. A copy of this information should also be provided to the TBR General Counsel's office.
      5. Other debts: The institution shall immediately forward the file to the Attorney General's office with a Referral Form and the documentation specified on the Referral Form.
         1. A copy of this information should also be provided to the TBR General Counsel's office.
         2. The Attorney General's office will advise the institution as to the discharge ability of the debt.
9. Write Offs
   1. Authority. The Tennessee Board of Regents and its institutions are authorized to write off uncollectible receivables pursuant to policies outlined in Chapter 0620-1-9 of the rules of the Department of Finance and Administration.
      1. This includes the write off of any account of five thousand dollars ($5,000) or greater and/or accounts aggregating twenty-five thousand dollars ($25,000) or more.
      2. Receivables submitted for write off must have been subjected to appropriate collection efforts in accordance with this guideline and institution procedures.
   2. Reserve. A reserve for doubtful accounts should be established for activities for which accounts receivable represent a material amount to the activity income.
      1. The reserve should be reported in the financial records of the institution.
      2. Receivables which prove to be uncollectible after prescribed collection efforts have been exhausted should be written off by a charge to the reserve for doubtful accounts after appropriate approvals are obtained.
   3. Approval. The proposed write offs must be approved by institution officials not directly involved in recording and collection of accounts receivable.
      1. The institution president and chief business officer should certify compliance with the prescribed statute and collection guidelines.
      2. The accounts submitted for write off should be single accounts of $5,000 or more and/or accounts aggregating $25,000 or more. The write off request summary and certification, along with a detailed list of the accounts, should be submitted to the Vice Chancellor for Business and Finance's office for approval.
      3. The write off request must be approved by the Chancellor or designee and General Counsel and forwarded by TBR for approval by the Commissioner of Finance and Administration and the Comptroller of the Treasury.
         1. TBR will send approved write offs to the institution for the appropriate accounting.
      4. Requests for the write off of single accounts of less than $5,000 and/or accounts aggregating less than $25,000 shall be approved at the institution level by the appropriate officials.
         1. These requests do not require additional approval by the Tennessee Board of Regents office or State Departments.
   4. State/TBR Employees. Any debtors identified by the TBR or State as employees with debts $50 and above will not be approved for write off.
      1. Information on the employing institution or agency will be returned to the institution for additional collection efforts.
      2. If the debtor is a state employee, the Chief Business Officer of the department employing the debtor should be notified.
      3. The department employing the individual will be responsible for taking the appropriate action to collect the debt.
      4. If the department is unsuccessful in collecting the debt, written notification will be sent to the institution.
         1. The written notification shall be submitted with the next write off request for approval.
      5. If the debtor works for another TBR institution, the Chief Business Officer of the employing institution should be notified and will be responsible for collecting the debts utilizing the steps in Section III, Employee Receivables, of this policy.
         1. Written notification should be sent to the requesting institution if collection efforts are unsuccessful.
         2. The written notification shall be submitted with the next write off request for approval.
         3. The institution may agree to payment through payroll deductions if the employee signs a payroll deduction authorization.
   5. Former TBR Employees. If a debt or obligation was incurred while a TBR employee, the debt constitutes an account receivable; refer to Section II.
   6. Holds on Written Off Receivables. A hold on transcripts and future registration will continue until the debt is cleared for former students whose receivables were written off if the debt was one-hundred ($100) dollars or more.
      1. Institutions will continue to withhold certificates of credit, diplomas, grade reports, and transcripts for these accounts until they are paid in full or meet the criteria established in T.C.A. § 49-9-108.
      2. A student who has prior outstanding debt and was not enrolled in the preceding semester (excluding summer semester) may execute a repayment agreement with the institution and be allowed to register. The repayment agreement will require that the debt be fully satisfied before a diploma or degree will be issued. A student may only ever execute one such repayment agreement with the institution.
10. Gramm-Leach-Bliley Act Contract Clause
    1. Include the standard language printed below in all future contracts with third party service providers that have access to the institution’s customers’ non-public financial information.
       1. “Throughout the term of this Agreement, Service Provider shall implement and maintain ‘appropriate safeguards,’ as that term is used in § 314.4(d) of the FTC Safeguard Rule, 16 C.F.R. § 314, for all ‘customer information,’ as that term is defined in § 314.2(b) of the FTC Safeguard Rule, delivered to Service Provider by Institution pursuant to this Agreement.
       2. The Service Provider shall implement an Information Security Program (‘the Program’) as required by the FTC Safeguard Rule.
       3. Service Provider shall promptly notify the Institution, in writing, of each instance of;
          1. Unauthorized access to or use of that nonpublic financial customer information that could result in substantial harm or inconvenience to a customer of the Institution; or
          2. Unauthorized disclosure, misuse, alteration, destruction or other compromise of that nonpublic financial customer information.
       4. Service Provider shall forever defend and hold Institution harmless from all claims, liabilities, damages, or judgments involving a third party, including Institution’s costs and attorney fees, which arise as a result of Service Provider’s failure to meet any of its obligations under this provision.
       5. Service Provider shall further agree to reimburse the Institution for its direct damages (e.g., costs to reconstruct lost or altered information) resulting from any security breach, loss, or alteration of nonpublic financial customer information caused by the Service Provider or its subcontractors or agents.
       6. Service Provider grants Institution the right to conduct on-site audits, as deemed necessary by the Institution, of the Service Provider’s Program to ensure the integrity of the Service Provider’s safeguarding of the Institution’s customers’ nonpublic financial information.
       7. Institution retains the right to unilaterally terminate the Agreement, without prior notice, if Service Provider has allowed a material breach of its Program in violation of its obligations under the GLBA, if Service Provider has lost or materially altered nonpublic financial customer information, or if the Institution reasonably determines that Service Provider’s Program is inadequate.
       8. Within thirty (30) days of the termination or expiration of this Agreement, Service Provider shall, at the election of Institution, either:
          1. Return to the Institution; or
          2. Destroy (and shall cause each of its agents to destroy) all records, electronic or otherwise, in its or its agent’s possession that contain such nonpublic financial customer information and shall deliver to the Institution a written certification of the destruction.” 

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.

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.

1. Policy

The Tennessee Board of Regents System (TBR) supports off-campus international educational programs, service, internship or courses as a valid and valuable part of undergraduate 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.

1. Protection of Human Subjects in Research
   1. Research involving human subjects must comply with the standards concerning the conduct of research involving human subjects established by the United States Department of Health and Human Services (DHHS) within the “Protection of Human Subjects” (Title 45 CFR, Part 46).
   2. This policy does not cover use of non-confidential data available under the Tennessee Public Records Act.
   3. Each institution, as well as the TBR system office, will place into effect an institutional review board (IRB) and the necessary procedures to ensure that the rights and welfare of human subjects are properly protected.
      1. Research involving human subjects conducted by personnel affiliated with the TBR system must be reviewed and, when appropriate, approved pursuant to 45 CFR 46.111 by all appropriate IRBs.
      2. Research conducted by persons not affiliated with TBR who are seeking to conduct human research utilizing individuals, groups, or existing confidential data within the TBR system must obtain IRB approval pursuant to 45 CFR 46 .111 from the appropriate institution where the research will be conducted.
      3. Researchers publishing data analyses or reporting from data obtained from the TBR System Office or TBR institutions, either electronically or in print, must comply with the federal guidelines in the protection of editable, small cell data, including but not limited to the federal Gramm Leach Bliley Act, 15 U.S.C. 6801-6809 (see TBR Guideline G-030, Section (III)(I)).
   4. All researchers utilizing students, faculty, or staff as research subjects/participants or student/faculty/staff personally identifiable data, within the TBR system, will submit requests for IRB approval to all relevant campuses and the TBR Office of Academic Affairs, as appropriate.
   5. If utilizing the Regents Online Degree Program (RODP) confidential data, the IRB request must be submitted to the TBR Office of Academic Affairs.
   6. All requests for TBR system confidential data by researchers (students, TBR personnel and non-TBR personnel) must be reviewed by the TBR IRB.
2. Policy for Use of Animals for Research
   1. Depending on the animal definition, the Guide for the Care and Use of Laboratory Animals (1996 or the most current version published by the Institute of Laboratory Animal Research, Commission on Life Sciences, National Research Council) and/or the Animal Welfare Act (Title 9 CFR Chapter 1 Subchapter A) shall be the criteria for researchers to follow regarding the humane treatment of animals for scientific research purposes throughout the TBR system institutions.
   2. Each researcher engaged in such research is personally responsible for obtaining, perusing, and applying the principles, standards, and procedures of the Guide.
   3. Individual campuses will be required to place into effect an Institutional Animal Care Use Committee (IACUC), if relevant.
      1. Campuses should review the United States Department of Agriculture (USDA) policy to determine the need for an IACUC.
      2. Campuses should be aware of the need to file an assurance with the agency prior to obtaining funds with said agency.
      3. Campuses should be aware that there are reporting requirements with the USDA for all animals that fall under its definition.
3. Technology Transfer
   1. TBR institutions must comply with federal laws concerning the protection of national security and military secrets by preventing foreign governments from accessing military and other technologies via the research processes of American universities.
   2. All institutions will have policies at the level appropriate for the specific institution in relation to the transfer of technology. These policies must comply with the provisions of the Arms Export Control Act, 22 U.S.C. 2778. 

Policy Provisions

 The Tennessee Board of Regents seeks to address the student success barrier and equity issues caused by continuously increasing textbook costs. Each institution governed by the Tennessee Board of Regents shall develop policies for minimizing the cost of textbooks and ancillary course materials. 

No provision in this policy shall have the effect of diminishing the academic freedom faculty possess in selecting materials for their courses.

1. Criteria for Selection
   1. An honorary degree is special and is awarded only in exceptional circumstances. Relatively few awards should be given by each institution and no more than two per year. No individual will be allowed to receive more than one honorary degree from the same institution.
   2. Current faculty, staff, and regents are not eligible. Faculty, staff, and regents who have been separated from the Tennessee Board of Regents at least three (3) years are eligible. Currently elected and/or appointed public officials and current candidates and/or nominees for public elective and/or appointed offices within the state of Tennessee are not eligible.
   3. Current or prospective benefactors of the institution are not eligible unless they meet criteria outlined in Section A. of the purpose of this policy.
   4. The degree awarded will meet the standards of the institution and will be awarded at its highest level, but not at a level which exceeds that awarded by the particular institution. Each institution may decide what to label the degree (Associate of ..., Master of...,Doctorate of ...). The degree is not to be granted for earned credit such as a PhD.
2. Guidelines
   1. Selection shall be made by a Selection Committee established on each campus by local institutional practices. The Selection Committee shall be comprised of no less than 50% faculty but should include staff and administrators.
   2. Nominations will be solicited from all sources. All deliberations will be confidential. Campus committees should use intense scrutiny of a nominee to ensure continued integrity of the award process. The recipient must attend graduation to be awarded the honorary degree.
   3. The president of the institution must approve any nominee for the honorary degree.
3. Authority
   1. Authority to award honorary degrees at all Tennessee Board of Regents Community Colleges is delegated to the presidents from the Tennessee Board of Regents.
4. Notification
   1. After the Presidents have informed the Vice Chancellor for Academic Affairs of the selected nominees for Honorary Degrees, the Vice Chancellor will review the recommended nominees for compliance with this policy and will forward a recommendation to the Chancellor. Upon approval by the Chancellor, the Presidents will notify recipients of honorary degrees.
5.  Exceptions
   1. No exceptions will be granted to this policy.
6. Policy Review
   1. The Awarding the Honorary Degrees policy will be reviewed every three years.

1. Requirements and Standards
   1. Distance education courses and programs offered by institutions governed by the Tennessee Board of Regents will meet the academic requirements and quality standards of the institution delivering the course. Institutions offering their courses through TNeCampus will meet the quality standards set forth by TNeCampus protocol.
2. Applicability of Board Policies
   1. Unless otherwise provided, all Board, accrediting agency, and institutional policies, standards, and guidelines for on-campus instruction apply to distance education instruction. 
3. Funding of Distance Education
   1. For the purpose of reporting and appropriations, no distinction shall be made between student credit hours generated through distance education and those generated through traditional on-ground instruction.
   2. Each institution engaging in distance education should budget for the acquisition and maintenance of distance education hardware, software, and related courseware and media, and shall maintain careful records of all operating costs.
4. Administration of Distance Education
   1. Teaching and learning delivered online must be offered using the TBR-contracted learning management system (LMS). Courses offered through the LMS that contain publisher courseware or synchronous delivery methods must initiate through the LMS, i.e., students will access the publisher material by way of system integration with the LMS or by direct links from the LMS.
   2. All TBR institutions will participate as partners in TNeCampus and abide by the policies and procedures established by TNeCampus governance and documentation. To this end, all partners must designate appropriate and participating representatives to the TNeCampus Oversight Committee, Curriculum Committee, Advisory Committee, and other governing committees, subcommittees, and councils. Institutions should offer to their students all TNeCampus courses that align with their local programs and curriculum (with the exception of courses for which there are no institutionally approved faculty). Institutions offering their own online courses may fill their sections first, but when their local sections are full, sections of TNeCampus courses must be offered as an alternative back up.
   3. Institutions should develop specialized policies and procedures relating to issues of distance education delivery and administration specified by this policy and other institutional policies. This policy and its procedures are intended to facilitate the implementation of distance education and address issues to be considered during the planning and delivery of such programs. In establishing policies and procedures, the following stipulations shall apply:
      1. Each distance education course offered by an institution must be consistent with the level, nature, and mission of that institution.
      2. When a course is offered online, it will carry the same code, title, and credit as other sections of that course and adhere to the same learning outcomes adopted and approved by the institution’s Curriculum Committee.
      3. Faculty teaching online courses fall under the same accreditation standards and requirements as those teaching traditional on-ground sections.
      4. Each online course must provide for student-to-student interaction, student-to-content interaction, and instructor-to-student interaction, as well as opportunities for self-reflection and timely feedback from faculty member(s) teaching the course and students. As appropriate, these interactions may be individual, group, or mixed and may take place electronically, e.g., by telephone, by email, by computer, or by interactive video or other internet technologies.
      5. Each online course must include an evaluation of the course, including evaluation of the delivery mode, in its procedures for monitoring and assessing student satisfaction.
      6. Each student enrolled in an online course shall have access to all the academic support services, instructional equipment and services, campus events, and other non-academic activities, which the teaching institution provides for other students. Support services may include but are not limited to academic advising, counseling, disability support services, library and other learning resources, tutoring services, and financial aid.
   4. Course developers and instructors of each online course must comply with federal guidelines for accessibility as directed by TBR policy, Section 508 of the Rehabilitation Act, and the Americans with Disabilities Act. Course developers and instructors utilizing materials that are not accessible must provide a written plan for alternate access and a plan for bringing the course into compliance.
   5. Institutions shall ensure compliance with all applicable copyright laws concerning the reproduction and use of printed and digital materials and the use and transmission of all media recordings, performances, or other protected works.
5. Program Planning and Implementation
   1. Institutional policies and procedures must contain a written statement of the purpose and goals of the distance education program and describe the assessment methods used to evaluate the success of the program in carrying out those goals and objectives. The following issues must be addressed as institutions plan and implement distance education programs:
      1. Faculty, administrators, and other support personnel involved in the development and implementation of distance education must have clearly defined roles, responsibilities, and duties.
      2. Faculty involved in distance education must receive specialized training in online teaching and learning practices and in the use of related technologies and the training must be refreshed regularly, as technology and best practices change.
      3. Institutions will determine teaching load equivalents and faculty compensation for distance education, including compensation for course development and course maintenance.
      4. At the discretion of the Chief Academic Officer, the overload policy for summer semesters for faculty teaching TNeCampus courses is a maximum of twelve (12) hours (four classes), if the additional course (three credit hours) is a TNeCampus course. The three (3) additional hours over nine for the TNeCampus course will be paid as overload hours versus the normal summer school rate. This is optional for campuses and the Chief Academic Officer must sign off on the request.
      5. The institution must make academic and administrative information available to online students. This information may include but is not limited to: exams, grading, student-faculty interaction, proctoring, the provision of support services, and registration and fee-payment procedures.
      6. Consortium agreements among two or more institutions for the procurement, development, production, or transmittal of online courseware and materials should always be considered.
      7. Whenever possible and to realize the greatest savings, the acquisition of technology, software, and other course related materials should be made through the Tennessee Board of Regents' Procurement, Contracts & Payment Services Division.