Organization and Administration Policies (Print Version)

District Board of Trustees (Policy 1.010)

Authority: F.S. Chapter 120; 1001.64; 1004.65; F.A.C. 6A-14.024,.026
Date Adopted: 07/82, revised 07/92, 08/93, 5/05, 05/09, 10/12
Date of Review: 05/05, 05/09, 08/11, 03/12

Policy:

  1. Powers and Responsibilities

    The District Board of Trustees of the College, after considering recommendations submitted by the President, is authorized to establish rules in accordance with the Administrative Procedures Act, Chapter 120 F.S., that insure the proper operation, improvement, and management of the College according to rules adopted by the State Board of Education and the District Board of Trustees. The Board rules, hereinafter referred to as policies of the Board, may supplement the rules prescribed by the State Board of Education if they contribute to the more orderly and efficient operation of the College.
  2. The Philosophy of the Board

    In exercising its responsibility as the policy making body of the College, the Board shall seek to fulfill the following philosophical goals:
    1. Foster a spirit of partnership and cooperation between the Board and officials and agencies of the State.
    2. Foster a spirit of partnership and cooperation between the Board and the Seminole County School Board, its superintendent and staff, and other county and local officials and agencies.
    3. Promote cooperation with individuals and organizations within the district.
    4. Establish effective and efficient plans for short and long-range development of the College in the areas of student needs, curriculum, faculty and staff, physical and fiscal consideration, and all supportive activities.
    5. Seek maximum use and efficiency of all resources of the College - physical, fiscal, and personnel.
    6. Provide equal opportunity for employment without regard to race, color, religion, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, or marital status.
    7. Provide equal opportunity for admissions to students without regard to race, color, religion, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, or marital status.
    8. Conform to all applicable laws and rules of the federal, state, and local governments and agencies.
  3. Code of Ethics of the Board

    In carrying out their responsibilities, the members of the Board shall perform the following:
    1. Acquaint themselves with laws, rules, and policies relating to public education and to observe and enforce them.
    2. Understand that the basic function of the members of the Board is to make policy - not to administer - and to discriminate between these two functions.
    3. Represent the entire College community.
    4. Transact College business in Board meetings only. Individual members have no legal status to bind the Board outside such meetings.
    5. Give the President full administrative authority for properly discharging her professional duties and hold her responsible for acceptable results.
    6. Accept all Board decisions once they are made and assist in carrying them out effectively.
    7. Attempt to provide the best program of education possible within the means available.
    8. Attempt to procure adequate financial support for the College.
    9. Bring any possible conflict of interest to the attention of the other members of the Board and the President.
  4. Membership, Practices, and Procedures of the Board
    1. Membership - The five members of the Board are appointed by the Governor, approved by four members of the State Board of Education, and confirmed by the Florida Senate. Regular terms are four years in length.
    2. Organizational Meeting - At the first regular meeting after July 1 of each year, the Board shall organize by electing a Chairperson whose duty is to preside at all meetings of the Board, and a Vice Chairperson whose duty is to act as Chairperson during the absence or disability of the Chairperson. The President shall act as the secretary to the Board.
    3. Meeting of the Board - Regular meetings, special meetings, and workshops of the Board shall be held at the administrative headquarters of the College unless the Board designates another location. If another location is designated, public notice shall be given at least ten days prior to the time of the meeting unless an emergency situation arises that requires immediate attention.
      1. Special meetings and workshops of the Board can also be called. The call of a special meeting shall also require that two days written notice of the time and purpose of the meeting be given to all Board members and to the President. Workshops may be held by the Board to study specific items related to the College and no minutes or actions shall be taken by the Board at a workshop.
      2. Meetings of the Board shall comply with the relevant provisions of Chapters 120 and 286 Florida Statutes.
    4. Quorum - A majority shall constitute a quorum for any meeting of the Board. No business may be transacted at any meeting unless a quorum is present.
    5. Agenda - The President shall prepare an agenda for all meetings of the Board at such time as to insure that a copy of the agenda may be received at least seven days before the event by any person in the state who requests a copy.
    6. Minutes - The President, as secretary, shall keep and disseminate official copies of the minutes from each meeting.
    7. Voting - Voting shall be by voice unless a written ballot is requested by the Chairperson of the Board. If the Chairperson wishes to make a motion or wishes to participate in the discussion on a question before the Board, the Chairperson may relinquish the gavel to the Vice Chairperson or, in the Vice Chairperson's absence, to any other Board member to act as a temporary presiding officer.
    8. Parliamentary Authority - Robert's Rules of Order, Newly Revised, shall constitute the parliamentary authority of the Board except as it may be in conflict with College policies, Florida Statutes, or FAC rules.
    9. Attendance at Meetings - The Board encourages the attendance at Board meetings of employees, representatives of the press, and other interested citizens.
    10. Committees - At the request of the President or the majority of the Board, the Chairperson may appoint special committees to investigate specific College policies or procedures and to report their findings and recommendations to the Board. All committees shall serve in an advisory capacity to the Board. There shall be no standing committees of the Board.
    11. Hearings, Non-Rule Making - The following procedure shall apply to those organizations and individuals desiring a hearing before the Board.
      1. A request in writing must be submitted to the President at least seven days prior to the scheduled Board meeting and shall include the following:
        1. Name and address of individual or organization
        2. General nature of the subject to be presented
        3. Written data supporting or opposing the subject
      2. The President, at her sole discretion, shall determine if the request is the proper subject matter for consideration by the Board.
      3. The President shall report all individuals and organizations whose requests were rejected.
      4. If determined to be appropriate for consideration, the matter will be placed on the agenda for the next Board meeting.
      5. The hearing shall follow immediately after the report of the President.
      6. If a committee or delegation is present, it shall be represented by one spokesman authorized to speak for five minutes for the group although other members of the delegation shall then be given an opportunity to amplify the spokesman's remarks up to two minutes each to a total of ten minutes. More time may be granted by unanimous consent of the Board.
      7. The Board shall defer action on petitions of individuals and delegations until the next regular meeting of the Board. Exceptions to this policy are made only when time is of the essence or when the issue is of small import and further consideration and deliberation is obviously unnecessary. Unanimous consent of the Board members present is required to effect the exceptions.
      8. The Board shall grant only those hearings that appear on the agenda.
      9. A Board member may present any matter to the Board without regard to the procedure to be followed by individuals and organizations.
    12. Hearings, Rule Making - Hearings held on the adoption, modification, or repeal of a rule and hearings held on an administrative determination relative to a rule shall follow procedures applicable to community colleges as set forth in the Administrative Procedures Act, Chapter 120, F.S. Materials presented at such a hearing shall be considered and shall be made a part of the record.
    13. Bonds - The Board shall provide at College expense for the bonding of its members.
    14. Reimbursement of Expenses - Board members may be reimbursed for expenses as provided in s. 112.061 F.S., including mileage to and from official Board meetings.
    15. Facsimile Signatures - The Board authorizes the Chairperson, the President and designees to file a notarized, manual signature with the Secretary of State, for the purpose of establishing a facsimile signature which may be used according to statute.
  5. Employment and Dismissal of the President

    The following procedures apply to the employment and dismissal of the President:
    1. In the event of a vacancy, or anticipated vacancy, in the office of the President, the Board shall appoint a search committee to seek qualified candidates for the office and to recommend to the Board those deemed most qualified. The qualifications for the President shall include an earned doctorate or training or experience which the Board considers to be equivalent. The Board shall notify the Commissioner of the specific training or experience which it considers to be equivalent to an earned doctorate in specific cases. Before making a selection, the Board shall interview those candidates having the highest qualifications.
    2. If a vacancy occurs in the Office of the President, an acting President may be appointed by the Board, following the same procedures as for the appointment of a President, except that a search committee need not be created or utilized. An acting President may be appointed for a term of six (6) months and may be reappointed for one (1) additional, but only one (1), term of six (6) months.
    3. The President may be suspended or dismissed by the Board for cause consisting of immorality, incompetence, misconduct in office, gross insubordination, willful neglect of duty, public drunkenness, or conviction of a crime involving moral turpitude. In such a case, a hearing pursuant to the provisions of Chapter 120 F.S. shall be provided if requested by the President, in writing, within fifteen (15) days of notice of the suspension or dismissal.
    4. The President shall be entitled to a written contract for a term not to exceed four (4) years.
  6. Delegation to the President

    The Board delegates to an appointed President the responsibility and authority for the administration of the College in accordance with its established policies and the applicable rules and laws of the State of Florida.
  7. College Catalog Approval

    The Board shall approve the College Catalog and ratify changes in curriculum, courses, programs, services, fees, and other requirements not specifically found in the College policies. Annually, the courses will be reviewed to determine those which have not been taught for five years. In compliance with state rules, such courses will be deleted unless there is sufficient reason to expect that they will be offered in the next five years.

    Per College Policy 1.020 Duties and Powers of the President, paragraph C, the Board authorizes the President “To make non-substantive changes to the text of Board policies, including but not limited to, the update of applicable legal authority, Board-approved personnel and organizational title changes, and the improvement of grammar and punctuation. All such changes shall be included in the consent agenda for ratification by the Board at its next regularly-scheduled meeting.”

Indexing, Management and Availability of Final Orders (Policy 1.011)

 
Authority: F.S. 1001.64; 120.53; FAC 1B-32.001
Date Adopted: 2/93; Revised 12/04; 01/2013
Date of Review: 05/09; 08/11

Policy

To provide public access to final orders of the Board by providing for the indexing of final orders, listing of final orders which are not indexed, and permanent retention of all final orders.

  1. Designation of the Board Clerk and Official Reporter
    1. The President is hereby designated as the Board Clerk for filing of all proceedings which are required to be filed pursuant to Chapter 120, Florida Statutes. The Clerk has the following duties:
      1. Receive, docket, and maintain all filings.
      2. Respond to requests for information or copies filings.
      3. Maintain a case accounting system.
      4. Maintain a subject index of the Board orders.
    2. The official reporter for the publication or the list of index to all final orders shall be the official reporter published by the Board. The reporter shall be the compilation of all final orders required to be indexed, listed, and published. Final orders which are listed, but not indexed and published, are maintained at the office of the Board Clerk.
  2. Public Accessibility, Inspection and Duplication.
    All Board rules, final orders, indices of final orders, and lists of final orders shall be available from the Board Clerk at the Office of the President, Administration Building, Seminole State College, 100 Weldon Boulevard, Sanford, Florida 32773-6199, for inspection during regular business hours (9 a.m. to 4 p.m.) Monday through Friday and copying at no more than cost.
  3. Final Orders Required to be Indexed.
    For the purpose of this part, final orders as defined in 120.53 F.S., which are required to be indexed pursuant to FAC 1B-32.001, shall be indexed. Final orders which do not resolve a substantial legal issue of first impression, establish for the first time a rule of law, principle, or policy; alter, modify or clarify a prior final order; resolve conflicting final orders, or harmonize decisions of appellate courts shall be listed, but not indexed.
  4. Listing of Final Orders.
    The Board Clerk shall maintain a list of all final orders excluded from indexing under Paragraph D above by name of party and final order number.
  5. Indexing and Numbering Final Orders.
    The following procedures shall be used for indexing and numbering final orders:
    1. A two-part number will be used to index and list all final orders. The first part indicates the year and the second part indicates the numerical sequence of the order for that year beginning with number 1 each new calendar year.
    2. The assigned agency prefix, "DBT-SSC", shall precede the two-part number.
    3. The Board Clerk shall maintain an alphabetical subject matter index of final orders required to be indexed. The Board shall designate the major subject headings to be used which includes as a minimum the major headings used in the Board Policy Manual. Under each subject heading, the final orders shall be listed in numerical order from low to high.
    4. The applicable order category shall be added as a suffix following the two-part number. The order categories are:
      DS - Declaratory Statement
      FIO - Final Order Informal Proceedings
      FOF - Final Order Formal Proceedings
      S - Stipulation
      AS - Agreed Settlement
      CO - Consent Order
  6. Maintenance of Records.
    All final orders that comprise final Board action and that must be indexed pursuant to this rule shall be permanently maintained by the Board pursuant to the retention schedule approved by the Department of State, Division of Library and Information Services.

Duties and Powers of the President (Policy 1.020)

 
Authority: F.S. 1001.65; 1001.02; F.A.C. 6A-14.0261
Date Adopted: 11/84; Rev. 7/92; 12/04; 05/09; 08/12
Date of Review: 12/04; 05/09; 08/11; 03/12

Policy:

General Powers of the President are listed in F.A.C. 6A-14.0261. Additional authority and responsibilities can be found in other rules and statutes. The Board may also give certain duties to the President. The following responsibilities are assigned to the President by the Board:

  1. To consult with and keep the Board informed regarding laws and rules that apply to its organization, operation, rule-making and other duties and responsibilities as appropriate.
  2. To delegate to appropriate employees authority necessary to insure that the Board policies and state laws and rules are executed in an efficient manner.
  3. To make non-substantive changes to the text of Board policies, including but not limited to, the update of applicable legal authority, Board-approved personnel and organizational title changes, and the improvement of grammar and punctuation. All such changes shall be included in the consent agenda for ratification by the Board at its next regularly-scheduled meeting.
  4. To develop and maintain the College Procedures Manual.
  5. To develop and maintain an appropriate governance system for the communication of ideas and feelings regarding the operation of the College. This governance system shall allow:
    1. Appropriate participation by faculty, staff, students, and administrators
    2. Review and input by all recognized college employee groups
    3. Appropriate participation by student associations, special committees and task forces, and advisory groups
    The Board shall consider such a governance system as entirely advisory to the President.
  6. To appoint such standing and ad-hoc committees as may be required to promote the programs of the College, to assist in College governance, and to allow proper channels of appeal. All committees are advisory in nature and will make recommendations to proper authority as established in College rules and procedures. The President shall develop and implement procedures to effect the committee structure.
  7. To develop and maintain a master plan for the College that contains the goals and objectives related to the needs of those served by the College. It sets flexible priorities, provides for change, and allows for the continuous evaluation after implementation.

    The master plan states philosophy and goals, educational plan, student services, physical resources, fiscal resources, human resources, equal access and equal opportunity, and administrative services. Enrollment projections; guidelines for evaluating services, people, and programs; and community needs assessment may be developed to support the plan. The President shall periodically update the plan for review and approval by the Board.
  8. To represent the College to external agencies. Since the College must rely upon external agencies to effectively discharge its mission, the College cooperates with commissions, committees, and agencies on the state, regional, and national level. This cooperation provides facilities, financial assistance, and information so that the program of the College can be continuously assessed and improved. The President, or designees, shall provide leadership in these cooperative efforts.

Purpose of Seminole State College (Policy 1.030)

 

Authority: F.S. 1004.65
Date Adopted: 7/82; Rev. 7/92, 1/98, 3/99, 9/09, 3/10, 10/12
Date of Review: 05/09; 08/11

Policy:

The mission of the College is to serve the community by providing a learning-centered, high-quality educational institution that anticipates and meets the needs of the community by providing a comprehensive range of programs and services.

The College promises:

  • Exemplary and highly motivated faculty, administrators, and staff who foster a caring and professional relationship with students and the community.
  • An excellent academic curriculum that provides the first two years of university studies and selected bachelor degree programs.
  • State-of-the-art career and technical programs that lead directly to employment or career advancement.
  • Cutting-edge continuing education programs that offer opportunities for advancement or re-certification.
  • Personalized adult education programs that help students learn and strengthen basic academic skills and earn a high school diploma.
  • Innovative student development services that support the learning and teaching processes and promote student success.
  • Dynamic business, industry, and educational partnerships that enhance the region’s economic development and vitality.
  • Leisure and personal development programs which contribute to the enrichment of the community.
  • A distinctive cultural center that provides diverse professional and academic courses, programs, and events.

Academic Freedom (Policy 1.035)

Authority: Florida Statute 1004.01; 1001.64
Date Adopted: 7/82; Rev. 7/92; 12/04; 01/2013
Date of Review: 12/04; 05/09; 08/11; 03/12

Policy

It is the policy of the Board that the College strive to maintain an atmosphere in which students and faculty have ample opportunity to explore the full spectrum of ideas, opinions, and beliefs.

  1. In order to ensure that this situation is perpetuated, academic freedom is defined in terms of the following rights:
    1. To seek information
    2. To interpret information
    3. To communicate findings without interference
  2. By accepting academic freedom, each individual faculty member also accepts the following responsibilities for preserving that freedom:
    1. To maintain scholarly competence
    2. To confine himself to his area of competence
    3. To be objective
    4. To speak his conclusions
    5. To speak officially for the College only when authorized
    6. To defend the academic freedom of his colleagues

The administration of the College guarantees academic freedom by making sure that all faculty members are protected from the threats of economic deprivation and discriminatory dismissal. The faculty subscribes to this statement of academic freedom with the firm belief that academic freedom neither implies the granting of license nor releases anyone of his contractual and legal duties. This statement does not diminish anyone's rights as provided under the Constitution of the United States of America.

Organization of Seminole State College (Policy 1.040)

 
Authority: F.S. 1001.64; 1004.65
Date Adopted: 11/84; Rev. 7/92, 4/03, 12/04, 10/12
Date of Review: 05/09, 08/11, 03/12

Policy:

The major operating units of the College are as follows:

  1. The Board of Trustees is responsible for College policy. Recommendations are made to the Board by the President.
  2. The President is the Chief Executive Officer (CEO) of the College.
  3. The President and the Vice Presidents are responsible for College management and procedures. The Vice Presidents are:
    1. Vice President for Academic Affairs/Chief Learning Officer (CLO)
    2. Vice President for Student Affairs/Chief Student Affairs Officer (CSAO)
    3. Vice President for Information Technology and Resources/Chief Information Officer (CIO)
    4. Executive Vice President/Chief Financial Officer (CFO)

The Office of Human Resources will maintain at all times an organizational chart that reflects current management responsibilities in all functional areas of the College. Human Resources will maintain current job descriptions that reflect the responsibilities of each Vice President and all positions on the organization chart.

Foundation for Seminole State College, Inc. (Policy 1.050)

 
Authority: F.S. 1004.70
Date Adopted: 7/82; Rev. 7/92, 3/00, 12/04, 10/12
Date of Review: 05/09, 08/11, 03/12

Policy:

  1. The Board certifies the Foundation for Seminole State College, Inc., a not for profit Florida corporation, as a direct support organization. 
  2. This organization is authorized to use College property, facilities, and personnel services, when the organization is in compliance with the above cited statute.

Non-Discrimination Policy (Policy 1.060)

Authority: F.S. 1000.05; 1001.64; 1004.06; 1004.65; 1007.264; F.A.C. 6A-14.060; Genetic Information Act (GINA) of 2008
Date Adopted: 7/82; Rev. 7/92, 6/00, 6/01, 12/04, 5/05, 05/09, 10/12, 02/2013, 02/2014
Date of Review: 05/09, 08/11, 03/12, 01/13, 02/2014

 

Policy

  1. The Board affirms its equal opportunity policy in accordance with the provisions of the Florida Educational Equity Act and all other relevant state and federal laws, rules, and regulations. Discrimination on basis of race, color, religion, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, marital status, or any other factor protected under applicable federal, state, and local laws, rules, and regulations against students, employees,  applicants for admission, and applicants for employment is prohibited.
  2. The College accepts the commitment to provide equal access and equal opportunity for all services made available by the College and to conduct all educational programs and activities, and all employment conditions and practices without discrimination. In addition, the College continues to ensure that applicants for employment are treated without regard to their race, color,  religion, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, marital status , or any other factor protected under applicable federal, state, and local laws, rules, and regulations.
  3. The College’s commitments will be achieved through goals and objectives stated in the College's Equity Update and through adherence to the Florida Educational Equity Act and Rules of the State Board of Education. Implementation of goals and objectives will be regulated by the Associate Vice President, Equity and Diversity/Title IX Coordinator. Complaints alleging discrimination shall be submitted to: 

    Associate Vice President, Equity and Diversity/Title IX Coordinator
    100 Weldon Blvd.
    Sanford, FL 32773
    407.708.2963

     
  4. It is the policy of the College to comply with the Americans with Disabilities Act (ADA), by accommodating persons with disabilities. Persons who require reasonable accommodations for a disability should contact either the Director, Disabilities Support Services at 407.708.2110 or the Human Resource Office at 407.708.2101. The College is an equal access/equal opportunity institution and does not discriminate against persons with disabilities.


Equity Officer (Policy 1.070)

Authority: F.S. 1000.05; 1001.64
Date Adopted: 10/89; Rev. 7/92, 6/00, 12/04, 5/05, 05/09, 10/12, 02/2013
Date of Review: 05/09, 08/11, 03/12, 01/13

 

 

 

 

 

Policy

The Equity Officer will serve as the point of contact for complaints alleging discrimination on the basis of race, color, religion, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, marital status, or any other factor protected under applicable federal, state, and local laws, rules, and regulations. This responsibility shall include: the receipt of complaint of non-compliance with federal or state regulations; sufficient investigation of those complaints to determine the proper College office or bodies to which the matters should be referred; assistance to the complainant in referring the complaint to the appropriate office or body for action; and follow-up on interim and final disposition of complaints.

These functions shall not replace the established grievance procedures for students or employees. They are intended to assist the complainant by expediting and monitoring action. Current employees, job applicants, current students, and applicants for admission may contact the Equity Officer:

Associate Vice President, Equity and Diversity/Title IX Coordinator
100 Weldon Blvd.
Sanford, FL 32773
407.708.2963

Accommodations of Disabled Students (Policy 1.075)

Authority: F.S. 1007.264; 1001.64; FAC 6A-10.041
Date Adopted: 08/00; Rev. 12/04, 05/09, 01/2013
Date of Review: 08/12

 Policy

It is the policy of the Board of Trustees to provide reasonable accommodation for students with disabilities. The College is committed to the full and total inclusion of all individuals and to the principle of individual empowerment.

The Board authorizes the Disability Support Services office to develop procedures for providing reasonable accommodation to students with disabilities, including but not limited to:

  1. Procedures that specify the process for reasonable substitution of any requirement for admission to the College, admission to a program of study, entry to upper division, or for graduation, where the inability to meet requirements due to disability does not constitute a fundamental alteration of the nature of the program.
  2. Procedures that provide students with opportunities to assume responsibility for their education and to share with the College responsibility for identifying appropriate accommodations.
  3. Procedures to provide appropriate course substitutions and testing accommodations and waivers.
  4. Procedures to increase the chances that persons with disabilities will not, on the basis of disability, be denied full and equal access to and enjoyment of academic and co-curricular programs or activities.

Source of Official Information, Forms, and Records (Policy 1.080)

 

Authority: F.S. 1001.64; FAC 6A-14.0261
Date Adopted: 07/82 Revised 07/92; 03/00; 05/09; 01/2013
Date of Review: 05/09; 08/11

Policy

Specific information, forms, and official records pertaining to College operations and procedures may be obtained from the following offices during the office hours listed in the College Catalog:

  1. President's Office - Board policies, official College procedures, records and minutes of the Board, organization of the College, and other general matters of the College.
  2. Student Affairs Office - student admissions, registration, graduation, transcripts, financial aid, class schedules, programs, records, activities, College calendar, and other matters related to students.
  3. Office of Finance and Budget - purchasing, accounting, receiving, facilities, and other matters related to the business operations of the College.
  4. Human Resource Office - employment, employees, records, and other matters pertaining to persons employed by the College.

Faculty Senate (Policy 1.100)

 

Authority: F.S. 1001.64; 1004.65
Date Adopted: 7/82; Rev. 7/92; 12/04; 05/09; 01/2013
Date of Review: 05/09; 08/11

 

Policy

The Board authorizes the establishment of the Faculty Senate of the College in accordance with the following provisions.

  1. Membership in the Faculty Senate consists of faculty members elected according to the Faculty Senate Constitution.
  2. The purposes of the Faculty Senate are to represent the faculty, to serve as a channel of communication, and to exercise leadership.

The Faculty Senate Constitution is located in the Office of the Faculty Senate President.

Sexual Assault (Policy 1.110)

 

Authority: Florida Statute 794.001
Date Adopted: 06/92
Policy:

It is the policy of the Board that the criminal act or attempted act of sexual assault and other forms of sexual misconduct shall not be condoned.The President or designee shall establish procedures which include, but are not limited to, the protocol for dealing with these acts, disciplinary procedures for students and employees, victims rights, services for victims, confidentiality, and educational programs. For the purpose of establishing these procedures, the following definitions shall be used for sexual assault and other forms of sexual misconduct:

  1. Sexual Assault, commonly referred to as rape, is legally defined, in Florida, as:
    "Oral, anal, or vaginal penetration by union with a sexual organ of another, or the anal or vaginal penetration by another by any other object; however, sexual battery does not include an act done for a bona fide medical purpose." SECTION 794.001 (1) Florida Statutes

    Sexual assault generally falls into three categories: stranger rape, date/acquaintance rape, gang/group rape

    Stranger Rape - sexual assault of an individual by someone the victim does not know.

    Date/Acquaintance Rape - the sexual assault of an individual by someone the victim knows, usually an acquaintance or date.

    Gang/Group Rape - sexual assault of an individual by multiple perpetrators.
  2. Sexual Misconduct includes not only sexual assault but sexual harassment, public indecency and voyeurism.
    1. Sexual Harassment - unwelcome sexual advances, favors, or verbal or physical conduct of a sexual nature which prevents or impairs that person's full enjoyment of educational benefits, climate, or opportunities. (SCC has a separate policy on Harassment, see Students' Rights and Responsibilities).
    2. Public Indecency - exposing one's body in such a manner that another party can reasonably be offended, or sexual conduct where another can reasonably be offended.
    3. Voyeurism - to trespass, to spy or eavesdrop for purpose of sexual arousal.

AIDS Policy (Policy 1.110P)

 

Authority: Florida Statute 1001.64; FAC 6A-14.0262
Date Adopted: 12/88 Rev. 7/92; 6/01
Policy

It is the policy of Seminole State College to balance the rights of individuals with Acquired Immune Deficiency Syndrome (AIDS) to an education and employment with the rights of students and employees to an environment in which they are protected from contracting the disease. The College will be flexible in its response to incidents of the disease, evaluating each occurrence in light of its general policy and the most accepted recent medical evidence, federal regulations, provisions of the Florida Educational Equity Act and Chapter 760 F.S., guidelines suggested by the Center for Disease Control, the Public Health Service and the technical advisement of the Department of Health and Rehabilitative Services.

For the purposes of these guidelines, an infected individual means:

  • an individual who is diagnosed as having AIDS;
  • an individual who is determined to be HIV antibody positive but has not yet developed the symptoms of AIDS or ARC.

The American With Disabilities Act and Section 504 of the Rehabilitation Act of 973 prohibit discrimination against a qualified individual with a disability from participating in or receiving benefits from services, programs, or activities of the College. Various court cases have determined that an infected individual, as defined above, is covered by those laws.

  1. General Policy

    1. A College committee will be responsible for acting upon and administering the College policy on AIDS. This group will be comprised of persons knowledgeable of and sensitive to the medical and psychological needs of infected persons. The committee will meet on an "as needed" basis to consider individual, name not identified, occurrences of the disease and recommend appropriate action to the administration. The committee will meet regularly to coordinate and monitor the College's efforts in educating the College community on AIDS.
    2. The College will make a reasonable effort to provide to students and employees accurate and up-to-date information about the transmissibility of the disease and precautions that may be taken by AIDS victims and non-victims to prevent the spread of the disease.
    3. The College will make reasonable accommodation to the special needs of students and employees with AIDS, unless such accommodation results in the expenditure of funds which result in an undue burden to the College, that is, an expenditure which impairs the ability of the College to meet program requirements.
    4. Any student or employee with a communicable disease who is actively contagious, and whose personal behavior and/or medical condition poses imminent risk to the College community, will be evaluated by the AIDS Committee or administrative authority on an individual, name not identified, basis to determine if limitations on contacts and activities or continuation at the College are in the best interest of the student or employee and the College community. Such evaluation will consider appropriate supporting information, including the opinion of the student's or employee's physician.
    5. Employment or continued employment or enrollment or continued enrollment of infected persons shall be subject to the provisions of Chapter 760 F.S. and the Americans with Disabilities Act.
  2. Policy for Students

    1. Admission shall not be denied to a qualified student on the basis that the student is an infected individual.
    2. The College may not ask students applying for admission whether they have HIV or AIDS or require a seriologic test for infection. If students with HIV or AIDS require special accommodations due to their illness, the College may inquire about the disease after the student has been admitted.
    3. No student shall be required to cease attending the College on the basis of a diagnosis of infection. Such decisions will be made only after reasonable accommodations have been made and an examination of the facts demonstrates that the student can no longer perform as required, or that the student presents a health risk to himself or the College community.
    4. Any student who informs the College that he/she is infected will be accorded confidentiality regarding disclosure of the medical condition, in accordance with established statue and case law, and only those persons with an absolute need to know will be informed of the student's medical condition. Records gathered by the College about a student's disease and confidential, as provided by established statue and case law.
    5. The College must offer students with AIDS the same opportunities and benefits offered other students, including, educational programs, counseling, health insurance, employment opportunities, and financial assistance. The College may not impose any rules upon enrolled AIDS victims that have the effect of limiting the student's participation in the College's educational programs or activities, unless such limitation is required by the nature of the activity and the demonstrated communicability of the infected person's diagnosed illness.
    6. An otherwise qualified infected student shall be denied admission or disciplined under the same conditions and for the same regulations as those imposed on all students, as outlined in the College Catalog and student handbook. The student rights and disciplinary procedures outlined in the catalog and student handbook shall pertain to otherwise qualified infected students. Information concerning the medical condition of a student appearing before a College committee or the District Board of Trustees shall not be revealed. If the student requests that such information be revealed, the hearing, at the student's request, shall be heard on a name not identified basis with another person attending the hearing and speaking on the student's behalf.
  3. Policy Regarding Students of Allied Health Programs and Science Laboratory Courses

    1. The risk of contracting Hepatitis B is greater than the risk of contracting AIDS. Therefore, recommendation for the control of Hepatitis B infection will effectively prevent the spread of AIDS. All such recommendations are therefore incorporated herein.
    2. Sharp items (needles, scalpels, blades, and other sharp instruments) should be considered as potentially infective and be handled with extraordinary care to prevent accidental injury.
    3. Disposable syringes and needles, scalpel blades and other sharp items should be place in puncture resistant containers located as close as practical to the area in which they are used. To prevent needle stick injuries, needles should not be recapped, purposely bent, broken, removed from disposable syringes, or otherwise manipulated by hand.
    4. When the possibility of exposure to blood or other body fluid exists, routinely recommended precautions should be followed. The anticipated exposure may require gloves alone, as in handling items soiled with blood or other body fluids, or may also require gowns, masks and eye coverings when performing procedures or post-mortem examinations. Hands should be washed thoroughly and immediately if they accidentally become contaminated with blood.
    5. To minimize the need for emergency mouth-to-mouth resuscitation, mouth pieces, resuscitation bags, or other ventilation devices should be located and available for use in areas where the need for resuscitation is predictable.
    6. Pregnant Allied Health students or other pregnant students are not known to be at greater risk of contracting the AIDS virus than students who are not pregnant. However, if a student develops infection with the AIDS virus during pregnancy, the infant has an increased risk of infection through prenatal or perinatal transmission. Because of this risk, pregnant students should be especially familiar with precautions for preventing the transmission or acquisition of the AIDS virus.
    7. Allied Health students or students engaged in health care who have AIDS who are not involved in invasive procedures need not be restricted from work unless they have some other illness for which any health care worker would be restricted.
    8. For Allied Health students and other students who have AIDS, there is an increased danger from infection due to disease they may come in contact with in classes or in the clinical area. Students with AIDS, who have defective immunity, are at risk of acquiring or experiencing serious complication of such diseases. Of particular concern is the risk of severe infection for Allied Health students who have HIV or AIDS following exposure to patients with infectious diseases that are easily transmitted if appropriate precautions are not taken (e.g. tuberculosis or chicken pox). Students with AIDS should be counseled about potential risk associated with exposure to or taking care of patients with transmissible infections and should continue to follow existing recommendations for infection control to minimize their risk of exposure to other infectious agents.
    9. The Allied Health student's physician in conjunction with College faculty and the College's AIDS Committee should determine on an individual basis whether the student with HIV or AIDS can adequately and safely perform patient care duties and suggest changes in work assignments if indicated.
    10. Infected neurologically handicapped students who cannot control bodily secretions and students who have uncoverable oozing lesions should not be permitted to participate in providing health care services. The determination of whether an infected student should be excluded from providing health care shall be made on a case-by-case basis by a team composed of the student's physician, appropriate College faculty and administrators, and the College's AIDS Committee.
  4. Policy for Employees

    1. Applicants for employment shall not be refused consideration because they have AIDS, test positive for antibodies to HIV, or are thought to be at special risk for illness.
    2. Employees shall not be terminated or be treated differently from fellow workers because they have AIDS, test positive for antibodies to HIV, or are thought to be at special risk for illness.
    3. An otherwise qualified infected employee shall be denied employment, disciplined or terminated under the same conditions and for the same regulations as those imposed on all employees, as outlined in the District Board of Trustees rule, State Board of Education regulations and Florida Statutes. Information concerning a medical condition of an employee appearing before a hearing committee or the District Board of Trustees shall not be revealed. If the employee requests that such information be revealed, the hearing, at the employee's request, shall be heard on a name not identified basis with another person attending the hearing and speaking in the employee's behalf.
    4. In instances where an infected employee is unable to fulfill his/her regular responsibilities, or portions of those responsibilities, but is able and desires to continue working in a less mentally or physically demanding capacity, the College will make a reasonable effort, if requested, to accommodate the employee's handicap as it would accommodate any other ill or injured employee.
    5. As in the case of any other illness, injury, or disability, a supervisor who believes that an infected employee is unable to perform assigned duties due to the illness, may recommend to the Human Resource Department that the employee be required to submit to a medical examination by a physician named and paid by the College to determine if the employee can do the work. Based on the medical opinion appropriate procedures will be applied.
    6. Any employee who informs the College that he/she is infected will be accorded confidentially regarding disclosure of the medical condition, in accordance with established statute or case law, and only those persons with an absolute need to know will be informed of the employee's medical condition. Records gathered by the College about an employee's disease are confidential, as provided by established statute and case law.
    7. Any infected employee shall be eligible to accrued sick or annual leave as needed.
    8. Any infected employee will be eligible to continue health and other insurance coverage as any other seriously ill employee. An infected employee may be eligible for disability retirement according to established regulations.
    9. Employees will adopt the most stringent infection control measures and not use shortcuts of any kind. College employees and especially custodial workers will receive instruction about modes of transmission or acquisition of HTLV-III/LAV. The importance of hand washing after handling potentially contaminated objects will be emphasized.
    10. All employees who have responsibility for cleaning or repairing restrooms shall wear plastic gloves when working in restrooms.
    11. Custodial workers will use appropriate disinfectant in cleaning restroom facilities to ensure that any contaminated surfaces are fully cleaned.
    12. Employees, while performing their College duties, are required to conform to the College policy on AIDS and these guidelines in dealing with infected students or employees.

On-Campus Advertising of Commercial Entities (Policy 1.130)

 

Authority: F.S. 1001.64
Date Adopted: 01/90 Revised 07/92; 06/2013
Date of Review:  05/09; 08/11; 05/13
Policy: 
  1. All commercial advertising, notices, flyers, publications or other forms of communication must be registered with the Office of the Vice President of Student Affairs.
  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 an 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 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.

 

 

Fundraising (Policy 1.150)

 
Authority: F.S. 1001.64; 1004.70
Date Adopted: 06/02; 12/04; 02/2013
Date of Review: 12/04; 05/09; 08/11

Policy:

  1. Requests for Donations:

    All requests for donations, whether of cash, equipment, real estate, or other items of value, made on behalf of Seminole State College shall have prior approval from the President or the Foundation for Seminole State College, Inc.

    It shall be the responsibility of the Foundation for Seminole State College, Inc.:
    1. To promote a clear understanding among potential donors of the needs of Seminole State College;
    2. To avoid conflict and duplication of effort in fundraising activities;
    3. To coordinate fundraising activities for the benefit of Seminole State College.
  2. Acceptance of Donations:

    All gifts of cash, equipment, real estate, and other items of value shall be accepted through the Foundation for Seminole State College, Inc. unless otherwise specified by the donor and then only with the prior approval of the College President.
  3. Evaluation of Cash and Non-cash Gifts:

    No gift shall be accepted by the Foundation for Seminole State College, Inc. or Seminole State College in cases where the gift, its intended use, or the identity of the donor might place the College in an embarrassing or compromising position.

    All gifts accepted by the Foundation for Seminole State College, Inc. or Seminole State College shall comply with Internal Revenue Service regulations governing charitable contributions and may not be restricted for the donor's direct benefit, nor shall any gift be accepted where restrictions make use of the gift impractical or prohibitively expensive.
  4. Coordination with College Departments/Divisions:

    It shall be the responsibility of the Foundation for Seminole State College, Inc. to coordinate fundraising activities with the President and other college personnel to ensure that those efforts reflect priorities established by the College and produce results consistent with its mission and goals.

    In particular, the Foundation for Seminole State College, Inc. shall work closely with the following:
    1. Financial Aid Department regarding gifts of scholarships
    2. Executive Vice President/CFO regarding gifts of real estate or gifts of equipment intended for use by college support services personnel
    3. Vice President for Academic Affairs regarding gifts of equipment or other contributions intended for instructional support and scholarships for the benefit of specific programs or areas of study.
    4. Director of Intercollegiate Athletics and Wellness regarding any contributions intended for program support and scholarships for athletics.
  5. Management/Disposition of Gifts:

    It shall be the responsibility of the Foundation for Seminole State College, Inc. to invest or otherwise manage gifts of cash, securities, and other assets to maximize their intended benefit to Seminole State College.

    Donations of gifts in kind may be accepted by the Foundation for Seminole State College, Inc. according to the guidelines provided in the Foundation's policies and procedures.
  6. Acknowledgment/Record Keeping:

    It shall be the responsibility of the Foundation for Seminole State College, Inc. to promptly and appropriately acknowledge all gifts to the Foundation for Seminole State College, Inc., to keep accurate and complete records of donors, gifts and their purposes and restrictions, and to ensure that those purposes and restrictions are complied with to the fullest extent practicable.

Public Records and Records Management (Policy 1.160)

Authority: F.S. 1001.64; 119.01 et seq; 257.36 FAC Ch. 1B-24, 1B-26
Date Adopted: 10/98; Rev. 12/04; 09/09; 06/2014
Date of Review: 05/09; 08/11; 05/14

 

Policy:

It is the policy of the Board that the College shall comply with state statutes and administrative rules in the creation, maintenance, use and availability of public records and shall adhere to state schedules for the management, retention, and disposition of such records.

  1. "Public records" means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software or other material, regardless of physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by the College. This encompasses all materials made or received by the College in connection with official business, which are used to perpetuate, communicate or formalize knowledge. All such materials, regardless of form, are open to public inspection unless the legislature has specifically exempted them from disclosure.
  2. All public records in the custody of the College shall be open for personal inspection by any person, at reasonable times and under reasonable conditions. College custodians of public records shall furnish copies of public records upon request and upon payment of a charge, as authorized by law, for the cost of duplication and labor.
  3. Requests for public records shall be responded to on a timely basis in a manner that maintains the confidentiality of records made confidential by law and recognizes exemptions from the requirements of the public records law. All requests for public records are to be directed to the Office of Legal Affairs.
  4. Electronic records include data files and databases, machine readable indexes, word processing files, electronic spreadsheets, electronic mail and messages (e-mail), as well as other text or numeric information. Electronic records made in the transaction of official business of the College are public records and shall be maintained and produced for inspection, upon request, in the same manner as other public records.
  5. Public records shall be retained, scheduled, and disposed of according to the General Records Schedules issued by the Department of State, Division of Library and Information Services, Bureau of Archives and Records Management.
  6. The President shall cause a procedure to be developed for the implementation of this policy.

College Employee Reporting of Fraud (Policy 1.170)

 
Authority: Florida Statute 1001.64
Date Adopted: 11/00; Rev.: 1/08; 12/04, 09/09

Policy:

  1. The Office of Administrative Services is responsible for the review of operational functions within all departments of the College to insure compliance with District Board of Trustees Policies and Procedures, State Board of Education Rule and Florida Statutes. Additionally, all levels of management within the College that hold responsibility for managing budgets, grants, or the use of College property are responsible for monitoring compliance to legislative rules, statutes College policies and procedures within their departments. Within the Office of Administrative Services, the internal appraisal function is a review process of operational issues to aid management in the safeguarding of College resources. It is a managerial control activity which measures and evaluates the efficiency and effectiveness of other controls. In addition, this function may investigate allegations of fraud, irregularities, abuse, illegal acts and suspected misconduct of College employees.

  2. The Office of Administrative Services has designated the following positions where any of the specified issues may be reported.

    1. Associate Vice President of Finance and Budget
      100 Weldon Boulevard
      Sanford, Florida 32773-6199
      407.708.2138

    2. Director, Office of Legal Affairs
      100 Weldon Boulevard
      Sanford, Florida 32773-6199
      407.708.2363

  3. Employees reporting suspected wrongdoing are protected under Federal and State law from retaliation by management and other employees. Reporting anonymously is also encouraged for reporting but requires sufficient details of wrongdoing to allow investigation.

Allegations are reviewed to determine the probability that the alleged acts could have occurred. This review will be conducted under the direction of the Vice President of Administrative Services/CFO with the knowledge of the President. Investigations will result in referrals to the proper law enforcement agency when evidence suggests that a criminal activity may have occurred or is occurring that warrants a criminal investigation.

Intercollegiate Athletics (Policy 1.180)

 
Authority: F.S. 1001.64; FAC 6A-14.058
Date Adopted: 2/02; Rev. 12/04, 4/10, 02/2013
Date of Review: 05/09; 08/11; 01/13

Policy:

It is the policy of the Board to establish an Athletics Program at the College in order to provide a learning-centered environment that complements each student-athlete's academic program of study. It is the goal of the Athletics Department to improve the academic skills of each student-athlete, foster the development and refinement of athletic skills, and teach sportsmanship and teamwork. The academic success, physical and emotional well-being, and the social development of student-athletes are of primary importance to the Athletics Program.

  1. The President is authorized to establish the Athletics Program to implement this policy. The Executive Vice President shall have primary responsibility for the administration of the Athletics Program. The Director, Intercollegiate Athletics and Wellness, under the direction of the Executive Vice President, shall be responsible for the day-to-day conduct of the Athletics Program.
  2. The administration of all fiscal matters pertaining to the Athletics Program shall be in accordance with procedures established by the Office of Finance and Budget. The Office of Finance and Budget shall account for all revenue, from whatever source derived and of whatever kind, and all expenditures, for the Athletics Program. All funds received by the Athletics Program must be deposited intact, in the form received, with the Office of Finance and Budget.
  3. Any activity by outside groups, including alumni organizations and the College Foundation that involves the receipt or expenditure of funds on behalf of the Athletics Program must be approved by the Executive Vice President. All such groups shall be required to submit independent audits of financial activity related to the Athletics Program.
  4. The President shall establish procedures and assign responsibility to govern the recruitment, admission, administration of grants-in-aid, student employment, and continuing eligibility of athletes.
  5. Student athletes shall be subject to the same admission and financial aid policies, academic policies and standards, and the fulfillment of curriculum requirements as other students.
  6. The President shall appoint every three (3) years an ad hoc committee of faculty, staff, and students to monitor and report on compliance of the Athletics Program with policy and procedures, and to evaluate the Athletics Program to ensure that it is an integral part of the education of athletes and is in keeping with the educational purpose of the College.

Solicitation and Management of External Grant Funding (Policy 1.190)

 
Authority: F.S. 1001.64 FAC 6A-14.0261
Date Adopted: 2/02; Rev. 12/04, 09/09, 01/2013
Date of Review: 05/09, 08/11, 01/2013

Policy

It is the policy of the District Board of Trustees that external funding resources will be utilized to support and develop college programs to the greatest extent possible, consistent with good business practice and the educational goals of the college.

  1. The President is authorized to seek external funding resources consistent with the mission of the College.
  2. Grants must be approved by the District Board of Trustees prior to the acceptance of any award of external funding.
  3. Once approved by the Board of Trustees the President is authorized to sign college grant documents. The President may delegate signature authority as necessary.
  4. All grants activity shall be conducted in accordance with Florida Statutes, State Board of Education rules, and the policies, procedures, and business practices of the College.

The President shall cause procedures to be developed to implement this policy.

Waiver of Tuition and Fees for Florida's State Employees (Policy 1.210)

Authority: F.S. 1001.64; 1009.265
Date Adopted: 4/03; Rev 12/04, 05/09; 05/2014
Date of Review: 05/09; 08/11; 05/2014

Policy:

  1. It is the policy of the College to waive tuition and fees for Florida state employees to enroll in up to six (6) credit hours of college credit courses per term on a space-available basis.
    1. “State employees” are full-time employees of the executive, legislative, and judicial branches of state government. This policy does not include persons employed by the state university system, the college system, or local school districts.
    2. "Space available basis" means college credit classes that are not full at the beginning of the identified drop/add period for the term, session, or course.
    3. Tuition and fees will be waived for college credit courses only; waivers do not apply to non-credit courses.
  2. The President is authorized to establish procedures to implement this policy.

Due Process - Standard of Proof (Policy 1.220)

 
Authority: F.S. 1001.64; 120.569, .57, .68
Date Adopted: 5/02; Rev. 12/04; 05/2013
Date of Review: 05/09; 08/11; 04/13

Policy:

  1. It is the policy of the Board of Trustees that due process shall be afforded to all persons in the conduct of the affairs of the College.
    1. Substantive due process refers to protection from arbitrary and unreasonable actions in the resolution of disputes or imposition of sanctions.
    2. Procedural due process refers to the receipt of adequate notice, timely meeting of deadlines and deliberative actions in accordance with established policies and procedures. In general, procedural due process will be deemed to have been afforded when the preponderance of the evidence shows reasonable care in following established procedures.
    3. Due process shall be afforded to any person entitled to an administrative hearing as the result of a College decision or action by giving adequate timely notice of the decision or action, and by an opportunity to respond to that decision or action and present evidence before an impartial hearing examiner or body.
    4. Administrative rulings must be supported by substantial competent evidence.
  2. The President or designee is authorized to establish procedures to ensure that due process is afforded to the parties to all administrative hearings.

Privacy of Medical Records (Policy 1.230)

 
Authority: F.S. 1001.64; Pub.L.No. 104-191, 110 Stat. 1936 (1996)
Date Adopted: 4/03; Rev 12/04, 05/09

 

Policy:

It is the policy of the Board that the College will be in compliance with federal and state medical records privacy protection laws and regulations, including the requirements of the Health Insurance Portability and Accountability Act of 1996, and the regulations of the Department of Health and Human Services implementing that Act.

  1. Assigning Privacy and Security Responsibilities

    1. Specific job positions within the College workforce shall be assigned the responsibility of implementing and maintaining the HIPAA Privacy and Security requirements and shall be provided sufficient resources and authority to fulfill their responsibilities.
    2. There shall be one individual designated by the President or designee as the Privacy Contact for compliance with HIPAA Privacy Rules at the College
  2. Protected Health Information (PHI): Protected Health Information is any individually identifiable information created or received by a health care provider, health plan or employer that relates to an individual's past, present or future physical or mental condition or the provision of or payment for that individual's health care, whether maintained in electronic, printed or spoken form. Employment records and records subject to the Family Educational Right and Privacy Act (FERPA) are not Protected Health Information.

    1. Uses and Disclosures: Protected Health Information may not be used or disclosed except when authorized by the individual who is the subject of the information, or as otherwise allowed or required by the provisions of HIPAA.
    2. Minimum Necessary Disclosure: All disclosures (except for disclosures made for treatment or healthcare operation purposes) of Protected Health Information must be limited to the minimum amount of information needed to accomplish the purpose of the disclosure.
    3. Access to Protected Health Information by the Individual: Access to Protected Health Information must be granted to the person who is the subject of such information when such access is requested. Individuals have a right to request that no disclosure be made of PHI. The College is not obligated to grant this request. All requests for Protected Health Information will be directed to the appropriate Third Party Administrators and must be limited to the minimum amount of information needed to accomplish the purpose of the request.
    4. Access by Personal Representatives: Access to Protected Health Information must be granted to personal representatives of individuals as though they were the individuals themselves. Personal representatives may include legal designations such as Power of Attorney or parent to a minor child.
    5. Access to Protected Health Information by other entities: Access to Protected Health Information may be granted to authorized employee(s) or contractor(s) based on the assigned job functions of the employee or contractor. Such access should not exceed the minimum necessary to accomplish the assigned job function.
    6. Verification of Identity: The identity of all persons who request access to Protected Health Information shall be reasonably verified before such access is granted.
    7. Mitigation: Any known harmful effects of a use or disclosure of Protected Health Information by the College or a Business Associate that violates this policy or the procedures implementing it shall be mitigated to the extent possible.
  3. Safeguards: Appropriate physical safeguards shall be in place to reasonably safeguard Protected Health Information from any intentional or unintentional use or disclosure that is in violation of the HIPAA Privacy Rule or state statutes. These safeguards shall include physical protection of premises and PHI, technical protection of PHI maintained electronically and administrative protection. These safeguards will extend to the oral communication of PHI.
  4. Notice of Privacy Practices: The College shall prepare and distribute a Notice of Privacy Practices that complies with the requirements of the HIPAA Privacy Rules. The College shall obtain and retain on record the Privacy Practices of Third Party Administrators and vendors who administer programs subject to HIPAA. Notice of Privacy Practices shall be distributed to all employees.
  5. Disclosure Accounting: An accounting of all disclosures subject to such accounting of Protected Health Information shall be given to individuals whenever such an accounting is requested.
  6. Authorizations: A valid authorization will be obtained for all disclosures that are not related to treatment, payment, health care operations, the individual or their personal representative. A signed copy of the College's Privacy Policy will serve as authorization for the College to provide assistance in resolving healthcare claims issues
  7. Complaints: All complaints relating to the protection of health information shall be investigated and resolved in a timely fashion. All complaints should be addressed to the College Privacy Contact for research and resolution. All complaints received and the disposition of each complaint shall be documented.
  8. Training and Awareness: All employees with access to Protected Health Information shall be trained on the policies and procedures governing Protected Health Information and how the College complies with the HIPAA Privacy Rule. New employees shall receive training on these matters within a reasonable time after they have joined the workforce. Training shall be provided should any policy or procedure related to the HIPAA Privacy Rule materially change. This training will be provided within a reasonable time after the policy or procedure materially changes. Training shall be documented to indicate participants, date and subject matter.
  9. Sanctions: Sanctions will be in effect for any member of the workforce who intentionally or unintentionally violates any of these policies or any procedures related to the fulfillment of these policies. Violations of any of these provisions may result in severe disciplinary action including termination of employment and possible referral for criminal prosecution. Sanctions shall be documented.
  10. Retention of Records: The HIPAA Privacy Rule records retention requirement of six years will be strictly adhered to. All records designated by HIPAA in this retention requirement will be maintained in a manner that allows for access within a reasonable period of time.
  11. Prohibited Activities: No employee or contractor may engage in any intimidating or retaliatory acts against persons who file complaints or otherwise exercise their rights under HIPAA regulations. No employee or contractor may condition payment, enrollment or eligibility for benefits upon the provision of an authorization to disclose Protected Health Information, or upon a waiver of the right to file a complaint.
  12. Procedures: The President or designee shall establish procedures to implement the provisions of this policy.

Staff and Program Development (Policy 1.240)

 

Authority:
Florida Statute 1001.64; 1001.65
Date Adopted: 10/05
Policy:

It is the Policy of the Board, during each fiscal year, to allocate funds within the annual operating budget to support staff and program development activities. The operating budget presented annually to the Board for approval will specify the amount and percentage of prior year's Community College Program Funds allocated for the staff and program development activities.

  • Staff and program development is defined as follows

    • Staff development is the improvement of employee performance through activities which update or upgrade competencies specified for present or planned positions.
    • Program development is the design, evaluation, and improvement of existing or new programs, operational processes and services. Program development does not include maintenance of existing programs, operational processes and services.
  • The President is authorized to establish procedures to implement this policy.

Red Flag Identity Theft Prevention Program (Policy 1.260)

 

Authority: F.S. 1001.64; FACT Act of 2003
Date Adopted: 05/09; 04/2013
Date of Review: 08/11, 01/13

Policy:

  1. The College establishes an Identity Theft Prevention Program to detect, prevent and mitigate identity theft. The Program shall include reasonable steps to:
    1. Identify relevant red flags for covered accounts the College offers or maintains and incorporate those red flags into the program;
    2. Detect red flags that have been incorporated in the Program;
    3. Respond appropriately to any red flags that are detected to prevent and mitigate identity theft; and
    4. Ensure that the Program is updated periodically to reflect changes in risks to customers and to the safety and soundness of the College from identity theft.
  2. The President shall cause a procedure to be developed to implement this policy.

Southern Association of Colleges and Schools Substantive Change Compliance Policy (Policy 1.270)

 
Authority: F.S. 1001.64
Date Adopted: 08/2010, 04/2013
Date of Review: 08/11, 01/13

Policy:

  1. It is the policy of the College to maintain compliance with the Southern Association of Colleges and Schools - Commission on Colleges (SACS-COC) policy Substantive Change for Accredited Institutions of the Commission on Colleges through appropriate and timely reporting on areas of substantive change.
  2. According to the SACS-COC Policy Statement, “Substantive Change is a significant modification or expansion of the nature and scope of an accredited institution. Under federal regulations, substantive changes includes
    • Any change in the established mission or objectives of the institution
    • Any change in legal status, form of control, or ownership of the institution
    • The addition of courses or programs that represent a significant departure, either in content or method of delivery, from those that were offered when the institution was last evaluated
    • The addition of courses or programs at a degree or credential level above that which is included in the institution’s current accreditation or reaffirmation
    • A change from clock hours to credit hours
    • A substantial increase in the number of clock or credit hours awarded for successful completion of a program
    • The establishment of an additional location geographically apart from the main campus at which the institution offers at least 50 percent of an educational program
    • The establishment of a branch campus.”
  3. It is the responsibility of the College to ensure all substantive changes are reported to the Commission on Colleges in a timely manner as required by the Commission’s Substantive Change policy.
  4. The President will notify the Commission of any Substantive Changes.
  5. The President shall cause a Procedure to be developed for the implementation of this Policy.

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Seminole State College
100 Weldon Boulevard
Sanford, Florida 32773-6199
407.708.4722

Seminole State General Contact Information