Organization and Administration Policies Printable Version

District Board of Trustees (Policy 1.010)

Policy:

1. Powers and Responsibilities
   The District Board of Trustees of the College, after considering recommendations submitted by the President, is authorized to establish rules in accordance with the Administrative Procedures Act, Chapter 120 F.S., that insure the proper operation, improvement, and management of the College according to rules adopted by the State Board of Education and the District Board of Trustees. The Board rules, hereinafter referred to as policies of the Board, may supplement the rules prescribed by the State Board of Education if they contribute to the more orderly and efficient operation of the College.
2. The Philosophy of the Board
   In exercising its responsibility as the policy making body of the College, the Board shall seek to fulfill the following philosophical goals:
   1. Foster a spirit of partnership and cooperation between the Board and officials and agencies of the State.
   2. Foster a spirit of partnership and cooperation between the Board and the Seminole County School Board, its superintendent and staff, and other county and local officials and agencies.
   3. Promote cooperation with individuals and organizations within the district.
   4. Establish effective and efficient plans for short and long-range development of the College in the areas of student needs, curriculum, faculty and staff, physical and fiscal consideration, and all supportive activities.
   5. Seek maximum use and efficiency of all resources of the College - physical, fiscal, and personnel.
   6. Provide equal opportunity for employment without regard to race, color, religion, pregnancy, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, or marital status.
   7. Provide equal opportunity for admissions to students without regard to race, color, religion, pregnancy, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, or marital status.
   8. Conform to all applicable laws and rules of the federal, state, and local governments and agencies.
3. Code of Ethics of the Board
   In carrying out their responsibilities, the members of the Board shall perform the following:
   1. Acquaint themselves with laws, rules, and policies relating to public education and to observe and enforce them.
   2. Understand that the basic function of the members of the Board is to make policy - not to administer - and to discriminate between these two functions.
   3. Represent the entire College community.
   4. Transact College business in Board meetings only. Individual members have no legal status to bind the Board outside such meetings.
   5. Give the President full administrative authority for properly discharging professional duties and hold the President responsible for acceptable results.
   6. Accept all Board decisions once they are made and assist in carrying them out effectively.
   7. Attempt to provide the best program of education possible within the means available.
   8. Attempt to procure adequate financial support for the College.
   9. Bring any possible conflict of interest to the attention of the other members of the Board and the President.
4. Membership, Practices, and Procedures of the Board
5. 
   
   1. Membership - The five members of the Board are appointed by the Governor, approved by four members of the State Board of Education, and confirmed by the Florida Senate. Regular terms are four years in length.
   2. Organizational Meeting - At the first regular meeting after July 1 of each year, the Board shall organize by electing a Chair whose duty is to preside at all meetings of the Board, and a Vice Chair whose duty is to act as Chair during the absence or disability of the Chair. The President shall act as the secretary to the Board.
   3. Meeting of the Board - Regular meetings, special meetings, and workshops of the Board shall be held at the administrative headquarters of the College unless the Board designates another location. If another location is designated, public notice shall be given at least ten days prior to the time of the meeting unless an emergency situation arises that requires immediate attention.
      1. Special meetings and workshops of the Board can also be called. The call of a special meeting shall also require that two days written notice of the time and purpose of the meeting be given to all Board members and to the President. Workshops may be held by the Board to study specific items related to the College and no actions shall be taken by the Board at a workshop. 
      2. Meetings of the Board shall comply with the relevant provisions of Chapters 120 and 286 Florida Statutes.
   4. Quorum - A majority shall constitute a quorum for any meeting of the Board. No business may be transacted at any meeting unless a quorum is present. An individual Board member's appearance via communications technology at any publicly noticed meeting shall count for purposes of quorum.
   5. Agenda - The President shall prepare an agenda for all meetings of the Board at such time as to insure that a copy of the agenda may be received at least seven days before the event by any person in the state who requests a copy.
   6. Minutes - The President, as secretary, shall keep and disseminate official copies of the minutes from each meeting and workshop.
   7. Voting - Voting shall be by voice unless a written ballot is requested by the Chair of the Board. If the Chair wishes to make a motion or wishes to participate in the discussion on a question before the Board, the Chair may relinquish the gavel to the Vice Chair or, in the Vice Chair's absence, to any other Board member to act as a temporary presiding officer.
   8. Parliamentary Authority - Robert's Rules of Order, Newly Revised, shall constitute the parliamentary authority of the Board except as it may be in conflict with College policies, Florida Statutes, or FAC rules.
   9. Attendance at Meetings - The Board encourages the attendance at Board meetings of employees, representatives of the press, and other interested citizens.
   10. Committees - At the request of the President or the majority of the Board, the Chair may appoint special committees to investigate specific College policies or procedures and to report their findings and recommendations to the Board. All committees shall serve in an advisory capacity to the Board. There shall be no standing committees of the Board.
   11. Hearings, Non-Rule Making - The following procedure shall apply to those organizations and individuals desiring a hearing before the Board.
       1. A request in writing must be submitted to the President at least seven days prior to the scheduled Board meeting and shall include the following:
          1. Name and address of individual or organization
          2. General nature of the subject to be presented
          3. Written data supporting or opposing the subject
       2. The President's, sole discretion, shall determine if the request is the proper subject matter for consideration by the Board.
       3. The President shall report all individuals and organizations whose requests were rejected.
       4. If determined to be appropriate for consideration, the matter will be placed on the agenda for the next Board meeting.
       5. The hearing shall follow immediately after the report of the President.
       6. If a committee or delegation is present, it shall be represented by one spokesman authorized to speak for five minutes for the group although other members of the delegation shall then be given an opportunity to amplify the spokesman's remarks up to two minutes each to a total of ten minutes. More time may be granted by unanimous consent of the Board.
       7. The Board shall defer action on petitions of individuals and delegations until the next regular meeting of the Board. Exceptions to this policy are made only when time is of the essence or when the issue is of small import and further consideration and deliberation is obviously unnecessary. Unanimous consent of the Board members present is required to effect the exceptions.
       8. The Board shall grant only those hearings that appear on the agenda.
       9. A Board member may present any matter to the Board without regard to the procedure to be followed by individuals and organizations.
   12. Hearings, Rule Making - Hearings held on the adoption, modification, or repeal of a rule and hearings held on an administrative determination relative to a rule shall follow procedures applicable to community colleges as set forth in the Administrative Procedures Act, Chapter 120, F.S. Materials presented at such a hearing shall be considered and shall be made a part of the record.
   13. Bonds - The Board shall provide at College expense for the bonding of its members.
   14. Reimbursement of Expenses - Board members may be reimbursed for expenses as provided in s. 112.061 F.S., including mileage to and from official Board meetings.
   15. Facsimile Signatures - The Board authorizes the Chair, the President and designees to file a notarized, manual signature with the Secretary of State, for the purpose of establishing a facsimile signature which may be used according to statute.
   16. Evaluation – On an annual basis the Board will conduct a self-evaluation and review the results in a public meeting.  The Board shall take and implement such actions as it deems reasonable and necessary to improve its performance and the betterment of the College.
6. Employment and Dismissal of the President
   The following procedures apply to the employment and dismissal of the President:
   1. In the event of a vacancy, or anticipated vacancy, in the office of the President, the Board shall appoint a search committee to seek qualified candidates for the office and to recommend to the Board those deemed most qualified. The qualifications for the President shall include an earned doctorate or training or experience which the Board considers to be equivalent. The Board shall notify the Commissioner of the specific training or experience which it considers to be equivalent to an earned doctorate in specific cases. Before making a selection, the Board shall interview those candidates having the highest qualifications.
   2. If a vacancy occurs in the Office of the President, an acting President may be appointed by the Board, following the same procedures as for the appointment of a President, except that a search committee need not be created or utilized. An acting President may be appointed for a term of six (6) months and may be reappointed for one (1) additional, but only one (1), term of six (6) months.
   3. The President may be suspended or dismissed by the Board for cause consisting of immorality, incompetence, misconduct in office, gross insubordination, willful neglect of duty, public drunkenness, or conviction of a crime involving moral turpitude. In such a case, a hearing pursuant to the provisions of Chapter 120 F.S. shall be provided if requested by the President, in writing, within fifteen (15) days of notice of the suspension or dismissal.
   4. The President shall be entitled to a written contract for a term not to exceed four (4) years.
7. Delegation to the President
   The Board delegates to an appointed President the responsibility and authority for the administration of the College in accordance with its established policies and the applicable rules and laws of the State of Florida.
8. College Catalog Approval
   The Board shall approve the College Catalog and ratify changes in curriculum, courses, programs, services, fees, and other requirements not specifically found in the College policies. Annually, the courses will be reviewed to determine those which have not been taught for five years. In compliance with state rules, such courses will be deleted unless there is sufficient reason to expect that they will be offered in the next five years.
   
   Per College Policy 1.020 Duties and Powers of the President, paragraph C, the Board authorizes the President “To make non-substantive changes to the text of Board policies, including but not limited to, the update of applicable legal authority, Board-approved personnel and organizational title changes, and the improvement of grammar and punctuation. All such changes shall be included in the consent agenda for ratification by the Board at its next regularly-scheduled meeting.”

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

Policy

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

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

Public Comment at Board Meetings (Policy 1.015)

Policy

1. The District Board of Trustees of Seminole State College of Florida (“Board”) shall provide members of the public with a reasonable opportunity to be heard on a proposition before the Board prior to the Board taking action on the proposition. The opportunity to be heard:
   1. may or may not occur at the same meeting at which the Board takes action, as long as the opportunity occurs at a meeting during the decision-making process and is within reasonable proximity in time before the Board takes official action; and
   2. is subject to Board rules, policies, and procedures including requirements regarding orderly conduct and proper decorum in a public meeting.
2. The opportunity to be heard does not apply to an official act that must be taken to deal with an emergency situation affecting the public’s health, welfare, or safety, if compliance with the requirements would cause an unreasonable delay in the ability of the Board to act. Also excluded are other actions and meetings cited in F.S. 286.0114, and meetings exempt from F.S. 286.011.
3. The President shall cause procedures to be developed to implement this policy.

Duties and Powers of the President (Policy 1.020)

Policy:

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

1. To consult with and keep the Board informed regarding laws and rules that apply to its organization, operation, rule-making and other duties and responsibilities as appropriate.
2. To delegate to appropriate employees authority necessary to insure that the Board policies and state laws and rules are executed in an efficient manner.
3. To make non-substantive changes to the text of Board policies, including but not limited to, the update of applicable legal authority, Board-approved personnel and organizational title changes, and the improvement of grammar and punctuation. All such changes shall be included in the consent agenda for ratification by the Board at its next regularly-scheduled meeting.
4. To develop and maintain the College Procedures Manual.
5. To develop and maintain an appropriate governance system for the communication of ideas and feelings regarding the operation of the College. This governance system shall allow:
   1. Appropriate participation by faculty, staff, students, and administrators
   2. Review and input by all recognized college employee groups
   3. Appropriate participation by student associations, special committees and task forces, and advisory groups
6. The Board shall consider such a governance system as entirely advisory to the President.
7. To appoint such standing and ad-hoc committees as may be required to promote the programs of the College, to assist in College governance, and to allow proper channels of appeal. All committees are advisory in nature and will make recommendations to proper authority as established in College rules and procedures. The President shall develop and implement procedures to effect the committee structure.
8. To develop and maintain a master plan for the College that contains the goals and objectives related to the needs of those served by the College. It sets flexible priorities, provides for change, and allows for the continuous evaluation after implementation.
   
   The master plan states philosophy and goals, educational plan, student services, physical resources, fiscal resources, human resources, equal access and equal opportunity, and administrative services. Enrollment projections; guidelines for evaluating services, people, and programs; and community needs assessment may be developed to support the plan. The President shall periodically update the plan for review and approval by the Board.
9. To represent the College to external agencies. Since the College must rely upon external agencies to effectively discharge its mission, the College cooperates with commissions, committees, and agencies on the state, regional, and national level. This cooperation provides facilities, financial assistance, and information so that the program of the College can be continuously assessed and improved. The President, or designees, shall provide leadership in these cooperative efforts.

Purpose of Seminole State College (Policy 1.030)

Policy:

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

The College promises:

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

Academic Freedom (policy 1.035)

Policy

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

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

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

Organization of Seminole State College (Policy 1.040)

Policy:

The major operating units of the College are as follows:

1. The Board of Trustees is responsible for College policy. Recommendations are made to the Board by the President.
2. The President is the Chief Executive Officer (CEO) of the College.
3. The President and the executive team are responsible for College management and procedures. A current list of the executive team shall be maintained on the College’s website on the Organizational Chart page.

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

Policy:

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

Non-Discrimination (Policy 1.060)

Policy

1. The Board affirms its equal opportunity policy in accordance with the provisions of the Florida Educational Equity Act and all other relevant state and federal laws, rules, and regulations. Discrimination is prohibited on basis of race, color, religion, pregnancy, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, marital status, or any other factor protected under applicable federal, state, and local laws, rules, and regulations against students, employees, applicants for admission, and applicants for employment.
2. The College accepts the commitment to provide equal access and equal opportunity for all services made available by the College and to conduct all educational programs and activities, and all employment conditions and practices without discrimination. In addition, the College continues to ensure that applicants for employment are treated without regard to race, color, religion, pregnancy, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, marital status, or any other factor protected under applicable federal, state, and local laws, rules, and regulations.
3. The College’s commitments will be achieved through goals and objectives stated in the College's Equity Update and through adherence to the Florida Educational Equity Act and Rules of the State Board of Education. Implementation of goals and objectives will be regulated by the Associate Vice President, Organizational Culture & Strategy/Title IX. Complaints alleging discrimination shall be submitted to:
   
   Associate Vice President,
   Organizational Culture & Strategy/Title IX
   100 Weldon Blvd., Sanford, FL 32773
   407.708.2963
4. It is the policy of the College to comply with the Americans with Disabilities Act (ADA), by accommodating persons with disabilities. Persons who require reasonable accommodations for a disability should contact the Director, Disabilities Support Services at 407.708.2110 (students) or the Office of Human Resource at 407.708.2101 (employees). The College is an equal access/equal opportunity institution and does not discriminate against persons with disabilities.
5. It is the policy of the College to comply with Title IX of the 1972 Educational Amendments Act by preventing, remedying, and correcting sex discrimination. Complaints alleging discrimination as defined by Title IX shall be submitted to:
   
   Associate Vice President,
   Organizational Culture & Strategy/Title IX
   100 Weldon Blvd., Sanford, FL 32773
   407.708.2963
   or
   U.S. Department of Education,
   Office for Civil Rights,
   800.368.1019,
   if the College’s response is not satisfactory.

Equity Officer (Policy 1.070)

 Policy

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

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

Accommodations of Disabled Students (Policy 1.075)

This Policy is Under Review

Policy

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

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

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

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

Policy

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

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

Faculty Senate (Policy 1.100)

Policy

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

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

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

Sexual Assault (Policy 1.110)

Policy:

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

1. Sexual Assault, commonly referred to as rape, is legally defined, in Florida, as:
   "Oral, anal, or vaginal penetration by union with a sexual organ of another, or the anal or vaginal penetration by another by any other object; however, sexual battery does not include an act done for a bona fide medical purpose." SECTION 794.001 (1) Florida Statutes
   
   Sexual assault generally falls into three categories: stranger rape, date/acquaintance rape, gang/group rape
   
   Stranger Rape - sexual assault of an individual by someone the victim does not know.
   
   Date/Acquaintance Rape - the sexual assault of an individual by someone the victim knows, usually an acquaintance or date.
   
   Gang/Group Rape - sexual assault of an individual by multiple perpetrators.
2. Sexual Misconduct includes not only sexual assault but sexual harassment, public indecency and voyeurism.
   1. Sexual Harassment - unwelcome sexual advances, favors, or verbal or physical conduct of a sexual nature which prevents or impairs that person's full enjoyment of educational benefits, climate, or opportunities. (SCC has a separate policy on Harassment, see Students' Rights and Responsibilities).
   2. Public Indecency - exposing one's body in such a manner that another party can reasonably be offended, or sexual conduct where another can reasonably be offended.
   3. Voyeurism - to trespass, to spy or eavesdrop for purpose of sexual arousal.

Communicable Diseases (Policy 1.120)

On-Campus Commercial Solicitation, Posting of Notices, Petitions and Surveys (Policy 1.130)

Policy 

1. For purposes of this policy, “commercial speech” means speech in which the individual is engaged in commerce, the intended audience is commercial (or actual or potential customers), and the content of the message is commercial.
2. All requests for any form of commercial speech, including but not limited to commercial speech involving the posting/distribution of notices, advertising, solicitation, flyers, publications or other forms of commercial communication must be approved by the College in advance in writing.
3. Anyone engaging in commercial speech on College property without documented approval of College administration is trespassing and subject to arrest and prosecution.
4. The name of the College will not be used in joint advertising without the permission of the President or designee.  Unauthorized use may subject the party to proceedings regarding violation of the College’s intellectual property rights.
5. 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.
6. The President shall cause procedures to be developed to implement this policy.

Fundraising (Policy 1.150)

Policy:

1. Requests for Donations:
   
   All requests for donations, whether of cash, equipment, real estate, or other items of value, made on behalf of Seminole State College shall have prior approval from the President or the Foundation for Seminole State College, Inc.
   
   It shall be the responsibility of the Foundation for Seminole State College, Inc.:
   1. To promote a clear understanding among potential donors of the needs of Seminole State College;
   2. To avoid conflict and duplication of effort in fundraising activities;
   3. To coordinate fundraising activities for the benefit of Seminole State College.
2. Acceptance of Donations:
   
   All gifts of cash, equipment, real estate, and other items of value shall be accepted through the Foundation for Seminole State College, Inc. unless otherwise specified by the donor and then only with the prior approval of the College President.
3. Evaluation of Cash and Non-cash Gifts:
   
   No gift shall be accepted by the Foundation for Seminole State College, Inc. or Seminole State College in cases where the gift, its intended use, or the identity of the donor might place the College in an embarrassing or compromising position.
   
   All gifts accepted by the Foundation for Seminole State College, Inc. or Seminole State College shall comply with Internal Revenue Service regulations governing charitable contributions and may not be restricted for the donor's direct benefit, nor shall any gift be accepted where restrictions make use of the gift impractical or prohibitively expensive.
4. Coordination with College Departments/Divisions:
   
   It shall be the responsibility of the Foundation for Seminole State College, Inc. to coordinate fundraising activities with the President and other college personnel to ensure that those efforts reflect priorities established by the College and produce results consistent with its mission and goals.
   
   In particular, the Foundation for Seminole State College, Inc. shall work closely with the following:
   1. Financial Aid Department regarding gifts of scholarships
   2. Executive Vice President/CFO regarding gifts of real estate or gifts of equipment intended for use by college support services personnel
   3. Vice President for Academic Affairs regarding gifts of equipment or other contributions intended for instructional support and scholarships for the benefit of specific programs or areas of study.
   4. Director of Intercollegiate Athletics and Wellness regarding any contributions intended for program support and scholarships for athletics.
5. Management/Disposition of Gifts:
   
   It shall be the responsibility of the Foundation for Seminole State College, Inc. to invest or otherwise manage gifts of cash, securities, and other assets to maximize their intended benefit to Seminole State College.
   
   Donations of gifts in kind may be accepted by the Foundation for Seminole State College, Inc. according to the guidelines provided in the Foundation's policies and procedures.
6. Acknowledgment/Record Keeping:
   
   It shall be the responsibility of the Foundation for Seminole State College, Inc. to promptly and appropriately acknowledge all gifts to the Foundation for Seminole State College, Inc., to keep accurate and complete records of donors, gifts and their purposes and restrictions, and to ensure that those purposes and restrictions are complied with to the fullest extent practicable.

Public Records and Records Management (Policy 1.160)

Policy:

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

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

College Employee Reporting of Fraud (Policy 1.170)

1. The President is responsible for ensuring that the functions within all departments of the College comply with District Board of Trustees Policies and Procedures, State Board of Education Rule, and Florida Statutes. Additionally, all levels of management within the College that hold responsibility for managing budgets, grants, or the use of College property are responsible for monitoring compliance to legislative rules, statutes, and College policies and procedures within their departments. An investigation will follow reported allegations of fraud, irregularities, abuse, illegal acts, and suspected misconduct of College employees.

   1. The President has designated the following positions where any of the specified issues may be reported.

      Associate Vice President, Financial Services
      100 Weldon Boulevard
      Sanford, Florida 32773-6199
      407.708.2138

      General Counsel
      Office of Legal Affairs
      100 Weldon Boulevard
      Sanford, Florida 32773-6199
      407.708.2280

   2. Employees reporting suspected wrongdoing are protected under Federal and State law from retaliation by management and other employees. Reporting anonymously is also encouraged for reporting but requires sufficient details of wrongdoing to allow investigation.
   3. Allegations are reviewed to determine the probability that the alleged acts could have occurred. This review will be conducted under the direction of the Executive Vice President/CFO with the knowledge of the President. Investigations will result in referrals to the proper law enforcement agency when evidence suggests that a criminal activity may have occurred or is occurring that warrants a criminal investigation.

Intercollegiate Athletics (Policy 1.180)

Policy:

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

1. The President is authorized to establish the Athletics Program to implement this policy. The Vice President for Student Affairs or designee shall have primary responsibility for the administration of the Athletics Program. The Director, Intercollegiate Athletics, under the direction of the Vice President for Student Affairs or designee, shall be responsible for the day-to-day conduct of the Athletics Program.
2. The administration of all fiscal matters pertaining to the Athletics Program shall be in accordance with procedures established by the Office of Finance and Budget. The Office of Finance and Budget shall account for all revenue, from whatever source derived and of whatever kind, and all expenditures, for the Athletics Program. All funds received by the Athletics Program must be deposited intact, in the form received, with the Office of Finance and Budget.
3. Any activity by outside groups, including alumni organizations and the College Foundation that involves the receipt or expenditure of funds on behalf of the Athletics Program must be approved by the Vice President for Student Affairs or designee. All such groups shall be required to submit independent audits of financial activity related to the Athletics Program.
4. The President shall establish procedures and assign responsibility to govern the recruitment, admission, administration of grants-in-aid, student employment, and continuing eligibility of athletes.
5. Student athletes shall be subject to the same admission and financial aid policies, academic policies and standards, and the fulfillment of curriculum requirements as other students.

Solicitation and Management of External Grant Funding (Policy 1.190)

Policy

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

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

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

Waiver of Tuition and Fees for Florida's State Employees

Policy:

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

Due Process - Standard of Proof (Policy 1.220)

Policy:

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

Privacy of Medical Records (Policy 1.230)

Policy:

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

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

Staff and Program Development (Policy 1.240)

Policy:

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

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

Red Flag Identity Theft Prevention Program (Policy 1.260)

Policy:

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

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

Policy:

1. It is the policy of the College to maintain compliance with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) substantive change policy and procedures through appropriate and timely reporting on areas of substantive change.
2. According to the SACSCOC Substantive Change Policy and Procedures, “substantive change is a significant modification or expansion of the nature and scope of an accredited institution. Under federal regulations, substantive changes include:
   • Substantially changing the established mission or objectives of an institution or its programs.
   • Changing the legal status, form of control, or ownership of an institution.
   • Changing the governance of an institution.
   • Merging/consolidating two or more institutions or entities.
   • Acquiring another institution or any program or location of another institution.
   • Relocating an institution or an off-campus instructional site of an institution (including a branch campus).
   • Offering courses or programs at a higher or lower degree than currently authorized.
   • Adding graduate programs at an institution previously offering only undergraduate programs (including degrees, diplomas, certificates, and other for-credit credential).
   • Adding a program that is a significant departure from the existing programs, or method of delivery, from those that were offered when the institution was last evaluated.
   • Initiating programs by distance education or correspondence courses.
   • Adding an additional method of delivery to currently offered program.
   • Entering into a cooperative academic arrangement.
   • Entering into a written arrangement under 34 C.F.R. § 668.5 under which an institution or organization not certified to participate in the title IV Higher Education Act (HEA) programs offer less than 25% (notification) or 25-50% (approval) of one or more of the accredited institution's educational programs.
   • Changing the way an institution measures student progress, whether in clock hours or credit-hours; semesters, trimesters, or quarters; or time-based or non-time based methods or measures. 
   • Substantially increase or decreasing the number of clock or credit hours awarded or competencies demonstrated, or an increase in the level of credential awarded, for successful completion of one or more programs.
   • Adding competency-based education programs.
   • Adding each competency-based education program by direct assessment.
   • Adding programs with completion pathways that recognize and accommodate a student's prior or existing knowledge or competency.
   • Awarding dual or joint academic awards.
   • Re-opening a previously closed program or off-campus instructional site. 
   • Adding a new off-campus instructional site/additional location including a branch campus.
   • Adding a permanent location at a site at which an institution is conducting a teach-out program for students of another institution that has ceased operating before all students have completed their program of study.
   • Closing an institution, a program, a method of deliver, an off-campus instructional site, or a program at an off-campus instructional site. 
3. The College is required to notify or secure SACSCOC approval prior to implementing a substantive change. 
4. The College is responsible for maintaining compliance at all times with Standard 14.2 (Substantive Change) of the Principles of Accreditation and with the Substantive Change Policy and Procedures and related policies. 
5. The President will notify SACSCOC of any Substantive Changes.
6. The President shall cause a Procedure to be developed for the implementation of this Policy.

International Travel (Policy 1.280)

This Policy is Under Review

Definitions

1. “International travel” is synonymous with “foreign travel” and means travel outside of the United States and its territories.
2. “Terrorist state” is defined as any state, country, or nation designated by the United States Department of State as a state sponsor of terrorism.

Policy

The College promotes a culturally-enriching learning environment by providing programs and services to facilitate international diversity and foster global understanding and awareness. The College strives to increase global socio-cultural responsibility within the learning community by creating opportunities to travel abroad and to gain a global perspective.

1. Proposed international travel destinations require advance approval by the Board of Trustees. The Board, at its discretion, may deny requests for travel to any location deemed to be unsafe or incongruent with the mission of the College. Travel to a terrorist state shall not be allowed under any circumstances.
2. The President, or designee, is authorized to approve the specific persons traveling and proposed travel dates.
3. Expenses for international travel may be reimbursed to members of the Board, employees, students and others for travel that is beneficial to the College and in accordance with Florida Statutes.
4. The President or designee may pay by advancement or reimbursement, or a combination thereof, a traveler’s per diem costs for international travel at the current rates as specified in the “Standardized Regulations (Government Civilians, Foreign Areas).” Incidental expenses may be advanced or reimbursed as allowed by Florida statute.
5. All College policies, procedures and practices for travel shall be followed.

Code of Ethics for Board members and Employees (Policy 1.300)

Policy:

1. Institutional commitment to ethical standards
   The Board of Trustees of the College is committed to the highest standards of excellence and professionalism as an institution that upholds the public trust. Consistent with the Florida Constitution and State statutes, the accomplishment of these standards necessitates the establishment of a code of ethics and of professional conduct that reflects these standards.
   
   The Board of Trustees of the College aims to promote and maintain an organizational environment and culture that promotes ethical conduct by setting high standards for professional conduct. All Members of the Board of Trustees, just as with the employees of the College, are expected to carry out their duties in a professional manner and in accordance with all College policies and procedures and controlling Federal and State law.
   
   Members of the Board of Trustees of the College shall be governed at all times by the applicable provisions of the Florida Government in the Sunshine Law, Section 286.011, Florida Statutes, and the Public Records Act, Chapter 119, Florida Statutes, and related statutes and rules, all as may be amended from time to time. The Board of Trustees affirms the value of transparency in government and its commitment to ensure that the College operates in a manner that is open to the public and encourages public confidence.
   
   Members of the District Board of Trustees and College employees shall be governed at all times by the applicable provisions of the Code Of Ethics For Public Officers And Employees (ss. 112.311-112.326, F.S.), as may be amended from time to time, with regard to matters including but not limited to:
   1. Solicitation or acceptance of gifts
      No Board Member or employee shall solicit or accept anything of value to the recipient, including a gift, loan, reward, promise of future employment, favor, or service, based upon any understanding that the official action or judgment of the recipient would be influenced thereby.
   2. Doing business with one's agency
      Subject to certain exemptions as set forth in Section 112.313(12), Florida Statutes, no Board Member or employee acting in a private capacity shall rent, lease, or sell any realty, goods, or services to the College. In addition, no Board Member or employee acting in his or her official capacity as a purchasing agent, or otherwise acting in his or her official capacity, shall either directly or indirectly purchase, rent, or lease any realty, goods, or services for the College from any business entity of which the Board member, employee, or his or her spouse or child is an officer, partner, director, or proprietor or has a material interest.
   3. Unauthorized compensation
      No Board Member or employee or his or her spouse or minor child shall, at any time, accept any compensation, payment, or thing of value when such person knows, or, with the exercise of reasonable care, should know that it was given to influence any action in which the person was expected to participate in his or her official capacity.
   4. Misuse of public position
      No Board Member or employee shall corruptly use or attempt to use his or her official position or any property or resource which may be within his or her trust, or perform his or her official duties, to secure a special privilege, benefit, or exemption for himself or herself or others.
   5. Conflicting employment or contractual relationship
      Subject to certain exemptions as set forth in Section 112.313(12), no Board Member or employee shall have or hold any employment or contractual relationship with any business entity which is doing business with the College; nor shall a Board Member or employee have or hold any employment or contractual relationship that will create a continuing or frequently recurring conflict between his or her private interests and the performance of his or her public duties or that would impede the full and faithful discharge of his or her duties.
   6. Disclosure or use of certain information
      No Board Member or employee shall disclose or use information not available to members of the general public and gained by reason of his or her official position for his or her personal gain or benefit or for the personal gain or benefit of any other person or business entity.
   7. Voting conflicts
      No Board Member or employee shall vote in an official capacity upon any measure which would inure to his or her private gain or loss; which he or she knows or should have known would inure to the private gain or loss of a relative or business associate; or which he or she knows or should have known would inure to the private gain or loss of a parent organization or subsidiary of a corporate principal by which he or she is retained. Such person shall, prior to the vote being taken, publicly state the nature of the person’s interest in the matter from which he or she is abstaining from voting and, within 15 days after the vote occurs, disclose the nature of his or her interest as a public record in a memorandum filed with the Office of the College President.
   8. Filing statements of financial interests
      Board members and employees as required by Statute shall file their statements of financial interests in a timely manner with Florida Commission on Ethics or other appropriate state, county, or local government office.
2. Board Members’ performance of duties and responsibilities:
   In carrying out their duties and responsibilities, the members of the Board shall perform the following manner:
   1. Acquaint themselves with laws, rules, and policies relating to public education and to observe and enforce them.
   2. Understand that the basic function of the members of the Board is to make policy - not to administer – and to discriminate between these two functions.
   3. Represent the entire College community.
   4. Transact College business in Board meetings only. Individual members have no legal status to bind the Board outside such meetings.
   5. Give the President full administrative authority for properly discharging her professional duties and hold her responsible for acceptable results.
   6. Accept all Board decisions once they are made and assist in carrying them out effectively.
   7. Attempt to provide the best program of education possible within the means available.
   8. Attempt to procure adequate financial support for the College.
   9. Bring any possible conflict of interest to the attention of the other members of the Board and the President.
3. Employees’ performance of duties and responsibilities:
   In performing their duties and responsibilities on behalf of the College, employees are expected to treat others with respect regardless of differences or points of view. Every College employee is expected to contribute to a safe environment where the free exchange of ideas is encouraged and to treat one another with dignity and respect. Therefore,
   1. Employees are expected to steward resources in the most thoughtful and prudent manner. Employees are expected to ensure that all resources are used for the designated purpose.
   2. Employees are expected to conduct their business with integrity. Potential conflicts of interest or commitment must be thoughtfully considered and disclosed to the immediate supervisor and/or Office of Human Resources as soon as possible.
   3. No employee shall use a position of authority for personal/private gain or advantage, to influence or encourage others to perform inappropriate or illegal acts, or to violate laws, regulations, or College policies.
   4. Employees should avoid any apparent conflict and must avoid any actual conflict between his or her professional responsibilities and personal interests in dealings or relationships with students.
4. Committees and Advisory Boards:
   1. In performing their duties, responsibilities, and service on behalf of the College, employees and community members are expected to treat others with respect regardless of differences or points of view. Every committee member is expected to contribute to a safe environment where the free exchange of ideas is encouraged and to treat one another with dignity and respect.
   2. In an effort to avoid the appearance of impropriety, any committee member acting in a professional, business, or familial relationship with any College employee, vendor, or contractor participating in the procurement process shall disclose that relationship in writing to the Chair of the Committee or the Office of Legal Affairs. An employee that fails to disclose a known relationship or conflict may result in appropriate disciplinary action including, but not limited to, dismissal from employment.
5. Reporting concerns or violations:
   1. Each member of the College community is expected to report violations or concerns about possible violations to this Policy that come to his/her attention.
   2. Supervisors have a special duty to promote adherence to the ethical standards set forth in this document, recognize and report violations, and enforce the standards.
   3. An anonymous system shall be maintained to enable individuals to report concerns or suspected violations involving criminal, unethical, or otherwise inappropriate activity or behavior.
   4. Violations of applicable laws, College policies and procedures, and retaliation against anyone who reports possible violations may result in appropriate disciplinary action including, but not limited to, dismissal from employment.
6. The President shall cause procedures to be developed to implement this policy.