4.157 University Advancement & Student Affairs
PUBLICATIONS DEPOSITORY LAW, STATE
Date Adopted/Most Recent Revision: 08/04/2006

  1. Purpose
    The State Publications Depository Program is designed to collect, distribute, and preserve the publications of state government and to promote their use by the citizens of Texas. The program is authorized under V.T.C.A., Government Code 441.101 et seq., (commonly referred to as the State Depository Law) and is administered by the Texas State Library.

  2. Covered Publications
    The law requires colleges and universities to deposit catalogs, handbooks, policy manuals, directories, books, university-wide reports, and similar publications. Some publications, such as internal memoranda, bulletins and newsletters, and class schedules, are exempt.

  3. Required Copies
    The number of copies of a publication which must be deposited is based on the number of copies printed by or for the issuing agency according to the following guidelines:

    1. 300 or more copies printed - 55 copies deposited.
    2. 1 to 299 copies printed - 4 copies deposited.
  4. Exceptions
    In certain instances, a waiver may be requested and only one copy sent. When fifty-five (55) copies are sent, the Clearinghouse will retain four (4) copies and deposit the rest in the Legislative Reference Library, the Library of Congress, the Center for Research Libraries in Chicago, and designated depository libraries in Texas, including Moffett Library.

  5. Printing
    When placing printing orders, the originating department must allow for sufficient copies of a publication to meet the depository law, and the additional cost must be absorbed by that department. The additional copies could be sent to the Office of Public Information and Marketing to be forwarded to the clearinghouse.

  6. Reporting Requirement
    The Office of Public Information and Marketing must make a publications report to the State Clearinghouse no later than the 15th of each month and forward the appropriate number of copies of any publications printed during that reporting period.

  7. Compliance Questions
    Any questions concerning compliance with the law, particularly those relating to the kinds of publications which fall under the depository requirement, should be directed to the Director of Public Information and Marketing.