Clarendon College Policy Manual

2000 SERIES

BUSINESS AND GENERAL OPERATING POLICIES

 

BUDGETING

2110

The President of Clarendon College shall be responsible for preparing and presenting to the Board of Regents annually an estimate of income and expenditures for the College for each fiscal year of operation.

 

Fiscal Year

The fiscal year for Clarendon College shall begin on the first day of September in each calendar year and end on the last day of August of the next succeeding calendar year.

 

Operating Budget

The estimate of income and expenditures for each fiscal year shall become the operating budget for the College when approved by a majority of all members of the Board of Regents.

 

The operating budget adopted by the Board of Regents may be amended only by a majority vote of the Board.

 

The approved budget shall be filed with the Texas Higher Education Coordinating Board, and with the County Clerk of Donley County on or before November 1 of the fiscal year for which the budget was adopted.

 

A public hearing concerning the proposed budget shall be held on or about the third Thursday of August of each year.  A notice of the public hearing shall be published in a newspaper of general circulation within the College district.

 

Responsibility

Responsibility for coordinating the preparation of the College budget and developing the necessary working procedures rests with the President with the assistance of the administrative council.  Initial budget proposals, will be prepared for each instructional program by members of the college faculty.  These program budgets, will be consolidated into divisional budgets by the division directors and the Dean of Instruction. 

 

The Dean of Instruction is responsible for preparing the total instructional budget. Other employees will prepare initial budget proposals for their respective areas.  Once complete, these budgets will be forwarded to the appropriate dean.  The deans are responsible for forwarding the budget proposals to the President.

 

The President of Clarendon College shall then take steps to verify all estimates of income and to adjust estimates of expenditures to achieve a balanced operating budget for the College.  The President shall make the final budget recommendation to the Board of Regents.

 

PURCHASING AND ACQUISITION

2120

 

Applicable Law

The provisions of Subchapter B, Chapter 44, Education Code, relating to the purchase of goods and services under contract by a school district apply to the purchase of goods and services under contract by a junior college district.

To the extent of any conflict, the provisions of Subchapter B, Chapter 44, prevail over any other law relating to the purchase of goods and services by a junior college district. Education Code 130.010, 44.031

 

Board Authority

The Board may adopt rules and procedures for the acquisition of goods and services. Education Code 44.031(d)

 

Delegation of Authority

The Board may delegate its authority regarding an action authorized or required, to be taken by the College District by Education Code Chapter 44, Subchapter B to a designated person, representative, or committee.

 

The Board may not delegate the authority to act regarding an action authorized or required, to be taken by the Board by Education Code Chapter 44, Subchapter B. Education Code 44.0312

 

Purchases Valued at or above $25,000

All Clarendon College contracts, except contracts for the purchase of produce or vehicle fuel, valued at $25,000 or more in the aggregate for each 12-month period, shall be made by the method that provides the best value for the College:

1.   Competitive bidding.

2.   Competitive sealed proposals.

3.   A request for proposals for services other than construction services.

4.   A catalog purchase as provided by Government Code Chapter 2157, Subchapter B.

5.   An inter-local contract.

 

Note: Regarding construction of college facilities, bid(s) may take the form of competitive bids; competitive sealed proposals; design/build contracts; contracts using a construction-manager agent; contracts using a construction-manager-at-risk; and/or job order contracts for minor repairs/alterations and must follow other applicable state laws. Education Code 44.031(a)

 

Factors

In awarding a contract, the Clarendon College may consider:

1.   Purchase price.

2.   The reputation of the vendor and of the vendor's goods and services.

3.   The quality of the vendor's goods or services.         

4.   The extent to which the goods or services meet the College's needs.

5.   The vendor's past relationship with the College.

6.   The impact on the ability of the College to comply with laws relating to historically underutilized businesses.

7.   The total long-term cost to the College to acquire the goods or services.

8.   Any other relevant factor specifically listed in the request for bids or proposals.

      Education Code 44.031(b)

 

Note:  The factors listed above are the only criteria that may be considered by the College in its decision to award a contract. The College District may apply one, some, or all of the criteria, but it may not completely ignore them. R.G.V. Vending v. Weslaco Indep. Sch. Dist., 995 S.W.2d 897 (Tex. App.-Corpus Christi 1999).

 

Notice of Publication

Notice of when and where bids or proposals or the responses to a request for qualifications will be received and opened shall be published in the county where the College's central administrative office is located, once a week for at least two weeks prior to deadline for receiving bids, proposals, or responses to a request for qualifications. If there is no newspaper in the county, the advertising shall be published in a newspaper nearest to the county seat.  In a two-step procurement process, the time and place where the second-step bids, proposals, or responses will be received are not required to be published separately. Education Code 44.031(g)

 

Personal Property Purchases Valued at between $10,000 and $25,000

 

When the College seeks to purchase personal property of a value of at least $10,000 but less than $25,000, in the aggregate, for a 12-month period, the College may either purchase those items in accordance with Education Code 44.031(a) and (b) described above or follow the vendor list procedures described below. Education Code 44.033(a)

 

Notice

For each 12-month period, the College shall publish a notice in two successive issues of any newspaper of general circulation in the county in which the school is located. If there is no newspaper in the county in which the school is located, the advertising shall be published in a newspaper in the county nearest the county seat of the county in which the school is located, specifying the categories of personal property to be purchased and soliciting the names, addresses, and telephone numbers of vendors that are interested in supplying any of the categories to the College. Education Code 44.033(b)

 

Vendor List

For each category, the College shall create a vendor list consisting of each vendor that responds to the published notice and any additional vendors the College elects to include. Before the College makes a purchase from a category of personal property, it must obtain written or telephone price quotations from at least three vendors from the list for that category. If fewer than three vendors are on the list, the College shall contact each vendor. Whenever possible, telephone quotes should be confirmed in writing by mail or facsimile. The bidding records shall be retained with the College's competitive bid records and are subject to audit. Education Code 44.033(b)(c)

 

Produce or Fuel Purchases

When the College purchases produce or fuel valued at $10,000 or more in the aggregate, for a 12-month period, the College must either purchase those items in accordance with Education Code 44.031(a) and (b) described above or follow the vendor list procedures described immediately above. Education Code 44.033(a)(d)

 

Professional Services

The purchasing requirements of Education Code 44.031 do not apply to a contract for professional services rendered, including the services of an architect, attorney, or fiscal agent.

 

The College may contract for professional services rendered by a financial consultant or a technology consultant in the manner provided by Government Code 2254.003, in lieu of the methods provided by Education Code 44.031.  Education Code 44.031(f)

 

Competitive bids shall not be solicited for professional services of any licensed or registered certified public accountant, architect, landscape architect, land surveyor, physician, optometrist, professional engineer, state-certified or state-licensed real estate appraiser, or registered nurse. Contracts for these professional services shall be made on the basis of demonstrated competence and qualifications to perform the services and for a fair and reasonable price. Gov't Code 2254.002, 2254.003(a)

 

Computers

The College may acquire computers and computer-related equipment, including computer software, through the Texas Building and Procurement Commission (GPC) under contracts with the  (GPC) in accordance with Government Code Chapter 2157. Education Code 44.031(i)

 

Sole Source

Compliance with Education Code 44.031 is not required for purchases that are available from only one source, including:

1.   An item for which competition is precluded because of a patent, copyright, secret process, or monopoly.

2.   A film, manuscript, or book.

3.   A utility service, including electricity, gas, or water.

4.   A captive replacement part or component for equipment.

 

The sole source exception shall not apply to mainframe data processing equipment and peripheral attachments with a single-item purchase price in excess of $15,000. Education Code 44.031(j)(k)

 

Impermissible Practices

A Regent, employee, or agent shall not, with criminal negligence, make or authorize separate, sequential, or component purchases to avoid the purchasing requirements set out in Education Code 44.031. An officer or employee shall not knowingly violate Education Code 44.031 in any other manner.

 

"Component purchases" means purchases of the component parts of an item that in normal purchasing practices would be made in one purchase. "Separate purchases" means purchases, made separately, of items that in normal purchasing practices would be made in one purchase. "Sequential purchases" means purchases, over a period, of items that in normal purchasing practices would be made in one purchase.

 

Violation of this provision is a Class B misdemeanor and an offense involving moral turpitude, conviction of which shall result in removal from office or dismissal from employment. A Regent who is convicted of a violation of this provision is considered to have committed official misconduct and for four years after the date of final conviction, the removed person is ineligible to be appointed or elected to public office in Texas, is ineligible to be employed by or act as an agent for the state or a political subdivision, and is ineligible to receive any compensation through a contract with the state or a political subdivision. Education Code 44.032

 

Insurance

A contract for the purchase of insurance is a contract for the purchase of personal property and shall be made in accordance with Education Code 44.031 or 44.033. Education Code 44.031, 44.033; Atty. Gen. Op. DM-347 (1995)

 

Multi-year Contracts

The College may execute an insurance contract for a period longer than 12 months, if the contract contains either or both of the provisions described at COMMITMENT OF CURRENT REVENUE, below. If the College executes a multi-year insurance contract, it need not advertise for insurance vendors until the 12-month period during which the College will be executing a new insurance contract. Atty. Gen. Op. DM-418 (1996)

 

Competitive Bidding

If the College receives two or more bids from responsible bidders that are identical, in nature and amount, as the lowest and best bids, it shall select only one bidder from the identical bids.

 

If only one of the bidders submitting identical bids is a resident of the District, that bidder shall be selected. If two or more such bidders are residents of the District, one shall be selected by the casting of lots. In all other cases, one of the identical bids shall be selected by the casting of lots.

 

The Board shall prescribe the manner of casting lots and shall be present when the lots are cast.

 

All qualified bidders or   their representatives may be present at the casting of lots.

Local Gov't Code 271.901

 

Inter-local Agreements

To increase efficiency and effectiveness, the College may contract or agree with other local governments and with state agencies, including the GPC, to perform some of its purchasing functions. Gov't Code 791.001, 791.011

 

The College may agree with another local government, including a nonprofit corporation that is created and operated to provide one or more governmental functions and services, or with the state or a state agency, including the GPC, to purchase goods and services reasonably required for the installation, operation, or maintenance of the goods. Such an agreement may not, however, apply to services provided by firefighters, police officers, or emergency medication personnel.

 

The College may purchase goods and services by agreement with another local government or with the state or state agency satisfies the requirement to seek competitive bids for the purchase of goods and services.  Gov't Code 791.025(b)(c); Atty. Gen. Op. JC-37 (1999)

 

State Purchasing Program

Purchasing services performed for the College by the GPC may include:

1.   The extension of state contract prices to the College when the GPC considers it feasible.

2.   Solicitation of bids on items desired by the College if the solicitation is considered feasible by the GPC and is desired by the College.

3.   Provision of information and technical assistance to the College about the purchasing program.

 

College Requirements

The College may participate in the purchasing program by filing with the GPC a resolution adopted by the Board requesting that the College be allowed to participate on a voluntary basis, to the extent the GPC deems feasible, and stating that the Board shall:

1.   Designate an official to act for the College in all matters relating to the program, including the purchase of items from the vendor under any contract.

2.   Direct the decisions of its representative.

3.   Be responsible for:

a.   Submitting requisitions to the commission under contract(s) and for payment directly to the vendor; and

b.   Electronically sending purchase orders directly to vendors and electronically sending the GPC reports on actual purchases.

c.   Be responsible for the vendor's compliance with all conditions of delivery and quality of the purchased item.

                

A purchase made through participation in this program meets any state requirement to seek competitive bids for the purchase of the item.

 

Electronic Marketplace

If the College has the ability to electronically send purchase orders and information, it may participate in the GPC's electronic procurement marketplace, as described in Gov't Code Chapter 2177. Local Gov't Code 271.083

 

Cooperative Purchasing Program

The College may participate in a cooperative purchasing program with another local government or a local cooperative organization. If the College does so, it may sign an agreement with another participating local government or a local cooperative stating that the College will:

1.  Designate a person to act on behalf of the College in all matters relating to the program.

2.  Make payments to another participating local government or local cooperative organization or directly under a contract, as provided in the agreement.

3.  Be responsible for the vendor's compliance.

If the College participates in a cooperative purchasing program, it satisfies any law requiring it to seek competitive bids. Local Gov't Code 271.102; Atty. Gen. Op. JC-37 (1999)

 

Commitment of Current Revenue

A contract for the acquisition, including lease, of real or personal property is a commitment of the College current revenue only, provided the contract contains either or both of the following provisions:

1.   Retains to the Board the continuing right to terminate the contract at the expiration of each budget period during the term of the contract.

2.   Is conditioned on a best efforts attempt by the Board to obtain and appropriate funds for payment of the contract. Local Gov't Code 271.903

 

Recycled Products

The College shall give preference in purchasing to products made of recycled materials if the products meet applicable specifications as to quantity and quality. The College shall periodically review and revise its purchasing procedures and specifications for purchase of goods, supplies, equipment, and materials in order to:

1.   Eliminate procedures and specifications that explicitly discriminate against products made of recycled materials.

2.   Encourage the use of products made of recycled materials.

3.   Ensure to the maximum extent economically feasible that the College purchase products that may be recycled when they have served their intended use.

The College may seek an exemption from compliance if it has a population of less than 5,000 within its geographic boundaries and demonstrates to the Water Commission that compliance would work a hardship on the College.  Health and Safety Code 361.426

 

Agricultural Products

If the cost and quality are equal, the College shall give preference in purchasing to agricultural products, including textiles and other similar products that are produced, processed, or grown in Texas. "Processed" means canning, freezing, drying, juicing, preserving, or any other act that changes the form of a good from its natural state to another form. If Texas agricultural products are not equal in cost and quality to other agricultural products, the College shall give preference in purchasing to agricultural products produced, processed, or grown in the United States, if the cost and quality of the U.S. and foreign products are equal.

 

The College may not adopt product purchasing specifications that unnecessarily exclude agricultural products produced, processed, or grown in Texas.

 

Vegetation for Landscaping

If cost is equal and the quality is not inferior, the College shall give preference to Texas vegetation when it purchases vegetation for landscaping purposes. Education Code 44.042

 

Dairy Products

The Board shall not purchase milk, cream, butter, cheese, or a product consisting largely of one or more of those items that has been imported from outside the United States. However, imported milk powder may be purchased if domestic milk powder is not readily available in the normal course of business. Health & Safety Code 435.021

 

Imported Beef

The College shall not purchase beef or a product consisting substantially of beef that has been imported from outside the United States. Agriculture Code 150.012

 

Delinquent Franchise Taxes

The College shall not contract with any corporation that is delinquent in a tax owed the state under Chapter 171, Tax Code. Bus. Corp. Act, Art. 2.45, V.A.T.S.

 

Group Purchasing Programs

The College is authorized to purchase materials, supplies, or equipment through group purchasing programs that offer discount prices to institutions of higher education.  Govt Code 2155.134(a)

 

Criminal History

Before entering into a contract with the College, a person or business must give notice to the College if the person or an owner or operator of the business has been convicted of a felony. The College may terminate a contract with a person or business if the College determines that the person or business failed to give such notice or misrepresented the conduct resulting in the conviction. The College must compensate the person for services performed before the contract terminated. Education Code 44.034

 

Operational Policy

The purchase of supplies, materials, equipment, and services for the operation of Clarendon College shall be accomplished in a controlled and systematic manner, which supports the interests of economy and quality.  The President shall be responsible for developing and implementing procedures and guidelines consisting of generally acceptable purchasing practice.

 

General Provisions

1.   The general requisition/purchase order procedures described below are to be used for all purchases regardless of the amount of the purchase.

2.   Requisitions/purchase orders are to be used by all personnel in ordering supplies, equipment and services.

3.   All employees must adhere to institutional purchasing procedures and policies, as well as state and federal laws.

 

Purchases of less than $10,000

1.   The originator/requester should secure a requisition/purchase order from his/her supervisor or from the Business Office.  The originator should provide the following information on the requisition:

            A description of the item(s) requested.  If a specific brand/model is required,  it should be noted in the description.

            A recommended vendor should be listed. Price, quality, serviceability, and potential travel and/or freight expenses involved in the purchase should be considered in determining potential vendors.

            An estimate of unit and total cost should be listed.

            A justification for the purchase should be listed on the requisition/purchase order.  Additional supporting documentation should be attached, as appropriate.

2.   The originator/requestor should present the completed requisition to his/her  supervisor/director and the appropriate Dean for approval.  If approved, the originator/requestor or the supervisor/director should assign the budget account number(s) against which the purchase is to be charged.  The Dean should validate the account number and that the requested amount is within budgetary limitations. (Note: The supervisorÕs and the Dean's signature will indicate to the Business Office that the supervisor and the Dean agree that the purchase is necessary and appropriate.  In some cases, the originator/requestor and the budget custodian (supervisor) will be one in the same.  In that event, the individual need only sign the requisition as budget custodian.  In all cases, the purchase order must be signed by the appropriate Dean.

3.   Once the requisition/purchase order has been approved by the appropriate Dean, the originator/requestor should present the requisition to the Business Office.  At that point, the appropriate administrative approvals will be secured by the Business Office, contingent upon available budget.   Only the College President is authorized to provide final administrative approval.

a.   In the case of any purchase of $500.00 and less than $10,000, the Comptroller may require that the originator/requestor secure a minimum of three quotes from potential vendors.

b.   In cases where a department is dealing with a particular vendor on a regular basis (i.e., utility bills, maintenance or office supplies, bookstore) an open purchase order may be established through the same procedures as above.  The amount of the open purchase order will be determined by the Comptroller.  Once that amount is expended, another open purchase order can be created, budget permitting.   Once an open purchase order has been established, departmental employees may make purchases within the established limit without filing individual purchase orders for each item.  However, in each case, the employee must submit all receipts and/or invoices to the Business Office so that expended amounts can be charged against the open purchase order.

c.   Purchases that do not exceed $200.00 can be made through the CollegeÕs petty cash fund, upon approval by the Business Office.  In the event, an employee makes a purchase with petty cash, all receipts must be returned to the Business Office.

4.   Once the purchase order has been approved and a purchase order number assigned, copies of the purchase order will be distributed by the Business Office for the following purposes:

a.   The originator/requester will receive two copies of the purchase order. -  one to be presented to the vendor and a second copy to be returned to the Business Office after the goods have been received and inspected.

b.   Two copies will be retained in the Business Office - one for the numerical file and a second for the vendor file.

5.   As stated, a copy of the purchase order should then be presented by the requester to the vendor in a logical fashion (i.e., hand delivered, mailed, or  faxed).

6.   Upon receipt of the item(s) purchased, the originator/requestor should examine the item(s) to make certain what was ordered has been received in good condition.  Upon inspection/acceptance of the goods, the requester should return his/her copy of the purchase order to the Business Office with a notation on the purchase order that payment should be made to the vendor.  Any invoices, packing slips, or other relevant documentation should be attached to the purchase order by the requester.

a.   In the event the item(s) are not received in good condition and/or the order is short, the originator/requestor should immediately notify the Business Office.  The Comptroller or his/her designee will be responsible for contacting and arranging for satisfaction.  No payment will be made by the College to the vendor until full satisfaction has been achieved.

b.   Moreover, no payments will be made to the vendor absent adherence to the above procedures.  In the event an employee fails to follow the aforementioned procedures, the originator/requester may be held financially liable for the purchase(s).

c.   Any incident deemed an emergency or extraordinary circumstance by the Comptroller and/or the President, may be exempted from the aforementioned procedure until the originator/requester is available to complete the process.

d.   Note: If any warranties are associated with the item(s) purchased, documentation of such, i.e., warranty cards, should accompany the authorization to make payment.  A copy of the warranty will be retained by the Business Office.

 

Purchases of more than $10,000 and less than $25,000

When the College seeks to purchase personal property of a value of at least $10,000 but less than $25,000, in the aggregate, for a 12-month period, the College may either purchase those items in accordance with Education Code 44.031(a) and (b) or follow the vendor list procedures described above.

 

Purchases of $25,000 or More

In the case where a purchase is $25,000 or more, the College will engage in a purchasing process as set forth by the Texas Education Code, Section 44.031 et seq.

 

These options include:

1.   Competitive bidding.

2.   Competitive sealed proposals.

3.   A request for proposals for services other than construction services.

4.   A catalog purchase as provided by Government Code Chapter 2157, Subchapter B.

5.   An inter-local contract.

When the College employs a sealed bid request for proposals process, it will advertise for bids in the local newspaper a minimum of two successive weeks.  Additionally, in any case in which the College is limited to purchasing from a sole source supplier, appropriate documentation will be filed in the Business Office to that effect.

 

Items for Resale

Items purchased for resale by the bookstore are not bid.

 

Emergency Purchases

If College facilities and/or equipment are severely damaged or destroyed and the Board determines that the delay posed by competitive bidding process would prevent or substantially impair the conduct of classes or other essential school activities, then contract(s) for the repair and/or replacement of equipment and/or the repair of College facilities may be made without competitive bidding, as otherwise required.  Education Code 44.031(h).

 

Authority to Obligate Funds

The business office, under the direction of the Comptroller through the President, through the requisition/purchase order system, has sole authority to obligate the funds of the College.  The College will assume no liability for payment of obligations undertaken in any other manner or by any other person.

 

PROPERTY CONTROL

2130

It shall be the responsibility of the Comptroller of Clarendon College to maintain accurate records of all institutional property, equipment purchases and disposition, and to periodically account for all property and equipment owned by the College.

 

Definition

Property and/or equipment is defined as being any item of a permanent nature having a useful life of more than one year and costing approximately $1000 or more.

 

Responsibility

Considerable resources have been allocated to the acquisition of items of equipment.  Therefore, it is imperative that a system of accounting for this equipment be established in order to fix responsibility for the proper utilization, maintenance and care for those resources.  The Comptroller shall function as the Chief Inventory Control Agent and is responsible for keeping all equipment inventory records.  He/she carries out these responsibilities under the direct supervision of the President.

 

Inventory Records and Control

Once items of equipment have been received, the business office will assign a number to each item and affix a permanent identifying tag on the equipment item.  An entry is made in the inventory records showing:

Campus location

2.   Inventory number

3.   The description, model and serial number

4.   Cost, including freight

 

Equipment Donations

Only the President is authorized to accept equipment donations on behalf of Clarendon College.  All offers of equipment donations should be directed through channels to the President's office.

 

Equipment Transfers

To enable the business office to keep accurate records as to location of equipment items, it is necessary that this office be notified when equipment is moved from one area to another.

 

Equipment Deletions

Items that have become lost or stolen, obsolete, worn or broken beyond repair, or cannibalized, should be deleted from the inventory records and the business office should be informed.

 

Items Lost or Stolen

The employee should notify his/her immediate supervisor and the supervisor should notify the business office immediately upon discovery that an item has been lost or stolen.  In addition, the supervisor should report the lost or stolen items to his/her Dean.  The Dean shall furnish the business office with the inventory number, description and serial numbers of the item.  The business office will take appropriate action in an attempt to recover the missing property. The business office will make an entry deleting the item from the inventory records.  If the item is found or recovered, it should be returned to the original department, the business office notified and an entry made to reinstate the item on the inventory records.

 

Responsibility for Equipment

The employee supervising the use of items of equipment holds primary responsibility for its care and safekeeping; thence, responsibility follows through organizational channels to the President.  The division director is responsible for maintaining the equipment inventory records for his/her division.

 

College Equipment May Not Be Used for Private Purposes

Clarendon College equipment shall not be loaned to outside groups and/or to individuals for personal use.

 

Removal of College Equipment                                       

Items of equipment should not be removed from the campus except with prior written permission from the President.

 

Personal Equipment

Clarendon College will not assume responsibility for or the repair of personal equipment.  Faculty members are encouraged to request actual needs in the budget process and not bring personal equipment to school.

 

Annual Equipment Inventory Check

Periodically, the division directors and administrative officers will be given lists of items for the departments under their supervision.  At least once during each fiscal year the business office, in cooperation with the faculty, division directors and other supervisors, will match the equipment items to the inventory records for each department and report exceptions to the President, the Comptroller and other appropriate administrators.

 

CASHIER FUNCTION

2140

All monies collected by Clarendon College are to be collected and accounted for by the College business office.  No faculty member or other employee should collect any money for any purpose unless acting as a duly appointed agent of the business office.

 

All funds collected for any purpose by and for Clarendon College shall be receipted and accounted for by the Business Office.

 

CASHIERING AND PURCHASING FOR CLUBS AND ORGANIZATIONS

2150

All funds collected for any reason by any club or organization on the campus of Clarendon College must be accounted for in the Business Office.  A separate account will be maintained for each club or organization revealing both receipts and disbursements.  Periodic financial reports will be made.

 

Purchases or a club or organization will follow the same requisition/purchase order system as used for other college purchases.  In no case will a student's signature be acceptable for payment from these funds.

 

GATE RECEIPTS

2160

Gate receipts and admissions fees to College-sponsored activities are the responsibility of the business office.  Adequate procedures shall be developed by the Comptroller to insure the safety of all receipts and to properly account for all receipts collected.  The business office shall make the required deposits and shall cause the proper entry to be made crediting the receipts to the proper accounts.

 

TUITION AND FEES

2170

Tuition and fees are payable at the time of registration, except as provided for under the Installment Payment Plan for Tuition and Fees.  A student has not officially enrolled until tuition and fees are paid or an installment payment plan has been executed.

 

Any student interested in the installment plan must complete and sign a promissory note and pay 50 percent of the tuition and fees plus a non-refundable service fee of $25 prior to the census date.

 

A student who fails to make full payment of tuition and fees, including any incidental fees, by the due date may be prohibited from registering for classes until full payment is made.  A student who fails to make payment prior to the end of the semester may be denied credit for the work done that semester.

1.   A full-time student (12 semester hours or more) may pay for tuition and mandatory fees for the regular Fall and Spring semester by one of two methods: (1) payment of tuition and fees in full (one payment) or (2) payment of tuition and fees in three payments.  Once a payment plan has been chosen, it may not be changed.

2.   All scholarships and awards provided by the College and all federal and state grants and loans will be applied toward the full amount due the College for the payment of tuition, fees, and other charges before installment payments are scheduled.

3.   The installment payment plan for tuition and fees may be used only for the initial registration at the beginning of the Fall and Spring Semesters.  Installments may not be used for any other registration periods.

4.   The three-payment plan will consist of a one-half payment of tuition and fees plus the $25 service fee before the beginning of the semester, a one-quarter payment prior to the start of the sixth class week, and a final one- quarter payment before the beginning of the eleventh class week.

5.   It will be the student's responsibility to pay on time.  Installment payments may be made in the Business Office any time during regular business hours.

6.   The total installment payment must be paid in full on or before the date due.

7.   Students who fail to make the second payment:

a.   Will have a hold placed on their records;

b.   Will be prohibited from registering for classes;

c.   Will still be responsible for the full amount due under the contract; and,

d.   Will receive no grades, awards, diplomas, and records, including but not limited to official transcripts to which they would otherwise be entitled.

e.   Upon full payment of the amount due, the hold will be released.

8.   Students who fail to make full payment of all charges prior to the end of the semester are subject to the conditions listed above in seven (7) and may be denied credit for the work done that semester.

9.   Students adding courses will be required to pay the full cost for the additional courses at the time the courses are added.

10. Students dropping hours will pay installments on the basis of the original installment contract. Any and all refunds will be applied to the installment payment.  (For students receiving Title IV aid, refunds will be applied in accordance with federal refund guidelines.)

11. Students withdrawing from the College must pay all tuition and fees owed.  Withdrawal does not cancel or void the installment payment plan contract.

 

               A list of tuition and fees is published each year in the College Catalog.

 

REFUND POLICY

2180

               Refunds will be made as prescribed by law and as stated in the College Catalog.

 

TRANSPORTATION AND TRAVEL

2190

It shall be the responsibility of the President of Clarendon College to develop and administer a transportation program for providing student and employee transportation consistent with the laws of the State of Texas and the goals and purposes of Clarendon College.

 

College-Owned Vehicles

The Board of Regents of Clarendon College may, on the recommendation of the President, autho