Communication with Governmental Agencies UPPS No. 06.02.01
Issue No. 4
Effective Date: 10/30/2006
Review: December 1 E6Y
01. POLICY STATEMENTS
01.01 The
importance of prompt and accurate communications with state and other
governmental agencies makes it desirable that the University promulgate
standard procedures and guidelines for communicating with these agencies. This
UPPS is designed to help university personnel communicate with representatives
of governmental agencies and avoid confusion and misleading information.
01.02 Related
Laws and Policies: Additional information and guidance for complying with
requests for information may be found in UPPS No. 01.04.00,
Appropriate Release of Information.
02. GENERAL GUIDELINES AND DEFINITIONS
02.01 For
purposes of this UPPS, the terms set forth below have the following
definitions:
a. "Routine
contacts" are communications made regularly in the course of university
business pursuant to an established written procedure.
b. "Exceptional
contacts" are communications other than routine contacts. They are
concerned with a particular end, purpose or case at hand and are not made
regularly in the course of university business pursuant to an established
written procedure.
c. "Governmental
agency" means:
1) All
departments, offices, boards, and agencies of the
2) All other
state-supported institutions of higher education;
3) Members of the
Legislature of the State of
4) Members of
the United States Congress and their representatives.
5) The term
does not include, however, the Board of Regents, Texas State University System;
individual Regents; or System Office employees. Section 2 of Chapter III of the
Rules and Regulations of
the Board of Regents, Texas State University System, contains the policy
with which the University functions.
d. "University
business" is the operation of the University in carrying out its mission.
All communications described in this UPPS refer to those made in the course of
university business.
02.03 Only the
Board of Regents, Texas State University System, the
03. PROCEDURES FOR HANDLING ROUTINE CONTACTS
03.01 University
faculty and staff employees receiving routine contacts and requests for
information from persons representing governmental agencies should comply with
those requests promptly, fully and accurately.
03.02 University
faculty and staff employees may initiate routine contacts and requests for
information with persons representing governmental agencies.
04. PROCEDURES FOR HANDLING EXCEPTIONAL CONTACTS
04.01 University
faculty and staff employees receiving exceptional contacts or requests for
information from persons representing governmental agencies should comply with
those requests unless to do so would:
a. Without
authorization, purport to commit the University to a particular course of
action, position or policy;
b. Be unlawful
or otherwise exceed the scope of authority of the university employee. (See UPPS No. 01.04.00,
Appropriate Release of Information).
c. Violate the
standards of conduct for university employees established by the Board of
Regents, Texas State University System; or
d. Require
substantial research or interfere materially with the university employee's
discharge of his or her duties and responsibilities.
04.02 If
complying with an exceptional request would commit the University to a
particular course of action, position, or policy, or is otherwise outside the
scope of authority of the employee, the employee should explain his or her lack
of authority to the requestor, and refer the requestor to the person with
authority to comply with the request. If the employee is not sure which office
is best able to assist, he or she should refer the requestor to the
04.03 If
complying with an exceptional request would be unlawful or would materially
interfere with the employee's duties, the employee should courteously explain
that he or she must clear the request with his or her supervisor before
responding.
04.04 When
university faculty or staff employees receive an exceptional contact or
request, they should summarize the contact for their immediate supervisors, and
forward the summary through channels to the appropriate vice president.
04.05 University
faculty and staff employees may initiate exceptional contacts with state
agencies provided those contacts do not:
a. Without
authorization, purport to commit the University to a particular course of
action, position, or policy;
b. Otherwise
exceed the employee's scope of authority;
c. Violate the
standards of conduct for university employees established by the Board of
Regents, Texas State University System.
04.06 In all
cases in which university faculty or staff employees initiate exceptional
contacts or requests, they should, whenever practical, clear that contact or
request with their supervisor in advance. When advance clearance is not
practical, they should summarize the contact, in a timely manner, to their
supervisors, and the contacts should be explained through channels to the
appropriate vice president.
05. REVIEWERS OF THIS UPPS
05.01 Reviewers of this UPPS include the following:
Position Date
University Attorney December
1 E6Y
06. CERTIFICATION STATEMENT
This
UPPS has been approved by the following individuals in their official
capacities and represents
University
Attorney; senior reviewer of this UPPS
Special
Assistant to the
President