QUICK ANSWER

For the Texas real estate exam, the appropriate use of unlicensed assistants is simple in principle: unlicensed assistants may perform clerical, secretarial, administrative, bookkeeping, scheduling, and fact-confirming tasks, but they may not perform activities that require a real estate license. They cannot show property, host an open house, solicit buyers or sellers, negotiate, qualify prospects, advise clients, supervise licensed agents in brokerage work, or receive referral compensation for licensed activity.

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Showings by unlicensed assistants
$50
Merchandise gift threshold in referral rule
535.4
TREC license-required rule
535.5
TREC license-not-required rule

Appropriate use of unlicensed assistants is a Texas real estate exam topic because the line between office help and licensed brokerage activity can look blurry in a short fact pattern.

An assistant answers a phone call. An assistant unlocks a door. An assistant enters contract language. An assistant posts a listing ad. An assistant calls homeowners to see who might sell. One is clerical. One is licensed activity. One depends on who gave the instruction and whether the assistant used judgment.

The exam wants you to know the difference.

The fastest way to handle these questions is to ask: is the assistant doing a neutral administrative task, or is the assistant helping someone buy, sell, lease, negotiate, locate property, solicit business, or make a brokerage decision?

Table of Contents

Appropriate Use of Unlicensed Assistants: Quick Facts

Question Short answer for the exam
Can an unlicensed assistant answer phones? Yes, if the assistant stays clerical and does not solicit, advise, qualify, or act as licensed.
Can an assistant confirm advertised facts? Yes, if identified as unlicensed and only confirming information already advertised, such as size, price, or terms.
Can an assistant set a showing appointment? Yes, scheduling is generally administrative.
Can an assistant unlock a property for a buyer or tenant? No. TREC Rule 535.4 treats showing property as requiring a license, and "show" includes unlocking or providing access.
Can an assistant host an open house? No. Hosting an open house is included in showing property under TREC Rule 535.4.
Can an assistant solicit listings or buyers? No. Soliciting listings and telemarketing to find prospects require a license.
Can an assistant negotiate? No. Negotiation is licensed brokerage activity.
Can an assistant type contract information? Yes, if strictly directed by a license holder and not choosing terms or giving advice.
Can an assistant review contracts for agents? No. TREC guidance says unlicensed office managers may not review contracts or help make deals work.
Can an assistant be a brokerage trust account signatory? No. TREC guidance points to Rule 535.146 for trust account signatory limits.
Can an assistant receive a referral fee? Generally no if the referral is made with expectation of valuable consideration. Rule 535.20 has narrow gift and business exceptions.

High-Yield Definition

What is the appropriate use of unlicensed assistants in Texas real estate?

The appropriate use of unlicensed assistants means using unlicensed people only for tasks that do not require a real estate license. They may support the brokerage with clerical, administrative, scheduling, bookkeeping, data entry, and fact-confirming work. They may not perform licensed brokerage activity for another person for compensation or expected compensation.

For the exam, the key line is this: an assistant may help the office run, but may not act like a sales agent.

The Core Rule in Plain English

If the task involves judgment, persuasion, prospecting, showing, negotiating, locating property, collecting compensation for a referral, or helping a customer choose what to buy, sell, rent, or lease, it probably requires a license.

If the task involves neutral office support under the direction of a license holder, it may be allowed.

Why This Topic Matters on the Texas Real Estate Exam

Pearson VUE's Texas sales agent state law content outline includes "Appropriate Use of Unlicensed Assistants" under agency and brokerage. It also lists activities requiring a license under licensing.

That means this topic can show up from two angles:

Exam angle What the question is really testing
Licensing Did the assistant cross into an activity requiring a license?
Agency and brokerage Did the broker or sales agent misuse an assistant in brokerage work?
Broker responsibility Did the broker supervise office practices and prevent unlicensed activity?
Property management Did the assistant control rent or perform leasing activity for compensation?
Referrals Was the assistant paid or expecting value for procuring a prospect?

The exam will rarely ask, "Can an assistant do administrative tasks?" in the abstract. It will usually give you a concrete situation. Your job is to spot whether the assistant is simply passing along facts or actively participating in brokerage activity.

What Unlicensed Assistants Can Do

TREC's guidance recognizes that unlicensed personnel can help a brokerage, but the assistant must stay away from licensed activity.

Generally Allowed Tasks

Task Why it is generally allowed
Answer phones Clerical or secretarial work can be allowed if the assistant does not solicit or act as licensed.
Identify themselves as unlicensed This helps avoid misleading callers.
Confirm previously advertised property facts TREC Rule 535.5 allows clerical employees identified as such to confirm advertised size, price, and terms.
Set appointments for a license holder to show property Scheduling is administrative.
Call an owner to schedule a showing appointment for the broker or agent The assistant is arranging timing, not showing property or soliciting a listing.
Place signs as directed by the broker Placing a sign can be administrative if the brokerage has proper authority and the assistant does not solicit or negotiate.
Place ads as directed by the broker Administrative placement is different from creating misleading ads or advertising independently.
Enter listing data into a system Data entry can be clerical when directed by a license holder.
Type contracts as specifically directed by a license holder Typing is not the same as choosing terms, drafting legal language, or advising parties.
Order supplies and manage office logistics Ordinary office administration does not require a real estate license.
Schedule repairs or maintenance Administrative arranging can be allowed if the assistant is not negotiating leases or managing licensed property activity.
Perform bookkeeping TREC guidance says unlicensed persons may serve as bookkeepers, but trust account authority is limited.
Assist with loan forms administratively TREC guidance says this can be done carefully and under direction, while financing licensure questions may involve another agency.

The Safe Pattern

Allowed assistant work usually has all four traits:

Trait Meaning
Clerical The assistant is handling office support.
Directed A broker or sales agent decides what must be done.
Factual The assistant does not interpret, advise, recommend, or persuade.
Non-discretionary The assistant is not making brokerage decisions.

If the assistant starts using discretion with the public, the risk rises fast.

What Unlicensed Assistants Cannot Do

An unlicensed assistant may not do anything that requires a real estate license. TREC Rule 535.4 gives several exam-friendly examples of activities that require a license.

Clearly Prohibited Tasks

Task Why it is not allowed
Show a property TREC Rule 535.4 requires a license to show property unless exempt.
Unlock a property for a buyer or tenant Rule 535.4 includes unlocking or providing access as showing property.
Host an open house Rule 535.4 includes hosting an open house as showing property.
Solicit listings Rule 535.4 says a license is required to solicit listings.
Negotiate listings Negotiating in Texas for listings requires a license.
Call people to see if they want to buy, sell, or list TREC guidance treats this telemarketing activity as requiring a license.
Qualify prospects Asking financial or motivation questions to determine fit crosses into brokerage judgment.
Recommend properties Suggesting other properties is more than confirming advertised facts.
Discuss offer strategy Strategy and negotiation belong to license holders.
Explain contract meaning to a party That risks both licensed activity and unauthorized practice of law issues.
Review contracts for agents TREC guidance says unlicensed managers may not review contracts or help make deals work.
Supervise agents in licensed work Rule 535.4 says people who direct or supervise others performing licensed acts must be licensed.
Control acceptance or deposit of certain rent Rule 535.4 requires a license when a person controls acceptance or deposit of rent from a resident of a single-family residential real property unit in specified ways.
Be a brokerage trust account signatory TREC guidance says only a license holder may be a signatory on brokerage trust accounts.
Receive a referral fee for procuring a prospect Rule 535.20 treats referrals made with expected valuable consideration as licensed activity.

The Risk Pattern

Forbidden assistant work usually has one or more of these traits:

  • The assistant talks a person into buying, selling, leasing, or listing.
  • The assistant chooses which property information to provide.
  • The assistant gives advice or opinions.
  • The assistant negotiates or helps shape terms.
  • The assistant physically provides access to property.
  • The assistant is paid for producing a prospect.
  • The assistant directs license holders in their licensed work.

Can, Cannot, or Depends Table

Situation Exam answer Why
Assistant answers the phone and says, "I am the office assistant. That home is listed at the advertised price of $350,000." Can The assistant is identified as unlicensed and confirms an advertised fact.
Assistant says, "You should offer $340,000 because the seller seems motivated." Cannot That is advice and negotiation strategy.
Assistant schedules a showing time for the sales agent and homeowner. Can Scheduling is administrative.
Assistant opens the lockbox and lets a buyer walk through. Cannot Providing access is showing property under TREC Rule 535.4.
Assistant hosts an open house but does not answer questions. Cannot Hosting an open house is included in showing property.
Assistant places a sign where the broker directs. Can Sign placement can be administrative if properly authorized.
Assistant calls homeowners to ask if they want to sell. Cannot Solicitation requires a license.
Assistant enters MLS data from a form completed by the agent. Can Data entry under direction is clerical.
Assistant selects which homes to send to a buyer based on the buyer's needs. Cannot Locating or procuring property for another can require a license.
Assistant types repair language into a contract exactly as a license holder directs. Can, but carefully Typing can be clerical, but choosing or drafting terms is not.
Assistant reviews contract forms for completeness and tells agents what to fix. Cannot TREC guidance says unlicensed office managers may not review contracts or help make deals work.
Assistant does bookkeeping for property management accounts. Can, if limited Bookkeeping can be administrative, but trust account authority and rent control can require a license.
Assistant signs checks from a brokerage trust account. Cannot TREC guidance says only a license holder may be a signatory on brokerage trust accounts.
Assistant receives $500 for sending a buyer lead to the agent. Cannot A referral with expected valuable consideration generally requires a license.
Assistant receives a $25 merchandise gift after casually mentioning an agent to a friend. Depends Rule 535.20 excludes certain merchandise gifts of $50 or less from valuable consideration, but facts matter.

Scenario Examples

These are original learning examples for study. They are not copied exam questions and are not official Pearson VUE questions.

Scenario 1: The Front Desk Call

A caller asks whether a listed home has three bedrooms and whether the price is still $350,000. The unlicensed assistant identifies herself as the office assistant and confirms those details from the published listing.

Best answer: Allowed. The assistant is performing a clerical phone function and confirming advertised information.

Scenario 2: The "Better Fit" Suggestion

A caller asks about a three-bedroom property. The assistant says, "That one only has one bath, but I know a better home with two baths. I can send it to you."

Best answer: Not allowed. TREC guidance warns that an assistant should not identify other properties for the caller. That type of matching moves toward locating property for another.

Scenario 3: The Door Unlock

An agent is running late and asks the assistant to meet the buyer at the house, open the lockbox, and wait outside.

Best answer: Not allowed. TREC Rule 535.4 says showing property includes unlocking or providing access.

Scenario 4: The Open House

A broker asks an unlicensed assistant to sit at an open house, hand out flyers, and avoid answering questions.

Best answer: Not allowed. Hosting an open house is treated as showing property under TREC Rule 535.4.

Scenario 5: The Showing Appointment

The assistant calls the seller to ask whether Tuesday at 4 p.m. works for the licensed agent to bring a buyer.

Best answer: Allowed. Scheduling a showing appointment for a license holder is administrative.

Scenario 6: The Seller Lead Call

The assistant calls homeowners in a neighborhood and says, "Our agent has buyers looking here. Are you interested in selling?"

Best answer: Not allowed. TREC guidance treats this kind of telemarketing and solicitation as requiring a license.

Scenario 7: The Contract Typing Task

A sales agent tells the assistant, "Type the buyer's name, the property address, the sales price I gave you, and the closing date into the form."

Best answer: Generally allowed if the assistant is only typing specific information exactly as directed by the license holder. The assistant may not choose terms, advise the client, or draft legal language.

Scenario 8: The Contract Review

An office manager reviews every sales contract and tells sales agents whether the contract will work.

Best answer: Not allowed if the office manager is unlicensed. TREC guidance says an unlicensed person may not review contracts or help make deals work.

Scenario 9: The Referral Bonus

An assistant tells a friend to call an agent and expects a $300 gift card if the friend signs a buyer agreement.

Best answer: Not allowed. A referral made with expectation of valuable consideration generally requires a license.

Scenario 10: The Property Management Bookkeeper

An unlicensed assistant records rent payments and sends repair invoices to the broker, but does not decide where rent is deposited, sign checks, lease property, or negotiate terms.

Best answer: Likely allowed if limited to bookkeeping and administrative tasks. But if the assistant controls rent deposits, signs checks, leases property, or holds out as a property manager for compensation, a license issue can arise.

The Open House and Door-Unlocking Trap

This is one of the highest-yield details for the Texas exam.

TREC Rule 535.4 says a person generally must be licensed as a broker or sales agent to show property. The rule explains that showing property includes:

  • Causing or permitting the property to be viewed by a prospective buyer or tenant
  • Unlocking or providing access to the property
  • Hosting an open house

That means the exam can describe a task in soft language and still test a hard rule.

Soft wording in the question What it means for the exam
"The assistant only unlocked the door" That is providing access, which is showing property.
"The assistant only let the buyer look around" That is causing or permitting the property to be viewed.
"The assistant only hosted the open house and gave no advice" Hosting itself is included in showing property.
"The assistant only waited while the tenant toured" If the assistant provided access, the problem is already there.

The safest exam answer is that an unlicensed assistant cannot show property, unlock property for prospects, provide property access, or host an open house for a license holder.

Phones, Ads, and Property Information

Phone and advertising questions are trickier because assistants can perform some communication tasks.

The dividing line is whether the assistant is confirming fixed facts or using judgment to move the prospect toward a transaction.

What an Assistant May Say

Allowed type of response Example
Identify role "I am an unlicensed office assistant."
Confirm advertised fact "The advertised price is $350,000."
Confirm property detail already advertised "The ad says the property has three bedrooms."
Schedule a licensed agent "I can schedule a time for our licensed agent to call you."
Refer licensed questions "A licensed agent will need to answer that."

What an Assistant Should Not Say

Risky or prohibited response Why
"You should offer less." Negotiation advice.
"The seller will probably take less." Brokerage judgment and possible confidential information issue.
"This is the best home for you." Recommendation and brokerage advice.
"You qualify for this price range." Prospect qualification.
"I found three better homes for you." Locating property for another.
"Do you want to sell your house?" Solicitation.

Referrals, Gifts, and Compensation

Referral questions are easy to miss because the assistant may not look like a broker or sales agent. The issue is not the job title. The issue is whether the person is making a referral in connection with a proposed real estate transaction and expecting valuable consideration.

TREC Rule 535.20 says referring a prospective buyer, seller, landlord, or tenant to another person in connection with a proposed real estate transaction is an act requiring a license if the referral is made with expectation of valuable consideration.

The rule says valuable consideration includes money, merchandise gifts with a retail value greater than $50, rent bonuses, and discounts.

Referral Decision Table

Situation Likely result
Assistant gets cash for each buyer lead Not allowed without a license.
Assistant gets a $250 gift card for a signed client Not allowed because the value is over the merchandise gift threshold and tied to a referral.
Assistant receives a small merchandise gift of $50 or less after a casual referral May be allowed under the rule, depending on facts.
A vendor sells goods to a license holder, then refers its own customers to the license holder, and payment is not contingent on a real estate transaction Rule 535.20 contains a specific business exception if all conditions are met.
Assistant is paid hourly for clerical work and no referral compensation Not a referral fee issue by itself.

Do not turn the $50 point into a broad loophole. The exam may still test whether the person expected value, whether the gift is money or merchandise, whether the amount exceeds the rule, and whether the act was really a referral.

Property Management and Rent Handling

Property management is another common assistant trap.

Not every property management support task requires a real estate license. Bookkeeping, arranging repairs, typing notices, maintaining files, and office administration can be clerical when kept within limits.

But TREC Rule 535.4 says a person controls the acceptance or deposit of rent from a resident of a single-family residential real property unit and must be licensed if the person has authority to:

  • Use the rent to pay for services related to management of the property
  • Determine where to deposit the rent
  • Sign checks or withdraw money from a trust account

Property Management Task Table

Task Can an unlicensed assistant do it? Why
Record rent payments in bookkeeping software Usually yes Bookkeeping can be administrative.
Decide where tenant rent is deposited No Rule 535.4 makes this a license issue in specified single-family residential rent situations.
Sign trust account checks No TREC guidance says only a license holder may be a signatory on brokerage trust accounts.
Schedule a plumber for a repair Usually yes Arranging repairs can be administrative.
Negotiate lease terms No Leasing and negotiating for another generally require a license.
Show a rental property No Showing property requires a license unless exempt.
Hold out as a property manager for others for compensation while renting or leasing the property No TREC guidance treats this as requiring a license.

Broker Responsibility for Unlicensed Assistants

The broker's name may not appear in every assistant fact pattern, but broker responsibility often sits behind the question.

TREC's unlicensed assistant guidance warns that a broker or sales agent that employs an unlicensed person may face consequences if the assistant performs activity requiring a license. TREC Rule 535.2 also requires brokers who sponsor sales agents or serve as designated brokers to maintain current written policies and procedures for compliance.

What a Broker Should Control

Control Why it matters
Written task list Helps assistants know what they can and cannot do.
Phone scripts Keeps assistants from soliciting, qualifying, or advising.
Showing policy Prevents unlicensed access, open house, and unlock problems.
Contract workflow Allows typing under direction, but prevents unlicensed advice or review.
Referral policy Prevents illegal referral compensation.
Property management procedures Keeps bookkeeping separate from rent control or leasing activity.
Training records Supports broker supervision and compliance.

Broker Responsibility Exam Pattern

If a question says the broker "allowed," "instructed," "paid," "failed to train," or "did not supervise" an unlicensed assistant who performed licensed activity, the safe answer usually points to a broker responsibility or disciplinary risk.

Common Mistakes

Mistake Better exam thinking
Thinking a task is allowed because the assistant gave no advice Providing access or hosting an open house is still showing property.
Treating "opening the door" as harmless TREC Rule 535.4 includes unlocking or providing access.
Assuming phone calls are always clerical Confirming advertised facts is different from soliciting or qualifying prospects.
Confusing scheduling with showing Scheduling is usually administrative, but showing requires a license.
Letting an assistant "help" with contracts Typing directed information is different from choosing terms or reviewing contracts.
Paying a referral bonus because the assistant is not licensed Expected compensation for referrals is the problem.
Allowing an assistant to manage agents Supervising licensed work requires a license.
Ignoring property management rent control Rent deposit authority and trust account authority can trigger license issues.

Study Plan

Step What to review What you should be able to decide
1 TREC Rule 535.4 Which activities require a license?
2 TREC Rule 535.5 Which clerical or exempt activities do not require a license?
3 TREC unlicensed assistant article How TREC applies the rule to phones, showings, contracts, and office managers.
4 TREC Rule 535.20 When a referral requires a license because of expected value.
5 TREC Rule 535.2 How broker supervision and written policies connect to assistant use.
6 Pearson VUE content outline Why the topic sits under agency and brokerage and licensing.

What To Do Next

If you miss questions about... Drill this rule pattern
Showings No unlicensed access, door unlocking, or open house hosting.
Phone calls Confirm facts only, do not solicit, qualify, advise, or recommend.
Contracts Typing under direction can be clerical, but reviewing or choosing terms is not.
Referrals Expected valuable consideration can make a referral licensed activity.
Property management Bookkeeping can be clerical, but rent control and leasing can require a license.
Broker responsibility Written policies and supervision matter when assistants are used.

UNLICENSED ASSISTANT SCENARIOS

Practice the line between admin work and licensed activity.

The Texas real estate exam prep app is built for Texas sales agent candidates: original Texas-focused practice questions, national and state review, math drills, case-study practice, flashcards, and weak-area feedback. Use it to drill unlicensed assistant scenarios like open houses, phone calls, referrals, property access, contract typing, and rent handling. Native Texas exam prep. Original questions. No copied exam questions. Not affiliated with TREC or Pearson VUE. Not a 180-hour pre-license course or a pass guarantee.

Practice Texas unlicensed assistant questions

What To Pair With This

Pair this article with Why it helps
Texas Real Estate Exam Places assistant rules inside the full state and national exam picture.
Texas Real Estate License Activities and Exemptions Helps separate licensed activity from activities that do not require a license.
Broker-Sales Agent Relationships and Supervision Broker supervision is the compliance frame behind assistant use.
Texas Real Estate Advertising Rules Assistants may help place ads, but advertising compliance still matters.
Texas Real Estate Trust Accounts and Earnest Money Useful for rent, trust account, and money-handling questions.
Texas Real Estate Fee Splitting, Rebates, and Compensation Reinforces referral compensation and payment limits.
Free Texas Real Estate Practice Test Good follow-up for testing scenario recognition.

FAQ

What can an unlicensed real estate assistant do in Texas?

An unlicensed assistant can generally do clerical, secretarial, administrative, scheduling, data entry, bookkeeping, and fact-confirming tasks. The assistant must not perform activities requiring a license, such as showing property, soliciting listings, negotiating, advising, qualifying prospects, or receiving referral compensation for licensed activity.

Can an unlicensed assistant answer questions about a listing?

Yes, but only in a limited way. An unlicensed assistant identified as such may confirm previously advertised information such as price, size, or terms. The assistant should refer questions that require judgment, advice, comparison, negotiation, or property selection to a license holder.

Can an unlicensed assistant show a property in Texas?

No. TREC Rule 535.4 says a person generally must be licensed as a broker or sales agent to show property. The rule includes causing or permitting a property to be viewed, unlocking or providing access, and hosting an open house.

Can an unlicensed assistant open a door for a buyer?

No. Door-unlocking is not just a clerical task on the Texas exam. TREC Rule 535.4 includes unlocking or providing access as showing property.

Can an unlicensed assistant host an open house?

No. Hosting an open house is included in showing property under TREC Rule 535.4, so it requires a license unless an exemption applies.

Can an unlicensed assistant schedule showings?

Yes. TREC guidance says an assistant may call a homeowner and schedule an appointment for the broker or agent to bring a potential buyer to see the home. Scheduling is different from showing.

Can an unlicensed assistant call people to see if they want to sell?

No. TREC guidance treats telemarketing to determine whether a person is interested in buying or selling, or has property to sell, as activity that must be conducted by a license holder.

Can an unlicensed assistant type information into a contract?

Yes, if the assistant is only typing specific information under the direction of a license holder. The assistant may not choose terms, explain the form, advise a party, draft legal language, or review contracts to help make deals work.

Can an unlicensed office manager supervise sales agents?

An unlicensed office manager may handle administrative and personnel tasks, but may not direct or supervise agents in their licensed work. TREC guidance says unlicensed managers may not review contracts or help make deals work.

Can an unlicensed assistant receive a referral fee?

Generally no if the referral is made with expectation of valuable consideration. TREC Rule 535.20 says referring a prospective buyer, seller, landlord, or tenant in connection with a proposed real estate transaction requires a license if done with expectation of valuable consideration. The rule has limited exceptions, including a merchandise gift threshold, but do not treat that as a broad referral-fee loophole.

Can an unlicensed assistant help with property management?

Yes, for limited administrative tasks such as bookkeeping, scheduling repairs, and office support. But a license may be required if the person leases property for another for compensation, controls acceptance or deposit of rent in the situations covered by Rule 535.4, signs trust account checks, or holds out as a property manager in a way that requires a license.

What should I practice for appropriate use of unlicensed assistants?

Practice can, cannot, and depends scenarios: open houses, unlocking doors, setting appointments, answering phones, confirming advertised facts, calling prospects, typing contracts, reviewing contracts, referral gifts, rent handling, and broker supervision. The Texas real estate exam prep app includes original Texas-focused scenarios for this type of rule recognition. Native Texas exam prep. Original questions. No copied exam questions. Not affiliated with TREC or Pearson VUE. Not a 180-hour pre-license course or a pass guarantee.

Are the examples in this article official Pearson VUE exam questions?

No. The examples in this article are original learning examples for study. They are not copied exam questions and are not official Pearson VUE questions.

Primary-source verification (2026-06-16): This article was checked against TREC's article "Use of Unlicensed Assistants in Real Estate Transactions," TREC Rules including Rule 535.2, Rule 535.4, Rule 535.5, Rule 535.20, and Rule 535.146, Pearson VUE's Texas Real Estate exam page, the January 2026 Texas Real Estate Candidate Handbook, and the Pearson VUE Texas Real Estate Content Outlines. Requirements, fees, exam policies, and procedures can change. Verify current details with TREC and Pearson VUE before making licensing or scheduling decisions.

Sources and Methodology

This article uses official sources first and translates the rules into exam-useful decision patterns.

The method:

  1. Start with Pearson VUE's Texas sales agent content outline to confirm that appropriate use of unlicensed assistants is a listed state law topic.
  2. Use TREC Rule 535.4 to identify activities that require a license.
  3. Use TREC Rule 535.5 to identify clerical and exemption patterns.
  4. Use TREC's unlicensed assistant article to convert rules into real office examples.
  5. Use TREC Rule 535.20 for referral compensation and gift questions.
  6. Connect the topic back to broker responsibility under TREC Rule 535.2.