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Chapter 3: Administration


3.1 Duties of Administrative Officers

3.1.1 Chief Administrative Officer

The President is the Chief Administrative Officer of The University of Texas at El Paso (University). The duties, responsibilities, and authority are specified in the Regents' Rules and Regulations, Rule 20201: Presidents, Part 2, Section 4.

3.1.1.1 Appointment of Institutional Administrative Officers
  1. Regents' Rules and Regulations, Rule 20102, governs the appointment of institutional administrative officers.
  2. Administrative officers are appointed without fixed terms and serve at the pleasure of the President.
  3. Prior approval of the Executive Vice Chancellor for Academic Affairs is needed for permanent appointment, or dismissal, of Vice Presidents and Deans.
  4. The Board of Regents endorses the principle of reasonable consultation in the selection of administrative officers and the primary operating units and expects the President, as he or she deems appropriate, to consult in the selection process with the representatives of the faculty, staff, and student body. However, the President is responsible for executing the duties of the office and consequently shall not be bound by nominations to administrative positions by campus selection committees.

3.1.2 Vice President for Academic Affairs and Provost

The Vice President for Academic Affairs and Provost is the Chief Academic Officer of the Institution and reports directly to the President. This office is responsible for all instructional programs and activities, the University library, and other instructional or academic supporting services.

3.1.2.1 The Vice President for Academic Affairs and Provost has general charge and responsibility for the supervision and management of the following areas and functions:

  1. all academic colleges, schools, departments, and programs;
  2. recommending all members of the faculty for appointment, promotion, tenure, retention, non-retention, or dismissal for cause;
  3. planning, development, and evaluation of academic programs;
  4. fostering the development of new teaching methods;
  5. co-chairing the University Space Committee which evaluates and recommends allocation of university facilities
  6. recommending additions and alterations to the physical plant that are needed for academic purposes;
  7. recommending the annual faculty recruitment plan to the President for approval;
  8. serving as chair of the Council of Deans;
  9. coordinating internal administrative review and external regulatory or accreditory consideration of academic policies, plans, and programs;
  10. maintenance of academic standards of The University of Texas at El Paso and of appropriate accrediting bodies;
  11. University Library and other instructional support services; and
  12. other academic and administrative responsibilities as may be assigned by the President.

3.1.3 Vice President for Business Affairs

The Vice President for Business Affairs is the senior business officer of the institution and reports directly to the President. This office is responsible for budgeting, fiscal procedure, policy, financial reporting, facilities planning and maintenance, procurement, business services, real estate, and environment, health and safety, as required by the Board of Regents or governmental bodies.

3.1.3.1 The Vice President for Business Affairs has general charge and responsibility for the supervision and management of the following areas and functions:

  1. preparation of legislative budget requests;
  2. preparation, implementation, and control of the University’s annual operating budget;
  3. formulation and implementation of accounting policies and procedures for receipt, custody, and disbursement of funds;
  4. all required internal and external fiscal reporting;
  5. risk management and insurance;
  6. review, approval, and administration of business contracts;
  7. procurement of goods and services and management of the safekeeping of University property and assets;
  8. parking services;
  9. environmental health and safety;
  10. compliance with the Texas Public Information Act;
  11. assessment and collection of student tuition and fees;
  12. use, care, maintenance, and operation of buildings, grounds, facilities, and real estate property owned or controlled by the University;
  13. physical long-range campus master planning and the design and management of construction for new and remodeling projects;
  14. business auxiliary enterprise services, including the bookstore, food services, special events; and
  15. other finance and administrative responsibilities as assigned by the President.

3.1.4 Executive Vice President and Chief of Staff

The Executive Vice President and Chief of Staff reports directly to the President and is responsible for providing strategic leadership and assisting the President in advancing the mission of the University by managing various programs, initiatives, and departments. The Executive Vice President and Chief of Staff serves as a resource and advisor to members of the Cabinet on high priority matters, including those that involve multiple organizations. 

3.1.4.1 The Executive Vice President and Chief of Staff has general charge and responsibility for the supervision and management of the following areas and functions:

  1. campus safety and security;
  2. management of the compliance program to include compliance training, risk assessment and monitoring of compliance risks, providing an anonymous reporting mechanism for employees, managing conflict of interest issues and approval of institutional policies;
  3. the study and improvement of how metrics and analytics are used within a planning framework to improve organizational outcomes;
  4. legal advice to the University and the President, administrative officers, faculty, and staff when acting within the course and scope of their employment;
  5. planning and management of University events and conferences to include planning and execution of targeted University events, along with providing input on space design, furnishings, and finishes in highly visible public spaces;
  6. promoting dialogue and engagement on a wide range of policy and budget issues; and working with elected officials, the UT System Administration and Board of Regents, and government agency officials to address concerns that affect higher education;
  7. auditing and consulting services;
  8. government relations;
  9. human resource services;
  10. international relations; and
  11. process improvement.

3.1.5 Vice President and Director of Athletics

The Vice President and Director of Athletics reports directly to the President and has general charge and responsibility for the supervision and management of the following areas and functions:

3.1.5.1 The Vice President and Director of Athletics reports directly to the President and has general charge and responsibility for the supervision and management of the following areas and functions:

  1. overseeing budget proposal formulation, budget analysis and revenue generation to ensure that the department has a balanced budget and follows Federal, State, System, University and NCAA policies and rules associated with all aspects of the budget and required reporting;
  2. all aspects of hiring personnel, annual evaluations and ensuring all training is completed and all applicable laws are complied with by department employees;
  3. all aspects of student-athlete welfare, including monitoring academic performance, health and safety, competitive sports experience and professional development for post eligibility careers;
  4. serving as the public representative of University Athletics;
  5. representing the University at its conference and nationally within the National Collegiate Athletic Association (NCAA), of which the University is a member at the Division 1A FBS level;
  6. managing all aspects of revenue generation, including ticket sales for sporting events, donor development, selling sponsorships and negotiating multi-media rights partnerships.

3.1.6 Vice President Enrollment Management

The Vice President for Enrollment Management is the Chief Enrollment Officer and FERPA Official for the Institution and reports directly to the President.  The office is responsible for strategic direction and administrative oversight of undergraduate enrollment goals, financial aid services, other enrollment services, K-12 outreach, functional administration of enrollment systems, and advises other executive leaders on student enrollment, access, and success initiatives.

3.1.6.1 The Vice President for Enrollment Management has general charge and responsibility for the supervision and management of the following areas and functions:

  1. the recruitment, admission, orientation, testing, and enrollment of undergraduate students;
  2. administration of student financial aid and scholarship programs;
  3. facilitation of the El Paso Collaborative for Academic Excellence and various K-12 outreach programs and initiatives;
  4. maintenance and dissemination of student academic records including transcripts and diplomas;
  5. advising campus leaders to support compliance with the Family Educational Rights and Privacy Act;
  6. collaborative facilitation of campus strategic enrollment planning and enrollment projections, including oversight of the University’s strategic enrollment plan;
  7. administration of enrollment systems;
  8. other duties and responsibilities as may be assigned by the President.

3.1.7 Vice President for Information Resources

The Vice President for Information Resources is the Chief Information Officer and reports directly to the President. This office is responsible for the communication and data infrastructure, data center operations, information security, application development, data and information management, customer support services, and advises other executive officers on the technology-related aspects of institutional policies, plans, and programs.

3.1.7.1 The Vice President for Information Resources has general charge and responsibility for the supervision and management of the following areas and functions:

  1. serves as University’s Information Resources Manager as required by the Texas Department of Information Resources (DIR);
  2. development and implementation of information resource standards, policies, practices, and procedures to govern access and use of university computing resources;
  3. responsible for overseeing the acquisition and management of information resources, both hardware, and software;
  4. ensures accessibility of all Electronic and Information Resources;
  5. meet the requirements for the policies and procedures required for the management of all electronic state records; and
  6. other duties and responsibilities as may be assigned by the President.

3.1.8 Vice President for Institutional Advancement

The Vice President for Institutional Advancement is the Principal Administrator of fundraising and alumni engagement and reports directly to the President. This office is responsible for the development and administration of policies and programs related to private fundraising and alumni engagement.

3.1.8.1 The Vice President for Institutional Advancement has general charge and responsibility for the supervision and management of the following areas and functions:

  1. development and implementation of policies and programs that enhance institutional fundraising from private external sources, foster beneficial community relations and public understanding and support for the programs of the University;
  2. solicitation, acceptance, processing, reporting, and administration of gifts;
  3. solicitation, acceptance, processing, reporting, and administration related to the naming of programs, centers, buildings, facilities, and spaces on campus;
  4. maintenance of the University’s constituent and gift records database;
  5. chairs the Gift and Endowment Compliance Committee and program;
  6. partners with and oversees the Alumni Association, including all networks or chapters; and
  7. other duties and responsibilities as may be assigned by the President.

3.1.9 Vice President Marketing and Communications

The Vice President for Marketing and Communications is the Chief Communications Officer and Chief Marketing Officer and reports directly to the President. The office is responsible for the development and administration of policies and programs that advance the University brand, manage the University’s reputation, and promote the University’s programs and activities.

3.1.9.1 The Vice President for Marketing and Communications has general charge and responsibility for the supervision and management of the following areas and functions:

  1. brand management and reputational management;
  2. media relations and official public communication from the University;
  3. all University-owned social media;
  4. marketing functions, including advertising and approving advertising/sponsorship contracts other than those maintained by athletics;
  5. institution-owned media platforms;
  6. campus and facility branding;
  7. the university website and related external online presences;
  8. emergency and crisis external communications;
  9. other duties and responsibilities as may be assigned by the President.

3.1.10 Vice President for Research & Innovation

The Vice President for Research & Innovation is the principal administrator of sponsored research and services and reports directly to the President. This office is responsible for the development and administration of policies relating to the procurement and administration of grant, contract or sponsored research or service activities and intellectual property arising from the employment activities of University faculty and staff members.

3.1.10.1 The Vice President for Research & Innovation has general charge and responsibility of the supervision and management of the following areas and functions:

  1. administration of grants, contracts and, other awards to the institution for sponsored research and service activities;
  2. development and implementation of strategies to expand and enhance research funding;
  3. administration of intellectual property policies and institutional patents;
  4. facilitating collaboration among departments to develop joint proposals to increase grants and contracts from external sources;
  5. compliance and accountability issues related to research, intellectual property and technology development and transfer;
  6. fostering effective relationships among the University community, governmental entities, foundations and institutes, and the private sector, to promote research and technology development activities; and
  7. other duties and responsibilities as may be assigned by the President.

3.1.11 Vice President for Student Affairs

The Vice President for Student Affairs is the chief student affairs officer and reports directly to the President. This office is responsible for the development and administration of policies relating to students, for the development and implementation of services to students, and advises other executive officers regarding the impact on students of institutional policies, plans, and programs.

3.1.11.1 The Vice President for Student Affairs has general charge and responsibility for the supervision and management of the following areas and functions:

  1. student conduct, discipline and grievances against students;
  2. student auxiliary services, including childcare and housing;
  3. student development programs, including Student Government Association, registered student organizations, Greek life and campus activities;
  4. promotion of student well-being through programs such as recreational sports and counseling;
  5. student support services, including ADA accommodations for students, food/housing insecurity programs, and student emergency services;
  6. official student publications;
  7. the registration and conduct of student organizations;
  8. institutional enrollment functions including recruitment, admissions, registration and records, student testing, new student orientation, financial aid, and the Military Student Success Center, and international student recruitment and support; and
  9. other student services and administrative responsibilities as may be assigned by the President.

3.1.12 Associate and Assistant Vice Presidents

Associate and Assistant Vice Presidents, upon approval of the President, may be appointed by the divisional Vice President. Their duties as Administrative Officers are as assigned or delegated by the divisional Vice President to whom they report.

3.1.13 Dean of Graduate School

3.1.13.1 The Dean of the Graduate School provides academic and administrative leadership for all graduate programs, ensuring the quality, integrity, and strategic development of graduate education in alignment with the University’s mission and goals.

The Dean of the Graduate School is appointed by the Vice President for Academic Affairs/Provost with the approval of the President. The Dean reports directly to the Vice President for Academic Affairs/Provost and serves as the chief academic and administrative officer for graduate education.

3.1.13.2 The Dean of the Graduate School shall:

  1. Implement Graduate Academic Policies. Administer and enforce academic policies and procedures governing graduate education in accordance with University regulations and in collaboration with academic units and relevant faculty committees.
  2. Certify Graduate Degree Completion. Certify candidates for graduate degrees by verifying completion of all academic and administrative requirements.
  3. Provide Administrative Leadership. Exercise administrative oversight of the Graduate School, including supervision of personnel, fiscal and budgetary management, strategic planning, policy development, and operational effectiveness.
  4. Oversee Graduate Faculty Membership. Review and approve nominations for graduate faculty membership based on established criteria and in collaboration with the Graduate Council and other academic units (see Section III Ch. 3)
  5. Lead Program Evaluation and Strategic Improvement. Guide the planning, assessment, and continuous improvement of graduate programs through data-informed reviews and strategic initiatives aligned with institutional priorities and accreditation standards.
  6. Advise University Leadership. Serve as a principal advisor to the Provost, President, and other senior leaders on matters related to graduate education, including academic policy, program development, enrollment strategy, and funding priorities.
  7. Collaborate with Colleges and Departments. Work closely with Deans, department chairs, and faculty to support graduate program development, address resource and staffing needs, and ensure alignment with academic goals and market demand.
  8. Ensure Academic Standards and Regulatory Compliance. Maintain high academic standards for all graduate programs and ensure compliance with institutional policies and external regulatory requirements, including those related to student support, research, and financial aid.
  9. Submit Policy Recommendations to Governance Bodies. Submit proposed changes to graduate education policies, standards, and procedures to the Graduate Council for review and approval, and communicate outcomes to the University community.
  10. Fulfill Additional Duties as Assigned. Perform other responsibilities as assigned by the Provost or President, consistent with the mission, strategic direction, and best interests of the University’s graduate education enterprise.
  11. Oversee Tuition Remission for Doctoral Students. Administer and monitor tuition remission policies and processes for eligible doctoral students, ensuring equitable allocation of resources, compliance with University and sponsor guidelines, and alignment with institutional goals for graduate student support and degree completion.

3.1.14 Academic Deans of Colleges and Schools

The Deans of the Academic Colleges and Schools, upon approval of the President, are appointed by and report to the Vice President for Academic Affairs and Provost. Each Dean has general charge and responsibility for the following functions within their Academic College:

  1. implementation of all academic regulations and procedures;
  2. certification of students for honors and graduation at commencement exercises, provided that this responsibility is delegated for each academic year by the Faculty Senate;
  3. administrative supervision of academic departments and programs;
  4. allocation of space and facilities allocated to them annually;
  5. recommendations for appointment of Department Chairs;
  6. recommendations for faculty appointments, retention, dismissal, tenure, promotions, merit evaluations, and leaves of absence;
  7. development of plans for evaluation of teaching methods, evaluation of curricula, and improvement of instruction;
  8. development of budget proposals and management of approved budget
  9. maintenance of academic standards of the University and of appropriate accrediting bodies;
  10. appointment of college committees for faculty consultation and advice on matters within the authority of the Dean;
  11. calling and conducting college faculty meetings; and
  12. other academic and administrative duties as may be assigned by the Vice President for Academic Affairs and Provost.

3.1.15 Academic Department Chairs/Academic Program Directors

The Department Chair/Academic Program Director (APD) serves as the academic leader of department/program faculty and the designated administrator of the department/program.  The Department Chair/APD reports to the Dean and serves at the pleasure of the President.  To be eligible to serve as a Department Chair/APD, an individual must have demonstrated leadership, managerial, and administrative abilities. The Chair should hold the rank of Associate Professor or Professor in the Tenure, Instructional, or Clinical Faculty lines.

The Department Chair/APD shall be selected by the Dean with the approval of the Vice President for Academic Affairs and Provost and the President after an appropriate and inclusive search committee process to identify the best leader for the department. Department faculty must be represented on the search committee and included in the selection process. The search process may be external or internal at the discretion of the Dean and subject to available funding.

Vacancies in the position of Chair/APD will be filled at the earliest possible date. When a suitable candidate cannot be identified in a timely manner, or when it is deemed in the best interest of the college, the Dean may appoint an interim Chair/APD for up to one (1) year to temporarily fill a vacancy with concurrence of the Vice President for Academic Affairs and Provost. On an exception basis, interim Chair/APD appointments may be extended by the Dean with concurrence of the Vice President for Academic Affairs and Provost.

The term of appointment for a Department Chair/APD is five years. Terms may be renewed at the Dean’s discretion as long as the Department Chair/APD continues to meet or exceed expectations during performance reviews. With approval from the Dean, a chair may elect to serve a partial term.

Department Chairs/APDs will be evaluated by Deans in their administrative role as part of the regular annual review process. Their performance should be reviewed relative to the assigned roles and responsibilities listed below. During the fourth year of their term, a Department Chair/APD must undergo an in-depth review process, including input from department faculty and staff. At the Dean’s discretion additional reviews may be scheduled prior to the fourth year of their term. In addition to performance reviews, Deans shall conduct periodic meetings with Department Chairs/APDs to ensure that roles and responsibilities are being met and areas of department/program, college/school, and institutional priority are being addressed.

The Department Chair/APD may be removed or reassigned from the administrative position at any time at the discretion of the Dean, with the concurrence of the Provost and the President. Removal from the Department Chair/APD position does not affect one’s faculty status.

The Office of the Provost shall provide an orientation for new Department Chairs, as well as ongoing professional development on administrative processes and effective management and leadership practices for the benefit of all Department Chairs/APDs. Deans may elect to provide additional training at their discretion.

Compensation for Department Chairs/APDs includes an administrative supplement, plus 0.5 FTE salary during each of the three summer months at their faculty rate. Upon return to faculty status, the administrative supplement and summer salary will end.

The Department Chair/APD is responsible for consulting with and representing the interests of department/program faculty on policies, plans, and procedures that affect the department/program. The Department Chair/APD is responsible for the overall leadership, management, and administration of the department, including:

  1. pursuing and achieving departmental excellence in teaching, research, and service;
  2. planning and goal setting aligned with the college/school and University;
  3. management and professional development of faculty members and staff;
  4. communication with faculty and administration;
  5. maintaining an environment of collegiality and shared governance;
  6. recommendations for appointment, re-appointment, retention, dismissal, tenure, promotion, and merit salary determinations of all faculty and other department personnel;
  7. evaluation of faculty and staff;
  8. preparation of, recommendations for, and management of the departmental budget;
  9. expenditure control and compliance with administrative policies and procedures;
  10. planning, evaluation, and development of programs;
  11. approval of degree plans for students;
  12. preparation of the schedule of course offerings; 
  13. assignment of duties for department staff, and determination of faculty workload in consultation with the Dean;
  14. assignment of allocated space and facilities as directed by the Dean;
  15. maintenance and security of equipment and facilities;
  16. appointment of all department committees and chairs of committees, unless method of composition is specified by other rules;
  17. solicitation of input from the faculty;
  18. addressing questions, complaints, grievances, and suggestions from faculty, staff, and students;
  19. calling and conducting faculty meetings; and
  20. other departmental academic and administrative duties as may be assigned by the Dean of the College/School.

3.1.16 Administrative Directors

Directors are appointed by the President or the divisional Vice Presidents with the approval of the President and report to the Administrative Officer as directed. Each Director has general charge and responsibility for the following functions within their Office, Department, or Program:

  1. management and operation of the Office including recommendations regarding budget and personnel;
  2. expenditure control and compliance with administrative policies and procedures;
  3. recommendation of policies or procedures pertaining to the function of the Office, Department, or Program; and
  4. formulation and implementation of programs and activities which further the purpose of the Office, Department, or Program.

3.2 Participation of Faculty in College and Department Affairs

3.2.1 Participation in College Affairs

Because the Colleges vary in size and professional homogeneity, the degree to which faculty consultation occurs primarily at the college level or the department level may likewise differ. At the same time, coordination among the departments within each College is essential. Accordingly, each Academic Dean, in consultation with the Department Chairs, shall ensure that procedures are developed within the College for faculty consultation and participation in the areas specified below.

3.2.2 Participation in Department Affairs

Each Academic Dean, in consultation with the Department Chairs, shall ensure that procedures are developed within each department for faculty consultation and participation in the areas specified below.

3.2.2.1 Department faculty shall advise their Chair (by individual consultation or through committees) concerning departmental affairs. The Department Chair is not required to follow the advice but is expected to receive and consider advice before acting on all major matters. Examples of affairs on which department faculty or their representatives should be consulted include:

  1. academic matters, including course offerings, degree requirements, course content, and prerequisites;
  2. instructional matters, including reasonable departmental guidelines (particularly in courses with multiple sections) concerning textbooks, syllabi, teaching techniques, instructional procedures, grading policies, testing and placement policies; and
  3. faculty personnel matters, including the appointment of new faculty and evaluation of faculty members for guidance in recommending promotions, reappointments, tenure status, and salary changes.

3.2.2.2 The Department Chair shall advise the Dean of any serious disagreements by faculty with the Chair's recommendations and policies. In addition, faculty acting individually or as a group may communicate such serious disagreements to the Dean in writing or through informal conference.

3.2.3 Administrative Organizations

The following administrative organizations facilitate the conduct of the official business of the University.

3.2.3.1 Council of Deans

  1. The Council of Deans is composed of the Vice President for Academic Affairs and Provost who shall chair the Council, Associate/Assistant Vice Presidents for Academic Affairs, the Dean of the Graduate School, the Academic Deans, Dean of Extended University and the Dean of the Library;
  2. Members of the Council of Deans meet upon call of the chair to consider such matters as need to be discussed. Primarily, the committee functions to ensure inter‑college coordination and uniformity in administering policies affecting faculty and academic programs.

3.2.4 Other Institutional University Committees

The President, each divisional Vice President, and other Administrative Officers may appoint other committees, either to conduct administrative business or to advise on matters of policy, as may be determined for the orderly conduct of University business.

3.2.5 College Committees

Each Academic Dean has authority to appoint committees within their college to facilitate faculty consultation or to give advice on any matter pertaining to the academic programs and administration of the College.

3.3 Normal Channels of Information

Under normal conditions, recommendations, policy statements, personnel information, grievances, and queries shall move through established administrative lines. Information requiring higher administrative awareness or approval shall move up the line as required. For academic matters, the progression is from a faculty member or departmental committee through the Department Chair, Academic Dean, Head of the Graduate School if necessary, Vice President for Academic Affairs and Provost, the President of the University, and to The University of Texas System Administration, when appropriate. Non-academic matters shall be transmitted from employee to supervisor(s) or from the advisory committee to the administrative officer who appointed the committee and then through normal supervisory channels to the appropriate Vice President, the President, and to The University of Texas System, when appropriate.

The word "through" is understood to mean that all information and documents may be forwarded with such recommendations, as each person deems appropriate, to the highest administrative level required for action or decision. Most information originating at higher levels will move down the same lines as required, but announcements and individual inquiries may be made directly.

Matters requiring action by the Faculty Senate or Standing Committees shall normally be referred to that body by the Academic Deans or higher level Administrative Officers. Matters requiring action by the Graduate Council shall normally be referred to that body by the Head of the Graduate School.

3.4 References

Regents' Rules and Regulations, Rule 20102: Appointment of Institutional Administrative Officers

Regents' Rules and Regulations, Rule 20201: Presidents

UTS 182 Selection, Appointment, Roles, and , Evaluation, and Training of Department Chairs at Academic Institutions

3.5 Dates Approved or Updated

August 29, 2025

March 7, 2022

3.6 Contact Information

The Office of Institutional Compliance
(915) 747-6478

 

Connect With Us

The University of Texas at El Paso
Amanda Cuseo
HOP Policy Coordinator
500 West University Avenue
El Paso, Texas 79968

E: hop@utep.edu
P: (915) 747-0214