Operating Procedures - Part 6: Administrative Policies- Part 22

22. University Committees - Titles and Charge

22.1 Institutional Animal Use & Care

Assess the animal programs, facilities and procedures, as called for by the U.S.D.A.'s 1992 Standards. No research or other activities involving the use of animals may commence without the written approval of the committee.

22.2 Awards and Recognition

Is directly responsible for the annual honors convocation, especially arranging for the selection of faculty who are honored at this event.

22.3 Campus Recreation

Makes recommendations on policy matters related to recreation activities on campus.

22.4 Commencement

Is directly responsible for all arrangements associated with both graduation ceremonies each year.

22.5 I.R.D. Committee (Computer)

Acts in an advisory capacity to the Director of the Information Resources Division.

22.6 Faculty Instructional Development

Represents the faculty in important policy and procedural matters related to faculty development and the improvement of instruction on campus. It also makes recommendations to the Vice President for Academic Affairs on faculty development awards according to approved guidelines.

22.7 L.R.C. Committee (Library)

Serves in an advisory capacity to the Director of Library Services.

22.8 Intellectual Property

Is mandated by The U. T. System and considers any questions relating to patents arising from faculty and student research on campus. It recommends the pursuit of patent searches and patents when appropriate.

22.9 Advisory Committee on Human Experimentation (A.C.H.E.)

This committee is essential in making recommendations concerning the use of human subjects in any campus research, and in insuring that approved policies are followed in the use of human subjects in research. The committee is appointed 1/3 for one year, 1/3 for two years, 1/3 for three years.

22.10 Parking and Traffic

Makes policy and procedural recommendations, as well as considering appeals, concerning parking and traffic on campus.

22.11 Campus Building Use and Construction

Committee is mandated by The U. T. system and makes recommendations on campus building and construction.

22.12 Assessment Review

Oversees and makes recommendations on campus assessment activities as contained in the plan submitted to the Southern Association of Colleges and Schools (SACS).

22.13 Environmental Health and Safety Committee

Is responsible for advising and assisting the Safety Officer in assuring a safe environment for all students and University employees, and in recommending appropriate policies and procedures for safe work practices to be implemented campus-wide. The Safety Committee also advises and assists the Safety Officer in providing environmental awareness training and in assuring University compliance with externally mandated environmental and safety regulations.

22.14 Grant Development Review Panel

The panel is comprised of ranked faculty appointed from all academic units. Proposals for institutional grant development are reviewed by three members selected from the panel by the Director of Sponsored Projects.

22.15 Budget and Planning Committee

Makes budgetary and strategic planning recommendations, both on process and substance.

22.16 Student Fee Advisory Committee

The committee is mandated by state law and recommends to the President annual expenditures from student fees.

22.17 Cost Savings Committee

Identifies and recommends cost-savings measures emphasizing efforts and strategies which would result in a more efficient operation while also achieving increased productivity and cost avoidance.

22.18 Internal Audit Committee

The committee is to ensure that: the activities of U. T. Permian Basin comply with the appropriate Business Procedures Memoranda, the Institute of Internal Auditors' Standards for the Professional Practice of Internal Auditing, and the Texas Internal Auditing Act; audit coverage for U. T. Permian Basin adequately encompasses all aspects of The University's operations and the coverage is not inhibited or limited by any individual or department; audit activities are responsive to The University's needs and objectives; and management is aware of internal audit activities, results of audits, and progress toward implementation of audit recommendations.

22.181 Internal Audit Charter

22.1811 Introduction

Internal auditing is an independent appraisal function established to examine and evaluate activities as a service to the Internal Audit Committee, the President, and senior management of U. T. Permian Basin. The auditors must have a high degree of independence and not be assigned duties or engage in any activities that they would normally be expected to review or appraise. Current editions of Standards for the Professional Practice of Internal Auditing issued by the Institute of Internal Auditors, College and University Business Administration issued by the National Association of College and University Business Officers, and the Texas Internal Auditing Act shall serve as guidelines for the Office's activities.

22.1812 Organizational Status

The Office of Internal Audit is a vital part of U.T. Permian Basin management and functions in accordance with the policies established by the President of The University of Texas of the Permian Basin, the Internal Audit Committee of The University of Texas of the Permian Basin, The University of Texas System, The Board of Regents of The University of Texas, and by the Legislature through the Texas Internal Auditing Act. The internal auditing services are reported directly to the President and to the Internal Audit Committee.

The University of Texas of the Permian Basin Internal Audit Committee obtains, reviews and reports to the President on all institutional audit reports; approves the institutional internal audit plan; and transmits to the President such instructions as it deems necessary for the implementation of appropriate internal auditing practices.

22.1813 Purpose

The Office of Internal Audit is responsible for providing the President and senior management with information about the adequacy and effectiveness of The University of Texas of the Permian Basin's system of internal administrative and accounting controls and the quality of operating performance when compared with established standards, and for recommending alternatives and modifications to existing systems and operations to improve overall efficiency and effectiveness. To accomplish these objectives the Office of Internal Audit is authorized to have full, free, and unrestricted access to all functions, property, personnel, and records (including medical and electronic). Although such access will be unlimited, the Office of Internal Audit shall ensure the safekeeping and confidentiality of all records and information.

22.1814 Internal Audit Committee Statement of Responsibility

One of the most significant areas of organizational governance is the audit committee. These are the major assumptions and processes of that committee:

22.18141 The single most important finding, and the key to audit committee effectiveness is background information and training. Management and internal auditors are identified as sources of this information. Special sessions on internal controls and the impact of their effectiveness on the committee's oversight responsibilities would acquaint committee members with the control environment. The internal auditor should report to the committee regularly regarding weaknesses noted in internal control.

22.18142 To enhance the effectiveness of the meeting, briefing materials should be supplied to the committee well in advance, and committee members should take adequate time to review them.22.18143 State-of-the-art audit committees meet at least quarterly.

22.18144 The audit committee should review with management their assessment of the external and internal risks and whether or not the risk factors are being reasonably addressed. In addition, they should determine how internal auditing considers these risks when establishing the scope of their respective audits.

22.18145 The audit committee should advise the Director of Internal Audit that committee members expect to be advised of any areas requiring their special attention.

22.18146 The Director of Internal Audit should report the results of the department's auditing activities to the committee. Under normal circumstances, summary reporting should be made; however, specific findings and recommendations related to significant matters should be reported.

22.18147 The audit committee must be satisfied that internal auditing maintains its independence and objectivity. The committee should be satisfied that internal auditing is organizationally independent by ensuring the director reports to an appropriate executive level within the organization.

22.18148 The committee should be satisfied that the department's staffing and budget are adequate to enable the department to effectively perform its responsibilities.

22.1815 Quality Assurance

The Office of Internal Audit shall establish and maintain a program of quality assurance designed to evaluate the operations of the department. The purpose of this program is to provide reasonable assurance that all work performed by the department conforms to the guidelines under which the department operates. This program should include training, supervision, and internal and external reviews.

Internal reviews should be performed by members of the department on a routine basis to appraise the quality of work performed. External reviews of the department should be performed every three years, as required by the Texas Internal Auditing Act, by qualified persons who are independent of the Office of Internal Audit.

22.19 Faculty Athletics Committee

22.20 Access and Equity Committee

The committee will evaluate existing programs related to equal educational and employment opportunities and recommend changes, where appropriate, to these programs. The committee will also review the Access and Equity 2000 Plan and the Affirmative Action Plan and provide recommendations to the President for effective implementation and improvement.

22.21 Institutional Data Committee

The committee will monitor and coordinate the collection, derivation, and application of institutional data, especially in relation to the institutional reporting requirements of state and federal agencies.

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