University Policies
Sam Houston State University’s policies provide the framework for consistent, transparent, and effective operations across all areas of campus life. Explore the official guidelines that support our academic, administrative, and operational excellence.
University policies are essential to maintaining a safe, equitable, and well-functioning environment for students, faculty, staff, and partners. These procedures ensure that decisions are made with clarity and accountability, and that SHSU continues to operate in alignment with its mission and values. Whether you're reviewing academic standards, administrative protocols, or operational procedures, this resource is here to guide you.
Sections Contacts
For questions or updates related to specific policy areas, please contact the designated liaison:
- Administrative – McCartney Johnson
- Academic Affairs – Sumanth Yenduri
- Research & Sponsored Programs – Chad Hargrave
- Finance & Operations – Amanda Withers
- Division of Information Technology – Heather Thielemann
- Integrated Marketing Communications – Jeff Harris
- Student Affairs – Dannie Moore
- University Advancement – Matt Bethea
Forms & Policy Updates
To request additions or changes to a policy:
- Prepare the desired text changes in Word format.
- Forward the document and request to the President's Office, Box 2026.
- Approval by the President's Cabinet is required before further action.
Once approved:
- Notify the contact person for your section to update the online file.
- If no changes are needed after review, email the section liaison to update the review date.
For questions or comments regarding Administrative Policies and Procedures, email the contact for the relevant section.
Policy Template: Policy Template: Pre-25
Administrative
| Policy Name | Policy ID | Link to Policy |
|---|---|---|
| Delegation of Authority | PRE-05 | |
| Campus Closures Policy | PRE-07 | |
| Granting of the Honorary Doctorate Policy | PRE-09 | |
| Signatures for Internal Transactions Policy | PRE-18 | |
| Tobacco Policy | PRE-19 | |
| Open Records Policy | PRE-20 | |
| Summer Camp Policy | PRE-21 | |
| Public Art Policy | PRE-23 | |
| Gift Card Policy | PRE-24 | |
| University Policies | PRE-25 | |
| Concealed Carry Policy | PRE-26 | |
| Drone or UAS Operational Guidelines | PRE-27 | |
| Service and Emotional Support Animals Policy | PRE-28 | |
| Non-Discrimination Policy | PRE-29 | |
| SHSU Physicians Policy - Patient Privacy and HIPAA | PRE-30 | |
| Pregnant & Parenting Students | PRE-31 | |
| Prohibited Initiatives - Diversity, Equity, and Inclusion | PRE-32 | |
| Data Governance Policy | PRE-33 | |
| Expressive Activity Policy | PRE-34 | |
| Records Retention Schedule | N/A |
Academic Affairs
| Policy Name | Policy ID | Link to Policy |
|---|---|---|
| Course Prerequisites | 100428 | |
| Appointment, Workload, and Evaluation of Chairs | 110511 | |
| Market Adjustments in Salary | 110720 | |
| Faculty-Led Study Abroad and Study-in-USA Courses | 130424 | |
| Academic Policies | 210216 | |
| Exclusion of Initial Core Mathematics Course | 210302 | |
| Modified Instructional Duties for Significant Life Events | 210505 | |
| Responsible and Ethical Conduct of Research | 221114 | |
| Inventions, Discoveries, and Patents | 230229 | |
| Ownership of Copyrighted Works | 230301 | |
| Curriculum Development and Revision | 240305 | |
| Determination of Semester Credit Hours | 240401 |
Research & Sponsored Programs
| Policy Name | Policy ID | Link to Policy |
|---|---|---|
| IACUC General Policy | 140212 | |
| IACUC - Approval of Animal Use Protocols | 140214 | |
| IACUC - Euhanasia of Research Animals | 140215 | |
| IACUC - Standard Procedures for Rodent Surgery | 140216 | |
| IACUC - Post-Approval Monitoring | 140217 | |
| IRB Submission and Pre-Review | 140422 | |
| Exempt Review Procedures | 140423 | |
| Expedited Review Procedures | 140424 | |
| Review of Research by the Convened IRB | 140425 | |
| IRB Actions and Communications | 140426 | |
| Event Reporting - Unanticipated Problems Involving Risks | 140427 | |
| Suspension and Termination of IRB-Approved Research | 140428 | |
| Course Projects Guidelines/Faculty Assurance | 140429 | |
| Conflicts of Interests in Research | 950809 |
Finance & Operations
| Policy Name | Policy ID | Link to Policy |
|---|---|---|
| Risk Management | RM-1 | |
| Sexual Misconduct | - | |
| TSUS Sexual Misconduct Policy and Procedures | - | |
| Food Service | FO-20 | |
| Alcohol | FO-70 | |
| Mail Service | FO-AUX-0 | |
| Book Store | FO-AUX-02 | |
| Banking Procedures | FO-03 | |
| Funds Acceptance Deposit | FO-10 | |
| Checking Accounts | FO-14 | |
| Check Printing Disbursement | FO-54 | |
| Identity Theft Prevention Program | FO-57 | |
| Ach Wire | FO-67 | |
| Budget Procedures Guidelines | FO-05 | |
| Legislative Appropriations Request | FO-25 | |
| Clery Campus Security Authorities | FO-64 | |
| Business Continuity | FO-68 | |
| Foreign Advisories | FO-71 | |
| Slow Moving Vehicle Procedures | - | |
| Annual Reports | FO-02 | |
| Change Fund | FO-12 | |
| Sales Tax | FO-40 | |
| Resale Items Purchased | FO-51 | |
| Agency Funds | FO-59 | |
| Property Department Scrap Metal Sales | FO-73 | |
| Transfer & Disposal of Surplus Property | FO-74 | |
| How to Sell Live Animals | FO-75 | |
| Budget and Budget Revisions | FO-ORA-04 | |
| Budget and Expenditure Monitoring Policy | FO-ORA-08 | |
| Building Maintenance & Repair | FO-FM-06 | |
| Building Modifications | FO-FM-07 | |
| Building, Office and Room Security | FO-FM-09 | |
| Keys | FO-FM-24 | |
| Vehicle Fleet Management | FO-FM-45 | |
| Space Management | FO-FM-60 | |
| Building Liaison | FO-FM-61 | |
| Fleet Vehicle Rental Program | FO-FM-65 | |
| Check Cashing and Returned Payments | FO-13 | |
| Fiscal Year | FO-18 | |
| Moving Expenses | FO-29 | |
| Non-Business Use of Telephones & Fax Machines | FO-30 | |
| Distance Learning Fee | FO-55 | |
| Endowment Spending Policy | FO-66 | |
| Certification Pricing Authorization Policy | FO-69 | |
| Communication Device | FO-50 | |
| Personnel Action Forms | FO-PAY-01 | |
| Employee Miscellaneous Deduction from Payroll | FO-PAY-02 | |
| Payroll Direct Deposit | FO-PAY-06 | |
| Retroactive Payroll | FO-PAY-11 | |
| Social Security Number | FO-PAY-16 | |
| Student FICA | FO-PAY-21 | |
| Timesheets and Leave Reports | FO-PAY-26 | |
| Special Manual Check | FO-PAY-30 | |
| Essential Personnel Reporting Requirements | FO-PAY-35 | |
| Patient Collection Policies | FO-PC-01 | |
| Financial Management of Patient Accounts | FO-PC-02 | |
| Patient Refunds | FO-PC-03 | |
| Collecting & Posting Time of Service Payments | FO-PC-04 | |
| Video Surveillance | FO-62 | |
| Micro-Mobility Devices | FO-72 | |
| Disposition of Equipment Acquired by Federal Funds | FO-52 | |
| Policies for Property | FO-PRO-23 | |
| Risk Management | RM-1 | |
| Student Charges and Fee Payments | FO-SFS-01 | |
| Collection of Past Due Receivables | FO-SFS-02 | |
| Fiscal Responsibility of Student Accounts | FO-SFS-03 |
Human Resources
| Policy Name | Policy ID | Link to Policy |
|---|---|---|
| Equal Opportunity Employer | HR-22 | |
| Child Abuse Reporting and Training | HR-18 | |
| Classification, Evaluation and Salary Administration of Non-Faculty Jobs | HR-02 | |
| Conflict of Interest | HR-01 | |
| Contract Labor and Independent Contractors | HR-03 | |
| Criminal Background Checks | HR-19 | |
| Dependent Scholarship Program | HR-15 | |
| Dispute Resolution and Formal Grievance | HR-06 | |
| Drug and Alcohol Testing for Positions Requiring Commercial Driver’s License (CDL) | HR-24 | |
| Drug Free Work Place | HR-23 | |
| Employee Development | HR-12 | |
| Employee Leaves | HR-04 | |
| Employee Relations and Discipline | HR-07 | |
| Employee Resource Groups | HR-09 | |
| Hiring International Workers | HR-11 | |
| Holiday and Skeleton Crew Days | HR-08 | |
| Multiple State Employment | HR-25 | |
| New Employee Benefits Orientation | HR-14 | |
| Retirement Benefit Programs | HR-10 | |
| Separation of Employment | HR-26 | |
| Student Employment Policy | HR-27 | |
| Talent Acquisition | HR-20 | |
| Telecommuting Arrangements | HR-17 | |
| Workers’ Compensation Insurance and Return to Work Program | HR-13 | |
| Workplace Accommodations | HR-05 | |
| Work Schedules & Employee Compensation | HR-16 | |
| Workplace Violence | HR-21 | |
| Workplace Violence – Threat Assessment Form | HR-21 | |
| Workplace Violence – Threat Assessment Flowchart | HR-21 | |
| Employee Merit | HR-28 |
Procurement
| Policy Name | Policy ID | Link to Policy |
|---|---|---|
| Expenditures | FO-15 | |
| Fees for Professional Licenses | FO-16 | |
| Purchase of Food, Flowers, Promotional Items and Gifts | FO-19 | |
| Merchandise Purchased by Employees | FO-27 | |
| Membership Fees | FO-36 | |
| Direct Pay | FO-63 | |
| P-Card | FO-PUR-08 | |
| General Travel | FO-TR-01 | |
| Lodging | FO-TR-02 | |
| Overnight Travel Meal Reimbursement | FO-TR-03 | |
| Mileage | FO-TR-04 | |
| Non-Overnight Travel Meal Expenses | FO-TR-05 | |
| Spousal Travel | FO-TR-06 | |
| Student Travel with Faculty/Staff | FO-TR-07 | |
| Student Travel | FO-TR-08 | |
| Travel Advance | FO-TR-09 | |
| Travel Card | FO-TR-10 | |
| Foreign Travel | FO-TR-11 | |
| Travel Authorization | FO-TR-12 | |
| Expense Certification Policy | FO-TR-13 |
Information Technology
| Policy Name | Policy ID | Link to Policy |
|---|---|---|
| Policy Compliance | IT-00 | |
| User Accounts Management Policy | IT-01 | |
| User Accounts Password Policy | IT-02 | |
| Acceptable Use Policy | IT-03 | |
| Virtual Private Network Access Policy | IT-04 | |
| Data Access Review Policy | IT-05 | |
| Data Classification Policy | IT-06 | |
| Technology Incident Management Policy | IT-07 | |
| System Development & Acquisition Policy | IT-08 | |
| Digital Encryption Policy | IT-10 | |
| Data Backup Policy | IT-11 | |
| Network Use & Vulnerability Assessment Policy | IT-12 | |
| Technology Security Training Policy | IT-13 | |
| Server Administration Policy | IT-14 | |
| Media Sanitization Policy | IT-15 | |
| Non-Disclosure Agreement Policy | IT-16 | |
| Risk Assessment Policy | IT-17 | |
| IT Administrator/Special Access | IT-18 | |
| Authorized Software Policy | IT-19 | |
| Electronic Communication Policy | IT-20 | |
| Firewall Policy | IT-21 | |
| Identification/Authentication Policy | IT-22 | |
| Intrusion Detection/Prevention & Security Monitoring Policy | IT-23 | |
| Malicious Code Policy | IT-24 | |
| IT Physical Access & Environmental Policy | IT-25 | |
| Portable Computing Policy | IT-26 | |
| Privacy Policy | IT-27 | |
| Third Party Access Policy | IT-28 | |
| Application Security Policy | IT-29 | |
| Data Security for Online & Mobile Applications Policy | IT-30 | |
| HIPAA Breach Notification Policy | IT-31 | |
| Electronic & Information Resources Accessibility Policy | IT-32 | |
| Web Site Disclaimer Statement | IT-S01 | |
| Web Privacy & Site Link Statement | IT-S02 | |
| Technology Acquisition Oversight Statement | IT-S03 | |
| User Account Eligibility | IT-S04 | |
| SHSU Information Security User Guide | - | |
| TSUS IT Policy | - |
Integrated Marketing Communications
| Policy Name | Policy ID | Link to Policy |
|---|---|---|
| Media Relations | IMC-01 | |
| Digital Advertising Policy | IMC-02 | |
| Social Media Policy | IMC-03 | |
| Mass Email Policy | IMC-04 | |
| Stationary Policy | IMC-05 | |
| Print Policy | FO-PUR-25 | |
| University Publications & Marketing Communications | UA-05 | |
| University Licensing Trademark Policy | PRE-11 |
University Advancement
| Policy Name | Policy ID | Link to Policy |
|---|---|---|
| Donated Livestock - Accepting Donated Livestock | N/A | |
| Gifts and Donations (Non-Cash) to the University Policy | N/A | |
| Planting Trees on Campus in Honor or Memory of Individuals Policy | N/A | |
| Policy Governing Private Support Organizations | N/A | |
| Guidelines and Standards for Decentralized Advisory & Alumni Boards | N/A | |
| Guidelines for Referring to Named Facilities | N/A | |
| Naming Policy | UA-02 |