Man Response Guide

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Management Responsibilities

Guide

Updated: 2009 Jan


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The University of Texas at Austin

ManagementResponsibilities

Guide

Overview

Purpose This training will provide administrative

expectations for upper level executive

officers including Vice Presidents, Deans,

Associate Deans, Directors, and Associate

Directors.

In addition, Executive Officers will find

useful resources for financial and select

administrative processes.


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Overview

Delegation & Accountability The President delegates oversight

responsibilities to Executive

Officers.

Vice Presidents further delegate specificadministrative and financial responsibilitiesto Department Chairs & Directors.

Department Chairs and Directorsmay delegate some responsibilities, but

not accountability.


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Overview

Management Roles VPs, Deans, and Directors ensure academic

programs and administrative operations are in

compliance with University standards, sound

financial condition of the University, and fair

administration of policies.

Deans and Assistant Deans ensure effectiveadministration of academic programs, and

support services for colleges.

Associate VPs ensureeffective administrationof programs, support services, and operations

across campus.


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Internal Controls

Internal Controls are actions taken by managemto enhance the organizations financial reporting

accuracy and accountability for resources.

Management must establish an effective

internal control system to: Establish a control-conscious environmen

Understand and assess risk.

Establish control activities to address risk.

Ensure information and communication flo

Conduct monitoring activities.


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Code of Ethics and Standards ofConduct

Code of Ethics Executive Officers are charged with coordinatin

and monitoring departmental policies regarding

potential conflicts of interest.

Faculty and administrative employees must be

aware of disclosure and disqualificationrequirements.

Standards of Conduct

All departments on campus must exist in a cult

of honesty and integrity. Employees should be encouraged to share

concerns of non-compliance without fear of

retribution.


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Fiscal Management

Executive Officers must establish an effective

fiscal management system to:

Establish appropriate budget priorities.

Manage department accounts and expenditures.

Reconcile departmental income and expenditures to

the Universitys records. Manage faculty and staff salary budgets.

Ensure procurement complies with regulations andprovides the best value to the University.

Encourage and effectively promote the utilization of

Historically Underutilized Businesses (HUB)procurement.


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Grants and Contracts Administration andCapital Asset Management

Grants and Contracts Administration

Principal Investigators and Project Directors should:

Adhere to University guidelines regarding proposalsubmission and research conduct.

Manage projects in accordance with requirements of thesponsoring agency.

Ensure expenditures conform to the budget. Ensure compliance with financial reporting.

Asset Management

Principal Investigators and Project Directors should ens

Equipment is properly used and safeguarded against wasand misuse.

Annual inventory is performed in a timely manner.

Adherence to University procedures at acquisition.


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Gifts from Private Donors

When soliciting gifts, management must ensure:

Programs support institutional priorities and areapproved by the academic officer.

The list of targeted donors for solicitation is

approved by the Resource Development Office.

When overseeing the management of gifts,management must ensure:

Gifts are forwarded to the Resource

Development Office.

Private donor receives a thank you letter.

Funds are spent according to donors intentions

Annual reports are submitted to the Resource

Development Office.


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Human Resource Services andInstitutional Diversity

University management is responsible for the

following aspects of human resources andinstitutional diversity.

Foster an environment supporting professional

growth through training and mentoring.

Establish goals and objectives, and hold

employees accountable through evaluations.

Follow legal and ethical guidelines, including non

discrimination and sexual harassment.

Support affirmative action initiatives to ensure

gender and cultural diversity.

Provide equal employment and educational

opportunities.


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Health and Safety

Environmental Health

Management should:

Implement programs that provide a healthy, safe, and

compliant work environment.

Report occupational injuries to the Occupational and Safe

Programs Office.

Ensure employees are adequately trained in: Environmental protection and regulation

Hazardous materials management

Radiation and laser safety

Emergency response

Lab safety

Fire safety

Food safety


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Health and Safety

University Police Department

Management should:

Report crimes and emergencies to University

Police immediately.

Ensure staff is knowledgeable in crimeprevention practices.

Report vulnerable campus areas to University

Police Crime Prevention Office.


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Information Technology and Security

Security

It is important that University management:

Stay current on security issues and policies.

Ensure staff have adequate IT equipment, software, andtraining.

Provide backup for critical departmental programs anddata files.

Maintain records of IT equipment and software.

Ensure staff follows UT Austin IT security policiesregarding individual IDs and passwords.

Encourage physical security by locking doors andcontrolling access to computers.


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Privacy

In addition, management should:

Protect private information and confidentialdata from unauthorized access.

Ensure privacy wishes and requirements of

staff are honored.

Retain and manage electronic recordsaccording to legal requirements.


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Training

Managing Fiscal Risks

https://utdirect.utexas.edu/cts/class.WBX?s_course_co

mp=0&s_course_prefix=CW&s_course_number=0510

Cashier Traininghttp://www.utexas.edu/business/accounting/classes/de

04.html
https://utdirect.utexas.edu/cts/class.WBX?s_course_comp=0&s_course_prefix=CW&s_course_number=0510https://utdirect.utexas.edu/cts/class.WBX?s_course_comp=0&s_course_prefix=CW&s_course_number=0510http://www.utexas.edu/business/accounting/classes/de504.htmlhttp://www.utexas.edu/business/accounting/classes/de504.htmlhttp://www.utexas.edu/business/accounting/classes/de504.htmlhttp://www.utexas.edu/business/accounting/classes/de504.htmlhttps://utdirect.utexas.edu/cts/class.WBX?s_course_comp=0&s_course_prefix=CW&s_course_number=0510https://utdirect.utexas.edu/cts/class.WBX?s_course_comp=0&s_course_prefix=CW&s_course_number=0510


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ContactsFurther information available at http://directory.utexas.edu/

Code of Ethics and Standards of Conduct

Kevin Hegarty ext. 1-1422VP and Chief Financial Officer

Patricia Ohlendorf ext. 1-1241VP for Legal Affairs and Custodian of Records for Subpoenas

Jeffery Graves ext. 1-1241Associate VP for Legal Affairs

Susan Bradshaw ext. 1-1241Associate VP for Legal Affairs

Rudoph Green ext. 2-7055Director, University Compliance Services

Fiscal Management

Mary Knight ext. 1-3727Associate VP and Budget Director

Fred Friedrich ext. 1-3723Associate VP and Controller

Michael Vandervort ext. 1-7117Director, Internal Audits

Leslie Saucedo ext. 1-7785

Director, Payroll ServicesTrina Bickford ext. 1-2860

Assistant Director, PurchasingDebra Stevens ext. 1-8200

Business Contracts AdministratorKim Wicheta ext. 1-3723

Associate Director, Accounts Payable, Office of Accounting

C
http://directory.utexas.edu/http://directory.utexas.edu/


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Sponsored Research, Contracted Services and Leases

Juan Sanchez ext. 1-2877

VP for ResearchR. Ellyn Perrone ext. 1-5741

Associate VP forResearchSusan Sedwick ext. 1-6424

Associate VP for Research andDirector for Office of Sponsored Projects

Michael A. Miller ext. 1-4110Director, Facilities Services

Debra Stevens ext. 1-8200Business Contracts Administrator

Jason Richter ext. 1-6231Associate Director, Contracts & Grants,Office of Sponsored Projects

Capital Assets Management

Patricia Clubb ext. 2-7742Employee & Campus Services

Steve Kraal ext. 5-6976SeniorAssociate VP for Campus Planning

and Facilities ManagementFred Friedrich ext. 1-3723

Associate VP and ControllerKim Wicheta ext. 1-3723

Associate Director, Cash Management & Inventory,Office of Accounting

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Gifts from Private Donors

James Kunetka ext. 5-9641

Associate VP for Development

Martha King ext. 5-9615

Director for Endowment Services and Compliance

Human Resource Services and Institutional Diversity

Julien Carter ext. 2-9161

Associate VP for Human Resources

Steven Leslie ext. 2-3300Executive VPand Provost

Gregory Vincent ext. 1-3212

VP for Diversity and Community Engagement

Linda Millstone ext. 1-1849

Associate VP for Institutional Equity and Workforce Diversity

Susan O. Bradshaw ext. 1-1241

Associate VP for Legal Affairs

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Purchasing Assistance

Trina Bickford ext. 1-2860Assistant Director, Purchasing

Rae Lender ext. 1-2861Senior Buyer

Kim Wicheta ext. 1-3723Associate Director, Office of Accounting

Rita Mosley ext. 2-3464Procurement Card Administrator

Arthur McDonald ext. 1-2852HUB Coordinator/Director


Brian Roberts ext. 2-9610VP for Information Technology

L. B. Brady ext. 2-5857Associate VP, Business Services, ITS

Cameron Beasley ext. 5-9476University Information Security Officer

Terry Tatum ext. 2-1535

Associate VP, Customer Services, ITS

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Health & Safety Programs

Chip Rogers ext. 1-3511Interim Director, Environmental Health and Safety

Robert Dahlstrom ext. 1-4441Chief of Police

David Cook ext. 2-3782

Director, Applications, ITS

Matthew Dionne ext. 2-3358

Campus Security Systems Supervisor

Documents

Man Response Guide