Procedure On Procedures - Procedure 1.0001

Purpose:

To provide a procedure for adopting, amending, and/or deleting procedures of the College.

A Procedure is a process that will ensure compliance with a particular statute, rule or Board Policy, or assures quality in student learning or service delivery. In this procedure the term "revision" will be used to include revision and deletions.

1. The SCC Manual of Procedures contains management information used to assist students, faculty staff, and administrators in carrying out their duties and responsibilities. Authority for procedures is contained in applicable chapters of the United States Code, Florida Statutes, Florida Administrative Code, and Seminole Community College Policy Manual.
   
   
2. A Committee or any member of the College faculty or staff may recommend a new procedure or a revision to an existing procedure. A draft of the new procedure or revision to an existing procedure should be forwarded to the originator's department level supervisor. The originator's supervisor should work with the originator to review and refine the draft, if necessary, and forward the refined procedure to the Vice President for the area of the College to which the procedure pertains.
   
   
3. Upon receiving a proposed procedure or change to an existing procedure the Vice President with responsibility for that procedure will review the proposal with the Executive Staff.
   
   
   1. If the proposal is rejected, it will be returned to the originator with reasons for rejection. Suggested modification of the procedure may be requested and reviewed with the originator. The originator, upon receipt of rejection of the proposal, may request reconsideration by the Executive Staff. Such request will be made to the Office of the President along with the reason(s) for the need for reconsideration.
      
      
   2. If the proposal is accepted, the following steps will be taken:
      
      
      1. The Vice President will send the proposal to the Office of Risk Management and Legal Affairs to be formatted and assigned a number conforming to the sequence found in the Seminole Community College Manual of Procedures.
         
         
      2. The Office of Risk Management and Legal Affairs will see that the proposed procedure is published on the SCC Bulletin Board for two consecutive weeks for faculty and staff comments. A twenty-one (21) day period beginning on the first day of publication will be allowed comments.
         
         
      3. Comments will be sent to the Office of Risk Management and Legal Affairs to incorporate responses and sent the revised draft, in final form for signature, to the Executive Staff for approval at its next meeting.
         
         
4. With the President's signature the procedure will become "approved" and shall be published on-line in the SCC Procedures Manual. The original copy of the signed form will be kept on file in the Office of Risk Management and Legal Affairs.
   
   
5. In emergency and unusual circumstances, the President has the authority to adopt, amend, or delete a procedure without following the process outlined herein.

In emergency or unusual circumstances, the President has the authority to adopt, amend or delete a procedure without following the process outlined herein.

Rulemaking - Procedure 1.0100

Purpose

To provide a procedure whereby changes to the policies of Seminole Community College are made in accordance with statutory directives.

Procedure:

The amendment, adoption or repeal of any policy of the College is rulemaking activity and is subject to the requirements of Florida statutes for publication of legal notices and approval by the Board of Trustees

1. Proposals to change current policy or to adopt new policies may be initiated by any department. Proposals shall be reviewed by the Vice President over that department, who shall present any proposed policy to Executive Staff for review and approval.
   
   
2. Upon approval of a proposed policy by Executive Staff, the Vice President who initiated the proposed policy shall prepare an agenda transmittal sheet requesting permission from the Board of Trustees to advertise the proposed policy.
   
   
3. Once the Board of Trustees has approved advertisement of a proposed policy, the Vice President who initiated the proposed policy shall be responsible for transmitting it to the Office of Risk Management within 24 hours of approval, for the preparation of legal notices.
   
   
4. The Office of Risk Management shall be responsible for the preparation of the legal notices required to advertise proposed policies in compliance with the Administrative Procedures Act and the Uniform Rules of Procedure.
   
   
5. The Office of Risk Management is responsible for transmitting legal notices to the Office of Community Relations for publication. The Office of Community Relations shall provide for the publication of legal notices in a newspaper of general circulation and in the campus Positions/Legal Notices Supplement.
   
   
6. The Vice President, Administrative and Business Services shall be responsible for preparing an agenda transmittal sheet to request final approval of proposed policies by the Board of Trustees.
   

Refund of Matriculation Fees for Spouses and Dependents of Current, Retired, or Deceased Employees - Procedure 1.0200

Purpose:

The purpose of this procedure is to provide refunds approved by the District Board of Trustees of fees for courses taken by spouses and dependent children of current, retired, or deceased employees; to designate those courses for which refunds of fees are available; and to define the process by which the refunds may be obtained.

Definitions

Current Employee - Current full-time employee with 6 months or more of continuous full-time employment with Seminole Community College.

Retired Employee - Former employee who completed ten (10) years of continuous full-time employment at SCC immediately prior to retirement from Seminole Community College and is currently receiving retirement benefits through an SCC retirement plan.

Deceased Employee - Employee whose full-time employment at the time of death was with Seminole Community College and who completed 3 years of continuous full-time employment prior to the date of death.

Dependent- Individual who was declared a dependent of a current or retired employee the year prior to the request and is eligible to be declared a dependent in the year of the request. For surviving dependent(s) of a deceased employee or a deceased retiree, that individual must have been declared a dependent of a deceased or retired employee in the year prior to the date of death and would have been eligible to be declared a dependent in the year in which the death of the employee occurred. A 1040 tax form or other appropriate kinds of documentation may be accepted by the College president or designee as evidence of dependent status. However, eligibility shall cease at the end of the calendar year in which the dependent person reaches age 25. In no event shall a dependent of a deceased employee or deceased retiree be eligible for refunds if the death of the employee occurred more than 5 years before the date of the reimbursement request.

Surviving Spouse - Individual who is the surviving spouse of a deceased employee and who was living within the same household with the husband/wife employee at the time of death and was not separated. In no event shall a surviving spouse be eligible for refunds if the death of the employee occurred more than 6 months before the date of the reimbursement request.

SCC Retirement Plan - A college sponsored defined benefit or defined contribution retirement plan offered through the Florida Retirement System (FRS), the Community College Optional Retirement Program (CCORP), Public Employees Optional Retirement Program (PEORP), or Local Annuity Program.

Procedure:

1. Limitations
   
   1. Fees are those specified in the approved District Board of Trustee fee schedule and exclude reimbursement for late registration, laboratory and application fees.
   2. The amount of reimbursement per course shall not exceed the amount of in-state tuition per course.
   3. Refunds will be calculated and paid at the end of each term only for those courses in which a grade of at least a C or its equivalent has been earned.
   4. Courses taken at the Adult High School and those vocational and recreational courses ineligible for state support are excluded from this refund.
   5. Each spouse or dependent shall be limited to reimbursement for a lifetime total equivalent of 60 semester hours applicable to a degree.
   6. Spouses and dependents of employees, retirees, deceased employees or deceased retirees who receive institutional scholarships and waivers of fees are not eligible to receive refunds as provided in this procedure for
2. Eligibility
   
   1. The spouse and dependent(s) of a current full-time employee with 6 months or more of full-time employment at the College who meet the following qualifications shall be entitled to a refund of approved fees for post secondary education credit courses taken at the College for a total of 60 semester hours or their equivalent:
      
      1. The 6 months of current employment of a current employee through which the refund is claimed must have been completed prior to the end of the published add/drop period for the term in which the course(s) are taken.
      2. At the time of each enrollment period, a spouse requesting a refund shall be living within the same household with the husband/wife employee through whom he/she is requesting a refund.
      3. At the time of each enrollment period, the individual claiming as a dependent must have been declared a dependent of a current employee in the year prior to the request and is eligible to be declared a dependent in the year of the request. A 1040 tax form or other appropriate kinds of documentation may be accepted by the College president or designee as evidence of dependent status. However, all eligibility shall cease at the end of the calendar year in which the person reaches age 25.
   2. The spouse and dependent(s) of a retired full-time employee with ten (10) or more years of full-time employment at the College who meet the following qualifications shall be entitled to a refund of approved fees for post secondary education credit courses taken at the College for a total of 60 semester hours or their equivalent:
      
      1. The ten (10) years of continuous employment of a retired employee through which the refund is claimed must have been completed prior to the end of the published add/drop period for the term in which the course(s) are taken.
      2. At the time of each enrollment period, a spouse requesting a refund shall be living within the same household with the husband/wife employee through whom he/she is requesting a refund.
      3. At the time of each enrollment period, the individual claiming as a dependent must have been declared a dependent of the retiree in the year prior to the request and is eligible to be declared a dependent. A 1040 tax form or other appropriate kinds of documentation may be accepted by the College president or designee as evidence of dependent status. However, all eligibility shall cease at the end of the calendar year in which the person reaches age 25.
   3. The surviving spouse of a deceased full-time employee of the College who meets the following qualifications shall be entitled to a refund of approved fees for post-secondary education credit courses taken at the College for a total of 60 semester hours or their equivalent:
      
      1. The surviving spouse requesting a refund must have been living within the same household with the deceased husband/wife employee at the time of death.
      2. The deceased employee must have been employed full-time by the College at the time of his/her death.
      3. The deceased employee must have completed 3 years of continuous full-time employment with the College or the deceased employee must have completed 6 months or more of continuous full-time employment with the College and the surviving spouse was enrolled in a post-secondary credit course at the time of the employee's death.
   4. The surviving dependent(s) of a deceased employee of the College who meets the following qualifications shall be entitled to a refund of approved fees for post-secondary credit courses taken at the College for a total of 60 semester hours or their equivalent:
      
      1. The surviving dependent(s) of a deceased employee must have been declared a dependent of the deceased employee in the year prior to the request and is eligible to be declared a dependent in the year of the request. A 1040 tax form or other appropriate kinds of documentation may be accepted by the College president or designee as evidence of dependent status. However, all eligibility shall cease at the end of the calendar year in which the person reaches age 25.
      2. The deceased employee must have been employed full-time by the College at the time of his/her death.
      3. The deceased employee must have completed 3 years of continuous full-time employment with the College or the deceased employee must have completed 6 months or more of continuous full-time employment with the College and the surviving dependent was enrolled in a post-secondary credit course at the time of the employee's death.
   5. The surviving spouse of a deceased retiree of the College who meets the following qualifications shall be entitled to a refund of approved fees for post-secondary education credit courses taken at the College for a total of 60 semester hours or their equivalent:
      
      1. The surviving spouse requesting a refund must have been living within the same household with the deceased husband/wife retiree at the time of death.
      2. The deceased retiree must have been a former SCC employee who completed ten (10) years of continuous full-time employment at SCC immediately prior to retirement from Seminole Community College and is currently receiving retirement benefits through an SCC retirement plan.
   6. The surviving dependent(s) of a deceased retiree of the College who meets the following qualifications shall be entitled to a refund of approved fees for post-secondary credit courses taken at the College for a total of 60 semester hours or their equivalent:
      
      1. The surviving dependent(s) of a deceased retiree must have been declared a dependent of the deceased employee in the year prior to the request and is eligible to be declared a dependent in the year of the request. A 1040 tax form or other appropriate kinds of documentation may be accepted by the College president or designee as evidence of dependent status. However, all eligibility shall cease at the end of the calendar year in which the person reaches age 25.
      2. The deceased retiree must have been a former SCC employee who completed ten (10) years of continuous full-time employment at SCC immediately prior to retirement from Seminole Community College and is currently receiving retirement benefits through an SCC retirement plan.
3. Request for reimbursement
   
   1. The employee, spouse, or dependent shall complete and submit the Request for Refund of Matriculation Fees for Dependents of College Employees form prior to the end of the add/drop period of the term for which the reimbursement is requested.

Florida State Employee Tuition and Fee Waiver - 1.0300

Purpose

Florida public postsecondary institutions will waive tuition and fees for state employees to enroll for up to six (6) credit hours of courses per term on a space-available basis. For purposes of this procedure state employees will be defined as full-time employees of the executive, legislative, and judicial branches of state government. It does not include persons employed by the state university system, the community college system, or local school districts.

Procedure

1. Prior to registering for classes, state employees must complete all admissions requirements for entering college credit or vocational courses as outlined in the current SCC Catalog. Tuition and fees will be waived for a maximum of six credits each term. Waiver is for college credit and vocational courses only; it is not applicable to non-credit (community education and Corporate College) courses. Late fees will be waived.
2. State employees must register in person beginning the first day of classes and may continue to register through the drop/add period. Registration is for classes on a space available basis only. Space available is defined to be college credit and vocational classes that are not full at the beginning of the identified drop/add period for the term or course. Courses in which the student has registered prior to the add/drop period but dropped during the add/drop period are not eligible for this waiver.
3. State employees must complete the SCC Registration Form and submit it with the State Employee Tuition Waiver Form to the Office of Enrollment Services.
4. The Office of Enrollment Services will register the student and retain a copy of the State Employee Tuition Waiver Form and place the copy into the student’s permanent file. Tuition waiver is for the current term of registration only. It is not retroactive. Courses must be taken for a grade; they may not be taken as audit.
5. The student must take the State Employee Tuition Waiver Form and a copy of the Registration Form to the Office of Financial Resources to receive the waiver. Fees not covered by the waiver will be determined, e.g., this waiver does not cover laboratory fees.
6. The Financial Aid Assistant will provide a Fee Statement detailing the amount waived and the amount owed. The student must then go to the cashiering window and pay the amount owed by the close of business the same day of registration. If the balance is not paid by the close of business on the same day, the registration will be cancelled.
7. Employment verification must be provided each term. If verification is not provided, the student will be responsible for tuition and fees.

Supplemental Teaching Contracts - 1.0410

Purpose:

During the instructional period not covered by the ten month contract for college credit faculty, the college may award supplemental contracts to such faculty. The practice benefits the faculty and provides for necessary continuity and quality in educational programs of the college. This procedure defines the selection and approval process for awarding supplemental contracts.

Procedure:

1. During Term III-B each year the college may award a supplemental teaching contract to up to 50% of the ten month teaching faculty employed during the current college year, and who are not on special assignment for Term III-B.
   
   
2. The method of choosing faculty to be recommended for these teaching contracts will follow these criteria:
   
   
   1. the particular curricular needs of a department or division (e.g., meet student demand, offer required courses),
      
      
   2. the availability of a teaching load, and
      
      
   3. a fair and equitable distribution of contracts, as defined by the selection process developed by each instructional unit.
      
      
3. On the first duty day in October the Executive Vice President will request each instructional dean to submit a list of faculty who are recommended to receive a supplemental contract.
   
   
4. The dean will review the approved selection process for each instructional unit and, following consultation with the chair or director, may recommend changes to the vice president.
   
   
5. By the first duty day in November the vice president will receive from each dean a list of ten month teaching faculty who are being recommended for a supplemental teaching contract for Term III-B.
   
   
6. Upon receiving the list from each dean, the vice president, in consultation with the Deans Council, will recommend faculty for supplemental contracts. The vice president will notify each faculty member, in writing, no later than the last duty day in December of the conditions of the contract and will copy the correspondence to the appropriate dean.
   
   
7. The vice president will submit the list of faculty to the dean of personnel services for inclusion on the agenda of the District Board of Trustees regularly scheduled meeting in June.
   
   
8. A faculty member may decline, in writing to the chair or director, a recommended supplemental contract. The correspondence will be signed by the dean and forwarded to the vice president. The supplemental contract may be offered to another faculty member in the instructional unit in accordance with the selection process developed by the unit.
   
   
9. The vice president will notify the Dean of Personnel Services of each change to the list.
   
   
10. The Dean of Personnel Services will present the list of recommendations to the District Board of Trustees for their approval at their regularly scheduled meeting in June.
    
    
11. Within five duty days after the June Board meeting, the Personnel Office will provide the Executive Vice President with all salary and fringe costs for each faculty member approved by the Board. The figures will be based on current year salary rates.

Admissions and Graduation Committee - Procedure 1.0900.1

Purpose:

The purpose of the committee is to provide institution-wide coordination of all admission policies and procedures. The committee shall evaluate and make recommendations regarding proposed changes or additions to institution and program (limited access) admission policies and procedures.

The committee also acts on student appeals not clearly defined by the admissions and graduation policies. Areas of consideration may include but are not limited to the following: readmission of academically dismissed students; problems faced by students with disabilities; admission of students into adult education; fulfillment of graduation requirements; and any perceived inequities by students associated with admissions or graduation.

Procedure:

1. The membership of the committee shall consist of the following:
   
   1. Dean of Career and Technical Education
   2. Manager of Adult Education
   3. Director of Student Recruitment and Admissions
   4. Director of Enrollment Services and Registrar, or Assistant Director
   5. Director of Disability Support Services
   6. One faculty member from each of the following areas (at least one to be a Faculty Senate member)
      
      1. Adult Education
      2. Arts and Sciences
      3. Career and Technical Education
   7. Director of Counseling and Educational Planning, Counselor, or Assistant Director
   8. Director of Assessment and Testing and DSS, or Assistant Director
   9. Equity Coordinator
2. The chair of the committee shall be elected by the committee membership.
3. The chair will have the responsibility to forward the committee's annual assessment to the Vice President for Student Success and to the Dean for Planning, Assessment and Quality Improvement.
4. Except where membership is defined by position title, members shall serve two year, staggered terms.
5. The committee shall meet no less than two times a year. Minutes of each meeting shall be recorded and posted to the webpage in accordance with Procedure 1.0900.
6. Appeals decisions shall be forwarded to the appropriate Vice President by the committee. Recommendations of the Committee for improvement and change will be made through the Vice President for Student Success.

Library Committee - Procedure 1.0900.10

Purpose

The purpose of The Library Committee is to serve as a liaison between the library staff and users of library services. The committee assists the staff in expanding and updating the collections and services for all campus libraries, and promoting the integration of library resources into instruction.

Procedure

1. The responsibilities of the Library Committee shall be:
   
   1. Review procedures and plans of the Library, and support procedures/those that will yield the greatest overall benefit to the educational programs and learning environment of the college;
   2. Work with the Dean in developing Library procedures and plans which meet the needs of faculty, staff, and students;
   3. Advise and consult with college administration about
      
      1. The state of the Library's resources, services and Procedures
      2. The College's commitment to ensure that the Library serves the teaching, research, and public service missions of the college
   4. Actively monitor campus concerns about college Library resources, policies, procedures, and services.
   5. Represent SCC's library interests in joint use library initiatives
2. The membership of the committee shall consist of the following:
   
   1. One Academic Dean
   2. Six faculty members representing all campuses/centers (at least one to be a Faculty Senate member)
   3. One professional staff member
   4. One career service staff member
   5. One career service staff member from the Library
   6. Equity Coordinator
   7. Two students nominated by the Student Governance Association
   8. Dean of Libraries and Learning Technology, ex-officio non-voting member
3. The Chair of the committee shall be elected by the committee membership, but shall not be the Dean of Libraries and Learning Technology.
4. The chair of the committee will have the responsibility to:
   
   1. forward the committee's annual assessment to the liaison Vice President and to the Dean for Planning, Assessment and Quality Improvement.
   2. attend, or send his/her designee, to report at the Faculty Senate meeting.
5. Except where membership is defined by position title, members shall serve two year, staggered terms.
6. The committee shall meet no less than two times a year. Minutes of each meeting shall be recorded and posted to the SCC webpage in accordance with Procedure 1.0900.
7. Recommendations of the Committee for improvement and change will be made through the Vice President for Instructional Technology and Resource

Petitions for Administrative Record Changes Committee - Procedure 1.0900.11

Purpose

The purpose of the committee is to consider written appeals concerning administrative record changes resulting in a refund based upon the following criteria: illness of self; death in the immediate family; involuntary call to active duty; or other emergency circumstances or extraordinary situations which are demonstrated through documentation that the circumstance or extraordinary situation is beyond the student's control, and prevents the student from attending class. The committee may consider any other matter in which the student is seeking an exception to college decisions, policies, and rules which do not fall under the purview of the Admissions and Graduation Committee.

Procedure

1. The membership of the committee shall consist of the following:
   
   1. Associate Vice President for Finance and Budget/Comptroller
   2. One Academic Dean
   3. Director of Enrollment Services and Registrar
   4. Director of Counseling and Educational Planning
   5. Director of Financial Aid Resources
   6. Director of Assessment, Testing, and Student Advocacy
   7. Five faculty members representing the following areas and campuses (at least one will be a Faculty Senate member)
      
      1. Adult Education
      2. Arts and Sciences
      3. Career and Technical Programs
   8. One counselor or educational advisor recommended by the Director of Counseling and Educational Planning
   9. Equity Coordinator
   10. One career service staff member
2. The chair of the committee shall be selected from the membership.
3. The chair will be responsible for forwarding the committee's annual assessment to the Vice President for Student Success and to the Dean for Planning, Assessment & Quality Improvement.
4. Except where membership is defined by position title, members shall serve two year, staggered terms.
5. The committee shall typically meet each month, but no less than two times a year. Minutes of each meeting shall be recorded and posted to the SCC webpage in accordance with Procedure 1.0900.
6. Recommendations of the Committee for improvement and change will be made through the Vice President for Student Success.

Employee Benefits Committee - Procedure 1.0900.14

Purpose:

The purpose of the committee is to monitor the benefits offered by the College to its employees, and to recommend modifications based on information obtained through ongoing analysis of employee needs and market conditions.

Procedure:

1. The membership of the committee shall consist of the following:
   
   1. One Faculty Senate member
   2. One member of the nursing faculty
   3. One adjunct faculty member
   4. One professional or administrative employee
   5. One career service employee
   6. One regular part-time employee career service
   7. Assistant to the President for Diversity and Equity
   8. Manager of Employee Benefits
   9. Faculty Senate President
2. The chair of the committee shall be elected by the committee membership.
3. The chair of the committee will have the responsibility to forward the committee's annual assessment to the appropriate Vice President and the Dean for Planning, Assessment and Quality Improvement.
4. Except where membership is defined by position title, members shall serve three-year, staggered terms. The adjunct faculty and part-time staff members shall serve on a term-by-term basis.
5. The committee shall meet no less than four times a year. Minutes of each meeting shall be recorded and posted to the SCC webpage in accordance with Procedure 1.0900.
6. Recommendations of the Committee for improvement and change will be made to the Executive Team through the Vice President for Administrative Services.

Student Financial Aid Committee - Procedure 1.0900.15

Purpose:

The purpose of the committee is to recommend awards of scholarships and fee waivers totally controlled by the institution; review institutional financial aid policy; hear student appeals regarding applications for financial aid; and hear student appeals relative to financial aid standards of progress.

Procedure:

1. The membership of the committee shall consist of the following:
   
   1. One academic dean
   2. One campus dean
   3. Director of Student Financial Resources
   4. One faculty member from each of the following areas (at least one will be a Faculty Senate member, and at least one faculty appointee shall have served on the committee during the previous year):
      
      1. Adult Education
      2. Arts and Sciences
      3. Career and Technical Education
   5. One counselor or educational advisor recommended by the Director of Counseling and Educational Planning
   6. One intercollegiate coach
   7. Equity Coordinator
2. The chair of the committee shall be selected from the membership, and will be responsible to forward the committee's annual assessment to the Vice President for Student Success and to the Dean for Planning, Assessment and Quality Improvement.
3. Except where membership is defined by position title, members shall serve two year, staggered terms.
4. The committee shall meet no less than two times a year. Minutes of each meeting shall be recorded and posted to the SCC webpage in accordance with Procedure 1.0900.
5. Recommendations of the Committee for improvement and change will be made through the Vice President for Student Success.

Health, Safety and Security Committee - Procedure 1.0900.18

Purpose:

The purpose of the Committee is to advise and assist the College Administration in risk mitigation pertaining to health, safety and security on all of the College sites.

Procedure:

1. The responsibilities of the committee shall include, but not limited to, the following:
   
   1. Review annually the following required state and federal reports
      
      1. State Requirements for Educational Facilities, Fire, Sanitation and Casualty Inspection Report.
      2. Crime Statistics Report.
   2. Review at least annually, update, publish, and distribute as necessary the Safety Management Manual, including:
      
      1. Adequate provision for easy egress in the event of fire or other emergencies
      2. Adequate provision for healthy and safe conditions in campus parking lots, grounds and buildings.
      3. Adequate provision and use of safety equipment in laboratories and other hazardous areas.
      4. Adequate training of College personnel in safety procedures.
      5. Practices for assuring that a safe environment is maintained in accordance with the Safety Management Manual.
      6. Make recommendations regarding any of the above.
2. The membership of the Committee shall include at least one representative from each of the SCC Campuses/Centers and consist of the following:
   
   1. Dean as recommended by the Vice President for Educational Programs
   2. Director and Chief/College Safety and Security
   3. Director, Facilities, or designee from each campus/center
   4. Director of Athletics
   5. Director of Automotive Program, or designee
   6. Director of Risk Management and Legal Affairs
   7. Chair of Emergency Medical Service Team, or designee
   8. A faculty representative from the science labs of each campus/center knowledgeable about chemical storage and safety procedures
   9. A career service employee recommended by the president of the Career Professional Employee Council
   10. Equity Coordinator
   11. Two students nominated by the Student Government Association and recommended by the Vice President for Student Success
3. The Director and Chief/College Safety and Security will serve as committee chair.
4. The chair will have the responsibility to forward the committee's annual assessment to the liaison Vice President and to the Dean for Planning, Assessment and Quality Improvement.
5. Except where membership is defined by position title, members shall serve two year, staggered terms.
6. The committee shall meet no less than two times a year. Minutes of each meeting shall be recorded and posted to the SCC webpage in accordance with Procedure 1.0900.
7. Recommendations of the Committee for improvement and change will be made to the Executive Team through the Vice President for Administrative Services.

Academic and Student Policies and Procedures Committee - Procedure 1.0900.2

Purpose

The purpose of the Academic and Student Policies and Procedure Committee is to identify academic and student related issues requiring clarification and definition; study the issues and existing policies and procedures when applicable; formulate or revise policies defining college academic philosophy with respect to academic and student issues; write or revise procedures needed to implement policy and essential practices; and forward recommendation to the Executive Team through the appropriate Vice President.

Procedure

1. Membership on the committee shall consist of the following:
   1. Vice President for Educational Programs
   2. Vice President for Student Success
   3. One dean from educational programs
   4. Director of Enrollment Services and Registrar
   5. Director of Educational Services
   6. Director of Testing, Assessment, Student Advocacy
   7. One faculty member from each of the following areas (at least one to be a Faculty Senate member)
      
      1. Adult Education
      2. Arts and Sciences
      3. Career and Technical Education
   8. Three department chairs/directors or program managers, one from each of the following areas
      
      1. Adult Education
      2. Arts and Sciences
      3. Career and Technical Education
   9. One counselor or educational advisor recommended by the Director of Counseling and Education Planning
   10. Equity Coordinator (non-voting, ex-officio)
2. Any member of the College faculty or staff may propose new academic or student related policies, procedures, or revisions to existing ones. Such proposals should be forwarded to the appropriate Vice President. The Vice President shall bring all proposals, as appropriate, to the Academic and Student Policies and Procedures Committee for its consideration. Recommendation will be reviewed as appropriate with the System Effectiveness Team.
3. The Committee will review the draft of the new or proposed policy and/or procedure, deliberate on the issues involved, decide if a new policy and/or procedure is essential.
4. The chair of the committee shall be selected from the membership.
5. The chair will have the responsibility to forward the committee's annual assessment to the appropriate Vice President and to the Dean for Planning, Assessment and Quality Improvement.
6. Except where membership is defined by position title, members shall serve two year, staggered terms.
7. The committee shall meet no less than two times a year. Minutes of each meeting shall be recorded and posted to the web according to Procedure 1.0900.
8. Recommendations of the Committee for improvement and changes on all procedures will be made to the Executive Team through the Vice Presidents for Educational Programs or Student Success.

Planning and Budgeting Committee - Procedure 1.0900.3

Purpose

The purpose of the Planning and Budgeting Committee is to develop, implement, evaluate, and refine systematic, integrated college-wide planning, budgeting and evaluation processes that support the following goal: Seminole Community College will promote institutional effectiveness through the allocation of resources in a manner that is reflective of the College's strategic plan, mission, goals, and community needs.

Procedure

1. In order to accomplish this the committee will:
   
   1. Develop and disseminate a college-wide planning and budgeting calendar that will allow all employees of the college to meet necessary deadlines to ensure a timely and effective process.
   2. Develop recommendations based upon the College's strategic plan and financial resources for the overall annual operating budget's guiding principles.
   3. Develop and disseminate planning, budgeting, evaluation resource materials, and define processes for submitting annual plans and budget requests.
   4. Support the timely and continuous use of planning and budgeting tools and procedures such that all unit objectives, action plans, and resources are identified.
   5. Monitor planning accomplishments and resources requested by unit heads.
   6. Align committee's activities with the College's strategic plan.
   7. Evaluate the relationship between planning and budgeting requests and corresponding budgetary allocations and expenditures.
   8. Establish subcommittees or taskforce as needed to complete action items.
   9. Work in concert with the President's Council and Diversity Council to implement operational elements of the College's strategic plan, such as: developing and refining performance indicators, planning calendars, budget and resource allocations, budgeting and planning processes, and tactical assessments.
   10. Create, develop, and recommend specific action plans when necessary in regard to planning.
2. Membership on the committee shall consist of the following with emphasis on membership from all community campuses and centers:
   
   1. Associate Vice President of Finance and Budgets
   2. Dean of Planning, Assessment, and Quality Improvement
   3. Associate Vice President for Community Campuses and Centers
   4. One academic dean
   5. Director of HR Development and Employee Relations
   6. Director of Institutional Research
   7. Director, Facilities Planning, Construction and Management
   8. One faculty member from each of the following areas (at least one to be a Faculty Senate member)
      
      1. Adult Education
      2. Arts and Sciences
      3. Career and Technical Education
   9. One librarian
   10. Two professional staff members
   11. Four career service staff members
   12. Student Government Association President
   13. Assistant to the President for Diversity and Equity, non-voting, ex-officio,
   14. Budget Coordinator/Analyst, non-voting, ex-officio
3. The Offices of Planning, Assessment and Quality Improvement; Finance and Budget; and Institutional Research will support the committee.
4. The Associate Vice President of Finance and Budget, and the Dean of Planning, Assessment, and Quality Improvement shall co-chair the committee.
5. The Chairs will have the responsibility to forward the committee's annual assessment to the liaison Vice Presidents.
6. Except where membership is defined by position title, members shall serve two year, staggered terms.
7. The committee shall meet no less than two times a year minutes of each meeting shall be recorded and posted to the SCC webpage in accordance with Procedure 1.0900.
8. Recommendations of the Committee for improvement and change will be made to the Executive Team.

Committee to Appoint Committees - Procedure: 1.0900.4

Purpose

The Committee to Appoint Committees is a standing committee of the College. The purpose of the committee is to manage the college wide standing committee appointment process. The committee recommends Seminole Community College faculty and staff members to serve on the standing committees of the College and submits these recommendations to the Executive Team for review prior to appointment by the President.

Procedure

1. The committee will have the responsibility to ensure that:
   
   1. The appointment procedures for standing committees are followed.
   2. Diversity in the committee representation is achieved.
   3. Multi-campus representation is considered.
   4. Necessary membership updates and revisions are carried out in a timely manner.
   5. Representation is as broad as possible within established parameters established by the President.
   6. The college committee structures are reviewed periodically.
   7. Committee chairs are oriented and trained as to relevant committee procedures.
   8. The committee structure and appointment process is evaluated periodically.
2. Membership of the committee shall consist of the following:
   
   1. Assistant to the President for Diversity
   2. One Dean
   3. Director of Counseling and Educational Planning
   4. Faculty Senate President, Vice President or designee
   5. Coordinator of the Faculty Institute
   6. One faculty member from each of the following areas (at least one to be a Faculty Senate member)
      
      1. Adult Education
      2. Arts and Sciences
      3. Career and Technical Education
   7. President, Vice President or designee of the Career Professional Employee Council
   8. Professional staff member
   9. Career service employee
3. The chair of the committee shall be selected from the membership.
4. The chair will have the responsibility to:
   
   1. send a list of vacant student positions on all standing committees to the Director of Student Life, who will coordinate with the Student Government Association to make appointments
   2. forward the committee's annual assessment to the liaison Vice President and to the Dean for Planning, Assessment and Quality Improvement
5. Except where membership is defined by position title, members shall serve two- year, staggered terms.
6. The committee shall meet no less than two times a year. Minutes of each meeting shall be recorded and posted on the SCC webpage in accordance with Procedure 1.0900.
7. Recommendations of the Committee for improvement and change will be made through the Assistant to the President for Diversity and Equity to the Executive Team.

Curriculum Committee - Procedure 1.0900.5

Purpose

The purpose of the Curriculum Committee is to recommend changes both to existing curricula and courses, and the addition of new courses and curricula for Seminole Community College postsecondary offerings. When necessary, the Committee also inactivates courses and programs that are no longer needed in the service area of the College. The committee provides for broad faculty participation in the review and development of curricula.

Procedure

1. The Committee shall consist of the following:
   
   1. Voting Members: Must reflect SCC Goals of diversity and the "One College" philosophy. At least one voting member must be a member of the Faculty Senate.
      
      1. One faculty member from each academic department with college credit and/or vocational courses. (In order to be eligible for the committee, faculty members must be on a full-time contract, teaching at least one college credit or vocational certificate course and recommended by the Vice President for Educational Programs). No more than one faculty member per department should be appointed.
      2. Two department heads, one each from Arts and Sciences and from Career and Technical Education, recommended by the Vice President for Educational Programs;
      3. One counselor recommended by the Vice President for Student Success;
      4. One student nominated by faculty or by the Student Government Association and recommended by the Vice President for Educational Programs. In order to be eligible for the Committee, a student must have earned twelve college credits at SCC and have a 2.5 or higher G.P.A. or have successfully completed one term of Career Vocational Program.
   2. Non-Voting, Ex-Officio Members:
      
      1. Director of Educational Services
      2. Director of Enrollment Services and Registrar
      3. Director of Student Success Initiatives
      4. One librarian
      5. Equity Coordinator
      6. Student Systems Integration Coordinator
2. The chair of the committee shall be elected by the committee membership.
3. The chair will have the responsibility to forward the committee's annual assessment to the liaison Vice President and to the Dean for Planning, Assessment and Quality Improvement.
4. Vacancy of a Voting Member: When a permanent vacancy among the voting members occurs, the Vice President of Educational Programs, in consultation with the appropriate department chair/director and dean, will appoint a replacement to complete the term of the former voting member.
5. Curriculum change is defined to include the following categories of activity:
   
   1. changes to graduation requirements of a curriculum, including changes in the General Education components of programs, degrees, certificates and diplomas
   2. addition, inactivation, and/or deletion of courses in a curriculum,
   3. changes in course title, prefix and number, catalog description, course objectives, credit hours/contact hours, co/prerequisites, elective status, inclusion in or deletion from the General Education core,
   4. introduction of new programs to the College,
   5. suspension or deletion of programs offered by the College.
6. Curriculum Change Process
   
   1. Any person recommending changes to the curriculum offerings of a department shall submit a proposal to the department chair.
      
      1. For new courses or changes to a course the proposer will attach a completed or updated course description to the proposal form. If the chair approves, he/she will sign the proposal form and forward to the dean for approval.
      2. For new programs or changes that affect the program description or course list, the proposer will update program description and course list (hard copy) and attach to the proposal. (Copy to a MS Word file the official version of the program from the SCC Homepage, Online Catalog, Programs and make the desired changes to the program.) Provision for course substitutions, if needed, will be attached to proposals involving program change. If the chair approves of the proposal, he/she will sign and forward to his/her dean.
      3. If the chair disapproves of a new course or program or disapproves of proposed changes in a course or program he/she will provide a written explanation of the decision to the initiator of the proposal.
   2. The dean will review the proposed change(s).
      
      1. If the dean approves, he/she will forward proposals for new or changed courses and programs the Director of Educational Services. The Dean will instruct the Department Chair to email electronic copies directly to the Office of Educational Services.
      2. If the dean disapproves, he/she will return the proposals to the department chair or appropriate director and give the reason in writing.
   3. Dean approved proposals must arrive at the Office of Educational Services the first working day of the month of the meeting at which the change is to be discussed. Submission deadlines and meeting dates will be posted on the college's electronic bulletin board or by other means of mass distribution used by the college. All program managers, department chairs/directors and deans will also receive a copy via email.
   4. The Director of Educational Services will:
      
      1. review all proposals to ensure that they are complete and technically correct and that all facets of the course and program proposed meet the high standards of quality expected of the curriculum at Seminole Community College.
      2. send proposals for additional technical review to Institutional Research, Registrar's Office, Counseling, Financial Aid, the appropriate managers of the college's operating system, and other appropriate offices.
      3. integrate results of technical reviews, communicate with appropriate Dean and Department Chair regarding essential changes, and prepare proposals for dissemination to the Curriculum Committee.
   5. At least one week prior to scheduled meetings, the Director of Educational Services will send an agenda and copies of all proposals to the members of the committee, the Vice President for Educational Programs and the deans. The agenda will also be posted on the college's electronic bulletin board or by other means of mass distribution used by the college.
   6. The Curriculum Committee will meet monthly to consider proposed changes and to recommend a course of action to the Vice President for Educational Programs. Prior to the meeting, committee members will review each proposal.
      
      1. If a member is not able to attend the meeting, he/she will provide written authorization for another member of the committee or of his/her department to attend and vote as proxy.
      2. The elected chairperson conducts the meetings following standard rules of order.
      3. If a quorum is present, discussion and debate on proposals will take place. A quorum is defined as one more than half of the voting members currently appointed to the committee.
      4. Proposals may be approved, not approved, approved with changes, tabled or taken off the table from previous meetings.
      5. Department Chairs are responsible for having someone at the meeting to answer questions and to approve suggested alterations to each proposal. If no one is available at the meeting to represent the proposal and questions are raised, the committee may take one of the following actions: table the proposal until the next meeting, approve the proposal, approve the proposal contingent on changes the committee recommends, or reject the proposal.
      6. If a quorum is not present, discussion will still take place and the chairperson will declare that a mail vote will follow. The Office of Educational Services will coordinate the mail vote.
      7. Following each Curriculum Committee meeting, the Director of Educational Services will forward approved proposals to the Vice President for Educational Programs. Minutes of each meeting shall be recorded and posted to the webpage according to Procedure 1.0900.
   7. Proposals that have not been approved will be returned by the Director of Educational Services to their initiator and/or department chair for revision and may be resubmitted with changes noted.
   8. The Vice President for Educational Programs may take one of the following actions:
      
      1. Approve the proposal and submit to the President
      2. Return the proposal to the curriculum committee for clarification
      3. Reject the proposal and notify the department chair in writing of the reason, with copies to the initiator, the appropriate dean, the chairperson of the Curriculum Committee, and the Director of Educational Services. The Vice President sends approved proposals forward to the President.
   9. If approved by the President, the proposal will be included on the agenda of the next meeting of the Board of Trustees for final approval. If rejected by the President or the Board of Trustees, the Vice President for Educational Programs will notify the department chair in writing of the President's or Board's objections. Copies of the notification will go to the appropriate dean, the chairperson of the curriculum committee, and the Director of Educational Services.
   10. Once the Board of Trustees approves of a change, the Office of Educational Services will notify the counseling office and other stakeholders in curriculum change of the approved changes and will update the appropriate sections of the operating system's databases, the Master Course Syllabi File and the college's web site with the official course and program changes. Originals of all approved proposals will be retained in the Curriculum Archives in the Office of Educational Services.
   11. When a proposal has been rejected and the department chair believes that the disapproved change is in the best interest of the program, he/she may revise the proposal and resubmit it in accordance with this procedure.
7. The Director of Educational Services will provide an addendum to each annual catalog by mid-year. The addendum will contain course and program changes which become effective before publication of the next catalog. The office in charge of publications will make the addendum available to students.
8. The Director of Educational Services will provide faculty and administration with a calendar of due dates for submission of proposals and the dates of curriculum committee meetings.
9. Except where membership is defined by position title, members shall serve two year, staggered terms.
10. The committee reports to the Vice President, Educational Programs. Recommendations of the Committee for improvement and change will be made through the Vice President for Educational Programs.

Technology Advisory Committee - Procedure 1.0900.6

Purpose

The purpose of the Technology Advisory Committee is to serve in an advisory capacity in considering issues surrounding existing and emerging technologies, and the implications for teaching, learning, support services, and management. Its purpose is to ensure that IT initiatives are prioritized appropriately and that the respective needs of the various units have been considered. The Technology Committee will promote and actively oversee the creation of a technologically unified college through achievement of the following responsibilities.

Procedure

1. The committee will have the responsibility to:
   
   1. Prioritize and recommend college-wide IT expenditures outside normal departmental budgets
   2. Work with college constituency to evaluate and recommend emerging technologies as they are introduced in the market place
   3. Review, develop and recommend overall policies for acceptable use of technology
   4. Develop, review and update the college Technology Plan
   5. Encourage and participate in a plan of assessment
   6. Advocate for the ethical use of information technologies
   7. Improve communication and collaboration using information technologies
   8. Foster active partnerships with stake holders in the field of information technologies
2. Membership of the committee shall consist of the following and represent all Campuses/Centers of the College:
   
   1. Vice President for Information Technology and Resources
   2. One academic dean
   3. Dean of Libraries and Learning Technology
   4. One CTS Director
   5. A department chair/program manager or director from one of the following: Adult Education, Arts & Sciences, Career and Technical Education
   6. One faculty member from each of the following areas (at least one to be a Faculty Senate member)
      
      1. Adult Education
      2. Arts and Science
      3. Career and Technical Education
      4. Career Programs
   7. A counselor
   8. A career Staff member
   9. One student recommended by the Student Government Association
3. The chair of the committee shall be selected from the membership.
4. The chair will have the responsibility to forward the committee's annual assessment to the liaison Vice President and to the Dean for Planning, Assessment and Quality Improvement
5. Except where membership is defined by position title, members shall serve two year, staggered terms.
6. The committee shall meet no less than two times a year. Minutes of each meeting shall be recorded and posted to the SCC webpage in accordance with Procedure 1.0900.
7. The committee will work in conjunction with the Technology Enhanced Learning Committee during the year to ensure collaboration and support of like initiatives.
8. Recommendations of the Committee for improvement and change will be made through the Vice President for Information Technology and Resources.

Equity Committee - Procedure 1.0900.8

Purpose

The purpose of the committee is to assist the Office of Equity in ensuring that all persons associated with Seminole Community College (employees, students, vendors, or visitors) are afforded equal opportunity and equal access.

Procedure

1. The committee will have the responsibility to:
   
   1. Form a cooperative strategy with the Equity Office, Student Success Services, the Campus Governance Association and the Faculty Senate in effectively and efficiently addressing programs related to equal opportunity and equal access.
   2. Review the Annual College Equity update and make appropriate recommendations.
   3. Assist in the establishment of various programs and events in the interest of serving all populations of the college community. Programs and events may include: lectures, public forums and discussions, and other events designed to highlight knowledge of and appreciation for issues of equal opportunity and equal access.
2. The committee membership shall be diverse in nature and consist of the following:
   
   1. Two college administrators
   2. One faculty member from each of the following areas (at least one to be a Faculty Senate member):
      
      1. Adult Education
      2. Arts and Sciences
      3. Career and Technical Education
   3. Equity Coordinator
   4. Four career service staff, one recommended by each vice president
   5. One student nominated by the Campus Governance Association
   6. Assistant to the President for Diversity and Equity (ex-officio)
3. The Equity Coordinator shall chair, or co-chair, the committee.
4. The chair will have the responsibility to forward the committee's annual assessment to the President, the Assistant to the President for Diversity and Equity, and the Dean for Planning, Assessment and Quality Improvement.
5. Except where membership is defined by position title, members shall serve two year, staggered terms.
6. The committee shall meet no less than two times a year. Minutes of each meeting shall be recorded and posted to the webpage in accordance with Procedure 1.0900.
7. Recommendations of the Committee for improvement and change will be made to the President of Seminole Community College.

Technology Enhanced Learning Committee - Procedure 1.0900.9

Purpose

The purpose of the committee is to consider issues and make recommendations regarding issues surrounding existing and emerging technologies and the implications for teaching and learning.

Procedure

1. The committee will have the responsibility to:
   
   1. Assist in defining the campus pedagogical focus and strategies regarding the use of educational technologies to improve teaching and student learning
   2. Develop an effective and responsive model for providing support to faculty who would like to incorporate educational technology into their teaching
   3. Explore emerging technologies and assess the usefulness of hardware and software tools to facilitate instruction in all teaching modalities
   4. Ensure that technology is being used as an enabling force, directly complementing the academic enterprise
   5. Serve as consultants to the college concerning decisions related to the use of educational technologies and the impact those decisions might have on academic users (faculty, students, staff)
   6. Facilitate mentoring and professional development opportunities for faculty teaching in distance learning modalities and/or using technology in the traditional classroom
   7. Make recommendations concerning policies and procedures related to teaching with technology
   8. Serve as a source of communication across the College regarding concerns and/or interest in educational technologies
   9. Assist in developing quality improvement and quality assurance strategies for on-ling teaching and learning
   10. Assist by initiating and assessing support services for on-line learners
2. Membership of the committee shall consist of the following:
   
   1. Vice President for Educational Programs
   2. Vice President for Information Technology and Resources
   3. One academic dean
   4. Dean of Libraries and Learning Technology
   5. Manager of Distance Learning Services
   6. One Director from CTS
   7. Ten faculty members representing areas and campuses (one to be a Faculty Senate member):
      
      1. Adult Education
      2. Arts and Sciences
      3. Career and Technical Education
   8. One counselor
   9. One professional staff member
   10. One career staff member
3. The chair will have the responsibility to forward the committee's annual self-assessment to the liaison Vice President and to the Dean for Planning and Assessment.
4. The chair of the committee shall be selected from the membership.
5. Except where membership is defined by position title, members shall serve two year, staggered terms.
6. The committee shall meet no less than two times a year. Minutes of each meeting shall be recorded and posted to the SCC webpage in accordance with Procedure 1.0900.
7. The committee will work in conjunction with the Technology Advisory Committee during the year to ensure collaboration and support of like initiatives.
8. Recommendations of the Committee for improvement and change will be made through the Vice President for Educational Programs and the Vice President for Information Technology and Resources.

Standing Institutional Committee- Procedure 1.0900

Purpose:

Procedure

1. The following are standing committees at Seminole Community College:
   
   1. Academic and Student Policies and Procedures
   2. Admissions and Graduation
   3. Committee to Appoint Committees (CTAC)
   4. Diversity Council
   5. Curriculum
   6. Employee Benefits
   7. Equity
   8. Health, Safety and Security
   9. Library
   10. Petitions for Administrative Record Changes
   11. Planning and Budgeting
   12. Student Financial Resources
   13. Technology Advisory Committee
   14. Technology Enhanced Learning
   
   The purpose and membership of each committee is described and listed in the institutional procedure relating to that specific committee.
2. Committees and their working units are defined as follows:
   
   1. Committee - a body of persons assigned by procedure and membership and delegated to consider, investigate, take action on, and report on some matter; and has a sustained presence that is seen through regularly scheduled meetings
   2. Sub-committee - organized for a specific purpose to continue an aspect of committee work, and whose members may or may not stem from the standing committee
   3. Task force, ad hoc, work group - temporary grouping, for the purpose of accomplishing a definite objective, and whose members may or may not stem from a standing committee. Time frame is typically less than one year.
3. Except where membership is permanently defined by job title, all faculty and staff members serve two-year terms that are staggered with appointments being made each year for the following two years. For purposes of committee assignment, the year begins on the first day of Term I and runs through the last day of Term III-B. Members may be re-appointed to serve more than one term. Except where specifically noted, only all full-time faculty and staff of the College are eligible for appointment on standing committees.
4. By March 1 of each year, the President will solicit from among the employees individual preferences in serving on standing institutional committees. The Committee to Appoint Committees (CTAC) will coordinate the Standing Committee process (See Procedure 1.020).
5. By April 15 of each year, the CTAC will propose candidates for all committees, and submit them to the Executive Team for final review to help ensure diverse, inclusive, and equitable representation.
6. The President will review the recommendations and resolve any questions regarding committee composition.
7. By May 15 of each year, the President will notify all employees of committee appointments for the coming year.
8. Committee chairs will be determined by the Procedure related to each committee.
9. Minutes of meetings will be posted to the SCC Web page. The recorder of the minutes will be determined by each committee.
10. Changes to the standing committee structure will be accomplished in accordance with SCC Procedure 1.0001.
11. Each committee shall meet at least once each instructional term. The venue for meetings may be face-to-face, electronic, or remotely by conference call or Web-cast.
12. A quorum shall exist when a majority of voting members, including proxies, are present.
    
    Proxy is defined as: (1) a person authorized to act for another, an agent or substitute or ( 2) the written authorization to act in the place of another.
    
    
    1. During the meeting, voting shall be by voice unless a written ballot is requested by any member of the committee.
    2. A member unable to attend a meeting may either send a vote by proxy with a committee member who will be attending the meeting, or may vote via e-mail to the chairperson if the member chooses.
13. Attendance at committee meetings and participation in electronic communication is required. After a committee member has missed 2 meetings, the committee may request that the absent member be replaced. The CTAC Committee Chair will recommend a temporary replacement for any non-participating members, or those who have resigned.
    
    1. Career service vacancies that need to be filled for the remainder of a term will be done in collaboration with the CPEC President.
    2. Faculty vacancies that need to be filled for the remainder of the term will be done in collaboration with the Faculty Senate President.
14. Duties of Chair and Co-Chairs
    
    The Committee Chair and/or Co-Chairs will:
    
    
    1. Receive an orientation packet with information on the College-wide Committee Procedures.
    2. Establish meeting times and locations.
    3. Create and distribute an agenda in a timely fashion.
    4. Conduct meetings in an orderly manner allowing appropriate participation of all individuals present.
    5. See that minutes are written, approved, and distributed promptly.
    6. Ensure that a clear consensus or vote is taken on action items.
    7. Act as a mentor or assign a mentor to new committee members who are unfamiliar with the committee or Seminole Community College governance.
    8. Orient in-coming committee chair of responsibilities using this Procedure 1.0900 and established committee procedures.
    9. When serving as a co-chair, announce to the committee members how chair/co-chair duties will be divided.
    10. If co-chairs, communicate regularly with each other over the construction of the agenda and other relevant work.
    11. Collaborate with the committee in evaluating committee effectiveness for the year, and submit the Standing Committee annual assessment to the appropriate Vice President and the Dean of Planning, Assessment and Quality Improvement by the end of the academic year.
15. Duties of members
    
    All committee members will:
    
    
    1. Attend meetings regularly
    2. When an absence is necessary and work must continue, provide a vote by proxy or in writing if the member chooses.
    3. Keep their constituent groups informed of committee actions.
    4. Complete assignments associated with committee work in a timely fashion.
    5. Perform their duties in a courteous and professional manner.
16. Ex-officio members
    
    All Standing Committees may elect to request ex-officio members by title in their committee description. All others in attendance at meetings are guests or visitors. Ex-officio members:
    
    
    1. May serve a committee by providing information and advice as deemed necessary by the committee.
    2. Do not vote on committee action.
17. Agendas and minutes
    
    1. Will be distributed to all committee members and others in attendance, and posted to the SCC webpage.
    2. Any member of the committee may request to have an item placed on the agenda.
    3. It is preferred that those individuals not on the committee request items to be placed on an agenda through the committee chair/co-chair or constituent representatives if applicable.

On Campus Solicitation, Posting of Notices and Petitions - 1.1000

Purpose

The purpose of this procedure is to define the process for college responses to requests for solicitation, posting of notices, and petitions by non-SCC persons or organizations.

Procedure

1. Solicitation/Posting of Notices:
   
   
   1. All commercial advertising, notices, flyers, publications or other forms of communication must be registered with the Office of Student Activities.
      
      
   2. Registration will require the completion of a form with the name, address, occupational license number of any commercial enterprises, etc. No commercial solicitation will be permitted without the appropriate occupational license.
      
      
   3. The posting of commercial materials will be restricted to the College Student Center and a location designated in the College mail room. The distribution of commercial materials is also restricted to the Student Center.
      
      
   4. Nothing will be distributed on campus without a registration number and expiration dated affixed thereto and plainly visible. All expiration dates will be established to be fifteen (15) working days from date of registration.
      
      
   5. Anything posted on campus without a registration number and expiration date will be immediately removed.
      
      
   6. Anyone posting or soliciting on campus without registration is trespassing and subject to arrest and prosecution.
      
      
   7. The name of the College will not be used in joint advertising without the permission of the President or his designee.
      
      
   8. The College reserves the right to enter into agreement with commercial concerns in support of college events and services. Co-sponsored activities will be considered official college function and not subject to the above restrictions.
      
      
   9. Product or service sales are not permitted on campus.
      
      
2. Petitions
   
   
   1. Requests to conduct petitions or surveys on campus are considered by the Vice President, Student Success Services in relation to the purpose and mission of the institution. If the request is approved, the time, place and manner for collection of signatures is determined by the Vice-President for Student Success Services or designee.
      
      
3. Guidelines for approval of requests for surveys and petitions:
   
   
   1. The requested activity is consistent with the educational mission of the institution.
      
      
   2. The activity does not have the immediate potential of disrupting classroom or general campus life.
      
      
   3. Discretion may be exercised by the administration in its decision-making, consistent with the scope of its responsibilities to maintain a productive and amicable campus environment.

Solicitation and Management of External Grant Funding - 1.1900

Purpose:

Procedure:

1. The Office of Resource Development (ORD) shall serve as the clearinghouse, facilitator, information resource and trainer, compliance monitor, and records custodian for all institutional efforts to obtain external grants funding. No college employee shall solicit or accept grant funds, either public or private, without consulting the Office of Resource Development. ORD will actively pursue external grant funding from appropriate sources for the support and enhancement of the college's mission, goals and strategic plan. No proposal will be developed without the endorsement of Executive Staff.
2. Each year during the annual planning process, each Dean, Director or Department Head will identify and prioritize the external funding needs in their area that further the college mission and annual goals. They will assign faculty and/or staff to function as Project Directors (PD) and Project Development Teams (PDT) and serve as content experts in the development of proposals. This information should be included in the area's annual plan.
3. After reviewing the proposed funding needs from all units in their annual plans, the Office of Resource Development will research funding opportunities and assess the college's capacity to implement the provisions of the grant and successfully achieve its objectives and goals. ORD will then develop and submit a preliminary plan of action (Development Action Plan) to Executive Staff for approval.
4. Once the plan is approved by Executive Staff, ORD will provide support and leadership to Project Directors and Project Development Teams in preparing grant proposals. When grant proposals are discipline specific or directed to limited special interest projects, the PD and PDT shall be responsible for preparing the initial grant document. When grant proposals are college-wide in scope, ORD shall be responsible for preparing the grant document. ORD will coordinate the review, approval and submission of all proposal applications.
5. A summary of each individual grant concept will be prepared by ORD. The summary, which shall assess the institutional impact, and outline how the proposal addresses the college mission and budgetary considerations, will be submitted to Executive Staff for endorsement prior to the submission of proposal applications.
6. Executive Staff will determine if the proposal may proceed or if additional information is warranted. If endorsed, ORD will prepare and submit a Board of Trustees Transmittal Form requesting permission to apply for the grant and accept funding if approved. ORD shall enter the project in the institutional grants database, maintain a file of all development materials, monitor the progress of awarded projects and act as institutional liaison with grant funding agencies. If Executive Staff declines to endorse the proposal project, ORD will advise the Project Directors and/or the Project Development Team Captain of the decision and then guide them in determining the next course of action given the specific circumstances.
7. All grants are subject to the policies and procedures of the funding source in accordance with established college policies and procedures including all Federal and State Wage and Hour Rules, the College Compensation Policy as outlined in the Annual Salary Schedule and College Policies governing Academic Freedom (4.010), Salary (2.130), Personnel Contracts (2.010), Full-Time Instructor Loads (2.140), and Overloads (2.150). Grant activities must be documented as required for audit and as outlined in the College Procedures for Release Time (2.0703).
8. Upon notification of funding, ORD will contact the assigned Project Director to schedule a grants management orientation. This training session will include a review of the responsibilities of the PD, the expectations for compliance and reporting of the funding agency, and the applicable institutional policies and procedures including purchasing, hiring, facility/space use and maintaining records for audit.
9. Following the orientation, the Project Director, with the assistance of ORD, will complete the Office of Finance and Budget Project Identification Form and a Grant Personnel Time Distribution Form (SCC Form Number 42). Upon receipt of the completed forms, ORD will review them, retain a copy of each for the institutional grant files. The originals will be forwarded to the Project Accountant, and a copy of Form 42 will be forwarded to the Director of Human Resources. The Project Accountant will open a project account and monitor expenditures to ensure that they comply with the proposal objectives, and project budget. The Director of Human Resources will assess the time commitments of all grant personnel and advise the Project Accountant, the Director of Resource Development, the appropriate Dean, and the grant-supported employee of any irregularities or excesses in grant personnel time commitments and/or salaries, and recommend an appropriate solution. Appeals to this recommendation will be forwarded to the Equity Coordinator and Executive Staff for resolution. A new Form 42 must be completed by the first duty day of each academic term within the grant period. Copies will be maintained in both the ORD Grants files and the Office of Finance and Budget Projects Accounts files. (This procedure revises and updates SCC Procedure # 5.2200/3/1/94).
10. ORD shall be the official repository of grant submission files. Grant files shall be retained in compliance with state and federal record keeping.
11. If a proposal is not funded, ORD will request the reviewer comments and discuss with Project Director or team to determine if re-submission is warranted.
12. The Director of Resource Development and the Project Accountant will monitor the progress of the project to ensure compliance and effectiveness, including assisting Project Directors in developing and filing required reports and other appropriate stewardship activities throughout the project period to grant close-out.

Emergency Management - Procedure 1.2000

Purpose

The purpose of this procedure is to define the Emergency Management Team and outline its operation.

Procedure

1. The purpose of the committee is to function as the decision-making team for crisis events on campus. The committee will prepare a written plan and procedures for the college’s response to emergency situations, to be reviewed and updated annually.
2. The membership of the committee shall consist of the following.
   
   
   1. Vice President, Student Success Services (Chair)
   2. Associate Vice-President, Computing and Telecommunication Services
   3. Dean, Oviedo Campus
   4. Chief of Security
   5. Director of Physical Plant
   6. Director of Community Relations and Marketing
3. Recommendations will be made through the Executive Staff.

Recommended by	Executive Staff	Date	4/9/02
Approved:	President, E.Ann McGee	Date	5/9/02

Sexual Predator or Offender: Information and Notification - Procedure 1.3000

Purpose:

To identify the relevant steps for dissemination of information to the campus community in compliance with state statute and campus safety needs.

Procedure:

1. Federal and State law requires a sexual predator or offender to register with the Florida Department of Law Enforcement (FDLE). The FDLE is then required to notify the local law enforcement agency where the registrant resides, attends or is employed by an institution of higher education. The college will include in its written and electronic publications and notices to students and employees directions on obtaining information on sexual offenders or predators from the local law enforcement agency with jurisdiction for our campuses, or by calling the FDLE hotline or by visiting the FDLE website. The campus Security Office will be responsible for maintaining a registry of sexual predators and offenders attending or employed by the college.
2. Upon notification to the college that a sexual predator or offender is enrolled, planning to enroll, or employed, such notice will be directed to the Office of the President, which shall forward the notice to the Vice President, Student Success Services and the Director of Human Resources. The VPSSS will verify the identity of the individual as a student or employee or both, and will confer with the Risk Management Administrator, Chief of Security, and College Attorney as appropriate. Notice is then distributed, in the case of a student, to: Resource Officer, Registrar, Director of Student Life, and VP Ed. Programs; and, in the case of an employee, to the Director of Human Resources.
3. The Health and Safety Committee will provide a forum for broad discussion of campus safety needs and will recommend programs and workshops to be offered to students and employees.

Did you know?

SCC's tuition is approximately 30 percent less than the state university average.