Organization and Administration Procedures (Print Version)

1.0001, Manual of Procedures

 
Based on board policy number and Florida Statute:Effective Date:
1001.64 F.S.; 6A-14.0262 FAC; Rule 1.020 Revised 3/1/94; 5/03; 10/09

Purpose:

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

Definition:

A Procedure is a process that ensures 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 revisions and deletions.

  1. The College 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 the 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 Team.
    1. If the proposal is rejected, it will be returned to the originator with reasons for rejection. Suggested modification to 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 Team. Such request will be made to the Office of the President along with the reason(s) for the need of 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 Legal Affairs to be formatted and assigned a number conforming to the sequence found in the College Manual of Procedures.
      2. The Office of Legal Affairs will see that the proposed procedure is published on the college website 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 for comments.
      3. Comments will be sent to the Office of Legal Affairs to incorporate faculty and staff comments and then send the revised draft, in final form, to the Executive Team for approval at its next meeting.
      4. After final Executive Team approval, the procedure will be sent to the President for signature. With the President's signature, the procedure will then become "approved" and shall be published on-line in the College Procedures Manual. The original copy of the signed procedure will be kept on file in the Office of Legal Affairs.

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

 

Process to Adopt Procedures

 

Recommended by Executive Staff Date 10/09
Approved: President, E.Ann McGee Date 10/09

Rulemaking (Procedure 1.0100)

 
Based on board policy number and Florida Statute:Effective Date:
1001.64; 120.54 F. S; FAC 6A-14.0247, 6A-14.0261 May 12, 1999

Purpose

To provide a procedure whereby changes to the policies of Seminole State 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.
Recommended by Executive Staff Date 5/12/99
Approved: President, E.Ann McGee Date 5/12/99

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

 
Based on board policy number and Florida Statute:Effective Date:
1001.64 F.S.; 6A-14.054; 6A-14.247 FAC; Seminole State Policy 1.010, 1.020 1/96; Rev. 6/03

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 State College.

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

Deceased Employee - Employee whose full-time employment at the time of death was with Seminole State 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.

Seminole State 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 Seminole State employee who completed ten (10) years of continuous full-time employment at Seminole State immediately prior to retirement from Seminole State College and is currently receiving retirement benefits through an Seminole State 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 Seminole State employee who completed ten (10) years of continuous full-time employment at Seminole State immediately prior to retirement from Seminole State College and is currently receiving retirement benefits through an Seminole State 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.
Recommended by Executive Staff Date 4/01/03
Approved: President, E.Ann McGee Date 7/10/03

Florida State Employee Tuition and Fee Waiver (Procedure 1.0300)

 
Based on board policy number and Florida Statute:Effective Date:
1009.265 F.S. 1/1/03

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.
Recommended by Executive Staff Date 11/19/02
Approved: President, E.Ann McGee Date 01/06/03

Supplemental Teaching Contracts (Procedure 1.0410)

 
Based on board policy number and Florida Statute:Effective Date:
1001.61 F.S; 6A-14.261 FAC; SCC Rule 1.020 8/21/91

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.
Recommended by Presidents Council: Date 6/18/91
Approved: President, Earl S. Weldon Date 7/09/91

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Standing Institutional Committees (Procedure 1.0900)

Based on board policy number and Florida Statutes: F.S. 1001.64 ; FAC 6A-14.0261; College Policy 1.0200
Effective Date: 2/97 Rev. 5/99; 7/02; 2/07; 3/09; 01/2013; 01/2014
Date of Review: 01/09; 08/11; 03/12; 12/2013

Purpose

Seminole State College (SSC) is committed to utilizing various institution-wide standing committees to support effective planning and decision making within the College. Institutional committees shall provide support for strategic priorities and appropriate procedures for collegewide operations. The purpose of this procedure is to identify the College’s standing committees and to provide a general framework for committee responsibilities and processes.

Procedure

  1. The following are standing committees at Seminole State College:
    1. Academic Calendar Committee
    2. Committee to Appoint Committees (CTAC)
    3. Curriculum Committee
    4. Employee BenefitsCommittee
    5. Environmental Health, Safety and Security Committee
    6. Library Committee
    7. Planning and Budgeting Committee
    8. Technology Advisory Committee
    9. Technology Enhanced Learning Committee
    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, and take action and report on some matter; a committee has a sustained presence that is seen through regularly scheduled meetings.
    2. Subcommittee: 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: A temporary grouping of individuals for the purpose of accomplishing a definite objective, with members that may or may not stem from a standing committee. These groupings typically remain active for less than one year.
  3. Except where membership is defined by job title or another term length is noted, all faculty and staff members serve three-year terms that are staggered with appointments being made each year for the following three years. For purposes of committee assignment, the year begins on the first day of the Fall Term and runs through the last day of Summer Term. Members may be re-appointed to serve more than one term. Except where specifically noted, only fulltime faculty and staff members of the College are eligible for appointment on standing committees.
  4. By March 1 of each year, the College President will solicit individual preferences from employees for serving on standing institutional committees. The Committee to Appoint Committees (CTAC) will coordinate the Standing Committee process (See Procedure 1.0900.4).
  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 College President will review the recommendations and resolve any questions regarding committee composition.
  7. By May 15 of each year, the College President will notify all employees of committee appointments for the coming year.
  8. By June 30 of each year, each committee chair, in collaboration with the committee, will have completed the Standing Committee Annual Assessment.
    1. The assessment will be forwarded to the appropriate vice president for review. The vice president will follow up on assessment recommendations as appropriate.
    2. Changes in procedure resulting from end of year assessments will be made and posted by September 1.
  9. Committee chairs will be determined by the Procedure related to each committee.
  10. Meeting minutes will be posted to the College’s Standing Committee Web page.
    1. The recorder of the minutes will be determined by each committee.
    2. The recorder is responsible for posting minutes to the Web.
  11. Changes to the standing committee structure will be accomplished in accordance with the Procedure on Procedures 1.0001.
  12. Each committee shall meet at least twice per year. Meetings may be face to face, via e-mail, by conference call or by other electronic/digital means.
  13. A quorum shall exist when a majority of voting members, including proxy votes, are present. For the purposes of SSC Standing Committees, a proxy is defined as written authorization provided to another committee member who will be in attendance and will cast the absent committee member’s vote as indicated on the written authorization.
    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 their proxy, in writing, with a committee member who will be attending the meeting or may vote via e-mail to the chairperson on a known issue.
  14. Attendance at committee meetings and participation in electronic communication is required. After a committee member has missed two meetings, the committee may request that the absent member be replaced. The CTAC committee chair will recommend a temporary replacement from the current year list of preferences for any non-participating members or those who have resigned.
    1. Career service employee vacancies that need to be filled for the remainder of a term will be done in collaboration with the CSEC president.
    2. Faculty vacancies that need to be filled for the remainder of the term will be done in collaboration with the appropriate academic dean or AVP, or the Vice President of Academic Affairs.
  15. Duties of Chairs and Co-Chairs. The committee chair and/or co-chairs will:
    1. Receive an orientation packet with information on the collegewide 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, distributed promptly and posted to the Web.
    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 SSC governance.
    8. Orient incoming committee chairs 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. When serving as 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 by the end of the academic year.
  16. Duties of Members. All committee members will:
    1. Attend meetings regularly or, when an absence is necessary, provide their proxy in writing with a member who will be attending as defined in item 13, or vote via e-mail to the chairperson.
    2. Keep their constituent groups informed of committee actions.
    3. Complete assignments associated with committee work in a timely fashion.
    4. Perform their duties in a courteous and professional manner.
  17. 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.
  18. Agendas and minutes
    1. Will be distributed to all committee members and others in attendance, and posted to the Standing  Committee Web page.
    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.
Recommended by Executive Team Date 01/28/2014
Approved President, E. Ann McGee Date 01/29/2014
a.    During the meeting, voting shall be by voice unless a written ballot is requested by any member of the committee.
b.    A member unable to attend a meeting may either send their proxy, in writing, with a committee member who will be attending the meeting or may vote via e-mail to the chairperson on a known issue.

14.    Attendance at committee meetings and participation in electronic communication is required. After a committee member has missed two meetings, the committee may request that the absent member be replaced. The CTAC committee chair will recommend a temporary replacement from the current year list of preferences for any non-participating members or those who have resigned.

a.    Career service employee vacancies that need to be filled for the remainder of a term will be done in collaboration with the CSEC president.

b.    Faculty vacancies that need to be filled for the remainder of the term will be done in collaboration with the appropriate academic dean or AVP, or the Vice President of Academic Affairs.

15.    Duties of Chairs and Co-Chairs. The committee chair and/or co-chairs will:

a.    Receive an orientation packet with information on the collegewide committee procedures.
b.    Establish meeting times and locations.
c.    Create and distribute an agenda in a timely fashion.
d.    Conduct meetings in an orderly manner, allowing appropriate participation of all individuals present.
e.    See that minutes are written, approved, distributed promptly and posted to the Web.
f.    Ensure that a clear consensus or vote is taken on action items.
g.    Act as a mentor or assign a mentor to new committee members who are unfamiliar with the committee or SSC governance.
h.    Orient incoming committee chairs of responsibilities using this Procedure 1.0900 and established committee procedures.
i.    When serving as a co-chair, announce to the committee members how chair/co-chair duties will be divided.
j.    When serving as co-chairs, communicate regularly with each other over the construction of the agenda and other relevant work.
k.    Collaborate with the committee in evaluating committee effectiveness for the year and submit the standing committee annual assessment to the appropriate vice president by the end of the academic year.

16.    Duties of Members. All committee members will:

a.    Attend meetings regularly or, when an absence is necessary, provide their proxy in writing with a member who will be attending as defined in item 13, or vote via e-mail to the chairperson.
b.    Keep their constituent groups informed of committee actions.
c.    Complete assignments associated with committee work in a timely fashion.
d.    Perform their duties in a courteous and professional manner.

17.    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:

a.    May serve a committee by providing information and advice as deemed necessary by the committee.
b.    Do not vote on committee action.

18.    Agendas and minutes

a.    Will be distributed to all committee members and others in attendance, and posted to the Standing  Committee Web page.
b.    Any member of the committee may request to have an item placed on the agenda.
c.    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.

Planning/Budget Committee (Procedure 1.0900.3)

 
Based on Board Policy and Florida Statutes: F.S. 1001.64; College Policy 1.020
Effective Date: 2/92; Rev. 6/97; 4/02; 2/07; 5/11; 03/2013
Date of Review: 05/09; 08/11; 03/12

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 goal of institutional effectiveness.

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 recorded and assessed.
    5. Review prior year’s planning and budgeting process to help inform future planning and budgeting cycles.
    6. Align committee's activities with the College's strategic plan.
    7. Review annual plans and produce an annual report of institutional results tied to the College’s strategic goals.
    8. Establish subcommittees or taskforces as needed to complete action items.
    9. Create, develop, and recommend specific action plans when necessary in regard to planning and budgeting.
  2. Membership on the committee shall consist of the following:
    1. Associate Vice President of Business Services
    2. Associate Vice President of Institutional Effectiveness & Research
    3. Academic Affairs Planning Unit Manager representation, one from each area:
      1. School of Arts and Sciences
      2. School of Career and Professional Programs
      3. School of Engineering, Design, and Construction
      4. School of Academic Foundations
    4. One Planning Unit Manager from the Student Affairs Division
    5. One Planning Unit Manager from the Administrative Services Division
    6. One Planning Unit Manager from the Information Technology and Resources Division
    7. One representative from the President’s Division
    8. One Career Service representative from each Division, appointed by the Vice President of that division
      1. Academic Affairs
      2. Student Affairs
      3. Administrative Services
      4. Information Technology and Resources
    9. Institutional Effectiveness Planning Coordinator
    10. Budget Coordinator/Analyst.
  3. The Offices of: Business Services, and Institutional Effectiveness and Research will support the Committee.
  4. The Associate Vice President of Business Services and the Associate Vice President of Institutional Effectiveness & Research 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 Seminole State Web page in accordance with Procedure 1.0900.
  8. Recommendations of the Committee for improvement and change will be made to the Executive Team.
Recommended by Executive Staff Date 03/26/2013
Approved: President, E. Ann McGee Date 04/01/2013

Committee to Appoint Committees (Procedure 1.0900.4)

Based on board policy number and Florida Statutes: College Policy 1.020
Effective Date: 2/07; 01/2013; 06/2014
Date of Review: 05/09; 08/11; 03/12; 06/2014

Purpose

The Committee to Appoint Committees (CTAC) 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 State 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. Associate Vice President, Equity & Diversity/Title IX Coordinator (ex-officio; non-voting)
    2. One Provost or Associate Vice President
    3. One Student Affairs representative
    4. Faculty Senate President, Vice President or designee
    5. Director of the Faculty Center for Teaching and Learning
    6. One faculty member from each of the following areas (at least one to be a Faculty Senate member)
      1. Academic Foundations
      2. Arts and Sciences
      3. Career and Professional Programs
      4. Engineering, Design, and Construction
    7. Professional staff member
    8. Career service staff member
    9. One Institutional Effectiveness & Research staff member (non-voting)
  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.
  5. Except where membership is defined by position title, members shall serve three- 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 Seminole State Web page in accordance with Procedure 1.0900.
  7. Recommendations of the Committee for improvement and change will be made to the Executive Vice President for presentation to the Executive Team.
Recommended by Executive Team Date: 06/17/2014
Approved President, E. Ann McGee Date: 07/01/2014

Curriculum Committee (Procedure 1.0900.5)

Based on board policy number and Florida Statutes: College Policy 1.020
Effective Date: 2/92; Rev. 6/97, 8/97; 5/01; 2/07; 01/2013
Date of Review: 05/09; 08/11; 03/12

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 State College postsecondary offerings. When necessary, the Committee also recommends discontinuation of 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. One Faculty Member from Faculty Senate
    2. One Faculty Member from Academic Foundations
    3. One Faculty Member from Arts & Communications
    4. One Faculty Member from Biological Sciences
    5. One Faculty Member from English
    6. One Faculty Member from Education
    7. One Faculty Member from Humanities, History & Modern Language
    8. One Faculty Member from Mathematics
    9. One Faculty Member from Physical Science
    10. One Faculty Member from Social Science
    11. One Faculty Member also serving on general review team
    12. One Faculty Member from Entrepreneurship
    13. One Faculty Member from the Moore Center for Health Professions
    14. One Faculty Member from the Center for Information Technology
    15. One Faculty Member from the Center for Public Safety
    16. One Faculty Member from Child Development
    17. One Faculty Member from the Wharton Smith Center for Construction
    18. One Faculty Member from the Center for Architecture & Interior Design
    19. One Faculty Member from the Center for Engineering
    20. One Librarian
    21. One Associate Dean from the School of Academic Foundations
    22. One Associate Dean from the School of Arts & Sciences
    23. One Associate Dean from the School of Career and Professional Programs
    24. One Associate Dean from the School of Engineering, Design & Construction
    25. One Counselor recommended by the Vice President, Student Affairs
  2. Ex Officio Members (12):
    1. Director, Curriculum, Articulation & Academic Scheduling
    2. Director, Records and Registration/Registrar
    3. Associate Vice President, Student Services
    4. Associate Vice President, Academic Services
    5. Coordinator, Curriculum & Technology
    6. Manager, Academic Scheduling
    7. One representative recommended by the Director, Student Financial Resources
    8. One representative recommended by the Associate Vice President, Institutional Effectiveness & Research
    9. Equity Officer or designee
    10. One Student Affairs functional technician recommended by the Director, Records and Registration/Registrar
    11. One representative recommended by the Associate Vice President, Student Records and Enrollment
    12. One student recommended by SGA
  3. The chair of the committee shall be elected by the committee membership.
  4. The chair will have the responsibility to forward the committee's annual assessment to the liaison Vice President.
  5. Vacancy of a Voting Member: When a permanent vacancy among the voting members occurs, the appropriate Associate Dean/Director and Dean, will appoint a replacement to complete the term of the former voting member.
  6. 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.
  7. Any person recommending changes to the curriculum offerings of a department shall submit a proposal to the Associate Dean.
    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 Seminole State 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 Associate Dean 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.
  8. 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, Curriculum, Articulation & Academic Scheduling. The Dean will instruct the Associate Dean to email electronic copies directly to the Office of Educational Services.
    2. If the Dean disapproves, he/she will return the proposals to the Associate Dean 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, Associate Deans/Directors and Deans will also receive a copy via email.
  9. The Director, Curriculum, Articulation & Academic Scheduling 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 State College.
    2. send proposals for additional technical review to Institutional Research, Registrar's Office, Counseling and Educational Planning, Student Financial Resources, the appropriate managers of the college's operating system, and other appropriate offices.
    3. integrate results of technical reviews, communicate with appropriate Dean and Associate Dean regarding essential changes, and prepare proposals for dissemination to the Curriculum Committee.
  10. At least one week prior to scheduled meetings, the Director, Curriculum, Articulation & Academic Scheduling will send an agenda and copies of all proposals to the members of the committee, the Vice President, Academic Affairs 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.
    1. The Curriculum Committee will meet monthly to consider proposed changes and to recommend a course of action to the Vice President, Academic Affairs. 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. Associate Deans 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 Academic Services will coordinate the mail vote.
      7. Following each Curriculum Committee meeting, the Director, Curriculum, Articulation & Academic Scheduling forward approved will proposals to the Vice President, Academic Affairs. Minutes of each meeting shall be recorded and posted to the webpage according to Procedure 1.0900.
      8. Proposals that have not been approved will be returned by the Director, Curriculum, Articulation & Academic Scheduling to their initiator and/or Associate Dean for revision and may be resubmitted with changes noted.
  11. The Vice President, Academic Affairs 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 Associate Dean in writing of the reason, with copies to the initiator, the appropriate Dean, the chairperson of the Curriculum Committee, and the Director, Curriculum, Articulation & Academic Scheduling. The Vice President sends approved proposals forward to the President.
    4. 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, Academic Affairs will notify the Associate Dean 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, Curriculum, Articulation & Academic Scheduling.
    5. 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 website with the official course and program changes. Originals of all approved proposals will be retained in the Curriculum Archives in the Office of Academic Services.
    6. When a proposal has been rejected and the Associate Dean 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.
  12. The Director, Curriculum, Articulation & Academic Scheduling will provide an addendum to each annual catalog by mid-year. The addendum will contain course and program changes that become effective before publication of the next catalog. The office in charge of publications will make the addendum available to students.
  13. The Director, Curriculum, Articulation & Academic Scheduling will provide faculty and administration with a calendar of due dates for submission of proposals and the dates of curriculum committee meetings.
  14. Except where membership is defined by position title, members shall serve three- year, staggered terms.
  15. The committee reports to the Vice President, Academic Affairs. Recommendations of the Committee for improvement and change will be made through the Vice President, Academic Affairs.
Recommended by Executive Team Date 01/22/2013
Approved President, E. Ann McGee Date 01/28/2013

Technology Advisory Committee (Procedure 1.0900.6)

Based on board policy number and Florida Statutes: College Policy 1.020
Effective Date: 2/07; 01/2013
Date of Review: 05/09; 08/11; 03/2012

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 information technology (IT) initiatives are prioritized appropriately and that the respective needs of the various units have been considered. The Technology Advisory Committee will promote and actively oversee the creation of a technologically unified college through achievement of the following responsibilities.

Procedure

  1. The committee will:
    1. Prioritize and recommend collegewide 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 Associate Vice President (AVP) or Dean
    3. Dean of Libraries and Learning Technology
    4. One CTS Director
    5. Director, Facilities or designee
    6. An Associate Dean or Director from one of the following: Academic Foundations, Arts and Sciences, Career and Professional Programs
    7. One faculty member from each of the following areas (at least one to be a Faculty Senate member)
      1. Academic Foundations
      2. Arts and Sciences
      3. Engineering, Design, and Construction
      4. Career and Professional Programs
    8. One representative from Student Affairs
    9. One career service staff member
    10. One student recommended by the Student Government Association (SGA)
  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.
  5. Except where membership is defined by position title, members shall serve three-year, staggered terms.
  6. The committee shall meet at least two times each year. Minutes of each meeting shall be recorded and posted to the Seminole State College Standing Committee 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.
Recommended by Executive Staff Date 01/22/2013
Approved: President, E.Ann McGee Date 01/28/2013

Technology Enhanced Learning Committee (Procedure 1.0900.9)

Based on board policy number and Florida Statutes: College Policy 1.020
Effective Date: 2/07; 01/2013
Date of Review: 05/09; .8/11; 03/2012

Purpose

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

Procedure

  1. The committee will:
    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. Associate Vice President of Academic Services
    2. Vice President for Information Technology and Resources
    3. A Librarian
    4. Manager of Distance Learning Services
    5. Ten (10) faculty members representing areas and campuses (one to be a Faculty Senate member):
      1. Academic Foundations
      2. Arts and Sciences
      3. Career and Professional Programs
    6. One representative from Student Affairs
    7. One professional staff member
    8. One career service staff member
  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 self-assessment to the liaison Vice President.
  5. Except where membership is defined by position title, members shall serve three- year, staggered terms.
  6. The committee shall meet at least two times each year. Minutes of each meeting shall be recorded and posted to the Seminole State College Standing Committee 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 Academic Affairs and the Vice President for Information Technology and Resources.
Recommended by Executive Team Date 01/22/2013
Approved President, E.Ann McGee Date 01/28/2013

Library Committee (Procedure 1.0900.10)

Based on board policy number and Florida Statutes: College Policy 1.020
Effective Date: 2/25/92; Rev. 6/97; 2/07; 01/2013; 07/2013
Date of Review: 05/09; 08/11; 03/12; 04/2013

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 to:
    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 Library resources, policies, procedures, and services
    5. Represent Seminole State College's library interests in joint use library initiatives
  2. The membership of the committee shall consist of the following:
    1. One Academic Dean or Associate Vice President (AVP)
    2. Six faculty members representing all campuses/centers (at least one to be a Faculty Senate member)
    3. One professional staff member
    4. One eLearning professional staff member
    5. One career service staff member
    6. One career service staff member from the Library
    7. One Equity Officer or designee
    8. Two students nominated by the Student Government Association (SGA)
    9. 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
    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 Standing Committees 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 Resources.
Recommended by Executive Team Date 07/2013
Approved President, E. Ann McGee Date 07/16/2013

Employee Benefits Committee (1.0900.14)

Based on board policy number and Florida Statutes: College Policy 1.020
Effective Date: 2/92; Rev 6/97; 11/06; 9/08; 11/2011; 01/2013; 10/2013
Date of Review: 05/09; 08/11; 03/12; 08/2013

Purpose

The purpose of the committee is to review periodically the benefits offered by the College to its non-bargaining unit employees and to recommend modifications based on information obtained through the ongoing analysis of employee needs and market conditions.  

Procedure

  1. The membership of the committee shall include at least one representative from each of the Seminole State College Campuses or Centers and consist of full-time and part-time employees who are representative of the non-bargaining unit employees as follows:
    1. Two career service employees
    2. Two professional level employees
    3. Two administrator level employees
    4. Two part-time employees to include at least one adjunct
    5. Associate Director, Employee Benefits and Compensation (ex officio, non-voting)
    6. Manager of Employee Benefits
    7. Associate Director, Payroll Services (ex officio, non-voting)
    8. Associate Vice President, Human Resources (ex officio, non-voting)
  2. The chair of the committee shall be elected by the committee membership.
  3. The chair of the committee will forward the committee's assessments and recommendations to the Executive Vice President.
  4. Except where membership is defined by position title, members shall serve three-year, staggered terms. Adjunct and part-time staff members shall serve on a term-by-term basis.
  5. The committee shall meet at least four times a year. Minutes of each meeting shall be recorded and posted to the Seminole State College Standing Committees Web page.
  6. Recommendations of the committee for improvement and change will be made to the Executive Team through the Executive Vice President. 
Recommended by Executive Team Date 10/2013
Approved President, E. Ann McGee Date 10/2013

Environmental Health, Safety and Security Committee (Procedure 1.0900.18)

Based on board policy number and Florida Statutes: College Policies 1.020; 6.030
Effective Date: 9/10/96; Rev. 6/10/97; 5/02; 2/07; 01/2013
Date of Review: 05/09; 08/11; 03/12

Purpose

The purpose of the Committee is to advise and assist the College administration in order to ensure the health and safety of College students, employees and visitors. The Environmental Health, Safety and Security Committee serves to facilitate and encourage employee knowledge about safe work practices and accident prevention.

Procedure

  1. The primary role of the College Environmental Health, Safety and Security Committee is to oversee all matters of health and safety at the College. The responsibilities of the committee shall include, but are not limited to, the following:
    1. Review annually the following required state reports:
      1. State Requirements for Educational Facilities, Fire, Sanitation and Casualty Inspection Reports (SREF).
      2. Worker’s Compensation Report - Evaluate employee concerns regarding environmental health, safety and security
    2. Identify risks to the safety and Environmental Health and welfare of employees
    3. Develop and promote programs for educating and informing employees about safe work practices and accident prevention.
    4. Provide recommendations to the college concerning safety and environmental health of employees
    5. 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 committee is composed of members representing management and various employee groups at the college. In addition, there will be at least one representative from each of the Seminole State College Campuses/Centers and consist of the following:
    1. AVP or Dean as recommended by the Vice President of Academic Affairs
    2. Director, Campus Safety and Security
    3. Environmental Health and Safety Coordinator
    4. Director of Facilities or designee
    5. Chair of Emergency Medical Service Team, or designee
    6. Associate Dean of Health Professions, or designee
    7. A representative or laboratory manager from the science labs knowledgeable about chemical storage and safety procedures
    8. A career service employee recommended by the president of the Career Employee Council
    9. A professional employee recommended by the president of the Professional Employee Council
    10. A faculty member recommended by the Faculty Senate
    11. Equity Officer or designee
    12. Two students nominated by the Student Government Association and recommended by the Vice President for Student Affairs.
  3. The Director Campus Safety and Security will serve as committee chair.
  4. Except where membership is defined by position title, members shall serve three-year, staggered terms.
  5. The committee meets 4 times per year to review College policies and procedures and to make recommendations to the Administration. Minutes of each meeting shall be recorded and posted to the Seminole State College 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 Executive Vice President. The chair will have the responsibility to forward the committee's annual assessment and reports to the Executive Vice President.
Recommended by Executive Team Date 01/22/2013
Approved President, E.Ann McGee Date 01/28/2013

Academic Calendar Committee (Procedure 1.0900.19)

Based on board policy number and Florida Statutes: F.S. 1001.64 ; FAC 6A-10.019; 6A-14.0261; College Policy 1.02001
Effective Date: 04/2013
Date of Review: ---

Purpose

The Academic Calendar Committee is responsible for developing the College’s Academic Calendar which, subsequently, must be presented to and approved by the Board of Trustees prior to the beginning of each fiscal year. The calendar shall be observed by the College and an official copy shall be filed with the Department of Education.

Procedure

  1. The membership of the committee shall consist of the following:
    1. Vice President, Student Affairs
    2. An Associate Vice President from Academic Affairs
    3. Director, Enrollment Services and Registrar
    4. Director, Curriculum, Articulation and Academic Scheduling
    5. Associate Director, Payroll Services
    6. Associate Director, Student Accounting/Bursar
    7. Manager, Human Resources Records and Reporting
    8. Manager, Academic Scheduling
    9. Four faculty members representative of the School of Arts and Sciences, School of Career and Professional Programs, School of Academic Foundations, School of Engineering, Design, and Construction. At least one faculty member will be a member of the Faculty Senate.
  2. The Director, Enrollment Services and Registrar shall chair the committee.
  3. An orientation session to educate the committee members will be conducted each year regarding:
    1. the role of the committee;
    2. the calendar development process;
    3. relevant Florida Statutes and Florida Administrative Code rules;
    4. faculty contract days including duty days, planning, etc.;
    5. equal number of scheduled meeting days for all classes, i.e. fifteen (15) Monday, Tuesday, Wednesday, Thursday, and Friday meeting dates during a full term;
    6. dates of breaks, holidays, events (graduation, etc.);
    7. payroll dates;
    8. time required for processing grades;
    9. dates of the College’s Summer four-day work week schedule;
    10. other considerations brought to the committee’s attention.
  4. The chair will be responsible for forwarding the committee's annual assessment (per Procedure 1.0900) and an annual report on the activities of the Academic Calendar Committee to the Vice President of Student Affairs and to the Associate Vice President of Institutional Effectiveness and Research by June 30 of each year.
    1. The assessment will be forwarded to the appropriate vice president for review. Vice President of Student Affairs will follow up on assessment recommendations as appropriate.
    2. Changes in procedure resulting from end of year assessments are to be made and posted within 60 days following receipt of the report.
  5. Except where membership is defined by job title or another term length is noted, all faculty and staff members serve three-year terms that are staggered with appointments being made each year for the following three years. For purposes of committee assignment, the year begins on the first day of the Fall Term and runs through the last day of Summer Term. Members may be re-appointed to serve more than one term. Except where specifically noted, only fulltime faculty and staff members of the College are eligible for appointment on standing committees.
  6. The committee shall meet on a regular basis, but no less than two times a year. Meetings may be face to face, via e-mail, by conference call or by other electronic/digital means.
  7. A quorum shall exist when a majority of voting members, including proxy votes, are present. A member unable to attend a meeting may either send their proxy, in writing, with a committee member who will be attending the meeting or may vote via e-mail to the chairperson on a known issue.
  8. During the meeting, voting shall be by voice unless a written ballot is requested by any member of the committee.
  9. Attendance at committee meetings and participation in electronic communication is required. After a committee member has missed two meetings, the committee may request that the absent member be replaced. The CTAC committee chair will recommend a temporary replacement from the current year list of preferences for any non-participating members or those who have resigned.
  10. Meeting minutes will be posted to the College’s Standing Committee Web page.
    1. The recorder of the minutes will be determined by each committee.
    2. The recorder is responsible for posting minutes to the Web.
Recommended by Executive Team Date: 04/16/2013
Approved President, E. Ann McGee Date: 04/28/2013

On Campus Solicitation, Posting of Notices and Petitions (Procedure 1.1000)

 
Based on board policy number and Florida Statute:Effective Date:
F. S. 240.319(2) 5/02

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.
Recommended by Executive Staff Date 04/04/02
Approved: President, E.Ann McGee Date 05/08/02

Solicitation and Management of External Grant Funding (Procedure 1.1900)

 
Based on board policy number and Florida Statute:Effective Date:
1001.64 F.S.; SCC Rule 1.1900 4/1/02
Purpose:

To define the procedure for soliciting and managing external grant awards. SCC external grant awards will be obtained to advance achievement of the college mission and strategic priorities of the College.

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.



Recommended by Executive Staff Date 3/02
Approved: President, E.Ann McGee Date 4/1/02

Emergency Response Team (Procedure 1.2000)

 
Based on board policy number and Florida Statutes: F.S. 1001.64; F.A.C. 6A- 14.0261; College Policy 6.030
Effective Date: 5/02; 10/2013; 01/2014
Date of Review: 05/09; 08/11; 03/12; 08/2013; 12/2013

Purpose

The purpose of this procedure is to define membership and responsibilities of the Emergency Response Team (ERT).

Procedure

  1. Members of the ERT shall include the following:
    1. Associate Dean, Center for Public Safety
    2. Associate Vice President, Business Services
    3. Associate Vice President, College Relations and Marketing
    4. Associate Vice President, Human Resources
    5. Coordinator, Environmental Health and Safety
    6. Dean, School of Academic Foundations
    7. Director, Campus Safety and Security
    8. Director, Communications and Media Relations
    9. Director, Facilities
    10. Executive Vice President/CFO
    11. Facilities Manager, Heathrow Center
    12. Facility Plant Manager, Oviedo
    13. Facility Plant Manager, Sanford/Lake Mary
    14. Campus Dean, Altamonte Springs Campus
    15. Campus Dean, Oviedo Campus
    16. Vice President, Academic Affairs
    17. Vice President, Information Technology and Institutional Resources/CIO (chair)
    18. Vice President, Student Affairs/CSAO
  2. The  ERT will function as the decision-making team for crisis events on  college grounds.
    1. The ERT will prepare a written Emergency Response Plan (“Plan”) that will be reviewed annually and updated as needed.
    2. The ERT will recommend procedures to implement the Plan including, but not limited to, the College’s emergency response, recovery, mitigation, risk reduction, prevention, and preparedness.
    3. The ERT Chair and the Director, Campus Safety and Security will serve as the College’s liaisons to the Seminole County Office of Emergency Management in order to facilitate consistency and coordination between the College’s Plan and that of Seminole County.
  3. ERT recommendations will be made through the Executive Team.
Recommended by Executive Team Date 01/2014
Approved: President, E. Ann McGee Date 01/2014

Sexual Predators or Sexual Offenders (Procedure 1.3000)

Based on board policy number and Florida Statutes: F.S. 775.21; 943.0435; 944.606; 944.607; 1001.64; 1006.695
Effective Date: 10/21/02; Rev. 12/09; 07/2014
Date of Review: 05/09; 08/11; 03/12; 07/2014

Purpose

To inform students and employees of the existence of the Department of Law Enforcement sexual predator and sexual offender registry and to establish guidelines for admission to the College or employment by the College for applicants designated as Sexual Offenders/Sexual Predators.

Procedure

  1. The College shall inform students and employees at orientation and on the College’s website of the existence of the Department of Law Enforcement Sexual Predator and Sexual Offender website and toll-free number that gives access to Sexual Predator and Sexual Offender public information. At the time of this writing, the contact information is:
    1-888-357-7332
    For TTY Accessibility: 1-877-414-7234
    http://offender.fdle.state.fl.us/offender/homepage.do
  2. Applicants/Students
    1. The College has determined that the presence on campus of students officially designated as Sexual Predators/Sexual Offenders would be disruptive to the orderly process of the College’s programs and services and/or would interfere with the rights and privileges of other students. In accordance with §1001.64(8), F.S., the College may consider the past actions of any person applying for admission or enrollment and may deny admission or enrollment to an applicant because of misconduct if determined to be in the best interest of the College.
    2. The College denies admission/enrollment to students who are officially designated as Sexual Predators/Sexual Offenders. If an academic term has already begun at the time the College receives notification of offender status, the student’s admission will be rescinded, and an administrative withdrawal and refund for fees paid for the term in progress will be processed. The student may also receive credit for required textbooks purchased for classes from which the student has withdrawn. All requests for text book refunds must be received before the end of the term of withdrawal.
      1. The admission determination may be appealed to the Vice President for Student Affairs. To submit an appeal the student must send a letter to the Vice President that contains the following:
        1. The reason the student believes an appeal should be granted.
        2. Documentation of the legal proceedings that led to the student being listed with the State of Florida as a Sexual Predator/Sexual Offender including police reports, court proceedings, adjudication, time served and parole information. If this information is not received with the letter of appeal, the Vice President for Student Affairs may attempt to collect it through other means.
        3. The names and contact telephone numbers of at least three professional references who can attest to the student’s ability to function without harm to the college educational environment that includes persons under the age of 18. These may include, but are not limited to, probation officers, therapists, employers, and clergy.
      2. Once documentation is received from the student, the Vice President for Student Affairs will review the information and may take such steps as deemed necessary to make a fair determination of the appeal. These may include, but are not limited to, conducting telephone interviews with the references provided, reviewing information with the Director of Safety & Security and the Office of Legal Affairs, and talking with the appellant about the situation presented.
      3. The Vice President for Student Affairs may conduct a face to face meeting with the student to determine whether the student poses a risk to the college educational environment. The final decision will be made based on the full documentation received and any meeting with the student.
      4. The student will receive a letter of the decision from the Vice President for Student Affairs.
      5. The Vice President for Student Affairs will monitor the student’s enrollment each term through their degree completion at the College. Any behavioral issues may result in disciplinary action, up to and including immediate and permanent expulsion from the College.
  3. Applicants/Employees
    1. The College has determined that the employment of persons officially designated as Sexual Predators/Sexual Offenders would be disruptive of the orderly process of the College’s programs and/or would interfere with the rights and privileges of other members of the College community.
    2. In accordance with §1001.64(46), F.S., the College may consider the past actions of any person applying for employment and may deny employment to a person because of misconduct if determined to be in the best interest of the College. Accordingly, applicants for employment at the College who are officially designated as Sexual Predators/Sexual Offenders will be excluded from further consideration, and employees who are officially designated as Sexual Predators /Sexual Offenders shall be terminated from employment with the College in accordance with applicable policies and procedures.
       
Recommended by Executive Team Date 07/2014
Approved President E. Ann McGee Date 07/23/2014
 

Official College Electronic Communication

 
Based on Board Policy and Florida Statute: Effective Date:
1001.64 F.S. 9/08

Purpose

The purpose of this procedure is to provide guidelines for students, staff and faculty members, District Board of Trustees members and retirees in the use of Seminole State College's electronic communications, including e-mail systems, listservs and learning management systems.

Procedure

Seminole State considers electronic communication, including, but not limited to, College e-mails, listservs, College-hosted sub-Webs, and College-adopted learning management systems (e.g., WebCT or Angel), to be an appropriate mechanism for official communication with Seminole State students, staff and faculty members, retirees, and the District Board of Trustees.

Electronic Mail or E-Mail

Electronic mail or "e-mail" is considered an official method of communication to and from Seminole State students, staff and faculty members, the District Board of Trustees and retirees. The College sends official communications via e-mail with the full expectation that these groups of individuals will receive and read these e-mails in a timely fashion.

For Students:
  • This procedure ensures that all students enrolled in the credit, vocational credit, adult high school and institutional credit careers have access to this form of communication. It ensures students can be reached through a standardized channel by Seminole State faculty and staff as needed. Communications sent via the College-provided e-mail system may include notification of Seminole State information including, but not limited to, admissions, enrollment services, advising, financial aid, etc.
  • Official College e-mail accounts will be created automatically by the College within three (3) college business days of the creation of the students' MySeminoleState accounts. A student must remain enrolled in an appropriate class (i.e., if the student fails to pay tuition or is otherwise legitimately dropped from the class, the e-mail account may be removed).
  • E-mail accounts will be discontinued if a student is not enrolled for two consecutive full terms.
  • Students are expected to read and respond as appropriate to their Seminole State official e-mail on a frequent and consistent basis. The College recommends checking e-mail daily since certain communication may be time-sensitive.
  • Seminole State offices cannot validate that a communication sent by e-mail is from a student unless it comes from a valid College e-mail address. If students make queries to Seminole State administrative offices or faculty from "nickname" e-mail accounts (e.g., hotmail.com, cfl.rr.com, etc.), such queries may not be received and/or students may be asked to resubmit such queries using an official Seminole State e-mail address.
  • Students will not be permitted to set automatic forwarding on their Seminole State e-mail to another non-College e-mail address.
For Staff Members:
  • The GroupWise e-mail system is the official channel of communication from Seminole State to staff members.
  • GroupWise accounts must be requested for all staff members (full and part time).
  • All staff members are expected to read and respond as appropriate to their Seminole State official e-mail on a frequent and consistent basis. The College recommends checking e-mail daily since certain communication may be time-sensitive. Seminole State offices cannot validate that a communication coming by e-mail is from a staff member unless it comes from a valid College e-mail address. If a staff member makes a query to an Seminole State administrative office, student or faculty member from a "nickname" e-mail account (e.g., cfl.rr.com, hotmail.com, etc.), the query may not be received, and/or he/she may be asked to resubmit the query using an official Seminole State address.
  • When notification of termination of employment for a staff member is received, his/her account will be removed from the system.
For Faculty Members:
  • The GroupWise e-mail system is the official channel of communication from Seminole State to faculty members.
  • GroupWise accounts must be requested for all faculty members (full and part time).
  • Faculty members are expected to read and respond as appropriate to their Seminole State official e-mail on a frequent and consistent basis. The College recommends checking e-mail daily since certain communication may be time-sensitive. Seminole State offices cannot validate that a communication coming by e-mail is from a faculty member unless it comes from a valid College e-mail address. If faculty members make queries to Seminole State administrative offices, students, or other faculty members from "nickname" e-mail accounts (e.g., cfl.rr.com, hotmail.com, etc.) , such queries may not be received, and/or they may be asked to resubmit such queries using an official Seminole State address.
  • Faculty will determine how electronic forms of communication (e.g., mail) will be used in their classes and will specify their requirements in the course syllabus. This procedure will ensure that all students are able to comply with e-mail-based course requirements specified by faculty. Faculty can, therefore, make the assumption that students' official e-mail accounts are being accessed, and they can use e-mail for their classes accordingly. All Seminole State class information that is disseminated electronically must be sent through the Seminole State electronic system (e.g., Seminole State e-mail, WebCT/Angel, college-hosted faculty sub-Webs, or similar Seminole State-adopted programs),
  • When notification of termination of faculty employment is received, accounts are removed from the system.
For Members of the District Board of Trustees:
  • The GroupWise e-mail system is the official channel of communication for Seminole State to members of the District Board of Trustees.
  • GroupWise accounts must be requested for all Board members.
  • Communication sent via Seminole State e-mail is considered adequate notification of College-related business.
  • When a term of service has ended for a Board member, that person's account is removed.
For Retirees:
  • The GroupWise e-mail system is the official channel of communication for Seminole State to college retirees.
  • GroupWise accounts must be requested for each retiree who desires access to the system.
  • If Seminole State e-mail is not utilized for a consecutive six-month period of time, the account will be removed from the system.

College-Based Listservs:

Information on a College-based listserv (e.g., Discuss@Listserv) is not considered official college communication. This forum is an "electronic bulletin board" system for Seminole State employees to communicate with their Seminole State colleagues who choose to subscribe to the listserv. Although it is not designated as an official college communication, all subscribers to this forum are expected to adhere to basic rules and standards.

  • College-based listservs cannot be used for illegal purposes, including, but not limited to, defamation, violation of intellectual property laws, violation of criminal laws and violation of other state or federal laws, rules or regulations.
  • Users must adhere to College policies and procedures.
  • Users must not intentionally interfere with or disrupt other forum members or network services/equipment.
  • Commercial use is prohibited.
  • Common courtesy and respect, which excludes personal attacks, must be observed.

College-Adopted Learning Management Systems

College-adopted learning management systems (e.g., WebCT/Angel) provide access to various models of educational content delivery, as well as faculty-to-student, student-to-faculty and student-to-student interaction. As referenced above, all Seminole State class information that is disseminated electronically must be sent through an Seminole State officially adopted electronic system, as designated by the Vice President, Information Technology/CIO, information technology resources (e.g., Seminole State e-mail system and WebCT/Angel or similar Seminole State-adopted learning management system). Communications in this forum are for appropriate educational purposes, allowable information sharing and suitable community building only. Users must adhere to basic rules and standards set forth in state and federal law, College policies and procedures, College lab/class rules and course/class syllabi.

Inappropriate Use of College Electronic Communications

All use of Seminole State-provided electronic communication will be consistent with other College policies and local, state, and federal laws, including, but not limited to, Seminole State's Acceptable Use of College Information Technology Policy, security parameters and the Family Education Rights and Privacy Act of 1974 (FERPA).

  • A student's failure to comply will subject him/her to the College's disciplinary procedures.
  • Failure of an employee to comply will be addressed by the employee's supervisor.
  • Failure of others to comply will result in termination of access.

Privacy Expectations of College Electronic Communications:

Seminole State uses various methods to protect the security of its computer and network resources and its users' accounts. Users should be aware that any electronic communications and data utilizing College or computer and network resources potentially may be disclosed under applicable rules, regulations, and statutes, or for appropriate College business needs. Therefore, users have no expectation of privacy.

Further guidelines governing the use of the College's Computing and Telecommunications Resources are provided in applicable College policies and procedures (e.g., Acceptable Use of College Information Technology, Policy 1.140), acknowledgment agreements of users, and other related technical manuals.

 

 

Recommended by Executive Staff Date 8/08
Approved: President: E. Ann McGee Date 9/3/08

Institutional Review Board (IRB) (Procedure 1.5000)

 

Based on Board Policy and Florida Statutes: F.S. 1001.64; College Policy 1.020
Effective Date: 10/09; 03/2013
Date of Review: 08/2011; 08/2012

Purpose

Research at the College sometimes involves human subjects for data collection and analysis. Consistent with federal mandates, the College's Institutional Review Board (IRB) will review and approve research proposals that involve human subjects and ensure the rights and safety of human subjects are protected.

Procedure

  1. The responsibilities of an IRB are to safeguard the rights and welfare of human subjects involved in research. The responsibilities of the IRB shall include, but not be limited to, the following:
    1. Determining which research requests involving human subjects require review;
    2. Approving requests for research involving human subjects;
    3. Conducting initial and continuing reviews of human subjects research;
    4. Reporting findings and actions to the investigator and the institution;
    5. Ensuring reporting of changes and unanticipated problems involving risks or noncompliance.
  2. Consistent with federal guidelines defined in Title 45 Code of Federal Regulations Part 46, the following research activities are EXEMPT from IRB review:
    1. Research conducted in established or commonly accepted educational settings involving normal educational practices, such as: a) research on educational instructional strategies; b) research on the effectiveness of instructional techniques, curricula, or classroom management methods.
    2. Research involving the use of educational tests (cognitive, diagnostic, aptitude, achievement), survey procedures, interview procedures or observation of public behavior, unless: a) information obtained is recorded in such a manner that human subjects can be identified, directly or through identifiers linked to the subjects; and b) any disclosure of the human subjects' responses outside the research reasonably place the subjects at risk of criminal or civil liability or be damaging to the subjects' financial standing, employability, or reputation.
    3. Research involving the collection or study of existing, data, documents, records, pathological specimens, or diagnostic specimens, if these sources are publicly available or if the information is recorded by the investigator in such a manner that subjects cannot be identified directly or through identifiers linked to the subjects.
    4. Taste and food quality evaluation and consumer acceptance studies: a) if wholesome foods without additives are consumed, or b) if a food is consumed that contains a food ingredient at or below the level found to be safe by the U.S. Food and Drug Administration or approved by the U.S. Environmental Protection Agency or the Food Safety and Inspection Service of the U.S. Department of Agriculture.
  3. The above exemptions do NOT apply - and research activities will require IRB review - in any case when:
    1. Deception of subjects may be an element of the research;
    2. Subjects are under the age of eighteen;
    3. Subjects are elected or appointed public officials or candidates for public office;
    4. Subjects are under federal statutes which require, without exception, that the confidentiality of personally identifiable information will be maintained throughout the research and after;
    5. The activity may expose the subjects to discomfort or harassment beyond levels encountered in daily life; or
    6. Fetuses, pregnant women, human in vitro fertilization, children, or individuals involuntarily confined or detained in penal institutions are subjects of the activity.
  4. The IRB shall review non-exempt research proposals involving human subjects to ensure that:
    1. The rights and welfare of human subjects used in research studies are protected;
    2. Risks have been considered and minimized;
    3. Benefits have been identified and maximized;
    4. All human subjects volunteer to participate in research after being provided with legally effective informed consent; and
    5. Research is conducted in an ethical manner and in compliance with established standards.
  5. The membership of the IRB shall include the following:
    1. The Associate Vice President of Institutional Effectiveness and Research
    2. A full-time college credit Instructor from Biosciences, Physical Sciences, or Mathematics
    3. A full-time college credit Instructor from Social Sciences
    4. A member of the College's Executive Team
    5. An Academic Administrator from the College
    6. A representative from the University of Central Florida or a representative not affiliated with the College
  6. The Associate Vice President of Institutional Effectiveness and Research will serve as IRB chair.
  7. The chair will have the responsibility to forward reviews of research proposals involving human subjects and IRB determinations and decisions to the liaison member of the College's Executive Team for final review.
  8. Except where membership is defined by position title, members shall serve two year terms, as appointed by the College's Executive Team.
  9. The committee shall convene as required. Minutes of each meeting shall be recorded and notifications made to the originators of research proposals.
  10. The College's IRB will follow guidelines and make determinations consistent with federal guidelines and mandates applied to Institutional Review Boards.
  11. Exempting an activity from review does not absolve the investigator(s) of the requirement for ensuring that the welfare of subjects is protected and that methods used to gain subject consent are appropriate. Questions regarding whether a research activity may be exempt from IRB review should be directed to the Associate Vice President of Institutional Effectiveness and Research for determination.
Recommended by Executive Staff Date 03/26/2013
Approved: President, E. Ann McGee Date 04/01/2013

Red Flag Identity Theft Prevention Program (Procedure 1.6000)

Based on Board Policy number and Florida Statute:Effective Date:
F.S. 1001.64 F.S.; Policy 1.260 02/10

Purpose

To establish a Red Flag Identity Theft Prevention Program designed to detect, prevent, and mitigate identity theft in connection with a covered account and to provide for continued administration of the Program in compliance with the Fair and Accurate Credit Transactions (FACT) Act of 2003.

Definitions:

  1. Identity Theft- fraud committed or attempted using the identifying information of another person without that person’s authorization.
  2. Covered account-a consumer account that a creditor offers or maintains primarily for personal, family, or household purposes that involves or is designed to permit multiple payments or transactions. Covered accounts include, but are not limited to, credit/debit cards, loans, and unpaid or partially unpaid student accounts.
  3. Red Flag-a pattern, practice or specific activity that indicates the possible existence of identity theft.
  4. Creditor-any person or entity that defers payment for services rendered, such as an entity that bills at the end of the month for services rendered the previous month. A college could be considered a creditor by participating in Direct Lending programs, the Federal Family Education Loan Program, offering institutional loans to students, or offering a plan for payment of tuition throughout the semester, rather than requiring full payment at the beginning of the semester.

Procedure:

  1. The College’s Program shall include reasonable procedures and processes to:

    1. Identify relevant red flags for covered accounts 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.
    4. Ensure the program is updated periodically to reflect changes in risks to customers and to the safety and soundness of the creditor from identity theft.
  2. Identification of Covered Accounts The College has identified the following types of accounts:

    1. Student Accounts
    2. Deferment of tuition payments
    3. Short term student loans
    4. Service provider financial aid refunds
  3. Administration of the Program

    1. The Vice President for Administrative Services shall be responsible for the development, implementation, oversight and continued administration of the Program.
    2. Appropriate staff will be trained, as necessary, to effectively implement and monitor the program.
    3. Appropriate and effective oversight of any external service provider shall be incorporated within the program.
  4. Categories of red flags: Examples of red flags included in the program are as follows:

    1. Alerts, notifications, or other warnings received from consumer reporting agencies or service providers.
    2. The presentation of suspicious documents or personal identifying information.
    3. The unusual use of, or other suspicious activity, related to a covered account.
    4. Notice from customers, victims of identity theft, law enforcement authorities, or other persons regarding possible identity theft in connection with covered accounts.
    5. Notices of address discrepancies
    6. Recent increases in the volume of new inquiries or patterns of activity that are inconsistent with prior history.
  5. Detection of red flags: The program shall address the detection of red flags in connection with the opening of covered accounts and existing covered accounts by:

    1. Obtaining identifying information about, and verifying the identity of a person opening a covered account.
    2. Authenticating customers, monitoring transactions, and verifying the validity of change of address requests in the case of existing covered accounts.
  6. Response to detected red flags: The program shall provide for appropriate responses to detected red flags to prevent and mitigate identity theft. The response shall be commensurate with the degree of risk posed. Appropriate responses may include:

    1. Monitor a covered account for evidence of identity theft.
    2. Contact the customer.
    3. Change any passwords, security codes or other security devices that permit access to a covered account.
    4. Reopen a covered account with a new account number.
    5. Close or place a hold on an existing covered account.
    6. Notify appropriate college officials or law enforcement.
    7. Determine no response is warranted under the particular circumstances.
  7. Update and Oversight of the program: The program shall be updated periodically to reflect changes in risks to customers or to the safety and soundness of the College from identity theft. Oversight of the program shall include:

    1. Assignment of specific responsibility for the implementation of the program.
    2. Review of any reports that may be developed by staff regarding compliance.
    3. Approval of material changes to the policy or procedure related to the program to address changing risks of identity theft.
    4. Taking steps to ensure the activity of any third party service provider engaged by the College has reasonable policies and procedures in place to detect, prevent, and mitigate the risk of identity theft in conjunction with the College’s covered accounts.
Recommended by Executive Staff Date 02/10
Approved: E. Ann McGee, President Date 02/10

Reporting of Substantive Change (Procedure 1.7000)

Based on Board Policy number and Florida Statute: F.S. 1001.64; Board Policy 1.270
Effective Date: 07/2010; 03/2013
Date of Review: 08/2011; 08/2012; 02/2013

Purpose

The purpose of the procedure is to ensure that the College proactively identifies, manages and reports to its accrediting body, the Southern Association of Colleges and Schools – Commission on Colleges (SACS–COC), all substantive changes to the institution, in the timeframe and manner as outlined in the Commission’s substantive change policy statement.

Definition

A substantive change is a significant modification or expansion of the nature and scope of an accredited institution as defined by SACS-COC. Current information about SACS-COC substantive change definitions and reporting or approval requirements can be found in Substantive Change for Accredited Institutions of the Commission on Colleges, available on the SACS-COC website at www.sacscoc.org, or by contacting the College’s SACS Accreditation Liaison. There are three procedures for addressing the different types of substantive changes:

  • Procedure One (1) for the Review of Substantive Changes Requiring Notification and Approval Prior to Implementation – in some cases, as much as 12 months prior approval is needed before implementation.
  • Procedure Two (2) for the Review of Substantive Changes Requiring Only Notification Prior to Implementation – usually in the form of a letter signed by the President.
  • Procedure Three (3) for Closing a Program, Site, Branch Campus, or Institution.

Procedure

Compliance with the Commission’s substantive change policy and procedures will require collaboration and cooperation throughout the College. In general, responsibilities fall into these categories:

  1. The College President will sign and send to the President of the SACS-COC, as appropriate for the particular type of substantive change,
    1. timely notifications summarizing proposed changes, or
    2. a timely substantive change prospectus or application.
  2. The College’s SACS Accreditation Liaison, as appointed by the President as required by SACS-COC, will be responsible for the following:
    1. Ensuring that compliance with substantive change requirements is incorporated into the planning and evaluation process of the institution.
    2. Preparing substantive change notification letters for the signature of the college President in accord with the substantive change policies of the SACS-COC.
    3. Preparing or ensuring preparation of any required substantive change prospectus or application for the signature of the President in accord with the substantive change policies of the SACS-COC.
    4. Educating faculty, staff and cross-functional committees regarding SACS-COC Substantive Change policies and procedures, particularly when such policies or procedures are revised by the Commission.
    5. Maintaining a database of substantive change initiatives, action plans and status.
    6. Presenting reports to the Executive Team – at a minimum quarterly -- on active substantive change issues.
    7. For any initiative that requires substantive change notification or approval, collaborating with the appropriate responsible administrator(s) in initiative planning and implementation so that all SACS requirements are satisfied in a timeline manner.
    8. Serving as a contact person and communication liaison between SACS-COC staff and the College regarding substantive change.
  3. College administrators will be responsible for the following:
    1. Learning about and maintaining awareness of current Commission on Colleges Substantive Change policies.
    2. Identifying and ensuring appropriate training for employees and committees in their area who by the nature of their positions and responsibilities should also learn about and maintain awareness of Commission on Colleges Substantive change issues and ensuring that appropriate staff development takes place.
    3. Initiating communication with the College’s SACS-COC Accreditation Liaison whenever any initiative is being considered that might meet the current SACS-COC definition of “substantive change.” The purpose of the communication will be to accomplish the following:
      1. Log the potential substantive change issue into a database.
      2. Determine through dialogue about the proposed initiative whether and what type of substantive change might be entailed.
      3. If it is determined that the initiative meets the criteria for substantive change, develop a collaborative initiative action plan that will ensure compliance with SACS substantive change requirements. d. Managing any approved initiative that requires SACS substantive change notification or approval, keeping the SACS Accreditation Liaison informed of status.
  4. Standing Committees as defined in College Procedure 1.0900 and cross-functional teams will be responsible for maintaining awareness of current SACS-COC Substantive Change policies during their deliberations and notifying the College’s SACS-COC Liaison of any initiatives that may have substantive change implications.
  5. Because such a broad spectrum of employees are necessarily involved in the substantive change process, the SACS-COC substantive change compliance matrix has been adapted, below, to clarify the types of substantive changes which of which the College must be aware and to delineate responsibilities in identifying, reporting and documenting each type of change. It will be the responsibility of the SACS Accreditation Liaison to maintain this table and to coordinate its implementation throughout the College.

Seminole State College of Florida Substantive Change Matrix

Type of Change SACS-COC Proced. Prior Notice to SACS-COC Prior Approval Required Prior to Implementation Documentation & Advance Submission Timeline Responsible
Offices
Initiating coursework or programs at a different level than currently approved 1 NA Yes Application for Level Change; April 15 or September 15, as appropriate President, VP's, Deans/AVP’s, SACS Liaison
Expanding at current degree level (significant departure from current programs)1 1 Yes Yes Prospectus 6 months in advance VP's, Deans/AVP’s, SACS Liaison
Initiating a branch campus 1 Yes Yes Prospectus 6 months in advance VP's, SACS Liaison
Initiating a certificate program at employer’s request and on short notice ......
...using existing approved courses NA NA NA None NA
...at a new off-campus site (previously approved program)  1 NA Yes Modified prospectus Deans/AVP’s, Academic Affairs, Dual Enrollment Coordinator, SACS Liaison
...that is a significant departure from previously approved programs 1 Yes Yes Modified prospectus; approval required prior to implementation Deans/AVP’s, Academic Affairs, SACS Liaison
Initiating other certificate programs......
...using existing approved courses NA NA NA NA NA
...at a new off-campus site (previously approved program) 1 NA Yes Modified prospectus Deans/AVP’s, Academic Affairs, Dual Enrollment Coordinator, SACS Liaison
...that is a significant departure from previously approved programs 1 Yes Yes Modified prospectus; approval required prior to implementation Deans/AVP’s, Academic Affairs, SACS Liaison
Altering significantly the educational mission of the institution 1 NA Yes Contact Commission Staff  VPs, Deans/AVPs, SACS Liaison
Initiating joint or dual degrees with another institution......
... Joint programs with another SACSCOC accredited institution 2 Yes NA Copy of signed agreement and contact information for each institution prior to implementation VPs, Deans/AVPs, SACS Liaison
... Joint programs with an institution not accredited by SACSCOC 1 Yes NA Prospectus 6 months in advance VPs, Deans/AVPs, SACS Liaison
... Dual programs 2 Yes NA Copy of signed agreement and contact information for each institution prior to implementation  VPs, Deans/AVPs, SACS Liaison
Initiating off-campus sites (including Early College High School and dual enrollment programs offered at the high school)......
...Student can obtain 50 percent or more credits toward program 1 NA Yes Prospectus Deans/AVPs, Dual Enrollment Coordinator, Academic Affairs, SACS Liaison
...Student can obtain 25-49 percent of credit 2 Yes NA Letter of notification prior to implementation Deans/AVPs, Dual Enrollment Coordinator, Academic Affairs, SACS Liaison
...Student can obtain 24 percent or less NA NA NA NA Deans/AVPs, Dual Enrollment Coordinator, Academic Affairs, SACS Liaison 
Expanding program offerings at previously approved off-campus sites......
...Adding programs that are significantly different from current programs at the site NA NA NA NA Deans/AVPs, Dual Enrollment Coordinator, SACS Liaison
...Adding programs that are NOT significantly different from current programs at the site NA NA NA NA NA
Initiating distance learning......
...Offering 50 percent or more of a program for the first time (Adding subsequent programs requires advance notification only for programs that are significant departures from the originally approved programs)1 1 NA Yes Prospectus Deans/AVPs, Academic Affairs, SACS Liaison
...Offering 25-49 percent 2 Yes No Letter of notification prior to implementation Academic Affairs, SACS Liaison
...Offering 24 percent or less NA NA NA None NA
Initiating programs or courses offered through contractual agreement or consortium 2 Yes NA Letter of notification and copy of signed agreement prior to implementation VPs, Deans/AVPs, SACS Liaison
Entering into a contract with an entity not certified to participate in USDOE Title IV programs
... If the entity provides 25% or more of an educational program offered by the COC accredited institution 1 NA Yes Prospectus President, VPs, Deans/AVPs, SACS Liaison
... if the entity provides less than 25% of an educational program offered by the accredited institution  2 Yes NA Copy of the signed agreement prior to implementation  
Initiating a merger/consolidation with another institution *** Yes Yes Prospectus must be submitted 6 months in advance by April 15 or September 15, as appropriate President, VPs, SACS Liaison
Changing governance, ownership, control, or legal status of an institution *** Yes Yes Prospectus 6 months in advance by April 15 or September 15, as appropriate VPs, SACS liaison
Relocating a main or branch campus 1 Yes Yes Prospectus 6 months in advance VP, Deans/AVPs, SACS Liaison
Moving an off-campus instructional site (serving the same geographic area) 2 Yes NA Letter of notification prior to implementation VP, Deans/AVPs, SACS Liaison
Changing from clock hours to credit hours 1 NA Yes -Justify reasons for change, indicate calculation of equivalency, and other pertinent information VP, Deans/AVPs, Academic Affairs, SACS Liaison
Altering significantly the length of a program3 1 NA Yes Prospectus VP, Deans/AVPs, Academic Affairs, SACS Liaison
Initiating degree completion programs 1 NA Yes Prospectus Associate Deans and Deans/AVPs,
Closing a program, approved off-campus site, branch campus, or institution......
... Institution to teach-out its own students 3 Yes Yes Description of teach-out plan included with letter of notification immediately following decision to close Associate Deans and Deans/AVPs,
... Institution contracts with another institution to teach-out students (Teach-out Agreement) 3 Yes Yes Description of teach-out plan, copy of signed teach-out agreement detailing terms included with notification immediately following decision to close Associate Deans and Deans/AVPs,
Acquiring any program or site from another institution *** Yes Yes Prospectus 6 months in advance President, VPs, SACS Liaison
Adding a permanent location at a site where the institution is conducting a teach-out for students from another institution that is closing *** Yes Yes Prospectus 6 months in advance President, VPs, SACS Liaison

*** See SACS-COC policy, "Mergers, Consolidations and Change of Ownership: Review and Approval"

Notes:

  1. A significant departure in program is one in which the proposed new program has no closely related counterpart among the previously approved programs in the curriculum. To determine if a new program is a “significant departure”, it is helpful to ask if the new program requires:
    1. Numbers of new faculty?
    2. Many new courses?
    3. New library or other learning resources?
    4. New equipment or facilities?
    5. A new resource base?
  2. Significant changes in mission are those that lead to a fundamental shift in the nature of the institution, such as an institution that had offered only professional programs deciding to add general education offerings, or a technical college transforming itself into a comprehensive community college.
  3. Significant changes in program length are those with noticeable impact on the program’s completion time (e.g., increasing a baccalaureate degree from 124 hours to 150 hours).
Recommended by Executive Team Date 03/26/2013
Approved: President, E. Ann McGee Date 04/01/2013

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