Procedure for Handling Legal Papers Related to the University

University of Texas at Austin faculty, staff, and students who are contacted by any entity or individual attempting to serve legal papers pertaining to the university should direct an entity or individual attempting to serve such a notice to the Office of Legal Affairs.

Purpose

The university must be able to coordinate position, meet deadlines, and otherwise with respect to legal proceedings.

Scope

All University of Texas at Austin faculty, staff, and students

Procedures

When the President or any other university executive officer accepts service of legal papers, he or she must forward such papers to the Office of Legal Affairs, together with the envelope, any packaging, and a statement identifying the time, date, and manner of delivery.

All other faculty, staff, or students must direct anyone attempting to serve legal papers pertaining to the university or any unit of the university to the Office of Legal Affairs.

Service of legal papers on the university or any unit of the university may be accepted by the following officers of the university:

For U.S. mail delivery

Vice President and Chief Financial Officer
The University of Texas at Austin
PO Box 8179
Austin, Texas 78713-8179
(512) 471-1422

Associate Vice President for Legal Affairs
The University of Texas at Austin
1 University Station
Austin, Texas 78712-0573
(512) 475-7715

If legal papers pertaining to the university are delivered by mail to any individual who is not authorized by this policy to accept legal papers on behalf of the university, he or she should immediately deliver the legal papers to the Office of Legal Affairs together with the envelope, any packaging, and a statement identifying the time, date, and manner of delivery of the legal papers.

For hand-delivery

Office of the Vice President and Chief Financial Officer
Main Bldg., Suite 102
Campus mail code G4900

Office of the Associate Vice President for Legal Affairs
Main Bldg., Suite 206
Campus mail code G4500

If, after you inform an individual attempting to serve legal papers pertaining to the university that you are not authorized to accept legal papers on behalf of the university, the individual insists on leaving papers with you, promptly deliver any documents left with you to the Office of Legal Affairs together with the envelope, any packaging, and an explanation of when and how you came to be in possession of the legal papers.

If anyone not affiliated with the university makes a request for a sworn statement from you in your capacity as a university employee, or for university records without providing a subpoena or similar legal paper, immediately contact the Office of Legal Affairs, which will determine if the material may be provided under applicable law and if a legal paper is required prior to disclosure.

For fax delivery

Office of the Vice President and Chief Financial Officer
(512) 471-7742

Office of the Associate Vice President for Legal Affairs
(512) 471-1069

If an individual contacts you and requests consent to fax legal papers, do not agree to accept service. The university does not accept service made by fax unless there are exceptional circumstances and only with the explicit permission of the Office of Legal Affairs.

By electronic mail:

Office of the Vice President and Chief Financial Officer
cfo@www.utexas.edu

Office of the Associate Vice President for Legal Affairs
lsmith@mail.utexas.edu

If an individual contacts you and requests consent to send them via electronic mail, do not agree to accept service. The university does not accept service made by electronic mail unless there are exceptional circumstances and only with the explicit permission of the Office of Legal Affairs.

Service of Legal Papers on Named Individuals

An individual university faculty, staff, or student can accept service of legal papers that name that respective individual of the university. If the legal papers relate to performance of job responsibilities at the university, contact the Office of Legal Affairs. Those seeking legal representation and/or indemnification from the university should contact the Office of Legal Affairs.

Responsibilities

The major responsibilities each party has in connection with the university Legal Papers Acceptance Policy are as follows:

Individual Faculty, Staff, or Student

Refer any individual attempting to serve legal papers pertaining to the university to the Office of Legal Affairs.  Immediately deliver any legal papers pertaining to the university that are delivered by mail, e-mail or fax to the Office of Legal Affairs, together with the envelope, any packaging, and a statement identifying the time, date, and manner of delivery.

President

Accept the service of legal papers on the university or on any unit of the university. Forward such papers to the Office of Legal Affairs, together with the envelope, any packaging, and a statement identifying the time, date, and manner of delivery.

Executive Officers

Accept the service of legal papers on the university or on any unit of the university. Forward such papers to the Office of Legal Affairs, together with the envelope, any packaging, and a statement identifying the time, date, and manner of delivery.

Office of Legal Affairs

Accept the service of legal papers on the university or on any unit of the university and act on these papers as appropriate.

Definitions

Legal Papers - Documents issued by a court, officer of the court, attorney, government agency or administrative agency requiring the university or any unit of the university to appear in court, provide testimony, documents, records, or property, or to take or refrain from taking some action. Examples of legal papers include subpoenas, court pleadings (summonses, complaints, court orders, interrogatories, notices of deposition, requests for production of documents, notices to admit, and all other forms of demands for disclosure), restraining orders, garnishments and mechanics liens.

University of Texas at Austin faculty, staff, and students who are contacted by any entity or individual attempting to serve legal papers pertaining to the university should direct an entity or individual attempting to serve such a notice to the Office of Legal Affairs.