Clarendon College Policy Manual
2000 SERIES
BUSINESS AND GENERAL
OPERATING POLICIES
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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.
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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.
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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.
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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.
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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.
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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.
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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, authorize the
purchase of appropriate vehicles for the transportation of students and
employees. Gasoline for college
vehicles shall be supplied by contract purchase, by the use of college credit
cards, and/or by reimbursement of individual purchases. All college travel is to be conducted
in college vehicles when available.
Use of personal transportation for college business will be authorized only
when college vehicles are not available and must be approved in advance by the
President or designee.
Use of Private
Automobile
When no college
vehicle is available and when the transportation request has prior approval,
the use of a private automobile will be reimbursed at a rate per mile
established by the Board of Regents. The rate of reimbursement is currently set
at $.30 per mile.
Use of Public
Transportation
When approved in
advance by the President, the actual costs of travel by public conveyance will
be paid by the College.
Reimbursement for
Other Travel Expenses
Special trips on
college business, or to attend conferences in the interests of the College, may
be authorized by the President.
For such travel, employees may be reimbursed for a flat or fixed amount,
on a per diem basis, or for actual expenses incurred for transportation, cost
of lodging and meals, conference registration fees, college-related telephone
calls, and other miscellaneous travel-related expenses. All such travel must be authorized by
the President and approved in advance.
Per Diem
Reimbursement Allowances
Meals: $30.00 per day (Travel must
include an overnight stay in order to claim per diem reimbursement. Meal receipts are not required.)
Hotel: $80.00 per day
(Receipts required)
Non-Reimbursable
Expenses
Non-Reimbursable
Expenses include, but are not limited to:
1. Expenses
that do not relate to official college business.
2. Any
expenses, with the exception of parking expenses that are related to the
operation of a personally owned vehicle.
3. Personal expenses such as the
rental or purchase of video-tapes for personal entertainment, alcoholic
beverages, and/or dry cleaning.
Specific Procedures
Detailed guidelines
and all forms necessary to implement these policies shall be developed by the
Comptroller.
|
2210 |
The Comptroller shall
be the Chief Fiscal Agent of Clarendon College and shall be responsible for
receiving, obligating, and accounting for all college funds. He/she shall be responsible to the
President for developing and implementing procedures which are necessary to
insure sound fiscal operation.
|
ACCOUNTING |
2220 |
The accounts of the College
shall be maintained in accordance with generally accepted accounting principals
and practices and audited in accordance with accepted rules and regulations for
colleges and universities and will be audited annually by an outside firm.
|
FINANCIAL REPORTING |
2230 |
The Comptroller shall
have responsibility for preparing, submitting, and publishing timely financial
reports as required by the laws of the State of Texas and all applicable
regulatory agencies.
In addition, he/she shall
publish and distribute to the Board of Regents a monthly financial report on
the fiscal operation of the College.
A year-end report will also be prepared for the Board of Regents giving
a final accounting of all income and disbursements for the completed fiscal
year.
|
AUDITING AND CONTROL
|
2240 |
The financial records
of Clarendon College shall be audited each year and an independent audit report
shall be prepared and certified by a Texas licensed or certified public
accountant. Such independent audit
report shall be submitted to the Board of Regents, to the Texas Higher
Education Coordinating Board, and to other such agencies or offices, as may be
required by law.
Responsibility for
additional and continuous evaluation of fiscal procedures and practices of
financial control shall rest with the Comptroller.
|
DEPOSITORY |
2250 |
The Board of Regents
of Clarendon College shall select, by means of competitive bidding, a depository
bank to serve for a period of two years and until another has been duly
selected and qualified. The
selection shall be made and the depository bank or banks named at a regular
meeting of the Board in odd-numbered years.
All funds subject to the control of the Board of Regents shall be deposited in the depository bank daily, but not later than within seven days from the date of collection. Once funds are deposited and accounted for, monies may be invested and/or transferred in a manner consistent with the Clarendon College Investment Policy.
The Board of Regents
shall require adequate surety bonds or securities to be posted to secure the
deposits and may require additional security at any time it deems the deposits
inadequately secured.
A depository shall pay
interest on the deposits at a rate agreed on by the depository and the Board of
Regents.
|
TAX RATE AND LEVY |
2260 |
The Board of Regents
of Clarendon College elects to have the taxable property of its district assessed
and its values equalized by the county-wide appraisal district, and to have its
taxes collected by the Donley Appraisal District in a manner and for such
compensation as shall be mutually agreed upon. The property of its district shall be assessed and valued on
the same basis as that used to assess and value taxable property of Donley
County until and unless a different basis is determined and adopted by the
Board of Regents.
The tax rate for the
support of tax bonds and maintenance tax shall be authorized by a majority of
the voters in an election held for such purpose and may not exceed such limit
or the limits set by state statutes.
|
REVENUE BONDS |
2270 |
The Board of Regents may
authorize the issue of revenue bonds secured by rentals, rates, charges, fees,
or other resources of the Board for the purpose of acquiring, purchasing,
constructing, improving, enlarging, equipping, operating, and maintaining any
property, facilities, activities, or operations for and on behalf of Clarendon
College. Such issuance of revenue
bonds shall be governed by the statutes of the State of Texas and the
regulations of the Texas Higher Education Coordinating Board.
|
2280 |
This policy shall
apply to all Clarendon College funds not needed for current operations. This policy shall be reviewed annually
by the Board of Regents. This
review and any changes to this policy will be placed on the agenda of a meeting
of the Board and formal action of the Board will be taken.
All funds of the
District shall be invested in accordance with State and Federal laws and
regulations and shall be managed responsibly and in accordance with this
policy, for investment and not for speculation. No investments will be made that do not guarantee the
principal amount invested.
I. INVESTMENT
OBJECTIVES
The investment objectives of Clarendon College shall be:
A. Preservation
and safety of the principal.
The primary objective of all College investment activity is the preservation and safety of the principal. Each investment transaction shall ensure that capital losses are avoided, whether from security default, sale of instruments prior to maturity, or erosion of market value.
B. Maintain
sufficient liquidity.
The investment portfolio will remain sufficiently liquid to provide
adequate cash flow to meet the operating requirements of the College on a
timely basis.
C. Minimize
risks involving interest rates, maturity, and market value. All investments will be made by the
investment officer given the investment officerÕs assessment of the desired
investment risk (i.e., credit risk, market risk, opportunity risk) in order to
provide the College with the best available yield on instruments or securities
that have fixed interest rates and fixed maturities.
D. Maximize
investment income within the above objectives of preservation, liquidity, and
risk. To provide diversification
in the investment portfolio with regard to maturity, instruments, and financial
institutions permitted under the Public Funds Investment Act. Yields on investments will need to be
competitive with an analysis being made to the Board of Regents on a regular
basis.
II. INVESTMENT
RESPONSIBILITIES
The Board of Regents has the responsibility of designating the CollegeÕs
Investment Officer(s). The Comptroller and the Assistant to
the President are the designated investment officers of the College and are
responsible for the investment of the CollegeÕs funds. The Board of Regents also appoints the
Investment Committee, which is composed of: the President, the Comptroller, the Assistant to the
President, the Director of Financial Aid, and a representative from the Board
of Regents.
Guidelines Governing Investments.
A. Standard of Care
Investments
shall be made with judgement and care, under prevailing circumstances, that a
person of prudence, discretion, and intelligence would exercise in the
management of the personÕs own affairs, not for speculation, but for investment,
considering the probable safety of capital and the probable income to be
derived. Investment of funds shall
be governed by the objectives stated in I above.
In
determining whether an Investment Officer has exercised prudence with respect
to an investment decision, the determination shall be made taking into
consideration:
1. The investment of all funds or funds under the CollegeÕs control over which the officer had responsibility rather than a consideration as to the prudence of a single investment, and
2. Whether
the investment decision was consistent with the written investment policy of
the College.
B. Liquidity
of Investments
Liquidity
of investments should, in most instances, be within one year, but in no
circumstances more than two years.
U. S. Treasury Notes should in most circumstances be not less than two
(2) years and not more than five (5) years. Diversification within allowable investment instruments to
increase investment yields is encouraged.
C. Deposit
of Funds and Daily Cash Requirements
All
funds of the institution will be deposited daily. (State law requires that deposits be made into the
depository bank within seven days of collection.) The balance of funds not required for daily operation of the
College will be invested in short-term certificates of deposit. Monitoring and transferring of these
funds will be the responsibility of the CollegeÕs Comptroller.
D. Bank
Depository.
State
law requires re-bidding the depository bank contract every two years.
E. Types
of Funds to Invested.
Investment
officers may invest the surplus amounts of all college funds not required for
the daily operation of the College.
The transfer between the CollegeÕs bank accounts is the responsibility
of the Comptroller and/or the Investment Officer. Investment of funds outside the regular certificate of
deposit and/or treasury notes requires approval of the Board of Regents at a
regular Board meeting. All
investments require the approval of at least two people (i.e., the Comptroller,
the President, or the Assistant to the President).
F. Other
Investments
Any investment of College funds or liquidation of such investments other than in the above manner must be approved by the Board of Regents. This Board action must clearly outline any associated risks to principal, maturity, interest rate, or market value.
III. AUTHORIZED
INVESTMENTS
Funds are to be invested in accordance with the Public Funds Investment Act
of 1995 which requires the investment of funds as follows:
1. Obligations
of the United States or its agencies and instrumentalities;
2. Certificates
of Deposit issued by state and national banks domiciled in this state;
Direct obligations of this state or its agencies and instrumentalities;
Collateralized mortgage obligations directly issued by a federal agency or
instrumentality of the United States, the underlying security for which is
guaranteed by an agency or instrumentality of the United States;
Other obligations, the principal and interest of which are unconditionally
guaranteed or insured by, or backed by the full faith and credit of this state
or the United States or their respective agencies and instrumentalities and;
Obligations of States, agencies, counties, cities, and other political
subdivisions of any state rated as to investment quality by a nationally
recognized investment rating firm not less than A or its equivalent.
Fully collateralized direct repurchase agreements having a defined
termination date, and secured by obligations described by this subdivision.
IV. AUTHORIZED AND PROHIBITED TRANSACTIONS
Authorized
transactions are those within the limits of the Public Funds Investment Act of
1995 as listed in Part III above.
Clarendon College normally deals with the following:
1. Certificates
of Deposit
2. Treasury Bills or Notes
3. TexPool
or Lone Star and any obligation of the State of Texas
Any
item outside of the Clarendon College depository bank shall require approval by
the Investment Committee and required Board action and be recorded in the Board
minutes.
Prohibited
transactions are any that are not within the limits of those listed in Part
III. Examples are as follows:
1. Common
Stock or any stock in a corporation
2. Investments
in a Savings and Loan
3. Bonds
other than those listed above (No Junk Bonds)
4. Sales
of donated stock are kept until receiving a fair market price.
V. CRITERIA FOR MEASURING INVESTMENT
PERFORMANCE
Each
month the Investment Officer shall prepare a written report of investment
transactions for all College funds for the preceding reporting period and
submit this report to the President and to the Board of Regents. This report must contain the type of
instrument, type of funds invested, interest accrued, length of time for investment,
maturity date, rate of return, projected return, and principal invested. This report must be prepared jointly by
all investment officers of the College and be signed by each investment
officer.
The
CollegeÕs auditing firm shall perform a compliance audit of management controls
on investments and adherence to this investment policy. The audit must include a formal review
of the monthly investment reports to the Board. Any findings that result from these audit procedures shall be reported the Board of
Regents in the annual report to the Board of the independent audit.
VI. PERSONNEL AND BOARD TRAINING
The
Investment Officer(s) shall attend an investment training session every two
years. The training session must
be provided by an independent source approved by the Board of Regents.
An
annual training program and/or training video will be prepared and presented by
the Texas Higher Education Coordinating Board for members of the Board of
Regents. This program will be
provided within six months of a board member taking office and will include
training on investment controls, security risks, strategy risks, market risks,
and compliance with the Public Funds Investment Act.
VII. INVESTMENT POLICY ACKNOWLEDGMENT
A
written copy of the Clarendon College Investment Policy shall be presented to
any person seeking to sell an authorized investment to the College. The registered principal of the
organization seeking to sell an authorized investment shall execute a written
instrument substantially to the effect that the organization has:
Received
and thoroughly reviewed the investment policy of the College; and
Acknowledged
that the organization has implemented reasonable procedures and controls in an
effort to preclude imprudent investment activities arising out of investment
transactions conducted between the College and the organization.
If
the investment officer fails to obtain an acknowledgment from an organization
selling securities, securities may not be purchased from the organization.
|
GIFTS, BEQUESTS, AND
DONATIONS |
2290 |
It shall be the
responsibility of the President of Clarendon College to develop appropriate
procedures for the handling of gifts, bequests, and donations to Clarendon
College. The President or his/her designee
shall be responsible for discussions and negotiations with prospective donors
regarding gifts to the College, and no other employee of the College has the
authority to accept or agree to accept any gift or donation, except as provided
for in the establishment Clarendon College Foundation.
|
2310 |
Construction practices
at Clarendon College shall comply with all state and federal statutes, rules of
all applicable regulatory agencies, local building and safety codes, and to commonly
accepted standards of construction.
All materials used in construction projects shall meet or exceed the
architect's standards and specifications.
|
ACCEPTANCE OF NEW
CONSTRUCTION |
2320 |
When the Board of Regents
of Clarendon College has been satisfied that all construction contract
agreements and conditions have been fulfilled and that the building conforms in
all ways to the architect's plans and working drawings, it shall formally
accept the building. Any remaining
financial obligations of the College to the architect, contractor,
subcontractors, or others shall then be fulfilled.
|
2410 |
Overall responsibility
for the day-to-day operation and maintenance of the buildings and grounds of
Clarendon College rests with the Director of Maintenance who reports to the
President. He/she shall develop
such organization of personnel, schedules of work, and procedures of operation
as will insure the proper discharge of this responsibility.
|
ROUTINE MAINTENANCE |
2420 |
Work orders or
requests for maintenance should be written, stating the needed repair. Work orders are received by the Office of
the President where each one is evaluated, assigned a priority and forwarded to
the Director of Maintenance. The
Director of Maintenance will assign the work to a member of the maintenance
staff. Once work is completed, the
work order is returned to the Office of the President with the time and cost
assigned.
Work orders or
requests for maintenance at the Pampa Center should be written, stating the
needed repair, and submitted to the Dean of the Pampa Center. Work orders are evaluated, assigned a
priority, and forwarded to maintenance.
Once work is completed, the work order is returned to the DeanÕs office
with the time and cost assigned.
|
CUSTODIAL SERVICES |
2430 |
It is the philosophy of
Clarendon College that good custodial care achieves the following desirable
results: protects health, promotes
safety, eliminates fire hazards, improves morale, extends surface life,
protects equipment, improves productivity, and provides good public relations. Based on this philosophy, the
housekeeping staff has overall responsibility to provide cleaning services for
floors, washrooms, walls and ceilings, doors, windows, walkways, and
furnishings in all rooms and buildings of Clarendon College.
|
ROUTINE
HOUSEKEEPING/CUSTODIAL SERVICE |
2440 |
Routine housekeeping
and custodial service is performed on a daily basis under the direction of the
Director of Maintenance. Special request for custodial services may be requested
on the regular work order request form.
|
MAINTENANCE AND
OPERATION OF MECHANICAL SERVICES |
2450 |
Mechanical services
provide comfort conditioning, including heating and cooling, electrical power, gas
distribution, and water for all required activities of Clarendon College and
are under the direct supervision of the Director of Maintenance. It is the responsibility of the
Director of Maintenance to keep all building mechanical services operating efficiently
and in a safe and reliable manner.
|
SECURITY |
2460 |
The Dean of Students
has overall responsibility for providing a safe and secure environment for all
college activities. The College shall
provide for a campus security officer, as a minimum and additional personnel
may be employed during games, dances, or at other critical times.
|
COLLEGE KEYS |
2470 |
Faculty and other college
employees will be provided keys to their offices and other areas as required by
the nature of their work. Requests
for keys must be made to the President or designee who will approve the request
and forward it to the Director of Maintenance. A record of all keys will be maintained by the Director of
Maintenance and a periodic inventory will be taken to verify key locations.
Requests for building
master keys will be honored only in unusual circumstances where the need is
clearly established. Final
approval of master key requests rests with the President.
All employees should
respect the rights of other employees by carefully protecting their own keys
from theft, loss and loan. Under no
circumstances are keys to be loaned to students for any reason. Lost keys should be reported to the
President immediately.
Each employee who is
issued a key assumes responsibility for the area accessed by the key including
all equipment and supplies therein.
|
2510 |
When students become
ill in class, they should be asked to excuse themselves from the
classroom. They may be considered
mature enough to seek appropriate relief such as returning to the residence
hall, returning home, visiting the restroom, or seeking medical help.
Medical emergencies may sometimes occur while a class is in session or in other gathering places. If the person cannot or should not be moved, the following steps should be taken:
1. Move
other members of the class and/or other students away from the individual in
distress.
2. If
the individual is unable to give directions for his/her care, send someone to
call 911 for emergency assistance.
3. While waiting for the emergency medical assistance to arrive, provide whatever comfort and aid the individual appears to need. If no one has first aid training, do not attempt to provide assistance beyond making the individual comfortable and clearing the area of furniture or other equipment that may be in the way of removing the individual from the room.
4. When
the ambulance arrives, provide the emergency workers with whatever information
you may have about the personÕs illness or injury.
5. As
soon as practical, contact an administrator who may be able to provide
necessary insurance or other information, or to contact parents, spouse, or
other emergency contact.
|
EVACUATION
PROCEDURES |
2520 |
During an emergency
evacuation, all faculty and staff present are responsible for assisting in the
safe evacuation of the building.
College employees have the responsibility for preventing panic and
providing calm leadership. The
following guidelines should be observed:
The shortest route
from the classroom or laboratory to the nearest exit(s) is posted in each
room. Students and visitors should
be directed to those exits and then to an area of safety.
Do not return to the
building until instructed to so by appropriate authorities or until all danger
has clearly passed.
|
SEVERE WEATHER |
2530 |
Only the President or
the administrator in charge in his/her absence, has the authority to determine
the institution's response to severe weather. In general, the following guidelines are to be followed:
TORNADO
If, in the judgment of
the President or administrator in charge, the threat of impending danger
warrants it, the following actions may be taken:
Dismiss all classes
and assemble students and employees into storm shelters or other safe areas.
Top of Form
Everyone should remain
in these "safe" areas until, in the opinion of the President or the
administrator in charge, the threat of danger is past.
FLOODING
Buildings at Clarendon
College are not likely to flood; however, during a period of flooding, the
President or administrator in charge will remain in contact with appropriate
authorities and will keep both students and employees advised of local road
conditions.
ICE AND SNOW
n the event that ice
and/or snow threatens to make highway travel hazardous, the President or administrator
in charge may dismiss classes to allow commuters to return home safely.
|
CLOSING THE COLLEGE
AS THE RESULT OF SEVERE WEATHER |
2540 |
Only the President or
administrator in charge in his/her absence has the authority to close the
College. When this action is to be
taken, the President will notify the College deans, the director of maintenance
and the food service director. In
addition, area radio and television stations will be notified and asked to
broadcast the notice of closing.
|
SELF DETERMINATION
POLICY |
2550 |
No student will
attempt to attend classes and no employee will report to work if, in their
opinion or on the warning of law enforcement officials, travel conditions in
their area are unsafe or if other circumstances would place their lives or
health in jeopardy.
|
2610 |
Clarendon College
operates a college bookstore for the convenience of students, employees, and
guests. The College Bookstore is operated on a part time basis with the hours to
be open noted on bulletin boards at the beginning of each semester.
|
FOOD SERVICE |
2620 |
Clarendon College will provide an appropriate food service enterprise for the benefit of students, employees, and guests. This function is provided by a private company and is the responsibility of that company. The company shall develop and recommend policies to the Comptroller and the President for the following operations:
1. The
hours at which meals will be served.
2. The
price at which food and other merchandise will be sold.
3. Determination of method and manner of service.
4. Methods
of providing food quality testing, sanitation, and inspection of facilities.
5. The
work schedule of food service employees.
6. Method
of handling banquet and college function services.
|
HOUSING |
2630 |
The Dean of Students
has overall responsibility for student housing at Clarendon College. It is his/her responsibility to provide
general supervision of residents, enforce rules and regulations, hear
complaints, provide for safety and comfort of residents, to report needed
facility repair or adjustments.
The purposes of
college housing include providing a safe and supportive environment where
students can learn and develop life skills necessary for both academic and
career success. The campus living
environment should allow students to develop lasting relationships, experience
cultural diversity, and increase social skills as well as complete their
academic requirements.
|
VENDING |
2640 |
All vending services
at Clarendon College are operated as part of the auxiliary enterprises program
and are under the authority of the Comptroller. He/she will exercise his/her authority to determine numbers
and kinds of machines, location of machines, charges, collection procedures,
accounting practices, and record keeping.
|
STUDENT SOLICITATION
AND SELLING |
2650 |
As used in this policy,
the words "student solicitation" shall mean the sale or offer for
sale of any property or service, whether for immediate or future delivery, and
the receipt of or request for any gift or contribution by a student or
registered student organization.
No student
solicitation shall be conducted in or on any property either owned or
controlled by the District, except in accordance with the following provisions
when they do not violate a sole-source vendor contract clause:
1. The sale or offer for sale of any newspaper, magazine, or other publication in an area designated in advance by the President for the conduct of such activity.
2. The
sale offer for sale of any food or drink item in an area designated in advance
by the President or a designated representative for the conduct of such
activity.
3. The
collection of membership fees or dues by registered student organizations at
meetings of such organization scheduled in accordance with the College's
regulations on use of facilities.
4. The collection of admission fees for the exhibition of movies or other programs that are sponsored by a student or registered student organization, and are scheduled in accordance with college regulations.
5. The
activities of a student or registered student organization that can present to
the President written evidence from the Internal Revenue Service that the
organization has been granted an exemption from taxation under 26 U.S.A.
501(c)(3), Internal Revenue Code.
No organization may solicit under this section for more than a total of
fourteen days, whether continuous or intermittent, during each fiscal year.
No solicitation shall
be conducted in the buildings, on the grounds, sidewalks, or streets of any property
either owned or controlled by the College district, except as approved by the
President or his/her designee.
No student
organization may solicit in the community or service area of the College,
unless such solicitation has been approved by the College President or his/her
designee.
Solicitation made
pursuant to the terms of this policy must be conducted according to the
following:
1. The
solicitation will not disturb or interfere with the regular academic or
institutional programs being conducted in buildings or on property owned or
controlled by the District.
2. The
solicitation will not interfere with the free or unimpeded flow of pedestrian
and vehicular traffic on sidewalks and streets and at places of access and
exits to and from buildings owned or controlled by the District.
3. The
solicitation will not harass, embarrass, or intimidate the person or persons
being solicited.
If, after a reasonable
investigation, the President determines that a solicitation is being conducted
in a manner violating this policy, the President may prohibit the offending
student or registered student organization from soliciting on the campus for
such period or periods of time determined to be appropriate. In the case of a registered student
organization, the President or his/her designee may cancel the registered
status of the organization. A
student in violation of this policy shall also be subject to disciplinary
measures as authorized by Board policies and administrative regulations. Any investigation shall afford the
accused student or registered student organization every right guaranteed by
the due process clause of the United States and the Texas Constitutions.
|
FUND RAISING
PROJECTS |
2660 |
Any outside organization that raises money under the school's name to aid or assist a program, a student organization, or other activities carried on by the school must first receive permission from the President or his/her designee.
|
2710 |
No safety rule is a complete
substitute for common sense, nor can safety rules be devised to cover every
situation. For these reasons, good
judgment must be used in every situation.
Individual
Responsibility
Follow the approved practices and procedures or standards which apply on any work you perform for the College.
Use only the
appropriate protective equipment and devices. Use such equipment or devices whenever the hazard justifies
their use or when so instructed by a supervisor.
It is the
responsibility of everyone to make frequent inspections of tools and other
equipment used to make sure such tools and equipment are in good physical
condition.
Report to his/her
supervisor any condition which might injure any person or damage any
property. The hazard should also
be pointed out to others exposed to it in order to correct or avoid it before
an accident occurs.
Any injury which
occurs at work, no matter how slight, or any accident which causes damage to
property shall be reported immediately to the person in charge. All injuries and accidents should be
reported to the supervisor by the end of the day and to the Assistant to the
President or the Comptroller within forty-eight (48) hours.
If anyone observes
another who is about to endanger themselves, another person, or property while
at the College, he/she should intervene immediately.
Alcoholic beverages
are not allowed on college property and the use of such is prohibited. No one is to report for work evidencing
any effects of alcohol consumption.
Controlled substances,
such as marijuana or cocaine, are illegal by state and federal law. Their use and possession are
prohibited.
Water, oil or other
liquids, or excessive dust, dirt or any other debris spilled on floors
represent serious slipping hazards and should be cleaned up immediately upon
observation.
Accident
Investigation and Reporting
Anyone who suffers an
injury during work shall promptly report such injury to their supervisor no later
than the end of the work period on the day in which the injury occurred.
Every accident shall
be investigated to determine the cause and the steps needed to prevent a
recurrence. It shall be the
responsibility of the supervisor to obtain the complete and
detailed facts of the
accident as soon as possible after it occurs and to see that the required
reports are made.
The department in
which an injured person works shall notify as soon as practicable the
Comptroller of all injuries.
Details of the injury and required reports should be in the
Comptroller's office within forty-eight (48) hours.
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FIREARMS |
2715 |
Firearms, ammunition, explosives, or other weapons are prohibited on college property.
Exceptions to this policy
are limited to the following instances:
Department of Public Safety and other law enforcement
agencies
in performance of
their normal duties may carry firearms on college property.
|
GOOD HOUSEKEEPING |
2720 |
Good housekeeping is essential to safe operation. It will result in fewer accidents and will reduce fire hazards. Oil and chemical spills should be cleaned up promptly to eliminate slipping and fire hazard. All work areas must be kept free of tools, materials, draped hoses, extension cords, and other objects which create hazards. Cleaning up the work area is part of the job. A job is not completed until the area is cleaned up. It is the responsibility of each employee to maintain his/her work area in a neat and orderly manner.
|
TOOLS AND EQUIPMENT |
2725 |
Many accidents are
caused by the improper use of tools and equipment, and by the use of defective
tools and equipment. No one should
be allowed to operate equipment unless they have been properly instructed in such
use and are qualified to use it.
Tools and equipment
shall be kept in proper operating condition and used only for the purpose for
which they were designed.
Tools and equipment
should be inspected at regular intervals and any tool which develops defects
while in use should be taken from service, tagged and not used again until
restored to proper working condition.
No one should tamper
with or render inoperative safety guards and switches on machinery.
Eye protection should
be used when operating any grinding, cutting, drilling or power driven tool.
|
SOLVENTS, CHEMICAL
CLEANING, WATER TREATMENT AND OTHER CHEMICALS |
2730 |
All chemicals and
solvents are treated as potential hazards from initial delivery to ultimate use
and require the use of safe practices at all times.
Anyone handling flammable liquids or chemicals of any type should wear appropriate protective clothing and will comply with industry safe practice and the safety instructions on the container label in regards to both the use and storage of these materials.
Chemicals and materials with toxic fumes are to be used only in well-ventilated areas.
|
HAZARDOUS MATERIALS |
2735 |
In compliance with the
Hazard Communication Act, the College, at a minimum, shall:
1. Post and maintain notices promulgated by the Texas Board of Health in the workplace.
2. Provide
appropriate training for employees using and handling hazardous chemicals.
3. Compile
and maintain a work-place chemical list that includes required information for
each hazardous chemical normally present in the workplace in excess of 55
gallons or 500 pounds, or as determined by the Texas Board of Health for
certain highly toxic or dangerous hazardous chemicals.
4. Maintain
a legible copy of the most current manufacturerÕs material safety data sheets
(MSDS) for each hazardous chemical.
5. Provide
employees with appropriate personal protective equipment.
|
RESPONSIBILITY |
2740 |
It is the responsibility of everyone to be aware of the hazards related to the use of solvents, chemical cleaning materials, water treatment and other chemicals, and enforce the rules related to their use.
1. Hazards to be considered in the use of solvents, chemical cleaning materials, water treatment and other chemicals are as follows:
2. Contact
with a hazardous material which can cause skin rash or dermatitis, corrosive
burns or eye damage.
3. Potential explosive or fire hazard.
4. The
ingestion of a poisonous, corrosive or other hazardous substance through the
mouth or absorbed through the skin.
5. The
inhalation of a volatile solvent, gas or toxic dust which may produce
asphyxiation, intoxication, or damage to mucous membrane and internal organs.
|
FIRST AID |
2745 |
While there are
several first aid kits available throughout the campus, it is the college
policy that anything other than a very minor injury should be treated at the
local clinic or a nearby hospital.
|
FIRE PREVENTION |
2750 |
Fire Prevention
Everyone should exercise good judgment and conduct themselves in a manner that would prevent fires while on college property.
The following chart describes the different types of fires normally encountered and the proper extinguisher to use in each case.
|
TYPES OF FIRES Ordinary Combustible Materials Such As Paper, Wood and Trash
Flammable Liquid And Gases Such As Gasoline, Lubricating Oils and Natural Gas
Electrical Such As Electronic Instruments and Switchgear Installations |
TYPES OF EXTINGUISHER AND AGENT Water (Preferred) And Multi-Purpose
Dry Chemical (Preferred) And Carbon Dioxide
Halon, (Preferred) Carbon Dioxide, and Dry Chemical |
|
STORAGE OF FLAMMABLE LIQUIDS |
2755 |
Appropriate storage
cabinets, metal containers, and/or safety cans equipped with flame arresters
and spring-actuated caps should be used for the storage and handling of all flammable
liquids with a flashpoint of less than 100 degrees F.
|
2810 |
Modes of Transportation
Modes of Transportation used for student travel shall include, but not be limited to cars, vans, and/or motor coaches. Travel arrangements for student groups shall be made in accordance with the CollegeÕs operational procedures and administrative regulations.
Driver Requirements
A driver who is transporting students in a College-owned or -leased vehicle must:
1. Be at least 21 years of age;
2. Be approved by the College;
3. Hold a valid driver's license appropriate for the vehicle to be driven. (A driver of a commercial vehicle must have a valid commercial driver's license with appropriate certifications for the vehicle to be driven.)
4. Have an acceptable driving record, as verified through the College's insurance carrier; and,
5. Obey all rules and laws governing the roadways and be subject to losing their eligibility to drive a college vehicle if a violation occurs. (Note: The College will not be responsible for the payment of any fine levied by law enforcement against a driver of a college-owned or -leased vehicle. The fine is strictly the personal responsibility of the individual driver.)
Safety Standards
The driver shall ensure that the number of passengers does not exceed the designed capacity of the vehicle and that each passenger is secured by a safety belt, if provided.
For emergency purposes,
all College-owned vehicles shall be equipped with a cellular telephone and/or
CB radio. Drivers of College-owned
vehicles should not use a cell phone, unless equipped as a hands free device,
while the College-owned vehicle is in motion.
The driver should
check to make sure the vehicle is in safe operating condition before starting
each trip. (Such things as lights,
brakes, tires, spare tire, gas, etc. should be checked.) Any suspected problem with the vehicle
must be reported before starting the trip.
Smoking and the use of
any other tobacco product, including smokeless or chewing tobacco, is
prohibited at all times in all college-owned vehicles.
Students participating
in college sponsored trips are subject to the CollegeÕs Code of Student Conduct
at all times during the sponsored trip.
Driver Fatigue
A driver of a college
owned vehicle shall not drive for more than three consecutive hours without
taking a 15 minute break or relief from driving.
|
TRANSPORTATION MANAGEMENT
EMPLOYEE TRAVEL |
2812 |
Modes of
Transportation
Modes of
Transportation used for travel shall include, but not be limited to cars, vans,
and/or motor coaches. Travel arrangements shall be made in accordance with the College's operational procedures and administrative regulations.
Driver Requirements
A driver who operates
a College-owned or -leased vehicle must:
1. Be
at least 21 years of age;
2. Be approved the College;
3. Hold
a valid driverÕs license appropriate for the vehicle to be driven. (A driver of a commercial vehicle must
have a valid commercial driverÕs license with appropriate certifications for
the vehicle to be driven.)
4. Obey all rules and laws governing the roadways and be subject to losing their eligibility to drive a college vehicle if a violation occurs. (Note: The College will not be responsible for the payment of any fine levied by law enforcement against a driver of a college-owned or -leased vehicle. The fine is strictly the personal responsibility of the individual driver.)
Safety Standards
The driver shall
ensure that the number of passengers does not exceed the designed capacity of
the vehicle and that each passenger is secured by a safety belt, if provided.
For emergency
purposes, all College-owned vehicles shall be equipped with a cellular
telephone and/or CB radio. Drivers
of College-owned vehicles should not use a cell phone, unless equipped as a hands
free device, while the College-owned vehicle is in motion.
The driver should
check to make sure the vehicle is in safe operating condition before starting
each trip. (Such things as lights,
brakes, tires, spare tire, gas, etc. should be checked.) Any suspected problem with the vehicle
must be reported before starting the trip.
Smoking and the use of
any other tobacco product, including smokeless or chewing tobacco, is
prohibited at all times in all college-owned vehicles.
Driver Fatigue
A driver of a college
owned vehicle, shall not drive for more than three consecutive hours without
taking a 15-minute break or relief from driving.
|
ACCIDENT REPORTS |
2820 |
Any accident, regardless
of the extent of damage, involving a college vehicle, should be investigated by
a police officer, and the College Business Office is to be informed.
|
SERVICE OF COLLEGE
VEHICLES |
2830 |
The service of all college-owned
vehicles will be the responsibility of the Motor Pool Specialist. It is the responsibility of the
Specialist to regularly inspect, service, and/or repair (or arrange for the
repair of) all college vehicles, to promote safety, to make certain no vehicle
is used that is not absolutely roadworthy, and to make certain all vehicles are
equipped with a cellular telephone and/or CB radio in the event an emergency
occurs.
|
2910 |
Clarendon College shall provide adequate computing and technology resources for the many educational programs offered by the College and shall provide computing resources to adequately support the institution's management and administrative functions.
The Dean of Instruction has overall responsibility for educational technology and computing resources at Clarendon College. The Director of Information Systems and Computer Operations has day-to-day operational responsibility. The Dean of Instruction and the Director of Information Systems and Computer Operations are responsible for developing procedures and guidelines for computer resources and computer usage, and for balancing services rendered among the different users.
Planning and
Acquisitions
A. The
Dean of Instruction and the Director of Information Systems and Computer
Operations will work with the Learning Resources Committee, the Comptroller,
Dean of the Pampa Center, the Dean of Students, and the faculty and staff to
develop and maintain a three-to-five-year plan to acquire, maintain, and
upgrade the educational technology and computer resources at Clarendon College.
B. Requests for equipment, programming, new applications, and other services are received by the Director of Information Systems and Computer Operations and/or the appropriate dean. These requests will be incorporated into the planning process.
C. Requests
for instructional software or for computer-based instructional materials will
be forwarded through the appropriate Division Director. The Division Director will notify the
Dean of Instruction of the recommendations that have been made and any plans
and target dates for implementation.
The feasibility of each request will be then reviewed, and if feasible,
the request will be incorporated into the planning process.
D. Requests
not incorporated into the plan, or needs which arise during the course of the
plan will be addressed by the Learning Resource Committee and/or the Director
of Information Systems and Computer Operations. The feasibility of each request will be determined and a
priority assigned.
Conflicts in the
use of Educational Technology and Computer Resources at Clarendon College
It is the goal of
Clarendon College to provide adequate educational technology and computing
resources for the educational programs and for all administrative
functions. In an effort to achieve
this goal, Clarendon College provides some dedicated systems to some of its
users and some shared systems or resources. The shared systems/resources are designed in so far as
possible to run simultaneously; however, whether we address shared systems or
dedicated systems, conflicts will arise.
Therefore, the following is applicable in the resolutions of such
conflicts:
A. When administrative, faculty, and/or student computing resources or other educational technology resources at Clarendon College are in high demand and the needs of various users are in conflict the following priority schedule will be applicable:
1. System
security and integrity, backup, and maintenance.
2. Beginning-
and End-of-Semester Processing (Business Office, the Office of Admissions, the
Records Office, and the Student Financial Aid Office).
3. Reservation
of computing resources by a particular user or department, with affected
departments notified as necessary.
Computer
resources (such as a student lab) and/or other educational technology
resources, which are in high-demand may be made available on a reservation
basis. Students who are registered
in courses, which require the use of the resources in the lab to complete their
assignments will have first priority.
The designated lab supervisor will be responsible for maintaining a
reservation system, as needed, keeping in mind that all students in a class
requiring the resources must have adequate time to complete the required
assignments.
B. Conflicts
and scheduling problems not addressed in these guidelines will be addressed and
resolved by the Director of Information Systems and Computer Operations working
in conjunction with the appropriate dean and other involved parties.
|
COMPUTER RESOURCES
ACCEPTABLE USE |
2920 |
The computing resources at Clarendon College are provided for the use of Clarendon College students, faculty, and staff to support the educational programs, instructional activities, academic research, and administrative functions of the College. These resources are intended for the sole use of the College students, faculty, staff, and other authorized users, who are responsible for seeing that these computing resources and facilities are used in an effective, efficient, ethical, and lawful manner. The following policies and guidelines relate to all computing resources and their use.
Ethics and Responsibilities
1. Computer
facilities/resources and accounts are owned by the College and are to be used
only for educational- and college-related activities.
2. Accounts
(IDs and passwords) are approved and issued by the Department of Information
Systems and Computer Operations.
Accounts are issued to individuals and are intended for the sole use of
that individual. An account
assigned to an individual is not transferable and may not be used by others
without explicit permission from an instructor, an administrator, or the
Director of Information Systems and Computer Operations. The individual to whom the account has
been issued is responsible for the proper use of the account, including
password protection. The account
holder shall keep his/her keywords and passwords confidential to protect
themselves and their files. Users shall not give or sell passwords to others.
3. Users may use only the computing resources they are authorized to use and only for the purposes specified when their accounts were issued or permission to use the resources (i.e., microcomputers) was granted.
4. Users
shall not access or copy software or data belonging to others or to Clarendon
College without prior authorization. Users shall not transport software or data
provided by Clarendon College to another computer site without prior written
authorization.
5. Computer
software protected by copyright is not to be copied from, into, or by using
campus-computing facilities, except as permitted by law or by contract.
6. Users
shall follow the published procedures for using the College's computing
resources and shall not modify any hardware or software provided by the
College.
7. Users
shall respect the rights of other users. A user shall not hamper or deprive
another of access to resources or encroach on another's use of computing
facilities. Users shall consider the impact of their conduct on other users.
8. The
same standards of intellectual honesty and plagiarism apply to computer
resources, computer programs, and files as to other forms of published work.
Misuse or Abuse of
Computing Resources
Conduct for which
disciplinary action may be taken--in relation to the computer network,
equipment, programs, or data--includes, but is not limited to, the following:
1. Unauthorized
use of computing resources or use of computing resources for unauthorized or
nonacademic purposes.
2. Unauthorized
accessing or copying of programs, records, or data belonging to the College or
another user, or copyrighted software, without permission.
3. Using
computer resources to threaten or harass others.
4. Attempted
or actual breach of the security of another user's account, depriving another
user of access to College computing resources, compromising the privacy of
another user, or disrupting the intended use of computing or network resources.
5. Attempted
or actual use of the College's computing resources for commercial purposes or
non-college/non-educational related activities.
6. Attempted or actual transport of copies of College programs, records, or data to another person or computer site without written authorization.
7. Attempted
or actual destruction or modification of programs, records, or data belonging
to the College or another user or destruction of the integrity of
computer-based information.
8. Attempted
or actual use of the computing facilities to interfere with the normal
operation of the College's computing systems; or, through such actions, causing
a waste of such resources (people, capacity, computer).
9. Other
types of activities (the list is not meant to be inclusive) of behavior that
are considered unethical and/or unacceptable include:
a. Attempting
to alter system software or hardware configurations.
b. Attempting
to deliberately degrade the performance of the computer system and/or depriving
authorized users of resources or access to any college computer system.
c. Owning,
using, or attempting to introduce worms, viruses, or Trojan horses.
d. Creating
and/or running programs that are designed to identify security loopholes and/or
decrypt intentionally secure data.
e. Misrepresenting
one's identity in electronic communication.
f. Violating
copyright and/or software agreements.
g. Using
the College's computer resources for commercial or profit-making purposes
without written permission from the President.
h. Violating
rules and codes set by services subscribed to by the College.
i. Disobeying
or disregarding computer lab rules and/or computer system rules, policies,
procedures, and protocols.
10. Allowing
another person, either through one's personal computer account, or by other
means, to accomplish any of the above.
11. Any
act or omission that violates federal, state, or local laws or regulations
relating to computer equipment, programs, or data and which is not otherwise
covered may be grounds for disciplinary action and referral to the appropriate
law enforcement or investigative agency.
Computer abuse is
covered in federal laws by the Computer Fraud and Abuse Act of 1986 and the
Electronic and Communications Privacy Act of 1989. The state statute for
computer abuse is Chapter 33, Computer Crimes, Texas Penal Code. College policy is based on these laws.
Computer Security
and Privacy
The security and
integrity of the CollegeÕs computing resources are essential. Therefore, priority is given to
maintaining system security and integrity, backing up the system, and general
maintenance of the system. The
following relate to system security, integrity, and privacy.
1. The
College President shall appoint an administrator responsible for developing and
maintaining College regulations and procedures regarding security and privacy
of computer data, software, and hardware.
2. Any
student's or employee's (faculty/staff) use of College computing facilities is a
privilege that may be revoked for violation of this policy, regardless of the
need for computer use in performing assigned duties.
3. Any
student or employee (regardless of employment contract or tenure status) found
to be involved in infractions of this policy and/or civil or criminal laws
regarding College computer security and privacy may be subject to disciplinary
actions including, but not limited to, revocation of computing privileges,
suspension, dismissal, prosecution, and restitution for damages. Involvement,
as used here, includes, but is not limited to, participating, encouraging,
aiding, or failing to report known infractions.
4. Programs
and files are confidential unless they have explicitly been made available to
other authorized users. However,
the Department of Information Systems and Computer Operations (ISCO) reserves
the right to monitor all computer resources to protect the integrity of its
computing systems, computing software, workstations, and lab facilities. ISCO personnel may access others' files
when necessary for the maintenance of the computer systems. When performing maintenance, every
effort will be made to insure the privacy of a user's files. However, if violations are discovered,
the violation(s) will be reported immediately to the appropriate dean.
5. Some
jobs or activities of the College involve access to resources critical to
computer security and privacy. The College may require faculty/staff employees
or students involved in these jobs or activities to disclose personal
histories, participate in special training, and/or sign special agreements
concerning computer use.
6. All
students and faculty/staff employees shall cooperate with official state and
federal law enforcement authorities in aiding the investigation and prosecution
of any suspected infraction of security and privacy involving either College
personnel or College computing facilities.
7. Clarendon College makes every effort to ensure the integrity of its various systems. All computer systems available to users offer some form of dataset protection which can be modified by an authorized user as needed. However, none of the systems offer absolute security. Therefore, users should not place sensitive information on a publicly accessible system. Clarendon College, nor the Department of Information Systems and Computer Operations cannot, under any circumstances, be held liable for the consequences of such actions.
8. The
College does not take responsibility for the safe storage of student
files. Students must keep their
own copies of any information that is important to them. Clarendon College is not responsible
for any loss of information from college computers or networks, regardless of
the cause.
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