Faculty, staff, graduate assistants, and students may be issued keys to buildings, offices, and classrooms assigned to them or where special access is required. Key requests are made to TWU Facilities Management and Construction with the approval of the employee's dean or director. For information and details, Texas Woman's University Policy Access Key Control Denton, Dallas, and Houston, dated 8/2/00, has been provided to state the authority, responsibilities, and procedures. When a key is no longer needed or upon termination of employment, the recipient must return the key to the Access Control Office. A replacement fee will be charged if a key is lost or is not returned upon separation from the University. Keys issued may not be used by nor transferred to another individual. Keys may not be duplicated. Loss of a key is to be reported to the Access Control Office immediately.

Faculty and staff, with proper University identification, may be admitted to a building after normal business hours by the Department of Public Safety. A student may be admitted only with prior written permission from the student's instructor and department head.

Classroom Assignments

Classroom assignments for all classes are made through University Scheduling in the Office of the Vice President for Information Services or with coordination of the department chair and dean. Meeting times, days and classrooms may not be changed unilaterally or informally. Change requests should be processed through the department chair and dean to University Scheduling in the Office of the Vice President for Information Services. Instructors are requested to notify University Scheduling through their department chair and dean when specific times have been established for classes noted as "To Be Announced."

Purchasing of Services, Supplies, and Equipment

Requisitions are required in advance of the delivery of merchandise or the performance of service. Requisitions are initiated by the department and processed through the University Purchasing Office. Anyone who makes commitments to vendors, consultants, students, etc., outside of established procedures, should be aware that their action does not obligate the University and that such action may cause a personal obligation to the third party. Procedures for all procurement activity, including emergency purchases, are prescribed by state law and are administered by the Texas Building and Procurement Commission. When contacting bidders for purchases over $5000, you are required to get 3 bids of which 2 must be from Historically Underutilized Businesses (HUB's). You may access an approved bidders list from the TWU Purchasing web site.

Maintenance and Repairs

Information concerning the need for services or repairs to any type of office machine or duplicating equipment is available from the Purchasing Office. Telephone repairs should be reported directly to Information Services. Repair of scientific/research equipment is the responsibility of the University Scientific Equipment Repair Service. Requests for other types of maintenance and repair work should be made to Facilities Management and Construction. Renovations or construction require the prior approval of the Associate Vice President for Facilities Management and Construction and the Vice President for Finance and Administration.

Moving Furniture and Equipment

Furniture and equipment, including classroom furniture, may not be moved from one room or building to another without authorization. Requests to move state property are made to the Office of Inventory Control through the department director. The Office of Inventory Control receives requests for furniture and equipment moves, transfers, and items to be turned into surplus through the Interdepartmental Transfer/Release of Property form. The form is available in hard copy or it may be completed online by going to the Facilities Management web site and clicking on move request. Move requests will not be processed by Inventory Control until a transfer/release form is completed and approved by the department director.

Requests for the acquisition of new classroom furniture should be directed, through academic channels, to the Director of Academic Financial Services.

Written authorization is required for the off-campus use of University property. The Off-Campus Use of University Property Policy outlines procedures for removing property from campus and provides information regarding employee liability for loss of or damage to University property. A copy of the policy and Removal of University Property from Campus Authorization Request forms are available from deans and department chairs.

Campus Mail Service

The University operates an internal campus mail service to assist departments with their daily interoffice and off-campus mail. Departmental mailboxes, at all locations, are for the convenience of faculty and administrative offices. These mailboxes are restricted to official University business. Advertising, political literature, and other non-business mailings are prohibited. Only official University mail should be placed in the campus mail system.

Smoking

Buildings and parking facilities (excluding private residence hall rooms) located at Texas Woman's University in Denton, Dallas, and Houston are smoke-free. Smoking is permitted in outdoor areas.