Updating the Handbook of Operating Procedures (HOOP)

POLICY OVERVIEW

UT System requires each component to maintain a Handbook of Operating Procedures (HOOP) as the official repository of that institution's operating policies and institutional administrative processes. The Rules and Regulations of The Board of Regents of The University of Texas is the primary source of most institutional policies and procedures. All new institutional policies or major changes to existing policies must be approved by the president of UTHSC-H and, subsequently, by the Office of General Counsel of The University of Texas System prior to implementation.

The online version of the UTHSC-H HOOP is the official version. No policy can be considered to be official until it is published online. The Office of Legal Affairs and Institutional Compliance maintains this online publication and exerts editorial control of the contents; please direct questions about the creation or revision process to HOOP Technical Support.

Policies contained in the HOOP may be updated or revised for a number of reasons, including but not limited to:

• A mandate by UT System Administration to change an existing policy.
• A change in the Rules and Regulations of the Board of Regents of the UT System may mandate a change.
• Federal or State laws and/or regulations may change and affect an existing policy.
• UTHSC-H departments who have some responsibility for implementing or overseeing a policy area may propose a revision for currency, clarity, or changes in procedure.
• UTHSC-H department heads, deans, or university committees' may propose a new policy or propose changes to an existing policy.

In revising or drafting policies, the HOOP Office always considers the following issues:

• Whether or not the change in a policy or a new policy is indeed mandated.
• Whether or not the change in a policy or a new policy conforms to UT System Policy and the Rules and Regulations of the Board of Regents of The University of Texas System.
• Whether or not the change in a policy or a new policy conforms to federal and state law. The Office of Office of Legal Affairs and Institutional Compliance (OLAIC) makes this determination.
• How the proposed change will affect other policies and/or procedures.
• All the parties who must be contacted before a change is made.
• Who, if anyone, from the Executive Leadership must be informed of or approve any change.

The appropriate members of the Office of Legal Affairs and Institutional Compliance are consulted about major policy changes on all policies prior to submission to the president for approval.

PROCEDURE

I. Mandated Changes

In the case of mandated changes (as reflected in the first three bullets in the Policy Overview), the HOOP Office will revise the existing policy verbiage to reflect the revision and will work with all the departments who may be involved in a particular policy to assure that the mandated change is consistent with their understanding of the required change and reflects their new operating procedures.

While the HOOP Office attempts to remain current on UT System mandated changes as well as legislated changes, the departments most affected by the policy changes are responsible for alerting the HOOP Office of needed changes in a timely fashion.

The HOOP Office reserves the right to format and otherwise apply the editorial style of the online HOOP to policy revisions.

II. Proposed Changes

When individuals or groups within the university desire to propose revision of an existing policy or the creation of a new policy, they should first contact the HOOP Office before taking any action. The HOOP Office will provide guidance to individuals proposing the policy change or creation to help draft policy language and to resolve issues arising as the policy or policy change is developed.

In these cases, the review of Executive leadership and/or a discussion by the Executive Council and approval by the president is required before a policy change can be made. In many of these cases, the approval of the Office of General Counsel is also required.

Created 4/02; Updated 05/05; 08/07