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Office of General Counsel Policies & Guidelines

Policy Number: 
B-020
Policy/Guideline Area: 
Business and Finance Guidelines
Applicable Divisions: 
TCATs, Community Colleges, Universities
Purpose: 

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

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

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

Definitions: 
  • Definitions of Educational Business Activity and Auxiliary Enterprises are given as part of the guideline.
Policy/Guideline: 
  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, his or her 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.
Sources: 

May 22, 1979 SBR Presidents meeting. Revised July 1, 1984; February 16, 1988; November 8, 2006; Revised at Presidents Meeting, February 4, 2014.

Policy Number: 
B-010
Policy/Guideline Area: 
Business and Finance Guidelines
Applicable Divisions: 
TCATs, Community Colleges, Universities, System Office
Purpose: 

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

Definitions: 
  • Disposable earnings - means that part of the earnings of an individual remaining after the deduction from those earnings of any amounts required by law to be withheld.
Policy/Guideline: 
  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 he or she is 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. Traffic and parking fines;
        3. Library fines;
        4. Bad checks;
        5. Contracts;
        6. Property rental; 
        7. Damage, loss, or liability to the institution by others; and 
        8. 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 an apartment 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 greater than $100, 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 $100 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. Pursuant to T.C.A. § 49-9-108, diplomas, transcripts, certificates of credit or grade reports will not be issued until the student involved has satisfied all debts or obligations owed to the university, community college or college of applied technology.
      1. This statutory limitation shall not apply to debts or obligations:
        1. Of less than twenty-five dollars ($25.00) that are more than ten (10) years old.
        2. 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.
    6. Enrollment and Outstanding Debts or Obligations. A student must pay any past due debts and obligations incurred in prior academic terms before being permitted to register.
      1. Additionally, all known debts and obligations incurred during the current term must be paid prior to a student being allowed to pre-register for any future terms.
        1. Institutions have the discretion to allow enrollment when outstanding obligation is $200.00 or less.
        2. Institutions will continue to withhold diplomas, transcripts, certificates of credit or grade reports until the student involved has satisfied all debts or obligations or meet the criteria established in T.C.A. § 49-9-108, as stated in E.1 and E.2, above.  
    7. Aging. All receivables should be aged at least annually.
    8. 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 his/her 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 he/she 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 his/her 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. Rent Collections
    1. The terms of the lease should be consulted in the event of failure by the tenant to timely pay rent.
    2. In counties with populations more than 200,000 according to the 1970 federal census, the Tennessee Residential Landlord and Tenant Act (the ACT) applies and provides, at T.C.A. § 66-28-505, that upon noncompliance with the rental agreement, the landlord shall deliver a written notice to the tenant specifying the noncompliance and stating that the rental agreement will terminate upon a date not less than thirty (30) days after receipt of the notice.
      1. If the noncompliance is not remedied in fourteen (14) days, the rental agreement shall terminate as provided in the notice.
      2. If the tenant remits the rental but subsequently again fails to pay rent within a 6 month period, the rental agreement may be terminated upon at least fourteen (14) days written notice specifying the noncompliance and the date of termination of the rental agreement.
      3. In counties where the Act applies, written notice is required when rent is unpaid unless otherwise specifically waived in a written rental agreement.
      4. In counties where the Act does not apply, it will provide guidance concerning landlord/tenant issues.
        1. Generally, the length of the notice period equals the rental period, for example, 30 days’ notice is required where rent is due monthly.
        2. In the event the rent remains unpaid at the end of the month, the institution should proceed with an action to evict the tenant.
        3. The Office of General Counsel may be notified to provide any required assistance in the proceedings.
        4. Accrued rents which are unpaid shall be treated as accounts receivable of the institution; refer to Section II.
  6. 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.
  7. 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. The borrower should pay the accelerated amount plus collection costs to the collection agency.
  8. 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.
  9. 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 dischargeability.
        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 dischargeability.
        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 dischargeability 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 dischargeability of the debt.
  10. 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 or director 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 twenty-five (25) dollars or more.
      1. Institutions have the discretion to allow enrollment when the outstanding obligation is $200 or less.
      2. 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.
  11. 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.” 
Sources: 

November 16, 1977, TBR presidents meeting. Revised July 1, 1984. Revised May 17, 1988.  Revised May 12, 1992.  Revised August 9, 1994, TBR presidents meeting.  Revised November 9, 1994, TBR presidents meeting.  Revised May 14, 1996, presidents meeting.  Revised August 25, 1998, presidents meeting. Revised May 11, 1999, presidents meeting.  Revised May 21, 2001 presidents meeting.  Revised May 16, 2006 presidents meeting.  Revised November 8, 2006 presidents meeting; Presidents Meeting August 19, 2008; Presidents Meeting November 5, 2008; Presidents Meeting, May 21, 2013; Presidents Meeting February 2, 2016.

Policy Number: 
2:08:30:00
Policy/Guideline Area: 
Academic Policies
Applicable Divisions: 
TCATs, Community Colleges, Universities
Purpose: 

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.

Policy/Guideline: 
  1. Recruitment and Admission of Students
    1. TBR institutions that choose to contract with any organization, agency, or agent which recruits international students on a per capita fee basis must either use agents vetted through a recognized professional group or base the payment of recruitment fees upon a successful matriculation outcome.
    2. TBR institutions will accept international students for admission to their programs according to TBR Policy 2:01:00:00, established academic criteria and such other requirements as the U.S. Department of Homeland Security may impose upon non-immigrant foreign nationals, excluding from such decisions any economic benefit, which may accrue, to the institution or the system.
    3. Admission Standards
      1. All TBR institutions will seek reasonable and appropriate consistency in determining admissions standards for degree-seeking students, including use of the TOEFL (Test of English as a Foreign Language) or IELTS (International English Language Testing System) scores, transfer credit policies, transcript evaluation, recognition of degrees from foreign institutions, and the like, recognizing that differential policies in such areas may damage the academic credibility of the TBR System.
    4. Student Financial Matters
      1. All TBR institutions will establish reasonable and appropriate consistency in determining procedures for tuition payment, acceptance deposits, and other financial matters, taking into account the logistical constraints, which may be posed by international currency transfers.
    5. Student Discipline
      1. All TBR institutions shall inform international students regarding the student conduct and disciplinary policies.
      2. The customs of the international student’s home country shall not, in most instances, be a defense to violations of student conduct and discipline policies.
  2. Academic Support and Other Services
    1. Orientation
      1. Institutions that receive international students must provide an orientation program that specifically addresses the particular needs of those individuals.
    2. Health Insurance
      1. Every international student will enroll in annual health insurance coverage contracted by the TBR, unless a waiver is granted for comparable or superior coverage.
      2. The premium for such insurance will be added to the student's regular institutional billing for tuition, fees, and services.
      3. Institutions must inform international students of all required immunizations at time of admission.
    3. Student Privacy and Foreign Students
      1. The Federal Educational Rights and Privacy Act (FERPA) permits institutions to comply with information requests from the Department of Homeland Security (DHS) and its Immigration and Customs Enforcement Bureau (ICE) in order to comply with the requirements of the Student and Exchange Visitor Information System (SEVIS).
    4. English Proficiency
      1. An offer of admission for a degree-seeking student must not be made when it has been verified that a student does not have adequate English proficiency for the individual institution.
      2. Postponement of admission pending improvement of English skills is preferable to failure or delays in time to degree due to language deficits.
        1. Any TBR institution that conditionally admits students with English proficiency performance below established standards must provide either an appropriate, professionally staffed ESL program or provide access to such a program to remedy such deficiencies.
          1. Students will pay fees for such programs, if not otherwise provided by standard institutional tuition.
          2. Institutions should establish mandatory standard proficiency levels which are expected in order for students conditionally admitted due to language deficiencies to achieve unconditional admission.
    5. Academic and Logistical Accommodation of Foreign Students
      1. TBR institutions must provide international students with fair and reasonable access to classes, housing, and other programs and services, recognizing that normal domestic deadlines and procedures for their delivery may require modification in order to accommodate the extended timeframe often created by the international admissions process.
Sources: 

Board Meeting March 26, 2009; TBR Board Meeting December 2, 2010.

Policy Number: 
2:08:20:00
Policy/Guideline Area: 
Academic Policies
Applicable Divisions: 
Community Colleges, Universities
Purpose: 

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.

Policy/Guideline: 
  1. The Responsibilities of the Faculty and Academic Staff
    1. Faculty and academic staff abroad must adhere to the following:
      1. Policies - Are governed by the same policies that define faculty and academic staff rights and responsibilities on the home campus.
      2. Compliance with the Law/Awareness of Customs - Must act in accordance with the laws of the host country, and should make themselves aware of the local customs.
      3. Deliver Value - Must be willing, upon return to the home campus, to provide the broadest value to the institution of the time spent abroad.
      4. Adherence to Guidelines - Engaged in faculty exchanges must be familiar with TBR Guideline A-051 Faculty Exchange.
      5. Contracting Requirements- Faculty and staff shall adhere to all applicable contracting requirements, including appropriate contract approval and legal review.
  2. The Responsibilities of the Institution and the System
    1. Orientation - The institution, also known as the home institution, must provide orientation and training for faculty or academic staff with international program responsibilities abroad.
    2. Academic Freedom - The home institution must seek to extend the same rights, responsibilities, and protections of academic freedom that apply on the home campus.  Institutions shall, however, inform faculty that the host institution has the right to determine the ultimate parameters of academic freedom involving that faculty member’s presence on the host campus, including the classroom.
    3. Incentives to Pursue and Accept Assignments Abroad - The TBR and its institutions must consider ways to provide incentives for faculty and academic staff to accept professional assignments abroad. Such measures may include, but are not limited to, policies on retirement and fringe benefits; replacement of instruction for academic departments when faculty are on international assignment; and consideration of international activities during tenure and promotion evaluations.
  3. Host Country Considerations
    1. To promote the free exchange of ideas and knowledge, there shall be no restrictions placed on the destinations of faculty or academic staff who engage in legitimate research or teaching, participate in technical assistance projects, consulting, or academic conferences, or engage in similar activities appropriate to their professional development with the exception of nations where the U. S. Department of State currently advises against travel or tourism by Americans.
Sources: 

Board Meeting March 26, 2009

Policy Number: 
2:08:10:00
Policy/Guideline Area: 
Academic Policies
Applicable Divisions: 
TCATs, Community Colleges, Universities
Purpose: 

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

Policy/Guideline: 
  1. Introduction
    1. All international education programs or courses operated, sponsored or approved for academic credit by any TBR institution are expected to maintain standards of quality in the delivery of instruction, support services, and administration which are consistent with educational excellence.
    2. In general, programs or courses operated or sponsored by or in combination with any TBR institution abroad shall be:
      1. Within the scope of the mission of the institution;
      2. Integrated into the undergraduate and/or graduate curricula of the sponsoring institution;
      3. Feasible and sustainable;
      4. Subject to regular, periodic evaluation and assessment according to the institution's normal review procedures for academic programs; and
      5. In compliance with all applicable federal and state laws and regulations.
    3. In addition, programs or courses operated or sponsored by any TBR institution abroad shall adhere to the specific policies listed below.
    4. All institutions and TBR sponsored consortia must develop structures for international education programs or courses to be approved by the home institution.
    5. Memorandum of Understanding or Agreement related to international studies requires approval of the institutional Chief Academic Officer, President or the President’s Designee.
    6. All approvals must be forwarded to the TBR Vice Chancellor of Academic Affairs upon completion.
  2. Types of Programs
    1. Institutions may sponsor and administer their own international programs and/or courses or participate in partnerships with international institutions or consortia to offer opportunities for global study to their students.
      1. Institutions must establish policies regarding enrolling TBR students and awarding credit in a timely fashion to these students for international education programs or courses.
      2. Institutions must have in place a policy regarding the acceptance of international transfer credit.  Only credit from institutions recognized by their country’s ministry of education must be considered acceptable to transfer.
      3. Institutions must have policies regarding the enrollment, awarding and transfer of credit for their students matriculating in another TBR or non-TBR affiliated institution or consortia.  The institution must also have policies for non-TBR students matriculating in institutional courses or TBR related consortia.
      4. Non-institutional faculty must meet SACS standards.
  3.  Defining Roles
    1. Individuals who are approved to participate in, and travel with, international education programs sponsored by TBR institutions include enrolled students, program directors, group leaders, and other faculty or staff from the institution, except for the following:
      1. Individual institutions must establish policies as to the suitability of accompanying spouses and minor children of participants.
  4. Safety and Welfare of Participants
    1. Safety Considerations Involving Travel
      1. Institutions should not permit travel to countries or portions of countries where the U. S. Department of State currently advises against travel or tourism by Americans.
      2. Institutions may further restrict travel where, in their opinion, the U.S. Department of State or other credible authority has identified safety risks.
        1. Institutions must develop a policy for terminating an existing program if the situation arises where student and/or faculty are in danger. Program participants including faculty, staff, and students must be informed that any program may end in such an event.
    2. Conduct and Discipline Issues
      1. Institutions must develop new and/or employ existing policies for student conduct which clarify the grounds for which a participant can be disciplined for misconduct during the program or course.
      2. The sanction for misconduct may result in any reasonable option, up to and including removal from the program.
    3. Orientation Guidelines
      1. Institutions must establish written guidelines for orientation of students, faculty, program directors and group leaders in international programs or courses.
    4. Emergency Response Plan
      1. Institutions must have emergency response plans in place for international programs to facilitate swift action by program directors or group leaders, faculty, student and consortia (if relevant) in the event of emergencies affecting multiple participants, the entire program (natural or human disasters such as earthquakes, flood, hurricane, fire, nuclear incident; political/civil unrest, terrorist activity or threat), assault (physical or sexual) or death, health or psychiatric emergencies, missing participants, arrest, and incapacitated program directors or group leaders.
      2. Emergency response plans must be filed at the home institutions and the TBR Office of Academic Affairs and periodically updated.
      3. All program directors and group leaders must be trained on emergency and crisis management procedures by the institution or the consortia offering the international education program.
    5. Travel Alerts
      1. Within six weeks prior to travel for an international program or course, institutions must disclose to participants U.S. State Department Consular Information Sheets and Public Announcements or Travel Alerts and crime and safety reports from the Overseas Security Advisement Council as well as essential health and safety considerations, including the Center for Disease Control Travel Information Health Recommendations.
      2. During the overseas program or course offering, institutions should monitor and evaluate any new information and report to the Program Director, as appropriate.
    6. Information to be Provided to Students
      1. Institutions must establish policies and procedures to inform participants who enroll in international opportunities that it:
        1. Cannot guarantee or assure the safety of participants or eliminate all risks from the international education environments.
        2. Cannot monitor or control all of the daily personal decisions, choices, and activities of individual participants.
        3. Cannot assure that U.S. standards of due process apply in overseas legal proceedings or provide or pay for legal representation for participants.
        4. Cannot assume responsibility for the actions of persons not employed or otherwise engaged by the program sponsor for events that are not part of the program or that are beyond the control of the sponsor, or for situations that may arise due to the failure of a participant to disclose pertinent information.
        5. Cannot assure that home-country cultural values and norms will apply in the host country.
        6. Cannot assure that U.S. standards of hygiene, medical practice, food and product safety will apply in the host country.
    7. Insurance Coverage
      1. Institutions are responsible for informing participants about the coverage, availability, mandatory purchase of accident and health insurance and medical evacuation and repatriation insurance prior to departure for any international education program either through the TBR insurance program or other insuring parties.
      2. Institutions must provide information on available medical care in the host country; if available medical care is a cause for concern, participants must be informed.
    8. Proof of Acceptance
      1. Students must provide documentation of acceptance into international education programs to the student’s financial aid office as requested and establish policies for payment schedules for tuition and program fees which take in consideration both the disbursement schedule of financial aid monies and the departure dates for international education programs.
  5. Recruitment, Admission, Orientation, Participation, and Re-entry
    1. Admission/Educational Standards
      1. Institutions must have educational standards for all students whether from TBR institutions or from outside who elect to study in an international setting.
      2. Each institution will develop minimum GPA requirements, selection criteria, and enrollment status for students studying internationally either independently or in international education programs.
      3. Credit is offered for individual courses within international education programs with the full measure of demand and academic rigor, not merely for the purpose of travel or touring in a foreign location.  Institutions must establish a comprehensive policy on the transfer of credit and transcript evaluation from international institutions.
      4. TBR System institutions, in consultation with faculty and departments, will grant appropriate academic credit for coursework successfully completed on educational programs abroad which they operate or sponsor.
      5. Each TBR institution will inform participants as completely and accurately as possible as to the process that it follows in awarding credit for international education and provide academic advising to facilitate integration of coursework abroad with a participant’s major field and degree requirements.
        1. Individual institutions must have policies as to the acceptability of academic courses completed in an international setting to the major field requirements.
        2. Institutions must have grade appeal policies in place to assist students wishing to appeal an unsatisfactory grade or removal from an academic course taught in an international setting by non-TBR faculty.
      6. All international study offerings including study-abroad programs awarding academic credit to students enrolled in TBR institutions or consortia within or outside the TBR system must comply with regional accreditation and/or TBR standards.
        1. Institutions must ensure that global study opportunities regardless of the provider equate in contact hours with those expected of students matriculating at the home institution per TBR instructional hour policy.
      7. Institutions must establish an equivalency for international study courses offered by the institution itself or through an international education program, TBR sponsored or external consortia, or international institution in order to offer credit at the home institution. 
    2. Students with Disabilities
      1. TBR institutions shall attempt to work with institutions abroad to provide reasonable access for students with disabilities.
      2. Institutions shall inform students that it cannot, however, guarantee any particular access.
    3. Student Conduct and Discipline
      1. Institutional policies regarding student conduct apply to TBR students registered for credit regardless of their attendance at one of the TBR campuses in Tennessee or while participating in international opportunities.
      2. All participants, whether enrolled for credit or not, must attend a program pre-departure and on-site orientation, including emergency contact information and repatriation information including issues relevant to the culture, social and health conditions of the host country, in addition to information about  registration, fee payment and reenrollment, as appropriate.
      3. All international education programs must brief program participants regarding student conduct expectations including but not limited to alcohol and drug use, visitation, prohibited locations, and abuse of laws and customs of the country to be visited.
      4. A student’s removal from an international program may be conducted in accordance with TBR Policy 3:02:00:01 General Regulations on Student Conduct and Disciplinary Sanctions and/or the host institution policies on student conduct, whichever is more conservative in keeping with Policy 3:02:01:00 Due Process.  Students should become familiarized with the host institution’s policies governing student conduct, and a discussion of such policies should be a part of the student’s orientation session.
    4. Academic and Logistical Program Assessment
      1. TBR institutions will assess both academic and logistical aspects of study abroad programs which they operate or sponsor.
    5. Media Inquiries
      1. Each institution will establish policies for media inquiries regarding any incident involving a TBR institution faculty, staff or student involved in any TBR endorsed international education experience.
      2. The media policy must require that administrators consult Chief Student Affairs Officers and/or legal counsel regarding the release of student information on student records in accordance with the Federal Educational Rights and Privacy Act (FERPA).
  6. Establishing a Memorandum of Understanding (MOU) or Memorandum of Agreement (MOA)
    1. Contracting with Institutions Abroad
      1. Individual institutions and TBR sponsored consortia shall establish guidelines for the contracting with potential institutions abroad, including appropriate legal review.
      2. Partner universities may be proposed by anyone in the institution but the decision to pursue a formal agreement with any institution abroad must be supported by the Chief Academic Officer, President of the institution, or the President’s designee.
      3. Institutions must have an official, written agreement with institutions abroad or consortia prior to commencing an international studies program and such agreement must be reviewed by legal counsel prior to its execution.
  7. Host Country Consideration
    1. To promote the free exchange of ideas and knowledge, no restrictions shall be placed on the establishment or maintenance of programs in other countries based on the political, religious, racial, ethnic, or ideological characteristics of a host country or its government.
  8. Financial Management
    1. Financial Policies
      1. Institutions must establish financial policies specific to international education programs using approved state accounts, with appropriate management and auditing procedures.
    2. Employee Compensation/Benefits provided by Program Abroad
      1. A program shall provide upon request disclosure of any benefits provided to any employee of a TBR institution which are paid for or subsidized by participant fees or secured from any vendor that is providing services to students.
    3. Emergency Reserve/Contingency Fund
      1. Each institution shall maintain a reserve/contingency fund deemed adequate in response to the international activity level of the institutions in order to respond to emergencies and unforeseen problems of students, faculty, and staff engaged in TBR sponsored or supported international programs or courses.
    4. Contracting-Legal Review
      1. As state-assisted public universities and community colleges, TBR institutions will exercise reasonable care in contracting with any institution or entity associated with international education/travel programs to ensure compliance with TBR policies and promote the best interests of the students and TBR.
      2. All contracts must conform to Tennessee State law, TBR policy and institutional policy, including legal review.
      3. Contracting issues shall be discussed at orientation sessions offered to faculty, staff and students.
    5. Fiscal, Management and Educational Standards
      1. Individual institutions must have fiscal, risk management and educational standards for international education programs whether offered by the institution through consortia or other arrangement.
        1. Institutions are responsible for determining if there are additional demands for international education programs in any specific location or for any specific field unmet by any TBR institution or affiliate program.
        2. Institutions must consider affordability including startup costs, convenience and stability of a site when developing an international education program.
        3. Each institution must establish and include in their general student information published policies which allow students to register for classes, earn credit, obtain financial aid, pay tuition and international education fees, and to obtain refund and or withdraw for all international education programs.
        4. Institutional policies must be established including deadlines for the collection of tuition and fees from TBR students for international education and the transfer less the administrative fee to the TBR related consortium.
        5. Institutions must make appropriate arrangements to use existing accounting and reporting procedures for all international travel for program directors or group leaders.
  9. Evaluation
    1. Program and Course Evaluation
      1. Individual institutions shall establish an evaluation for individual courses and for all international education programs to determine the continued academic value and financial viability of each program.
      2. Course evaluation procedures and measures must be the same or equivalent to those of the home institution.
      3. At a minimum the program evaluation must include perceived strengths and weaknesses, the projected and actual costs of the program, both in terms of financial cost and in-kind costs contributed by the program director and program staff, program enhancements or improvements needed, strategies for improvement and lessons learned that can be a good tool for future Program Directors or Group Leaders.
      4. The evaluation should include student assessments, as appropriate, as well as a full evaluation completed by the Program Director or Group Leader.
Sources: 

Board Meeting, March 26, 2009

Policy Number: 
2:08:00:00
Policy/Guideline Area: 
Academic Policies
Applicable Divisions: 
TCATs, Community Colleges, Universities
Purpose: 

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

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

Policy/Guideline: 
  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. 
Sources: 

New Policy approved at TBR Board Meeting September 25, 2009

Policy Number: 
2:07:00:00
Policy/Guideline Area: 
Academic Policies
Applicable Divisions: 
TCATs, Community Colleges, Universities
Purpose: 

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.

Policy/Guideline: 
  1. Policy Development Provisions for All Institutions
    1. Each institution governed by the Tennessee Board of Regents shall develop policies for minimizing the cost of textbooks and ancillary course materials.
    2. The Tennessee Board of Regents hereby establishes certain minimum requirements each institution shall follow in developing institutional policies consistent with the provisions of this policy.
    3. Institutional policies shall require that:
      1. Faculty members submit lists of required textbooks and course materials to any on-campus bookstore in a timely manner so that the bookstore can ensure that textbooks and other course materials are available when courses begin.
      2. Students have access to information regarding required and supplementary course materials through viable channels, including the institution's website, before courses begin. This information must include, but is not limited to, the International Standard Book Number (ISBN).
      3. Any on-campus bookstore disclose to faculty members on a per course basis the costs to students of purchasing the required textbooks and course materials and that faculty members affirmatively acknowledge the price of the textbooks and materials before an order is completed.
      4. Faculty members consider practices that reduce the cost of course materials, such as adopting the least expensive option from the available products that meet the requirements of the course. Bundled materials should only be considered if they deliver cost savings to the students. (Note: "bundled" means a group of objects joined together by packaging or required to be purchased as an indivisible unit).
      5. Any on-campus bookstore selling textbooks to students as part of a bundled package also provide students the option of purchasing the textbooks and other study products separately from each other, if possible.
      6. Any on-campus bookstore actively promote and publicize book buy-back programs.
      7. Copies of textbooks are made available for student use at no cost through the academic department or through the institution's library; provided, that such textbooks have been furnished at no charge by the publisher for this purpose.
      8. All textbook inventory and monitoring by any on-campus bookstore as set forth through these policies shall be accomplished by existing bookstore staff.
  2. Institutional Policy Approval
    1. In developing policies for minimizing the cost of textbooks and ancillary course materials, an institution shall follow its established policy development and approval process.
    2. The institution policy, complete with processes, cost minimization strategies, and monitoring procedures, must be forwarded to the Tennessee Board of Regents Office of Academic Affairs for review and approval.
Sources: 

Tennessee Board of Regents meeting, September 27, 2007

Policy Number: 
2:06:00:00
Policy/Guideline Area: 
Academic Policies
Applicable Divisions: 
Community Colleges, Universities
Purpose: 

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

The purpose for awarding honorary degrees is threefold:

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

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

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

Policy/Guideline: 
  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 universities and 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 recipients for Honorary Degrees, the Vice Chancellor will review the recommended candidates 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.
Sources: 

Board Meeting December 3, 2004; Approved by Board on March 27, 2008 to take effect on July 1, 2008; Board meeting March 25, 2010

Policy Number: 
2:05:00:00
Policy/Guideline Area: 
Academic Policies
Applicable Divisions: 
TCATs, Community Colleges, Universities, System Office
Purpose: 

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

Definitions: 
  • Distance education occurs when there is a physical separation of the teacher and learner and when communication and instruction take place through, or are supported by, any technological means such as telephone, radio, television, computers, satellite delivery, interactive video, or any combination of present and future telecommunication technologies.
Policy/Guideline: 
  1. Requirements and Standards
    1. Distance education offered by institutions governed by the Tennessee Board of Regents will meet the academic requirements and quality standards of the institution delivering the course.
  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.
    2. Applicable Board policies include, but are not limited to:
      1. Policy 2:01:01:00 Academic Program Approval
      2. Policy 2:03:00:00 Admissions
      3. Policy 2:03:01:01 Undergraduate Academic Retention Standards
      4. Policy 3:05:01:00 Regulations for Classifying Students In-State and Out-of-State for the Purposes of Paying College or University Fees and Tuition for Admission Purposes
      5. Policy 5:02:02:10 Faculty Rank and Promotion at Tennessee Colleges of Applied Technology
      6. Policy 5:02:02:20 Guidelines for Faculty Promotion Recommendations at Tennessee Board of Regents Universities
      7. Policy 5:02:02:30 Guidelines for Faculty Promotion Recommendations at Tennessee Board of Regents Community Colleges
      8. Policy 4:01:03:00 Payment of Student Fees and Enrollment of Students
      9. Guideline A-020 Inter-institutional Relationships and Off-Campus Offerings
  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 on-campus instruction.
    2. Each institution engaging in distance education should budget for the acquisition and maintenance of distance education hardware and courseware and shall maintain careful records of all operating costs.
  4. Administration of Distance Education
    1. Institutions should develop specialized policies and procedures relating to issues of distance education delivery and administration specified by this policy, Guideline A-070, accreditation criteria, and other institutional policies. TBR Guideline A-070 is intended to facilitate the implementation of this policy and covers issues to be considered during the planning and delivery of distance education programs.
    2. Institutions shall ensure compliance with all applicable copyright laws concerning the reproduction of printed materials and the use and transmission of films, filmstrips, videotapes, recordings, performances, or other protected works.
Sources: 

TBR Meeting, September 30, 1983; TBR Meeting, September 21, 1990; TBR Meeting, September 17, 1993.

Policy Number: 
2:04:00:05
Policy/Guideline Area: 
Academic Policies
Applicable Divisions: 
TCATs
Purpose: 

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

Policy/Guideline: 
  1. Introduction
    1. Catalogs primarily serve as the publications which provide a comprehensive description of the educational and training services of postsecondary technology centers.
    2. While catalogs should reflect the unique characteristics, purposes and programs of each center, there are certain subject areas and types of information which are common among all center catalogs.
    3. In addition, there are certain types of information which should be included within catalogs to comply with accreditation standards, Board policies, and federal and state laws and regulations.
  2. General Provisions
    1. Coordination of Publication
      1. In order to affect economy in the use of school resources and printing, the Chancellor shall coordinate the development and publication of the schools' catalogs.
    2. Printing, Retention and Filing
      1. Every effort should be made to minimize the cost of printing and reproducing copies of the catalogs.
      2. All printing and reproduction services should be procured pursuant to competitive bidding laws, policies and procedures, and the number of copies should be reasonably related to the actual needs and demands of the center.
      3. A minimum number of copies of the catalog for each year shall be maintained as a permanent record of the center; permanent record copies may be maintained on microfilm.
      4. Three (3) copies of the centers' catalog for each year shall be filed with the Chancellor.
    3. Limitations and Reservations on Scope
      1. Each catalog should clearly reflect the academic terms to which it is applicable, and no catalog should cover a period in excess of two (2) years.
      2. Each catalog should clearly express the effective period during which the diploma and certificate requirements set forth in the catalog shall remain in effect, subject to changes as provided herein, which period shall not exceed two (2) years from the beginning of the first academic term covered by the catalog in question.
      3. Each catalog shall contain a statement equivalent to that attached hereto as Exhibit A, providing that the course offerings, diploma and certificate requirements of the center are continually under examination and revision.
      4. The catalog is not intended to state contractual terms and does not constitute a contract between the student and the center.
  3. Minimum Standards of Content
    1. Calendar
      1. Each catalog should contain the calendar for each academic term to which it is applicable, which calendar should include, but is not limited to:
        1. the procedure and date to withdraw from the center,
        2. dates for applications for diplomas and the period of final examinations.
      2. The calendar should contain a statement that the calendar is subject to change at any time prior to or during an academic term due to emergencies or causes beyond the reasonable control of the center, including severe weather, loss of utility services, or orders by federal or state agencies.
    2. Listing of Administrators, Faculty and Staff
      1. The catalog should contain an appropriate listing of the chief administrators and other appropriate members of the professional staff of the center.
    3. Listing of Diploma and Certificate Programs
      1. Each catalog should contain a concise listing of all diploma and certificate programs offered by the center which have been approved by the Board.
      2. No program for which approval is pending shall be printed in the catalog.
    4. Admissions
      1. The catalog should contain the general admissions policy for the center and any special admissions policies for specific programs of the center.
    5. Academic Retention and Readmission
      1. Each catalog shall contain the academic retention standards of the center, and the policy on readmission of students who have been dismissed, or suspended.
      2. School retention and readmission standards must be approved by the Chancellor and the Board.
    6. Academic Regulations
      1. The catalog should contain the general academic regulations of the center, including policies concerning class attendance, full-time and maximum course loads, withdrawals, and alternative methods of obtaining credit for training.
    7. Curriculum
      1. The catalog need not contain course descriptions of all or any courses offered by the center.
      2. When course descriptions are not contained in the catalog, the center shall maintain a permanent file of course descriptions which are adequate to inform students of course content.
      3. Course descriptions may be published in the catalog or in any other format appropriate for distribution to students and other interested persons.
      4. All course descriptions should clearly and accurately describe the contents of courses, and should not contain any representations of the result to be expected from enrollment in the courses.
      5. The catalog and other published material concerning all center offerings on and off campus should accurately and honestly reflect the academic resources of the center.
    8. Diploma and Certificate Requirements
      1. The diploma and certificate requirements of the center for all programs should be included in the catalog.
      2. For each program the catalog should reflect the total number of hours required and the proficiency standards to be attained.
      3. Where applicable, required hours in related studies and other areas should be included.
    9. Financial Aid
      1. The catalog should contain information concerning financial aid policies and programs offered by or through the center, and the financial aid policies of the center should be clearly expressed and openly published, and should contain both general and specific requirements.
      2. The catalog need not contain the information required by federal laws and regulations concerning financial aid programs, provided such information is available upon request by any student.
    10. Privacy
      1. The catalog shall contain the policies and procedures of the center developed to implement the Family Educational Rights and Privacy Act of 1974 and the regulations promulgated thereunder.
    11. Nondiscrimination
      1. The catalog shall contain appropriate statements concerning the policies of the center against discrimination on the basis of race, color, national origin, religion, sex, handicap, or veteran status, consistent with federal laws and regulations.
Sources: 

TBR Meeting, September 30, 1983; December 15, 1989

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