Clarendon College Policy Manual
1000 SERIES
GENERAL INSTITUTIONAL POLICIES
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LEGAL LIMITS |
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This manual is not to be construed as a contract between Clarendon College and its employees and does not in any way imply or create any rights, contractual or otherwise, on behalf of Clarendon College's employees. The Regents of Clarendon College may at their sole discretion alter or amend this manual or portions thereof at any time.
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HARMONY WITH STATE AND FEDERAL LAWS |
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No item in these policies, rules or regulations shall be operative if it is found to be in contradiction to any of the laws of the State of Texas and/or federal laws.
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LEGAL NAME |
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The official name of this institution and its entire college facilities shall be Clarendon College, and may for legal and other purposes, be referred to as Clarendon College.
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CLARENDON COLLEGE SERVICE AREA |
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The service area of Clarendon College includes the territory within Gray, Donley, Wheeler, Armstrong, Collingsworth, Briscoe, Hall, and Childress counties.
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LOGO |
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LOCATION OF OFFICES |
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The principal office of Clarendon College shall be in the County of Donley, State of Texas, at its main campus in the City of Clarendon.
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PHILOSOPHY OF CLARENDON COLLEGE |
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MISSION STATEMENT |
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Clarendon College is a comprehensive community college committed to teaching and learning and to providing equal access to opportunities that assist in the holistic development of its constituents and community. In pursuit of that mission, the College provides academic transfer programs, workforce education programs, student services, developmental education courses, continuing education/community service courses, and diverse cultural enrichment opportunities.
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PURPOSES OF CLARENDON COLLEGE |
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The purposes of Clarendon College are defined in the Texas Education Code, Section 130.003, and shall be to provide:
(1) technical programs up to two years in length leading to associate degrees or certificates;
(2) occupational programs leading directly to employment in semi-skilled and skilled occupations;
(3) freshman and sophomore courses in arts and sciences;
(4) continuing adult education programs for occupational or cultural upgrading;
(5) compensatory education programs designed to fulfill the commitment of an admissions policy allowing the enrollment of disadvantaged students;
(6) a continuing program of counseling and guidance designed to assist students in achieving their individual educational goals;
(7) workforce development programs designed to meet local and statewide needs;
(8) adult literacy programs and other basic skills programs; and,
(9) such other purposes as may be prescribed by the Texas Higher Education Coordinating Board or the Clarendon College Board of Regents, in the best interest of postsecondary education in Texas.
Clarendon College exists to serve these purposes as they relate first to the local service areas, then to the State of Texas, and finally, to the nation. It has accepted the challenge of providing the resources, curricula, instructional support, and personnel required to best serve the many educational needs of its students.
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DEGREES GRANTED |
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Clarendon College grants the:
(1) Associate in Arts Degree
(2) Associate in Science Degree
(3) Associate in Applied Science Degree
(4) Certificate of Technology
(5) Certificate of Completion
The Associate in Arts and the Associate in Science Degrees are awarded for successful completion of a two-year program designed for students planning to transfer to a senior college or university.
The Associate in Applied Science Degree is awarded for successful completion of a two-year prescribed occupational curriculum.
The Certificate of Technology is awarded to those who complete the technical competencies of a one to two-year TASP required occupational curriculum.
The Certificate of Completion is awarded for successful completion of a specialized curriculum in an TASP waived occupational program of less than two years in length.
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Section 1. Composition. The Board of Regents shall consist of nine members elected at large by the qualified voters of the Clarendon College District; each member will be elected for a term of six years, and three members will be elected on even-numbered years.
Section 2. Election of Regents. The College Board election shall be held on the First Saturday in May each even-numbered year in accordance with the election laws of the State of Texas. Any legal resident of this district may become a candidate for a place on the Board of Regents by filing written application with the Board of Regents, asking that his/her name be placed on the official ballot; similar petitions may be filed requesting that certain names be placed on the ballot. Such requests or petitions may be filed not later than thirty days prior to the date of the election.
The members of the Board of Regents shall hold office for a period of six years, or until their successors are elected and qualified.
When a vacancy occurs on the Board of Regents, the remaining members of the board shall be authorized to fill this vacancy by appointment until the next regular election of members to the Board as provided by law.
Section 3. Election of Officers. The Board of Regents at its first regular meeting following the date of the election shall organize by electing a Chairperson, Vice-Chairperson, and Secretary-Treasurer from among its members, each of whom shall serve for a period of two years or until a successor is elected and qualified. Each official shall be elected by majority vote of the members present.
Section 4. Regular Meetings. The Board of Regents shall meet regularly on the third Thursday of each month, at 11:45 AM in the Bairfield Activity Center on the campus of Clarendon College, Clarendon, Texas.
Section 5. Special Meetings. Special meetings may be called by the Chairperson of the Board of Regents at a time permitting compliance with laws governing public meetings, and/or by any two members of the Board upon notices either written or oral to all members of the Board at a time permitting compliance with laws governing public meetings.
Section 6. Executive Committee. The Chairperson, the Vice-Chairperson, and the Secretary constitute the Executive Committee of the Board of Regents.
Section 7. Special Committees. Special committees may be appointed by the Chairperson of the Board on authorization by the Board. Such committees shall be appointed to perform specific duties. When the work of the committee has been completed, the committee shall be automatically dissolved.
The work of all such special committees shall be fact-finding and advisory, and only in exceptional cases legislative or administrative, and only then by majority vote of the Board.
No committee shall have power to act administratively unless specifically empowered to act by the Board of Regents, and the committee shall report its action to the Board at its next regular meeting after action has been taken.
Fact-finding and advisory committees shall report their findings and recommendations first to the Board of Regents, either through a written report or at a regular or special meeting. Committees shall not publish or release any such reports to others prior to presentation to the members of the Board.
Section 8. Conflict of Interest/Disclosure. The presiding officer of the board must have no contractual, employment, or personal or familial financial interest in the institution. The majority of other voting members of the board must have no contractual, employment, or personal or familial financial interest in the institution.
If a Regent or a person related to a Regent in the first degree by either affinity or consanguinity has a substantial interest in a business entity or in real property, the Regent, before a vote or decision on any matter involving the business entity or the real property, shall file an affidavit with the Secretary of the Board of Regents stating the nature and extent of the interest and shall abstain from further participation in the matter. (Local Gov't Code 171.004)
The Board shall take a separate vote on any budget item specifically dedicated to a contract with a business entity in which a Regent has a substantial interest. The affected Regent shall not participate in the that separate vote, but may vote on the final budget if he/she has filed the affidavit and the matter in which he/she is concerned has been resolved. (Local Gov't Code 171.005)
A Regent who is a stockholder, officer, director, or employee of a bank that has bid to become a depository for the College shall not vote on the awarding of a depository contract to said bank. (Education Code 45.204)
If a Regent has a substantial interest in a bank with which the District is considering entering into a loan or other transaction besides a depository contract, then the Regent must comply with the affidavit and abstention requirements. (Atty. Gen Op. JM-1082 (1989); Local Gov't Code 171.004)
Section 9. Quorum Requirements. The presence of five members of the Board of Regents shall constitute a quorum and a majority vote of those members present shall be required on all matters voted upon by the Board. If a quorum shall not be present at any meeting, the Regents present may recess the meeting without notice other than announcement at the meeting, until a quorum shall be present.
Section 10. Voting. Voting shall be done by the show of hands; each member's vote, or failure to vote, shall be recorded. The Chairperson of the Board of Regents shall have a vote. The President of Clarendon College is not a member of the Board and does not have a vote.
Section 11. Removal from Office. Board members may be removed from Board membership for incompetency, official misconduct, intoxication, or conviction by a jury for any felony or for misdemeanor official misconduct. "Official misconduct" includes conviction of an offense relating to violation of purchase procedures. Actions for removal of Board members must be brought before the district judge holding jurisdiction, except that any court convicting a Regent of a felony or official misconduct shall order immediate removal. Tex. Const., Art V, Sec. 24; Loc. Gov't. Code 87.011, 87.012, 87.013, 87.031; Education Code 44.032 (e).
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Duties and Responsibilities of the Board of Regents |
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The chief duty of the Board of Regents is to provide for the progress and welfare of the College, and to establish the policies which govern the College's organization and operation.
The Board functions only when it is convened in meetings. An individual Board member speaks for the Board only when the Board has delegated such authority. As the governing body, the Board of Regents chief duties and responsibilities include:
1. To preserve institutional independence and to defend its right to manage its own affairs through chosen administrators and employees.
2. To work to enhance the public image of Clarendon College.
3. To interpret the community to the campus and interpret the campus to the community.
4. To nurture Clarendon College to the end that the College achieves its full potential within its role and mission.
5. To insist on clarity of focus and mission of the College.
6. To act as a policy-making body. To discuss and take action on the policies as presented by the President. While new policies will usually be presented by the President, it is understood that policies may originate with the board.
7. To act as an appraisal body sitting in judgement upon recommendations that may come to it through the President of the College, his/her designated representative, or from a duly-authorized Board committee.
8. To appoint a President of the College, to designate the President as the chief executive officer of the board and the faculty, and to invest in that person all such powers as may be legally delegated to the office. Only the President of the College shall be directly responsible to the Board. All other administrators, faculty members, and other employees shall be indirectly responsible to the Board through the President of the College, and they shall report or confer with the Board through the President of the College.
9. To consider the budget presented by the President, recommend any changes thought necessary, and adopt the budget, with revisions, when it meets with the approval of the board.
10. Study and pass upon recommendations of the President of the College for capital outlay and determine the means of financing them.
11. Elect or reject the personnel recommendations of the President of the College.
12. Consider major financial concerns of the College.
13. To set salaries and/or adopt salary schedules for faculty and other employees.
14. The Board of Regents shall employ an independent auditor who shall be directly responsible to the Board, with the President of the College or his/her designated agent given the authority to call upon the auditor for professional opinions.
15. The Board of Regents shall seek legal assistance as needed, with the President of the College or his/her designated agent given the authority to call for professional opinions.
16. The Board of Regents shall employee a professional architect or engineer, as needed. The architect shall work with the College President and others to develop appropriate plans. Once the plans are completed the Board shall pass upon the architect's plans for buildings which have been authorized.
17. To cooperate with the President to carry on the public relations program; to represent the needs of the College and give active support to them before the public and the press.
18. Approve the financial statements.
19. Act as a body of final appeal for College personnel and the public in cases which may be appealed from the decision of administrative officers. Such appeals shall be made to the Chairperson of the Board of Regents in accordance with Board policy.
20. Fill vacancies on the Board, created by death, resignation, or removal, in accordance with the laws of the State of Texas.
21. Approve tuition and fees in accordance with statutory requirements and the needs of the institution.
22. Approve the College Catalog and other official College publications upon the recommendation of the President of the College.
23. To approve an organizational structure of the college upon the President's recommendation.
24. To levy and collect taxes and issue bonds in accordance with the law, and to provide for the assessing and collecting of taxes.
25. To exercise the right of eminent domain to acquire property.
All authority not vested by the laws of the state in the Texas Higher Education Coordinating Board or the Texas Education Agency shall be reserved and retained locally in the College District or in the Board of Regents as provided in the laws applicable. (Education Code 130.002)
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POWERS AND DUTIES OF THE BOARD OFFICERS |
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Powers and Duties of the Board Chairperson
The Chairperson shall preside over meetings of the board and shall have power to call special meetings of the board at his or her own discretion. The Chairperson shall exercise all the ordinary duties of a chairperson, shall perform such work duties as may be required by law or imposed by the Board, and shall vote on all matters coming before the Board.
Duties of the Vice Chairperson
The Vice-Chairperson of the Board of Regents shall perform the duties of the Chairperson in case of absence, resignation, or disability of the Chairperson. The Vice-Chairperson of the Board shall perform other functions as designated by the Board of Regents.
Duties of the Secretary
The Secretary shall record the actions of the Board and cause the same to be preserved in a safe place. The Secretary shall perform the duties of the office as required by state law and as directed by Board of Regents.
The official minutes of the Board of Regents shall be kept in the office of the President of the College and shall be made available to any citizen desiring to examine them.
In the absence of the Chairperson and the Vice Chairperson, the Secretary shall call the meeting to order and a Chairperson Pro-Tempore shall be chosen by a majority of the members present.
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TRANSACTION OF BOARD BUSINESS |
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Official Business of the Board
Official business of the Board can be transacted only at regular meetings of the Board, or in special meetings called for that purpose, or through a special committee, approved and empowered to act by the Board and appointed by the Chairperson of the Board.
Order of Business
The order of business at any regular or special meeting of the board shall be as follows:
1. Call to order.
2. Reading and approval of the minutes (Regular meetings only).
3. Hearing given to individuals or committees wishing to make a request.
4. Approval of Financial Statements.
5. Reports from Committees of the Board.
6. Unfinished Business
7. New Business.
8. Personnel Considerations.
9. Reports of the President
10. Adjournment
Appearance of Citizens Before the Board
Citizens who wish to appear before the Board of Regents at a regular meeting should state the purpose of their appearance and submit a short brief of their testimony, in sufficient time to allow the College to comply with Texas open meeting laws.
PROCEDURE: Board members understand that it is reasonable and expected that from time to time a member of the college or community will want to bring certain issues or matters of concern before the Board of Regents. In instances involving a complaint or grievance, the following procedures shall be used:
1. Complaints shall be initially discussed with the appropriate administrator.
2. If issue has not been resolved, the person shall refer the complaint to the next higher administrative level.
3. A person has the right to appeal to the Board after exhausting all administrative levels, including the College President or designee.
4. If the outcome of the conference with the College President or designee is not to the person's satisfaction, the person may submit a written request to place the matter on the agenda of the next Board of Regents meeting.
5. Appeals to the Board shall be submitted to the College President or designee in writing and shall include:
a. An outline of the problem and circumstances related thereto.
b. A proposal or recommendation offered as a possible solution.
c. A review of prior discussions with administrators and of their decisions.
6. The College President or designee shall inform the person of the date, time and place of the meeting.
7. The Board Chairperson shall establish a reasonable time limit for presentations. If the issue before the Board is an appeal of an administrative action, the Board's consideration shall be based on the complaint record developed at the administrative reviews and no new evidence shall be received by the Board. Each side shall be entitled to make oral arguments based on the complaint record, within the time restrictions established by the Board.
8. The Board shall listen to the person's presentation or complaint and take whatever action it deems appropriate.
EXECUTIVE SESSION: If the complaint involves a matter that may properly be heard in executive session, the College President shall make any necessary arrangements. In cases involving the appointment, employment, reassignment, discipline, or dismissal of an employee, or to hear complaints or charges involving an employee, the employee shall be notified and given the option of having the meeting held in public.
If a group requests to be heard on a matter that may properly be discussed in executive session, the Board may exclude other group members while hearing each individual.
EXCEPTIONS: Complaints for which other resolution procedures are provided shall be directed through those channels. The Board shall not grant an appearance before the Board for any of the following purposes until all administrative appeals have been exhausted. Examples of such matters includes, but is not limited to the following:
1. Appeal of an administrative decision;
2. Appeal of an academic decision;
3. Offer of a complaint or suggestion to change a college policy or procedure; and/or,
4. Offer of a complaint concerning college personnel.
Amendment of the Rules
The rules and regulations of the Board may be amended by majority vote of the Board of Regents at any proper meeting.
Employment of the College President
The President of Clarendon College shall be elected by the Board of Regents. The term of employment for the President shall be for a time set at the discretion of the Board at the time of employment, in accordance with the laws of Texas, and at an annual salary of such amount as may be fixed by the Board. The Board shall evaluate the President annually.
In the event of a vacancy in the office of President of the College, the Board shall employ a successor thereto at the earliest convenient opportunity, seeking whatever assistance is desired from professional consultants, employment firms, faculty, students, ex-students, present administrators of the College, or others.
Meetings
1. All meetings of the Board of Regents shall be open to the public, and adequate notice of such meetings shall be given to the public as prescribed by law.
2. Executive sessions may be held for the legal purposes as specified by the laws of the State of Texas. However, executive sessions may be called only in open meetings by a resolution passed by the Board, and such resolution shall state the purpose of the executive session. Action within the executive session shall be confined to the purpose for which it was called.
3. Board committees appointed for fact finding or advisory purposes shall conduct their meetings in accordance with the Texas Open Meeting Law, and shall report their findings and recommendations to the Board only, either in writing or in a Board meeting.
4. Committees empowered to act administratively by the Board shall conduct meetings in accordance with the Texas open meeting laws.
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COLLEGE BOARD MEMBER ORIENTATION |
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The Board and the College President shall assist new Board members to understand the Board's function, policies, and procedures. Assistance given in the orientation of new Board members may include the following, as appropriate or available:
1. Copies of the Board's policies, administrative regulations, annual plan, other official publications, documents, and information currently in use by other Board members.
2. Selected materials on the responsibilities of being a contributing member of the Board.
3. Material pertinent to meetings and an explanation of its use.
4. Invitations to meet with the College President and other administrative personnel designated by the College President to discuss services the administration performs for the College and the Board.
5. Information regarding appropriate meetings and workshops.
6. Other information and activities as the Board or the College President deems useful in fulfilling the role of Board members.
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COLLEGE BOARD MEMBERS CONVENTIONS, CONFERENCES AND WORKSHOPS |
1260 |
The Board of Regents encourages its members to participate in meetings and workshops designed to improve their effectiveness and understanding of their responsibilities as Regents.
Board members may attend regional, state, or national conventions or workshops without such gatherings being construed as meetings under the Open Meetings Act. However, no formal action shall be taken at such conventions or workshops concerning College business, and any discussion of public business shall be merely incidental to the convention or workshop. GovÕt Code 551.001(4).
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BOARD MEMBERS: STATEMENT OF ETHICS |
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Statement of Ethics: As a member of the Board, I will strive to improve community college education, and to that end I shall adhere to the following ethical standards:
1. Attend all regularly scheduled Board meetings as possible, and become informed concerning issues to be considered at those meetings.
2. Work with other Board members to establish effective Board policies and to delegate authority for the administration of the College to the Chief Executive Officer.
3. Recognize that I should endeavor to make policy decisions only after full discussion at publicly held Board meetings.
4. Render all decisions based on the available facts and my independent judgement, and refuse to surrender that judgement to individuals or special interest groups.
5. Encourage the free expression of opinion by all Board members, and seek systematic communications between the Board and students, staff, and all elements of the community.
6. Communicate to other Board members and the Chief Executive Officer expressions of public reaction to Board policies and college programs.
7. Inform myself about current educational issues by individual study and through participation in programs providing needed information, such as those sponsored by the American Association of Community Colleges and the Association of Community College Trustees.
8. Support the employment of those persons best qualified to serve as college staff, and insist on a regular and impartial evaluation of all staff.
9. Avoid being placed in a position of conflict of interest, and refrain from using my Board position for personal or partisan gain.
10. Take no private action that will compromise the Board or administration, and respect the confidentiality of information that is privileged under applicable law.
11. Remember always that my first and greatest concern must be the educational welfare of the students attending the College
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GUIDELINES FOR VIDEOTAPING, TAPE RECORDING, OR OTHERWISE RECORDING MEETINGS |
1280 |
The Texas Open Meetings Act allows any person in attendance at a school board meeting to record the public portion of a meeting by means of a "tape recorder, video camera, or any other means of electronic reproduction."
The Act further authorizes the Board to adopt reasonable rules to maintain order at its meetings, in accordance with Article 6252-17, 2(I).
The Board encourages the press, the media, and all interested individuals to attend Board meetings and to videotape or record all or any part of the open proceedings. To this end, the district and its staff shall seek to facilitate all reasonable requests relating to videotaping or recording activities. In accomplishing these goals, the Board does not intend to prevent or unreasonably impair camera coverage or tape recording; however, persons using a tape recorder, video camera, or any other means of electronic reproduction shall abide by the following rules at all Board meetings:
1. All equipment that requires setting up must be assembled at least fifteen (15) minutes prior to the start of the meeting.
2. No strobes, flash lighting, or other bright lights that would impair the conduct of the meeting shall be used, unless approval has been obtained before the meeting.
3. The Board proceedings shall not be interrupted for the purpose of accommodating any individual's camera coverage or tape recording. Any interviews during meetings shall be conducted outside of the meeting chamber.
4. The presiding officer at the meeting may stop the sound or visual reproduction if the individual operating the equipment or the equipment is being disruptive or in any way interfering with the orderly conduct of the Board meeting.
5. Stationary equipment that requires set-up shall not be taken down during the course of the meeting, but may be removed during a recess or after the meeting is over.
6. No tape recorder or video camera will be allowed in the executive or closed sessions, except as may be authorized by the Board.
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The President as the Chief Executive Officer
The chief responsibilities of the President of the College shall include the following:
1. To be the chief executive officer of the College and attend all board meetings, participating in its deliberations.
2. To act as the chief advisor to the Board in all matters pertaining to the educational and business policies of the College.
3. To administer the College in conformity with the approved policies of the Board, the rules and regulations of the Texas Higher Education Coordinating Board and all applicable state and federal laws.
4. To be the professional leader of the Board and Faculty, and to have general responsibility over the educational and business matters of the College and over all persons employed therein.
5. The President shall report to the Board from time to time, or upon request of the Board, on the educational and business affairs of the College.
6. To present to the Board of Regents such information as is needed in the formation of college policies; to present proposed policies to the Board for its deliberation.
7. To recommend to the board an appropriate administrative and organizational structure, and to recommend reorganization when it seems appropriate.
8. To nominate (recommend) for employment all faculty, administrators, and other personnel.
9. To be responsible for the development of position descriptions and the responsibilities of the faculty, administrators, and other personnel for the approval of the Board, and to provide for the annual evaluation of all employees of the College.
10. To prepare an annual college budget and present it to the board for approval. Report the condition of the budget regularly and systematically.
11. Within the limits of the budget, approved by the Board of Regents, the President shall have power to approve purchases and expenditures for the operation of the College.
12. The President shall investigate the needs of facilities for the College, and make such recommendations to the Board as will meet these needs. He/she shall further review the architect's plans and specifications for new facilities, and if appropriate, recommend them to the Board.
13. To make all reports where required by law and by the rules and regulations of the Board of Regents.
14. To see that policies and activities approved by the Board are carried to completion.
15. To attend the appropriate professional meetings, such as the Texas Association of Community Colleges, the Association of Texas Colleges and Universities, the American Association of Community Colleges, the Commission on Colleges of the Southern Association of Colleges and Schools, and/or any others that will help enhance development in the field of college administration.
16. To represent Clarendon College and the needs of the College to the legislature and to the Texas Higher Education Coordinating Board, while keeping Clarendon College abreast of new policies, rules and regulations of the state.
17. To see that Clarendon College meets all requirements that will place it in high professional standing with accrediting associations.
18. To direct institutional research and planning.
19. The President shall represent the College to external constituencies, including the general public, professional organizations, and other individuals and groups, as appropriate.
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POSITION DESCRIPTIONS |
1320 |
To achieve the purposes of Clarendon College, every employee will have a job responsibility which is described in a written position description. This position description shall be in the Personnel Handbook and shall be considered part of the annual contract of employment with Clarendon College.
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COLLEGE COMMITTEES |
1330 |
The President shall develop a system of committees as a means of involving faculty, administrators, college staff, and students in decision-making within broad areas of college life. He/she shall have responsibility for monitoring the work and progress of each committee to insure maximum productivity and involvement. The work of each committee shall conform to Board policy and to the written procedures contained in the Personnel Handbook.
STANDING COMMITTEES OF THE COLLEGE
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Admissions |
Athletic Council |
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Curriculum |
Grievance |
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Institutional Effectiveness |
Investment |
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Learning Resources |
Marketing and Recruiting |
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Professional Development |
Records Management |
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Safety & Risk Management |
Student Appeals and Grievance |
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Scholarship and Financial Aid |
Student Life |
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ADVISORY COMMITTEES |
1340 |
Clarendon College is committed to serving the educational needs of its service area. To remain responsive to these needs, a variety of advisory committees may be utilized to improve communication between the College and the people. General guidance and advice will be sought through one or more advisory committees while more specific assistance will be provided by work force education advisory committees.
Membership on advisory committees shall be open to all adults within the community who have a potential for service to the College without regard to age, gender, color, national or ethnic origin, race, religion, creed, and/or disability. All advisory committee members shall be approved by the President.
Minutes of advisory committee meetings related to the instructional program and the membership of each instructional advisory committee are maintained in the Office of the Dean of Instruction. Minutes of general advisory committee meetings are maintained in the Office of the President and/or the appropriate dean.
Procedures and guidelines for advisory committees are published in the Personnel Handbook.
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1410 |
The emphasis in evaluating educational institutions has shifted over the past several years to attempt to judge institutional effectiveness, i.e., the success of an institution in achieving delineated and stated purposes and objectives that are outgrowths of a clearly defined institutional mission and purpose. As stated in the College's statement of mission and purpose, the primary responsibility of Clarendon College is to deliver a quality education and/or job training to its students. In order to assure that this responsibility is met, a comprehensive, structured process will be established that will ensure periodic review of the institutional statement of purpose and the goals and objectives that arise from that purpose. Procedures will be instituted that will allow formal evaluation of institutional effectiveness in fulfilling the purpose and achieving the stated goals and objectives.
These procedures will encompass guidelines for institutional research, planning, and evaluation of Clarendon College's success in fulfilling its stated purpose.
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MASTER PLAN |
1420 |
Development of Clarendon College master plan for the College shall be the responsibility of the President who will involve a wide spectrum of participants including board members, faculty, students, administrators, and community representatives. Once the master plan has been developed, the President shall present it to the Board of Regents for final adoption.
The master plan for Clarendon College will contain, as a minimum, the following elements:
1. Personnel Development
2. Student Development
3. Educational and Curriculum Development
4. Financial Development
5. Management Development
6. Facilities Development
7. Institutional Development
Assessment of the Master Plan
An annual evaluation and review will be conducted. The master plan is updated and published every four years.
The Institutional Effectiveness Committee is responsible for forwarding to the administration on an annual basis an assessment of the College's four-year master plan. The administration and the President will review and evaluate the report of the Institutional Effectiveness Committee as they review and evaluate the four-year plan. Every fourth year, the Institutional Effectiveness Committee will be responsible for a final review and evaluation of the master plan. In addition, the Institutional Effectiveness Committee will work with the President or his designee in incorporating suggestions and recommendations from the annual evaluation and review of the master plan into the master plan and will work with the President or his designee into incorporating suggestions and recommendations from the evaluation of the old four-year plan into the next four-year plan, in establishing new goals for the upcoming plan, and in the publication of a formal document (the new four-year plan) which will include a statement of the College's goals and dreams for the next four years as well as an assessment or a goals achievement matrix for the previous four years.
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PERFORMANCE REPORT |
1430 |
In accordance with institutional effectiveness, institutional planning and evaluation, and the Texas Education Code, Section 130.0035, Clarendon College shall as soon as practicable after the end of each academic year prepare an annual performance report for that academic year. The performance report shall be presented to the Board of Regents, and thereafter, to any person on request. The report at a minimum shall include the rate at which students completed courses attempted, the number and types of degrees awarded, percentage of graduates who passed licensing exams, the number of students or graduates who transfer to a public university, the passing or success rates of students who participate in remediation, the percentage of students enrolled who are academically disadvantaged, the percentage of students enrolled who are economically disadvantaged, the racial and ethnic composition of the CollegeÕs student body, and the percentage of contact hours taught by full-time faculty.
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1510 |
Clarendon College shall provide bulletin boards at convenient locations in most buildings frequented by students and employees. These bulletin boards are property of the College, and all materials posted are considered official business of the College. Students, faculty, and non-college personnel must submit information to be posted on college bulletin boards to the Dean of Students or designee for approval. Each item will be stamped and will be given a date of approval and an expiration date. All materials will be removed after the expiration date.
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1520 |
Mail and inter-office communications are distributed through assigned institutional post office boxes. Outgoing college mail must be deposited for stamping and mailing in the location(s) designated by the business office. Information on the preparation of outgoing college mail, bulk mailing procedures, and other special instructions is available through the business office.
All outgoing college mail must be identified with an office name, individual name, or account number so proper charges can be made for postage.
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IN HOUSE DUPLICATIONS |
1530 |
Clarendon College provides copy machines at convenient locations for use by employees of the College. Copies made on photocopy machines will be accounted for and charged against budget accounts. Care should be exercised to eliminate waste and to hold down excessive use of materials in all copying operations. Under no circumstances are college supplies and machines to be used for other than official college business except as provided for in procedures to sell copying services to individuals and/or groups outside the College.
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TELEPHONE SERVICE |
1540 |
Clarendon College shall provide appropriate and adequate telephone service to support the College's educational programs and to adequately support the institution's management and administrative functions. The Director of Information Systems and Computer Operations through the Dean of Instruction and the President is responsible for the College's telephone systems and service.
Telephone messages may be left via the college's electronic voice mail system, or if voice mail is not available, messages for college personnel who are not available to receive an incoming call may be taken and placed in the employee's mailbox by the switchboard operator.
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INSTITUTIONAL PUBLICATIONS |
1550 |
Clarendon College exhibits and maintains high and proper moral and ethical standards in its institutional advertising, student recruitment, institutional and student publications, and representation of accreditation status. Clarendon College does not discriminate on the basis of age, gender, color, national or ethnic origin, race, religion, creed, and/or disability.
Student Publications
Clarendon College supports student publications. Publications are produced for student use and for promotion of the institution. Production responsibility rests with the Office of the Dean of Students.
Institutional Publications
A number of publications are produced regularly by the College for the purpose of providing needed information to the public.
College Catalog. This publication presents information about the total college: its staff, facilities, curriculum, regulations, and other information. It is published annually and distributed widely to prospective students and various educational and governmental institutions. Production of the College Catalog is the responsibility of the Dean of Instruction.
Student Handbook. This handbook includes information on the institution, facilities, services, academic regulations, conduct regulations, student housing, and extracurricular activities. Responsibility for publishing the Student Handbook rests with the Dean of Students.
Consumer Guide and Financial Aid Guide. A publication aimed at potential students, the Consumer Guide attempts to describe financial aid at Clarendon College as completely as possible. Information is provided on admission standards, educational programs, academic regulations, degree requirements, costs and financial aids, and other items pertinent to prospective students. From time to time the Consumer Guide and Financial Guide may be published or included as part of the College Catalog or the Student Handbook.
Student Right to Know/Campus Security Guide. The Student Right to Know/Campus Security Guide is published by the Office of the Dean of Students for the benefit of currently enrolled students and for all prospective students. From time to time the Student Right to Know/Campus Security Guide may be published or included as part of the College Catalog or the Student Handbook.
Clarendon College Web Site. The web site is located at www.clarendoncollege.edu. This digital publication of the College mirrors information contained in other official publications of the College as well as current information and announcements. It is updated and maintained by a Web Master through Director of Information Systems and Computer Operations and the Dean of Instruction.
Clarendon College Policy Manual. It is the responsibility of the President of the College to collect, index, and publish a manual listing all the institutional policies of Clarendon College as established by the Board of Regents.
Personnel Handbook. The President is responsible for publishing and revising the Personnel Handbook. This manual includes information on staff, personnel procedures, position descriptions, job classifications, institutional procedures, and financial considerations.
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USE OF COLLEGE NAME, SEAL, LOGO |
1560 |
The use of the name "Clarendon College" is prohibited to any individual, group, or organization not under the direct legal control of the Board of Regents unless officially appointed as a designated representative of the College for specific purposes by the Board. Likewise, the use of the College letterhead, seal, logo, and other distinctive symbols is restricted to properly designated College employees and for official College business only. These may not be used for political activities or in commercial publicity in such a manner as to indicate institutional endorsement of commercial products, political candidates, or causes.
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RECORDS MANAGEMENT |
1570 |
Clarendon College will provide for efficient, economical, and effective control over the creation, distribution, organization, maintenance, use, and disposition of all Clarendon College records through a comprehensive system of integrated procedures for the management of records from their creation to their ultimate disposition, consistent with the requirements of the Texas Local Government Records Act and accepted records management practice.
Definition of Clarendon College Records
All documents, papers, letters, books, maps, photographs, sound or video recordings, microfilm, magnetic tape, electronic media, or any other media, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, created or received by Clarendon College or any of its officers or employees pursuant to law or in the transaction of public business are hereby declared to be the records of Clarendon College and shall be created, maintained, and disposed of in accordance with established record control schedules.
Clarendon College Records Declared Public Property.
All Clarendon College records are hereby declared to be the property of Clarendon College. No Clarendon College official or employee has, by virtue of his or her position, any personal or property right to such records even though he or she may have developed or compiled them. The unauthorized destruction, removal from files, or use of such records is prohibited.
Designation of Records Management Officer.
The Registrar, and the successive holders of said office, shall serve as Records Management Officer for Clarendon College. As provided by state law, each successive holder of the office shall file his or her name with the director and librarian of the Texas State Library within thirty days of the initial designation or of taking up the office, as applicable.
Retention Schedules.
In developing the College's records retention schedule, the records management officer shall ensure it is consistent with the applicable minimum retention schedules adopted by the State Library and Archives Commission. Any destruction of records of Clarendon College will be in accordance with these schedules and the Local Government Records Act.
Microfilming.
The College's records may be maintained on microfilm in addition to or instead of paper or other media, subject to the requirements of Chapter 204 of the Local Government Code and the rules adopted by the State Library and Archives commission.
Electronic Storage.
The College's records may be stored electronically in addition to or instead of source documents in paper or other media, subject to the requirements of Chapter 205 of the Local Government Code and rules adopted by the State Library and Archives Commission.
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1610 |
Clarendon College shall adopt a College Calendar or schedule for classes and activities which shall conform in all ways to the Common Calendar provided by the Texas Higher Education Coordinating Board.
Other regulations related to the Common Calendar are listed below:
(1) Tuition and other income collected from students for the fall semester should be reported as income for the fiscal year beginning September 1, regardless of when the income was actually received.
(2) A semester normally shall include at least fifteen (15) weeks for instruction and one week for final examinations or a total of sixteen (16) weeks instruction and examination combined. Every fall semester will end before Christmas, but not later than December 23.
(3) The summer session shall be considered an integral part of the college year and maximum use should be made of the summer sessions. The College may schedule summer enrollment periods of varying length; however, the amount of credit and the instructional hours must be equivalent to the credit and the instructional hours required during a regular semester.
(4) Clarendon College shall establish its own dates for orientation, registration, holidays, final examinations, and the end of each semester and summer term consistent with Sections (2) and (3) above.
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1710 |
The official organization for former and ex-students is the Clarendon College Ex-Students Association. All former or ex students of Clarendon College are eligible to join the Ex-Students Association. Its meetings and manner of transacting business are described in its bylaws.
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OPEN RECORDS / REQUESTS FOR COLLEGE DOCUMENTS |
1720 |
For purposes of open records, the President of Clarendon College is hereby designated the custodian of documents, writings, letters, memoranda, or other written, typed, copied, or developed materials possessed, assembled, or maintained by this college district.
A. All requests for public information are forwarded to the President immediately upon receipt.
B. The President shall thereupon make a determination as to whether or not the information requested is public in nature.
l. If the information is found to be public in nature, it shall be released for reproduction on the premises.
a. The party requesting the information is to be charged the cost of reproduction and any other expenses entailed in locating and retrieving the information.
b. If the information is in active use or otherwise unavailable, the party requesting the information will be notified immediately upon its becoming available.
2. If it is found the information is NOT to be public in nature, the President shall so inform the requesting party and shall for no reason release such information.
3. If it is impossible to ascertain whether or not the information requested is public in nature, the President is hereby authorized to request, on behalf of the Board of Regents, an opinion from the Attorney General's Office as to the nature of the information.
a. Such opinion requests will be made within ten (10) days of the original request for the information.
b. The President shall notify the person requesting such information that an opinion is to be requested of the Attorney General and shall notify such person immediately upon receipt of an answer from the Attorney General.
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PUBLIC INFORMATION / NEWS RELEASES |
1730 |
The basic purpose of public information at Clarendon College is the development of strong positive attitudes among the public toward the college through all avenues of communication over a long period of time. The total responsibility for public information rests with the President of the College and his/her appointed representative(s). All items of information or news releases will require the approval of the President or his/her appointed representative(s) prior to release. Information for news releases should be reported to the Office of Public Information for dispersion to local and area papers, radio, and television.
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COMMUNITY USE OF COLLEGE FACILITIES |
1740 |
It is the general policy of Clarendon College to provide its buildings and grounds for use by the faculty, staff, and/or students enrolled at the College. However, Clarendon College permits individuals and groups representing non-profit agencies to rent certain college facilities that are appropriate for special events. Guidelines for the rental and use of such facilities as the college auditorium, livestock and equine center, gymnasium, cafeteria, and Bairfield Activity Center are as follows:
1. Any college event will have the highest priority in terms of facility usage. (i.e., credit classes, workforce education classes, intercollegiate sports, credit-free classes, and student activities have prior claim on all facilities)
2. Facilities for events other than those sponsored by the College will be reserved on a first-come, first-serve basis. Requests to rent any college facility must be provided in writing to the President's Office at least two weeks prior to the event.
3. No event is permitted on/in college property that is in conflict with any institutional policy, practice, and/or tradition or community standards of good taste, etc. The College reserves the right to not rent its facilities to any group or individual. No alcohol is permitted on campus under any circumstances.
4. Rental charges for facility usage are:
a. Non-Profit Groups/Agencies holding an event from which no revenues are derived -$125.00 per use (NOTE: a 2-day event is two usage's, and so on and so forth).
Example: City Council holding a town hall meeting on an upcoming bond issue.
b. Non-Profit Groups/Agencies holding an event for the purpose of generating revenue - $200.00 per event.
Example: Chamber of Commerce annual banquet.
c. Class reunions - $125.00 per event.
The College may waive the required fees and accept a percentage of the gate or other remuneration in place of the required rental fees.
d. Additional fees may be charged for use of the sound and lighting systems. Fees may vary depending on the type of technical assistance needed.
5. Rental Fees must be paid at the time the facility is reserved.
6. The party or parties using any college facility is responsible for any damages inflicted upon that facility, and must sign an acknowledgement of this policy at the time the reservation is made. Moreover, the College will not be liable for any injuries or claims arising out of the use of a college facility, and this policy, too, must be acknowledged in writing at the time reservation is made.
7. No meeting or program of a sectarian nature is permitted in college facilities, although certain events that may have some religious connotation yet are not ritualistic or ceremonial may be permitted.
Example: A gospel music concert for the purpose of entertainment.
8. No charges will be made to agencies using college facilities as polling places in city, county, state, and/or national elections.
9. The College reserves the right to waive rental charges for certain groups for the use of facilities when the college administration views the event as having a recruiting benefit to the institution.
10. Clean-up for all events is the responsibility of the party or parties renting the facility.
11. No organization, group, or individual may reserve a college facility if that party or parties has an outstanding debt to the College, including delinquent taxes.
Guidelines for the rental and use of such facilities as the livestock and equine center by any agency or group are as follows:
1. Any college event will have the highest priority in terms of facility usage. (i.e., credit classes, workforce education classes, intercollegiate sports, credit-free classes, and student activities have prior claim on all facilities)
2. Facilities for events other than those sponsored or co- sponsored by the College will be reserved on a first- come, first-serve basis. Requests to rent any college facility must be provided in writing to the President’s Office or his/her designee at least two weeks prior to the event.
3. No event is permitted on/in college property that is in conflict with any institutional policy, practice, and/or tradition or community standards of good taste, etc. The College reserves the right to not rent its facilities to any group or individual. No alcohol is permitted on campus under any circumstances.
4. Rental charges for facility usage are:
a. A deposit equal to $100 per day that the facility is reserved for is required at the time the reservation is made; maximum deposit required is $500.00.
b. Non-Profit Groups/Agencies holding an event from which no revenues are derived - a non refundable fee of $250.00 per day.
c. Non-Profit Groups/Agencies holding an event for the purpose of generating revenue - a non refundable fee of $250 per day.
d. For profit groups or entities holding an event - a non refundable fee of $250 per day.
e. The College may waive all or part of the required fees and accept a percentage of the gate and/or other remuneration in place of the required rental fees. (The deposit may not be waived.)
f. Additional fees may be charged for set up, arena grooming, or use of the sound system. Fees may vary depending on the amount of setup, arena grooming, take down, clean-up, or the type of technical assistance needed.
g. If the take down costs or the clean up costs exceed the charged amounts and/or the deposit, the College reserves the right to bill the responsible party for all additional costs.
h. Outside vendors may be allowed to set up and operate booths during scheduled events as long as the booths are not in conflict with College policy and are not in competition with concessions or other booths operated by the College. Booth rental is $50 per day - an additional fee may be charged for electricity.
5. Rental Fees must be paid at the time the facility is reserved.
6. The party or parties using the facility are responsible for any damage(s) inflicted upon that facility, and must sign an acknowledgement of this policy at the time the reservation is made. Moreover, the College will not be liable for any injuries or claims arising out of the use of a college facility, and this policy, too, must be acknowledged in writing at the time reservation is made.
7. The party or parties using any college facility must accept all liability for damage to the facility, personal injury, and/or damage to personal property that may be associated with the event, including all members/employees of the agency as well as any participate or other person(s) who attend the event. The College requires the user, at its expense, to provide liability insurance in such amount and limits as the College may prescribe and to furnish a certificate of insurance on execution of the Facility Usage Contract.
8. No meeting or program of a sectarian nature is permitted in college facilities, although certain events that may have some religious connotation yet are not ritualistic or ceremonial may be permitted. Example: A gospel music concert for the purpose of entertainment.
9. The College reserves the right to waive rental charges for certain groups for the use of facilities when the college administration views the event as having a recruiting benefit to the institution.
10. Clean-up for all events is the responsibility of the party or parties using the facility.
11. No organization, group, or individual may reserve a college facility if that party or parties has an outstanding debt to the College, including delinquent taxes.
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TAX ABATEMENT |
1750 |
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EXTERNALLY FUNDED GRANTS AND CONTRACTS |
1760 |
Clarendon College participates in externally funded grants and contracts in an effort to upgrade and improve existing programs, initiate new programs and provide supplemental services which support the stated purposes of the institution. In all instances, the institution is careful to maintain control of its own activities. The continuity of all institutional activities will not be endangered by grants and/or contracts. Grants and contracts are for a given length of time and extreme care is exercised to ensure that the institution does not become dependent on such funds in any manner. Salaries from grants and contracts are based on the established Clarendon College salary and staffing policies. The supervision and control of grant and contract projects are assigned to the appropriate Clarendon College administrative unit, and the division of obligations are carefully monitored by that administrative unit.
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1770 |
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1780 |
The Clarendon College Board of Regents recognizes the Clarendon College Pampa-Center Foundation and its stated purposes. The Clarendon College Pampa-Center Foundation, Incorporated, exists for the purpose of assisting in and contributing to the academic and vocational educational purposes and physical growth and development of Clarendon College Pampa-Center. Its control, meetings, manner of transacting business, and membership are described in its Bylaws.
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