Organization and Administration Procedures Printed Version

1.0001, Manual of Procedures

1.0100 Rulemaking

Authority:F.S. 1001.64; 1001.65; 120.54
Date Adopted:05/1999
Date of Review:10/2019 (inclusive of former Procedure 1.0001, Manual of Procedures)
Related Policy:1.010, 1.020

Purpose:

To provide a process for adopting, amending, and/or repealing College rules. 

Definitions:

Rule – “Rule” means each agency statement of general applicability that implements, interprets, or prescribes law or policy or describes the procedure or practice requirements of an agency and includes any form which imposes any requirement or solicits any information not specifically required by statute or by an existing rule. The term also includes the amendment or repeal of a rule. The term does not include:

  1. Internal management memoranda which do not affect either the private interests of any person or any plan or procedure important to the public and which have no application outside the agency issuing the memorandum.
  2. Legal memoranda or opinions issued to an agency prior to their use in connection with an agency action.
  3. The preparation or modification of:

1. College budgets.

2. Contractual provisions reached as a result of collective bargaining.

Policy – a rule issued by the Board of Trustees which insures the proper operation, improvement and management of the College in accordance with State and federal law as well as State and federal agency rules as may be applicable. 

Procedure – a rule promulgated by the President concerning processes used by administration / management to carry out their duties and responsibilities relative to the operation of the College. 

Procedures:

  1. A committee or any member of the College faculty or staff (hereinafter “Sponsor”) may recommend a new policy / procedure or make recommendations to revise or repeal an existing policy / procedure. A draft of the new or revised policy / procedure or a recommendation to repeal an existing policy / procedure should be forwarded to the Sponsor’s department level supervisor. The Sponsor's supervisor should work with the Sponsor to review and refine the draft / recommendation, if necessary, and forward it to the Vice President for the area of the College to which the policy / procedure pertains.
  2. Upon receiving a proposed policy / procedure or change to an existing policy / procedure, the Vice President with responsibility for that policy / procedure will review the proposal with the Executive Team.
  3. If the proposal is rejected, it will be returned to the Sponsor with reasons for rejection. Suggested modification to the policy / procedure may be requested and reviewed with the Sponsor. The Sponsor, 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.
  4. 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 Policies / Procedures.
    2. The Policy / Procedure will be scheduled for review by the College Advisory Council (CAC) for approval to post (and to place on a Board of Trustees (BOT) agenda if it is a policy).
      1. CAC may return the proposal to the Sponsor if it has questions about or recommendations for the draft proposal.
      2.  The Sponsor may thereafter resubmit the proposal through the Office of Legal Affairs with additional revisions and/or responses to CAC’s questions / comments.
    3. If the proposal is approved by CAC, the Office of Legal Affairs will see that the proposed policy / procedure is published on the college website for a twenty-one (21) day period.
      1. For policies, the proposal will also be scheduled on a BOT agenda for approval to advertise as required by Florida law.
    4. Any comments received during the publication and/or advertising period will be forwarded to the Sponsor.
    5. The proposal will be placed on a CAC agenda once the publication / advertising period has closed at which time the Sponsor shall respond to the comments using the following guide:
      1. If a comment recommends additional revisions or different revisions to the policy / procedure than were approved by CAC when it was published, the Sponsor should indicate if they agree or disagree (and why) with the recommendation(s).
      2. If a comment is simply a statement or a question without a recommendation, the Sponsor shall answer the question or otherwise address the statement.
    6. After review of the comments and responses from the Sponsor, CAC may:
      1. Approve the procedure for final approval by the President without any further changes (for policies, the proposal shall proceed to the BOT for final approval);
      2. Revise the procedure in response to the comments and/or the Sponsor’s responses and approve it for final approval by the President (for policies, CAC may recommend further changes by the BOT before it grants final approval); or
      3. Revise the procedure in response to the comments and/or the Sponsor’s responses and re-post the proposal (for policies, recommend further changes and re-posting to the BOT before it grants final approval).
    7. After final approval by CAC, a 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 Policy / Procedures Manual. The original copy of the signed procedure will be kept on file in the Office of Legal Affairs.
      1. After final approval of policy proposals by the BOT, policies will be published on-line in the College Policy / Procedures Manual.  The official record of the BOT action shall be maintained in the BOT minutes and records.
    8. Annually, the Office of Legal Affairs shall prepare an agenda item seeking Board approval of the procedures adopted, amended or repealed during the preceding fiscal year.
Recommended by:Executive Team/CACDate:10/22/2019
Signed by:President, Georgia L. LorenzDate:10/30/2019

1.0150 Public Comment at Board Meetings

Based on board policy number and Florida Statutes:F.S. Chapter 120; 286.0114; 286.011; 1001.64; College Policy 1.015
Effective Date:06/2014
Date of Review:---

Purpose

This procedure describes the process to be followed to 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.

Procedure

  1. The opportunity to be heard at a meeting of the District Board of Trustees is subject to Board rules, policies, and procedures including requirements regarding orderly conduct and proper decorum in a public meeting.
  2. Any person or group who wants to publicly comment on an Agenda item during a regular monthly meeting of the Seminole State College District Board of Trustees is required to:
    1. Obtain a “Public Comment Card”, available in the Office of the President prior to the Board meeting, or at the sign-in desk at the Board meeting. Complete the card including name, address, telephone number and Agenda item. Supply the Agenda item number when possible. If written materials are to be distributed, a copy of such must accompany the request.
    2. Submit the completed card and related materials to the Board Assistant. In most cases, cards will be collected a few minutes prior to the beginning of the Board meeting.
    3. When recognized by the Board Chair, approach the audience podium and state your name and address for the record. The opportunity to be heard 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.
    4. Comments are limited to three (3) minutes for an individual and five (5) minutes for a group.
  3. Any person or group wishing to comment on an item that is not on the Agenda must make a request to the Board three (3) days prior to the scheduled meeting to make arrangements for completing a Public Comment Card and submitting related materials. This request can be made by contacting the Office of the President at Seminole State College in person or by telephone or email. Follow steps 1-4 above.
  4. All documents submitted to the Board of Trustees are retained as part of the Public Record of the meeting.
  5. The College will provide a reasonable accommodation to an individual with a disability who wishes to make a public comment at a Board meeting.
Recommended byExecutive TeamDate06/17/2014
ApprovedPresident, E. Ann McGeeDate07/09/2014

1.0200 Refund of matriculation Fees for Spouses and Dependents of Current, Retired, or Deceased Employees

Authority:1001.64 F.S.; 6A-14.054; 6A-14.247 FAC
Date Adopted:01/96
Date of Review:8/17
Date of Revision:06/03; 09/17
Related Policy:1.010, 1.020

Purpose:

The purpose of this procedure is to provide reimbursement of tuition for courses taken by spouses and dependent children of current, retired, or deceased employees when approved by the District Board of Trustees. The procedure designates those courses for which reimbursement of tuition is available and defines the process to apply for the reimbursement.

Definitions, for purposes of this Procedure:

  1. Current Employee: An individual with at least six months of continuous full-time employment with Seminole State College as of the end of the add/drop period for the term for which reimbursement is requested.
  2. Retired Employee: A former employee who completed ten years of continuous full-time employment at Seminole State immediately prior to retirement from Seminole State College and is currently receiving retirement benefits through a Seminole State retirement plan.
  3. Deceased Employee: An individual who was employed full-time by Seminole State College at the time of death and who completed three years of continuous full-time employment by the date of death.
  4. Deceased Retiree: Former employee who met the definition of Retired Employee above by the time of death.
  5. Dependent: Individual who was declared a dependent of a current, retired, or deceased employee.
  6. Spouse: Individual who is married to a current employee, or who was married to a deceased employee or deceased retiree at the time of that employee or retiree’s death.
  7. 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.
  8. Matriculation Fees: The actual instructional fees charged by the institution to take college courses, also known as tuition.

Procedure

  1. Guidelines
    1. Reimbursement per course shall not exceed the amount of in-state tuition per course.
    2. Reimbursement excludes fees, which are specified in the approved District Board of Trustee fee schedule.
    3. Reimbursement 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. Reimbursement excludes courses taken at the Adult High School and those vocational and recreational courses ineligible for state support.
    5. Reimbursement for a spouse or dependent shall be limited to a lifetime total equivalent of 120 semester hours.
    6. Spouses and dependents of employees, retirees, deceased employees or deceased retirees whose tuition is fully paid by scholarships (federal, state, or institutional) or fee waivers are not eligible to receive reimbursement under this procedure.
  2. Eligibility
    1. Dependents
      Dependents of an employee, a retired employee, a deceased employee, or a deceased retiree must document that dependent status.  A 1040 tax form or other appropriate documentation may be accepted by the College president or designee as evidence of dependent status.
      1. Dependents of an employee or a retired employee: must have been declared a dependent of the employee in the calendar year prior to the term of enrollment and must be eligible to be declared a dependent in the year in which enrollment occurs. Eligibility shall cease at the end of the calendar year in which the dependent reaches age 26.
      2. Dependent of a deceased employee or deceased retiree: must have been declared a dependent of the deceased employee or deceased retiree in the calendar year prior to the date of death and must have been eligible to be declared a dependent in the year in which the death occurred.
        Eligibility shall cease:
                i. at the end of the calendar year in which the dependent reaches age 26, or
               ii. when more than five years passes from the death of the deceased employee or deceased retiree to the date of the reimbursement request, whichever comes first.
        The reimbursement request must meet one of the following conditions:
        1. The deceased employee must have completed three years of continuous full-time employment with the College, or
        2. The deceased employee must have completed six months of continuous full-time employment with the College and the dependent was enrolled in a post-secondary credit course at the time of the employee’s death.
    2. Spouses
      The spouse of an employee, a retired employee, a deceased employee, or a deceased retiree may apply for reimbursement, noting the following conditions.
      1. Spouse of an employee: The employee must have completed six months of continuous employment before the end of the published add/drop period for the term in which the spouse enrolls and requests reimbursement.
      2. Spouse of a retired employee: The retired employee must have completed ten years of continuous employment before the end of the published add/drop period for the term in which the spouse enrolls and requests reimbursement.
      3. Spouse of a deceased employee: Eligibility for reimbursement shall cease when more than six months passes from the death of the employee to the date of the reimbursement request.
        The reimbursement request must meet one of the following conditions:
        1. The deceased employee must have completed three years of continuous full-time employment with the College, or
        2. The deceased employee must have completed six months of continuous full-time employment with the College and the spouse was enrolled in a post-secondary credit course at the time of the employee’s death.
      4. Spouse of a deceased retiree: Eligibility for reimbursement shall cease when more than six months passes from the death of the retiree to the date of the reimbursement request.
  3. Request for reimbursement

The employee, spouse, or dependent shall complete and submit the Request for Reimbursement 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 byExecutive Team/CACDate09/26/2017
Signed byDr. E. Ann McGeeDate10/2/2017

1.0300 Florida State Employee Tuition and Fee Waiver

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 byExecutive StaffDate11/19/02
Approved:President, E.Ann McGeeDate01/06/03

1.0410 Supplemental Teaching Contracts

Based on board policy number and Florida Statute:Effective Date:
1001.61 F.S; 6A-14.261 FAC; SCC Rule 1.0208/21/91

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 byPresidents Council:Date6/18/91
Approved:President, Earl S. WeldonDate7/09/91

1.0600 Resolving Discrimination Concerns

Authority:F.S. 760.01-.11; 1000.05; Genetic Information Nondiscrimination Act (GINA) of 2008; Title IX, U.S. Education Amendments Act of 1972; Title VII of the 1964 Civil Rights Act.
Date Adopted:03/17 (Note: This procedure replaces the Discriminatory Complaint Procedure 2.1800, which was adopted in March 1990 and repealed/replaced 03/17.
Date of Review:11/16
Date of Revision:-----
Related Policies:1.060

Purpose

This procedure is intended to provide employees, students, applicants for employment or admission to the College, and visitors an opportunity to notify the College of actions they perceive as discrimination and to seek a resolution of that concern through a procedure devoid of coercion, interference, restraint, or discrimination (including harassment or retaliation).

 This procedure shall apply only to discrimination based on 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.

Definitions

Alleged Discriminating Official (the respondent): The individual responsible for the discriminatory act, as identified by the complainant.

Anonymous information: The College reserves the right to review and close reports, inquiries, and complaints received anonymously. This includes information from a named individual who cannot or will not provide supporting details upon request.

Complainant: An individual who makes a statement to the College that describes an adverse action taken by the College within the past 180 days on any of the bases prohibited by College Policy 1.060.

Discriminate: To act with partiality or prejudice either for or against an individual or group based on 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.

Discrimination Concerns: Categories of Resolutions

  1. Report: Communication of information to the College regarding a situation or incident an individual believes to be prohibited discrimination, with no further interaction. Note: the College encourages reporting parties to provide contact information and further communication regarding details.
  2. Inquiry: A process used by an individual in an endeavor to resolve a situation or incident an individual believes to be prohibited discrimination. In most cases, the individual participates in fact-finding and states the desired remedy for the concern. The College may provide an individual remedy following a finding of a violation.
  3. Complaint of Discrimination: A statement by an individual that describes an adverse action taken by the College within the past 180 days an individual believes to be prohibited by College Policy 1.060. The Complainant provides a written statement that includes facts supporting specific allegations, identifies the type of discrimination alleged, specifies the desired remedy, and authorizes the College to investigate. 

Documentation: As applied in this procedure, any information, documents, statements, observations, and other indicators relating to the circumstances described in the complaint. Documentation is considered before making a finding that applies the statutory standard, “preponderance of evidence.”

Duty Day: A day of College operations as defined by the College District Board of Trustees' approved calendar.

Equity Officer: An employee or agent of the College primarily responsible for assisting employees and students to avoid discriminatory practices and to resolve situations where discrimination is alleged. An alternate Equity Officer may be appointed by the College President when it is in the best interest of the College.

File Date: The date the appropriate contact is received by the Equity Officer to initiate the discrimination complaint process.

Interim Protective Measures: Short-term actions taken by the College to ensure continued access to the College’s programs and activities. The process of completing a report, inquiry, or complaint may continue while interim protective measures are implemented. 

Preponderance of evidence: The standard used to find that the alleged conduct violated College Policy 1.060, Non-Discrimination, or a federal or state statutory obligation of the College relating to discrimination.

Protected activity: Reporting discrimination in any manner, serving as a witness in a discrimination proceeding, or involvement in a proceeding to resolve discrimination.

Respondent: An individual named in a statement to the College as representing the College while taking an adverse action, on the bases prohibited by College Policy 1.060, within the past 180 days.

Retaliation: Anadverse actiontaken against acovered individualbecause he or she engaged in aprotected activity, when it has the purpose or effect of discouraging any individual from engaging in similar protected activity.

Procedure

The College encourages actions to prevent or correct discrimination. To demonstrate this commitment, the College will implement certain adjustments for the support and safety of complainants or witnesses, maintain confidentiality to the extent possible, and complete a thorough investigation in a timely manner.

  1. Special Circumstances
    Any employee of the College who learns of child abuse, abandonment, or neglect must report the situation immediately. For emergencies, call 911. When there is no immediate danger, employees must call the Florida Department of Children and Families’ statewide hotline number 1.800.962.2873. Further information is contained in Procedure 8.0500 Protection of Children and Vulnerable Persons: Reporting Known or Suspected Abuse, Abandonment or Neglect of Children https://www.seminolestate.edu/policies-procedures/procedures/security/8.0500
  2. Confidentiality
    1. Individuals should be aware of the College’s responsibilities regarding confidentiality. This applies to those who identify themselves when they report concerns of discrimination, inquire about College actions and request a remedy for discrimination, or file a complaint of discrimination.
    2. The College is responsible for correcting and remedying situations or patterns of discrimination when identified. That is best achieved with open discussion of facts. The participation of involved individuals plays a vital role in effective resolution.
    3. The College may keep confidential such actions as the initial contact with a College official to explore options and discuss this Procedure. Note: once an official is aware that discrimination may be involved, that official must take an action on behalf of the College. The College will take all reasonable steps to protect the identities of involved parties during an exploration of options and in investigation, upon request.
    4. The College must balance the safety and privacy of the individual with the responsibility to maintain an environment free from discrimination. In situations involving other statutory obligations, the College may have to disclose situations or identities, although every effort will be made to maintain confidentiality.
  3. College Steps Common to Reports of Discrimination, Inquiries Related to Discrimination, and Discrimination Complaints to the College
    1. The College normally will take the following actions when receiving a report, inquiry, or complaint.
      1. Receive the facts through an appropriate College official.
      2. Receive contact information. The College addresses anonymous reports with no individual remedy for the unknown reporting party, although there may be changes in the environment on behalf of applicants, students, employees, or visitors.
      3. Assess immediate safety and productivity elements.
      4. Report relevant activity involving minors.
      5. Notify the Equity Officer immediately of any reports, inquiries, or complaints of discrimination to ensure College compliance with federal and state statutes as well as College policies. The Equity Officer will work with the official to determine the next steps.
      6. Consider the need for a Clery Act timely warning notice as described in Procedure 8.030  Timely Warnings and Emergency Notifications   https://www.seminolestate.edu/policies-procedures/procedures/security/8.0300 )
      7. Assess the need for interim protective measures.
      8. Notify Student Affairs regarding the allegations if a student is involved; notify Human Resources if an employee is involved.
      9. Take appropriate actions to maintain integrity of investigation. If a student is involved, document any changes in enrollment status related to the complaint. If an employee is involved, document any relevant personnel actions such as interim transfers, reassignments, administrative leaves, or similar.
      10. Determine if the allegation meets the definition of discrimination.
      11. Seek input on the desired remedy.
      12. Discuss the College’s commitment to prevent retaliation and procedures for reporting any such incident.
  4. Reports Alleging Discrimination
    1. The College encourages individuals to make reports when they observe or receive information regarding a situation or incident that might be based on discrimination. They should describe the alleged discrimination to a supervisor, Human Resources, or the Equity Officer. If presented to someone other than those representatives, that individual should refer the matter to the Equity Officer in a timely manner.
    2. The reporting party should provide contact information in case the College representative who reviews the situation or incident needs additional information. The College provides no individual remedy to those who report discrimination, although the reporting party may see a change in circumstances surrounding the topic of the report.
    3. An individual presenting a report may choose at any time to make an inquiry, file a complaint of discrimination with the College, or seek resolution with external civil rights agencies.
    4. The College encourages reports when the situation is experienced or observed, but reports received within 180 days are most effectively resolved. The College will review reports alleging discrimination in a timely manner, but there is no deadline for completion of that review. 
  5. Inquiries Alleging Discrimination
    1. An individual may review a situation or incident with the alleged discriminating official; that individual’s supervisor or higher level supervision; Student Affairs (for student issues); Human Resources (for employment issues), or the Equity Officer (for any issue, including concerns by visitors) without initiating an inquiry under this procedure. An inquiry is not a complaint.
    2. An inquiry requires the concerned individual to provide a written statement of the situation or incident that describes the type of discrimination perceived, as well as requested actions that address the situation or incident. The College representative receiving a written statement supporting the inquiry has a responsibility to review it in good faith and decide on appropriate action.
    3. Depending on circumstances, the College representative may explore the inquiry or refer it for resolution by higher-level supervision, Human Resources, or the Equity Officer. If the issue relates to any type of prohibited discrimination as listed above, the College representative must ensure that the Equity Officer is notified of the inquiry, regardless of who works to resolve it. The Equity Officer will collaborate with Student Affairs, Human Resources, supervision, or other relevant parties to foster a resolution at the inquiry level.
    4. Resolution of an inquiry does not represent a finding of discrimination. If the response to the inquiry resolves the matter, the College representative who resolved it should document the situation and the resolution.
    5. Inquiries must be resolved with a final decision within 20 duty days. The College may extend the timeline for good cause, with written notification to the inquiring party that includes the new date for completion.  
    6. An individual who is not satisfied with the result at the inquiry level may file a complaint of discrimination with the College or seek resolution with external civil rights agencies at any time.
    7. The College encourages communication when the situation is experienced or observed, but accepts inquiries received within 180 days of the occurrence.
  6. Complaints Alleging Discrimination
    1. Students, employees, applicants for enrollment, applicants for employment, and visitors who identify issues they believe resulted from discrimination on prohibited bases may file a Discrimination Complaint with the College. The Equity Officer shall manage the process of discrimination complaint investigation. College personnel receiving complaints of discrimination shall refer them in a timely manner to the Equity Officer. Contact information:

      Associate Vice President
      Equity and Diversity/Title IX Coordinator
      100 Weldon Boulevard
      Sanford, FL 32773
      (407) 708-2963

    2. The Equity Officer will investigate the complaint using the following steps, as appropriate to the subject of the complaint:
      1. Determine jurisdiction. Identify the complainant’s relationship with Seminole State College, the basis for the alleged action, the last date of the action (occurring no more than 180 days prior) and other factors related to the College’s jurisdiction over the subject of the complaint. If the College cannot reasonably determine jurisdiction, the Equity Officer will close the complaint.
      2. Assess safety and productivity elements at the moment. Should the instructor/student relationship or an employment-related relationship present a concern for safety or productivity, Student Affairs and/or Human Resources (as appropriate) may specify a temporary reassignment of specified duration for either individual.
      3. Explore alternative complaint options with the complainant, if jurisdiction is confirmed. Federal, state, and other College resolution processes may exist. Some foreclose others. As an example, the College may close a complaint of discrimination when the complainant has engaged in another campus process for resolution.
      4. Secure information from the complainant, to include:
        1)    a complete statement of the complaint and supporting facts
        2)    an indication of what type of discrimination the complainant is alleging;
        3)    an identification of the individual(s) responsible for the alleged discrimination;
        4)    the remedy or corrective action(s) requested.
      5. Confirm the name and contact information for the Equity Officer who will lead the investigation. While Policy 1.070 designates the primary Equity Officer, the College President may reassign the responsibility in the best interests of the College.
      6. Confirm the date on which the College opened an investigation following completion of required elements: determination of jurisdiction, confirmation of choice of forum, and signed discrimination complaint with required information. This date marks Day 1 of the investigation period.
      7. Collect evidence. This may include interviews, document collection, statistical modeling, site visits, independent research, or other methods as permitted by statute. These actions normally take place during scheduled working hours, unless alternative schedules are in the best interest of the College.
      8. Summarize evidence, findings, and corrective actions intended to resolve any discriminatory actions in which the College engaged. Maintain a neutral role that facilitates identification of prohibited behavior and represents the College’s commitment to non-discrimination.
      9. Prepare a report (which may be preserved electronically) to the College President containing:
        1)      basis of the complaint
        2)      names of the persons involved
        3)      undisputed facts
        4)      disputed facts
        5)      final disposition of the inquiry (based on a preponderance of evidence)
        6)      corrective actions planned, including, but not limited to, referrals to action offices or changes in College operations.
      10. Implement the recommended corrective actions. Observe the established timeline: no more than 40 duty days from the date of opening the investigation period until the date of transmittal to the parties involved. The College may extend the timeline for good cause, with written notification to the complainant and respondent that includes the new date for completion. Good cause for extensions may include the complexity of the investigation, availability of witnesses, unexpected College non-duty days, and other factors.   
      11. Notify the complainant, respondent, and other relevant parties within five duty days of the investigation’s conclusion. Notification may take place electronically or by other reliable means. “Relevant parties” include offices named in the recommendations as responsible for considering remedies or corrective actions. It also includes referral to Student Affairs when the issue involves a student and Human Resources when the issue involves an employee.
      12. Coordinate the College’s response to corrective actions or recommendations. Document all follow-up.
      13. Maintain the official file of all records associated with the complaint.
  7. Appeals
    1. The College closes complaints of discrimination by communicating a decision to the complainant, the respondent, the Associate Vice President for Equity and Diversity/Title IX, and relevant parties responsible for considering remedies or corrective actions. The decision takes the form of a finding whether the alleged actions violated College policy or relevant federal or state civil rights statutes.
    2. The Equity Officer's decision is final. It may be appealed only under the following conditions:
      1. The Equity Officer did not comply with an element of the procedure, which significantly affected the outcome, or
      2. The non-prevailing party presents clear evidence of facts unavailable through the exercise of due diligence during the investigation. Those facts must be credible for review and demonstrate a strong possibility that they could have changed the investigation finding related to a violation.
    3. An appeal consists of a written statement containing the facts supporting the appeal. The statement shall be communicated to the Equity Officer within five duty days of the date on which the party received the communication of the investigation’s conclusion.
    4. The Equity Officer will certify the appeal or decline to certify the appeal within five duty days of receipt. The criteria to certify or deny the appeal appear in Section G.2.a-b above.
    5. Once an appeal is certified, Day One of the review period begins the duty day after it is certified. The Equity Officer will consider the facts of the certified appeal and recommend an appeal finding. The Equity Officer will communicate that recommended appeal finding to the President or designee for approval. Appeal reviews shall conclude within 15 duty days of certification. The conclusion shall be represented by communication of a decision to the original complainant, original respondent, the Associate Vice President for Equity and Diversity/Title IX, and those individuals who received a copy of the original investigation report.
    6. The decisions on the appeal certification and the appeal finding are final. Discrimination complainants who wish to pursue further options may contact federal or state civil rights agencies for information.1
  8. Guidelines relating to the complaint process
    1. The Equity Officer is the custodian of all documents and other evidence connected with a complaint of discrimination. The Equity Officer in a designated complaint file shall maintain all pertinent communications, documents, and records in any form. Such communications, documents, and records may be released at the conclusion of the investigation, as required by statute.
    2. The complainant normally will bear the costs of preparing and presenting the statements and evidence for all phases of the complaint. These actions shall take place outside of worktime and without incurring the expense of College support resources such as copiers or printers. The Equity Officer may authorize specific time commitments and resource usage in the best interest of the College.
    3. The College normally will bear the costs of preparing and presenting the respondent’s case if the complaint alleges a discriminatory act by an individual acting in an official capacity for the College. If a complaint alleges a discriminatory act by a respondent acting beyond the role and scope of the respondent’s position, the respondent normally will bear the costs of preparing and presenting the case.
    4. Complainant may elect legal counsel, but it is not required at any stage. If counsel is involved in any stage of the investigation, appropriate adjustments to time frames may be required. The College's General Counsel normally will be involved whenever counsel for a complainant, respondent, or witness is involved.
    5. Any party may be accompanied to an interview or other interaction related to the complaint by an individual serving in the role of advisor, including legal counsel. The advisor maintains a silent and non-participating presence, observing and providing support.
    6. State or federal civil rights agencies may be contacted by a complainant as appropriate. The complainant is required to notify the Equity Officer when selecting an alternate form of resolution.
    7. An investigation finding that a respondent’s actions constitute a violation shall form the basis for disciplinary action. Human Resources is responsible for considering and implementing such actions involving employees; Student Conduct is responsible for considering and implementing such actions involving students.
    8. In the event that the President is a named respondent, the Board shall designate an individual to perform the President's duties as defined in this complaint procedure.
  9. Prohibition of Retaliation
    1. All individuals associated with the report, inquiry, or complaint shall be protected from any form of retaliation from any individual(s) within the control of the College. Individuals associated with the report, inquiry, or complaint may include the reporting party, the inquiring party, the complainant, the respondent, individuals who were named as witnesses, and individuals known or thought to be allied with any such parties.
    2. The College encourages students and employees to intercede in discriminatory behavior, when it is safe, and report the situation when appropriate. Reporting may include statements to Campus Safety and Security, the Associate Vice President for Equity and Diversity/Title IX Coordinator, Human Resources, other campus authorities, or law enforcement.
    3. The College will investigate allegations of retaliation as vigorously as any other type of discrimination and will apply appropriate disciplinary sanctions as warranted.
  10. Obligation for Truthful Information
    The College reviews all discrimination concerns with a sincere commitment to implementing statutes, guidelines, and College policy in various areas. Allegations leading to findings that a College policy or civil rights law has been violated can carry serious sanctions. When review or investigation determines that an individual has provided false information intentionally or maliciously, that individual may be subject to disciplinary action. Information provided in good faith, even if the facts are not substantiated in the review or investigation, is excluded from this definition. Criminal or civil penalties also might apply to intentional or malicious provision of false information. 
Recommended byExecutive TeamDate03/24/2017
Signed byPresident E. Ann McGeeDate03/30/2017

 

1Those include the federal Equal Employment Opportunity Commission or the Florida Commission on Human Relations for employees or the U.S. Department of Education, Office for Civil Rights for students.

1.0900 Standing Institutional Committees

Authority:

F.S. 1001.64 ; FAC 6A-14.0261

Date Adopted:

2/97

Date of Review:

01/09; 08/11; 03/12; 12/2013; 11/2015; 10/17, 8/20

Related Policies:

1.020

Purpose

Seminole State College (the College) 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 college-wide 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 and councils at Seminole State College:
    1. Academic Calendar Committee
    2. Council to Coordinate Standing Committees (CCSC)
    3. Curriculum Committee
    4. Employee Benefits Committee
    5. Employee Excellence Committee
    6. Environmental Health, Safety and Security Committee
    7. Equity Committee
    8. Library Committee
    9. Shared Governance Council
    10. Speaker Series
    11. Sustainability Committee
    12. Technology Advisory Committee
    13. Technology Enhanced Learning Committee
       The purpose and membership of each committee and council is described and listed in the institutional procedure relating to that specific committee.
  1. 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.
  1. 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. All part-time employee and student representation on committees will be specifically described in the committee procedure. All other committee membership shall be comprised of full-time faculty and staff.
  2. The Council to Coordinate Standing Committees (CCSC) will coordinate the Standing Committee appointment process (see Procedure 1.0900.4).
  3. Committee chairs will be determined according to each committee’s procedure. Elected committee chairs should be elected at least every three years.
  4. Duties of Chairs and Co-Chairs. The committee chair and/or co-chairs will receive an orientation packet with information on the college-wide committee procedures annually from the CCSC. The committee chair and/or co-chairs will:
    1. Establish meeting times and locations.
    2. Create and distribute an agenda in a timely fashion.
    3. Conduct meetings in an orderly manner, allowing appropriate participation of all individuals present.
    4. See that minutes are written, approved, distributed promptly and posted to the Web.
    5. Ensure that a clear consensus or vote is taken on action items.
    6. Act as a mentor or assign a mentor to new committee members who are unfamiliar with the committee or the College’s governance.
    7. When utilizing a co-chair, announce to the committee members how chair/co-chair duties will be divided.
    8. When serving as co-chairs, communicate regularly with each other over the construction of the agenda and other relevant work.
    9. Collaborate with the committee in evaluating committee effectiveness for the year and submit the standing committee annual assessment to the appropriate College leader and CCSC annually by June 30.
  1. Duties of Members. All committee members will:
  1. Attend meetings regularly.
  2. Keep their constituent groups informed of committee actions. This includes informing the appropriate employee council (for example, CSEC, PTEC, or Faculty Senate) of pertinent committee business. If more than one committee member is represented by an employee council, then those committee members shall designate a liaison to the appropriate employee council.
  3. Complete assignments associated with committee work in a timely fashion
  4. Perform their duties in a courteous and professional manner.
  1. 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 committee chair will contact their CCSC liaison to inform them of the open committee seat. The CCSC liaison will then bring the vacancy to the attention of the CCSC committee chair. CCSC will recommend a replacement according to CCSC procedure.
  2. 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
    3. May not serve as committee chair/co-chair.
  1. Each committee shall meet in accordance with their procedure. Meetings may be face to face, via e-mail, by conference call, or by other electronic/digital means.
  2. A quorum shall exist when a majority of voting members is present.
    1. During the meeting, voting shall be by voice unless a written ballot is requested by any member of the committee
    2. By a majority decision of the committee, a vote may be conducted electronically. When conducting an electronic vote, members submit their vote to the committee chair in a manner that follows the spirit of an in-person written ballot (for example, votes shall not be cast via a “reply all” email). All voting must remain open a minimum of 24 hours occurring within College business days. Results of a vote may be announced immediately following the close of the voting period. 
  3. Agendas and minutes.
    1. Agendas:
      1. Agendas 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 prior to the scheduled meeting time. The chair/co-chair will decide to add the item, defer the item, or decline the item with an explanation to the member.
      3. Any non-member may request to have an item placed on the agenda by contacting the committee chair/co-chair or applicable constituent representative member. The chair/co-chair will decide to add the item, defer the item, or decline the item with an explanation to the member.
    2. Minutes:
      Minutes will be posted to the College’s Standing Committee Web page by the recorder determined by each committee.
  4. By June 30 of each year, each committee chair will collaborate with the committee to complete the Standing Committee Annual Assessment.
    1. The assessment will be forwarded to the appropriate College leader and CCSC for review.
    2. The College leader and CCSC will follow up on assessment recommendations as appropriate
    3. Following approval by Executive Team, each committee’s Annual Assessment shall be posted to the Standing Committees website.
  5. Changes to the standing committee structure will be accomplished in accordance with the Procedure on Procedures 1.0001.
Recommended by:

Executive Team/CAC

Date

     9/22/2020

Signed by:President Georgia L. LorenzDate

   10/19/2020

1.0900.1 Shared Governance Council

Purpose

The purpose of this council is to serve as an advocate and to provide oversight for shared governance at all levels at the College.

Definition

Shared Governance is the balanced participation of administration, faculty, staff, and students in operational planning, decision-making, and implementation relative to how each group may be impacted by the decision.

Guiding Principles

  • We will solicit diverse perspectives for institutional decisions and ensure the representation of all affected groups.
  • We will communicate openly and with transparency by welcoming an exchange of ideas without risk of reprisal.
  • We will foster a culture of collaboration, engagement, and collective investment in the mission of the College.

Procedure

  1. Responsibilities:
    1. Foster and model best practices across the College that are consistent with the guiding principles of shared governance, including communication with stakeholders across the College.
    2. Work to ensure standing and non-standing committees maintain required posting of minutes, an active presence on the College website, and other communication necessary to keep faculty and staff informed.
    3. Create and maintain a directory of all committees and other outlets for shared governance on campus in the interest of transparency and to promote participation in shared governance.
    4. Provide guidance and oversight across constituencies. Coordinate with the College Advisory Council to ensure elements of shared governance are consistent and appear in college policies and procedures.
    5. Maintain the shared governance web site and a college-wide committee meeting calendar.
    6. Work with Human Resources and the Faculty Center for Teaching and Learning (FCTL) to provide training on elements of shared governance.
    7. Develop and maintain an annual self-assessment to be used by all College governing bodies to evaluate and improve upon their use of shared governance best practices.
    8. Jointly organize and conduct an annual summit with the Council to Coordinate Standing Committees for all college faculty, staff and members of standing committees to review CCSC’s “annual assessment and recommendations for improvement and change,” discuss best practices in shared governance and committee procedures, provide training and address any recommendations from Executive Team.
  2. Members shall be appointed by CCSC in accordance with Procedure 1.0900.4. Membership of the council shall consist of the following:
    1. Three faculty (Instructional, Librarians, and/or Counselors)
    2. Two part-time employees (one of which must be an Adjunct Faculty)
    3. Two professional employees (includes professional staff and technical staff)
    4. Three career service employees
    5. One administrator
    6. One student
    7. General Counsel (ex-officio, non-voting)
  3. The Council shall have the following offices:
    1. Chair
      1. Roles and responsibilities – The Chair shall fulfill the duties of the office as established in Procedure 1.0900.
      2. Term of Office and Election – The Chair shall serve for one year.  The office of the Chair shall be filled by the Vice Chair at the time of Council elections.  If the Vice Chair is unable or unwilling to assume the office of Chair, the Council shall elect a Chair from the membership no later than the last meeting of the Council for the Spring term.
    2. Vice Chair
      1. Roles and responsibilities – The Vice Chair shall fulfill the duties of the Chair in the Chair’s absence or specific duties as the Chair may delegate or assign to them.
      2. Term of Office and Election – The Vice Chair shall serve for one year.  At the conclusion of their service as Vice Chair, they shall assume the office of the Chair.  The election for the Vice Chair shall occur no later than the last meeting of the Council for the Spring term.  The term of office shall begin with the first meeting of the Council for the following academic year.  
    3. Secretary
      1. Roles and responsibilities – The Secretary shall take, maintain and distribute meeting minutes and fulfill other duties as may be assigned by the Chair.
      2. Term of Office and Election – The Secretary shall serve for one year. The election for the Secretary shall occur no later than the last meeting of the Council for the Spring term.  The term of office shall begin with the first meeting of the Council for the following academic year.  
  4. The General Counsel and the Chair will coordinate the forwarding of council recommendations to appropriate parties within the College.
  5. The Council shall meet no less than two times a year. In the absence of a serving chair, the General Counsel shall have the responsibility of convening the first meeting of the academic year.
  6. A liaison shall be elected annually from the voting membership to serve on the College Advisory Council.
  7. The Council and members will operate in accordance with Procedure 1.0900. 
Recommended by:Executive Team/CACDate:08/17/2021
Signed by:President Georgia L. LorenzDate:08/24/2021

1.0900.2 College Advisory Council


Authority: 1001.64; 1001.65
Date Adopted: 09/2018
Date of Review: 
Related Policies:               1.020                 

Purpose

The purpose of the Council is to foster collaboration across all areas of the College, promoting shared governance and joint problem solving for issues facing the College. The Council helps facilitate communication to and from all areas of the College and oversees the review and revision of College policies and procedures.

Definitions

  1. Constituent groups: recognized representatives of internal stakeholders.
  2. Policy or procedure sponsor: designated representative of initiating office or constituent group.

Procedure(s)

  1. Responsibilities:
    1. Exchange updates from constituent groups.
    2. Review policies and procedures for possible revision before posting for public comment.
    3. Meet with policy or procedure sponsors to discuss new policies and procedures and changes to existing policies and procedures throughout the policy and procedure approval process.
  2. Membership of the Council shall consist of the following:
    1. College President
    2. Members of the Executive Team
    3. A Student Government Association Officer
    4. Chair, Professional Employee Council
    5. Chair, Career Service Employee Council
    6. President, Faculty Senate
  3. The College President shall chair the Council, or a designee in the President’s absence.
  4. The Council normally will meet the Tuesday following each District Board of Trustees meeting.  The Council shall post agendas and meeting summaries regarding all meetings to the College website. 
Recommended by

Executive Team/CAC

Date

  09/18/2018

Signed by

 President Georgia Lorenz   

Date

 09/27/2018

 

1.0900.3 Planning and Budgeting Process Committee

Authority:F.S. 1001.64
Date Adopted:02/92
Date of Revision(s):6/97; 4/02; 2/07; 5/11; 03/2013; 9/2014; 06/2015; 11/2015; 5/2020 (formerly 1.0900.3)
Related Policy:1.020

 Purpose

The purpose of this procedure is to define and establish the process for annual institutional planning and budgeting that integrates planning and budgeting activities, aligns planning and budgeting with strategic plans and priorities, promotes transparency, and engages the college community in planning and budgeting decisions and priorities.  

Procedure

  1. In order to accomplish this procedure the college 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 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 planning and budgeting 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. Share budget drafts through a series of collegewide employee forums to inform and engage employees in budget decisions and priorities before plans and budgets are completed.
    9. Share budget drafts with Trustees to inform and engage Trustees in budget decisions and priorities before plans and budgets are completed.
    10. Establish subcommittees or taskforces as needed to complete planning and budgeting activities and decisions.
    11. Forward a balanced and complete budget to Trustees for approval before the start of a fiscal year.
  1. The areas of Finance and Budget/Business Services and Institutional Effectiveness and Research will support Executive Team, Trustees, and other subcommittees in activities to draft, review, and complete plans and budgets.
Recommended by:Executive Team/CACDate5/12/2020
Signed by:President, Georgia L. LorenzDate5/13/2020

1.0900.4 Committee to Appoint Committees

Authority:College Policy 1.020
Date Adopted:2/07
Date of Review:05/09; 08/11; 03/12; 06/14; 10/17; 3/18; 3/21
Related Policy:1.020

Purpose

The Council to Coordinate Standing Committees (CCSC) is a standing committee of the College. The purpose of the committee is to manage the college wide standing committee appointment process and coordinate such committees’ operations under Procedure 1.0900. The committee selects College employees to serve on the standing committees. 

Procedure

  1. The committee will have the responsibility to: 
    1. Ensure that the appointment procedures for standing committees are followed
    2. Ensure that diversity in the committee representation is achieved
    3. Consider multi-campus representation
    4. Carry out necessary membership updates and revisions in a timely manner
    5. Ensure that representation is as broad as possible within parameters established by the President
    6. Foster the periodic evaluation of the college committee structures, the CCSC structure, and the College committee appointment process 
    7. Orient and train committee chairs as to relevant committee procedures
    8. Jointly organize and conduct an annual summit with the Shared Governance Council for all college faculty, staff, and members of standing committees to review Shared Governance Council’s “annual assessment and recommendations for improvement and change,” discuss best practices in shared governance and committee procedures, provide training, and address any recommendations from Executive Team.
  1. Membership of the committee shall consist of the following: 
    1. One Campus Dean or Associate Vice President 
    2. One Student Affairs representative
    3. Faculty Senate President, Vice President, or designee
    4. Director of the Faculty Center for Teaching and Learning
    5. One faculty member from each of the following areas:
      1. Arts and Sciences
      2. Business, Health, and Public Safety 
      3. Construction, Design, Engineering and Information Technologies
      4. At large faculty member 
    6. The UFF-Seminole Chapter President, Vice President, or designee.
    7. One professional level employee (includes professional staff and technical staff)
    8. One career service employee 
    9. Associate Vice President, Equity & Diversity/Title IX Coordinator (ex-officio, non-voting)
    10. One Institutional Effectiveness & Research staff member (ex-officio, non-voting) 
  1. The chair of the committee shall be elected from the voting membership.
  2. The committee chair shall forward the committee's annual assessment and recommendations for improvement and change to the appropriate Vice President for presentation to the Executive Team. This assessment shall include the names and campus, length of service, employee classification, and department for all standing committee appointments to ensure compliance with Section 1. For each committee in the report, the Associate Vice President for Equity & Diversity/Title IX Coordinator will provide a signature with a statement indicating that the committee also achieves an equitable representation of race/ethnicity and sex. The annual assessment shall be published online via CCSC’s webpage.
  3. The committee will meet at least two (2) times per academic year. In the absence of a serving chair, the Associate Vice President for Equity & Diversity/Title IX Coordinator shall be responsible for convening the first meeting of the academic year in order to facilitate meeting the following deadlines:
    1. By March 1 of each year, the Committee Chair will solicit individual preferences from employees for serving on standing institutional committees.
    2. For student representation, CCSC will contact the Director of Student Life by April 1 of each year. The director will receive a recommendation from SGA for each opening and forward those recommendations to the CCSC Chair before the start of the Fall term. 
    3. For vacancies to be filled by position, CCSC will contact the employee holding the named seat by April 1 of each year to confirm availability to serve. In the case of multiple eligible employees (example: “One employee from IER”), CCSC will contact the supervisor of the unit to request a recommendation. Employees newly serving by position will be notified of their committee assignment at the same time as the other new committee members. 
    4. By April 15 of each year, the CCSC will select candidates for all committees.
    5. By the end of the Spring term, the College President and the CCSC chair jointly will notify all employees of committee appointments for the coming academic year. The CCSC chair will notify all volunteers for committee membership that were not selected that they were either not eligible for an open seat on the committee or that they were not selected for the open seat. 
    6. By October 15 of each year, CCSC will review the annual assessment of each committee and make appropriate recommendations for implementation.
  4. Members of the committee shall serve as liaisons to the other standing committees to ensure up-to-date committee membership and adherence to committee procedures.
  5. In order to fill mid-term committee vacancies reported by standing committee chairs, CCSC will take the following steps except when vacancies are created by members serving by position or designation:
    1. CCSC will return to the most recent list of eligibles derived from the Chair’s solicitation of individual preferences from employees for serving on standing institutional committees. 
    2. Should the list not provide an appropriate replacement, CCSC will solicit all eligible employees for interest in filling the vacancy.
    3. Should a potential replacement still not be identified, CCSC will solicit the appropriate Vice President or Associate Vice President for recommendations.
    4. CCSC will select the replacement. 
    5. Replacements shall serve the remainder of the term of the seat vacated. 
  6. The committee shall operate in accordance with Procedure 1.0900.
Recommended byExecutive Team/CACDate3/16/2021
Signed byPresident, Georgia L. LorenzDate3/25/2021

1.0900.6 Technology Enhanced Learning Committee

Authority: 
Date Adopted:2/07
Date of Review:5/09; 8/11; 3/12; 11/15; 3/21
Related Policy:1.020

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. Director, College Libraries
    4. One CTS Director
    5. Director, Facilities or designee
    6. A Dean or Director from each of the academic schools
    7. One faculty member from each of the following areas (at least one to be a Faculty Senate member)
      1. Arts and Sciences
      2. Business Health and Public Safety
      3. Construction, Design, Engineering and Information Technologies
      4. At large faculty member
    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 byExecutive Team/CACDate3/16/2021
Signed byPresident, Georgia L. LorenzDate3/25/2021

1.0900.9 Technology Enhanced Learning Committee

Authority: 
Date Adopted:2/07
Date of Review:05/09; .8/11; 03/12; 03/17; 3/21
Related Policy:1.020

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. Committee Responsibilities
    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 online teaching and learning
    10. Assist by initiating and assessing support services for on-line learners
  2. Membership on the committee shall consist of the following:
    1. Vice President of Academic Affairs (or designee)
    2. Vice President for Information Technology and Resources (or designee)
    3. One Librarian
    4. Dean, eLearning
    5. Director of FCTL
    6. Director of Disability Services
    7. One Dean from Academic Affairs
    8. One faculty member from Arts & Communications
    9. One faculty member from Biological Sciences
    10. One faculty member from English
    11. One faculty member from Education
    12. One faculty member from Humanities, History & Modern Languages
    13. One faculty member from Mathematics
    14. One faculty member from Physical Science
    15. One faculty member from Social Science
    16. One faculty member from the Center for Business, Legal and Entrepreneurship
    17. One faculty member from the Moore Center for Health Professions
    18. One faculty member from the Center for Information Technology
    19. One faculty member from the Center for Public Safety
    20. One faculty member from the Wharton Smith Center for Construction
    21. One faculty member from the Center for Architecture & Interior Design
    22. One faculty member from the Center for Adult and Education or one faculty member from the Center for English Language Studies
    23. One adjunct faculty member
    24. One representative from Student Affairs
    25. One professional staff member (includes professional staff and technical staff)
    26. One career service staff member
    27. One student 
  3. The chair of the committee shall be elected from the voting membership.
  4. The committee chair shall forward the annual self-assessment and recommendations of the committee through the Vice President for Academic Affairs and the Vice President for Information Technology and Resources.
  5. The committee shall meet on a regular basis, at least two times per academic year. In the absence of a serving chair, the Dean of eLearning shall be responsible for convening the first meeting of the academic year.
  6. The committee will work in conjunction with the Technology Advisory Committee during the year to ensure collaboration and support of like initiatives.
  7. The committee shall operate in accordance with Procedure 1.0900.              
Recommended byExecutive Team/CACDate3/16/2021
Signed byPresident, Georgia L. LorenzDate3/25/2021

1.0900.10 Library Committee

Authority:College Policy 1.020
Date Adopted:2/92
Date of Review:05/09; 08/11; 03/12; 04/2013; 09/14; 06/15; 03/17
Date of Revision:6/97; 2/07; 01/13; 07/13; 09/14; 06/15; 03/17
Related Policy:1.020

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. Committee Responsibilities
    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 Director in developing Library procedures and plans which meet the needs of faculty, staff, and students;
    3. Advise and consult with College administration about
      1. The state of the Library's resources, services and procedures
      2. The College's commitment to ensure that the Library serves the teaching, research, and public service missions of the college
    4. Actively monitor campus concerns about college Library resources, policies, procedures, and services.
    5. Represent SSC's library interests in joint use library initiatives
  2. Membership
    Except where membership is defined by position title, members shall serve three- year, staggered terms. This is a college-wide committee and, as such, the committee must include at least one member from each campus. Membership on 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 (includes professional staff, grades P01-P07, and technical staff, grades T01 – T06)
    4. One e-Learning technical staff member
    5. One career service staff member
    6. One career service staff member from the Library
    7. AVP, Equity and Diversity/Title IX Coordinator (ex-officio, non-voting member)
    8. Two students nominated by the Student Government Association (SGA)
    9. Director, College Libraries (ex-officio, non-voting member)
  3. Selection of Chair
    The chair of the committee shall be selected from the membership, but shall not be the Director, College Libraries.
  4. Liaison Vice President
    The committee chair shall forward the annual self-assessment and recommendations of the committee through the Vice President for Academic Affairs.
  5. Meeting Requirements
    The committee shall meet on a regular basis at least two times per academic year.
  6. Additional Guidelines
    1. The committee chair will attend, or send his/her designee, to report at the Faculty Senate meeting
    2. Minutes of each meeting shall be recorded and posted to the Standing Committee website.
    3. The committee and members will operate in accordance with Procedure 1.0900 Standing Institutional Committees.      
Recommended byExecutive TeamDate03/21/2017
Signed byPresident E. Ann McGeeDate03/30/2017

1.0900.14 Employee Benefits Committee

Authority:


Date Adopted:02/92
Date of Revision:6/97; 11/06; 9/08; 11/11; 01/13; 10/13; 10/14; 03/18
Related Policy:1.020

Purpose

The Employee Benefits Committee serves as an advisory committee to review and/or recommend changes to the benefit options offered to employees of the College.

Procedure

  1. The committee is responsible for reviewing benefits offered to College employees and recommending modifications based on information obtained through the ongoing analysis of employee needs and market conditions.
  2. The membership of the committee shall consist of the following:
    1. Two career service employees
    2. Two professional level employees (includes professional staff and technical staff)
    3. Two administrator level employees
    4. Three bargaining-unit faculty members appointed by the UFF-Seminole Chapter President
    5. Two part-time employees to include at least one adjunct
    6. Manager, Employee Benefits
    7. Associate Director, Payroll Services (ex officio)
    8. Director, Human Resources (ex officio)
    9. General Counsel (ex officio)
  3. The chair of the committee shall be elected from the voting membership.
  4. The chair of the committee will forward the committee's assessments and recommendations to the Associate Vice President, Human Resources.  Recommendations of the committee for improvement and change will be made to the Executive Team through the Associate Vice President, Human Resources.
  5. The committee shall meet at least once per Fall and Spring term, or more often if the majority of the committee deems necessary.  In the absence of a serving chair, the Director of Human Resources shall be responsible for convening the first meeting of the academic year.
  6. The committee shall operate in accordance with Procedure 1.0900 
Recommended by:Executive Team/CACDate06/15/2020
Signed by:President, Georgia L. LorenzDate6/28/2020

1.0900.18 Environmental Health, Safety and Security Committee

Authority:College Policy 1.020
Date Adopted:9/96
Date of Review:05/09; 08/11; 03/12; 03/17; 3/19
Date of Revision:6/97; 5/02; 2/07; 01/13; 03/17
Related Policy:1.020


Purpose

The purpose of the Committee is to advise and assist the College administration in order to ensure the health, safety, and security 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. Committee Responsibilities
    1. The primary role of the College Environmental Health, Safety, and Security Committee is to oversee all matters of health, safety, and security at the College.
    2. Review annually the following 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
      3. Annual Security Report (Clery)

    3. Identify risks to the safety, security, and environmental health and welfare of employees.
    4. Develop and promote programs for educating and informing employees about safe work practices and accident prevention.
    5. Provide recommendations to the College concerning safety, security, and environmental health of employees
    6. 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 a safe environment is maintained in accordance with the Safety Management Manual.

      6. Recommendations regarding any of the above.

  2. Membership on the committee shall consist of the following:

    1. AVP or Dean from Academic Affairs
    2. Director, Campus Safety and Security
    3. Environmental Health and Safety Manager 
    4. Director of Facilities or designee
    5. Chair of Emergency Medical Service Team, or designee
    6. Dean of Allied Health or Dean of Nursing 
    7. A representative or laboratory manager from the science labs, knowledgeable about chemical storage and safety procedures 
    8. A career service employee 
    9. A professional employee (includes professional staff and technical staff)
    10. A faculty member 
    11. Associate Vice President, Equity & Diversity/Title IX Coordinator or designee (ex-officio, non-voting)
    12. Manager, Risk Assessment and Compliance
    13. Two students 
  3. The Director of Campus Safety and Security will serve as committee chair.
  4. The committee chair shall forward the recommendations of the committee to the Vice President, Information Technology and Resources. 
  5. The committee shall meet at least two times per year to review College policies and procedures and to make recommendations to the Administration.
  6. The committee and members will operate in accordance with Procedure 1.0900.
Recommended by:Executive Team/CACDate3/19/2019
Signed by:Dr. Georgia LorenzDate3/21/2019

1.0900.19 Academic Calendar Committee

Authority:F.S. 1001.64 ; FAC 6A-10.019
Date Adopted:04/13
Date of Review:10/14; 06/15; 03/18; 3/21
Related Policy:1.020

Purpose

The purpose of the committee is to develop the initial draft of the College’s Academic Calendar. 

Procedure

  1. The committee is responsible for: 
    1. Holding an orientation session to educate the committee regarding the following: 
      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.
    2. Developing a draft of the College’s Academic Calendar that shall be presented to and approved by the Board of Trustees prior to the beginning of each fiscal year. 
  2. The membership of the committee shall consist of the following: 
    1. Vice President, Student Affairs
    2. An Associate Vice President from Academic Affairs
    3. A Dean from Academic Affairs
    4. Director, Enrollment Services and Registrar
    5. Director, Curriculum, Credentialing and Academic Scheduling 
    6. Associate Director, Payroll Services
    7. Associate Director, Student Accounting
    8. Manager, Human Resources Records and Reporting
    9. Manager, Academic Scheduling
    10. One faculty member from each of the following areas 
      1. School of Arts and Sciences 
      2. School of Business, Health, and Public Safety 
      3. School of Construction, Design, Engineering and Information Technologies
      4. At large faculty member 
    11. The UFF-Seminole Chapter President, or Vice President, or designee.
    12. Director, Student Financial Resources 
  3. The Director, Enrollment Services and Registrar shall chair the committee.
  4. The Vice President of Student Affairs (who is a committee member) will forward the committee’s draft College Academic Calendar to Executive Team to initiate the process for eventual Board approval. 
  5. The committee shall meet at least two times a year.
  6. The committee shall operate in accordance with Procedure 1.0900.
Recommended byExecutive Team/CACDate3/16/2021
Signed byPresident, Georgia L. LorenzDate3/25/2021

1.0900.20 Employee Excellence Committee


Authority:F.S. 1001.64; College Policy 1.020
Date Adopted:08/16
Date of Review:03/17; 08/19
Related Policy:1.020

Purpose

The purpose of the Employee Excellence Committee is to encourage and recognize employee excellence throughout the College. The committee advocates positive, community-minded engagement and shared governance throughout the College by establishing mentorship opportunities, facilitating awareness of and access to career development, recognizing employee milestones, promoting employee recognition, and facilitating employee appreciation programs.

Procedure

  1. Committee Responsibilities
    1. Develop an annual plan for employee-facilitated engagement activities each year.
    2. Facilitate and promote engagement activities to foster a sense of belonging and collaboration among all employees.
    3. Facilitate an employee recognition/appreciation program that provides opportunities for recognition of all categories of employees.
    4. Promote communication about the requirements, processes and procedures for gaining recognition and career development using multiple communication mechanisms and modalities.
    5. Maintain and update a centralized online website for the Employee Excellence Committee to post information relevant to its efforts.
    6. Assess employee recognition programs annually and make recommendations for improvements or new programs.
    7. Assess employee engagement events and activities annually and make recommendations for improvements or new events and activities.
    8. Assess employee career development programs and activities annually and make recommendations for improvements or new programs and activities.
    9. Establish subcommittees as needed to complete action items.
    10. Collaborate with the Manager, Employee Communication and Engagement to achieve the goals and action items of the committee
  2. Membership
     Except where membership is defined by position title, members shall serve three-year staggered terms.  This is a college-wide committee and, as such, the committee must include at least one member from each campus. Membership on the committee shall consist of the following:
    1. Two full-time faculty members
    2. One part-time faculty member
    3. One administrator
    4. Two professional staff members (includes professional staff, grades P01-P07, and technical staff, grades T01 – T06)
    5. Two career service staff members
    6. One part-time non-instructional staff member
    7. Associate Vice-President, Equity and Diversity/Title IX Coordinator (ex-officio)
    8. One Seminole State Foundation representative (non-voting ex-officio)
    9. Manager, Employee Communications and Engagement (non-voting ex-officio)
  3. Selection of Chair
     The chair of the committee shall be elected by the voting members of the committee. Elected committee chairs should be elected at least every three years.
  4. Recommendation Process
    The committee chair shall forward the recommendations of the committee through the Manager, Employee Communications and Engagement, and the Associate Vice President of Human Resources.
  5. Meeting Requirements
     The committee shall meet on a regular basis at least six times per academic year.
  6. Additional Guidelines
    1. At least one member of the committee will be trained in College website content management and be granted access to make changes recommended by the committee.
    2. Minutes of each meeting shall be recorded and posted to the Standing Committee website.
    3. The committee and members will operate in accordance with Procedure 1.0900 Standing Institutional Committees.   
Recommended byExecutive Team/CACDate 08/27/2019
Signed byPresident, Georgia L. LorenzDate 09/5/2019

1.0900.21 Sustainability Committee

Authority:F.S. 1001.64
Date Adopted:03/18
Date of Review:03/21
Related Policies:1.020

Purpose

The purpose of the Sustainability Committee is to provide leadership in advancing College-wide efforts toward sustainability by discussing strategies and providing recommendations. These recommendations will focus on actions that have a positive impact on the College community by using economic and environmental resources efficiently, and educating students, faculty, and staff on College sustainability practices.

Definitions

Sustainability refers to the long-term viability of behaviors, products and processes within both their local and global contexts. Sustainable practices take account of interactions between the built environment and the natural environment and assess responsibly the social, economic and environmental impacts of organizational decisions.

Procedure

  1. Committee Responsibilities
    1. Develop and review a responsible College sustainability plan for its built and natural resources. Recommend revisions for approval by College leadership as needed.
    2. Facilitate and promote College sustainability plan practices.
    3. Maintain and update a single, centralized online presence for information regarding College sustainability practices.
    4. Review processes and practices; make recommendations for improvements.
    5. Collaborate with the College community to achieve the goals and action items of the committee.
  2. Membership on the committee shall consist of the following:
    1. Director of Facilities
    2. A Campus Dean
    3. One faculty member from each of the following areas:
      1. Arts and Sciences
      2. Business, Health, and Public Safety
      3. Construction, Design, Engineering and Information Technologies
      4. At large faculty member
    4. Two students
    5. Two career service employees
    6. Two professional employees (includes professional staff and technical staff)
    7. Associate Vice President, Equity & Diversity/Title IX Coordinator or designee (ex-officio, non-voting)
    8. Manager, Facilities Energy & Sustainability (ex-officio, non-voting)
    9. Environmental Health and Safety Manager (ex-officio, non-voting)
    10. Vice President, Marketing & Strategic Communications (or designee) (ex officio, non-voting)
  3. The chair of the committee shall be elected by the committee membership.
  4. The committee chair shall forward the recommendations of the committee to the Vice President, Business Operations and Chief Financial Officer.
  5. The committee shall meet on a regular basis, at least two times per year.
  6. The committee and members will operate in accordance with Procedure 1.0900. 
Recommended by:Executive Team/CACDate03/16/2021
Signed by:President, Georgia L. LorenzDate3/25/2021

Contact

Seminole State General Contact Information

1.0900.22 Speaker Series Committee

Authority:F.S. 1001.64; 1001.65
Date Adopted:7/2018
Date of Review:03/2021
Related Policy1.020

Purpose

The purpose of the Speaker Series Committee is to organize a series of prominent guest lectures and receptions with the mission of providing the College and greater communities access to distinguished speakers that advance student learning, cultivate student engagement and foster academic excellence and community enrichment. The committee provides for broad faculty and staff participation, community-minded engagement, and shared governance throughout the College by selecting and hosting prominent, distinguished speakers and promoting the events in the community.

Procedure

  1. Committee Responsibilities
    1. Identify and recommend prominent speakers for a series of guest lectures aligned with the College’s mission and strategic plan.
    2. Facilitate and promote at least one event per each major academic term as budget permits.
    3. Promote communication about each event within the College and to the external community.
    4. Maintain and update a list of potential speakers and agencies for review each year. 
  2. Membership on the committee shall consist of the following:
    1. Associate Vice President, Academic Services (Co-Chair)
    2. Associate Vice President, Student Development (Co-Chair)
    3. Six faculty members, as follows:
      1. Three faculty from School of Arts & Sciences
      2. One faculty from School of Business, Health & Public Safety
      3. One faculty from School of Construction, Design, Engineering and Information Technologies
      4. One at large faculty member
    4. One Librarian
    5. One Professional Level Employee (includes professional staff and technical staff)
    6. Director, Grindle Honors Institute
    7. Director, Faculty Center for Teaching and Learning
    8. One Career Service employee
    9. Director, Student Life
    10. Two students 
    11. Manager, PR and Media Relations (ex-officio)
    12. Events Coordinator (ex-officio)
  1. The AVP, Academic Services and AVP, Student Development shall serve as co-chairs of the committee.
  2. The committee chairs shall forward the recommendations of the committee to the Executive Team through the Vice Presidents of Academic and Student Affairs.
  3. The committee shall meet on a regular basis at least two times per academic year.
  4. The committee and members will operate in accordance with Procedure 1.0900 Standing Institutional Committees.
Recommended byExecutive Team/CACDate3/16/2021
Signed byPresident, Georgia L. LorenzDate3/25/2021

1.1000 Commercial Solicitation, Posting/Distribution of Notices on Campus

Authority:F.S. 1001.64; 1004.097
Date Adopted:05/2002
Date of Revision(s):01/2015; 10/2019
Related Policy:1.130

Purpose

The purpose of this procedure is to describe the process and guidelines for submitting requests for commercial speech on College property, including but not limited to solicitation, posting/distribution of notices by persons or organizations outside of Seminole State College.  For purposes of this Procedure, College property means any property of any nature (real, personal, tangible, intangible) owned, leased, or used by the College and includes physical, digital/electronic, technological and other locations.

Procedure

1. Requests and Registration

  1. All requests for any form of commercial speech, including but not limited to solicitation and posting/distribution of notices including, but not limited to, advertising, notices, flyers, publications, or other forms of commercial communication must be submitted to the Office of Campus Safety and Security at each respective campus for approval prior to posting, distribution, or dissemination on or using College property. If requests are related to student recruitment by employers or other academic institutions, the Career Development Center will be consulted by the Office of Campus Safety and Security prior to approval per Procedure 3.0701.
  2. All requests for any form of commercial speech, including but not limited to solicitation, posting/distribution of notices including, but not limited to, advertising, notices, flyers, publications or other forms of commercial communication intended for employees must be submitted to the Human Resources office for approval prior to posting, distribution, or dissemination on or using College property.
  3. All requests for any form of commercial speech intended for a general audience (both students and employees) must be submitted to the Office of Campus Safety and Security at each respective campus for approval prior to posting, distribution, or dissemination on or using College property. The Office of Campus Safety and Security will coordinate with other College departments as necessary.
  4. All requests require the completion of a form with the requester’s name, name of business/organization, address, the requested date and time of activity, and nature of the activity.
  5. Approved requests for solicitation and posting of notices will be registered and given a registration number and expiration date that must be displayed on the solicitation or posting. The expiration date for posted materials will be ten (10) business days from the date of registration. Approved requests for solicitation (table events) will designate the number of sequential days this is allowed on College property, generally no more than 1-2 days.

2. Approved Locations

  1. The posting, distribution or dissemination of commercial materials is restricted to specific locations on each respective College property. The College representative will communicate these locations upon approval.
  2. Posting, distribution or otherwise affixing printed commercial material or other commercial items on vehicles parked in College parking facilities is prohibited.
  3. Commercial Publications may be distributed from bins or racks only in designated areas.

3. General Guidelines

  1. Anything commercial that is posted on College property in an unapproved area, without a registration number, and/or without an expiration date will be immediately removed.
  2. Anyone soliciting or posting, distributing or disseminating commercial notices on College property without registration or in an unapproved area is trespassing and subject to arrest and prosecution.
  3. Any commercial speech must not have the immediate or potential impact of disrupting classroom or general campus life.
  4. Solicitors must not obstruct vehicular, bicycle, pedestrian, or other traffic.
  5. Solicitors must not obstruct entrances or exits to buildings or driveways, or impede entry to or exit from any building or parking lot or vehicular path.
  6. The College’s name, marks, logos, insignias, seals, colors, designs and symbols will not be used in advertising without the permission of the President or designee.
  7. Product or service sales are not permitted on College property without the prior, express, and written permission of the College.
  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 functions and will not be subject to the above restrictions.
  9. Any person who observes inappropriate activity relevant to this procedure should report it to the Office of Campus Safety and Security for follow-up.
  10. All approved requests must adhere to all other College policies and procedures.
Recommended by: Executive Team/CACDate:      10/22/2019
Signed by: President, Georgia L. LorenzDate:      10/30/2019

1.1200 Communicable Diseases

Authority:Americans with Disabilities Act of 1990 as amended; Rehabilitation Act of 1973, as amended; Florida Statutes 1001.64(4)(b), 1002.21(4), 1006.50, 1006.68, Rule 64D-3.029, F.A.C.
Date Adopted:01/17
Date of Review:08/20
Related Policies:1.120; 1.060; 6.061, 3.090

Purpose

To inform students and employees that the College treats communicable diseases (as well as diagnosed individuals with a communicable disease) in a manner that balances the rights the College community, the public, and any diagnosed or exposed individuals. 

Definitions

  1. ADA: Americans with Disabilities Act of 1990, including subsequent amendments and regulations.
  1. Communicable diseases: those caused by an infectious agent or its toxins which can be spread from one person, animal, or object to another through a variety of ways that include, but are not limited to, contact with blood or other bodily fluids, breathing in an airborne virus, or by being bitten by an insect.  
  1. Conditions that pose a high risk: communicable diseases that must be reported within 24 hours to the local county health department. These currently include, but are not limited to, anthrax, encephalitis, hepatitis, influenza A, meningococcal disease (meningitis), measles, rabies, COVID-19 or other severe forms of coronavirus (e.g. SARS, MERS, or similar variants) and rubella. 
  1. Diagnosed individual with a communicable disease: a student, employee, visitor, or other individual who comes in contact with College students, employees, or visitors after the College acquires information about his/her diagnosed communicable disease. The information may come to the College from any reliable source, including the individual or the county health department.
  1. HIPAA: Health Insurance Portability and Accountability Act, including subsequent amendments and regulations.
  1. Human Immunodeficiency Virus (HIV): a condition that can gradually destroy the immune system. The virus can be transmitted from mother to child in utero, through exchange of blood or bodily fluids from an infected individual, or through sexual contact from an infected individual. It is not spread through touching items touched by an individual with the virus, or hugging, or insect bites.
  1. Acquired Immune Deficiency Syndrome (AIDS): the condition reached when the immune system is non-functional from the Human Immunodeficiency Virus. While there is no cure, treatments are available through a health care provider. 

Procedure 

Students, employees, and visitors are required to report to the College a diagnosed or suspected outbreak of a communicable disease that poses a high risk, or an individual that is diagnosed or with an infection that poses a high risk, as defined above.
 

  1. Please refer to the Communicable Diseases webpage(s) on the College’s website for reporting protocols.
  1. The College representative receiving the report will comply with all applicable confidentiality provisions of HIPAA, FERPA, the ADA, and other applicable laws or regulations. The representative will confirm with the individual that the College’s receipt of such a report means that the diagnosed  or exposed individual with a condition that poses a high risk may not be allowed to participate in any College activities or be present on any College campus or property used by the College, effective immediately, pending documentation of negative test results.  The College’s decision to allow or not allow participation or presence shall be based on assessment of the risk to the health and safety of others posed by the communicable disease, using information available from knowledgeable medical sources, including applicable public health agencies.  The representative will request information from the individual regarding their high-risk condition as follows:
    1. Confirmation of the diagnosis from a health care professional acceptable to the College. 
    2. Symptoms and special circumstances pertinent to the individual’s activities at the College. Examples: the student’s actual or planned course of study, or the employee’s job functions, or the visitor’s participation in a College program or event.
  1. The College will assess each report of a communicable disease that poses a high risk. The College will determine the reliability of each report, develop additional facts if needed, and take appropriate actions. Those may include:
    1. Notifying in writing the individual with the high-risk condition that the actual or planned educational, work, or other activities pose no direct threat to the individual or the College’s students, employees, or visitors and may be continued.
    2. Notifying in writing that the College is restricting the actual or planned educational, work, or other activities of the individual with the high-risk condition. This would follow a determination that full participation poses a direct threat to the health or safety of the individual or others. Restriction may apply to some or all of the activities.  
  1. The participation of individuals involved in academic programs or job duties that involve contact with blood or other bodily fluids in teaching laboratories or other instructional sites will be evaluated against the standards set within each program for students and employees. Those standards are developed and maintained in cooperation with program directors and in accordance with the practices of clinical partners, as appropriate. Participation may be maintained by following standard safety protocols, adding safety protocols, establishing alternative settings that do not fundamentally alter the program for students or remove an essential duty for employees, or using other effective strategies.
  1. College employees whose roles may place them in contact with bloodborne pathogens will follow College Policy 6.061, Occupational Exposure to Bloodborne Pathogens. This Policy will be supplemented by training and direction from supervisors.
  1.  If an individual with a diagnosed disease meets the definition of a disabling condition in the ADA, that individual may request reasonable accommodations through Disability Support Services (students) or Human Resources (employees and visitors). The College will follow its policies and procedures for reviewing reasonable accommodation requests.
  1. The College promotes health education about many topics in its role of presenting tips and guidelines for safety and wellness. The College maintains a website relating to Communicable Diseases: Prevention and Monitoring. Students, employees, and visitors may consult it for updated information. [1] 
  1. In compliance with Florida statute, the College also provides a list of community resources and education programs in the Student Handbook. That list includes services that diagnose, treat, and prevent AIDS and related conditions as well as high-risk communicable diseases. Common campus behaviors present slight risk of transmitting HIV or AIDS. The most current medical information on symptoms and prevention can be found through local organizations, including those on the Community Resource Listing maintained by Academic Advising and Counseling. [2] 
  1. The College will maintain confidentiality regarding disclosure of the disease/condition in accordance with applicable law. Only those individuals with need to know will be informed, normally in cases related to health and safety in the regular operation of the College. The College will maintain medical records with the safeguards consistent with the ADA, HIPAA, FERPA (as applicable) and other applicable statutes.
  1. Non-discrimination: The College will follow its non-discrimination policy in respect to diagnosed individuals with communicable diseases. Individuals who believe that College discriminated in actions related to communicable diseases may file a Discrimination Complaint or pursue other remedies.
  1. The President may issue written directives to College students, employees, users, visitors and others accessing or using College property or services (by means of contract or otherwise) that are consistent with applicable federal, state, and local law, regulation, or executive or emergency order, as well as the intent of this procedure and Policy 1.120 in order to protect the health, safety, and welfare of College students, employees, users, visitors, and property from communicable diseases or conditions that pose a high risk.
Recommended byExecutive Team/CACDate9/22/2020
Signed byPresident Georgia L. LorenzDate10/19/2020

Rule 64D-3.029, F.A.C., as amended, supplemented, or restated. 

1.1900 Solicitation and Management of External Grant Funding

Based on board policy number and Florida Statute:Effective Date:
1001.64 F.S.; SCC Rule 1.19004/1/02
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 byExecutive StaffDate3/02
Approved:President, E.Ann McGeeDate4/1/02

1.2000 Emergency Response Team

Authority:F.S. 1001.64; F.A.C. 6A- 14.0261
Date Adopted:5/02; 10/2013; 01/2014; 03/2015
Date of Review:05/09; 08/11; 03/12; 08/2013; 12/2013; 12/2014; 3/19; 3/21
Related Policy:6.030

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. Dean, Center for Public Safety
    2. Associate Vice President, Financial Services
    3. Associate Vice President, Human Resources
    4. Campus Dean, Altamonte Springs Campus
    5. Campus Dean, Oviedo Campus
    6. Coordinator, Environmental Health and Safety
    7. Director, Campus Safety and Security
    8. Director, Communications and Media Relations
    9. Director, Facilities
    10. Vice President/Financial Services & CFO
    11. Facilities Manager, Heathrow Center
    12. Facility Plant Manager, Oviedo
    13. Facility Plant Manager, Sanford/Lake Mary
    14. General Counsel
    15. Vice President, Academic Affairs
    16. Vice President, Information Technology and Institutional Resources/CIO (chair)
    17. Vice President, Marketing & Strategic Communications
    18. Vice President, Student Affairs/CSAO
    19. Manager, Risk Assessment and Compliance
    20. Director, Academic Advising and Counseling
  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.

  1. ERT recommendations will be made through the Executive Team.
Recommended by:Executive Team/CACDate3/16/2021
Signed by:President, Georgia L. LorenzDate3/25/2021

1.3000 Sexual Predator or Offenders

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
    https://offender.fdle.state.fl.us/offender/sops/home.jsf
  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 byExecutive TeamDate07/2014
ApprovedPresident E. Ann McGeeDate07/23/2014

1.5000 Institutional Review Board (IRB)

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 byExecutive StaffDate03/26/2013
Approved:President, E. Ann McGeeDate04/01/2013

1.6000 Red Flag Identity Theft Prevention Program

Based on Board Policy number and Florida Statute:Effective Date:
F.S. 1001.64 F.S.; Policy 1.26002/10

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 byExecutive StaffDate02/10
Approved:E. Ann McGee, PresidentDate02/10

1.7000 Reporting of Substantive Change

Authority:F.S. 1001.64
Date Adopted:07/10; 03/13
Date of Review:08/11; 08/12; 02/13; 05/21
Related Policy:1.270

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 (SACSCOC), all substantive changes to the institution, in the timeframe and manner as outlined in the Commission’s Substantive Change Policy and Procedures and the Principals of Accreditation.

Definition

A substantive change is a significant modification or expansion of the nature and scope of an accredited institution as defined by SACSCOC. Current information about SACSCOC substantive change definitions and reporting or approval requirements are defined in Substantive Change Policy and Procedures, available on the SACSCOC website at www.sacscoc.org, or by contacting the College’s SACSCOC 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 many 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 the Review of Substantive Changes Requiring Approval Prior to Implementation – typically six months before implementation.

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:

  • The College President will sign and send to the President of the SACSCOC, as appropriate for the particular type of substantive change,
    1. timely notifications summarizing proposed changes, or
    2. a timely substantive change prospectus or application.
  • The College’s SACSCOC Accreditation Liaison, as appointed by the President as required by SACSCOC, will be responsible for the following:

    Ensuring that compliance with substantive change requirements is incorporated into the planning and evaluation process of the institution.
    1. Preparing substantive change notification letters for the signature of the college President in accord with the substantive change policies of the SACSCOC.
    2. 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 SACSCOC.
    3. Educating faculty, staff and cross-functional committees regarding SACSCOC Substantive Change policies and procedures, particularly when such policies or procedures are revised by the Commission.
    4. Maintaining a database of substantive change initiatives, action plans and status.
    5. Presenting reports to the Executive Team and Academic Leadership Team– at a minimum quarterly -- on active substantive change issues.
    6. 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 SACSCOC requirements are satisfied in a timeline manner.
    7. Serving as a contact person and communication liaison between SACSCOC staff and the College regarding substantive change.
  • College administrators will be responsible for the following:

    Learning about and maintaining awareness of current Commission on Colleges Substantive Change policies.
    1. 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.
    2. Initiating communication with the College’s SACSCOC Accreditation Liaison whenever any initiative is being considered that might meet the current SACSCOC 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 SACSCOC substantive change requirements.  Managing any approved initiative that requires SACSCOC substantive change notification or approval, keeping the SACSCOC Accreditation Liaison informed of status.
  • Standing Committees as defined in College Procedure 1.0900 and cross-functional teams will be responsible for maintaining awareness of current SACSCOC Substantive Change policies during their deliberations and notifying the College’s SACSCOC Liaison of any initiatives that may have substantive change implications.
  • Because such a broad spectrum of employees are necessarily involved in the substantive change process, the SACSCOC substantive change compliance matrix has been adapted, below, to clarify the types of substantive changes 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 SACSCOC Accreditation Liaison to maintain this table and to coordinate its implementation throughout the College.

Seminole State College of Florida Substantive Change Matrix

Because a variety of individuals are involved in the substantive change process, the SACSCOC matrix below has been adapted to delineate responsibilities in identifying, reporting and documenting substantive changes.

Type of ChangeRequiresCommittee VisitFeeDocumentation and Submission TimelineResponsible Offices

Institutional Changes 

Change in measure of student progress to completion. 

Approval from Executive Council[GL1]  of the Board of Trustees

No

Yes 

Prospectus

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year. 

President, VP’s, SACSCOC Liaison 

Competency-based education by course/credit-based approach – institutional level approval. 

 

 

Approval from Executive Council of the Board of Trustees

No 

Yes

Prospectus 

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year. 

VPs, AVPs, Deans, SACSCOC Liaison

Distance Education – Institutional-level approval 

 

 

Approval from Executive Council of the Board of Trustees

No

Yes

Prospectus 

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year. 

VPs, AVPs, SACSCOC Liaison

Governance Change 

 

 

Notification and Approval of the Full Board of Trustees 

Yes

Yes

Notification and Prospectus  

March 15 for review at the Board’s biannual meeting in June of the same calendar year, and September 1 for review at the Board’s biannual meeting in December of the same calendar year. 

President, Board of Trustees, SACSCOC Liaison 

Institution Closure 

Approval from Executive Council of the Board of Trustees

 

 

 

No

 

 

 

 

 

No

Teach-out plan  

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year.  

President, VPs, SACSCOC Liaison 

 

 

 

Institution Relocation 

Approval from Executive Council of the Board of Trustees

 

No

 

 

 

 

 

Yes

Prospectus 

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year.  

President, VPs, SACSCOC Liaison 

 

 

 

Institution, Program, or Location Acquisition from another institution 

 

Notification and Approval of the Full Board of Trustees

 

 

 

Yes

 

 

Yes

Notification and Prospectus 

March 15 for review at the Board’s biannual meeting in June of the same calendar year, and September 1 for review at the Board’s biannual meeting in December of the same calendar year.

President, VPs, SACSCOC Liaison 

 

 

 

 

 

Institutional Contingency Teach-out Plan 

An institutional contingency teach-out plan must be approved if any of the following occur: 

a. the institution is placed on probation by SACSCOC, 

b. SACSCOC acts to end the institution’s accreditation, 

c. the institution’s state authorization is revoked, 

d. the institution is on provisional certification for federal financial aid by U.S. Department of Education (USDE), 

e. the institution is on reimbursement for federal financial aid by USDE, or 

f. the institution is the subject of emergency action by USDE.

Approval from Executive Council of the Board of Trustees

 

No

No

Teach-out plan  

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year. 

 

President, VPs, SACSCOC Liaison 

 

Level Change 

 

 

Approval of the Full Board of Trustees

 

 

 

Yes

 

 

 

 

 

 

Yes

Level change application  

March 15 for review at the Board’s biannual meeting in June of the same calendar year, and September 1 for review at the Board’s biannual meeting in December of the same calendar year.

President, VPs, SACSCOC Liaison 

 

 

 

 

 

 

 

Merger/Consolidation 

 

Notification and Approval of the Full Board of Trustees

 

Yes

Yes

Notification and Prospectus  

March 15 for review at the Board’s biannual meeting in June of the same calendar year, and September 1 for review at the Board’s biannual meeting in December of the same calendar year

President, VPs, SACSCOC Liaison 

Mission Change  

A significant change in the established mission of an institution requires SACSCOC approval prior to implementation. A mission change fundamentally alters the character of an institution and its portfolio of academic programs or other mission-driven activities.  

Approval from Executive Council of the Board of Trustees

 

No

Yes

Prospectus 

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year. 

President, VPs, SACSCOC Liaison

Ownership, Means of Control, or Legal Status Change 

 

 

Notification and Approval of the Full Board of Trustees

 

Yes

Yes

Notification and Prospectus  

March 15 for review at the Board’s biannual meeting in June of the same calendar year, and September 1 for review at the Board’s biannual meeting in December of the same calendar year

President, VPs, SACSCOC Liaison

Program Changes  

Clock-Credit Hour Conversion 

 

 

Approval from Executive Council of the Board of Trustees

 

No

No

Prospectus 

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year. 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison 

Competency-based Education by Direct Assessment  

A program in which 50% or more of the program may be earned through the direct assessment approach to competency-based education (CBE) requires SACSCOC approval prior to implementation. Each direct assessment CBE program requires SACSCOC approval, independent of prior direct assessment program approvals for the institution.

Approval of the Full Board of Trustees 

Yes

Yes

Prospectus  

March 15 for review at the Board’s biannual meeting in June of the same calendar year, and September 1 for review at the Board’s biannual meeting in December of the same calendar year

 

 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

Competency-based Education by Direct Assessment  

A program in which 25-49% of the program may be earned through the direct-assessment approach to competency-based education (CBE) requires SACSCOC notification prior to implementation.

Notification 

No

No

Notification prior to implementation 

 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

Cooperative Academic Arrangement 

Notification 

No

No

Notification prior to implementation 

 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

Cooperative Academic Arrangement with Non-Title IV Entities – Approval

An agreement with an entity (or entities) not certified to participate in U.S. Department of Education title IV programs to deliver 25-50% of a program’s content recorded on the SACSCOC institution’s transcript as its own requires SACSCOC approval prior to implementation.

Approval from Executive Council of the Board of Trustees

 

No

Yes

Prospectus 

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year. 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

Cooperative Academic Arrangement with Non-Title IV Entities – Notification 

An agreement with an entity (or entities) not certified to participate in U.S. Department of Education title IV programs to deliver less than 25% of a program’s content recorded on the SACSCOC institution’s transcript as its own requires notification prior to implementation. 

Notification 

No

No

Notification prior to implementation 

 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

Correspondence Education 

 

Approval from Executive Council of the Board of Trustees

 

 

No

Yes

Prospectus 

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year.

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

 

 

 

Dual Academic Award 

 

Notification 

No

No

Notification prior to implementation 

 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

Joint Academic Award with non-SACSCOC Institution(s) or Entity(ies) 

 

Approval from Executive Council of the Board of Trustees

 

No

Yes

Prospectus

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year.

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

 

Joint Academic Award with SACSCOC Institution(s)

Notification 

No

No

Notification prior to implementation 

 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

Method of Delivery  

Adding a method of instructional delivery to an existing program requires notification prior to implementation where 50% or more of the content is delivered. 

The three methods of delivery are:

  1. competency-based education
  2. distance education, 
  3. face-to-face instruction.

Notification 

No

No

Notification prior to implementation 

 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

 

New Program – Approval

A new program with 50-100% new content is a significant departure from the institution’s existing programs and requires SACSCOC approval prior to implementation.

Approval from Executive Council of the Board of Trustees

 

No

Yes

Prospectus

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year. 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

 

New Program – Notification 

A new program with 25-49% new content is a significant departure from the institution’s existing programs and requires notification prior to implementation.

Notification

No

No

Notification prior to implementation 

 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

 

Program Closure 

Approval from Executive Council of the Board of Trustees

 

No

No

Teach-out plan  

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year. 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

 

Program Designed for Prior Learning  

Initiating a program requiring students to possess prior learning as a condition of admission requires notification prior to implementation.

Notification 

No

No

Notification prior to implementation 

 

VP, AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

Program Length Change  

• program credit hours (or an equivalent or comparable measure of progress such as clock hours or demonstrated competencies) increase or decrease by 25% or more 

— AND —

 • students' expected time to completion increases or decreases by more than one term or its equivalent or comparable measure.

Approval from Executive Council of the Board of Trustees

 

No

Yes

Prospectus

 January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year.

 

AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison

 

Program Re-open

A closed program may re-open within five years of the closure date by submitting notification.

Notification 

No

No

Notification prior to implementation  

AVP, Dean, Program Manager, Course and Curriculum Development, SACSCOC Liaison 

Off-campus Instructional Site/Additional Location Changes

Off-campus Instructional Site Notification 

An off-campus instructional site at which 25-49% of a program’s instruction is delivered requires notification prior to implementation.

Notification 

No

No

Notification prior to implementation  

AVP, Dean, Program Manager, Dual Enrollment Coordinator, Course and Curriculum Development, SACSCOC Liaison 

Off-campus Instructional Site Approval (including branch campus)

An off-campus instructional site at which 50% or more of a program’s instruction is delivered requires SACSCOC approval prior to implementation.

There are two site approval pathways: 

• approval by extensive review 

• approval by limited review.  

The pathway available to an institution depends on 

• the number of sites previously approved by extensive review, and 

• the status of an institution at the time a site prospectus is submitted to SACSCOC.

Extensive Review: 



 Approval of the Full Board of Trustees

OR  

Reaffirmation

 Limited Review: 

 

Approval from Executive Council of the Board of Trustees

 

Contingent 

Yes

Prospectus 

 Extensive Review: 

March 15 for review at the Board’s biannual meeting in June of the same calendar year, and September 1 for review at the Board’s biannual meeting in December of the same calendar year

Limited Review: 

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year.

President, VP, AVP, Dean, Program Manager, Dual Enrollment Coordinator, Course and Curriculum Development, SACSCOC Liaison

 

Off-campus Instructional Site Relocation – Non-branch campus 

 The new location must serve the same geographic area or the same pool of students. Otherwise, the current location must be closed (requires a teach-out plan and closure approval) and the new location subject to notification or approval.

Notification 

No

No

Notification prior to implementation  

President, VPs, SACSCOC Liaison 

Off-campus Instructional Site Relocation – Branch Campus 

The new location must serve the same geographic area or the same pool of students. Otherwise, the current location must be closed (requires a teach-out plan and closure approval) and the new location subject to notification or approval.

Approval from Executive Council of the Board of Trustees

 

No

Yes

Prospectus

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year.

President, VPs, SACSCOC Liaison

Off-campus Instructional Site Name or Address Change 

Notification 

No

No

Notification prior to implementation  

President, VPs, SACSCOC Liaison

Off-campus Instructional Site Closure 

Approval from Executive Council of the Board of Trustees

 

No

No

Teach-out Plan 

January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year.

VP, AVP, SACSCOC Liaison 

Off-campus Instructional Site Re-open  

An off-campus instructional site previously approved for closure may be re-opened with five years of the closure date by submitting notification. 

Notification 

No

No

Notification prior to implementation  

VP, AVP, SACSCOC Liaison

 

Recommended by:Executive Team/CACDate5/18/2021
Signed by:President Georgia L LorenzDate5/24/2021

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