Budget - 5.010

Policy:

1. Budget Preparation and Approval
   
   The President shall submit to the Board for approval the annual budget of income and expenditures in accordance with 6A-14.070, .071, and .072 FAC. The President or designee shall establish procedures for the preparation of the budget that ensure the appropriate involvement of college personnel.
   
   
2. Budget Implementation and Amendments
   
   The Board authorizes the President to implement and amend the approved budget in accordance with 6A-14.072, .0713, .0714 and .0715 FAC. The President shall submit for approval by the Board those budget amendments identified in 6A-14.0713 FAC that require approval by the State Board of Community Colleges.

Competitive Bidding - 5.020

Policy:

1. It is the policy of the Board that the College shall request bids or solicit request for proposals from at least three (3) sources, in accordance with FAC 6A-14.0734, for the purchase of services or commodities.
   
   
2. The President or designee is authorized to approve or reject bids or proposals for purchases of services or commodities not exceeding the Category Four threshold as specified in Section 287.017, F. S.
   
   
3. Bids or proposals for purchases of services or commodities exceeding the Category Four threshold of Section 287.017, F. S., shall be approved or rejected by the Board of Trustees.
   
   
4. For those services or commodities for which the College is required to bid in accordance with 6A-14.0734, procedures shall be established by the President or designee.

Receipts and Bank Depositories - 5.030

Policy:

It is the policy of the Board that a secure fiscal system, consistent with good accounting practice, be established for the purpose of collecting and depositing funds. Upon the recommendation of the President, the Board shall approve the banks used as depositories. The President or designee is authorized to deposit College funds in the Local Government Pool of the State Board of Administration Depository and to transfer these funds, as deemed necessary, into the College depository account. Credit cards designated by the College may be used for payment of fees and bookstore purchases.

College Fees and Charges - 5.040

Policy:

1. Student Fee Schedule
   
   
   • It is the policy of the Board that student fees, charges are established by the Board upon the recommendation of the President and shall be published in the College Catalog.
   • Laboratory and Other User Fees: It is the policy of the Board to establish special user fees with the President instituting a process to ensure such fees do not exceed the cost of goods or services provided and are charged only to students or agencies that receive those goods or services.
2. Fee Waivers
   
   The President shall recommend student fee waivers to the Board in accordance with Florida Statutes, State Board of Education Rules, proviso language in the General Appropriations Act, and Board policies.
3. Financial Aid Fee
   
   The Board authorizes the establishment of a financial aid fee pursuant to the provisions of 1009.23(8)(a) F.S. The President or designee shall establish procedures for the collection and use of funds from this fee.
4. Refunds
   
   Refunds shall be made in accordance with Florida Statutes, State Board of Education Rules, and Board Policies. The refund policies and procedures shall be published in the College Catalog.
5. User Fees and Fines
   
   • Library Charges
     The President or designee may establish charges for books and other library materials when they are not returned on time or when they are lost or damaged.
   • Laboratory and Special Course Fees
     The President shall recommend laboratory or special course fees to the Board for costs that are in excess of base instructional costs ("Extraordinary Costs). These Extraordinary Costs are defined as those costs necessary to deliver the instruction of the course and are specific to such course such as software, subscriptions, licenses, special books or handouts, computer or other consumable supplies, student insurance, lab kits, licensure testing fees, or any course-specific materials or services. The President or designee shall establish procedures for determining the amount of the fee and the time period for which the fee shall be in effect.
   • Other User Fees
     The President shall recommend other user fees to the Board in accordance with the provisions of 1009.23(12) F.S.

Expenditures - 5.050

Policy:

1. General Policies
   
   The President or designee shall establish procedures to implement the following general policies:
   
   
   1. The President or designee is authorized to approve purchases in accordance with Board Policy 5.020 and 6A-14.0734 FAC, including all items exempt from bid requirements.
      
      
   2. All purchases shall be made by requisition.
      
      
   3. All bills are to be paid in accordance with approved invoices.
      
      
   4. Payments shall be made by auto-numbered checks signed by the President and the Vice President of Administration and Finance. Facsimile signatures may be used. ACH payments and/or wire transfers will be utilized where appropriate. Proper internal controls will be adhered to for all payments.
      
      
   5. The Vice President of Administration and Finance or designee is authorized to place stop orders and to issue duplicate checks in accordance with established procedures.
      
      
2. Investment of Funds
   
   The President or designee is authorized to invest surplus funds in accordance with 6A-14.0765 FAC.
   
   
3. Payroll and Salaries
   
   The President or designee shall develop procedures for the payment of employees in accordance with the salary schedule adopted by the Board.
   
4. Insurance
   
   The President or designee shall recommend annually to the Board necessary insurance to be carried by the College.
   
   
5. Travel and Subsistence of Personnel
   
   The President or designee shall establish procedures to reimburse employees for authorized travel and subsistence expenses incurred during the course of duty consistent with Section 112.061 F.S.
   
   
6. Bonds
   
   The President or designee shall ensure that adequate bonds are provided for college personnel and Board members.
   
   
7. Petty Cash Fund
   
   The Board authorizes the establishment of a petty cash fund which shall not exceed $2,500 per campus. This policy does not permit the use of these funds for equipment or cash purchases in excess of $50.00. The President shall designate a custodian of the petty cash fund and shall implement the necessary forms and procedures for use of the fund.

Travel Reimbursement - 5.055

Policy:

1. Travel expenses may be reimbursed to members of the Board, employees, students and others for travel that is beneficial to the College and in accordance with Florida Statutes and State Board of Education rules.
   
   
2. The President shall cause a procedure to be developed to implement this policy.

Bad Checks and Outstanding Debts - 5.060

Policy:

It is the policy of the Board that the President or designee establish procedures and take such legal action as is necessary to effect the following:

Payment for any outstanding debt to the College including, but not limited to, fees, rents, fines, special fees, incorrect payments, reimbursement for loss or damage of College property, and other charges authorized by the Board, and

Payment for a check cashed by the College, when the check has been returned unpaid to the College.

A student who has an outstanding debt may be denied the privilege of registering in accordance with established procedures.

Delinquent accounts shall be charged off pursuant to 6A-14.078 FAC.

Funds from Auxiliary Enterprises and Undesignated Gifts - 5.070

Policy:

The Board authorizes the President or designee to provide services to faculty, staff, students and community members at minimum cost. Such services may be provided by college employees or subcontracted to outside agencies.

Funds realized from auxiliary enterprises and undesignated gifts may be used for one or more of the following purposes:

• General operations of the College
  
  
• Matching funds for federal loan programs
  
  
• Promotion and public relations activities as defined in FAC rules
  
  
• Hospitality for guests on official College business as
  
  
• prescribed by FAC rules
  
  
• Student scholarships awarded by the College

At the close of each fiscal year the President shall report to the Board the expenditures of such funds.

Personal Property Inventory - 5.080

Policy:

It is the policy of the Board that the President or designee shall account for all tangible personal property in accordance with Florida Statutes and State Board of Education Rules. Procedures and systems shall be developed to insure accountability and control, which include:

1. All property items as defined in F.S. 274.02. Each property record shall contain such information as shall be required by the Auditor General.
   
   
2. Sequentially numbered decals affixed to each accountable property items.
   
   
3. Assigned custodial responsibility for equipment by cost center.
   
   
4. An appropriate reporting process for adds, moves, changes, or deletions of college property.
   
   
5. An annual physical inventory of accountable property.
   
   
6. An annual physical inventory report of the results of the annual physical inventory presented to the District Board of Trustees.

Surplus Property - 5.081

Policy:

It is the policy of the Board of Trustees that tangible personal property of the college which has become surplus shall be disposed of in accordance with Florida statutes and Florida Board of Education Rules.

1. Surplus property is any tangible personal property of the college that is obsolete or the continued use of which is uneconomical or inefficient, or which serves no useful function.
   
   
2. The Vice President for Administrative and Business Services or designee shall determine property to be declared surplus and shall periodically present to the Board of Trustees a list of such property. Approval of such list shall constitute a declaration by the Board that the property is surplus and shall authorize disposition of the surplus property in accordance with this policy.
   
   
3. The Vice President for Administrative and Business Services or designee shall arrange for the disposition of surplus property in accordance with Florida statutes and shall report the proceeds from any sale or auction of surplus property to the Bursar.
   
   
4. The President shall cause a procedure to be developed for the implementation of this policy.

Contracts and Contract Management - 5.090

Policy:

For the purposes of this Policy, the term "contract" shall include any document, agreement, contract or instrument of payment and conveyance. It is the policy of the District Board of Trustees that all contract activity of the College shall be conducted in accordance with Florida Statutes, State Board of Education Administrative Rules, Policies of the District Board of Trustees of Seminole Community College and any applicable federal, State of Florida or local laws and regulations. The contract activity of the college shall be conducted in accordance with sound business practice in order to promote the orderly and efficient operation of the college.

• Contracting Party
  
  The District Board of Trustees is the contracting agent of the College. All contracts shall be in writing and shall name the "District Board of Trustees of Seminole Community College" as the party to the contract.
  
  
• Signature Authority
  
  The President is authorized to sign, on behalf of the District Board of Trustees, documents, agreements, contracts and instruments of payment and conveyance pursuant to college policy as specified herein. The President is authorized to delegate this signature authority to promote the orderly and efficient operation of the college.
  
  
• Employment Contracts
  
  The District Board of Trustees shall approve the language used in all forms of employment contracts for college personnel.
  
  
• Real Estate Acquisitions
  
  The District Board of Trustees shall approve all contracts for the acquisition of real estate.
  
  
• Commodities Or Contractual Services
  
  The President or a designee of the president may sign contracts and approve or reject bids for the procurement of commodities or non-professional services not exceeding the Category Five threshold as specified in Section 287.017, Florida Statutes (note: $250,000 in FY2005).
  
  
• Professional Services And Construction Contracts
  
  
  • The President or a designee of the President may sign contracts and approve or reject bids for the procurement of professional services, as defined in Section 287.055, Florida Statutes, not exceeding the Category Two threshold specified in Section 287.017, Florida Statutes (NOTE: $25,000 in FY 2005). Professional services are defined in Section 287.55 as those services performed by architects, professional engineers, landscape architects, or registered surveyors and mappers.
  • The President or a designee of the President may sign contracts and approve or reject bids for construction projects or electrical work not exceeding the threshold amounts of Section 255.20, Florida Statutes (NOTE: $200,000 for construction projects/$50,000 for electrical work in FY 2005) ,
  
  
  
• Compliance With Civil Rights Laws
  
  It is the policy of the District Board of Trustees to comply with all federal, state and local laws prohibiting discrimination and to assure that no contract is entered into with any party that discriminates on the basis of race, color, religion, sex, national origin, age, marital status or disability.
  
  
• Minority Business Enterprises
  
  It is the policy of the District Board of Trustees to encourage minority participation in the economic life of the community and to encourage the use of minority business enterprises.
  
  
• Contract Review
  
  Proposed contracts shall be submitted prior to the commencement date of the contract to the Office of the Vice President, Administrative Services for program, financial and legal review. Contracts shall be approved as to form by the Vice President, Administrative Services before being offered for execution by any party.
  
  
• Procedure
  
  The President shall cause a procedure to be developed to implement the policy contained herein.

Student Loan Practices Code of Conduct - 5.100

Policy:

The District Board of Trustees recognizes that ensuring the integrity of the student financial aid process is critical to providing fair and affordable access to higher education in Florida. Therefore, the Board adopts the following policy, which is designed to avoid any potential for a conflict of interest between Seminole Community College, its students or their parents in the student financial aid process. Accordingly, the College shall adhere to the following principles in the College's financial aid operations:

1. College employees should receive no personal benefit.
   
   1. No officer, trustee or employee of the College shall accept anything of more than nominal value (not to exceed $100.00) on his or her behalf or on behalf of another person or entity from any Lending Institution.
      
      1. Cash, stocks, gifts, entertainment, expense-paid trips, etc. should never be accepted from a Lending Institution.
      2. An individual should never receive payment or reimbursement from a Lending Institution for lodging, meals or travel to conferences or training seminars.
   2. An office, trustee or employee of the College may:
      
      1. Conduct non-College business with any Lending Institution and, subject to state law, receive value in connection with such non-College business, so long as such value is not intended to influence the officer, trustee or employee in conducting College business;
      2. Conduct College business and, subject to state law, receive value on behalf of the College that is unrelated to the student loan activities of the Lending Institution;
      3. Attend conferences and meetings of tax-exempt organizations that are funded or sponsored by more than one entity and, subject to state law, receive materials, refreshments, and other things of similar nominal value provided at such professional conferences and meetings; and
      4. Hold membership in, serve on the board of or participate in the activities of any tax-exempt organization and, subject to state law, receive travel reimbursements and other things of similar nominal value from the tax-exempt organization for such activities.
2. College employees should not serve on lender advisory boards.
   
   1. No officer, trustee or employee of the College who makes financial aid decisions for the College or who is employed in, supervises or otherwise has responsibility or authority over the College's financial aid office serve as a member or participant of a student loan advisory board of a Lending Institution or any reimbursement of expenses for such service.
   2. Any officer, trustee or employee of the College who serves as a member or participant of a Lending Institution board shall recuse himself or herself from any board discussions regarding the College's financial aid operations and abstain from voting on matters germane thereto.
3. The College should not provide any advantage to a Lending Institution.
   
   1. The College shall not accept anything of value from any Lending Institution in exchange for any advantage or consideration provided to the Lending Institution related to its student loan activities, including but not limited to revenue-sharing, printing costs or below-cost computer hardware or software.
   2. The College shall not allow any Lending Institution to:
      
      1. Staff the College's financial aid office at any time: or
      2. Communicate with the College's student or their parents in such a manner as to create the impression that the Lending Institution is an employee or agent of the College in connection with the College's student financial aid operations, including through the use of mascots, logos, etc.
   3. The College shall not enter into any agreement with a Lending Institution to provide alternative (i.e., non-federal or "opportunity") student loan programs if the provision of such alternative loan programs prejudices other students of the College or their parents.
4. The College should make appropriate use of any Lender Resources Lists.
   
   1. If the College decides to promulgate a list or lists of lenders for student loans or similar designation (" Lender Resources List"), the determination of Lending Institutions for inclusion on the Lender Resources List shall be based on the lenders currently know to be doing business with the College's students and their parents without regard to the financial interests of the College.
   2. Any Lender Resources List shall clearly explain:
      
      1. Student and their parents are free to select the Lending Institution of their choice and will suffer no penalty imposed by the College from using a Lending Institution that is not a " lender resource";
      2. Students and their parents are not required to use any of the "lender resources" currently listed;
      3. Where to find information on other Lending Institutions for student loans;
      4. The College will promptly certify any loan from any Lending Institution selected by a borrower, in accordance with U.S. Department of Education regulations:
      5. The process the College utilized tolist" lender resources, including but not limited to the criteria used and the relative importance of such criteria;
      6. Where to find information as to competitive interest rates, terms, and conditions of federal loans;
      7. Where to find explanatory information germane to the interest rate, loan servicing or other benefits offered by " lender resources"; and
      8. Where to find information on any agreements by " lender resources" to sell their loans to other Lending Institutions.
   3. The College shall review any Lender Resources List at least annually to determine that the information appearing on the list is accurate and that any website links are still viable.

Did you know?

SCC intercollegiate athletic teams include baseball, softball, women's golf and men's and women's basketball.