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HOP Procedures

In compliance with the Rules and Regulations of The University of Texas System Board of Regents, UTB has prepared rules and regulations for the governance of the University in the form of the UTB Handbook of Operating Policies (HOP). These rules and regulations are subject to the approval of the UT System Executive Vice Chancellor for Academic Affairs and they should not conflict with any part of the UT System Board of Regents’ Rules and Regulations. If a conflict arises between any provision in the UTB HOP and any provision in the UT System Board of Regents’ Rules and Regulations, the provision in the UT System Board of Regents’ Rules and Regulations will take precedence.

Provisions within the UTB HOP are periodically modified by the University as the need arises. Any proposal to create or revise a provision in the UTB HOP must follow the procedure described below:

REVISIONS:

Changes to Existing Policies
To update or revise a current policy, obtain an electronic version of the policy from the HOP SharePoint site. All members of Provost Council, their assistants and those with direct responsibility to update policies have access to the HOP SharePoint site. Anyone else needing access to the site can request access by contacting the Office of the VPBA at 956-882-3898. Once an electronic file has been obtained, make the necessary updates using the “Track Changes” feature in MS Word and follow the HOP Layout Guidelines.

Creating New Policies
Create new policy in MS Word following the HOP Layout Guidelines. Use the “Track Changes” feature so that the entire policy appears as an insertion (underlined).

Review Process:

Once revisions are made or the new policy is written, the department must take the policy through the internal review process. This process should be followed even if a policy is reviewed and no changes are being proposed to ensure that the review date on the policy is updated.

After all necessary internal approvals have been obtained, the revised or proposed policy should be forwarded to the Office of the VPBA along with the Policy Checklist. The Policy Checklist lists all the groups that approved the policy and the corresponding dates. A separate Policy Checklist is required for each policy.

Depending on the scope and nature of the proposed changes, the policy may be presented for approval to the following groups: Student Government Association, Staff Senate, Academic Senate, and Dean’s Council. Regardless of the proposed changes, all policies must be approved by Provost Council.

When policies are ready to be presented to Provost Council (PC), contact the Provost Office to add an item to the agenda. In order to allow the members of PC an opportunity to review the policies prior to the meeting, distribute the policy to PC via email no later than the Monday of the week of the meeting.

Office of the VPBA Responsibilities:

When policies are received by the Office of the VPBA, the policy is prepared for submission to the UT System Office of General  Counsel (OGC). Once approval from OGC has been received, the Office of the VPBA informs the respective department, posts the policy on the HOP website, and sends a notice to the campus.

Contact Information

For additional information and guidance, please contact the Office of the Vice President for Business Affairs at 956-882-3898.

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