Administrative Rules and Procedures
The Administrative Rules and Procedures (“ARP”) is the collection of NMSU system operational policies, which includes rules and procedures duly adopted through the formal process authorized by the Board of Regents in Policy 1.10, Regents Policy Manual (“RPM”). This process includes development, vetting by stakeholders and the university community, review, and decision by the President to approve or disapprove.
The ARP’s purpose is to set and communicate the operational policies by which the Regents’ overarching policies are to be implemented, in furtherance of the efficient and effective management of the institution, and consistent with principles of shared governance. The policies set forth in this ARP constitute NMSU policy, provided such policies are consistent with the RPM. In the event of any inconsistency, the provisions of the RPM are controlling. The “NMSU System”, includes all campuses and offices, faculty, staff, and students, unless otherwise indicated.
In addition to the ARP, additional regulations related to matters uniquely within the jurisdiction of the issuing unit are authorized (Other Regulations). A listing of links to those additional regulations can be found on the University General Counsel (UGC) Web site. In the event of any inconsistency between any of the Other Regulations and the RPM or the ARP, the terms of the RPM and ARP are controlling. Inquiries should be directed to policy@nmsu.edu.
Chapter 1 | Institutional Governance
Chapter 2 | Institutional Organization and Affiliated Entities
Chapter 3 | Ethics, Equity and Equal Opportunity
- 3.00 – Ethical Conduct Required in All NMSU Operations
- 3.01 – Duty to Report Ethical Concerns; Retaliation Prohibited
- 3.02 – Principles, Definitions and Examples relating to Conflict of Interest/Commitment
- 3.03 – Continuing Duty to Disclose Conflicts; Paths Toward Remedies
- 3.05 – Faculty or Staff as Students
- 3.06 – Relatives and Significant Others as Students
- 3.07 – Participation in Committees
- 3.08 – Requests Made to Subordinates
- 3.09 – COI: Sales and Solicitations
- 3.10 – COI: Prohibitions in Procurement
- 3.11 – Conflicts of Interest/Commitment in Sponsored Activities
- 3.12 – Procedures to Resolve COI Relating to Sponsored Activities
- 3.13 – Conflicts of Interest Arising from Consensual Relationships
- 3.14 – Non-Work Related Use of University Resources
- 3.25 – Prohibition of All Forms of Unlawful Discrimination
- 3.26 – Gender Equity and Statement of Principles
- 3.27 – Support for Nursing Mothers
- 3.39 – Procedures to Use Preferred Name
- 3.40 – Process for Disability Accommodation
- 3.45 – Assistive, Service, and Companion Animals on University Premises
- 3.63 – Freedom of Expression
- 3.70 – Academic Freedom
- 3.80 – Hazing, Bullying, Harassment, and Other Hostile Misconduct
Chapter 4 | Curriculum and Course Management
- 4.02 – Student Admission and Residency Processes in Relation to Immigration Status
- 4.03 – Course Registration Deadline Waiver
- 4.21 – Registrar
- 4.23 – Credit Hour Calculation; Variable Credit Courses
- 4.41 – Course Materials/Textbooks
- 4.45 – Faculty Adherence to Course Schedule
- 4.46 – Authorized Absences from Class
- 4.47 – Class Disruption/Interruption
- 4.50 – Examinations/Tests
- 4.55 – Grade Reports
- 4.61 – Transfer Credit
- 4.62 – Articulation Agreements
- 4.63 – Credit Hour Calculation; Class Schedules and Catalogs
- 4.64 – Course Prefixes
- 4.65 – General Education Coursework Required for Graduation
- 4.66 – Independent Studies
- 4.67 – Military Science Coordinator
- 4.68 – Course Curriculum Changes
- 4.69 – Academic Rules for Distance Education
- 4.70 – Embargo of Dissertations or Master’s Theses
- 4.71 – Experiential Learning Component for NMSU Academic Programs
- 4.81 – Degrees, Majors, Minors and Other Academic Programs of Study
- 4.82 – Transcript Notations
- 4.83 – Commencement
Chapter 5 | Student Life and Conduct
- 5.05 – Student Grievance Procedures
- 5.10 – Student Academic Code of Conduct – Academic Integrity
- 5.11 – Student Academic Code of Conduct – Procedures to Respond to Allegations of Student Academic Misconduct
- 5.13 – Undergraduate Student Academic Grievances
- 5.14 – Graduate Student Academic Grievances
- 5.15 – Degree Revocation and Expulsion from University
- 5.20 – SSCC – Overview of Student Social Code of Conduct (SSCC)
- 5.21 – SSCC – Student Rights and Responsibilities
- 5.22 – SSCC Conduct Standards
- 5.23 – SSCC Interim Measures
- 5.24 – SSCC Amnesty for Emergency Reporting
- 5.25 – SSCC Consequences for Violation
- 5.26 – SSCC Conduct Case Procedures
- 5.30 – Student Immunization and Screening Requirements
- 5.40 – Access to Student Educational Records – FERPA Compliance
- 5.50 – Award of Posthumous Honorary Degree
Chapter 6 | HR – Hiring, Work Rules and Assignments
- 6.01 – Hiring
- 6.03 – Employment Categories
- 6.10 – Dual Career Couples
- 6.11 – Job Sharing
- 6.12 – Hiring Athletic Coaches and Directors
- 6.13 – Employment of Minors
- 6.14 – Hiring of Individuals Named in Contract
- 6.15 – Re-Employment of Retirees
- 6.16 – Employment of Tutors
- 6.17 – Avoidance of Nepotism and Personal Conflicts
- 6.20 – Employment Background Reviews
- 6.30 – Tenure Track Faculty Appointment
- 6.35 – Non-Tenure Track Faculty Appointments
- 6.41 – Joint Academic Appointments
- 6.42 – Post-Doctoral Appointments
- 6.43 – Graduate Faculty Appointments
- 6.50 – Faculty Credentials Required of NMSU Instructors of Record
- 6.51 – Qualification for Faculty Appointment, Generally
- 6.60 – Faculty Assignments – General
- 6.61 – Assignments – Teaching Load
- 6.62 – Faculty Assignments – Summer Session
- 6.63 – Faculty Assignments – International
- 6.64 – Faculty Exchange
- 6.70 – Searches for Academic Administrators
- 6.71 – Department Head Appointments
- 6.72 – Department Heads Responsibilities, Including Teaching
- 6.81 – New Employee Orientation
- 6.82 – NMSU ID Card Issuance Procedures
- 6.85 – Staff Work Schedules
- 6.86 – Faculty Availability and Office Hours for Students
- 6.87 – Establishing an Alternative Work Arrangement (AWA)
- 6.89 – Mandatory Employee Training; Opportunities for Professional Development
- 6.90 – Outside Employment or Activities
- 6.91 – Staff Consulting
- 6.92 – Faculty Consulting
- 6.93 – Public Affairs Participation
Chapter 7 | HR – Compensation and Changes in Status
- 7.01 – Staff Compensation
- 7.10 – Area/Shift Differentials
- 7.11 – Multi-lingual Pay for Non-Exempt Staff
- 7.12 – Hardship Differential Pay
- 7.13 – On-call Pay for Non-Exempt Staff
- 7.14 – Call-back Pay for Non-Exempt Staff
- 7.15 – Staff Degree Achievement Recognition
- 7.20 – Staff Overtime Pay or Comp Time
- 7.21 – University Closure Pay
- 7.25 – Non-Tenure Track Faculty – Salary and Benefits Eligibility
- 7.30 – Tenure Track and Tenured Faculty – Salary Adjustments
- 7.31 – Faculty Compensation for Teaching Continuing Education
- 7.32 – Faculty Salary Increase for Promotion
- 7.34 – Faculty Compensation – Summer Assignments
- 7.35 – Academic Administrator Reassignment and Retreat
- 7.52 – Staff Reclassification
- 7.53 – Additional Compensation for Supplemental NMSU Employment
- 7.60 – Transfers
- 7.65 – Reductions in Force
- 7.70 – Separation from NMSU Service
- 7.71 – Resignation – Notice Required; Impact on Benefits
- 7.75 – Ineligibility for Rehire Designation
Chapter 8 | HR-Benefits
- 8.01 – New Employee Orientation
- 8.02 – Identification Card Issuance Procedures
- 8.03 – Domestic Partner Eligibility for Benefits
- 8.04 – Authority to Provide Distinct Benefits for Externally Funded Employees
- 8.11 – Social Security (FICA)
- 8.12 – Retirement, Educational (ERB)
- 8.13 – Deferred Compensation (457 Program)
- 8.14 – Flexible Spending Account
- 8.15 – Pre-Tax Premium Plan
- 8.16 – Tax Sheltered Annuities
- 8.17 – United States Savings Bonds
- 8.21 – Group Medical Insurance
- 8.22 – Group Dental Plan
- 8.23 – Group Term Life Insurance
- 8.24 – Group Long-Term Disability Insurance
- 8.25 – Supplemental Life Insurance/Voluntary Life Insurance
- 8.26 – Voluntary Accidental Death and Dismemberment Insurance
- 8.27 – Vision Insurance
- 8.28 – Sick Leave Bank
- 8.31 – Duty to Request/Approve and Track Leave Usage
- 8.40 – Types of Authorized Leave of Absence (LOA)
- 8.41 – LOA – Annual
- 8.42 – LOA – Faculty Care Leave
- 8.43 – LOA – Sick
- 8.44 – LOA – Domestic Abuse
- 8.45 – LOA – Family and Medical
- 8.46 – LOA – Military
- 8.47 – LOA – Compassionate
- 8.48 – LOA – Course Registration
- 8.49 – LOA – Voting
- 8.50 – LOA – Jury and Witness
- 8.51 – LOA – On-Campus Job Interview
- 8.52 – LOA – Educational (With and Without Pay)
- 8.53 – LOA – Professional Leave (Without Pay)
- 8.54 – LOA – Sabbatical
- 8.55 – Leave Without Pay
- 8.56 – Holiday Leave Benefit
- 8.57 – Academic Department Head – Leaves
- 8.61 – Tuition Remission Program
- 8.62 – Employee Assistance Program
- 8.63 – Faculty, Staff, Student Access to Certain Recreational Facilities
- 8.64 – Discounted Athletics Tickets for Eligible Faculty/Staff
- 8.65 – Emeritus Status
- 8.71 – Unemployment Compensation Benefits
- 8.72 – Workers’ Compensation Benefits and Other Assistance
Chapter 9 | HR – Performance Evaluation, Promotion and Tenure
- 9.01 – Staff Probationary Period
- 9.05 – Staff Performance Evaluation
- 9.10 – Staff Internal Promotion Process
- 9.11 – Staff Trainee Path to Internal Promotion
- 9.18 – Non-Tenure Track Faculty – Evaluation, Promotion and Salary Adjustments
- 9.20 – [Pre-AY 18/19] Faculty Performance Evaluation
- 9.21 – [Pre-AY 18/19] Faculty Promotion and Tenure – Introduction
- 9.22 – [Pre-AY 18/19] Faculty Promotion and Tenure – Glossary
- 9.23 – [Pre-AY 18/19] Faculty Promotion and Tenure – Guiding Principles
- 9.24 – [Pre-AY 18/19] Faculty Promotion and Tenure – Criteria
- 9.25 – [Pre-AY 18/19] Faculty Promotion and Tenure – Policies
- 9.30 – [Effective AY 18/19] Overview of Faculty Evaluation, Promotion and Tenure Rules; Definitions; Periodic Rules Review
- 9.31 – [Effective AY 18/19] Annual Performance Evaluation – Regular Faculty
- 9.32 – [Effective AY 18/19] Faculty Promotion and Tenure: Purpose and Guiding Principles
- 9.33 – [Effective AY 18/19] Faculty Promotion and Tenure: The Professorial Ranks
- 9.34 – [Effective AY 18/19] Faculty Promotion and Tenure Committees; Common Elements Required in the Principal Unit Policies
- 9.35 – [Effective AY 18/19] Faculty Promotion and Tenure Reviews: Procedural Guidelines and Timeline
- 9.36 – Faculty Post Tenure Review
- 9.40 – Tenure Track Faculty – Pre-Tenure Period
- 9.41 – Tenure Track Faculty – Procedure for Award of Continuous Contract upon Award of Tenure
- 9.42 – Tenure Track and Tenured Faculty – Resignation Notice
- 9.43 – Tenure Track Faculty – Process for Non-Renewal of Annual Contract
- 9.60 – Administrative Reviews
- 9.61 – Administrative Review of Deans and Community College Presidents
- 9.62 – Administrative Review of Associate Deans and Community College Academic Officers
- 9.63 – Administrative Review of Department Heads or Community College Equivalent and Community College Division Deans or Equivalents
- 9.64 – Administrative Review of Directors or Equivalents of Academic School, Center or Program
- 9.81 – Employee Recognition
- 9.85 – Endowed Faculty Chairs and Professorships
Chapter 11 | Research and Intellectual Property
- 11.00 – Research Guiding Principles
- 11.01 – Research Oversight and Risk Management
- 11.05 – Intellectual Property Management and Commercialization
- 11.19 – Faculty Distribution of Effort
- 11.20 – Responsibilities and Accountability for Sponsored Project Awards
- 11.30 – Addressing Allegations of Misconduct in Research
- 11.50 – Hemp Research, Extension, and Outreach Activities
Chapter 12 | Physical Asset Management
- 12.01 – Role and Authority of Facilities and Services
- 12.02 – Campus Utility Systems Oversight
- 12.05 – Campus Planning (Master Plan)
- 12.06 – Uniform Navigation Signage
- 12.10 – Energy Conservation
- 12.20 – Landscaping
- 12.30 – Capital Projects
- 12.31 – Plaque Information
- 12.32 – Performance Requirements for Projects Less than $20,000
- 12.50 – Art, Archives and Other Collections
- 12.65 – Fleet Asset Management
- 12.66 – Vehicle Assignments
- 12.67 – Transportation Services-Rentals
- 12.70 – Use of NMSU Facility Space
- 12.71 – Academic Facility Space Utilization and Scheduling
- 12.75 – Facility Space Use Management and Procedures
- 12.80 – Facility Maintenance Costs -Services Billable to Departments
- 12.90 – NMSU Real Estate
Chapter 13 | Financial Resource Management
Chapter 14 | Business Operations
- 14.01 – Compliance with Business Procedures Manual
- 14.05 – Administrative Office Hours
- 14.10 – Records Integrity and Retention
- 14.15 – College Budget Committee
- 14.56 – Procurement, Generally
- 14.57 – Procurement of Professional Services Contracts
- 14.58 – Procurement of Professional Design Services
- 14.69 – University Related Travel Guidelines
- 14.92 – Sales and Solicitation
Chapter 15 | Information Management and Data Security
- 15.11 – Acceptable Use of ICT Equipment and Resources
- 15.12 – Computer Accounts
- 15.13 – NMSU Account Purge
- 15.14 – Distribution of Information to NMSU Community
- 15.15 – Electronic Mail
- 15.16 – NMSU Office Software Standards
- 15.17 – Employee Access to Data and Potential Conflict of Interest
- 15.25 – IT Investigation
- 15.40 – Data Governance
- 15.41 – Data Classification
- 15.50 – NMSU Institutional Data Security
- 15.51 – NMSU Account Password Requirements
- 15.52 – Computer Virus Scan Software
- 15.53 – NMSU Server Administration and Operation
- 15.54 – Computer Operating System Critical Updates
- 15.55 – Payment Card Industry Data Security Standards
- 15.60 – Management of Health Information – HIPAA Compliance
- 15.62 – Protection of Federal Information; FISMA Compliance
- 15.63 – Protection of Customer Information; GLBA Compliance
- 15.64 – Social Security Numbers, Use of
- 15.71 – Acquisition of Software Systems
- 15.72 – NMSU Records Access
- 15.73 – Caller ID
- 15.74 – Bandwidth Management
- 15.75 – Network Connection
- 15.76 – NMSU Wireless Network
- 15.80 – Use of NMSU Logo; University Communications
- 15.81 – Web Governance
- 15.91 – Identity Theft Protection
Chapter 16 | Safety and Risk Management
- 16.01 – Authority of the University Police Department
- 16.02 – Regulation of Security Alarm Systems
- 16.03 – Regulation of Security Cameras on University Premises
- 16.04 – Safety and Security at Public Events
- 16.05 – Safety and Security at Private Events
- 16.06 – Firearms and Other Weapons
- 16.07 – Protocols in the Event of Missing Student
- 16.09 – University Emergency Closures
- 16.10 – Emergency Preparedness and Response
- 16.11 – Emergency Notification System
- 16.12 – Clery Act Compliance
- 16.15 – Fire Safety, Prevention and Emergency Medical Services
- 16.16 – Regulation of Fires, Fireworks on NMSU Premises
- 16.20 – Awareness, Assessment and Response to Behaviors of Concern
- 16.21 – No Trespass Directive – Restricted Campus Access
- 16.30 – Authorization of Health and Safety Programs
- 16.31 – Reporting of Work-Related Accidents/Incidents
- 16.32 – COVID-19 Health and Safety Protocols
- 16.40 – Legal Matters
- 16.45 – Auditors, External
- 16.60 – Permitted Alcohol on NMSU Premises
- 16.63 – Smoking and Tobacco Use Restrictions
- 16.65 – Drug and Alcohol Free University Community
- 16.69 – University Related International Travel
- 16.70 – Education Abroad
- 16.75 – Unoccupied Aircraft Systems (“Drones”)
- 16.77 – Children in the Workplace
- 16.78 – Mandatory Reporting for Suspected Child Abuse, Sexual Misconduct, Domestic Violence, Dating Violence or Stalking
- 16.79 – NMSU Sponsored Youth Programs
- 16.85 – Parking and Traffic Regulations
- 16.86 – Traffic and Parking Regulations for Community Colleges
Chapter 18 | Community and Governmental Relations
- 18.05 – Honorary Degree Awards
- 18.10 – Namings and Other Honorific Recognition
- 18.20 – University Advancement – Gift Income, NMSU Endowment, NMSU Foundation, Inc.
- 18.40 – Inspection of Public Records
- 18.45 – Lobbying
- 18.61 – Management of Events at the Pan American Center
- 18.81 – Tailgating Activities
- 18.82 – Picnics on NMSU Premises
- 18.85 – Interfaith Council
- 18.86 – Charitable Activities
- 18.87 – Aggie Cupboard
- 18.90 – Flags-National, State
Appendices
- Appendix – ARP 2.15-A – Academic Units (Procedures for Changes)
- Appendix – ARP 4.81-A – Las Cruces Campus Approval Sequence for Curricular Credentials
- Appendix – ARP 4.81-B – Community College Approval Sequence For Curricular Credentials
- Appendix – ARP 5.10-A – Examples of Academic Misconduct
- Appendix – ARP 5.11-A – Procedures for Resolving Alleged Student Academic Misconduct
- Appendix – ARP 5.11-B – Academic Misconduct Report Form
- Appendix – ARP 10.50-A – Flowchart of Procedures for Faculty Alleged Misconduct, Investigation, Discipline and Appeals Processes
- Appendix – ARP 12.71-A – ALCC Facility Utilization and Scheduling Guidelines
- Appendix – ARP 12.71-B – DACC Facility Utilization and Scheduling Guidelines
- Appendix – ARP 16.03-A – Security Camera Proposal and Justification Form
- Appendix – ARP 16.03-B – Security Camera Training and Acknowledgment Form
- Appendix – ARP 16.03-C – Access Log of Security Camera Records