Policies and Procedures

Index

  1. General expectation of compliance with institutional policies
  2. Personal leave requests/notifications
    1. Office of Academic Affairs staff
    2. Administrative officers with multiple reporting lines
  3. Work-related/administrative leave requests
    (for approved work-related out-of-office assignments such as outreach functions, conferences, and professional development activities)
    1. Office of Academic Affairs staff
    2. Administrative officers with multiple reporting lines
  1. Travel
  2. Remote work
  3. Purchasing
  4. Hiring
  5. Budget preparation
  6. Org charts
  7. Web pages

 

General expectation of compliance with institutional policies

All Office of Academic Affairs personnel, including personnel in subsidiary units and teams (such as OIRE, OSSSE, TECHS, and the library) are expected to comply with Texas Tech Health El Paso policies and procedures.

 

Personal leave requests/notifications

Per HSCEP OP 70.01, “Employee leave is governed by Texas Tech University System Regulation 07.12".

Note: Per TTUS Regulation 07.12, vacation leaves are to be requested in advance and will be scheduled by the employee's administrative officer according to the needs of the department, with consideration for the employee's preference whenever possible.

Policies specific to the Office of Academic Affairs are as follows:

 

Office of Academic Affairs staff

    1. Personal leave requests: Whenever possible, leave should be requested as soon as it is anticipated and preferably at least two weeks in advance. All Office of Academic Affairs personnel shall send requests for personal leave of any type via their assigned employee/eRaider email account to:
      • Their direct supervisor (the person primarily responsible for reviewing and approving such requests and for reconciling your leave reports)
      • Their direct supervisor’s designated proxy for the management of leave requests and reports

        All such requests shall also be copied (Cc…) to:
      • The executive associate for the Office of Academic Affairs (as designated by the vice president for academic affairs) – currently Veronica Rodriguez (rodriguez@ttuhsc.edu)

        Leave request emails shall include:
      • The type of leave requested (with documentation if required per institutional policy)
      • The dates of leave requested and the total number of hours to be taken from the designated leave category
      • Attestation by the employee that they have checked their leave balances via the Web Raider system and confirmed their eligibility for the requested leave

        In addition, employees are expected to identify and outline their recommendations for any significant role-related tasks or events that may need to be reorganized, rescheduled, or missed due to the requested leave.

    2. Supervisor replies: Supervisors (or their designated proxies) shall reply to leave requests via their assigned employee/eRaider email account within 2 business days with notification of approval, denial, or a request for additional information. Replies shall be sent to:
      • The employee making the request
      • The direct supervisor’s designated proxy for the management of leave requests and reports (or vice versa as indicated)

        All such replies shall also be copied (Cc…) to:
      • The executive associate for the Office of Academic Affairs (as designated by the vice president for academic affairs) – currently Veronica Rodriguez (rodriguez@ttuhsc.edu)

    3. “Minor increments” (as defined by TTUS regulation 07.12): In general, exempt employees who have otherwise worked 40 hours in a workweek do not need to record minor increments of vacation or sick leave (3 hours or less); but the exempt employee is responsible for securing approval from their supervisor prior to taking such leave. An employee’s regular work hours and schedule are set, and may be temporarily adjusted, in accordance with applicable University operating policies and with the approval of the employee’s supervisor.

    4. Master calendar: A master calendar of leave requests and approved leaves will be maintained by the executive associate for the Office of Academic Affairs (excluding “minor increments” as described under subsection iii above). All leave requests and approved leaves are to be recorded on this calendar, and the calendar is to be shared with all supervisors with responsibility for managing leave requests and reports. Master calendar entries will include only the employee’s name, the leave type, and the leave schedule (time and/or dates). All other related documentation will be retained by the employee’s designated supervisor and treated as confidential.

      It is important that all leaves be appropriately processed according to this office policy, because this master calendar will serve as the official record for the reconciliation of leave reports submitted by Office of Academic Affairs personnel.

 

Administrative officers with multiple reporting lines

    1. Personal leave requests: Whenever possible, leave should be requested as soon as it is anticipated and preferably at least two weeks in advance. All administrative officers who report directly to the vice president for academic affairs (or their designee) shall send requests for personal leave of any type via their assigned employee/eRaider email account to:
      • The vice president for academic affairs
      • The executive associate for the Office of Academic Affairs (as designated by the vice president for academic affairs) – currently Veronica Rodriguez (rodriguez@ttuhsc.edu)
      • Any other direct supervisors (and their relevant designees) related to other formally established reporting lines (such as department chairs and department administrators for those with faculty appointments)

        Leave request emails shall include:
      • The type of leave requested (with documentation if required per institutional policy)
      • The dates of leave requested and the total number of hours to be taken from the designated leave category
      • Attestation by the employee that they have checked their leave balances via the Web Raider system and confirmed their eligibility for the requested leave

        In addition, the requestor is expected to:
      • Identify and outline their recommendations for any significant role-related tasks or events that may need to be reorganized, rescheduled, or missed due to the requested leave.
      • Request that their other supervisor(s), or their relevant designee(s) reply with their approval, denial, or a request for additional information – and to copy the vice president for academic affairs and the executive associate for the Office of Academic Affairs (Veronica Rodriguez, rodriguez@ttuhsc.edu)

    2. Supervisor replies: The vice president for academic affairs (or their designated proxy) shall reply to leave requests via their assigned employee/eRaider email account within 2 business days with notification of approval, denial, or a request for additional information. Replies shall be sent to:
      • The administrative officer making the request
      • The executive associate for the Office of Academic Affairs (as designated by the vice president for academic affairs) – currently Veronica Rodriguez (rodriguez@ttuhsc.edu)
      • Any other direct supervisors (and their relevant designees) related to other formally established reporting lines (such as department chairs and department administrators for those with faculty appointments)

        Leave requests shall not be considered approved until all of the requestor’s supervisors (or their relevant designees) have replied and approved.

 

    1. “Minor increments” (as defined by TTUS regulation 07.12): See section 2.A.iii above (the same applies for administrative officers reporting to the vice president for academic affairs).

    2. Master calendar: See section 2.A.iv above (the same applies for administrative officers reporting to the vice president for academic affairs). To allow reconciliation across offices/units, the master calendar will be shared with the other supervisors (and/or their relevant designees) of administrative officers reporting to the vice president for academic affairs who have multiple appointments and reporting lines.

    3. Alternatively, for direct reports with multiple reporting lines whose leave report oversight authority in Banner is assigned to another supervisor, the Office of Academic Affairs will arrange to receive a copy of all such leave reports for review and reconciliation with Office of Academic Affairs records. Any inconsistencies will be resolved in consultation with the supervisor who is assigned the relevant oversight authority in Banner.

 

Work-related/administrative leave requests

(for approved work-related out-of-office assignments such as outreach assignments, conferences, and professional development activities)

Whenever possible, requests for work-related/administrative leave (for work-related out-of-office events such as outreach assignments, conferences, and professional development activities) should be submitted for approval in advance and as soon as possible.

Work-related/administrative leave requests (for approved work-related out-of-office assignments such as outreach assignments, conferences, and professional development activities) will be recorded and tracked by the executive associate for the Office of Academic Affairs using the same master calendar as described in section 2.A.iv above.

Office of Academic Affairs staff

    1. All work-related/administrative leave requests (for work-related out-of-office events such as outreach functions, conferences, professional development activities) are to be submitted in advance.
    2. Requests shall be submitted and managed as per the process for personal leave requests outlined in section 2.A above and, in addition, the request should outline the anticipated nature of the assignment, benefit to the Office of Academic Affairs, costs and funding sources, and any relevant logistical information (required equipment and support, travel plan, etc.).
    3. Approval of work-related/administrative leave requests is separate and distinct from any other administrative processes that may be required (such as for travel). It is the requestor’s responsibility to comply with all related policies and procedures. The executive associate for the Office of Academic Affairs is the primary contact for related questions or concerns: Veronica Rodriguez (veronica8.rodriguez@ttuhsc.edu).

 

Administrative officers with multiple reporting lines

    1. All work-related/administrative leave requests (for work-related out-of-office events such as outreach functions, conferences, professional development activities) are to be submitted in advance.
    2. Requests shall be submitted and managed as per the process for personal leave requests outlined in section 2.B above and, in addition, the request should outline the anticipated nature of the assignment, benefit to the Texas Tech Health El Paso, costs and funding sources, and any relevant logistical information (required equipment and support, travel plan, etc.).
    3. Approval of work-related/administrative leave requests is separate and distinct from any other administrative processes that may be required (such as for travel). It is the requestor’s responsibility to comply with all related policies and procedures. The executive associate for the Office of Academic Affairs is the primary contact for related questions or concerns: Veronica Rodriguez (veronica8.rodriguez@ttuhsc.edu).

      Requests shall not be considered approved until all of the requestor’s supervisors (or their relevant designees) have replied and approved.

 

Travel

Institutional policies: See operating policies, series (79) – Travel.

All official travel by Office of Academic Affairs personnel or administrative officers reporting to the vice president of academic affairs must be pre-approved and administered in accordance with the institutional policies regarding travel. Employees requesting approval and administrative support for official travel should discuss this with their immediate supervisor and utilize the designated travel support person for their unit. Otherwise, the executive associate for the Office of Academic Affairs, Veronica Rodriguez (veronica8.rodriguez@ttuhsc.edu), is available to assist with official travel-related concerns.

 

Remote work

Institutional policies: Per HSCEP OP 70.60, remote work, as applicable to non-faculty employees, is governed by Texas Tech University System Regulation 07.13.

All remote work by personnel in the Office of Academic Affairs and/or reporting directly to the vice president for academic affairs, whether “ongoing” or “other” per TTUS Regulation 07.13, and whether involving non-faculty or faculty employees, is subject to pre-approval by the vice president for academic affairs. In general, remote work is discouraged and approval is reserved for exceptional circumstances and situations of specific and compelling institutional benefit. Inquiries should be directed to the executive associate for the Office of Academic Affairs, Veronica Rodriguez (veronica8.rodriguez@ttuhsc.edu).

 

Purchasing

Institutional policies: See operating policies, series (72) – Purchasing.

Responsibility for guidance, oversight, and process improvements in relation to purchasing for offices/units within or reporting to the Office of Academic Affairs is designated to Jaime Monardes, Senior Director/Business Officer (jaime.monardes@ttuhsc.edu). For assistance, contact Mr. Monardes.

 

Hiring

Institutional policies: There are many institutional policies that relate to the creation of positions and recruitment of employees. See operating policies, available here, series (70) – Human Resources. Of particular note, see: HSCEP OP 70.24, Creating a New Position in a Budget; Creating a New Position Title in the Pay Plan; and Reclassifying an Existing Position Title; and HSCEP OP 70.11, Appointments to Non-Faculty Positions.

All hiring, and any creation of new positions by offices/units within or reporting to the Office of Academic Affairs requires prior approval by the vice president for academic affairs and the senior director/business officer for the Office of Academic Affairs. Inquiries should be directed to the executive associate for the Office of Academic Affairs, Veronica Rodriguez (veronica8.rodriguez@ttuhsc.edu).

 

Budget preparation

Responsibility for guidance, oversight, and process improvements in relation to budget preparation and business processes for offices/units within or reporting to the Office of Academic Affairs is designated to Jaime Monardes, Senior Director/Business Officer (jaime.monardes@ttuhsc.edu). For assistance, contact Mr. Monardes.

 

Org charts

Org charts for offices/units within the Office of Academic Affairs, as used to describe units and to facilitate institutional understanding and administration, are subject to review and approval by the vice president for academic affairs, and approved versions are posted on the Office of Academic Affairs org charts webpage. Supervisors are expected to periodically review their org charts, or portions thereof, and to contact the vice president of academic affairs if any updates or modifications are indicated. For assistance, contact Veronica Rodriguez, Executive Associate for the Office of Academic Affairs (veronica8.rodriguez@ttuhsc.edu).

Offices/units not directly administered by the Office of Academic Affairs, but whose senior officer reports directly to the vice president for academic affairs (such as OIRE, OSSSE, TECHS, and the library) shall ensure that a copy of their current official org chart is on file with the Office of Academic Affairs, and shall notify the vice president of academic affairs and the executive associate for the Office of Academic Affairs of any proposed changes prior to implementation. For assistance, contact Veronica Rodriguez, Executive Associate for the Office of Academic Affairs veronica8.rodriguez@ttuhsc.edu).

 

Web pages

The web pages for offices/units within the Office of Academic Affairs are subject to review and approval by the vice president for academic affairs. Supervisors are expected to periodically review the web pages related to their roles and responsibilities and to contact the vice president of academic affairs if any updates or modifications are indicated. For assistance, contact Veronica Rodriguez, Executive Associate for the Office of Academic Affairs (veronica8.rodriguez@ttuhsc.edu).