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4.1.2.1Tenured and Tenure-Track Faculty Titles - The only academic titles that may be used for tenured and tenure-track faculty are Professor, Associate Professor, and Assistant Professor.

4.1.2.2 Other Faculty Titles - The following titles may be awarded to faculty who are not on the tenure track.

4.1.2.2.1 Faculty of Instruction - Professor of Instruction, Associate Professor of Instruction, and Assistant Professor of Instruction are titles used to designate full-time, non-tenure-track faculty primarily engaged in instruction who hold terminal degrees relevant to the disciplines in which they teach.  Appointment to these titles may be with or without pay. 

4.1.2.2.2 Lecturers - Distinguished Senior Lecturer, Senior Lecturer, and Lecturer are titles used to designate full-time, non-tenure-track faculty primarily engaged in instruction who do not hold terminal degrees relevant to the disciplines in which they teach. 

4.1.2.2.3 Clinical Faculty - Clinical Professor, Clinical Associate Professor, Clinical Assistant Professor, and Clinical Instructor are titles used to designate full-time or part-time non-tenure-track faculty members involved in a professional clinical experience program related to patient care and/or clinical administration.  Clinical Instructors are those who do not hold terminal degrees; Clinical Assistant Professors, Clinical Associate Professors, and Clinical Professors hold terminal degrees. These appointments may be with or without pay. 

4.1.2.2.4 Research Faculty - Professor of Research, Associate Professor of Research, and Assistant Professor of Research are titles used to designate full-time or part-time non-tenure-track faculty members who hold terminal degrees and whose professional activities involve a primary commitment to research.

4.1.2.2.5 Faculty of Practice - Professor of Practice, Associate Professor of Practice, and Assistant Professor of Practice are titles used to designate full-time or part-time non-tenure-track faculty members who are qualified for their academic appointments by virtue of their professional experience, rather than traditional academic degrees or credentials.  These appointments may be with or without pay. 

4.1.2.2.6  Adjunct Faculty - Adjunct Faculty is a title used to designate qualified persons from business, industry, government, private practice, or another institution of higher education, and who may teach a course or participate in the teaching of a course.  Such appointments shall be for a semester or part of term and shall terminate at the end of the semester or part of term without notification of nonrenewal.  Compensation for paid adjunct appointments is conducted on a course-by-course basis (non-salaried).  If the Ãå±±ÂÖ¼é determines that it is to the benefit of the Ãå±±ÂÖ¼é, it may offer reappointment to an adjunct faculty member in accordance with Texas Education Code,  .

4.1.2.2.7 Visiting Faculty - Visiting Professor, Visiting Associate Professor, and Visiting Assistant Professor are temporary titles used to designate individuals either visiting from other institutions where they hold similar ranks or who are brought to the institution on a trial basis.  Visiting Assistant Professor may be used to designate an individual who is hired to fill an Assistant Professor position and who has not yet completed a terminal degree.  All visiting faculty appointments are not to exceed one year, and may be renewed for an additional term not to exceed one additional year.  These appointments shall terminate upon expiration of the stated period of appointment without notification of nonrenewal.

4.1.2.2.8 Specialists - Specialist is a title used to designate a professional individual who will serve as a practitioner in a specific area of instruction, training, or supervision.  In accordance with institutional policy, the title may carry appropriate descriptive prefixes to indicate the specific areas of proficiency, such as Practice Teaching Specialist, Physical Activity Specialist, or Pharmacy Practice Specialist.

Unless specified otherwise below, appointments with these titles shall be for one academic year and shall terminate upon expiration of the stated period of appointment without notification of nonrenewal.  If the Ãå±±ÂÖ¼é determines that it is to the benefit of the Ãå±±ÂÖ¼é, the Ãå±±ÂÖ¼é may offer reappointment to one of these titles in accordance with Texas Education Code,  .  For Faculty of Instruction, Distinguished Senior Lecturers, Senior Lecturers, Lecturers, Clinical Faculty, Research Faculty, and Faculty of Practice, if to the benefit of the Ãå±±ÂÖ¼é, an appointment may be for a period of two academic years or maximum of three academic years, and would terminate at the end of the stated period of appointment without notification of nonrenewal.

4.1.2.3.1 The Emeritus or Emerita status recognizes meritorious service by a retiring faculty member:  e.g., a recognized faculty member retiring at the rank of Professor becomes Professor Emeritus or Emerita, a recognized faculty member retiring at the rank of Assistant Professor of Instruction becomes Assistant Professor of Instruction Emeritus or Emerita, etc.

Exceptional and meritorious service may be demonstrated by contributions to instruction, to a discipline, to the Ãå±±ÂÖ¼é or community, or to student life in such a way as to bring honor to the Ãå±±ÂÖ¼é.

The privileges of this honorary rank shall include: a) technology services, such as e-mail and UTEP Wi-Fi, b) discounted inner campus parking, c) discounted software purchases, d) library access, e) access to the Ãå±±ÂÖ¼é’s Employee Assistance Program for legal, travel, and other services, f) discounted dinner theatre and athletics tickets, and g) other services normally available to active members of the faculty.

4.1.2.3.2  Nominations for Emeritus/a status shall be initiated in the faculty member's department. The nomination must be accompanied by documentation of exceptional and meritorious service, including at least two letters of support from faculty or others outside the candidate's department. The documents shall be reviewed and recommendations made, in turn, by departmental colleagues, the Department Chair, the Dean of the College, and the Provost.  If it is determined that the criteria are met, the recommendations shall be forwarded to the Chair of the Emeritus Committee.  The Emeritus Committee shall comprise distinguished faculty at the rank of Professor to be appointed by the President of the Faculty Senate. The Emeritus Committee shall make recommendations to the Provost, who shall then present his/her recommendations to the President for appropriate action.

4.3.3.1 System Policy

Pursuant to Texas Education Code , the Ãå±±ÂÖ¼é of Texas System has established an academic workload policy, described in .  The Rule also establishes the reporting requirements associated with faculty workload.

4.3.3.2 Ãå±±ÂÖ¼é Policy

Faculty play a fundamental role in advancing the Ãå±±ÂÖ¼é and in fostering student success at all levels. The curricula the faculty design, the programs they offer, the learning environment they create, the instructional methods they employ, the research they conduct, the creative works they produce, the service they provide, and their professional engagement with students inside and outside of the classroom, including mentoring and advising, are important components of the educational experience and should be reflected in the academic workload and in all faculty assessment processes and instruments.

4.3.3.2.1  All individuals who hold paid tenure-track or tenured faculty appointments shall be assigned responsibility as instructors of record for organized coursework in each academic year unless they are on leave.  Exceptions to this requirement require the written approval of the relevant Chair or Program Director, the Dean, and the Provost, and must be documented in a format that facilitates regular review and reporting.

4.4.1.1  Only full-time service in the academic ranks of Professor, Associate Professor, Assistant Professor, and Instructor, or any combination thereof, shall be counted toward the maximum probationary period for earning tenure. Periods during which a faculty member is on leave of absence shall not be counted toward fulfillment of the maximum probationary period.

4.4.1.2  Prior service at other academic institutions, whether inside or outside the U. T. System, shall not be counted toward calculation of the maximum probationary period.

4.4.1.3  The maximum period of probationary faculty service in nontenured status in any academic rank or combination of academic ranks specified in 4.1.2.1 above shall be seven (7) years of full‑time academic service. No later than August 1st of the sixth academic year of the probationary period, all nontenured faculty serving in a rank that accrues time toward the maximum probationary period shall be given notice that the seventh academic year will be the terminal year of employment, or that beginning with the subsequent academic year, tenure will be granted. In the event that the employment of a nontenured faculty member is to be terminated prior to the end of the maximum probationary period, notice shall be given in accordance with 4.4.3.1 below.

4.4.1.4  For purposes of calculating the period of probationary service, an “academic year” shall be the period from September 1st through the following August 31st. If a faculty member is initially appointed during an academic year, the period of service from the date of the appointment until the following September 1st shall not be counted as academic service toward the calculation of the maximum probationary period. A faculty member shall be considered to be in full-time academic service if he or she is in full compliance with requirements pertaining to minimum faculty workloads at the Ãå±±ÂÖ¼é.

4.4.1.5  No later than August 1st of the sixth academic year of the probationary period all tenure-track faculty will be given notice that the seventh year is either the terminal year of appointment or that beginning with the subsequent academic year tenure will be granted. In some cases full-time tenure-track faculty may be granted an extension to the seven year probationary period under the guidelines provided by the Regents' Rules and Regulations Rule   . Only full-time faculty holding tenure-track rank (Assistant Professor, Associate Professor, or full Professor) as defined by the Regents' Rules and Regulations Rule    and   are eligible to apply for an extension to the tenure-track probationary period.

A faculty member who determines that certain personal circumstances may impede his or her progress toward achieving demonstration of eligibility for recommendation of the award of tenure must request in writing an extension of the probationary period outlining the details of the request. Personal circumstances that may justify the extension include, but are not restricted to, disability or illness of the faculty member; status of the faculty member as a principal caregiver of a preschool child; or status of the faculty member as a principal caregiver of a disabled, elderly, or ill member of his or her family. Requests must be made in advance of the academic year or semester for which the extension is justified and must be made at least three months before the faculty member initiates the mandatory tenure-review process. All requests shall be limited to one academic year. A request for an additional academic year’s extension may be requested; however the maximum duration of the extension, whether consecutive or nonconsecutive, shall be two academic years.

The written request should specify the reason(s) for the extension and time period requested and be supported by appropriate documentation to adequately demonstrate why the extension request should be granted. The written request and all supporting documentation should be forwarded to the Chair of the faculty member’s Department, who will review it and forward a written recommendation to the Academic Dean. The Dean’s written recommendation will be forwarded to the Provost, who will make the final decision on the requested extension. At all levels the review of the extension request will be considered in accordance with established policies and procedures for evaluating a candidate for tenure. The faculty member shall be notified in writing of the recommendation made at all levels of review. At any stage of the review process, additional supporting documentation may be requested or added to the extension request, or the extension request may be withdrawn by the faculty member. The denial of an extension request must be appealed within 30 days of the final decision and will be handled in accordance with policies and procedures established for faculty evaluation appeals.

Additional information regarding faculty probationary period extensions or appeals may be obtained by contacting the Provost’s Office.

Following the approval of an extension request, a plan for the faculty member to meet his or her instructional and other academic responsibilities during the period of extension should be developed.

4.4.1.6  All faculty appointments are subject to the approval of the Board of Regents. No nontenured member of the faculty should expect continued employment beyond the period of his or her current appointment as approved by the Board of Regents. Any commitment to employ a nontenured member of the faculty beyond his or her current appointment shall have no force and effect until approved by the Board of Regents.

4.4.1.7  A person appointed to a faculty position with the title of Instructor, Assistant Professor, Associate Professor, or Professor at the Ãå±±ÂÖ¼é may not, during the term of such appointment, hold a tenured or tenure-track position on the faculty of another educational institution outside the U.T. System or any of the institutions outside the U.T. System.

1. Appointments to the faculty with the titles of Professor, Associate Professor, Assistant Professor, or Instructor shall be conditioned upon the appointee having resigned any tenured position that the appointee may then hold on the faculty of any other educational institution outside the U.T. System or any of the institutions outside the U.T. System. Such resignation must be completed and effective prior to the effective date of the appointment at the Ãå±±ÂÖ¼é; otherwise, such appointment shall be void and of no effect.
2. The acceptance of an appointment to a tenured position on the faculty of an educational institution outside the U.T. System shall be considered as a resignation of any faculty position with the title of Instructor, Assistant Professor, Associate Professor, or Professor that such appointee may hold at the Ãå±±ÂÖ¼é.

Termination by the Ãå±±ÂÖ¼é of a tenured faculty member's employment or of any other faculty members before the expiration of the stated appointment period, except as otherwise provided in 4.4.3, by resignation or retirement, or as otherwise provided in Regents' Rules and Regulations, will be only for good cause shown. In each case, the issue will be determined by an equitable procedure, as outlined below and in accordance with the Regents’ Rules and Regulations (Rule 31008), affording protection to the rights of the individual and to the interests of the Ãå±±ÂÖ¼é.

4.4.2.1  Review of Allegation. The President shall assure that all allegations against a faculty member involving the potential for termination are reviewed under the direction of the Provost unless another officer is designated by the President. The faculty member who is the subject of the allegations shall be given an opportunity to be interviewed and shall have the right to present a grievance, in person or through a representative, to the Provost on an issue or subject related to the allegations under review. The Provost or another individual designated by the President, if the allegations pertain to the Provost shall take the grievance if any, into consideration prior to making a determination whether the allegations are supported by evidence that justifies the initiation of termination procedures. Upon making that determination, the Provost or other appropriate designee will recommend to the President whether to proceed with charges for termination. Failure to present a grievance to the Provost or other appropriate designee prior to his or her recommendation shall not preclude the faculty member from presenting an issue or subject to the special hearing tribunal in defense of charges for termination that may result from the review. A tenured faculty member who is recommended for termination on the basis of periodic evaluation must be given the opportunity for referral of the matter to nonbinding alternative dispute resolution, as required by applicable legislation and policies and procedures for alternative dispute resolution within The Ãå±±ÂÖ¼é of Texas System and the Ãå±±ÂÖ¼é, prior to referral of the charges to a hearing tribunal.

4.4.2.2  Response to Allegations. If the President determines that the allegations are supported by evidence that justifies the initiation of termination procedures, the President will meet with the faculty member, explain the allegations and supporting evidence, and give the faculty member a reasonable amount of time, as determined by the President, to respond either orally or in writing.

4.4.2.3  Hearing Tribunal. In cases where other offenses are charged, and in all cases where the facts are in dispute, the accused faculty member will be informed in writing of the charges. The charges will be heard by a special hearing tribunal comprising at least three (3) faculty members whose academic rank and tenure are at least equal to that of the accused faculty member. The hearing tribunal members shall be appointed by the President from a standing pool of members of the faculty. At least 50% (fifty percent) of the standing pool members shall be selected by a procedure established by the faculty senate; the remaining standing pool members shall be selected by the President. A minimum of one (1) member of the hearing tribunal appointed by the President is to be from among standing pool members selected by the Faculty Senate for the standing pool.

4.4.2.4  President’s Report. Within fourteen (14) work days after receipt of the findings and recommendations of the hearing tribunal, the President shall make one of the following decisions based solely on the evidence of record in the proceedings and report that decision in writing to the accused faculty member:

4.4.2.5  Board Review. The Board of Regents, by a majority of the total membership, will approve, reject, or amend such findings, recommendation, and suggestions, if any, or will recommit the report to the same tribunal for hearing additional evidence and reconsidering its findings, recommendation, and suggestions, if any. Reasons for approval, rejection, or amendment of such findings, recommendation, or suggestion will be stated in writing and communicated to the faculty member.

4.4.2.6  Reasons for Termination Not Required. Full-time faculty members, other than tenured faculty members, who are notified that they will not be reappointed or have not been reappointed are not entitled to a statement of the reasons upon which the decision for such an action is based.

4.4.3.1 Non-reappointment

In the event of a decision not to reappoint a nontenured faculty member, written notice will be given to him or her not later than March 1st of the first academic year of probationary service if the appointment expires at the end of that academic year, or not later than December 15th of the second academic year of probationary service if the appointment expires at the end of that academic year. After two or more academic years, written notice shall be given not later than August 1st that the subsequent year will be the terminal academic year of appointment. This required notice is not applicable where termination of employment is for good cause under 4.4.2 above.

4.4.3.2 Reappointment or Award of Tenure

Re-appointment of nontenured faculty members to a succeeding academic year, or the award of tenure, may be accomplished only by notice by the President or the President's delegate with the approval of the Board of Regents. Notwithstanding any provisions of 4.4.3.1 or to the contrary, no person shall be deemed to have been reappointed or to have been awarded tenure because notice is not given or received by the time or manner prescribed in 4.4.1.5 above. If no notice is received by the time prescribed, it is the duty of the academic employee concerned to make inquiry to determine the decision of the President, who shall without delay give the required notice to the academic employee.

4.4.3.3 Current Mailing Address

Each faculty member shall keep the President or the President's delegate notified of a current mailing address. All written notices required by this chapter shall be sent by certified mail, return receipt requested, to the last address given by the faculty member.

4.4.4.1  The President of the Ãå±±ÂÖ¼é is responsible for determining when it shall be necessary for bona fide academic reasons or an institutional financial exigency to eliminate or reduce occupied academic positions, or abandon academic programs, or both, subject to approval by the Executive Vice Chancellor for Academic Affairs of The Ãå±±ÂÖ¼é of Texas System. The decision of the President shall include full and meaningful faculty input as specified below and in the Regents' Rules and Regulations, and the implementation of that decision shall be subject to the following minimum procedural requirements.

4.4.4.2  Elimination for Academic Reasons.

An academic program under consideration for abandonment or any academic position that is under consideration for elimination for bona fide academic reasons should be reviewed in depth through a procedure determined by the President and as outlined below. Neither the procedures specified in Rule 31008 of the Regents' Rules and Regulations concerning termination of a faculty member, the notice requirements of Rule 31007, Section 5 concerning tenure, nor Rule 31002, Sections 1 and 2 concerning notice of nonrenewal to nontenured faculty members shall be applicable.

4.4.4.3 Elimination Due to an Institutional Financial Exigency.

When such reductions are necessary as a result of financial exigency, the procedure for the selection and notification of those academic positions to be terminated shall be governed by this Handbook of Operating Procedures and Rule 31003, Section 3 of the Regents' Rules and Regulations. Neither the procedures specified in Rule 31008 of the Regents' Rules and Regulations concerning termination of a faculty member, the notice requirements of Rule 31007, Section 5 concerning tenure, nor Rule 31002, Sections 1 and 2, concerning notice of nonrenewal to nontenured faculty members, shall be applicable.

Financial Exigency shall be defined as: a demonstrably bona fide financial crisis that adversely affects the Ãå±±ÂÖ¼é as a whole and that, after considering other cost-reducing measures, including ways to cut faculty costs, requires consideration of terminating appointments held by tenured faculty.

4.4.5.1 Flow of Information

In the procedures outlined below, information flows from the Department Chair to the Dean of the College or School and then to the Provost and the President.

4.4.5.2 Appointment: Initiation and Terms

1. Recommendations for appointments shall be initiated by the Chair of each department or comparable academic unit or comparable academic unit, after consultation with appropriate departmental committees. After review by the appropriate Academic Dean or Deans (including, where relevant, Dean of the Graduate School) and the Provost, the recommendations shall be submitted to the President.
2. Each faculty member shall be provided with a written statement of the terms of his/her appointment. Any such statement of terms must be issued by the President or designee.

4.4.5.3 Initial Appointment and Promotion: Criteria

(Updated 2/13/2020)

The following are minimum expectations for initial appointments and promotions. Individual departments may impose more stringent standards, as long as these standards are approved by the Academic Dean and the Provost, and the standards are applied consistently within the department. The framework for decisions concerning rank outlined in 4.4.6 below should also be consulted.

4.4.5.4 Initiation of Promotion or Tenure Review Procedures

(Updated October 12, 2017)

Under ordinary circumstances, consideration of an individual for promotion or tenure will be initiated by the department.

4.4.5.5 Departmental Procedures

(Updated August 31, 2020)

4.4.5.6 College Procedures

4.4.5.7 Actions of the Provost

4.4.5.8 Provision of Information to Candidates and Opportunity for Submitting Additional Information

4.4.6.1 Tenure

The single most important decision made by the Ãå±±ÂÖ¼é with respect to individual faculty members is the granting of tenure. Tenure is awarded by the Ãå±±ÂÖ¼é as part of its larger pledge to protect the academic freedom of faculty, regardless of whether their work or ideas are unpopular or controversial. Tenure is an important commitment made only to those faculty members whose performance in research, teaching, and service exceeds the level of satisfactory, and who have demonstrated significant potential for continued performance at that high level, and for developing new knowledge and practice of national and international significance. The success of College and Ãå±±ÂÖ¼é programs depends upon the qualifications of the tenured faculty. Therefore, tenure decisions will include consideration of factors related to planned programmatic changes.

4.4.8.1 Scheduled Evaluations

4.4.8.2 Comprehensive Periodic Evaluation

4.4.8.3  Nothing in this institutional evaluation policy, or its interpretation, will be interpreted or applied to infringe on the tenure system, academic freedom, due process, or other protected rights nor to establish new term-tenure systems or to require faculty members to re-establish their credentials for tenure.

4.4.9 Initial Appointment and Promotion for Non-Tenure Track Faculty

New Section (5/11/2021) 

Initial Appointments:  All initial appointments will generally be for a period of up to one year.  Appointments will be eligible for renewal based upon satisfactory performance, Ãå±±ÂÖ¼é needs and funding, and the terms and rank of the appointment.

4.4.9.1 Clinical/Research/Instruction Faculty

4.4.9.1.1 The following are minimum qualifications for initial appointments to and promotions within lines for clinical faculty, research faculty, and faculty of instruction (C/R/I).  Refer to 4.1.2.2 for the definitions of each title, including the primary domains of responsibility (i.e., teaching, service, research, creative activity, clinical practice, or administration).  Individual colleges, schools, and departments may impose additional or more specific standards, as long as such standards do not conflict with those contained herein, are approved by the Dean and the Provost, and are applied consistently within the academic unit. 

4.4.9.1.2 Clinical Instructor: The Clinical Instructor will generally possess the education necessary to meet the respective certification requirements as required by the discipline and/or regional accrediting bodies, and the potential for developing excellence in each domain of responsibility assigned. 

4.4.9.1.3 C/R/I Assistant Professor:  The C/R/I Assistant Professor will generally possess a terminal degree appropriate for the discipline and the potential for developing excellence in each domain of responsibility assigned.

4.4.9.1.4 C/R/I Associate Professor:  The C/R/I Associate Professor will generally possess:

       (1) A terminal degree appropriate for the discipline.

       (2) Five years of experience at the level of C/R/I assistant professor or equivalent experience.

       (3) A demonstrated record of excellence in each major domain of responsibility assigned.

       (4) Evidence of significant impact in the discipline beyond the Ãå±±ÂÖ¼é.

4.4.9.1.5 C/R/I Professor: The C/R/I Professor will generally possess:

               (1) A terminal degree appropriate for the discipline.

               (2) Five years of experience at the level of C/R/I associate professor or equivalent experience.

               (3) A demonstrated record of leadership.

               (4) A demonstrated record of excellence in each major domain of responsibility assigned.

               (5) Evidence of significant impact in the discipline beyond the Ãå±±ÂÖ¼é and the region.

4.4.9.2 Lecturers

4.4.9.2.1 The following are minimum qualifications for initial appointments to and promotions within lines for Lecturers.  Individual colleges, schools, and departments may impose additional or more specific standards, as long as such standards do not conflict with those contained herein, are approved by the Dean and the Provost, and are applied consistently within the academic unit. 

4.4.9.2.2 Lecturer:  The Lecturer will generally possess the experience or education necessary to meet the respective certification requirements as required by the discipline and/or regional accrediting bodies, and the potential for developing excellence in each major domain of responsibility assigned.

4.4.9.2.3 Senior Lecturer:  The Senior Lecturer will generally possess:

              (1) Five years of experience at the level of Lecturer or equivalent experience.

              (2) A demonstrated record of excellence in each major domain of responsibility assigned.

              (3) Evidence of significant impact in the discipline beyond their own classroom.

4.4.9.2.4 Distinguished Senior Lecturer:  The Distinguished Senior Lecturer will generally possess:

       (1) Five years of experience at the level of Senior Lecturer or equivalent experience.

       (2) A demonstrated record of leadership.

       (3) A demonstrated record of excellence in each major domain of responsibility assigned.

       (4) Evidence of significant impact in the discipline beyond the Ãå±±ÂÖ¼é.

4.4.9.3 Faculty of Practice

4.4.9.3.1 The following are minimum qualifications for initial appointments to and promotions within lines for faculty of practice.  Individual colleges, schools, and departments may impose additional or more specific standards, as long as such standards do not conflict with those contained herein, are approved by the Dean and the Provost, and are applied consistently within the academic unit.  The Chair or Program Director in consultation with the Dean will consider teaching or instructional experience in the determination of rank.

4.4.9.3.2 Assistant Professor of Practice: The Assistant Professor of Practice will generally possess:

(1) At least ten years of significant relevant professional experience that qualifies him or her to teach within the field, or five years of professional experience in the field and a terminal degree; and

(2) The potential for developing excellence in each major domain of responsibility assigned.

4.4.9.3.3 Associate Professor of Practice:  The Associate Professor of Practice will generally possess:

(1) Significant relevant professional experience within the field; or five years as an Assistant Professor of Practice and a demonstrated record of excellence in each major domain of responsibility assigned; and

(2) Evidence of significant impact in the discipline beyond the Ãå±±ÂÖ¼é.

4.4.9.3.4 Professor of Practice: The Professor of Practice will generally possess:

(1) Significant relevant professional experience within the field; or five years as an Associate Professor of Practice and a demonstrated record of excellence in each major domain of responsibility assigned;

(2)  A demonstrated record of leadership; and

(3)  Evidence of significant impact beyond the Ãå±±ÂÖ¼é and the region.

4.4.9.4 Promotion

Deans have the option of filling higher-level Non-Tenure-Track positions through a promotion process.  The promotion process for Faculty of Instruction, Lecturers, Clinical Faculty, and Faculty of Practice is as follows:

1. The promotion process is initiated by the faculty member in consultation with the Chair.

2. Promotion to a higher rank position requires satisfactorily meeting the requirements for the position as evaluated by:

a. A statement by the candidate regarding accomplishments within each major domain of responsibility assigned and evidence of achievement.

b. A written assessment by a faculty committee to the Chair or Dean of each major domain of responsibility assigned.

c. Other appropriate criteria as established at the discretion of the unit.

d. Chair or Program Director’s written recommendation to the Dean.

e. Approval by the Dean.

f. Review of the recommendation by the Provost and Vice President for Academic Affairs.

3. The candidate for promotion will be informed by the Department Chair of all recommendations at the departmental level upon transmittal to the Dean, though individuals who do not receive a promotion are not entitled to a statement of the reasons upon which the decision is based.

4.4.9.5 Length of Appointments

4.4.9.5.1 For Lecturers, Assistant Professors of Instruction, Assistant Clinical Professors, and Assistant Professors of Practice, an appointment may be for a period of up to one academic year.

4.4.9.5.2 For Senior Lecturers, Associate Professors of Instruction, Associate Clinical Professors, and Associate Professors of Practice, employed by UTEP in that role for more than one year with a faculty appointment greater than 0%, in the event of a decision not to reappoint a faculty member outlined within this section, written notice will be given no later than August 1st that the subsequent year will be the terminal academic year of appointment, except in cases where termination is for good cause. 

4.4.9.5.3 For Distinguished Senior Lecturers, Professors of Instruction, Clinical Professors, and Professors of Practice, employed by UTEP in that role for more than one year with a faculty appointment greater than 0%, in the event of a decision not to reappoint a faculty member outlined within this section, written notice will be given no later than August 1st that the appointment will end after two subsequent years, except in cases where termination is for good cause.

4.5.1.1 Flow of Information

Information in this category flows from the Department Chair to the Dean of the College or School and then to the Provost and the President.

4.5.1.2 Initiation of Procedures

Consideration of an individual for merit salary increase will be initiated in the Department. The review for merit rating will focus upon the previous evaluation period and will conform to College or School policies specific to merit review.

4.5.1.3 Departmental Procedures

1. In accordance with approved Department policy, reviewed and accepted by the Provost, documentation for merit rating consideration will be assembled by each faculty member;
2. A departmental faculty committee will review the documentation submitted by each faculty member and make a recommendation to the Department Chair. Composition and selection of any faculty committee will be determined by College or School procedures as specified below;
3. The Department Chair will review the documentation and the committee's merit rating recommendation for each faculty member. The Department Chair will forward the merit rating recommendation, the committee's recommendation, and the faculty member's documentation to the Dean.

4.5.1.4 College Procedures

1. The Dean will review each faculty member's file, arrive at a merit rating, and notify the faculty member of this rating in a dated, written memorandum;
2. If the faculty member elects to appeal the Dean's recommended merit rating, the faculty member must notify the Dean in writing within ten (10) work days of the date on the memorandum. This appeal will be referred to a College merit rating appeals committee for review as outlined below. Merit rating recommendations that are not appealed will be forwarded to the Provost;
3. The Appeals Committee will comprise of faculty and/or administrators, as determined by College or School procedures approved by the Provost;
4. The Appeals Committee will review the documentation and the merit rating recommendations of the Department Chair, the Dean, and any department faculty committee. The faculty member, Chair, and/or Dean may address the Appeals Committee. After deliberation, the Appeals Committee will formulate a recommendation. This recommendation will be sent to the Dean. The Dean will notify the faculty member of the recommendation of the Appeals Committee;
5. The Dean will review the recommendation of the Appeals Committee in conjunction with the previous information and recommendations, and will arrive at a merit rating recommendation to be submitted to the Provost.

4.5.1.5 Ãå±±ÂÖ¼é Procedures:

1. The Provost will review the Dean's recommendation;
2. If the Provost agrees with the Dean's recommendation, it will be forwarded to the President;
3. If the Provost does not agree with the Dean's recommendation, it is returned to the Dean for further consideration. The Dean may consult with the faculty member, the Department Chair, and/or the College Appeals Committee. Following re-consideration, the merit rating and justification are resubmitted to the Provost.

4.5.2.1  Each faculty member shall prepare and submit a faculty activity form or updated vita.

4.5.2.2  The following materials will be on file in the department office for review by appropriate administrators and committees:

1. Material related to teaching and advising, e.g., student and/or peer evaluations, syllabi, examinations;
2. Copies of all publications listed in the vita update or faculty activity form;
3. Copies of any relevant unpublished work, e.g., preprints, technical reports, presentations at meetings;
4. Information related to department, college, Ãå±±ÂÖ¼é, professional, and community service.

4.5.4.1  Faculty members whose appointment is not recommended for renewal will not be evaluated for a merit rating. They may still receive across-the-board faculty salary increases that may occur during the final year of their appointment.

4.5.4.2  First-year faculty members are not eligible for a merit salary increase; however, they will receive the average salary increase for their rank in the case of an across-the-board faculty salary increase.

4.5.4.3  Faculty members returning from leaves of absence will be evaluated and assigned a merit rating on the basis of their activities while on leave and the value of these activities to the Ãå±±ÂÖ¼é, Department, or profession.

4.5.4.4  Non-tenure-track faculty:

1. Faculty members in non-tenure-track positions will not be assigned a merit rating, however they may receive across-the-board faculty salary increases upon reappointment;
2. The performance of faculty members in non-tenure-track positions will be evaluated on a regular basis;
3. The results of the evaluations of faculty in non-tenure-track positions will be considered in decisions regarding possible reappointment.

4.5.5.1 Evaluation of Faculty Members with Part-Time Administrative Appointments

Department Chairs, Program Directors, and Assistant and Associate Deans are faculty members with part-time administrative service appointments. They continue to have faculty responsibilities for teaching and research and are evaluated for annual merit on their performance in those dimensions as stated in 4.5 above. As administrators, they will be evaluated by the responsible administrative officer who may consult with appropriate faculty members and other Ãå±±ÂÖ¼é officers with whom they work.

4.5.5.2 Evaluation of Faculty Members with Full-Time Administrative Appointments

Faculty members with 100% administrative appointments are evaluated through a combination of: an annual work-plan and performance assessment program, directed by their supervisor, which may include input from faculty members, staff, students, and others where appropriate. Their evaluations may be further informed by a biennial faculty evaluation through the Faculty Senate process.

4.7.2.1  A faculty member who has retired may be appointed to modified service by the Board of Regents upon recommendation of the President and approved by the Executive Vice Chancellor for Academic Affairs and Chancellor, if such service will result in a significant benefit to the U.T. System or the Ãå±±ÂÖ¼é. Appointment to modified service is without tenure and shall not exceed one-half time for one academic year. Such appointments terminate at the end of the appointment period without notice. If the U.T. System or the Ãå±±ÂÖ¼é determines that it is to the benefit of the U.T. System or the Ãå±±ÂÖ¼é, reappointment may be offered. The duties, workload, and salary shall be determined in accordance with the policies of the Ãå±±ÂÖ¼é.

4.7.2.2  Persons on modified service shall not teach during a summer session except to meet unusual departmental needs as determined by the Chair of the Department with the advice of an appropriate departmental committee and approval by the appropriate Dean.

4.7.2.3  Institutional needs are to be the dominant factor in reaching a decision concerning appointment to modified service.

4.9.6.1  Faculty or teaching staff members must receive prior approval of the College or School Dean, upon recommendation by the Department Chair, for all official travel or for any absence from campus other than sick leave or jury duty that will affect performance of assigned duties, such as teaching classes.

4.9.6.2  Regents' Rule 20801 establish requirements and procedures for authorized travel and reimbursement where appropriate.

4.9.6.3  Travel to foreign countries requires advance approval. Inquiries should be made to the Ãå±±ÂÖ¼é Travel Office to ascertain current requirements, forms and deadlines well in advance of the scheduled travel.

4.9.7.1  Provisions for leaves of absence without pay are set forth in the Regents' Rules and Regulations Rule 30201.

4.9.7.2  With the interest of the Ãå±±ÂÖ¼é being given first consideration and for good cause, leaves of absence without pay may be granted for a period within the term of appointment of a faculty or staff member, subject to the general conditions included below. Leaves of absence for a first year or portion thereof or for a second consecutive year may be granted by the President or the President’s designee. A second consecutive year of leave of absence will be granted only in unusual circumstances, such as military service, reasons of health, continued graduate study, and public service or other activity that reflects credit on the Ãå±±ÂÖ¼é and enhances an individual's subsequent contributions to it. Only in very unusual circumstances will a leave of absence be granted for a third consecutive year.

After a return to duty of one year, the leave-of-absence privilege will again be available, subject to the conditions above.

In cases of leave without pay requested because of prolonged illness, all accrued sick leave, if any, must be exhausted before leave without pay may be granted.

4.9.7.3Requests for leaves of absence without pay shall be submitted in writing, stating the period and the purpose of the leave. Except in cases arising from unanticipated family or medical reasons, such requests should be submitted preferably at least six (6) months and no less than four (4) months before the beginning of the leave. Notice of intention to return to duty, or request for extension of leave, should be received no later than six (6) months before the commencement of the next academic year.

4.9.8 Development Leave

Development leave for faculty members may be granted in accordance with Texas Education Code, Section 51.101 et seq. upon approval by the President. Faculty members must have two (2) consecutive academic years of service at the Ãå±±ÂÖ¼é in order to qualify for development leave. Development leave may be considered for one academic year at one-half of the faculty member’s salary or for one-half academic year at the faculty member’s full regular salary.

4.9.9 Other Absences

For further information regarding leave of absence to participate in a political campaign, parental leave, sick leave, Family and Medical Leave, Servicemember Family Leave, leave for jury duty, leave for military duty, and leave related to on-the-job injuries, see the Ãå±±ÂÖ¼é Handbook of Operating Procedures, Section V, Human Resources.

4.10.2.1  All outside activity or outside employment by full-time and part-time faculty members must be disclosed and approved pursuant to the requirements of Section V. Chapter 29 of this Handbook.

4.10.2.2  Faculty Time

Members of the faculty have flexibility in using their time to prepare for teaching and engage in research and other scholarly activity. Other responsibilities, such as presenting lectures, being available to meet with students, and participating in university committees, have more rigid time demands. During the academic term in which a faculty member holds a full-time appointment, the faculty member must attend to all their duties and other responsibilities and meet the minimum academic workload requirements. Additionally, during the academic term in which a faculty member holds a full-time appointment, faculty may be permitted to engage in an average of 8 hours of approved outside activity each week during the term of an appointment. Under no circumstances may the outside activity exceed an average of 8 hours a week during the term of appointment without explicit approval of the President and a written management plan.

4.10.2.3  Categories of Outside Faculty Activity
See Section V, Chapter 29.6.3 of this Handbook.

4.10.2.4  Public Office (Non-elective) and Dual employment with agencies of the State of Texas shall be approved in accordance with applicable provisions of the current state law and Regents' Rules and Regulations 30103 as provided for in Human Resources, Section V. Chapter 4.2 of this Handbook.

4.11.1.1 Authorization for Fees

In accordance with Regents’   , the university is authorized to charge a reasonable fee to each person registered in an extension, correspondence or other self-supporting course at the institution and to set the fee in an amount sufficient to recover the costs for providing the course. Such courses may not include any course for which the institution collects tuition or receives formula funding.

4.11.1.2 Approval of Fees

New and/or increased fees to be charged for each continuing education course at the university are approved through the Dean of Extended Ãå±±ÂÖ¼é and the Vice President for Business Affairs.

4.12.2.1  Extra-class instruction, tutoring, and coaching of students registered in the Ãå±±ÂÖ¼é by members of the faculty in exchange for remuneration, favors, or other considerations are prohibited by the Regents' Rules and Regulations Rule 31004.

4.12.2.2  Teaching Assistants and comparable instructional employees below the rank of Instructor may not accept pay from students for extra class instruction or coaching in courses or sections of courses with which they have instructional responsibility. Such Teaching Assistants and comparable instructional employees may accept pay from students for extra class instruction or coaching in courses or sections with which they have no instructional connection, provided that prior written approval of the Departmental Chair is obtained. A copy of this approval must be filed with the Dean of the College or School.

4.13.2.4.1  Use of such materials must be approved annually, first, by the departmental faculty having jurisdiction, and must be accompanied by reasons for the proposed adoption as well as indication of the proposed prices and profits.

4.13.2.4.2  Approval must also be obtained from the Department Chair, the appropriate Academic Dean, the Provost, and the President of the Ãå±±ÂÖ¼é. Authorization shall be effective only to the end of the fiscal year (August 31) for which approval has been given.

4.13.2.4.3  A copy of the authorization is required to be sent to the Ãå±±ÂÖ¼é bookstore in connection with the adoption of the textbook, notebook, manual or other material.

4.15.1.1  In order to file a grade grievance the student must complete the Student Grievance Committee Initial Complaint Form and provide documentation of having attempted to resolve the challenge directly with the faculty member who assigned the grade.

4.15.1.2  The Initial Complaint Form and all supporting material must be submitted in accordance with the procedures established by the Student Grievance Committee. Students should contact the Dean of Students Office for specific information or download a copy of the Initial Complaint Form and instructions on the Grade Grievance web page.

4.15.6.1  Decision of the Hearing Committee. The Hearing Committee shall make its decision to either dismiss the challenge or affirm the challenge with subsequent determination of the new grade. The decision of the Hearing Committee is final. The matter is not subject to review/approval by the full Student Grievance Committee.

4.15.6.2  Determination of New Grade. The determination of a new grade shall be made as a separate proceeding by the Hearing Committee, who may solicit advice from the pertinent academic department.

4.15.6.3  Report of Hearing Committee and Implementation. The Hearing Committee shall report its conclusions to the full Student Grievance Committee. The Chair of the Student Grievance Committee shall be responsible for notifying the student, the faculty member, his/her supervisor, his/her College/School Dean, the Provost, and the President of the Faculty Senate. The Chair of the Student Grievance Committee shall also inform the Registrar of any grade change.

4.16.1.1  Unless the student has given written permission, the Ãå±±ÂÖ¼é generally permits access to his or her records only by appropriate Ãå±±ÂÖ¼é officials who have a legitimate need of access, or to others under certain specific conditions.

Those conditions include providing necessary information in connection with application for or receipt of financial aid, compliance with judicial order or subpoena, compliance with Federal or State statute, conduct of educational studies on behalf of legitimate organizations, such as accrediting agencies, and for health and safety emergencies.

4.16.1.2  Faculty members must refrain from the following:

1. Posting grades by name, social security or student identification number; or by any other personally identifiable means;
2. Discussing grades with parents or other students, on line, by phone, or in person;
3. Discussing grades with students except in private, e.g., during office hours or by appointment.

4.18.2.1  Academic Deans shall provide, on a semi-annual basis and by major, data on exceptions exclusively processed by their respective office. The report shall be provided to the Provost, academic departments or programs, and faculty members.

4.18.2.2  Academic Deans shall compile a preliminary list of undergraduate students who have been cleared for graduation. The preliminary list shall be submitted by the Dean's office to each academic department or program for review by its faculty members. Degrees shall be granted only to those students whose names appear on the preliminary list, have successfully completed the last semester, and have met the degree requirements. Exceptions must be approved by the Academic Dean in accordance with the policies and procedures established herein.

4.18.2.3  Each College and School shall have a college-wide Undergraduate Degree Requirement Compliance Committee (preferably one representative from each academic department or program) elected by its full-time faculty members that will:

1. solicit input from departments/programs and provide guidelines for approval of exceptions, including those exceptions relegated to the Academic Dean's office;
2. approve or disapprove requests for exceptions of the following types:
   1. waiver of grade point average requirement(s) for graduation;
   2. grade replacements for non-freshman courses;
   3. waiver of time limits for catalogs and courses;
   4. waiver of number of credit hours required for a major, a minor, or a degree;
   5. other major deviations from degree program requirements as defined by the Committee;
3. review and evaluate data provided by the Registrar on, but not limited to, the following activities:
   1. waiver of the three (3) time repeat rule;
   2. "W" given after the drop date including withdrawals from the Ãå±±ÂÖ¼é;
   3. grade changes;
   4. waiver of course or program prerequisites;
4. mediate complaints and grievances filed with the Committee concerning degree program compliance procedures; and
5. monitor the compliance process with regard to academic Rules and Regulations.

4.18.3.1  The preliminary list of undergraduate degree candidates submitted by the Dean's office to the academic departments or programs shall be subject to review by the respective department or program faculty members.

4.18.3.2  Each academic department or program shall have one or more faculty members serving as undergraduate academic advisors, who will be responsible for providing academic counseling and advice. Written guidelines and policies should be developed regarding prerequisite waivers, course substitutions, and the use of "independent study" courses to satisfy degree requirements. The content should then be reviewed by department faculty, the College Undergraduate Degree Requirement Compliance Committee, and the Dean of the College or School. Once the guidelines and policies are approved, they should be distributed to the undergraduate students.

4.18.3.3  The undergraduate academic advisor shall screen requests for exceptions to be submitted to the College Undergraduate Degree Requirement Compliance Committee.

4.18.3.4  The undergraduate academic advisor and the Department Chair shall approve course prerequisite waivers.

4.18.3.5  The undergraduate academic advisor, Department Chair, and the Academic Dean shall approve course substitutions.

4.18.3.6  Substitution of an independent study course for a non-free elective or manual driven course in a degree program is subject to approval by the Departmental Curriculum Committee.

4.21.1.1  As established by Regents’ Rule 60202, there are six (6) categories of endowed and named academic positions: Distinguished Ãå±±ÂÖ¼é Chair, Distinguished Chair, Chair, Distinguished Professorship, Professorship, and Fellowship.

4.21.1.2  An individual becomes an endowed chair or professorship holder upon the approval of the President.

4.21.1.3  Faculty members appointed to endowed positions require prior approval from the President for proposed expenditures of endowment revenue. Said approval and reporting structure shall be through their College or School Dean and the Provost. Holders are expected to be responsible stewards and be accountable to the spirit and purposes of the endowment.

4.21.1.4  Subject to the terms of the endowment agreement and all applicable laws, rules, and regulations and as approved by the President, endowment income may be used to provide professional support and salary supplement for the holder of the endowed academic position. Endowment income may not be used to permanently substitute for any other source of funds for the base salary of a holder who is performing regular faculty duties.

4.21.2.1 Selection Criteria

Endowed academic positions are conferred on faculty members who have sustained high levels of accomplishment. Nominees for an endowed academic position must meet the specific criteria established in the endowment agreement and would be expected to be qualified to hold a tenured position at the Ãå±±ÂÖ¼é unless otherwise specified in the endowment agreement.

4.21.2.2 Selection Process

When a newly endowed academic position is established or when an existing position becomes available, the College or School Dean, in consultation with appropriate faculty members as allowed by the endowment agreement, Department Chair and the Provost, will nominate a current faculty member or use the endowed academic position to recruit a distinguished faculty member to the Ãå±±ÂÖ¼é. The same selection criteria will be applied in evaluating both internal and external nominees. The Provost will review the Dean’s recommendation and forward it with his/her independent recommendation to the President for a decision.

4.21.2.3 Term of Appointment

When no specific instructions about the length of an appointment are specified in an endowment agreement, the Dean of the College or School in which the endowed academic position resides will recommend the length of appointment to the Provost, who will provide a recommendation to the President. The maximum length of an endowed appointment is five (5) years, with formal review required for reappointment.

4.21.2.4 Endowment Holder Orientation

The Office of Institutional Advancement, Ãå±±ÂÖ¼é Development, will schedule a meeting with each Endowed Academic Position holder within thirty (30) days of initial appointment to provide the faculty member with a copy of the endowment agreement, donor/contact information, compliance training, and any additional information as appropriate.

4.21.3.1 Salary Supplement and Professional Support

Endowed Academic Position holders may use endowment funds for any professional purpose that is supported by the terms of the endowment agreement.

Endowed Academic Position holders may apply to use endowment income for a salary supplement under the following conditions:

4.21.3.2 Accumulation of Funds

The terms for expending an endowment income balance accumulated must be specified in the appointment letter for the endowed academic position and must be followed in the annual work plan and expenditure budget request.

4.21.3.3 Annual Work Plan and Expenditure Budget

An endowed academic position holder must submit an annual work plan and expenditure budget to his/her dean by August 1 for approval by the beginning of the next fiscal year, describing proposed activities for the coming year and the anticipated expenditures form endowment income. The Dean will review for consistency with the conditions in the endowment agreement and the appointment letter for the position. Any substantive changes from those conditions will require further review by the Provost and recommendation to the President for approval.

4.21.3.4 Annual Stewardship Letter and Performance Report

Each endowed academic position holder is responsible for submitting two annual reports:

1. An annual stewardship letter to Ãå±±ÂÖ¼é Development, summarizing the previous year’s activities; and
2. An annual performance report to the Dean, summarizing the outcomes of the previous year’s work plan and expenditure budget.

4.21.4.1 Formal Review Process

4.22.4.1  All published or posted notices of vacancies in positions covered by this policy shall state that the applicant selected for hire will be required to consent to a urinalysis for the purpose of testing for the presence of illegal drugs.

4.22.4.2  Applicants selected for hire who refuse to consent to a urinalysis or who test positive for the presence of illegal drugs will not be considered for employment in a position covered by this policy and may not reapply for such employment for a period of six months.

4.22.4.3  Prior to signing the consent form, applicants selected for hire will be informed of the drug testing procedures in writing.

4.22.5.1 Use of Licensed Laboratory

Testing for drugs required under this policy will be performed by a laboratory retained by the Ãå±±ÂÖ¼é that is properly licensed or certified, as required by state law. Tampering with the specimen will result in disciplinary action up to and including termination of employment. The laboratory will automatically conduct a confirmation test on all samples that produce a positive test result on an initial screen. Positive test results may be appealed to the laboratory and/or medical review officer as applicable or appropriate.

4.22.5.2 Scope of Drug Screening

The drug screening will include testing for a predetermined number of drug panels that can be modified without previous notice. Currently the panels are:

1. Amphetamines
2. Barbiturates
3. Benzodiazepines
4. Cocaine Metabolite
5. Opiates
6. Phencyclidine (PCP)
7. Marijuana (THC) Metabolite
8. Methadone
9. Methaqualone
10. Propoxyphene
11. Meperidine

4.22.5.3 Period of Validity

The drug screen will be honored for a five-year period, provided the faculty member has not had a break in employment.

4.22.5.4 Right of Refusal

Any faculty member has the right to refuse to submit to a drug test.

4.22.6.1  Mandatory Consultation: A mandatory consultation with the EAP representative will be required for evaluation and appropriate treatment. Rehabilitation itself is the responsibility of the employee. Any employee seeking medical attention for drug abuse may be entitled to benefits, depending on insurance coverage, on the same basis and with the same restrictions and limits for illnesses. In addition, an employee covered by this paragraph may be tested for drugs after participation in a Ãå±±ÂÖ¼é‑referred Employee Assistance Program for a period of up to two (2) years. Such testing will be administered on an unannounced and periodic basis. Employees in this situation will be required to review and sign an agreement to comply with the aforementioned requirement as a condition of employment.

4.22.6.2  Removal from Clinical Assignment: If the faculty member is observed or reported as impaired, the faculty member will be immediately removed from the hospital or clinical care setting. The Academic Dean will appoint a substitute faculty member to supervise the students, or the students will be dismissed from the clinical setting for that day and an alternative learning experience will be provided.

4.22.6.3  Rejection of Treatment or Failure of Rehabilitation: Any faculty member who rejects the recommended treatment or leaves a treatment program prior to being properly discharged will be subject to review and further action by the Academic Dean and Provost. Any faculty member who has a recurrence of a drug problem identified by a positive drug test as outlined in this policy will be subject to a review and further action by the Academic Dean and Provost.

4.22.6.4  Licensing Board Notification and Other Mandatory Reporting: UTEP will comply with all applicable federal and state reporting laws.

4.22.6.5  The Ãå±±ÂÖ¼é reserves the right to take any action deemed appropriate given the particular circumstances and in the best interest of the Ãå±±ÂÖ¼é.

4.22.8.1 Confidentiality

Reports and related records of an applicant's or an employee's drug test are considered confidential with restricted access. Information contained in the reports/records will not be shared with hospitals or clinical care facilities unless a legitimate need is demonstrated and approved by the Academic Dean.

4.22.8.2 Maintenance

Reports and related records will be maintained in a secure manner and maintained in accordance with Ãå±±ÂÖ¼é policy.